Computer-Aided Facility Management (CAFM): Best Way to Manage… | Itefy

Computer-Aided Facility Management (CAFM): Best Way to Manage Facilities

Streamline your facility management with CAFM software. Explore CAFM solutions and their features, and learn to choose the best one for your organization.

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Are you struggling to manage your facility with manual systems? Managing a large facility can be a daunting task, especially if you are dealing with complex operations, multiple assets, and maintenance schedules. 

Traditional methods can be time-consuming and prone to error. That's where Computer-Aided Facility Management (CAFM) comes to the rescue. 

CAFM software offers a comprehensive solution for monitoring and managing large facilities. This enables you to make more informed decisions about maintaining and improving your facilities. Let's see what CAFM is, how it is beneficial for businesses, and what are some of the best CAFM systems.  

What is Computer Aided Facility Management (CAFM)?

Computer-aided facility management (CAFM) is a software solution that is designed to streamline different aspects of facility management and maintenance operations. 

It helps facility managers plan, execute, and monitor activities related to facility planning, physical asset management, space utilization, energy consumption, and reporting facility-related data. Here is how: 

  • Space Management: Optimizing the use of space within a facility by monitoring occupancy rates and analyzing space utilization patterns.  
  • Asset Tracking and Management: Track and manage the lifecycle of physical assets, including equipment, furniture, and infrastructure.  
  • Maintenance Operations: Schedule maintenance tasks to prevent breakdowns and ensure optimal performance.
  • Energy Monitoring: Monitor energy consumption to identify areas for improvement and implement energy-saving techniques. 

How Does CAFM Software Work? 

CAFM software operates on a centralized platform that manages information about a facility's assets and maintenance schedules. It collects information about a facility's assets through advanced technologies like QR codes and RFID tags. This information includes detailed records about physical assets and facility management. 

CAFM software is easily accessible through a cloud-based system or mobile application.  Users can use it to perform tasks like scheduling maintenance, tracking equipment health, monitoring live status and generating real time performance reports. 

CAFM VS CMMS

CAFM and CMMS (Computerized Maintenance Management System) are often used interchangeably in facility management. However, both of these software are distinct in their focus, scope, and primary use. 

CAFM focuses on a broad range of facility and asset management features, including building automation, physical infrastructure, real estate, and related services. On the other hand, CMMS is a component of CAFM that addresses maintenance operations. 

Let's make a detailed comparison of CAFM vs CMMS to understand what CMMS is and what a CAFM system is. 

Features CAFMCMMS
ScopeComprehensive facility management Maintenance management
Key Features Space management, asset management, energy, and security management Work order management, inventory management, preventive maintenance
TracksSpace utilization, asset lifecycle, energy consumption, maintenance historyWork orders, maintenance tasks, equipment performance. 
Target Market Organizations that manage large facilities Organizations with asset-intensive production, e.g., manufacturers 

CAFM System Examples and Use Cases 

The core concept of CAFM is to help organizations manage their facilities in a better way. This software works by integrating all the relevant data and information related to facilities on a single platform. Let's take a look at some of the most prominent features and CAFM system examples.  

1. Building Management and Automation 

Building management and automation is the essential function of CAFM systems. It connects and tracks physical systems like HVAC, lighting, and security (cameras, sensors), and manages them through a single platform. This improves the overall efficiency of building systems, simplifies maintenance requests and schedules facility inspections. 

As a cloud-based building automation system, a CAFM system is highly effective for reducing operational costs and improving occupant comfort. 

2. Maintenance Operations

CAFM software offers comprehensive tools for managing assets within a facility. Statistics show that some of the largest manufacturers in the world lose $1 trillion every year due to machine failure. An industry-grade CAFM can help you avoid this as it can track every asset, including location, model, size, and technical health. 

The early detection of issues enables businesses to conduct proactive maintenance operations that reduce costs and downtime. It is also helpful in preventing costly breakdowns and ensuring optimal equipment performance. 

maintenance operations' costs

Source: TeamSense 

3. Asset Health and Life Cycle

CAFM software empowers businesses with asset lifecycle management tools and asset management features. Their work order management system allows users to create, track, and assign maintenance requests, which are integrated with the asset management database.

CAFM can generate maintenance schedules based on asset usage and manufacturer recommendations. This system helps businesses plan, procure, maintain, and dispose of assets in a timely manner to minimize sudden downtimes and reactive maintenance.     

4. Floor Planning and Space Management 

A facility management system provides a holistic view of a facility, which is very helpful in managing space. These tools can easily track the usage and real-time location of each asset. This information provides valuable insights about space utilization, such as consolidating storage areas or relocating assets for better efficiency.

Benefits of the CAFM System for Facility Management

CAFM software offers a wide range of tools and features that can bring significant benefits to your organization. Here is a breakdown of some of the most important benefits of a computer-aided facility management system:  

1. Cloud Automation System 

CAFM is a cloud-based system that centralizes facility data on a single platform. Instead of spending time on handwritten notes and spreadsheets, businesses can use this automated system to enhance operational performance. 

Workers can easily access it from any device, including mobile apps, to track maintenance requests, approvals, and progress and allocate tasks. Studies show that 84% of businesses using cloud automation have increased revenue and reduced operational costs. 

automation in the cloud

Source: Nividous 

2. Environmental Benefits 

With the increasing size of building facilities, energy management challenges are also becoming more evident. Almost 30% of energy consumed by buildings is wasted. CAFM systems help organizations achieve optimal use of resources and contribute to green building initiatives and sustainable design.

For instance, CAFM can identify energy-inefficient equipment, adjust HVAC settings, and track waste generation, so organizations can implement sustainable practices and reduce their environmental footprint. 

Energy usage for heating and cooling

Source:  LG 

3. Real-Time Data Analytics 

No organization can make informed, data-driven decisions without relying on real-time analytics. 

Advanced facility management systems often include built-in dashboards and data analytics features. These features bring a wealth of valuable insights through data visualization, annual summaries, inventory statistics, and reports on asset locations, histories, and lifecycle costs. 

This up-to-date information serves as a predictive tool that enables organizations to stay informed about their operation and make proactive decisions. 

Benefits of using data analytics

Source:  Vizito

4. Cost-Effective Solution

Facility management systems help organizations make the best use of their space, assets, and resources. Think of them as a facility asset management system that facilitates asset management, reduces maintenance and repair costs, and automates administrative tasks like documentation, approvals, and scheduling. These applications save your staff time and empower them to work more productively remotely through cloud-based systems.  

Getting Started With Facility Management: CAFM Software Training 

CAFM is important because of its ability to ensure a safe, well-maintained, and fully functional facility that provides a healthy working environment for occupants. 

Here is how to get started with CAFM software: 

  • Identify Needs and Challenges: Identify your specific business needs and challenges and determine the problems you want to solve with a CAFM system.
  • Research CAFM Software: Explore different CAFM software options available in the market. Compare their features, pricing, and compatibility with your existing systems. Choose a software that best aligns with your facility's specific requirements. 
  • Organizational Buy-in: Make sure that all of your facility members and management understand the advantages of implementing a CAFM system. Communicate the benefits of improved efficiency, cost savings, and better decision-making.
  • Comprehensive Training: Provide CAFM software training to all stakeholders through video tutorials, online resources, and in-person training sessions.
  • Implement and Test: Implement the CAFM software and thoroughly test its functionality. 
  • Review and Assess: Regularly review and assess the performance of the CAFM system and identify areas for improvement.  
  • Advanced Integrations: Enhance the capabilities of your CAFM system by integrating it with other technologies, e.g., building automation systems, HVAC systems, or HR systems. 

How to Choose the Best Facility Management System? CAFM Software List 

Choosing the best CAFM software depends on the specific needs and requirements of your facility. Consider factors such as size, complexity, industry, and budget when evaluating options. Here is some of the best CAFM software's list you can choose from:  

1. Itefy 

Itefy is a top-rated CAFM software that stands out as the best facility management system among others. As an advanced cloud-based system, it helps you organize and keep track of all your facility and asset information in one place. 

Some of its key features include:

  • Equipment database: Store information about all your asset and facility systems, including serial numbers, location, condition, and maintenance history.
  • Booking and Checkouts: Allows booking and checking out equipment for ease of use. 
  • Condition and location tracking: Offer features to monitor the location and condition of your assets in real-time.
  • Issue management: Report and track any issues in your assets and facility.
  • Maintenance logging: To log maintenance tasks and repairs.
  • Inventory management: Track all the equipment in your storage or inventory. 
  • Dashboard and analytics: Visualize asset equipment usage, track performance, and identify areas for improvement.

Pricing: Basic ($33/ month), Startup ($83/month), Business ($149/month), Enterprise ($359/month).

2. ToolSense 

ToolSense is a CAFM system that tracks assets, inventory, and facilities in real-time. It also offers valuable analytics tools and workflow automation. Overall, it provides comprehensive solutions for managing equipment and assets, improving communication, and automating routine processes. 

ToolSense is highly customizable and well-equipped to meet diverse needs. However, it may present a strong learning curve for a lot of users. Its strong security features make it a suitable choice for modern facility management.

Pricing: Available upon request

3. eMaint CMMS

eMaint CMMS is a software solution that primarily focuses on maintenance management. It offers features like inventory management, asset management, and maintenance scheduling.

The software's capabilities include automating work orders, asset tracking, and monitoring the maintenance history of a facility's equipment. 

It is a good choice for businesses that want to update their maintenance operations. The only downside is its limited customization options and frequent updates, which may be a concern for businesses that need more flexible solutions. 

Pricing: Team ($69/ month), Professional ($85/ month), Enterprise (available upon request).

4. Corrigo 

As a cloud-based CMMS program, Corrigo helps businesses manage their work orders, assets, facilities procurement, and customer support. Users can create work order requests and dispatch them to service providers for prompt action. This versatile system caters to different industries, such as healthcare, hospitality, financial services, and beyond. 

Corrigo faces some major limitations in approving vendor quotes through mobile apps, such as weak search functioning that restricts navigation. 

Pricing: Available upon request 

Choose the Best CAFM System—Itefy

A CAFM system is an essential component of facility management that provides industry grade solutions for asset management, space utilization, and maintenance tasks. Businesses who opt for a CAFM not only save time and money but also improve their service operations.  

With so many options available, it is crucial to evaluate each software's features, functionalities, and integrations to find the best fit. If you are looking for an all-in-one solution that manages your entire facility system, Itefy is an excellent choice. 

Our platform is designed to align with your business goals and provide a tailored CAFM solution that meets your specific requirements.

Sign up to Itefy today and experience facility management like never before. 

Frequently Asked Questions

  • Computer-aided management is the use of computer technology to assist in the management of a process or system. It involves different tools and features to collect, store, analyze, and interpret data, and to make informed decisions based on that data.
  • There are many examples of CAFM software, but some of the most popular ones include Itefy, ToolSense, eMaint CMMS, and Corrigo.
  • Computer facilitation management (CFM) is the use of computer technology to manage and maintain facilities. It involves using software and hardware to collect, store, and analyze data about facilities, including space utilization, maintenance scheduling, or energy consumption.
  • A computer-aided facility management (CAFM) system is a cloud-based centralized program that helps organize physical spaces and assets quickly.  It integrates various aspects of facility management, such as space management, asset management, maintenance management, and energy management.
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