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Archibus (non-SaaS) getting started path |
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business process owner |
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environment:
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understanding your role |
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As a business process owner, you are responsible for deploying the full Archibus software as a functional business application. You understand the desired business results, and use this knowledge to select the appropriate Archibus applications for your organization. Once you select applications for you organization, you determine how to implement each application at your site. You assess employee responsibilities and roles within the organization, and then assign to each employee the appropriate tasks and reports that they require for their specific jobs. For staff focusing on CAD or heavy data development, you assign them tasks from the Archibus Smart Client data and drawing environments. |
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the Archibus solution |
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The Archibus non-SaaS offering provides tools for managing a facility through its life cycle, and covers all aspects of a facility. Note that many of these applications are also available to Archibus SaaS deployments as is; while other applications are re-organized and streamlined for Archibus SaaS. |
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the Real Estate & Property quadrant
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| Real Property | ||
| Portfolio | Portfolio managers strive to ensure that the massive investments that the organization makes in the real estate portfolio drive the organizational mission forward. Yet widely varied holdings, the specialized needs of different lines of business, and the intricate timing of leases and transactions often obscure this alignment. This application provides a consolidated view of real estate data to visualize the portfolio and improve asset stewardship. It provides multiple benchmarks of portfolio performance to enable rapid, fact-based decisions. And it provides the analyses essential to spot trends, improve spending, and target anomalies. | Application Summary |
| Leases | Lease managers know that any error in processing the complex terms of a lease can result in missed option opportunities, billing errors, monetary penalties, and even last-minute moves due to missed renewal dates. Yet tracking a large number of leases with variable terms of tenancy, differing option exercise dates, and intricate financial terms can be daunting. This application reduces errors and risk by automating lease administration to reduce errors, spot anomalies, and provide automated alerts to upcoming actions. | Application Summary |
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Costs |
Cost administrators aim to give their organizations a competitive advantage through a superior understanding of real estate costs. However, doing so in a portfolio of any complexity without the right tools is a challenge. This application increases accuracy in cost tracking by leveraging lease data and by using wizard-based costing tools. It helps find anomalies and waste through comparative benchmarking of each building, property, lease, and account. And it improves transparency and decision support with analysis tools that spot trends, highlight outliers, and forecast income, expense, and cash flow. | Application Summary |
| Chargeback & Invoicing | For lease administrators who need to accurately generate invoices based on complex chargeback terms, this application reduces errors by providing automated chargeback calculations and invoice and payment monitoring. For cost administrators who need to provide transparency of costs for decision-support, this application correlates costs with locations to obtain accurate total operation costs for each line of business or cost center. | Application Summary |
| US Federal Property Registry | For portfolio administrators within U.S. federal agencies striving to comply with Executive Order 13327, this application reports real property data to the centralized Federal repository in the mandated format. The application uses a workflow for tracking and approving transactions and can report by requestor or by Property Asset Unique Identifier. | Application Summary |
| Forecasting | Space master planners need to accurately predict future space needs and occupancy costs. Too high a forecast, and they will burden the business with unnecessary buildings and leases. Too low, and they will cripple the line business. This application uses inventory data, historical trends, as well as "what if" scenarios to provide insight into future space needs. Master planners can model churn, organic growth, potential mergers or acquisitions, and other factors to reduce uncertainty and spot emerging opportunities within their portfolio. | Application Summary |
| Advanced Forecasting |
Real estate teams, portfolio planners, and space planners use this application to experiment with different space allocation scenarios to forecast current and future space needs. They then manage detailed costs associated with portfolio management. Get a top-down view of your portfolio and your proposed future scenarios, and access the details of owned and leased spaces, floor plans, utilization, headcount and comparative costs. Monitor how your figures change as you acquire, allocate and dispose of space in each time frame This application simplifies the complex planning and review process, and provides the hard numbers needed to justify a space reduction, lease renewal, or other course of action. |
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| Strategic Financial Analysis | The Strategic Financial Analysis application provides a unified cost model for your real estate, infrastructure, and facilities. In doing so, it unifies cost data for all real estate activities, capital, and expenses. It also provides a unified view of costs for the different stakeholders in the management of the portfolio and infrastructure. The application gives visibility into the one-third of your organization's balance sheet that manages fixed assets. It not only summarizes the total cost of the infrastructure, but also express the value to the mission. Use Strategic Financial Analysis to align your spend on real estate and infrastructure like no other tools. | Application Summary |
| Capital Projects | ||
| Capital Budgeting | Real estate organizations are often swamped by diverse requests from stakeholders throughout the organization for new capital projects to support master planning, expansion, modernization, consolidation, renovation, and sustainability. This collaborative application enables the management team prioritize those projects that best align with the organization's mission and resource them for success. Features that review multi-year budget allocations, consider alternative "what if" scenarios, and budget from different capital and expense funds enable the management team to confidently make decisions within complex capital landscapes. | |
| Projects |
Real estate portfolio managers constantly oversee a large portfolio of simultaneous projects. Renovations, building acquisitions, HVAC upgrades, sustainability programs, department moves -- all have complex interdependencies that cannot be managed in isolation. This application coordinates programs, projects, actions, and costs from a top-down perspective that keeps all participants aligned with the overarching organizational priorities. Gantt charts and workflows make milestones, tasks, and status changes visible to all. Weighted performance scorecards highlight outliers that are a risk to the budget or the mission. |
Application Summary |
| Commissioning | Building owners and managers who are overseeing construction projects need to create access to their valuable commissioning information, even in the post-construction phase, so that the information can be used throughout the building's life cycle. They also need an efficient design review process to eliminate costly post-construction callbacks. By providing seamless transfer of your construction documentation management system, such as Building Information Model (BIM), into your facility management system at the time the commissioning information is gathered, the Commissioning application ensures that all systems operate as intended throughout the life cycle of your building. The application automates the commissioning process, and enables rapid deployment by providing templates to develop site-specific checklists, project plans, completion status, and documentation archives. In this way, it maximizes the value of your commissioning process while minimizing the effort required to implement it. | Application Summary |
| Condition Assessment | Maintenance managers stay vigilant for threats to life safety and to the organization's mission, as they know that if left unchecked, even minor defects can lead to equipment failure, business interruption, or accidents. Yet keeping on top of each and every defect that can occur within a facility can tax even the most capable maintenance organization. The Condition Assessment application lowers risk by creating a complete assessment program directly from the up-to-date space and equipment inventories. It lowers total life-cycle costs by correcting corrosive defects early. And it clearly expresses to management the total costs and potential consequences by using a visual scoreboard that summarizes the impact of facility conditions on life safety, business mission, productivity, and image. | Application Summary |
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the Workplace & Facilities quadrant
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| Space | ||
| Occupancy |
For space and department managers looking to use space more efficiently, this application reduces vacancy rates. It provides self-service access to space inventory, personnel lists, and move request forms, which enable managers to identify availability and optimize employee placement based on affinity. Space and department managers can use the built-in workflow, planning tools, and benchmarks to place employees according to standards, resulting in uniform and fair employee placement that adheres to corporate policies. |
Application Summary |
| Inventory |
For space and department managers who would like to get a better handle on their space use and how it supports their businesses, this application provides self-service access to space usage reports and space inventory statistics. By accurately tracking space usage over time, this application streamlines space use, improves accountability, and aids in space planning. |
Application Summary |
| Chargeback | Space managers tasked with improving space efficiency can use this application to charge department managers for their space use. When department managers see how their space usage translates to costs, they are more apt to improve efficiency and reduce occupancy costs. With the application's analyses, space managers can make better decisions on space-related initiatives. | Application Summary |
| Strategic Space Planning | Designed for real estate management and space management professionals who want to evaluate, forecast, and allocate space in order to support the organization’s mission, the Strategic Space Planning application provides an integrated Web-based solution for allocating and forecasting space requirements at various organizational levels for different time periods. From supporting highly complex, multi-year forecasts to keeping all lines of business operating productively, space and portfolio planners can rely on Strategic Space Planning for the analysis and tools to make informed decisions and trade-offs while optimizing current and future space use. | Application Summary |
| Moves | For move teams coordinating a high volume of moves per month, this application lessens effort, reduces errors, and reduces employee downtime through Web-based workflows and collaboration tools. | Application Summary |
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the Workspace Infrastructure quadrant
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| Workplace Services | ||
| Service Desk | For service desk managers and service providers who need to manage a growing number of service requests while maintaining service performance and organizational efficiency, this application provides 24x7 self-service assistance and enforces performance of your service providers through service-level agreements. Service desk managers can configure service-desk workflows to reduce administrative overhead and to hold service providers accountable through measurable results. | Application Summary |
| Reservations | For operations or service managers who want to provide all employees with the ability to reserve conference rooms and resources without any hassle, this Web-based application deploys enterprise-wide and allows employees to manage all room and resource reservation details. From handling recurring reservations to linking seamlessly to the Archibus operations suite for support tasks, this application enables users to focus on preparing for meetings without worrying about logistics. | Application Summary |
| Hoteling | For operations or space managers who are interested in driving down their space costs through alternative workplace strategies, this Web-based application enables employees and visitors to find and book available space for temporary assignments. By hoteling rooms and monitoring utilization reports, space managers can identify and release under-utilized space to drive down occupancy costs. This application deploys rapidly by leveraging an existing space inventory. | Application Summary |
| Assets | ||
| Asset Portal | Every facility manager knows that effective management of assets such as furniture, equipment, and software is essential to their organization's mission. Yet managing the changeover of assets and staff while keeping an eye on costs can be overwhelming. This application provides transparency into the value, location, and disposition of assets. With it, facility managers can increase organizational accountability, re-purpose warehoused or underutilized assets to lower costs, size their asset base for insurance and business continuity to lower risk, and more easily provide accurate depreciation information to comply with accounting standards. | |
| Assets | For organizations that wish to optimize the use of their capital assets, the Archibus Assets application provides for effective stewardship of assets through their full operational lifecycle -- from acceptance through operational use and disposal. | Application Summary |
| Enterprise Assets | For organizations that wish to coordinate their real estate, capital, and asset planning; Archibus Enterprise Assets is a holistic, end-to-end management system for assets. At the strategic level, Archibus provides intrinsic integration between strategic real estate planning, capital planning, and portfolio project management to align all assets to mission objectives. At the operational level, Archibus communicates those objectives to all departments and optimizes performance throughout the asset lifecycle. | Application Summary |
| Telecom Assets | Including the Telecom connection features and equipment inventory features of the Assets application, the Telecom Assets application is designed for users who are upgrading from Windows Client/Server Telecommunications & Cabling Management and want the predominantly equivalent functionality in the Web Central environment but do not need the additional features available with the Assets and Enterprise Assets applications. | Application Summary |
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the Engineering & Operations quadrant
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| Maintenance | ||
| Preventive Maintenance | For building and maintenance managers looking to track recurring maintenance work more effectively, avoid costly repairs, and stop lengthy downtimes, this application provides a comprehensive planning solution for managers to define maintenance procedures, set up schedules for critical assets, and balance those schedules with available resources. With this application, maintenance managers can accurately forecast resource and cost requirements for all planned maintenance tasks. | Application Summary |
| Corrective Maintenance | For building and maintenance managers and supervisors who need to track incoming maintenance requests, manage service providers, plan work and resources, and report on key metrics, this application offers a comprehensive solution for defining problem-specific workflows and automating maintenance processes for customers, approvers, supervisors, and craftspersons. Supervisors can schedule tasks graphically, and managers can roll up data to pinpoint and correct negative trends. | Application Summary |
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Condition Assessment |
Maintenance managers stay vigilant for threats to life safety and to the organization's mission, as they know that if left unchecked, even minor defects can lead to equipment failure, business interruption, or accidents. Yet keeping on top of each and every defect that can occur within a facility can tax even the most capable maintenance organization. The Condition Assessment application lowers risk by creating a complete assessment program directly from the up-to-date space and equipment inventories. It lowers total lifecycle costs by correcting corrosive defects early. And it clearly expresses to management the total costs and potential consequences by using a visual scoreboard that summarizes the impact of facility conditions on life safety, business mission, productivity, and image. | Application Summary |
| Sustainability & Risk | ||
| Emergency Preparedness | Facility and operations staff carefully prepare for workplace emergencies, such as blizzards, floods, chemical spills, gas leaks, and other threats. Yet to implement these plans they need tools to coordinate first responders, staff, the assessment team, and management -- even under crisis conditions in which they cannot access the facility or the corporate phone, email, or Intranet. The Emergency Preparedness application provides this coordination as well as the quick information and procedures that can help to save lives, minimize damage, expedite insurance claims, and speedily recover critical business functions. | Application Summary |
| Energy | Energy managers often face exacting directives to reduce carbon output and energy use by significant amounts, typically 3-5% per year. However, they often do not have a complete picture on current consumption, on the line of business that the energy spend supports, or on how to objectively measure the effects of remediation actions. This application correlates energy bills with building information and weather modeling in order to pinpoint errors in billing, identify problem buildings, and root out wasteful usage. As a result, energy managers can meet reduction targets and align their energy spending with organizational priorities. | Application Summary |
| Sustainability Assessment | Real estate and facility managers are resolute in meeting management directives to enforce high standards for sustainability and carbon reduction. Yet they find that applying these standards to the multiplicity of buildings and conditions under their command is a complex problem. This application reduces risk by rating the entire facility, in all its detail, against corporate directives and government environmental regulations. It lowers costs by identifying opportunities to save energy and reduce waste. And it improves governance by score-carding remediation alternatives and identifying the highest-priority, highest-impact use for limited remediation budgets. | Application Summary |
| Green Building |
Sustainability officers and green building managers strive to increase green building performance and certification levels and to reduce carbon footprint. However, assessing progress and quantifying results requires complex calculations and a breadth of data spanning multiple years. This application calculates net greenhouse gas equivalent impact, shows carbon footprint change over time for each building or an entire portfolio, tracks progress through sustainability certification projects, and manages data and documents required for requalification. It also shows anticipated payback on sustainability investments and correlates environmental data to facility use and operations thus providing the timely and reliable data required for making and defending strategic sustainability decisions. |
Application Summary |
| Hazard Abatement | Property managers and facilities directors must ensure that their buildings are "clean," without hazardous materials that can endanger the facility, and more importantly, compromise employee health and safety. When hazardous materials are present, facility managers must identify, document, and abate these materials, being sure to minimize risk and downtime and to comply with all relevant government regulations . The Hazard Abatement application provides a complete and flexible end-to-end solution for hazardous material management that can be used for any hazard scenario, such as asbestos, mold, and radon. Also, it can share and integrate hazardous material data with other systems and processes such as floor plan drawings, GIS, EHS, emergency response procedures, move projects, and renovation projects. | Application Summary |
| Waste |
Facility and sustainability managers need to safely and efficiently process hazardous and non-hazardous waste, comply with waste-handling reporting regulations, and strive to reduce their carbon footprint reductions with good waste management practices. The Waste application manages the complete waste cycle (from storage to shipment and disposal) of all types of waste. In doing so, it gathers the data required for LEED requirements, compliance reporting, and recycling improvement efforts. |
Application Summary |
| Hazardous Materials |
Whether it is a printer cartridge, a cleaning substance, or a chemical used in your company’s manufacturing process, workplace materials pose potential hazards and require proper handling techniques and emergency response procedures. So that a company is apprised of this information, manufacturers document these details in Safety Data Sheets (SDSs). For safety managers who must maintain a catalog of the manufacturer's latest as well as historical SDSs and share this data with the company’s employees, the Hazardous Materials application provides tools for storing lists of chemical products used in workplaces, cataloging their SDSs, and associating SDSs with particular locations. Once entered, this data can provide valuable insight to the location and severity of potential hazards as well as satisfy compliance regulations. |
Application Summary |
| Health & Safety | For safety managers who must ensure that staff is properly trained to work with all materials, that staff have the proper personal protective equipment (PPE), and that the site has implemented a medical monitoring system that complies with OSHA or other government regulations, the Health & Safety application provides managers with a structured and flexible framework for continually monitoring safety procedures and issues. In addition, if a safety-related incident occurs, managers can use the application to track the incident by identifying the root cause, corrective actions necessary, injury information, and any future work restrictions place on the employee. With the ability to manage employee medical monitoring, PPE, and training, along with tracking incidents that do occur, managers have a powerful tool for ensuring and enforcing safety programs and procedures. | Application Summary |
| Compliance | For property managers and facility directors who are beleaguered with the risk, requirements, costs, workload, and complexity associated with regulation compliance within their properties, the Compliance application enables them to track all applicable compliance regulations and programs, document requirements and schedule and assign associated actions, meet deadlines and due dates, ensure timely renewal of permits and licenses, prepare for audits, track and forecast compliance costs, and organize important documents into an electronic library for rapid retrieval and improved communication. | Application Summary |