Integrated Workplace Management Systems
An Integrated Workplace Management System (IWMS) is an enterprise-scale software platform that supports IT, facilities management and real estate professionals to manage the end-to-end life cycle of corporate facilities; assists in cost containment; and helps to optimize the use of workplace resources to provide an improved employee experience.
An IWMS enables organizations in capturing and analyzing information, managing operations, optimizing workflows, and improving the reporting of workplace management related processes in areas like: real estate portfolio management, leases, financial management, capital projects, facility and space utilization, workplace services, assets and maintenance, and energy and sustainability.
COMPARE: IWMS vs CAFM
In the United States and within globally operating organizations, the IWMS concept is a well-accepted best practice. In Europe and the United Kingdom, software for facility and real estate management is frequently labeled as Computer Aided Facility Management (CAFM).
LANDSCAPE: Evolution of IWMS
Evolution of IWMS
The IWMS vendor landscape has changed over the past 20 years. Several vendors disappeared from the market, others took the opportunity and completely re-developed their solutions, and some tried to combine power by acquisitions and mergers. The impact of this evolution is still visible in today’s marketplace. Only a very limited number of IWMS meet today’s technological requirements in terms of architecture, security, ease of deployment, and system integration capabilities.
Configuration vs customization
Project specific customizations and tailor-made software have shown to be expensive, time consuming, and extremely hard to maintain. Business processes will change over time, so most organizations choose an IWMS that is able to adapt to expanding needs within the standard software. Configurability within the standard software is in many cases a key requirement for any successful and future proof IWMS implementation. Configuration capabilities differ strongly by vendor, and it’s recommended that you evaluate your requirements extensively.
Integration
An IWMS is typically connected to various other information technology (IT) solutions, like Enterprise Resource Planning (ERP), Human Resources (HR), Building Management Systems (BMS) or Smart Meters. Data exchanges are in most cases bidirectional. The IWMS, for example, sends financial charge back information to ERP, or updates room and phone information in the HR system.
Implementation and results
Organizations that begin a new IWMS initiative often expect a fast implementation and quick results. Many IWMS vendors have anticipated these requirements and created best practices that are based on their implementation experiences and market standards like IPD, BOMA, CEN or LEED and BREEAM. This allows organizations to shorten the time to implementation and benefit from the IWMS almost immediately. Vendors can differentiate themselves by these best practices and use their experience to bring measurable value to their customers.
Access more IWMS insights
Other chapters in the white paper include: “Benefits of IWMS”; “Who Uses IWMS?”; and “Selecting an IWMS”.
Download the complete What is IWMS? white paper from Planon.
