The perfect CAFM system: The most important criteria when choosing a system

In today's fast-paced, data-driven world, choosing the right computer-aided facility management (CAFM) system is critical to optimizing facility management processes. When upgrading an existing system or implementing a new one, there are a few key factors to consider. This will ensure that the CAFM system you choose meets your specific requirements and adds significant value to your operations. Here are our TOP 10 + 1 factors to consider when choosing the perfect CAFM system:

1️⃣ Budget 

Your budget is a decisive factor when choosing a CAFM system. Cheaper systems often offer fewer features, while more expensive systems include more extensive features and additional services such as support and maintenance. Also consider additional costs for implementation and training, as these may not be included with cheaper systems. It is worth considering both the initial costs and the long-term costs and scope of services.

2️⃣ Functionality

Evaluate the core functions of the CAFM system. Does it offer essential functions such as asset management, maintenance planning and space management? Make sure that the system matches your operational requirements and offers functions that meet your individual needs.

3️⃣ Integration into the existing system landscape

Consider how well the CAFM system can be integrated into your current IT infrastructure. Seamless integration with existing systems such as ERP (Enterprise Resource Planning), IoT (Internet-of-Things) platforms, CAD (Computer-Aided Design) and BIM (Building Information Modeling) is important for efficient data flow and functional synergy. Evaluate integration capabilities to avoid potential disruptions.

4️⃣ Interfaces (ERP, IoT, CAD, BIM, DMS, etc.)

In addition to evaluating how well a new system can be integrated into the existing system landscape, it is also advisable to take a look at the interfaces. A robust CAFM system should support various interfaces to ensure comprehensive data management. Check compatibility with systems such as ERP, IoT devices/sensors, CAD, BIM and document management systems (DMS). This enables better coordination and data transfer between different platforms.

5️⃣ Operating model (on-premise, SaaS, cloud, apps, etc.)

Decide on the operating model that best suits your organization's needs. On-premise solutions offer full control and extensive customization options, but require internal resources for maintenance and updates. Software-as-a-Service (SaaS) and cloud-based systems offer flexibility, regular updates and high scalability, for example through flexible pricing models. However, these advantages come with a dependency on the provider, who sets the prices and conditions. Mobile apps can improve access, but consider the impact of each model on data security and accessibility.

6️⃣ Number and type of users

Consider the number of users and their roles and authorizations within the system. The CAFM system should be flexible enough to support different types of users, from facility managers to maintenance staff. Make sure it can handle the user load efficiently and provide appropriate access controls.

7️⃣ Project organization and plan

A clear project plan is crucial for a successful CAFM implementation. Define the scope, timeframe and milestones of the project. Involve stakeholders early on and put together a project team to oversee the implementation process. A well-organized project plan will help manage expectations and ensure a smooth transition.

8️⃣ Scalability

Your CAFM system should be able to grow with your organization. You should therefore check the scalability of your system in order to be able to cover increasing data volumes, additional users and extended functions. A scalable system ensures that you do not have to replace or extensively modify the system if your requirements change.

9️⃣ Local factors (legal requirements, certifications, etc.)

Ensure that the CAFM system complies with local regulations and industry standards. This includes data protection laws, environmental regulations and specific certifications required in your region. Complying with these requirements will help avoid legal issues and ensure that the system complies with industry best practices.

🔟 Security

Data security is of paramount importance in facility management. Check that the CAFM system has robust security measures in place, including encryption, user authorization and regular security updates. Evaluate the vendor's security record and ensure they provide support to mitigate potential risks. Your company's data protection officer is the right person to contact here.

➕ POGO Consulting as your implementation partner

Finally, you should consider partnering with a specialized implementation consultant. An experienced consultant can provide valuable insights, guide you through the selection process and ensure a successful implementation tailored to your specific needs. We can help you analyze and select the right CAFM system and guide you from the initial requirements workshop through to a successful go-live.

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References: 

Tol - Link 

Wowflow - Link 

BMI - Link 

Ralf-Stefan Golinski - Link 

Michael Kostka - Link 

Voxelgrid - Link