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Facilities Management is a complex and challenging task that requires a broad range of skills and expertise.
One of the most critical aspects of FM is having a deep understanding of how your buildings are being used and how they’re performing over time.
Reporting is an essential tool for gaining these insights, and CAFM software can provide a wealth of reporting capabilities.
In this blog post, we’ll delve into the importance of reporting in CAFM software, the types of reports you can expect to receive, and the benefits and drawbacks of having reporting functionality within the software vs. using external reporting tools like Microsoft Excel.
Work Order Reports:
These reports track work orders, such as maintenance requests or equipment repairs. You can expect to see metrics such as the number of work orders completed, the average time it takes to complete a work order, and the cost associated with each work order.
Asset Reports:
Asset reports track the usage and maintenance history of physical assets such as equipment, furniture, and vehicles. You can expect to see metrics such as the number of assets in use, their location, and their condition.
Space Utilisation Reports:
These reports track the usage of space within your facility. You can expect to see metrics such as occupancy rates, the amount of space used per department or employee, and the cost associated with maintaining each space.
Energy Consumption Reports:
Energy consumption reports track the usage of energy within your facility. You can expect to see metrics such as the amount of energy used per day, week, or month, and the cost associated with that energy usage.
Budget Reports:
Budget reports track the expenses associated with managing your facilities. You can expect to see metrics such as the cost of maintenance, repairs, and upgrades, as well as the projected budget for the upcoming year.
The parameters or metrics that you can expect to see in a report will depend on the specific CAFM software you are using and the data that you are tracking. However, most CAFM software should provide a variety of parameters to choose from, such as timeframes, specific locations or departments, and specific assets or equipment.
As for formats, most CAFM software will provide reports in a variety of formats such as Excel, CSV, PDF, and HTML. Some software may also allow you to customise the format of your reports to fit your specific needs.
Health and safety compliance is a critical area where reporting plays an important role in CAFM software. Health and safety compliance reporting tracks the facility’s compliance with health and safety regulations, such as Occupational Safety and Health Administration (OSHA) standards. Here are some examples of health and safety compliance-related reports that you may find in a CAFM software:
Incident reports track any accidents, injuries, or other incidents that occur within your facility. You can expect to see metrics such as the type of incident, the severity of the incident, the location, the date and time of the incident, and the corrective actions taken to address the incident.
Inspection reports track the results of safety inspections conducted within your facility. You can expect to see metrics such as the number of safety violations found, the severity of each violation, and the corrective actions taken to address the violations.
Training reports track employee training related to health and safety topics, such as fire safety, hazardous materials handling, and emergency response. You can expect to see metrics such as the number of employees trained, the type of training received, and the date of the training.
PPE reports track the use and maintenance of personal protective equipment, such as safety glasses, hard hats, and gloves. You can expect to see metrics such as the type of PPE used, the number of items issued to employees, and the expiration date for each item.
These reports can help you identify areas of non-compliance and take corrective action to address them, reducing the risk of accidents, injuries, or legal issues. Health and safety compliance-related reports may also be required by regulatory agencies or internal auditors, making them an essential part of your overall Facilities Management strategy.
Integration:
Reports generated within the CAFM software can be integrated with other features and data sources within the software, allowing for a more comprehensive view of facility performance.
Real-time data:
Reports generated within the CAFM software can be generated in real-time, allowing you to see up-to-date data on facility performance and make more informed decisions.
Ease of use:
CAFM software reports can be generated quickly and easily, without the need for manual data entry or manipulation.
Limited customisation:
Reports generated within the CAFM software may be limited in their level of customisation, making it difficult to tailor the reports to meet specific needs.
Learning curve:
CAFM software reporting functionality may require a learning curve to understand and use effectively.
Limited external sharing:
Reports generated within the CAFM software may be difficult to share with external stakeholders who do not have access to the software.
High level of customisation:
Excel allows for a high level of customisation when generating reports, making it easier to tailor reports to specific needs.
Familiarity:
Many people are familiar with Excel and may find it easier to use than specialised CAFM software reporting functionality.
External sharing:
Reports generated in Excel can be easily shared with external stakeholders who may not have access to CAFM software.
Manual data entry:
Generating reports in Excel may require manual data entry or manipulation, making it more time-consuming and prone to errors.
Data integration:
Reports generated in Excel may not be integrated with other data sources, making it difficult to see a comprehensive view of facility performance.
Limited real-time data:
Reports generated in Excel may not be generated in real-time, meaning that the data may not be as up-to-date or actionable as reports generated within CAFM software.
Effective facilities management requires a deep understanding of how your facilities are being used and how they’re performing over time.
Reporting is an essential tool for gaining these insights, and CAFM software provides a wealth of reporting capabilities.
By using the reporting features of CAFM software, FM’s can track everything from work orders and asset usage to compliance and health and safety performance.
As you consider your options for reporting in your facility management strategy, remember to weigh the pros and cons of having reporting functionality within the CAFM software vs. using external reporting tools.
With the right reporting strategy in place, you can optimise your FM operations and achieve better outcomes for your organisation.
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