FMS:Workplace Reviews & Pricing

Key Features

• Centralized Database: Track and manage your space inventory including floor plans, room details, occupancy information, asset locations and usage metrics.
• Floor Plan Viewer: Visualize and interact with 2D and 3D floor plans, making it easier to understand spatial relationships, identify available areas and plan moves or reconfigurations. You can also import CAD and Revit drawings into the system with just a few clicks.
• Move Management: Employees or managers can initiate move requests through a web-based interface. Capture essential move details like move date, department, reason and type. You can also make multiple move requests with options for adding people by group, building, floor or individual.
• Scenario Planning: Move employees and assets on floor plans to test different layouts and space allocation options. Evaluate each scenario's implications such as occupancy changes, adjacency requirements and potential conflicts. Create interactive stack plans that illustrate how departments, teams or individuals will be allocated across multiple floors and buildings within a specified timeframe
• Real Estate and Lease: Find and review specific lease agreements including financial details and important deadlines. The dashboard view lets you see high-level metrics like square footage, average rent per square foot and monthly rent for all properties. Get automatic reminders for critical lease dates, so you can stay on top of renewals and other important events.
• Project Management: Create detailed project plans with tasks, dependencies and timelines. Assign tasks and resources to team members. Develop comprehensive project budgets, including estimated and actual costs. Track expenses against the budget in real time. Provide a collaborative platform for project teams to share information, documents and updates.
• Reporting: Apply filters and parameters to customize reports and focus on specific data sets. For example, you can generate a space usage report for a particular building or floor, or filter maintenance work orders by status or priority. You can drill down into details. For instance, clicking on a bar in a space usage chart could display a list of rooms or departments contributing to that data.
• Asset Management: Monitor the financial aspects of assets by recording initial acquisition dates and costs. You can also calculate asset depreciation over time. Create and maintain a precise inventory of various asset types including their location, condition and other relevant attributes. Manage warranty information, as well as details about certified maintenance personnel and vendors.
• Work Order Management: Tailor work order forms to collect specific information relevant to different request types (e.g., repairs, installations, inspections). Define specific response and resolution time targets for different work order types and priorities, ensuring timely service delivery and meeting customer expectations. Create and set statuses like requested, in progress and complete to track work orders.
• Preventive Maintenance: Create and reuse PM templates for common maintenance tasks to save time and ensure consistent processes. Customize templates to match specific equipment types or asset categories.

See It In Action: My Honest Take

• Save valuable time by adding frequently used views, reports and documents to your favorites
• Import CAD and Revit models into the system for better visualization.
• Make on-the-fly adjustments to your floor plans with markup capabilities.

• The system may challenge less tech-savvy individuals, requiring extra training or support.
• The parts inventory module is suited for larger equipment, not consumables like toilet paper or towels.
• Importing drawings needs specific formatting like including boundary lines into spaces, adding an extra step.

Scenario 1: Evaluating Expansion Opportunities

Scenario 2: Assigning Space to Team Members

Scenario 3: Moving an Employee to a New Space

Scenario 4: Comparing Different Office Layouts

Scenario 5: Tackling Work Orders

Scenario 6: Making Service Requests

Scenario 7: Reserving a Space

Approach to Common Facility Management Challenges

• Inefficient Space Usage: The University of Dundee faced a common problem: they didn't truly know how their campus spaces were being used. The system’s occupancy sensors changed that. It helped them:
  • Reclaim Underused Spaces: By identifying rooms that were rarely used, the university could confidently reallocate these spaces for more productive purposes.
  • Convert School-Controlled Rooms to Central Spaces: Sensor data revealed low usage of specialized rooms, justifying their conversion to shared spaces accessible to the entire university community.
  • Prioritize Room Upgrades: The data highlighted popular meeting spaces, enabling the university to target investments in refurbishments and upgrades towards the most frequently used areas.
• Increased Real Estate Costs: Sutter Health used workplace analytics capabilities to collect real-time data on how their office spaces were used. The results were as follows:
  • Uncover Wasteful Space: The data collected revealed a striking underuse of office space, with an average occupancy rate of only 3-10%.
  • Identify Real Estate Adjustments: They identified spaces that can be eliminated or repurposed to align with their actual needs.
  • Project Cost Savings: Based on these insights, they projected a potential cost savings of $21 million by eliminating 700,000 square feet of underused office space.
• Difficulty in Adapting to Hybrid Work Models: The system empowered a global food service leader to design and manage flexible work environments. It helped them:
• Put Employees in Control: Employees can reserve desks and conference rooms via a mobile app, fostering autonomy and reducing administrative overhead.
• Facilitate Agile Moves: Moving teams and people around is a major headache. The system makes it simple to reconfigure your workspace with drag-and-drop capabilities.
• Cater to Individual Preferences: The system supports a mix of assigned seating and hoteling, which means there's a spot for everyone, no matter how they like to work.
• Time-Consuming Facility Management Tasks: Global healthcare technology struggled with fragmented systems and manual processes, leading to inefficiencies, inconsistent data and limited visibility into their real estate portfolio. The system allowed them to:
  • Save Time: Automation significantly reduced the time and effort required for various activities such as space and move management, and maintenance requests by 80%, freeing up valuable time for facility managers.
  • Make Smarter Decisions: Real-time data and analytics enabled them to make informed choices about space usage, maintenance and investments.
  • Keep Employees Happy: Streamlined processes for things like making service requests and moves made life easier for everyone.

Approach to Common Workspace Management Challenges

• Inefficient Space Usage: The system helps organizations identify underused spaces through occupancy sensors and data analytics, enabling them to repurpose or reallocate these areas for better efficiency.
• Difficulty in Adapting to Hybrid Work Models: The platform empowers employees to reserve desks and rooms via a mobile app, and facilitates easy reconfiguration of workspaces, catering to both assigned seating and hoteling preferences.
• Time-Consuming Facility Management Tasks: Automation of tasks like space and move management, and maintenance requests saves time for facility managers.
• Lack of Visibility into Real Estate Portfolio: The system provides a centralized database to track and manage space inventory, lease agreements and assets, offering a comprehensive view of your real estate portfolio.
• Difficulty in Planning and Managing Moves: Web-based move requests, floor plan visualization and asset tracking simplify the entire move process, from initiation to completion.
• Inefficient Maintenance Management: The platform enables proactive scheduling of maintenance tasks based on asset conditions or usage, reducing unplanned downtime and extending asset life spans.

Cost of Ownership

Limitations

• Doesn’t support altering the floor plan (e.g., changing room numbers, fonts, or sizes) without republishing.
• Lacks GIS capabilities for locating graphical data (buildings) relative to each other and for exterior utilities.

Demo Resources

• Video Library: Access product demo videos via the vendor’s website to gain insights into the platform's capabilities and benefits.

FAQs

Case Study Source Links

• University of Dundee
• Sutter Health
• Global Food Service Leader
• Global Healthcare Technology