Cafm scope ver2

CAFM Software Scope

__________________________________________________________________________________________________________________ © SheltercareFM Page 1 of 15

NNPC CAFM SOFTWARE SOLUTION

SCOPING DOCUMENT

CONFIDENTIAL

NNPC PROPERTIES LIMITED

ABUJA NIGERIA

SHELTER CARE FM CONSULT

PLOT 242, MOHAMMADU BUHARI WAY CENTRAL BUSINESS DISTRICT

NIGERIA

CAFM Software Scope


CAFM Software Scope


1. INTRODUCTION

Computer Aided Facility Management (CAFM) systems are designed to provide timely and accurate

information that is required in order to develop and manage facilities on an efficient basis. CAFM

Systems are the only organizational information source that relates Asset, People and Space therefore

this information can be invaluable to departments for planning and executing process to achieve their

objectives. CAFM systems also manage spatial information by linking data to computer-based drawings

to help visualize the workplace, its assets, personnel, contractors and costs.

CAFM system is considered to be critical to effective management of an organization’s assets to manage

both costs and risks.

The functionality of the FM system include Asset management, Lease Administration, Help Desk service,

preventive maintenance, corrective maintenance and work order management, capital planning,

financial management and project management.

The system will provide access to good information that can be help management make decisions and

also monitor the performance of service providers. Documented scheduled maintenance activities not

only ensure that the work is competed by each of in-house or sub-contractor resources, it provides an

ability to audit performance and results.

The system enables you to track work requests from occupants, systems and equipment failure and

other issues. The lack of a CAFM system in place means there is no effective communication or any

accurate record keeping about issues and problems, including work activities.

2. BENEFITS FOR IMPLEMENTING A CAFM SOFTWARE SOLUTION.

How will the CAFM software improve the business’s efficiencies? How will it help the NNPC gain

economies, boost enterprise productivity and address the ROI of the system itself?

» Reduce Costs

» Maximize value in lease terms, conditions, and options

» Increase Productivity

» Streamline facilities processes

» Improve enterprise productivity by efficient management of the workplace

» Improve facility customer Service

» reduce miscommunication and errors in handling maintenance requests

» Improve service levels

» Visibility into workplace information with self-service access

CAFM Software Scope


3. CAFM MODULES

1. Asset Management

The Module should have sufficient flexibility to track:

a. Inventory Data

Model (including number & capacity) and manufacturer (including year

of manufacture)

Physical Location

Operational State (“in” or “out” of use)

Asset custodian

Transfer history

b. Acquisition Data

Cost (purchase price)

Supplier (including contact address and web site/ email)

Date purchased/installed

Maintenance Records (e.g. date of service / repairs, nature of repairs,

service provider, service cost, Asset usage Reading / Mileages)

Warranty information

Accounting information

c. Disposal Data

Disposal Value

Disposal date

2. PROPERTY MANAGEMENT

The module should provide a comprehensive property directory and operational tool to

address the risks and responsibilities to owning and leasing single and multiple properties. It

should also provide a centralized database of real-time property information through a

flexible user interface for the management of:

Property location, type, ownership and contact details

CAFM Software Scope


Legal interests – including leasehold information, tenancy

agreements, commencement/expiry dates, registration and valuation

information

Rate, taxation, utility payments information and appeal details

Re-appraisal information

Rental, leasehold payment and rent review records

Property maintenance costs and repair information

Service charge information relating to estimated, budgeted and

actual costs

Payments description and dates

Property history information (e.g. redecoration and condition surveys

and inspections including photographs and CAD drawings

Insurance and liability information (for both landlord and tenants)

including policy premiums, payment premiums, payment dates, sum insured

and periods covered.

Projects and project cost information

Property development / construction projects (e.g. submission and

monitoring of development control, building plan information registered

with local authorities and costs of building projects

The module should also encompass Space management functions geared towards

effective management of space and infrastructure costs, provision of seamless links with

AutoCAD (so that space data can be quickly and accurately calculated, analyzed and

allocated). It should also enable the visualization and analysis of crucial space and facilities

data; including space allocation, inventory location and event costing. The space

management function should also be capable of providing flexible management and

reporting information such as:

Real time and bi-directional synchronization of data between package and

AutoCAD.

Move and change management, including desk or room occupancy and easy

visualization of key space utilization.

CAFM Software Scope


Coding of space based on operational requirements.

Comprehensive reporting, including charge backs & operations/maintenance

costs.

Additionally, the module should have an online booking of shared resources (meeting

rooms/auditorium) function. This should have sufficient flexibility to augment and

streamline the room booking management process thus enabling users to avoid the pitfalls

of the manual process. The key features of this function should be:

Configurable room layout and partitioning for different room capacities.

User definable booking; ‘set up’ and ‘clear down’ periods.

Room overlapping management

Comprehensive client register

Fixed or floating equipment register.

3. SERVICE LEVEL AGREEMENT (SLA) MANAGEMENT

The module should have features capable of ensuring improved contractor performance,

increased level of customer service and generating cost savings through measuring service

delivery and quality. The features should include:

Capacities to monitor Facilities Management contractors’ performance

against contractual obligations.

Setting up bonus and rebate systems for contractors

Multiple SLA’s to cover one contract or one SLA to a system.

Automatic calculation of job costs based on pre-defined labor rates, travel

and materials as well as on quality output basis

Storage of contract documentation for reviewing at a later date

“stop the clock” feature; if a job is unable to be completed on the first visit

(e.g. parts are required)

Shadow contracts (so that an existing contract can be compared to an

alternative contractor; e.g. time and materials versus comprehensive, or contractor

versus in-house service)

Management of contractor invoice reconciliation

CAFM Software Scope


Extensive analytical reports (textual and graphical) including sub-contractor

performance by period, type, time and degree of failure by SLA parameters)

4. PLANNED PREVENTIVE / ROUTINE MAINTENANCE

The module should be an excellent and flexible management tool for intelligent scheduling

of planned maintenance activities including:

Capacity to prompt / indicate when a particular equipment or facility is due

for maintenance. It should also be able to indicate last date the equipment / facility

was maintained.

Forecasting workloads relating to assets, property or scheduled services.

Reviewing on a daily, weekly, monthly or annual frequency forthcoming

activities such as planned maintenance, OH&S schedules, contract renewal and

warranty expiry dates.

Producing asset reliability and performance reports that provide a

comprehensive log for analysis purposes.

Automatically highlighting ageing equipment and expiry warranties to allow

for maintenance planning.

5. HELP DESK AND EVENT MANAGEMENT

The module should help to ensure that contractors and in-house staff are effectively

resourced and service to the customer is measured and maintained. The module should

help the operator to:

Promptly capture information, including service history, property

maintenance contracts and SLA’s

Identify repeat calls and tasks.

Send automatic job notifications to the relevant service provider (by PDA,

fax, email and / or text message).

Prioritize tasks and identify unresolved calls.

Calculate powerful financial information; including job costs, invoice

reconciliation and budget management.

Utilize the express event feature to rapidly input call details and also validate,

CAFM Software Scope


schedule and dispatch work separately thus offering maximum workload control for

a high volume help desk and allowing personnel without previous package

experience (e.g. temporary staff) to log calls.

The module should also have a comprehensive work order optimization and job escalation

management tool which links seamlessly into the help desk functionality. This should be a

browser based work request/order system that can be used by anyone with access to the

internet/intranet. The tool should have the following features:

Online work orders and feed-back mechanism.

Automation of the dispatch board and work order management.

Automatic notification to service providers of newly assigned work orders.

Capacity to handle multiple technicians or cancellations.

Adjustable time base; either scheduled time or time of creation.

Trigger alarms when an action fails to occur, facilitating management by

exception.

Receipt of messages on the alarm board when a work order fails to be

completed within the appropriate time line.

Generation of real-time status reports (open or close) for selected work

requests/orders by selected building.

Confirming receipt of a work order/requesting automatically to a requestor

with a request number and any other optional customized messages.

6. PROJECT/CONTRACT MANAGEMENT

The module should be a professional multifunctional management tool for any size of

project; from minor works to large capital expenditure projects. It should allow complete

capture of associated costs; including internal expenditure and costing for multiple third

party contractors. It should also allow greater control over projects and instant information

on workflow status, staff costs, orders and invoicing. Its main features should be:

a. Capturing of all internal and external cost against each contract for a project.

b. Allowing construction of NNPC projects in minutes using time-

CAFM Software Scope


savingtemplates of activities.

c. Allowing registration of all project documents (from tendering to

commissioning result) by integrated documentation.

d. Allowing exportation of basic plans to third party software like MS Project for

critical path analysis and other operations.

The key functions of the module include:

Workflow Planner

Template of activities

Preferred suppliers of goods and services schedule

Capacity for mandatory or manual allocation of monies to cost centers.

Contract orders ( which allow a schedule or orders to be created for the

contract sum thus ensuring correct apportionment of the contract sum across the

life span of the contract in terms of a cost matrix)

Contract variation orders (which extend existing contracts beyond their

original remit)

Capacity to export to MS Project

Capturing of interim payments to contractors/suppliers.

4. FUNCTIONAL REQUIREMENTS FOR IMPLEMENTING A CAFM SYSTEM IN NNPC TOWERS

DESCRIPTION PRIORITY RATIONALE

The system should be able to capture the inventory

data of an asset. The data include: Model (including

number and capacity), manufacturer, year of

manufacture, physical location, operational state (in

or out of use), asset custodian and transfer history

High

To ensure data accuracy,

easy monitoring and

managing of assets.

The system should be able to capture Acquisition High To ensure data accuracy,

CAFM Software Scope


Data of an asset. The data include: purchase price,

supplier (including contact address & website/e-

mail), date purchased/installed, maintenance

records (date of service/repairs, nature of repairs,

service provider, service cost, asset usage

reading/mileage), warranty information, accounting

information

easy monitoring and

managing of assets.

The system should be able to capture Disposal Data

of an asset. The data include: disposal value,

disposal date, beneficiary of disposal. High

To ensure data accuracy,

easy monitoring and

managing of assets.

The system should provide a comprehensive

property directory and operational tools to address

the risks and responsibilities to owning and leasing

single and multiple properties

High

To be able to manage

the properties effectively

The system should provide real time property

information including property location, type,

ownership and contact details.

High



The system should be able to capture legal interests

including leasehold information, tenancy

agreements, commencement/expiry dates, and

registration and valuation information.

High



to guide against any

lapses.

The system should provide property maintenance

cost and repair information, payment description

and dates, property history information

(redecoration & condition surveys) and inspections

including photographs and CAD drawings

High



to guide against any

lapses.

The system should encompass Space Management

functions geared towards effective space

management.

High


the properties

effectively.

CAFM Software Scope


The system should have a real – time and bi –

directional synchronization of data between

package and AutoCAD

High

For effective property

management

The system should have an online booking of

shared resources (meeting rooms/auditorium)

function with sufficient flexibility to augment and

streamline the room booking management process.

High

For effective and proper

space management

The system should have features capable of

ensuring improved contractor performance,

increased levels of customer service and generating

cost savings through measuring service delivery and

quality.

High

To effectively monitor

the contractors’

compliance with the SLA

The system should have the capacity to monitor

facilities management contractors’ performance

against contractual obligations.

High


the contractors’


The system should be able to capture multiple SLAs

to cover one contract or one SLA to a system. High


the contractors’


The system should be able to automatically

calculate job costs based on pre – defined labor

rates, travel and materials as well as on quality

output basis.

High


the contractors’


The system should be able to produce extensive

analytical reports (textual and graphical) including

sub – contractor performance by period, type, time

and degree of failure by SLA parameters

High


the contractors’


The system should have the capacity to

prompt/indicate when a particular equipment or

facility is due for maintenance. It should also be able

to indicate last date the equipment/ facility was

High

For proper maintenance

and adequate

maintenance record

CAFM Software Scope


maintained

The system should provide the ability to review on a

daily, weekly, monthly or annual frequency

forthcoming activities such as planned maintenance,

OH&S schedules, contract renewal and warranty

expiry dates.

High


and adequate

maintenance record

The system should be able to automatically highlight

ageing equipment and expiring warranties to allow

for maintenance planning.

High


and adequate

maintenance record

The system should have asset reliability and

performance reports that provide a comprehensive

log for analysis purpose.

High


and adequate

maintenance record

The system should help to ensure that contractors

and in-house staff are effectively resourced and

service to the customer is measured and maintained

High

For effective helpdesk

process

The system should be able to promptly capture

information; including service history, property

maintenance contracts and SLAs.

High


process

The system should be able to identify repeat calls

and tasks, prioritize tasks and identity unresolved

calls.

High


process

The system should be able to send automatic job

notifications to the relative service provider (by

PDA, fax, e-mail and/ or text message).

High


process

The system should be able to automatically notify

service providers of newly assigned work orders. High


process and facilitating

management by

exception

CAFM Software Scope


The system should be able to trigger alarms when

an action fails to occur High



management by

exception

The system should be able to receive messages on

the alarm board when a work order fails to be

completed within the appropriated time line High



management by

exception

The system should be able to generate real-time

status report (open or close) for selected work

request/ orders by selecting building.

High


process

The system should have the capacity to handle

multiple technicians or cancellations. It should also

be able to confirm receipt of a work order/request

automatically to a request-or with a request number

and any other optional customized messages.

High


process

The system should be a professional multifunctional

management tool for any size of project; from minor

work to large capital expenditure projects.

High

For proper and effective

project monitoring

The system should be able to capture all internal

and external costs against each other contract for a

project.

High


project monitoring

The system should allow registration of all projects

documents (from tendering to commissioning

results) by integrated documentation.

High


project monitoring

The system should allow exportation of basic plans

to third-party software like MS project for critical

path analysis and other operations.

High


project monitoring

The system should provide the capacity for tracking

employees and equipment with detailed activity log

by individual or groups, provide access control in

High

For effective visitors

management

CAFM Software Scope


conjunction with entry systems and provide visitor

management functionality (including data entry,

badge design and printing)

The system should be able to verify visitors, logged

and badges printed quickly and reliably.

High For effective visitors

management

The system should be able to track visitor and

equipment- so that both visitors and equipment

entering and exiting a facility are tracked. It should

be such that equipment tags can be custom

designed and quickly produced. Return events

should be automatically scheduled during checkout

and should also be such that notifications occur if

equipment are not returned by the schedule time.

High For effective events and

facility management

The system should be able to provide diagnostic

technologies which support optimum equipment

performance.

High

For effective events and

facility management

The system should be able to diagnose maintenance

and service requirements and anticipate the

condition of a piece of equipment or components

based on its utilization and age.

High


and adequate

maintenance record

The system should have Unique identifier for all

assets. This should be generated by the software as

Building Code/System

Code/Tag/Number(concatenation of the asset ID)

High

This is to ensure the easy

identification of all

assets

5. CAFM REPORTS

Below is a list of high priority reports from the CAFM system.

MODULE REPORTS

User Reports Account Permission, Details of Instruction Set

Asset Management Module General Listing of Top Ten Assets with Breakdowns,

CAFM Software Scope


Detailed Listing of Asset Downtime, General Listing of Task

Downtime on Assets

Property Management Module Detailed List of Bookings

Service Level Agreement (SLA)

Management Module

General Listing of Task Performance, Task Summary

Analysis, Performance Report for Tasks Closed, Summary

of Task Received by Period

Planned Preventive/Routine

Maintenance Module

General Listing of PPMs assigned to Assets, General Listing

of Assets without PPMs, PPM Planner Report Dormant

Task Allocation

Project/Contract Management

Module

Project Details, Completed Project Performance Summary,

Project Task Performance

Visitor Management Module Visitor Passes

Help Desk Management Module Task Based Audit Trail Report, Customer Satisfaction

Report.

Documents

Cafm scope ver2