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The Four Stages Of CAFM Implementation

Updated on December 20, 2013

The benefits of integrating CAFM software(Computer Aided Facilities Management Software) with an organisation’s operations are well documented: from streamlining facilities management to optimising the use of assets and space. The actual process of implementing a CAFM solution can be challenging, however, particularly in well-established or larger organisations.

Where some organisations dedicate members of IT and facilities management staff to the task of installing and integrating CAFM software in-house, many choose to outsource the mission to specialist firms with expertise in implementing CAFM solutions.

Any organisation looking to outsource will typically be offered a four stage CAFM implementation process as follows.

1. Initial Organisation Analysis

The first step to any CAFM implementation is to assess the requirements of the organisation. This analysis aims to discover the resource and data requirements of the organisation, in addition to the requirement for staff training and the implementation process.

In this initial stage it is important for the CAFM firm to spend time with the organisation to ensure any solution developed in the future matches the organisation’s needs.

2. Solution Development

Following the initial analysis, the CAFM firm work closely with the organisation to design and develop a bespoke system based on the requirements set out in stage one. The system, standards and procedures are all tailor-made to meet the organisation’s individual requirements. Typically there is substantial input from both the CAFM firm and the organisation’s facilities management team.

3. Implementation

Implementation of the solution is often the most complex stage. The necessary hardware and software designed in stage two are installed in the organisation and integrated with any current, relevant systems.

Staff also receive formal training from the CAFM firm and initial reports are published from the software.

4. Post Implementation Support

To ensure the system remains up-to-date and efficient, regular reviews and evaluations are carried out both internally and from the CAFM firm. The firm also typically provide technical support, particularly in the months immediately following the implementation.

As more staff join the organisation or the solution is updated, the CAFM firm may also provide additional training.

Naturally, each CAFM firm will vary in their approach although this four stage process is largely typical of many firms. The idea is to identify an organisation’s requirements, develop a custom solution, implement that solution and then provide support and up dates for as long as the contract runs. When selecting a CAFM solution it is important to ensure the firm provides comprehensive support for each of these stages.


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