Facilities EAM 

Whitepaper

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Introduction 

The current environment for facilities management requires a safe and productive built environment where employees, assets and technology interact seamlessly. A foundation for these interactions is a modern asset management platform and simple service request capability across the enterprise. The common denominator for workplace safety, compliance and productivity is properly maintained and managed facilities assets. 

Full life-cycle facilities asset management can no longer be properly achieved using old, legacy technologies. The growing strategic role along with the cost and visibility of facilities demands a modern, cloud-based alternative to legacy solutions. 

Nuvolo’s cloud-based Enterprise Asset Management platform is uniquely qualified to meet the requirements of a contemporary facilities management organization. 

Use of antiquated EAM and CMMS solutions leave facilities management leaders shackled to decades-old technology, support and product improvement models. These antiquated solutions are expensive, constraining and unresponsive to the rapidly evolving set of workplace productivity, safety and compliance demands facing the enterprise. In contrast, more modern cloud-based platforms offer maturity, simplicity, mobility and the ability to add or change forms, fields and workflow in real time. Modern alternatives also represent a fraction of the total cost of legacy EAM and CMMS solutions. 

Improving safety, compliance and asset utilization are prerequisites for modern facilities management. Well managed and compliant asset management ensures the built environment operates at peak performance with less unplanned downtime and an extended useful life for expensive facilities assets. These outcomes are enabled through adoption of a modern platform. Success is measured in improved reliability and availability and lower service management costs in an environment where assets are safe, operational and compliant. To achieve optimal performance and meaningful organizational flexibility over time requires a commitment to re-platform.

Transformation & Consolidation 

Legacy platforms result in capability, flexibility, compliance and reporting gaps for facilities leadership. Transformation is only achieved with adoption of a mature, cloud-based solution for better work order, safety, compliance and productivity management. 

Modern platforms lower capital and operating expenses and enable substantially improved supplier accountability and responsiveness. 

Achieving these operating objectives is especially important in an environment defined over the last ten years by a significant volume of mergers, acquisitions and consolidation. This type of inorganic growth results in multiple, disparate facilities systems being operational in the environment. The nature of legacy EAM and CMMS systems do not lend themselves favorably to enterprise consolidation. The result is higher costs, reduced visibility, redundant suppliers and lower compliance. Modern, cloud-based platforms were engineered to enable consolidation and establish a single, authoritative system of record for all enterprise facilities assets.

Smarter Facilities 

The business need for transformation on a modern platform accelerates with the proliferation of smart facilities assets, building management systems integration and the growing importance of data and analytics in managing the built environment. Simplified integration and data capture matter. Standard planned maintenance scheduling is based on the manufacturer-specified time interval often independent of utilization or conformance with specified utilization or safety thresholds of the asset. Best practice is to perform service on a scheduled interval or when an asset requires a corrective maintenance. 

In a smart built environment, better, faster and more cost-effective service management is achievable. 

Smart connected assets, integration and expanded facilities monitoring systems create visibility and enable more automated outcomes for service delivery teams. If a temperature reading is outside the manufacturer specified threshold for three straight days and there is limited or no visibility, the likely outcome is an expensive and unproductive corrective maintenance. Alternatively, the building management system may provide a generic notification, but no work order is created or action taken. This is data with no outcome or operational impact. 

Modern platforms use integration and data to deliver specified outcomes. The future will be defined by an ever growing ecosystem of smart facilities assets, more capable building management systems, expanded data capture, threshold-based work order generation and more proactive, less costly facilities service management. Legacy EAM and CMMS, proprietary OEM-based systems and multiple sources of truth for facilities assets are a detriment to the organization. Modern facilities platforms capture and act on operational data from sources native to the platform or available through simple integrations. Capturing the data alone is not enough. Realtime creation of rules, thresholds, internal and external notifications, dashboards, mobile support, interactive real-time reporting, analytics and trending and a safer work environment are achievable in a new platform. These outcomes will elude facilities leaders who maintain a commitment to legacy EAM and CMMS. 

Nuvolo understands the value of data that is captured and processed to fix or service assets before they break and to provide visibility and awareness. Keeping equipment running is materially less expensive and impactful than repairing it after it is broken. The desired outcome is lower fault counts, improved safety and compliance and reduced cost for equipment, parts and service. The Nuvolo platform was engineered from the ground up to capture and act on aggregated facilities data for improved facilities service management.

Consolidated Supplier Management 

A modern platform and proper asset management improves revenue, profitability and product and service quality for the enterprise. Common practice for facilities service management is utilization of both internal and external supplier and vendor resources. The challenge with using external suppliers and vendors is that the work order management and field service reporting systems for those external third-party companies are disparate, In a smart built environment, better, faster and more cost-effective service management is achievable. White Paper Enterprise Asset Management for Facilities 4 and no integration exists with the enterprise platform. 

Legacy EAM and CMMS solutions are not engineered to support a single enterprise platform for internal and external service providers. 

Modern platforms utilize the cloud to support anywhere and anytime availability and roles-based access control to determine precisely who has access to what in the platform all the way down to the field and data level. This gives facilities leaders a single standardized approach for work order management that is fully extensible for external vendors and suppliers. No more disparate field service reports, manual invoicing and piles of paper and manual processes for external suppliers and vendors. In the new paradigm, everyone does work orders precisely the same way in a single platform. External suppliers have access only to what is permitted by the enterprise. For large global suppliers unwilling to conform, integration is simple and seamless. 

In addition to increased automation and internal cost savings, the enterprise has access to uniform operating data for facilities asset management and an enormous increase in external supplier accountability. Traditional systems and processes are intensely paper driven, inefficient and costly. Nuvolo provides a simple way to manage and track the work, performance, and costs associated with using external suppliers and vendors in precisely the same manner it is done for internal resources.

Strategies for Change 

Most legacy EAM and CMMS systems are outdated and lack the capability, flexibility and innovation that modern companies need to operate their facilities environment effectively. Because these platforms have been in the environment for ten or fifteen or even twenty years does not make them good; it just makes them old. What makes a platform modern really matters. 

Facilities teams benefit from the availability, scalability, security and performance of the cloud. 

The constraints of internal IT infrastructure, access, security and performance issues no longer exist. A web browser or mobile device is all that is needed. Effective work order execution requires robust mobile capability, both online and offline for engineers and technicians. Detailed dashboards, reporting and analytics created or changed in real time benefit the team and the organization. All of this is built on the world’s leading enterprise cloud platform supporting more than 3500 enterprise customers globally. Maturity, capability and reliability are the hallmarks of the platform. 

Strategies for responsible change also means connecting systems together. Integration with ERP, parts, financial and procurement systems are simple, and they extend the value of platform. Nuvolo understands that strategies for change must be holistic and include a modern platform and simple user experience to drive adoption, utilization and meaningful data capture.

Simple User Experience

 When it comes to a modern platform, providers need to deliver more than just the cloud. Long-term value is derived from a simple user experience along with flexibility and extensibility to meet the changing needs of a modern facilities environment. 

Flexibility for change includes both process and technology. 

As new process requirements evolve or technology needs change, the platform must be able to adapt quickly without enormous custom development cost and long wait times on development cycles. Legacy EAM and CMMS require a more complex user experience, and one-size-fits-all architecture that requires custom development every time a change is needed. 

With a modern enterprise asset management platform, new fields, forms or workflow are enabled in just a few minutes in a click-to-configure architecture. Robust and mature out-of-the-box functionality is augmented by the ability to enhance the user experience in a matter of minutes. New configuration is simple and can be performed by internal staff who can listen to end users, understand their needs and operationalize them in the platform on the same day. Nuvolo is the leader in transforming the user experience and making Enterprise Asset Management for facilities better, smarter and faster.

Summing Up 

Facilities leaders are responsible for managing a growing set of productivity, risk, security and compliance issues as complexity and demands on the organization increase. The platform responsible for facilities asset management serves as an enabling technology in successfully managing these requirements. 

The use of legacy EAM and CMMS technologies is a constraint on the organization’s ability to change with the times or operate an optimized built environment. 

Traditional facilities organizations want a mature, tried and true solution that enables them to keep the built environment safe and compliant. As a modern facilities platform, Nuvolo plays an important role in helping facilities leaders meet the growing demands and complexity placed on them using a modern platform.