The Ultimate to Do List for Your First 100 Days Using a FM Tool: Pt. 2

In our previous installment of The Ultimate to Do List for Your First 100 Days Using a FM Tool: Pt. 1, we covered the importance of preparing your team for the implementation of your new IWMS software. These first stages are incredibly important for building momentum and support. The second half focuses more on the actual processes for getting up and running, as you will see below.

Let’s take a look at what you should the next couple of months will look like for your team.

Day 15-75 Planning & Design

Now it’s time we get into the real nitty-gritty of the implementation project.  One of the primary goals for IWMS investment is to improve on processes, right?  Well, here’s where we enter the discovery phase, where current procedures, policies, and practices are defined.  Data will be collected and your Implementation Manager will make recommendations for software configuration to ensure your objectives are met.  

You will need to consider the business objectives of your company throughout this entire phase, as this will provide the framework for data migration, as well as your reporting and metrics.  

Here begins the data migration process.  Depending upon the number of modules involved in the implementation project, this will be your most time-consuming phase.  Once we have defined the module implementation order, you will be assigned “homework.”  Your Implementation Manager will provide you a data spreadsheet; whoever is assigned this task will need to fill out the spreadsheet and ensure all information is up-to-date and 100% accurate.  There may be automated processes set up to capture Occupant and Asset data.  However, you will still need to identify the data source and ensure you can capture all necessary data points to get the most value out of your IWMS.  

While the scope of your project determines exact data required, as well as the order, you will need to provide us with the following:

• AutoCAD (.dwg) space drawings – all spaces/rooms must be numbered.  If using block attributes, the room type data can be extracted from the .dwg file. 
• Occupant/user details – details will include (but not limited to) user ID, name, building, floor, and room number (If you currently have a HR system, automated user provisioning can be arranged for user data migration.)
• Facility information – how many buildings are included, names, locations, owned or leased?
• Asset data – asset type, location, serial #, ownership
• Copy of current maintenance request forms and/or reports – what types of work orders do you currently have in place, category, product name, type name, operator assigned, SLA time, priority

Once all the data has been loaded, it’s now time to discuss what KPIs are required.  We’ll begin to build your reporting and dashboard, which can be modified on an ongoing basis.   

For each line of service you provide, consider the required reporting and metrics.  These metrics will align business objectives with reporting tools in your new software, as well as define what data you will need to collect regarding organizational space, services, and assets.  

A few reporting factors we will be looking for are:

• Do you have an established system of reporting in place?
• Can you provide copies of most recent reports?
• Where is your current reporting lacking?
• What additions to your current metrics system would you like to see improved/what data would you like to see provided?

Once we have received the necessary information, iOffice will establish an URL and populate the database with occupant data, asset data, and floor plans appropriately to the defined modules. All fields, tickets, workflows, preferences, and recommended/discussed reports will be configured according to your procedures.  Once complete, you will then be provided access to your new software site to begin the next phase of implementation.  

Day 76-99: Validate & Train

Congratulations, you’ve made it past the hardest part; now it’s time for some fun.  The validation stage is an opportunity for users to test the new site out and ensure the configuration is effective in working through the organization’s day-to-day business processes.  Workshop sessions will be scheduled on a per module basis to ensure a thorough review of the configuration and that it satisfies both business practices and objectives outlined during kickoff.  If any configuration changes are necessary based on user feedback, your Implementation Manager will see to these changes and users will have another opportunity to validate site updates.  

Training is the last phase before your new IWMS goes live.  Make sure to provide enough time and resources for your team to fully understand the system and its capabilities.  

Training is set up in a workshop format, with each module introduced separately.  Your Implementation Manager will provide all resources for training sessions; your primary focus is to ensure users participate, ask questions, and provide feedback.  Once training is complete and everyone is satisfied that all business objectives are satisfied, it’s time to go live.  

Day 100: Go Live

The day is finally here – the new Workplace Management tool is in place and everyone seems to be onboard with this new tool.  As the Project Manager, your job is done, right?  Wrong.  

You will want to set up an audit for 6 months after implementation is complete.  No system or procedure is perfect; Perform a quality assurance test on data and processes. Check with users to identify what is working and what is not and work with your software representative to make adjustments accordingly. 

Your Workplace Management tool is designed to help you do just that – manage the workplace. It is a powerful assistant and facilitator, when used properly. But, because the business landscape is constantly evolving and changing, your tools must be doing the same.  Make it a habit to interact with your workforce, asking questions about their workflow and how the software has impacted their day-to-day activities. 

Don’t assume the IWMS will fix all the issues automatically. Proactive management is critical for continued success. Therefore it becomes necessary to use the feedback to make adjustments along the way. Equally, using employee information can help identify the next module that should be incorporated into your Workplace Management tool. Whatever the reason, remember to engage your workforce in identifying and addressing procedural issues, as well as celebrating successes, so that everyone is set up for success.