Investa’s facilities management teams conducted their day-to-day operations through complicated, point solutions that functioned in silos with manual workflows and tracking. They tracked their 150+ vendors across three different databases—one each for payments, on-site safety and work orders. They relied heavily on vendors for systems and data around invoices, quotes and performance metrics.
This presented significant challenges in managing maintenance activities and concierge services at scale, such as:
To overcome these challenges and set themselves up for an accelerated journey toward their goals, Investa needed a unified solution that can consolidate silos across multiple systems from over ten years of operations.
In their search for a unified Computerized Maintenance Management System (CMMS), they considered several alternatives. During the negotiation and pilots, they faced two key challenges: The product contracts were typically drawn up for ‘n’ buildings for ‘n’ years, being inflexible about adding or removing them from the portfolio; and Investa’s legacy software, which did not support APIs, was difficult to integrate.
Facilio’s Connected CMMS overcame these challenges and enabled integrated, scalable portfolio operations for Investa within five months of MVP. As part of our solutioning, we:
Here are the solution highlights:
Facilio integrates the various functions - management of assets, incidents and audits, as well as relationships with vendors, technicians and tenants - across portfolios. The Connected CMMS serves as the command center, providing complete visibility into the entire portfolio operations. With transparency in the operational workflow, from inventories to purchase orders, facilities management teams now quickly identify bottlenecks and resolve issues.
“We chose Facilio mainly because of its maintenance management capabilities, so we didn’t have to rely on manual records or spreadsheets. This does two things for us.”
Investa had several workflows that were unique to their processes. During the evaluation stage, Facilio demo-ed custom use cases, without much coding, within 2-3 days, gaining Investa’s trust. During the pilot and onboarding, we used Stateflow to capture various processes and automate them.
The Connected CMMS enabled these processes with custom workflows and flexible implementation. It also offered the flexibility to refine/change workflows throughout the implementation, based on stakeholder needs, without disrupting the larger system.
Facilio’s Connected CMMS came with out-of-the-box integration capabilities that allowed seamless data flow between modules. Investa leveraged this to integrate work order management with visitor management. This allowed Investa to track vendor entry and exit, task completion, invoicing, purchase orders, payment cycles and customer feedback all in one place.
Facilio’s Connected CMMS has automated a wide range of activities such as planned maintenance, work order assignment, vendor induction and compliance checks. This has eliminated manual effort and duplication of efforts. However, we were cautious about automation, doing so only where required. For instance, hazard inspections as per local regulations needed manual control, which was left as it was.
Facilio allowed easy addition and removal of properties to their portfolio, enabling scale. Our platform approach, combined with productized customizations, allows contract term flexibility. The subscription-based model accommodates upgrades and hassle-free configuration of newer/additional functionalities as well.
Connected CMMS offers a holistic view of portfolio-wide operations (assets, work orders, maintenance activities etc.) and performance (asset lifetime value, costs, technician response time etc).
Based on this visibility, executives are making better decisions around cost optimization and operational improvements. Facilities managers and site owners negotiate better deals based on vendor-specific KPIs and SLAs.