When It’s Time To Upgrade Workforce Management Systems, Consolidated Solutions Are Best

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Today’s Facilities Managers are continually being asked to do more with less and are looking for ways to be more efficient.  For most organizations, their current systems pose a challenge as many companies end up with multiple, disparate systems.  What they need is one platform that can streamline business processes across all business units while reducing support requirements.

As companies replace older systems that are reaching the end of their useful lives, they have the opportunity to replace them with a single, supportable platform that connects to multiple outside systems.

Only 25 percent of a building’s cost over 30 years is design and construction. Operating costs make up 75 percent of the expenses. Deciding what Facilities Management system to use is, therefore, a long-term investment.

When AVUITY began offering customized workforce management solutions, we researched all the market and identified ARCHIBUS as the most complete offering for our clients.

ARCHIBUS is the world’s top solution for real estate, infrastructure and facilities management. One hundred ninety countries utilize ARCHIBUS for their integrated workforce management (IWMS). What sets ARCHIBUS apart is the company’s history. When ARCHIBUS launched in 1982 it was the world’s first integrated CAD and Alpha/Numeric solution for Architecture, Engineering, Construction and Facilities Management applications.

Today, ARCHIBUS continues to innovate for its 8 million global users.  A multi-award winner from Gartner’s Magic Quadrant for Integrated Workplace Management Systems, ARCHIBUS provides a single, comprehensive, integrated web-based solution with 35 applications that help serve businesses.

As an ARCHIBUS business partner our role is to implement, train, and provide maintenance for ARCHIBUS.  We have worked with clients in a number of different verticals, from corporate, government, education, and retail.  Each customer has its own specific need and has looked to AVUITY to customize ARCHIBUS to fit their business processes, from heat maps that track classroom utilization at universities to P.O. systems that flow seamlessly with work order management.

Recently, a client came to us with a challenge: They needed a highly customized system to act as one platform for work order management, including an interface for outside vendors.

We recommended ARCHIBUS’ Building Operations for its console workflow that automates the process for each maintenance request, from employee request, to approval, to scheduling, to work order issuance, to completion, and feedback through customized service-level agreements. Clients can manage every step in a single Building Ops Console view.

We integrated all the functionality of invoicing with completed work orders, developing highly customizable, singular solution for that enabled our client to do the following:

  • Managing and monitoring building operations invoices based upon business segmentation;
  • The capture of work completed transferring automatically to invoice details;
  • Vendors to combine multiple line items into a single invoice;
  • Vendors to start invoices and continually update through the month until ready to send;
  • Approval and rejection processes within the system between the client and vendors;
  • Classification and coding of charges; and
  • Automated integration with an enterprise accounts payable system to trigger the payment process and return payment details.

Now the client manages over 10,000 work requests a month with 581 different suppliers submitting 50 invoices every day.  The solution sets the foundation for future system consolidation and increased system integrations.  Since deploying ARCHIBUS, we’ve seen a decrease in their cost to complete work orders and an increase in overall operational efficiency.

 

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