No matter what the decision – whether evaluating contractor performance across a whole site or transitioning to LED lightbulbs in one room – you’ll be considering an amount of data and putting faith in its integrity. With tight budgets and ROI demands, gut-feel is no longer an option for today’s facilities manager.
At SWG, we recommend following the 4 Cs of data quality: Complete, Correct, Centralised, Consumable. If even one of these is missing, data and decision making is compromised. However, CAFM software can play a major part in keeping FM data fool-proof.
Complete
Incomplete data causes delays, confusion and errors, preventing a smooth-running site. For example, a problem reported to the help desk with several details missing makes it difficult to assess the urgency or skillset required to fix it. Whether the request is logged on a public computer or by the help desk team, CAFM software can make this process fool-proof. Important fields can be made mandatory, tool tips added to explain what is required, and data filtered so only relevant information is shown. The process could even be set up to require the user’s email address so that they can be contacted to request feedback, helping to build a complete picture of FM services. Then, when it’s time to evaluate, any gaps are made clear.
Correct
Correct data can be deceptively difficult to perfect, and is exacerbated with paperwork. Transferring paper job sheets onto a system has significant potential for error – not only in terms of deciphering handwriting but it also relies on the operative completing the forms at the end of each job and not relying on their memory at the end of the day.
CAFM software with a mobile app cuts out this extra help desk admin and can capture essential performance data automatically, such as work start and end times. Our QFM app even works when offline, in areas of no signal or wi-fi, meaning work can continue as normal and updates are uploaded when connection resumes. Good CAFM systems can also create straightforward workflows that adapt based on data previously entered. Help desk or self-service users will see a brief, optimised form that takes seconds to fill in, which changes depending on the information supplied. Simplifying this step in the FM process means data is much more likely to be correct.
Centralised
Data is valuable and should be stored as such. Centralised data means more control over security and access, meaning no accidental deletions, siloed and inaccessible data held on someone’s PC desktop, and no sensitive data sent over email.
CAFM allows customisable permissions for each user, granting different access levels for viewing, editing and creating data. When the right teams have the right control, there’s no worry about tracking numerous Excel spreadsheets or making irreversible errors. Furthermore, look for a CAFM vendor able to provide a cybersecurity certification to keep your data safe from external threats.
Consumable
One of the most important steps in data is being able to consume it. Without analysis or reporting, data is just numbers in a system.
A first-rate CAFM system gives the ability to see live dashboards in hundreds of areas of interest. For example, QFM can instantly build over 450 reports based on your needs, applying filters, date ranges, and visualisations. Data can also be exported to Excel for further manipulation, as well as tools like PowerBI can be integrated to allow for in-depth trend analysis and easier performance management.
Data-driven FM
Bringing data up to the highest standard with the four C’s above affords the best opportunity to be a data-driven facilities manager. When FM results are complete, correct, centralised, and consumable, the answers are clearer than ever.
Your CAFM system should support this, too. Software like QFM is built to simplify complicated workflows, understand challenges, and provide peace of mind for how data is handled.
Contact SWG today to hear more about how QFM can work for you.
