IBM Global Business Services
Supply Chain Management
Highlights
Extends IBM Maximo property
portfolio management in Estates,
Facilities. Environment and
Projects functions beyond core
Maximo capabilities.
Enables expanded monitoring,
assessment and measurement
of key property management
performance metrics.
Enables hierarchical views from
the whole portfolio, to individual
buildings and assets.
Enables yearly and monthly
targets versus actuals
comparisons.
Based upon IBMs own experience
of managing a complex,
international portfolio.
Property Management and OversightManaging a large, possibly international, port-folio of properties is complex. Managing the overall performance of costly property assets requires a host of disparate information that invariably resides in multiple source systems.In addition, the marketplace trend for prop-erty management organizations to centralize their organizations and to outsource delivery of their services creates further challenges for effectively managing an entire, complex portfolio. Obtaining key performance informa-tion, such as total cost of occupancy, is diffi-cult when data comes from multiple sources, especially when it must conform to bench-mark standards.
IBM, itself faced these challenges when it outsourced the delivery of services through-out Europe. Its solution was to create its own hub of data, linked to the systems of its service providers. IBM Global Business Ser-vices has taken this internal concept, which has been honed and proven over the past five years, and has produced an equivalent solution using IBM Maximo.
Maximo, one of the worlds leading asset management solutions, has long supported the challenges of property and facility man-agement. IBM Maximo Professional Ser-
vices has enhanced the already significant property management support capabilities of Maximo, to extend its functionality with IBM Maximo PPMS (Property Performance Management Solution). Maximo PPMS has added new dimensions and capabilities to support property management, particularly in Estates (including leases), Facilities (in-cluding space management), Environment (including utilities and carbon consumptions) and Projects (including approvals and project management).
Applying PPMS still permits Maximo to be used in its traditional modedata is input directly by in-house staff, and services are managed and delivered internally. However, PPMS adds a dimension--key data can be imported from external systems belonging to suppliers, or other third parties. PPMS is used as a data repository that stores and consolidates this data, and permits Key Per-formance Indicators (KPIs) from providers to show the performance of all estates, facili-ties, environmental or projects assets. This facilitates calculations regarding total cost of ownership of individual buildings, and can be rolled-up into sites, areas and regions, to reflect the whole portfolio.
IBM Maximo Property Performance Management Solution
in-house, PPMS also gives them the in-formation and flexibility to alter their sup-plier base. The resultant data on assets and portfolio performanceboth target and actualcan be shared with bidders, enabling them to make better informed and more cost-effective, bids.
Estates ManagementProperty Locations Allows creation of property specific information: PropertyType,levelandunique
property reference number Propertypicture,mapandproperty
contacts Propertyandcompanyaddresses
to various standards Buildingandlanddetails
Leases Captures lease-in and lease-out information: Leaseboundaryareas,cross-
referenced to Maximo locations Rents,valuations,rightsand
obligations Leaseevents
Freeholds Captures freehold information: Freeholdboundaryareas,cross-
referenced to Maximo locations Valuations,rightsandobligations
Maximo PPMS
Making Property Assets ClearerMaximo has always offered capabili-ties that help organizations to better understand their property manage-ment operations, needs, and options. These capabilities have evolved over time, in response to emerging market needs and to specific requests from our customerswith added input from our Maximo consultants. The additional features of PPMS provide a whole new set of Maximo attributes and applica-tions that extend Maximo well beyond its core product functionality. All have been built on IBMs own experience of managing its large property portfolio, and are aimed solely at maximizing the output of property assetsfrequently the second largest spend item on organiza-tions balance sheets.
PPMS BenefitsPPMS provides comprehensive views on the entire property portfolio man-agement data set, containing both func-tional performance management and transactional asset management data items. Specific benefits include:
Improvesaccessanddecision-making via common and consistent aggregated data.
In-houseusersarefocusedoninformation relevant to them and do not have to search multiple external systems, each of which require training.
Improvesvisibility,enablingmatchingof financial system records with supplier work orders, and tighter Business Control where needed.
BuiltusingIBMMaximoconfigurationtools that can respond flexibly to individual customer needs
PPMS allows corporate organisations to maintain property data definitions and ownership in-house, thus safeguarding critical property data. And since the key asset and performance data is retained
PPMS Structure
Organization
Region
Area
Site
Land
Building(s)
Real World Example
CaliforniaUniversity
SouthernCalifornia
UCLA
Main Campus
North Car Park
Library data such as: Address Building Manager Date Built Number of Floors & Layout Utilities Consumption Carbon Output Critical Assets Maintenance Record etc.
Property Address PropertyRegionsand Property Areas applications that capture: Addressdetails Regionscreationwithinan
organization, and areas creation within a region
Assignmentofproperties(MaximoLocations)toanarea
Estate Manager Provides estates data including: Freeholds,leasesandfuture
leases attached to property Yearlyandmonthlypropertycost
breakdowns
Estate Area Viewofpropertiesbelonging to an area; buildings and land within the property, including: Totalfreeholdsandfreeholdsby
property Totalleasesandleasesby
property Yearlyarea,andmonthlyproperty
cost breakdowns
Facilities ManagementAsset Register Provides new attributes including:CriticalassetindicatorAssetenergyratingAsbestosindicator
Asset Manager Gives asset managers a property asset and work overview:Majorassetsattachedtoa
property or buildingPlannedandreactiveservice
requests; work by building listed by year and by month
Overallproperty,andspecificbuilding CO2 summaries
Propertyyearlyandmonthlycostsummaries
Space Manager Delivers space and occupancy data through Maximo from CAD or GIS packages
Facility Area - Presents area property views, including land and buildings:Propertyandbuildingasset
summariesPropertyandbuildingwork
summariesPropertyandbuildingspace
summaries
Environmental ManagementFacility Periods Allows reporting periods definition against property, building or lower hierarchical location
Utility Streams Allows utility monitoring and defines attributes:Measurementunit,utilitytype,
carbon factor multiplier, utility vendor, meter name and report indicators
Waste streams Allows waste streams creation for monitoring, and defines attributes:Measurementunit,wastetype,
disposal type, carbon factor multiplier, waste vendor (optional), meter name (optional) and report indicators
Utilities Allows input of target and actual values against a utility stream: Usage,cost,andcarbon
(calculated), target against actualHeatingdegreedaysandcooling
degree daysUtilityperformance,carbon
emission and cost performance reports (5 each)
Waste Allows input of target and actual values against a waste stream:Targetvolume,costandcarbon
(calculated), target against actualWasteperformance,carbon
emission reports and cost performance reports (5 each)
Utility Manager Provides property utility overview:Utilityconsumptionpermonthand
per year, target against actualUtilitycostpermonthandperyear,
target against actualUtilitycarbonemissionspermonth
and per year, target against actual
Waste Manager Provides property waste overview: Wastegenerationpermonthand
per year, target against actualWastecostpermonthandper
year, target against actualWastecarbonemissionsper
month and per year, target against actual
Environment Manager Provides property utility and waste overview:Utilityconsumptionperyear,target
against actualWastegenerationperyear,target
against actualConsolidatedutilityandwaste
costs per year, target against actual
Utilityandwastecostperyear,splittarget against actual
Utilityandwastecarbonemissionsper year, target against actual
Utilityandwastecarbonemissionsper year, split target against actual
Environmental Area Presents view of properties within an area, and buildings and land within the property:Propertyandbuildingutilities;YTD
summary, target against actualPropertyandbuildingwaste;YTD
summary, target against actualConsolidatedpropertyand
building utility and waste carbon emissions summary, target against actual
Consolidatedpropertyandbuilding utility and waste cost summary, target against actual
Consolidatedbuildingutilityandwaste carbon e
