#fm:interact

Distance Learning Labs (DLL) from FM:Systems offers live, instructor-led learning events that are presented over the Web. Just like classroom training, distance learning students receive one-on-one attention from instructors, have the ability to ask questions, and must complete hands-on assignments. And you don’t have to travel to do it!  

DLL sessions focus on topics associated with FM:Interact modules and run approximately three to four hours.  Through a Web-based training system, students can login from their personal computer and be connected to the classroom.  Materials are easily downloaded from the course information page, and all students are required to attend a free preparatory class to familiarize them with the interface and ensure there are no security issues with access.  DLL is FM:Systems training that comes (via a computer) live to you!  

Our customers love it! See what they have to say:

“So practical. I didn't need to travel anywhere to interact with the instructor and my classmates. We had an awesome instructor and I learned as much - if not more - in my DLL sessions with her than I have by working with my favorite consultant at our site. The training was worth every penny, and I would highly recommend it for anyone new to FM:Interact!”

“The instructor managed the classroom well. There were people at different levels and she engaged everyone!”

“The instructor gives us very practical examples as activities, which we can relate to and they are easy to follow with the handouts” 

“There was an appropriate amount of instruction and interactivity for the participant to progress further on their own.”

“I like the structure of the class - instructor led teaching and demos. The student practiced what was taught then there was a second activity to reinforce the learning - very effective.”

“It was very easy to follow along - the instructor was very easy to communicate with.”

“The virtual participation and being able to have "hands-on" training within the session was very effective.”

“Interactive, engaging, and good exercises.” 

Join FM:Systems for a tour of the FM:Interact Workplace Management Suite. See how facilities and real estate professionals are using our Web-based solutions to improve customer service, reduce costs and increase the productivity of the entire organization.

We've got one scheduled for July, don't miss out!

July 12 | 2:00 PM EST Register

Mark has more than 14 years of construction and engineering design experience. He has participated in the management and design of more than 50 MEPF BIM models. An Autodesk Revit Certified Professional, Autodesk Revit Certified Associate, and a NICET Certified Fire Protection Designer, Mark oversees BIM operations at TME, Inc. We sat down with Mark at this year’s FM:Systems User Conference to get a better idea of how TME is leveraging FM:Systems Revit integration to drive new business opportunities.

Q1. Tell me about your facilities?

TME, Inc. is a full service mechanical, electrical, structural, and energy engineering firm headquartered in Little Rock, Arkansas with offices in Fayetteville, Arkansas; Tucson, Arizona; Oklahoma City, Oklahoma; and St. Louis, Missouri. The TME staff includes 170 people and has 3 operating divisions - TME Consulting Engineers, TME Energy Services, and TME Structural Services that work together in a complementary manner to provide innovative and cost effective engineering solutions.

We have provided engineering and energy services for more than 2500 projects at more than 1000 facilities located nationally for clients in 24 states and internationally in 5 countries, including Canada, Costa Rica, Ireland, Mexico, and Puerto Rico.

Q2. Tell me about your customer base

Our core areas of expertise include healthcare, higher education, and energy conservation projects. FM:Systems has recently allowed us to approach clients in the state and local government arena, such as the State of Iowa, and reach customers that we haven’t been able to before with Revit integration.

Q3. How are your customers using FM:Systems today? What benefits have they realized?

Our clients are really looking forward to bringing everything to one central location with FM:Interact. One client, the State of Iowa, has hired us to work on two correctional facilities, but we’re just getting started. We’re currently bringing in 32 new buildings, and is looking into bringing all state correctional facilities into FM:Interact as well. In working with the State of Iowa, everything will be in one centralized location, on one server. This has allowed us to become a true “BIM consultant” on the project. 

Today we announced some customer news;  FM:Interact is enabling Harvard Pilgrim Health Care to effectively track, analyze and report facilities information to improve operational effectiveness and minimize costs.

Harvard Pilgrim Health Care is a full-service health benefits company serving members throughout Massachusetts, New Hampshire and Maine.  The facilities team needed a better way to track space use for the organization to help cut operating costs. With more than 700,000 square feet managed by the facilities department, previous space management products either lacked functionality or weren’t flexible enough to integrate with other systems already in use.    

In selecting FM:Systems, Harvard Pilgrim found a robust solution with a user-friendly interface and comprehensive data collection, tracking, and reporting capabilities, and they’ve been able to cut costs by consolidating unused space.  Previously manual processes like onboarding and maintenance requests are now entered in the system, enabling internal resources to be allotted to more strategic projects like ergonomics and work station evaluations. Having data centralized for quick access and reporting helps departments communicate and work together more effectively.  “We’ve really been able to streamline and simplify the way we do business,” said James Connolly, facilities manager, Harvard Pilgrim Health Care. “Where we used to have disparate, manual processes, FM:Systems has made us more efficient by integrating our lease information, move and service requests, and work orders into one. We’re realizing savings in time and resources and have been able to manage churn more effectively.”

Kevin has been with Northwestern University for 12 years and oversees the on-going collection and verification of space data, including field verifications, AutoCAD archives, and maintaining FM:Systems for Northwestern. We sat down to get a better idea of how Northwestern is using FM:Systems to improve its business processes.

Q. Tell me about your facilities?

A. At Northwestern we have approximately 218 buildings on two campuses; the main campus in Evanston- a suburb north of Chicago-and another in downtown Chicago which has the medical, business & law schools as well as the continuing education evening program. Our buildings range in size from houses less than 3,000 GSF to individual research buildings nearly 1,000,000 GSF, additionally there are a number of properties where we lease space, mostly adjacent to the Chicago campus. In FM:Space we manage about 11.2 million gross square feet and over 45,000 rooms. Northwestern University is the 24th largest employer in the Chicago area with approximately 8,500 employees.

The Facilities Management department at Northwestern is comprised of four groups:

Planning, this oversees space management, real estate, and campus landscaping, as well as planning studies for new buildings and expansions; Operations, which consists of the shops (painters, plumbers, carpenters, etc.) and project managers for preventative maintenance and small renovation projects; Design & Construction, which manages large renovations and new construction projects; Accounting Services, which oversees work tickets, billing and financials for all of Facilities Management

Q. What was the initial need for a Space Management System and web based Space Survey?

A. The impetus came from the way we were verifying and reporting on space. In 1999 the legacy space database was on a DB2 mainframe that was non-Y2K compliant. As a research University with federally funded grants, we’re required to report to the federal government on our sponsored research projects, as well as to the National Science Foundation. So gathering accurate data, with the ability to create reports and audit the information was something that needed to be done. The way information was being collected from the departments had become archaic and took a lot of effort and man-hours.

We used to print out reams of paper with all the space data, send it out to the departments and have someone make corrections by hand. Then they send the marked up hard copies back to have someone else do the data entry. This left room for misinterpretations, misspellings, and other human errors. On top of that, it was an incredibly time consuming process. We needed to take the man-hours and legwork out of the equation and convert our operation over to an automated system.

Northwestern chose FM:Systems for a number of reasons, mainly its ease-of-use and customization capabilities. We immediately migrated our existing data set to the space management module. Customized scripts were written in FM:Space integrating data from other university systems which populated look up tables and lists to ensure we were using the right names, eliminating misspellings and other ambiguities and human error in data collection.

Q. How are you using FM:Systems today? What benefits have you realized?

A. The biggest benefit has been that we were able to automate what was a very time-consuming, manual process.  Also, FM:Systems has been able to develop solutions with us as needed to add functionality to our space information management  and survey tools .

We began with the implementation of a web-based space survey. The information we collect comes from the departments; I manage 300 space surveys that go out and each department in the university is required to complete the survey annually. The department administrators access their space data through the space survey and update how the space is being used, based on standard codes that define the room type, like Laboratory or Staff Office, and the activity that takes place in the room Research or Instruction, for example. We collect information about who space is assigned to and the occupants of the space – who actually sits there. Once we get all the departments’ surveys, we confirm the data and that becomes our official data set for reporting. Outside of required reporting, we also use the information for planning studies, internal research metrics, and for making decisions on future space assignments.

A few years ago a different need presented itself. There was a need to do a survey on a projected data set for the medical school so they could plan and budget for space that would be assigned in the coming fiscal year, we were able to work with the FM:Systems team to get a new survey created which allows us to transfer space between departments and reassign it based on what the future use is going to be.

We have been able to work with FM:Systems to add more functionality and develop tools specific to our needs, customized for our systems and infrastructure, and we continue to work with them as our needs change – making FM:Systems  a partner in our development and implementation. I appreciate that I am able to get in touch with Mike when needed. Even as FM:Systems has grown, the founder and CEO is still accessible and responsive.

FM:Interact has aided the space survey process by giving the department administrators (some with 300-400 rooms in their department) the ability to go online, open a floor plan and locate  a room they’re trying to find.  Access to online floor plans allows department administrators to locate and verify existing space conditions quickly without having to physically visit the space in question which saves valuable time and resources. This tool also enables us to distribute the CAD information to the university quickly and in a way that is easily accessible from any workstation.

The world’s largest credit union in assets, size, and membership, Navy Federal Credit Union (NFCU) draws its strength from a combination of resources and its “people helping people” philosophy. Founded in 1933 and headquartered in Vienna, Virginia, NFCU is now 3.7 million members strong.  NFCU provides a variety of banking services to all Department of Defense uniformed personnel, reservists, members of the National Guard, civilian employees and contractors, as well as their families.

Facilities and Property Overview

With over 208 branch locations in the U.S. and overseas, NFCU employs more than 8000 workers.  Outside of the branch offices, NFCU’s major operational buildings encompass approximately 2.6 million square feet of space.

The facility management group is responsible for the construction, operation and maintenance of all of NFCU’s operational buildings.  The NFCU facility management group is separated into two branches that operate out of headquarters; the facility management branch and the facility planning branch.  The facility management branch’s goal is to provide a safe and high quality work environment for Navy Federal employees and its visitors worldwide. They are responsible for all facility services such as: lighting, electrical, elevator, furniture/workstation repair, housekeeping, pest control, plumbing, maintenance, renovations, etc.  The planning branch’s goal is to establish a world-class business interior while meeting safety and functionality in workplace design. Planning also develops the master plan for facility development, forecasts future facility needs, and analyzes space requirements and space utilization.

Challenges

In the past, NFCU’s operational buildings were close enough in proximity to audit space physically; members of the facilities team would walk the halls to update AutoCAD drawings.  But as the organization and real estate portfolio expanded, the facilities group was faced with the need to remotely manage more out-of-state buildings.

The challenges of managing a growing portfolio also brought to light the fact that the group’s technology strategy needed review. Even though the various facilities teams operated as one group, NFCU was using multiple software systems to manage space and facility operations – there were different systems for maintenance, service requests, project management and other tasks. The systems didn’t share information.  “Getting the full picture of our facilities was next to impossible,” said Mike Cox, manager of facility planning for NFCU.

NFCU realized that there was a need for a unified solution for both facility and space management.  They wanted a software solution that could be rapidly implemented yet powerful enough to handle the department’s current and future needs as the credit union expanded.  NFCU also desired a Web-based system to allow facilities employees and operations from various locations around the globe to follow the departmental procedures and policies consistently. A Web-based system would also allow the department to share information with their internal customers to improve customer service and communication.

The Solution

The team tasked with researching facility management systems added the FM:Interact Workplace Management Suite from FM:Systems to its list of products to evaluate.  With the ultimate goal of supporting its operational units in membership, savings, lending, and information systems, FM:Interact’s capabilities and FM:Systems consulting experience were decisive factors in NFCU’s selection of FM:Systems.  NFCU began implementing FM:Interact in all major operational buildings.

NFCU had an immediate need to track employees, occupancy data, property and building information. In the first phase of implementation, NFCU deployed the FM:Interact Space Management Module, Strategic Planning Module, the Asset Management Module, the Real Estate Portfolio Management Module, and the Move Management Module.  With the smooth deployment of Phase 1, Phase 2 quickly followed in which they implemented the FM:Interact Facility Maintenance Management Module to handle both on demand and scheduled preventive work orders.  NFCU is currently in Phase 3, implementing the FM:Interact Project Management Module.  Their goal for this module is to enhance the tracking and reporting of projects, and ultimately justifying budget expenses.

Throughout the implementation process, an FM:Systems consultant guided the NFCU facility team, enabling them to make good decisions based on accurate information and helping them ask the right questions.  Using the configuration features in FM:Interact, the project team was able to quickly align the system with the credit union’s requirements – keeping the project on time and on budget.

Results

Improved Communication and Processes Across the Entire Organization Once rolled out, NFCU found that many of the other departments were also enjoying the benefits of FM:Interact.  “Implementing FM:Interact makes all the business units more cooperative and interactive. Because our facilities data is now centralized, processes have become more unified across the entire organization, and groups are able to communicate better and work closer together,” says Cox.   “FM:Interact saves time – and time equals money.” Improved Customer Service, Quality and Productivity for Facility Technicians Prior to implementing FM:Interact, facility technicians used paper drawings of the building.  Besides taking an inordinate amount of time to locate people, assets and information, they often found that their data was out of date or incorrect.  Now, floor plans are accessible to everyone online in real time, as building technicians constantly updated them after working on service requests.

The FM:Interact Facility Maintenance Module has enabled the facilities group to automate processes that ensure the same procedures are used nationwide.  That makes procedures and training easier to implement and more importantly, common metrics can be better analyzed.

And because NFCU employees now enter their own facilities requests right from their desktop, the facilities team is much more productive.  They can fulfill requests quickly as they don’t have to sift through e-mails or paper requests, and they are able to focus on core job functions.

Increased Efficiencies  

The FM:Interact Move Management Module helps to ensure productivity is minimally affected during moves.  NFCU moves more than 2,000 employees in a 12 month period.  With the FM:Interact Move Management Module, NFCU can coordinate and monitor moves in any of its locations from its headquarters, whether building to building or floor to floor. “Now we can coordinate phone and computer installs with building new or reconfiguring cubicles and space usage – communication has never been better!” says Cox.  “Because the system can help track moves with concrete historical data, space planners can make more informed, timely decisions.  From a management perspective, this saves time, boosts productivity, and enables projects to be completed more efficiently.”

The comptroller’s document management branch was the first group outside of facilities to utilize the system – it’s now required learning for new employees joining the department.  The group receives approximately 12,000 overnight packages a month, so being able to create step-saving routes to reach them quickly locate employees is essential, as well as create step-saving routes to reach them.  Other groups that have adopted the system for efficiency’s sake include the warehouse deliveries group and the IT group.  For example, the Help Desk uses it to dispatch onsite computer assistance.

Business Continuity Planning Capabilities With FM:Interact, NFCU has ensured that the company can stay fully operational despite unforeseen emergencies.  If the need arises, the facilities team can view and utilize alternate floor plans depending on the situation, and rework employees, assets and space based on data transparency.  They’ve created data layers and graphic views with roles-based access in the system, so no matter the emergency, NFCU can continue to operate.

Other Business Units Are Making Use of the System FM:Interact even plays a role in maintaining the health of NFCU workers.  During the H1N1 scare the system administrator quickly configured FM:Interact to help the occupational health nurse locate people reporting flu like symptoms so a cleaning crew could be sent in to disinfect the immediate work area.  The privacy of individuals was protected as FM:Interact was configured to show location only and the efficiency with which the cleaning crew was dispatched lessened potential breakouts.

The security department uses FM:Interact when a lock needs to be fixed or replaced.  Security can locate the current status of a lock in a cubicle or office right from their desktop. This eliminates searching through paper files, going through different software systems or making unnecessary trips to various locations with key samples.  FM:Interact also helps manage NFCU’s security cameras. It tracks the cameras, is used to store serial numbers and warranty information, and plan maintenance work.

Security and the occupational health nurse also use the system in employee emergencies.  When a call is placed for urgent assistance, the employee is located in FM:Interact so caregivers can be dispatched quickly.

Looking Ahead

NFCU is completing the roll-out of the Project Management Module, and hopes to leverage the Real Estate Portfolio Management Module further by enabling lease tracking. In addition, NFCU continues to find new ways to utilize the system to better serve its needs/desired goals- they are looking at possibly incorporating branch operations into FM:Systems as a means of managing the over 208 branch facilities.  Cox says,

FM:Systems today announced support for Autodesk Revit Architecture 2012 and Autodesk Revit MEP 2012 software through an integration with its FM:Interact Workplace Management Suite. The integration lets FM:Interact customers use BIM (Building Information Modeling) data for facility management and operations.

“BIM is revolutionizing the way buildings are designed, built and operated. We are committed to bringing solutions to market that help ensure they are more efficient and sustainable,” said Jim Lynch, vice president, Autodesk Building Product Line Group. “We are excited to work with a strategic partner such as FM:Systems who shares our commitment.”

FM:Systems offers a direct integration with Autodesk Revit products through the BIM Integration Component of FM:Interact, enabling users to connect BIM data from the design and construction phases of the building lifecycle to the facility management and operations phases. FM:Interact uses space information from BIM models and, with this accurate and detailed inventory of space, facilities professionals can better manage occupancy and reduce real estate costs.

FM:Systems Press Release Issued Tuesday, March 22, 2011

Recently named to the Challenger quadrant of Gartner’s IWMS Magic Quadrant FM:Systems is well-positioned to become the fastest growing vendor in the market

RALEIGH, N.C. – March 22, 2011 – FM:Systems, a leading provider of integrated workplace management systems (IWMS) and computer-aided facility management (CAFM) software, today announced that Gartner, the world’s leading information technology research and advisory company, recognized the company for it’s position in the IWMS market. FM:Systems strengths include a truly integrated platform of IWMS modules, an industry-leading services approach and the ease of configuration and deployment of its products.

FM:Systems has experienced significant year-over-year growth over the past five years. This growth includes an average annual 21 percent increase in total revenue and an average annual 27 percent increase in customer acquisition. In addition, the company has seen dramatic demand for its Software-as-a-Service (SaaS) solution with an average annual SaaS revenue increase of 87 percent.

Adds Rob Schafer, research director, IT Asset Management and Procurement, Gartner, “There is often an important distinction between ‘homegrown’ suites and those acquired through merger and acquisition. The former will typically yield tighter, more seamless integration, less complexity, a better, more standardized interface, a more seamless customer experience and often faster and more effective implementations.”

“There are clear benefits and strong ‘stand-alone’ ROIs to be harvested from deploying single IWMS functional modules, but the real payback is derived from integration. The effective integration of these disciplines ideally operates off of a single database with common workflow tools, executive dashboards and robust predefined and customized reporting capabilities. A key IWMS prerequisite to ensuring rapid time-to-value and consequent ROI realization is robust interoperability with other enterprise application systems (such as enterprise resource planning, supply chain management and human capital management), via increasingly robust Web services technologies.”

In the past year, the company has also led the market with technological advances including the addition of products for sustainability, BIM and its recent integration with EPA’s ENERGY STAR® Energy Performance Rating System. “A successful IWMS implementation requires accurate design, construction and building data. FM:Systems is leading the way in extending the Building Information Modeling (BIM) process into facilities management and operations by linking Autodesk Revit software models to the IWMS,” said “Nicolas Mangon, building business line director, Autodesk.

“As a product company, we remain focused on delivering the most innovative technology to our growing customer base,” said Michael Schley, FM:Systems founder and CEO. “Whether a company has thousands or hundreds of thousands of employees our products are easily deployed so that customers can begin impacting their organizations immediately.”

Highlights from 2010 include:

Growing international presence with the addition of partners in Malaysia, Singapore and Shanghai

Launching BIM and Sustainability modules with the release of FM:Interact 8.0

Autodesk selecting FM:Systems as its preferred industry partner for building information modeling (BIM) and facility management and transitioned more than 45 percent of Autodesk FMDesktop customers to the FM:Interact Workplace Management Suite

JLL selecting FM:Systems as a strategic alliance partner for occupancy planning

FM:Systems business partner channel grew 117 percent

Sixty new customers chose FM:Systems products