Software_ImplementationThere are a number of factors to take into consideration during the initial stage of selecting a suitable CAFM software system, such as identifying whether the facilities or maintenance department will house all responsibility for the operation of the solution, whether the IT department will need to be involved, infrastructure requirements, and any other sections of the business that may want to be included in operating the system, for example, whether this is the HR or Finance team.

A well-structured implementation plan should be drawn up and implemented, to define, design, develop and distribute an efficient database at the core of the strategy. For CAFM software to deliver the maximum amount of benefit for an organisation, a sufficient amount of time is necessary from both the supplier and business, to ensure the date that is to be implemented is of a high quality.  The standard project implementation constraints, as with other IT projects, include timescale, resource availability and the scope of requirements, and the supplier eventually selecting to provide the CAFM software should be proactive in providing advice and assistance in these areas.

Considerations should be put in place with regards to data that will be used to populate the system, for instance, is there a requirement to migrate all data across to the new system – does all historic data need to be included?  Alternatively it might be preferable to build a new database from scratch. Importantly, is all information up to date? This stage is an ample opportunity to review existing maintenance data, to remove redundant information, and include new information, for example, an updated asset register.

It is essential that communication between the supplier and internal IT teams is prevalent to ensure that the appropriate hardware, operating system and network requirements are in place to benefit the CAFM software. The organisation should aim to undertake a complete review of all additional software that might be required so that the software works effectively, as well as considering if integration with another system; whether this is BMS, Finance or HR, is also an underlying requirement; and ensuring that system and infrastructure support roles are addressed.

The requirements for both system users and system administrators for the right amount of training are vital components of an effective CAFM software implementation. The success of the new system (however well planned or executed), will be judged on the times spent using the software and also the ease in which the staff members transition. Any reputable CAFM supplier should offer a comprehensive range of training options, including group training, supported by high quality training documents for each trainee.

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There are a number of factors to take into consideration during the initial stage of selecting a suitable CAFM software system, such as identifying whether the facilities or maintenance department will house all responsibility for the operation of the solution, whether the IT department will need to be involved,...