Facilities Management Software Case Studies

We offer cloud-based facilities management software, which includes space management software module, help desk management software module, reservation and resource management software module, property, lease & tenant management software, among others. Our customer base is diverse that spans across the globe. This helps us understand the needs of all the business sectors and enables us to provide solutions that meet their unique needs.

Check out our case studies below to see how our cloud-based facilities management software solutions have helped our customers improve the efficiency and productivity of their workforce.

Client: Maxlife, India

Sector: Insurance

Challenges

  • Difficulty in managing the leases across the multiple locations
  • Having a repository of all the property agreements at one single place
  • Reminders for lease expiry alerts

Solution Offered

  • Manage leases across multiple locations
  • Have a repository of all the property agreements at one single place
  • Reminders for lease expiry alerts
  • Tracking a lease right from generation till closure
  • Automate renewal, extension, and termination of leases
  • Manage landlord details to release the payments on time

Outcome

  • A complete history of a lease available readily
  • Consolidated reports for faster evaluation of company expenses
  • Never missed a lease expiry date
  • Lease documents made available in one place
  • Easy access and usability for the admin team
  • Managed rent calculations and escalations with ease

Client: Aditya Birla Capital, India

Sector: Insurance

Challenges

  • Managing the leases across the multiple locations
  • Having a repository of all the property agreements at one single place
  • Reminders for lease expiry alerts

Solution Offered

  • Manage leases across multiple locations
  • Have a repository of all the property agreements at one single place
  • Reminders for lease expiry alerts
  • Tracking a lease right from generation till closure
  • Automate renewal, extension, and termination of leases
  • Manage landlord details to release the payments on time

Outcome

  • A complete history of a lease available readily
  • Consolidated reports for faster evaluation of company expenses
  • Never missed a lease expiry date
  • Lease documents made available in one place
  • Easy access and usability for the admin team
  • Managed rent calculations and escalations with ease

Client: BNP Paribas, India

Sector: Growing Banking and Financial Corporate

Challenges

  • Managing the leases across the multiple locations
  • Having a repository of all the property agreements at one single place
  • Reminders for lease expiry alerts

Solution Offered

  • Manage leases across multiple locations
  • Have a repository of all the property agreements at one single place
  • Reminders for lease expiry alerts
  • Tracking a lease right from generation till closure
  • Automate renewal, extension, and termination of leases
  • Manage landlord details to release the payments on time

Outcome

  • A complete history of a lease available readily
  • Consolidated reports for faster evaluation of company expenses
  • Never missed a lease expiry date
  • Lease documents made available at one place
  • Easy access and usability for the admin team
  • Managed rent calculations and escalations with ease

Case Study: Multinational Banking and Financial Services Giant

Challenges

  • Manually tracking lease agreement and rentals
  • Managing multiple landlords is a tedious task
  • Tracking sub-leases and receivables

Solution Offered

  • Manage leases across multiple locations
  • Make Owned and Leased property documents available at one place
  • Regular reminders for lease expiry alerts
  • Automate Renewal, termination of leases
  • Manage Landlord details for payments
  • Payments automation and integration with their in-house accounts package

Outcome

  • Monitored landlord payment details
  • Never missed a Lease expiry date
  • Lease documents made available at one place
  • Managed rent calculations and escalations with ease
  • Eliminated Late payments and other penalties
  • Managed sub-leases and related payment details

“Took vital decisions with a 360o Property view”

Case Study: A leading Real Estate Conglomerate

Challenges

  • No repository of Property documents
  • Consolidation of tenant data
  • Lease expiry tracking of multiple tenants is a tedious task
  • Taking care of regular maintenance and repairs of the property

Solution Offered

  • Manage tenants across multiple locations
  • Make Owned and Leased property documents available at one place
  • Regular payment and expiry reminders to tenants
  • Work order generation with vendor management
  • Manage rent calculations and escalations
  • Reports on Payments and Receivables

Outcome

  • Automation saved significant time for Property Managers
  • Tenants never missed rent payment date and Lease expiry
  • Resolved maintenance issues promptly
  • Streamlined rent reminders for the collection process
  • Increased tenant’s engagement and comfort level

“Resolved concerns of lease expiry and tenant management”

Client: Tata Capital, India

Sector: Financial and Investment Service Provider

Challenges

  • No track of space availability and seat utilization
  • Booking the meeting rooms
  • Seat utilization and overall control of floors
  • Allocating seats to verticals, departments and auto-generated reports
  • Lack of layout diagram in making informed decisions
  • Controlling the cost of unoccupied seats

Solution Offered

  • Demarcate floor wise space usage or layout drawings for occupancy tracking
  • Allocate shared, dedicated seats to verticals or departments
  • Employee based booking and seat allocation. Integration with SSO and the existing HR systems

Outcome

  • Space utilization optimized
  • Transparency of the seating allocation to all the employees
  • Automation reduced admin team efforts and improved overall efficiency
  • Elevated the employee experience

Client: Maxlife, India

Sector: Insurance

Challenges

  • Tracking space availability
  • Adhoc utilization of seats
  • Lack of knowledge about the availability of seats across floors
  • Overall control of floors
  • Allocating seats to verticals, departments and auto-generated reports

Solution Offered

  • Demarcate floor-wise space usage or layout drawings for occupancy tracking
  • Allocate shared, dedicated and hot seats to verticals or departments for tracking occupancy
  • Complete track of availability and utility information
  • Manage employee space mapping, utilization, release, and movement from a centralized admin

Outcome

  • Space utilization optimized
  • SU ratio got improved
  • Control over total floor occupancy
  • Transparency of the seating allocation to all the employees.
  • Automation reduced admin team efforts and improved overall efficiency
  • Elevated the employee experience

Client: Aditya Birla Capital, India

Sector: Insurance

Challenges

  • The client has faced the issue in tracking the space availability
  • Ad-hoc utilization of seats
  • Lack of knowledge about the availability of seats across floors

Solution Offered

  • Demarcate floor-wise space usage or layout drawings for occupancy tracking
  • Allocate shared, dedicated and hot seats to verticals or departments for tracking occupancy
  • Complete track of availability and utility information
  • Manage employee space mapping, utilization, release, and movement from a centralized admin

Outcome

  • Space utilization optimized
  • SU ratio got improved
  • Control over total floor occupancy
  • Transparency of the seating allocation to all the employees.
  • Automation reduced admin team efforts and improved overall efficiency
  • Elevated the employee experience

Client: BNP Paribas, India

Sector: Growing Banking and Financial Corporate

Challenges

  • The client has faced the issue in tracking the space availability
  • Adhoc utilization of seats
  • Lack of knowledge about the availability of seats across floors
  • Manually tracking the lease agreement and rental payments

Solution Offered

  • Demarcate floor-wise space usage or layout drawings for occupancy tracking
  • Allocate shared, dedicated and hot seats to verticals or departments for tracking occupancy
  • Complete track of availability and utility information
  • Manage employee space mapping, utilization, release, and movement from a centralized admin

Outcome

  • Space utilization optimized
  • SU ratio got improved
  • Control over total floor occupancy
  • Transparency of the seating allocation to all the employees.
  • Automation reduced admin team efforts and improved overall efficiency
  • Elevated the employee experience

Case Study: Global Consulting and Technology Services Firm

Challenges

  • No track of Space availability and seat utilization
  • Planning Space requirement and forecast
  • Lack of layout diagram in taking informed decisions
  • Controlling the cost of unoccupied seats

Solution Offered

  • Demarcate floor-wise space usage or layout drawings for occupancy tracking
  • Allocate shared, dedicated and hot seats to verticals or departments for tracking occupancy
  • Manage Employee Space Mapping, release and movement
  • Calculate space cost to charge back users
  • Track Real-time Space utilization with Access card and login data
  • Take future Space requirements from businesses

Outcome

  • Got consolidated information of all floor data
  • Space availability and allocation made easier
  • Accommodating more people in the same space by shift tracking
  • 24,662 seats were optimized by 5% leading to 150,000 $ monthly savings on bottom line
  • Automation reduced admin team efforts and improved overall efficiency
  • Better Space utilization by Space charge back to businesses
  • Team could focus on their core areas of competence and other value added functions

“Increased occupancy ratios leading to massive savings”

Case Study: Global Firm Providing Financial Services

Challenges

  • Lack of Centralized Asset Inventory
  • No Requisition and Approval process tracking
  • Who is using it? Where is it located?
  • Movement and Disposal process clarity

Solution Offered

  • Manage Physical and Consumable Assets inventory
  • Track Assets from requisition to disposal
  • Asset ID generation with Optional Integration to Barcodes/RFID
  • Assign Assets to employees or location for better traceability
  • Manage Physical Assets Insurance and Warranty details
  • Track Asset Consumption by Department, Project or Facility
  • Track Asset Inter/Intra movement with Gate Pass
  • Calculate Asset depreciation and track disposal process

Outcome

  • Overall reduction in requisition, PO, issuance cycle time
  • First hand availability of Asset information avoided buying additional assets leading to huge capital savings
  • Streamlined Asset allocation process and movement tracking
  • Minimum Quantity check and Reorder Order level Alerts helped in timely ordering which resulted in smooth functioning of Inventory Management
  • Helped tracking Asset warranty and Insurance details

“Located assets we never knew existed”

Case Study: Leading Insurance Player

Challenges

  • Keeping existing assets up and running longer
  • Difficulty in getting information on Repair & Maintenance
  • No proper tracking of work done through vendors
  • Rising repair cost of Assets was alarming
  • No tracking of Annual Maintenance Contract (AMC) expiry

Solution Offered

  • Track AMC, Create Work order generation and issuance
  • Plan and track preventive maintenance schedule for different categories of asset at different frequencies like daily, weekly, fortnightly, monthly, quarterly etc
  • Automate Email & SMS Reminders to alert internal employees & 3rd party vendors on approaching maintenance activity
  • Track vendor performance matrix against contract
  • Get Asset Maintenance history

Outcome

  • Never missed an Annual Maintenance Contract expiry
  • Planned Preventive maintenance reduced unexpected repair and maintenance cost
  • Improved vendor performance evaluation process
  • Comparing real repair histories by equipment and asset type, by geography, and by manufacturer allowed informed and timely decisions.
  • Providing Accurate historic information on equipment and asset maintenance

“Ensured better maintenance planning for operations”

Client: Tata Capital, India

Sector: Financial and Investment Service Provider

Challenges

  • Difficulty in handling the support requests from employees, branches from different cities via multiple communication channels

Solution Offered

  • Manage requests and complaints raised by individuals till closure
  • Categorize request and complaints based on their type, urgency, and other parameters
  • Auto-task allocation/delegation within the Service providing team
  • Track vendor committed SLA and escalate if not compliant
  • Track TAT for every request raised

Outcome

  • Streamlined internal support services offering
  • Reports giving a clear picture of the company’s ability to close tickets on time
  • Improved employees’ involvement and experience
  • Evaluation of 3rd party vendor performance made easier by measuring response TAT
  • Escalations ensuring closure of tickets within the stipulated SLA

Client: Aditya Birla Capital, India

Sector: Insurance

Challenges

  • Difficulty in handling the support requests from employees, branches from different cities via multiple communication channels

Solution Offered

  • Categorize request and complaints based on their type, urgency, and other parameters
  • Easy management of tickets being auto routed to in charges
  • Track vendor committed SLA and escalate if not compliant
  • Track TAT for every request raised

Outcome

  • Streamlined internal support services offering
  • Reports giving a clear picture of the company’s ability to close tickets on time
  • Improved employees’ involvement and experience
  • Evaluation of 3rd party vendor performance made easier by measuring response TAT
  • Escalations ensuring closure of tickets within the stipulated SLA

Case Study: Rapidly Growing Banking and Financial Corporate

Challenges

  • Absence of centralized, easy-to-use Helpdesk ticketing tool for internal employees
  • Difficulty in handling support requests from employees, branches from different cities via multiple Communication channels
  • Problem in tracking ticket status, escalations if any, Vendor TAT and customer satisfaction

Solution Offered

  • Manage Request and complaints raised by individuals till closure
  • Categorize Request and Complaints based on their type, urgency, and other parameters
  • Auto-task allocation/delegation within the Service providing team
  • Track vendor committed SLA and escalate if not compliant
  • Track TAT for every request raised

Outcome

  • Streamlined internal support services offering
  • Reduced time-to-resolution of support tickets
  • Enhanced employee satisfaction levels & saved their time
  • Evaluation of 3rd party vendor performance made easier by measuring response TAT
  • Direct Mail Statistics for Pending, Closed Tasks

“Monitored day-to-day request handling effectively”

Client: Tata Capital, India

Sector: Financial and Investment Service Provider

Challenges

  • Schedule and book the time slots for meeting rooms, invite participants

Solution Offered

  • Schedule and book time slots for meeting rooms, conference, and lecture halls, and other facilities online
  • Invite participants
  • Check and ensure the availability of conference rooms, modify and cancel bookings

Outcome

  • Eliminating the risk of double bookings
  • Scheduling resources easily and quickly
  • Reducing admin time

Case Study: World-class Business School in Asia

Challenges

  • Lack of control on shared facility usage
  • Finding available rooms for required time slot
  • Looking for required resources for a meeting

Solution Offered

  • Map Meeting room with capacity & its location through a graphical web interface
  • Book conference rooms in the building, across campus or in some other city
  • Add other facilities like Audio, video, food, beverages and invite participants
  • Flexibility for the user to modify and cancel his booking
  • Admin can withhold and cancel user bookings
  • Charge back feature for hourly and day-wise booking

Outcome

  • Time to raise requests for booking was reduced considerably
  • Human errors eliminated with the centralized booking platform
  • With transparency in bookings Utilization increased significantly
  • Avoided unwanted surprises of occupation without booking
  • Helped in getting required facilities on time
  • Optimum utilization of meeting rooms by charge back to businesses

“Now conference rooms are always available”

Client: Aditya Birla Capital, India

Sector: Insurance

Challenges

  • The manual process of requesting and printing visiting cards
  • Centralized self-service portal with individual logins given to employees to raise business card requests online

Solution Offered

  • Centralized self-service portal with individual logins given to employees to raise business card requests online
  • Department/LOB head was made the approval authority
  • Admin has the updated request information
  • Auto email intimation to the vendors for printing
  • Employee acknowledgment on receipt of business cards
  • Dashboards and reports helped the admin to track the requests, approvals, and vendor TAT

Outcome

  • CoStandardizing the approval process resulted in better control on the requests and issuance of business cards
  • Self-service portal helped employees get updated info on their ticket status
  • Automation reduced the overall workload of the admin team by at least 30% saving their precious working hours
  • Vendor interaction was easier and faster, thereby improving response TAT