Estates Management Systems
CAFM (Computer aided facilities management) systems support the estates functions that are required throughout the life of a building. Different functionality is required at different stages of a building’s life and use. The life cycle of buildings can be divided into three phases as shown below. The information required has some commonality between phases but some is specific to a particular phase.
Phase 1 - Design and Construction
This phase takes the building from conception to commissioning.
Processes include :
o Space need analysis
o Option generation and appraisal
o Financing
o Project management
o Drawing management
o Space management
o Log books
o Procurement of assets
o Post occupancy reviews
o Document management
o Operations and maintenance manuals
o Move management
o Energy performance certificates
Phase 2 - Operate and Maintain
During this phase the building will be maintained and managed and its performance will be monitored and reviewed.
Processes include :
o Help desk
o Work order processing
o Planned preventative maintenance
o Work scheduling
o Long term planned maintenance Space management
o Drawing management
o Asset management
o Financial management
o Energy performance
o Display energy certificates
o Asbestos monitoring and management
o Disability discrimination audits
o Space utilisation
o Functional suitability
o Move management
o Fire risk assessments
Phase 3 - Replace verus Refurbish
A time will come that the building no longer meets the needs of the users. This phase looks at whether it should be refurbished, changed to alternative use or demolished.
Processes include :
o Option generation and appraisal
o Financial management
o Project management
o Space management
o Asset management
o Condition / compliance reviews including:
o Condition
o Statutory compliance
o Energy performance
o Asbestos monitoring
o Fire safety
o Disability discrimination
o Space utilisation
o Functional suitability
All three institutions are either implementing or improving their Estates Management software, particularly for the ‘operate and maintain’ phase of the life cycle. This will mean that the data they hold and the reports they produce are in a common format for benchmarking. By the end of the SWWHEP project, each institution will have a comprehensive CAFM system with functionality that is used within Estates and across the whole institution.
The ‘self service’ help desk will allow members of staff across the institution to log and monitor work requests and give feedback on the work completed. The property data will be up to date and accurate and this will be linked to a full set of AutoCAD drawings.