Improvement of quality and comfort of work due to adjustment of the IT system to the Client’s expectations

Innovative Facility Management Polska Sp. z o.o. (IFMPL) is a Polish company with its registered office in Warsaw. The company directs its services to owners and property managers of real estate throughout Poland. The purpose of IFML in Poland are services of comprehensive property management (Facility Management), that is management of technical, infrastructural and economical functions of all property types, i.e. industrial, logistic, office, commercial, hotel and public. Among the services offered by the company, special focus is put on: management of technical functions of the properties, property economic management, maintenance of cleanliness of internal and external parts of properties, property protection, waste management as well as office and administration services.

Proper understanding of the Client’s needs as a foundation of a successful IT project

“The key issue for us was the fact that the system provider for management of the FM area adjusts the system to the specifics of our business as well as our practices in the FM area. We were not interested in a “shelf” solution where we are the ones to adjust to the logics or functionality of the IT system” - Paweł Rozpończyk, Vice-President of the Management Board, IFMPL

The IFMPL company, due to great experience of the managerial team and cooperation in an international team, proceeded to select the software provider within the FM scope in a very mature and decisive manner - with a vision in terms of their requirements regarding the software and criteria for its selection. The key element for the success of the implementation project was proper pre-implementation analysis and, as a result, precise determination of expectations of all future users and IFMPL’s managerial staff. At the analysis stage, the consultant acting as the project manager on the part of NOVO Technologies spent two days with the technical staff of IFMPL, observing their work and communication with supervisors. In the course of this stage, agreement on the scope of expectations regarding the planned effectiveness of use of the software and report scope was made by the consultant. Finally, the set of expected functionalities of the target system supporting FM area management and the mode of their performance according to the IFMPL’s expectations was developed.

Adjustment of the IT system to the specific requirements of the Client

Implementation of the NOVO Facility Management module covered, first and foremost, two key areas, i.e. registration and support of reported accidents as well as planning and performance of PPM activities, including registration and categorisation of equipment. Both areas have a set of reports established in the course of pre-implementation analysis and adjusted to the expectations and specifics of IFMPL. In the implementation preparation process, the software provider - NOVO Technologies S.A., prepared adequate modifications in the system, including, but not limited to, the method of raccident input according to expectations of IFMPL. System modification, the objective of which was providing maximum simplicity and intuitiveness of operation thus ensuring top ergonomics of work with the system, covered design of new forms and building of macros for the most common accidents which reduced the time of their input to the system by the users to the minimum. Another expectation of IFMPL that was taken into consideration during implementation was the necessity to adjust the work time record functionality which was connected with re-development of the base of knowledge on the degree of use of human resources dedicated to property management and easier planning of such resources in the future. The work time record analytics provides the managerial staff also with information regarding the amount of time spent by the team or a single employee for support of reported accidents and PPM activities. The NOVO Facility Management module was also adjusted to the needs of IFMPL within the scope of graphic data presentation. The system was configured in the implementation process in such a manner, so that it provides the users with property map presentation with the equipment locations plotted on the map. The functionality facilitates and reduces time reaching the place or equipment requiring intervention by the servicing staff. The implementation was completed meeting all expectations of the Client - the NOVO Facility Management module was properly parametrised and developed in the functional layer as well as in the data presentation method layer. This approach allowed for quick introduction of the IFMPL employees to work in the system since the system fitted the practices the users were already used to and well acquainted with in multiple aspects.

“The nature of services performed for our Customers obliges us to conduct full control of the performed processes necessary for the purpose of integrated property management and administration. Software well-adjusted to the specifics of our business helps us in performance of these tasks” - Vice-President of the Management Board, IFMPL