mainmanager specifications

FM180 Ltd

2

Contents

Main Manager 3

Vocations 4

Owner / CEO Finance Director Operations Director Facility Manager Contractor

4 4 5 5 6

Sectors 7

Government Education Property

7 8 9

Standard Features 10

Helpdesk Management Task Management and Cost Control Document Control Area and Space Management Asset Management Room Booking Customer Satisfaction

10 11 12 12 13 14 15

Other Modules 16

Infrastructure 17

Why Web-Based? Our Network Technology Partners

17 18 20

Contact Us 21

Facilities Management Software Solutions

3

MainManager MainManager is FM180 Ltd’s core Integrated Workplace Management System (IWMS) which users interact with via the Internet. This software-as-a-service model allows multiple global users to report, log and manipulate reactive and pre-planned maintenance work orders anywhere, at any time and on any system that has Internet access.

Security: As our IWMS application is hosted in a UK Tier 3 data centre, all security and continuity is handled centrally. There are no complex roll outs, no local software clients, no local servers; just a web browser and Internet access.

Low Cost:

Our system will deliver a lower cost of ownership through reductions in IT hardware, software and maintenance, as well as providing environmental benefits by actively reducing your carbon foot print.

“At the end of the day, a sound methodology is not enough – you need the tools and systems to implement plans in the most efficient and cost-effective way.”

Dr Brian Atkin Researcher and writer on facility management

Simplicity:

Our design methodology has been and always will be: “keep it simple by providing user friendly systems, in line with the client’s requirements”. This has been achieved by not only an ergonomic left-to-right layout with easy workflow, but also by utilising comprehensive data filtering.

Long Term:

MainManager is an asset based system where multi hierarchy locations may be configured. Every action or reaction is assigned to an asset, allowing for long term Trend Analysis and Life Cycle calculations.

FM180 Ltd

4

Vocations

Owner / CEO Whether it is a family estate, corporate building or university campus, the owner / CEO ultimately has the greatest interest in protecting not only the facility as an investment, but also the assurance of value for money. Decisions on investments must be based on factual information and figures. MainManager reporting and statistical graphs allow the owner / CEO to gain live information on demand. Amongst other features, owners and CEOs can access:

Summary of KPI and SLAs placed on Service Providers Asset History detailed and summarised in easy to read dashboard formats History of costs against budgets Key data on assets such as trend and life cycle cost Asset Documentation Personnel performance states

MainManager affords the Owner / CEO the overview of the operation they require to monitor the investment and aid corporate decision making.

Finance Director Data from MainManager can be integrated into most financial applications. This can be carried out as an “on demand” process or a live, automated process. The financial team can obtain overview statistics and track financial figures through MainManager:

Capitalisation information on all assets Overview of the asset's operational costs and profitability against budgets Analysis reports showing the costs accrued and categorised by account codes for automatic upload into any

accounting package (e.g. Oracle, SAP, Navision etc.) Bill Acceptance module Cost code analysis Spend against budget

Benefits for Finance:

Upload of financials directly into ERP system Bespoke analysis reports as and when required Comparison of actual accrued costs against budgets Depreciation input directly into the finance system Invoice approvals system online Asset registers summary and value calculations Life cycle analysis, life expectancy and budget requirements for future years Analysis of assets profitability


5

Operations Director The Operations Director / Manager utilises MainManager as a planning tool for information on inspections, maintenance plans, task specifications, quantities, drawings and tender offer specifications, all in one place. There is often a need for quick access to this information, and there is sometimes inconsistency in how it is maintained. The Operations Director / Manager, in parallel with traditional consultancy personnel (who can also have restricted access to the system), can oversee the recording of information regarding the structural infrastructure and building systems and equipment. Access can be controlled so that each consultant can see to the updating of data with sign off by the Operations Director / Manager. In this way, new records can be created for building parts, inspections recorded, plans set up and cost control executed. In addition, the Operations Director / Manager can oversee tender offers, working with consultants by receiving and agreeing quantity figures and task specification listings. They can also sign off and oversee instructions to contractors. Benefits for Operations:

Inspections of structures and equipment in one place Preparation and review of maintenance plans and information on tasks completed or delayed etc. Sign off authorisation for work Preparation, review and authorisation at all stages in the tender process, including the comparison and

evaluation of bids Simple monitoring of all project stages, fully documented with clear and concise audit trails Simplification of data collection to facilitate management reports

Facility Manager MainManager provides the Facility Manager with an online real time summary of all day by day, week by week, month by month and annual tasks for an asset, linked to a tool for cost control. In addition, MainManager monitors all service agreements associated with particular assets, including information on periodic and reactive tasks, and the condition of the asset. All tasks can be defined to start automatically at specified times, or under specified conditions based on an agreed maintenance plan. Work requests are automatically generated on the service web and allocated to specified trades dependant on their availability, with the Facility Manager receiving notification of allocated jobs, and any designated service provider receiving an e-mail notification. This allows the Facility Manager to oversee the allocation of jobs and to reschedule works according to available resource. All non-scheduled tasks (reactive works) generated via the helpdesk can be allocated to specified trades, dependant on available resources or referred for allocation via the Facility Manager. A task audit trail is generated automatically with full tracking and reporting on the status of the task (open, pending, on hold, or complete). Costs associated with maintenance tasks can be predetermined; however if material and labour exceeds preauthorised limits, MainManager has the ability for the Facility Manager to authorise before work proceeds. In addition the system can be configured to escalate sign off to senior management should costs exceed any individual authority level. In the same way, costs for small works can be authorised before works proceed. MainManager allows the Facility Manager to configure his reports to input and view budgets, actual costs, planned costs and pre-agreed costs. In the same way, analysis reports can be obtained showing a breakdown of costs for particular items.

FM180 Ltd

6

Benefits for the Facility Manager:

All predetermined works scheduled and resource requirements defined Activity reports: task statuses visible online Cost Reports: spend against budgets available online Cost summary reports upload into management reports Summary of the status of all service agreements visible Comments from users Preparation of simple tender offer specifications and authorisation of works

Contractor Quality control processes and access to information During the construction period MainManager can be used to project manage works and to monitor contractor activity to ensure works are completed on time and with the required quality and cost control. This makes any follow-up during the transfer to operations more purposeful. This process can involve tender evaluation, sales, delivery, build and follow-up on remedial measures. During the construction period the project manager can arrange for all drawings, specifications, and important notes to be deposited and referenced against an asset. This can include a detailed component catalogue and prices. Following completion and transfer to operations the contractor can continue to have access to MainManager, to monitor performance of the asset and to record maintenance during any guarantee or maintenance agreement contract. Benefits for Contactors:

Access to the latest drawings to enable preparation of tender bids etc. Ease of communication: all stakeholders have access to information Enables introduction of evaluation and quality control processes, including follow up on remedial work Upload of details into the asset registry database with all content documented and tagged Statistical information on performance of the asset Summary of activity and costs Document access, quantities, project description etc.


7

Sectors

Government MainManager has been in use with numerous government bodies throughout Scandinavia since 1997 and has contributed significantly to the transparency of information, both internally to the different departments of government and externally to interested parties.

The MainManager service package for government enables you to effectively manage the full spectrum of asset and facility management, from logging help desk calls, budget planning and cost monitoring right the way to understanding the performance of your assets and suppliers linked to on line performance reports, all in real time. MainManager also manages the accessibility to information; drawings, related documents, contracts for services and details of works and related history etc. Benefits for Government:

Streamlines procedures: the structure of MainManager addresses the provision of both soft and hard FM services including space management with CAD integration linked to cost allocation and / or service charging.

Maintenance management efficiency: Helpdesk calls can be logged 24 hours a day, with automatic call

escalation, and online access for individuals to track responses to jobs.

Business Intelligence: dashboards are one of the most powerful tools for improving business visibility and making informed decisions. MainManager provides a customised dashboard display that is easy to read and interpret.

Manage locations and assets: with the need to optimise space and manage asset life cycles, MainManager

integrates your locations and assets with your CAD drawings. This allows you to optimise space through producing net internal area statistics, and manage assets by showing purchase, depreciation and replacement values via a comprehensive Asset Register.

Benefit from internal economies of scale: MainManager enables you to establish a comprehensive database

of property information for any location, at any level, and allows vital property information to be shared between users and offices by linking FM and property management within one system.

With many government bodies now using MainManager, we pride ourselves on offering a facilities management solution using MainManager regardless of requirements.

FM180 Ltd

8

Education At FM180 Ltd, we recognise the importance of ICT in educational establishments and the vital role it can play in improving the environment and educational achievement, with the critical requirement for assets to be available and operational both in core hours and increasingly at other times. In addition we have established particular expertise in the provision of MainManager solutions to manage halls of residence in university campuses. MainManager is designed to deliver against varied and complex educational requirements and is well structured to report on performance as embedded in PFI, BSF and Environments for Learning (E4L) consortium projects.

MainManager is flexible and easily configurable to ensure that every single aspect of the educational environment is covered. The input can start from the very earliest stages of any project (construction or refurbishment); working with clients and educational consultants to build in the contract requirements, understanding and managing the construction project, and finally supporting operations and the management of the building and assets. MainManager promotes disciplined work methods and setups, with central management of all aspects of the project; supporting project management, issuing instructions and work orders, powerful cost monitoring, managing performance of contractors and service providers, measuring performance against embedded SLAs and KPIs, registration of area usage, delivering the annual maintenance and operation plan, and life cycle modelling providing condition curves and lifetime costs against different strategies. The focus is on delivering, via MainManager, high quality, innovative, sustainable solutions that optimise value for money and enable schools, nurseries, colleges and universities in the UK to be always available and fit for learning in the 21st century.


9

Property MainManager promotes enterprise asset management, meaning the whole life optimal management of the physical assets of an organisation, to maximise value. MainManager gives you the ability to manage assets across any facility by promoting efficient utilisation and performance.

Reduction in capital costs Reduction in asset-related operating costs Extended asset life Improvement in the return on assets

In using MainManager, you will be able to document and have information available on such things as the design, construction, commissioning, operations, maintenance and decommissioning / replacement of plant, equipment and facilities. The term "Enterprise" refers to the management of the assets across departments, locations, facilities and, in some cases, business units. MainManager will enable you to move away from the historical reactive (run-to-failure) models and allow you to embrace whole life planning, life cycle costing, planned and proactive predictive maintenance and other industry best practices. Some companies still regard physical asset management as a business-focused term for maintenance management, until they begin to realise the organisation-wide impact and interdependencies with operations, design, asset performance, personnel productivity and lifecycle costs. This shift in focus exemplifies the progression from maintenance management to Enterprise Asset Management and is embodied in the British Standards specification PAS 55 (Requirements specification for the optimal management of physical infrastructure assets). MainManager will allow you to embrace this and to make it happen. MainManager also promotes mobility to improve ways of working. Traditionally, work order dispatch relies on an antiquated, paper-based system. This process is cumbersome because technicians are required to travel back and forth between work sites and the helpdesk for new assignments. With mobility, technicians can receive their assignments in the field, spend more time working, and create work orders on their devices. Also, mobility allows technicians to access information while on-site. Mobile technology lets technicians view more relevant data. As a result of this increased access, technicians are better prepared to service assets when they require maintenance, service, or inspection.

FM180 Ltd

10

Standard Features MainManager serves a diverse purpose in real estate management; organising and making accessible (through one place) the way that the asset register is built, developed, and maintained; and in terms of day to day operations, how the maintenance and supervision of assets are organised. With this sophisticated and detailed asset management system complicated and time consuming paperwork vanishes. In addition, the system is designed to be accessible and independent of the user's location. MainManager creates an organised and detailed overview of assets and equipment; with the structured protocol and bespoke processes, users develop and increase their knowledge of the subject matter, enabling them to manage and decrease operational costs and increase the lifetime and maximise profitability of investments. This holds true whether the subject matter is buildings, parts of buildings, internal systems of buildings, technical equipment, computer equipment or furnishings. From the outset, MainManager builds to support the business in delivering these goals; with the assets organised and recorded according to a predetermined, defined organisation, the system builds to provide a total overview on what is happening and to report on what is achieved.

Helpdesk Management The MainManager helpdesk process is workflow-driven, ensuring all required information is inputted into the application. The Helpdesk function within Main Manager consists mainly of logging, closing and controlling of tasks. Although these functions can be mostly automated, the allocation of incidents to Work Orders is controlled by the Helpdesk operators. Logging jobs into MainManager could not be simpler. Utilising an SQL dynamic and relational database framework, once the site has been selected the application only shows the relational data associated with that site; buildings, priority codes etc. This saves the operator’s time on logging tasks and administrating the work order. The same functionality also allows the system to be tied into Finance; MainManager can be set up so that an account code is logged along with details of whether the work will be rechargeable or not, and under what element of the service contract. This can result in auto recharging of work that has been carried out. MainManager’s on-hold function allows operators to request that a job is put on hold or cancelled with authorisation. If a work order due date cannot be met, then it may be placed on-hold. When this is required the details are entered into the system and a request is automatically e-mailed to a pre-designated authoriser. The authoriser, within the body of the e-mail, may accept or decline the on-hold request or provide an alternative revised due date. A history of original due dates is retained and on-hold records are visible within the system. There is no restriction on the amount of times a work order may be placed on-hold. MainManager utilises a predefined filtering system, as well as a fee field search utility. This allows the operator very detailed filtering. Users have the ability to run statistical, predetermined dashboard reports very quickly and easily; this function is also extended to all users requiring the information. These functions allow Helpdesk operators to find statistical information extremely quickly therefore allows them to concentrate on delivering the client’s service. In closing tasks, the operator is able to enter not only the times and dates that the work was completed, but also details of engineer’s timesheets. MainManager calculates the cost to be charged, based on the hourly rate (in or out of working hours) for the contract, as well as the skill level of the engineer. The details of the parts used on the task can also be calculated.


11

Task Management and Cost Control The creation and execution of annual plans is central to companies. MainManager offers a powerful and unique process for this. In planning, requests and incidents from facility users and other stakeholders can be reviewed, along with building inspection results (broken down by part) and cost estimations. All previous works and costs can easily be retrieved to estimate the costs of new works. This information can then be treated and the budget reported to the management team. When this process is over, the budget is approved and work is setup.

“Effective and efficient FM is about knowing exactly the correct status of operations and services at any time. If you do not know what the status is then you are not in control.”


Work orders, equivalent to spending permission, are issued for each project and costs are estimated (allocated costs). The project manager can view the permissions that he or she has allocated and how much is left, without waiting for costs to be booked by the accounting department. The procedures involve service providers being obliged to report any increases in costs (and obtain approval). If the original cost warrant has been surpassed then all booked costs are obtained from accounting; costs are collected by building part, gradually creating benchmarking data for Operations costs and maintenance costs, which in turn can be used for future planning and assessments of the operation costs for new and older buildings. The review for task handling shows estimated costs for the property in question, the property group and the grand plan. This gives a good overview of the status of the plan, allocated costs and booked costs. MainManager has been connected to most available ERP systems, including:

FM180 Ltd

12

Document Control Ready access to documents, contracts, permits and work descriptions is a necessity for all organisations in their work. Drawings, photographs and other documents can easily be uploaded, connected and accessed in MainManager.

“Organisations need to develop the informed client function if they are to manage contracts and control finances – this applies irrespective of whether or not services are outsourced.”


Lease and subcontractor contracts can also be connected. Information can be “live” in the contracts, i.e. end of contract, renewal dates etc. The system can also send reminders to the relevant controllers.

Area and Space Management One important factor in the operation of facility management within companies is a good overview of area usage. In MainManager it is possible to manage area usage of departments and divisions, who uses what and access key information related to usage.

“Facility managers have to be able to control myriad of resources both now and into the future. The availability of timely and reliable information means that the best decisions can be made without delay. Waiting for an answer may not be an option.”


Area costs are usually high so it is important to control the usage where possible. The system can manage which departments / divisions rent each space, calculate rent and report on this information. It is also possible to manage space information such as flooring, ceiling, material etc. Drawings of spaces can be used as a basis for incident registration, to make cleaning plans, to view photographs of spaces and more.


13

Asset Management MainManager has an extensive and flexible system for asset registration. This makes it possible to register information about sites, buildings, floors, space, equipment, systems, open areas and streets. The registration has a simple setup which is comprehensible to all with basic technical skills and others who work on this subject. The structure is as follows:

Site > building > floor > space > part of space System > system components > system unit Streets > part of a street Open areas

System units and modules can be located in buildings, floors and spaces; Information can also be connected to these assets in daily operations of the company.

“Facility managers face increasing demands on their time to provide information for a multitude of purposes. Having a system that can deliver information quickly and reliably is the key to successful FM. Moreover, information in context is real knowledge and a valuable asset for the organisation.”


Information like drawings, photographs, quantity, work descriptions, work history, work orders, incidents etc. is in turn connected to corresponding assets in MainManager so that the user can easily find them. Facility and building management demands an organisation have access to massive amounts of information; this applies especially when handling a lot of properties. Simple access to information has always been emphasised in the development of MainManager. In the newest edition of MainManager 10.x it is possible to access all information on one building at a single website:

Drawings Contracts Equipment Work order history Incident history Space information System unit information

It is also possible to see the history and analysis down to separate system units / building parts.

FM180 Ltd

14

Room Booking MainManager has a comprehensive room booking system as standard; this system will allow any users with the relevant permissions to arrange bookings on any room which is marked in the system as available for booking. In addition to being able to book the room, MainManager will also handle all the additional services associated with a room booking such as

Portage Catering Equipment rental Any associated costs with these services

MainManager has a powerful notification and reporting engine which will make sure all the necessary parties are notified of the booking and any changes, as well as management being able to report on booking usage for their building(s).


15

Customer Satisfaction Customer Satisfaction Surveys are a way of gaining almost instant feedback from your clients. It provides your organisation with the necessary knowledge and tools to implement appropriate and effective customer satisfaction. Customer surveys are often impersonal and soul destroying for the client; they often see no gain for themselves and do not return them.

MainManager Customer Satisfaction Surveys are targeted to the individual who reported an incident logged within the system. The surveys are extremely short and configurable to meet with your feedback and reporting requirements. Delivered by e-mail with a MainManager link, the form is filled out online and on submission, instantly shows against the job in MainManager.

FM180 Ltd

16

Other Modules In addition to our standard modules, MainManager has a number of add-on modules available. If you would like more information or like to discuss these modules then please get in touch. We have modules that cover the following areas:

Property Systems and Management Life Cycle Modelling Energy Management BIM Integration GIS ERP Integration


17

Infrastructure

Why Web-Based? Web-based applications such as MainManager are accessed via your web browser, rather than running a program on your computer. There's nothing to install, even when new features are released. We manage the software so you can get started straight away.

Nothing to Install or Deploy: Your own system is available instantly online, from any Internet connected computer. There's nothing to install on your computer or deploy to other computers in your organisation.

Access Anywhere:

It doesn't matter what computer you use or even where in the world you are; MainManager can still be accessed to perform any of your tasks.

Cross Platform Compatibility:

Whether you are using Windows, Linux, a Mac or even an Android based operating system, it does not make a difference. MainManager works equally well in any modern web browser and all data exports from the system are in cross-platform formats.

Cheaper to Use: As there's no physical packaging, printed manual or CD to post; our costs are significantly cheaper, which means you get access to the system for far less than equivalent desktop software.

Daily Offsite Backups:

Your data is very important to us – we take hourly offsite backups of all your data so you don’t have to. The system runs on fast, enterprise level servers in a secure data centre.

Secure Data Centre:

Our entire infrastructure is located in a top data centre with multiple Tier 3 connections to the Internet. Staffed 24 / 7 with physical security, we assure you that your data is safe.

Powerful and Reliable:

We strive to provide the best possible service. High specification servers with excess capacity are used to keep your system running super-fast.

Seamless Updates:

When new features are released, we seamlessly update your system. There is no need to patch software on all of your organisation’s computers.

FM180 Ltd

18

Our Network

We have designed and built our MainManager infrastructure from the ground up using best-in-breed hardware and software. The whole infrastructure was designed keeping three simple principles at in mind at all times:

Performance Security Availability

We own and operate the MainManager infrastructure and do not outsource any of the server hosting to third parties. We work closely with our technology partners to make sure our network design is ratified by them, ensuring our platform will give the performance, availability and security expected by our clients. Every aspect of our environment has been carefully designed and selected to deliver the best possible service for our clients and help us exceed their expectations. Data Centre All of our hosted services are delivered from our primary data centre located in Manchester, United Kingdom. This state of the art facility provides a secure, robust environment for all of the servers, storage, firewalls and networking equipment used to deliver the MainManager system. Our entire physical infrastructure benefits from:

Mains power backed by MGE Galaxy UPS units and Caterpillar generator Ultra-efficient STULZ Precision Cooling systems VESDA smoke detection and Argonite fire suppression Manned security on-site and CCTV surveillance throughout Biometric and swipe card entry to facility (24 / 7)

The physical environment for our infrastructure is continually being improved and advanced, further enhancing the service we deliver to our clients. Connectivity Our data centre connectivity is a critical part of our service delivery and again we have made sure our connectivity is not only fast but resilient. Our connectivity is provided by Tier 3 service providers, is multi-homed, and supplied by different transit providers and diverse routes which provides FM180 Ltd with a massive amount of resilience in our connectivity. This ensures your access to MainManager is always available. For clients requiring a private service we are able to provide point-to-point connectivity and connections into established MPLS clouds.


19

Security Security is of the utmost importance to us, so we always strive to provide the highest levels of security for our clients’ data, whilst maintaining a platform that is easily accessible for our users via a standard web browser. Whilst access into the MainManager system is entirely web-based, rest assured it is fully protected behind a secure server certificate, ensuring that all data between our servers and the user’s web browser is encrypted and secure. Our entire infrastructure is protected from the Internet by enterprise level Sonicwall firewall appliances. These high end appliances not only provide stateful inspection of data, but also a unified threat management system protecting our servers and your data from unauthorised access. Our external firewalls also benefit from having the following industry certifications, providing our clients with further reassurance about the security of our system:

Common Criteria EAL4+ FIPS 140-2 VPNC ICSA Firewall 4.1

Our approach to security does not end at protecting just our Internet gateway. Every aspect of our infrastructure adopts various security practices to protect our system and your data; from the port security running on our Cisco switch cluster to all our servers utilising the latest end point protection from Sophos. This multi-level defence practice ensures robust protection from the threats faced by all businesses, every day. We also undertake regular external penetration testing of our infrastructure to ensure we have no weaknesses in the system that can be exploited. Platform Our MainManager platform has been designed to ensure there is no single point of failure within any part of it. Our physical environment is built up of many servers; SANs and switches have all been designed in such a way that failure within any part of the system will not affect the availability of MainManager. Our server environment runs the latest VMware Vsphere virtualisation platform which provides high levels of security and availability, as well as a scalable platform to quickly grow our infrastructure when demand is high. This ensures our clients never suffer from a slow system, unlike other over-subscribed solutions. All of the MainManager servers are virtualised and run on our Vsphere cluster, instantly benefiting from the high-availability design of our Vsphere platform. In addition to this, our virtualised MainManager servers are designed to operate as a cluster. All of our MainManager web servers run Microsoft Windows Server 2008 R2 in a cluster using Web Farm 2.0 to replicate web data and settings between each of our web servers. Each web server runs on a different node on our Vsphere cluster and client traffic to our web servers is managed by our Kemp load-balancing appliances, so should anything happen to the availability of one of our web servers, the client traffic will automatically be redirected to another MainManager web server. All MainManager data is stored within a Microsoft SQL Server database. All of our SQL servers run Server 2008 R2 with SQL 2008 R2. We run a primary and secondary SQL Server, with all databases on our primary SQL server being mirrored to the secondary server so in the unlikely event that our primary SQL server is offline, the secondary SQL server will take over. We also perform hourly offsite backups of all MainManager data to a separate secure data centre.

FM180 Ltd

20

Technology Partners Our technology partners are:


21

Contact Us If you would like to talk to us about your requirements for a suitable facilities management solution utilising MainManager software, please get in touch with us using the contact details listed here:

General and Sales Enquiries:

0330 6600 180

[email protected]

Technical Support:

0330 6600 180

[email protected]

Head Office:

First Floor

Hornbeam House

Hornbeam Business Park

Harrogate

North Yorkshire

HG2 8QT

If you are calling from outside the UK, please contact us on 00 44 1423 855952.

Website:

www.fm180.com

mailto:[email protected]

mailto:[email protected]

http://www.fm180.com/

FM180 Ltd

22

Notes


23

Notes

FM180 Ltd

24