Facility, maintenance and real estate managers require specific functionality to efficiently maintain properties and track information. Software solutions designed to handle this functionality are known as Integrated Workplace Management Systems (IWMSs).
In this guide, we will explain what makes up an IWMS, what it can do and the benefits it can offer.
Here’s what we’ll cover:
In the past, managers would use several separate systems to meet their needs. But this changed when vendors first began offering a Web-based software platform that integrated the five modules needed most often by facility and real estate managers—an Integrated Workplace Management System.
Gartner coined the IWMS term in 2004 to describe the combination of these five applications:
An IWMS is more than a repository for all of the data these applications gather; the system, in fact, offers coordination of activities occurring in each of these areas of an enterprise.
Therefore, an IWMS performs best for organizations with hundreds or thousands of assets, and reveals how various departmental activities impact each other.
Today, several major software vendors offer their own IWMSs. When they’re scattered across different systems or departments, the quality of data about facilities and assets can suffer—but IWMSs give managers all the features they need in one convenient package.
The following five component modules make up an IWMS:
|Real estate and lease management||As in property management software, real estate management modules give users a centralized database of information about buildings, such as size, value, condition, function, occupancy and maintenance costs. Create requests for proposal (RFPs) and manage the entire lifecycle of a building, from acquisition to disposal. Users can also manage leases or other important documentation.|
|Facilities management||Facilities management features help users manage physical building space, equipment maintenance, portfolios and records of important data.|
|Maintenance management||Where facilities management modules help users manage buildings, maintenance management tools help users manage assets—such as equipment and vehicles—with the goal of reducing maintenance costs and keeping assets at peak performance.|
|Capital project management||These features help users track the status of large, long-term capital projects (for example, the construction of an apartment complex). This can include budgeting, inventory management, assigning tasks and roles to workers, document storage/sharing and invoicing.|
|Environmental sustainability||Sustainability features can monitor and identify excessive usage of energy, water and other resources, and may include functionality to help bring a building within LEED certification standards.|
The main goal of an IWMS is to provide the most useful features for facilities and real estate management within a single software platform. This translates into many other benefits, such as:
An IWMS contains many applications, so it can be difficult to envision the exact situations in which the system adds value to an organization. Software Advice recently spoke with two IWMS experts to learn some useful ways this software benefits users:
Read our report to find more detailed information about the applications, benefits, stakeholders and use cases of an IWMS.
IWMSs are priced through a monthly or annual subscription fee, or an upfront license fee. However, it’s important to note that most IWMSs are Web-based.
|Subscription-based, “Software-as-a-Service (SaaS)" or Web-based||A monthly or annual fee, typically based on the number of users who access the system and/or the number of assets. However, some pricing models are based on square-footage.||Manhattan IWMS, Planon Accelerator, iOffice IWMS|
|Perpetual license fee||A one-time, per-user or per-computer fee. Some products allow multiple users on a single license, while others require an additional license for each user. Updates, support and training may be separate costs.||IBM Tririga, ARCHIBUS IWMS|
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