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Managing the state of the estate

This month’s FM Index KPI Survey, compiled by FMJ and Causeway, takes a look at the management of key property data such as rent reviews, lease information etc.

There is a clear trend towards closer integration of facilities management and estates management, reflecting the importance of property information to the overall financial well-being and sustainable performance of the organisation. In parallel, there is growing recognition that, in many cases, the FM Department is ideally placed to manage this area of activity.

In line with the growing recognition of the importance of property information there is also an expectation from senior management that key property data should be readily available. The FM Index KPI Survey therefore asked respondents about their methods of gathering and managing this information.

Across all respondents to the latest survey 65% are involved in property management, compared to 62% in 2012.In doing so they make use of one of four methods of managing this information. These methods are paper/manual, through the help desk system, using a separate in-house software solution (typically spreadsheets) or a proprietary third party solution. Paper/manual methods continue to be the most popular but this figure (33%) has declined since the last survey (42%), with a corresponding increase in the use of other methods. These trends, since 2009, are illustrated in Figure 1.


Fig.1 Methods used for managing property data

We also compared responses from the public and private sectors (also shown in Figure 1). This showed that public sector organisations are more likely to make use of software, either their own in-house solution or a proprietary third-party solution. In fact, these have now overtaken paper/manual methods in the public sector, whereas the latter are still the most commonly used in private sector organisations.

“As FMs take more responsibility for property management it is clearly sensible to look for integration with other software modules being used by the department and exploiting the improved efficiencies that such integration delivers.”

James Atkinson
Chief Operating Officer, Causeway

Whilst these figures relate to the overall sample we also broke them down further in relation to the size of the estate, as measured by the number of buildings managed. The results are shown in Figure 2.


Fig.2 Methods by size (buildings managed)

One of the sustained trends within the use of CAFM software is the growing integration between different types of modules, enabling data to be shared more efficiently whilst removing duplicated effort such as re-keying of data. To explore the level of integration between CAFM and property management software we asked respondents to state their level of integration. Given that this is difficult to quantify they were given the options of ‘All’, ‘Most’, ‘Some’ or ‘None’ and those responses are shown in Figure 3.


Fig.3 Level of integration between software modules

Next month, FMJ will focus on FM service providers and a range of data relating to the services they provide.

About Sarah OBeirne


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