WSM FM-Works Management System - Basic

WSM FM-Works
Management System - Basic
FM Innovations
Level 4, 455 Bourke Street
Melbourne
VIC 3000
Phone: 03 9600 1646
Fax: 03 9600 2333
www.fminnovations.com.au
FM Innovations
Table of Contents
The Evolution of WSM .......................................................................................................... 3
Works Management .............................................................................................................. 5
Ad Hoc Maintenance............................................................................................................. 5
Planned Preventative Maintenance....................................................................................... 6
OH&S Management .............................................................................................................. 7
OH&S incident recording....................................................................................................... 7
Asset Control and Registration.............................................................................................. 8
Contract management........................................................................................................... 9
WSMplannet ....................................................................................................................... 10
Sustainability Management ................................................................................................. 11
Feedback system................................................................................................................ 12
Reporting ............................................................................................................................ 13
The Benefits of WSMenterprise .......................................................................................... 14
Summary of Features of WSMenterprise FM-Works - Basic ............................................... 15
Other WSMenterprise Management Systems ..................................................................... 17
Contact us........................................................................................................................... 18
Page 2 of 18
FM Innovations
The Evolution of WSM
WSMenterprise is the next generation Facility Management software that is focused on
tactical and strategic management of an organisations infrastructure. WSMenterprise
technology is the engine room for gathering day–to–day operational information; and in
doing so it provides a systematic and consistent process that promotes a standardised
best practice approach to many critical processes that are implemented within the
organisation.
Thus WSMenterprise becomes both a catalyst for change and a policy manager of that
change, in all aspects of the property and facilities management disciplines.
WSMenterprise is built so users can work with the information to better manage their
current and future infrastructure. The early design principles of an easy to use yet
powerful property and facility works maintenance management system have been
preserved as the sophistication of the product has evolved.
As a part of the FMI commitment to the Australian Property and Facilities Management
industries, new features are continually being developed and included in the business
solution, and these are designed into the system, not patched on afterwards. WSM
consists of a portal approach to information and functional deployment, with all the
security and access controls required to cater for all manner of internal and external
users or stakeholders in the system and its processes, wherever they may be in the
world.
The WSMenterprise® Works management system has been designed to be adaptable
and flexible to manage multiple client sites from a central database. Below is a
breakdown of the standard system functions:
o
o
o
o
o
o
o
o
o
o
o
o
Works management workflow and customer feedback
Work Planning – schedules the execution and completion of planned jobs
for Essential services & compliance
Sustainability management – manages energy, water and waste
Ad-hoc Planning – manages the scheduling and completion execution of
ad-hoc jobs
Supplier Management – manages a comprehensive supplier network
Contract Management
Unlimited Web Access – provides any number of users the ability to
request work via a web browser interface
Asset Register – a comprehensive register of assets, their details, their
locations and their classification
OHS Recording - the capability to record OHS incidents associated with
each job
Multi site management capability if required
Central or deployed maintenance management regimes can be operated
concurrently
Standard reporting
This package also includes a 1 day Configuration workshop and 2 days Training for up to
4 Administrators.
Page 3 of 18
FM Innovations
WSMenterprise FM-Work, has an intuitive interface and user-friendly design, integrating
response driven and preventive maintenance work orders, scheduled work orders,
inventory control, managing quotations, amortising consumables and general expenses,
OH&S incidents, generating internal labour charges and purchase order management to
just name a few. Specifically designed to improve the overall workflow of the process of
the works management, FM-Work minimizes ineffective and inefficient practices that
cause delays to normal operations through out-dated facility management practices.
Within three months, you should expect your corporate objectives to be addressed, and
your Return of Investment (ROI) reached within 12 months; many have reached a full
ROI in less than 6 months.
The solution has been designed to simply adapt to upgraded technical environments and
to the ever changing needs of the Property and Facility Management disciplines. The
state of the art technology and the flexibility of this design means that the WSM FMWork can either be a standalone application or it can seamlessly integrate with other
WSM modules such as to Property Lease Management, Room Event Management,
Vehicle Management or Space Management. Should clients already have these solutions
in place, they do not need to change their current business rules or processes as the
system can share data with other existing disparate corporate systems.
Page 4 of 18
FM Innovations
Works Management
Ad Hoc Maintenance
WSM FM-Work is a comprehensive
reactive works maintenance system that
can easily manage all maintenance tasks
and achieve the maximum life and
efficiency from your facility, property, and
building equipment. FM-Work allows you
to organise all the emergency, unplanned
and adhoc work requests into a one truth
system. It will retain accurate records of
all work in the work environment by using
a whole picture data system. FM-Works
designs and enforces a uniform best
practice approach to managing work
through administering day to day
maintenance operations, increasing
efficiencies and reducing expenses,
improved asset and resource utilization,
equipment availability and reduced asset
lifecycle costs, optimization of complex maintenance tasks and reliable strategic
planning. The result is a fully optimized operations and maintenance management
program.
Many problems occur on jobs through irregular and inaccurate paperwork distributed to
contractors. Many of our clients have seen a significant drop in contractor issues after
using WSM. Work Orders can be customized to act as a Purchase Order for a subcontractor and used to ensure all recipients are fully aware of site or organisational
rules, policies and procedures, minimum requirements and OH&S standards. Additional
documents can be attached depending on job type or requirements.
A minimal amount of key strokes are needed to raise an adhoc work order which has
been refined to provide the user an uncomplicated set up. Users have the option of
selecting a specific room and assigning a priority within their site that will be approved
by the administrator. The user has the ability to finish the work order after the initial set
up or add additional information regarding costs, job classification, asset information,
related work orders and much more.
The Work Order system fully integrates with the asset register and allows the recording
of maintenance costs either against a specific asset or for general maintenance services.
Work orders can be viewed enterprise wide, by location, building, level, room and by
single asset. Automation forms a key basis to WSM, work orders will (if required) be
automatically generated at appropriate times and will send the work order via fax, email,
or SMS to the appropriate contractor or in-house trade staff. The Fax, Email and SMS
integration ensures your customers will be happy that you can now keep them informed
as to the progress of the work. The Work system provides many more features to ensure
that the management of work becomes a part of your everyday work practices and in
doing so taking far less of your time with greater accuracy, than ever before.
Work status such as “pending quote” or “work in progress” (among others), can be
assigned and priorities set depending on time and resources. This helps to provide a
total picture of maintenance commitments in the foreseeable future and the information
used to schedule time, staff, contractors and materials in an efficient manner. Automatic
alerts can be set to notify appropriate managers of outstanding or incomplete work.
Page 5 of 18
FM Innovations
Planned Preventative Maintenance
The planned work capability in WSM FM-Work
provides comprehensive scheduling options for
all scheduled maintenance. These tasks include,
but are not limited to; all compliance tasks
(Essential Safety Measures and Ecologically
Sustainable Development) whether they are
done by contractors or internal personnel. The
planned maintenance section will allow you to
organise all your requests into an easy to use
one truth system, making it easier to manage
your complex planned works and maintenance.
Effective management of planned maintenance
through WSM is essential for meeting compliance
obligations and providing the company
protection against litigation. With tough laws
around Australia pertaining to ESM and new
Building codes introduced, both employees and the company can be fined and possibly
jailed if their buildings do not comply. Planned Maintenance schedules allow for many
different tasks to be planned against a particular asset, ranging from daily tasks and
monthly inspections to an asset‘s yearly overhaul. Eliminating the need to manage
statutory and planned maintenance on an ad-hoc basis, FM-Work will generate work
orders at appropriate times and will send the work order via fax, email, or SMS to the
appropriate contractor or in-house trade staff.
WSM FM-Work has implied intelligence built into the software; it will never double up on
work orders. For example, when a planned monthly inspection for an asset is due the
same time as a yearly inspection, the work orders are combined (if necessary) and only
one work order is sent out with all the required works. This eliminates a lot of confusion
when different work orders were sent out at the same time.
Follow on adhoc jobs can be administered from within the system and documented
against an asset. For example; a fire door is due for its annual check when the seal is
noticed to be broken, the worker is then able to generate an additional work order for
this particular asset. WSM then gives you the ability to track the adhoc and planned
work against the asset to determine viability of that asset.
The maintenance plan can be easily changed if unplanned events occur, to more
efficiently schedule work and resources. Likewise, preventative schedules can be tuned,
refined and easily adapted to accommodate new legislation and environmental changes.
Preventative Maintenance tasks can be scheduled by time, condition, or meter readings.
You are in full control of how your planned maintenance needs to be scheduled! Any
tasks that are not completed within the cycle are flagged and emailed to the
administrator. Critical work orders will never be misplaced as they are automatically
regenerated until completed. Any repeat preventative maintenance tasks are clearly
defined on your newly generated work orders. Duplicate preventative maintenance work
orders are also eliminated.
Page 6 of 18
FM Innovations
OH&S Management
The OHS Management system is designed to be both a recorder of actual incidents that
occur and a recorder for hazards that may impact the workplace and its work force in the
future. In recording OHS incidents it provides a capability to be able to classify each one
and document their progress and their outcomes up to a point in time.
This system is configurable and as such it has a configuration function within the
administration section of the portal.
The system is operated largely by an OHS wizard that steps you through the process of
completing the reporting and documentation of the incident.
The viewing of incidents is provided from a separate menu option.
OH&S incident recording
The incidents themselves can be reported through a “wizard” front end which guides the
inexperienced user through the incident reporting. It then allows further follow up action
by non –guard staff to complete the incident recording with its aftermath. Among these
actions can be the generation of work orders and OHS incidents within WSM. The
recording of lost (or stolen) property also managed from within this component function.
Each incident type can be given the capability of generating a WSM work order and by
selecting the Raise a WO on new incident it allows the administrator to define the work
order parameters.
The work order raised will use the location of the Incident report to base its work order.
The following parameters can then be selected for each incident type:
•
•
•
•
•
•
Short description
Priority
Service Type
Job Activity
Est Duration
Cost Allocation code
Page 7 of 18
FM Innovations
Asset Control and Registration
The asset recording function provides a very
powerful asset register with both easy
definition and direct importing capabilities
from external systems to minimise the effort
taken to establish the assets in the system.
Each asset record can store unstructured
data such as images, manuals and the like
alongside actual data elements reflecting
work history, audits and all other fiscal and
conditions aspects of each asset.
Asset records can be classified with a two
tier classification system and can be
assigned to an overarching asset system
definition that groups together like assets in
buildings facilitating coordinated
maintenance regimes. The classification
regimes also provide powerful universal
depreciation and life condition thresholds for
all assets that are simply set and managed.
The asset management records provide asset descriptors and classifications as a means
of identifying items as well as providing the following asset attributes for comprehensive
asset control and management:









Condition assessment
Warranty or service contract details
History of maintenance
Diary of future works and inspections
Regulatory compliance assessment
Depreciation
Installation, commission and decommission details
Purchase cost, replacement cost and timeframe
Asset cost of current and ongoing ownership
The asset recording system ensures that all assets whether they be equipment,
personal, plant, fixed or portable can be managed and provide extensive cost recovery
capabilities for the use of them in any activity the system controls.
With standard features like grouping assets by building systems available, the Facilities
Manager can be certain they include all individual assets when refurbishment or
relocation projects are being planned and implemented. Then add the innovative
features that allow current active assets to be dynamically inserted into planned job as
they become due and the planned degradation of conditions automatically over time, the
asset records start to bring order and automation to the management process.
Page 8 of 18
FM Innovations
Contract management
The contract management function allows
individual contracts to be established across the
entire organisation and then sub-defined to site
level. By doing this, it defines for the work
management system, skills and services available
at each site and as a consequence the accrual of
all work allocated under that contract. This will
identify problematic areas that need rectifying,
divest poor assets and nurture reliable assets.
Service Level Agreement (SLA) thresholds for
each contractor at each site can be analysed
quickly and effectively. The addition of Safety
certification and accreditation in WSM for each of
the contractors’ employees and the onsite
management of this new regulatory regime is an
important part of the overall contractor
management required by today‘s property owners and facility managers. WSM
automatically reminds the appropriate managers when the contract runs out, making
sure it allows enough time for them to issue new tenders or renegotiate the existing
contract. It also reminds internal contract managers when key Insurances and
accreditations which were agreed to as a part of operating the contract are ready for
renewal. Many clients have been saved thousands of dollars through effective contract
management and the advanced warning systems in place.
Monetary alarm thresholds can be triggered on specific contracts if an estimation rises
above a predetermined level. Once the level is reached an approval mechanism notifies
the appropriate manager who can then take the appropriate steps to address this.
Similarly to contracts, warranties must be maintained. WSM automatically reminds the
appropriate manager(s) when the warranty runs out, making sure to allow enough time
to complete a spot check on the asset to determine if any maintenance needs to be fixed
prior to the warranty expiry.
Page 9 of 18
FM Innovations
WSMplannet
WSMplannet is offered to the client as a core
part of the WSM-FM Work system. It utilises
the latest web deployment technology to
provide a fully functioning service portal
enabling organisations users to request and
receive information about the management of
the infrastructure on a day-to-day basis.
WSMplannet is designed to alleviate time and
distance constraints with 24/7 access to the
portal. Central administrators and remote
buildings are updated in real time resulting in
fast and efficient service delivery. Site-based
operatives and building users are empowered with the tools they need to log, manage
and oversee facilities, property and operational activities.
This leads to a significant
reduction in unstructured
calls (emails, sms, fax‘s
etc) to the Facilities
support group as the
progress of remedial
work can be viewed
online real time. It
doesn't take long for
users to move from being
kept in the dark to an
enlightened access to
accurate job information.
But WSMplannet doesn't just provide a portal for service requests it also has functions to
deploy key information about the status of the infrastructure and the broad range of
services that FM provides.
A feedback loop allows the requestor to
immediately view the status of their
request and what actions have been
taken either via automated email
notification or directly in the
WSMplannet Request System. A
requestor can also view other jobs that
have been lodged by their department if
they are allowed access. Clients and/or
staff appreciate the ease and
convenience of lodging a request via the
Web as well as the timely feedback and
updates generated by the system.
Page 10 of 18
FM Innovations
Sustainability Management
The Sustainability functionality is a core
part of the WSM FM-Work system and
offers a method and process of recording
and monitoring all aspects of
sustainability issues related to property
and the people who work in them. The
initial focus of this system enhancement
is to provide monitoring (benchmarking)
and reporting on sustainability
management in the areas of energy
(electricity), gas, water and waste. With
Green Leasing now a key requirement
for many savvy tenants and with a major push from both government and the concerned
public to decrease the colossal carbon footprint in Australia, the effective management of
the environmental impacts from the commercial sector is critical. Both building owners
and managers alike are responsible for the emissions from their buildings. Ultimately,
and soon legally, both groups will be accountable in the future for the carbon impact
they place on our environment.
It is obviously better to have a system with
the capability to manage, on an ongoing
basis, with current day-to-day data so that
the operational factors and trends can be
identified and managed in a timely fashion.
The WSM family of products with this
sustainability management capability built
into its core process will cut the cost of
collecting and reporting on these critical
sustainability factors and status, whilst
increasing the accuracy of the data itself. It
is our software design and understanding
of the process of continual and accurate data collection that will deliver to our client base
effective overall environmental management needs for today and into the future.
Sustainability can only effectively be managed and assessed in the Property & Facilities
Management world, by collecting, storing and using large amounts of accurate data.
Building management and all its intricate and interlocking systems generate a myriad of
data and circumstances which have to
be managed and this is where WSM and
its Sustainability capability is designed
to achieve all of these systematic data
management functions, and thus
provide effective and timely accurate
reporting.
The sustainability section allows the
user to view benchmarks based on
current, past and future trends by
square metre, per person, usage etc.
The system is also set up with NABERS
benchmarks and can be set up with
internal or industry benchmarks for high
level analysis.
Page 11 of 18
FM Innovations
Feedback system
The WSM feedback section is designed to
assist the organisation in the
management of the contractors’ service
levels. Its role is to provide evaluation
forms for employees to fill out based on
contractor service levels. Through its easy
to use interface it will provide both
administrators and management with a
clear view of the current service levels,
thus identifying critical issues. The
feedback form also plays an important
part of keeping employees happy as they
can raise issues associated with work
orders. Employees can keep contractors
accountable by reporting on the quality,
timeliness and effectiveness of the
suppliers. Keeping the contractors
accountable can lead to improvements in
their service levels and deliver better
results. The feedback section is
customisable with the ability to tailor your own questions adapted for each supplier.
When contracts are up for renewal a full history of supplier issues and performance can
be collated in the reports section.
Page 12 of 18
FM Innovations
Reporting
Based on a thorough understanding of
the industry and working closely with
our clients, WSM is pre-loaded with
over 65 comprehensive standard
reports to keep you informed on your
constantly changing environment.
These reports are constantly updated,
changed or even eliminated based on
client suggestions. WSM is not
congested with a massive amount of
reports however it does allow the user
to customise their own reports with
its unique customisation reporting
tool. The user can create their own
reports or base the report on an
existing template and revise as they
see fit. All reports are designed in an
easy to understand way for
operational teams however the
powerful reports are highly analytical
for the executive level management.
Users are also able to generate reports with graphs and charts for visual representation.
If the report is highly comprehensive FMI can be engaged to design the reports for your
future use.
WSM is built with embedded business process automation capabilities and the report
section is no different. It allows the user to generate a schedule of all regular reports to
coincide with key strategic goals. Most reports include the ability to drill down from a
general summary report to a more detailed itemized report, and the flexibility to export
your reports to Word, Excel , CSV etc, all with the click of your mouse. Comparison
reports can be designed through the report designer to compare previous results with
current trends.
Access Controls
Through WSM, Administrators have stringent
control access to restrict users permission to
view critical data. Limits and constraints can
be placed on what data each manager can
view based on location, sites, information and
much more. Each site can have their own
management group managing their own data
or read only access to each other’s data. WSM
also provides comprehensive security and
audit trail to track unauthorized changes within
the system. Records indicate who changed the
information as well as the nature and date of
the change. The WSM software controls ensure
that data is available as needed only to
authorised users with sensitive information
secure.
Page 13 of 18
FM Innovations
The Benefits of WSMenterprise
•
Effectively manages from an operational “fit for purpose” aspect through to future
planning
•
Concurrently assists with managing multiple sites and contractors
•
Simpler property compliance management
•
Simple contract definition and management
•
Effective supplier/contractor management
•
Provides customer service focus to target users
•
Provides best practice standardised Facilities Management controls
•
Basic interfaces with external systems
•
OHS management system
•
Provides comprehensive role based user access controls
•
Provides extensive standard reporting
•
Smooth integration with existing WSM modules
•
Much more...
Page 14 of 18
FM Innovations
Summary of Features of WSMenterprise FM-Works - Basic

Multi-function dynamic scheduler
o Essential service and compliance scheduling
o Metered job scheduling - meter readings generate appropriate planned
jobs for remedial work
o Condition based scheduling - condition assessments generate appropriate
planned jobs for remedial work
o Elapsed time period scheduling
o Consecutive time period scheduling
o Report generation and delivery
o Automated Asset Warranty inspection scheduling
o Seasonal calendar automatic adjustment to schedules

Web based self-service portal
o Work requests
o OHS incidents
o Supplier/Contractor access to their work orders
o Supplier/Contractor access for their accreditation control
o Customer feedback process
o Contractor performance feedback process
o Planned Job regime management

Supplier/Contractor Management
o Provides supplier management and accreditation capabilities
o Monitors supplier performance
o Changing suppliers impact analysis
o Automatic supplier change management
o Feedback on contactor performance available

Contracts Management
o Provides management capabilities for each client and each of their
contracts
o Contract renewal reminders
o Contract assessment and analysis

Reporting
o Extensive standard reports are provided in each category
o Schedule standard reports automatically for key users
o Extract data to a variety of external file formats
o Rich functional reporting

Work Order management
o Exception reporting
o Backlog management
o Managed Process flow

Location based management application
o Each site can have their own management group managing their own data
o Limits and constraints can be placed on what data each site manages
o Master users can administer all sites
Page 15 of 18
FM Innovations

Essential Safety Measures compliance
o Record standard jobs for Essential Safety Measure compliance
o
o
Dynamic active asset allocation for inspection, audits and maintenance
regimes
Basic reporting and documentation capabilities

Security incident recording
o Record incidents including images, outcomes and witnesses as they occur
and in relation to security incidents occurring at all times
o Maintaining a register of lost or stolen property
o Managing all incidents and their aftermath including remedial work and
police reports
o Comprehensive reporting on incidents

OHS incident recording and logging
o Record incidents including images, outcomes and witnesses as they occur
and in relation to work and or assets that may be involved
o Comprehensive reporting on incidents

Project resource time recording
o Record time that is used in project work that has no work order associated
with it
o Project based reports on all time and work orders used in the project
Page 16 of 18
FM Innovations
Other WSMenterprise Management Systems
Works












and Asset Management Premium
Ad hoc and planned preventative maintenance
Asset management
Essential safety measures compliancy
Track, manage and analyse gas, water, electricity and waste
Manage compliance with sustainability issues
Benchmark against previous years or industry targets or Green Star ratings
Asset Depreciation
Finance Integration
Visitor Management
Mobile Ability
Security Incident Management
Contractor Managment
Property Lease Management
 Record all properties both owned and leased
 Record and monitor all critical dates
 Record and monitor all activity licenses
 Keep electronic versions of all key documents
 Property Revenue and Expense Management system
 Record and categorise revenue Vs expenses
 Allocate these expenses to locations by different criteria
Room










Event Management and Visitor Management
Book rooms
Classify and define room usage
Record actual usage of rooms
Manage all resources used for these bookings including security, guest lists,
catering, and equipment.
Audio/video room management
Teleconferencing management
Visitor access registration and control
Security Badge generation including bar code controls
Monitor visitor numbers on each site at all times
Track visitors and their hosts
Vehicle Management
 Manage all your vehicle booking and corporate journeys
 Fleet details and maintenance
 Insurance fines, driver credentials
 Carbon footprint of usage
 Traka Key cabinet integration
Page 17 of 18
FM Innovations
Contact us
Head Office
Level 4, 455 Bourke Street
Melbourne, Victoria, 3000
Australia
Phone
(03) 9600 1646
1300 307 889
International
+61 3 9600 1646
Fax
(03) 9600 2333
Website
www.fminnovations.com.au
Email
[email protected]
Follow us
Facebook
http://www.facebook.com/pages/FM-Innovations/108592112492281
Linkedin
http://www.linkedin.com/company/fm-innovations
Page 18 of 18

Download Report