CAFM System Ownership

Over the past few months assisting our clients’ internal Computer-aided Facility Management (CAFM), I have come to realise something: the bigger the system in implementation, the more vitally important is it for them to have an internal resource who can act as a focal point for the management of the CAFM system.

Here are my thoughts regarding this...

...So you have a CAFM system installed within your Organisation, possibly installed some time ago. You probably had an internal implementation team working with an external supplier to install, configure and train your key users and stakeholders on the mechanics of the system. And not to mention putting in the best practices regarding populating it with data and keeping it up to date.




Time and people never stand still so your key system users may have transferred to other roles or even left the organisation entirely. So, who is now managing your CAFM system?


After all, if you don’t maintain and service your car it will eventually leave you at the side of the road in a puddle of oil and a cloud of steam. Your CAFM system is exactly the same! If you don’t maintain and update the data it uses, its value will degrade to the point where you will wonder why you bother with the investment in time and money, and with all your careful installation gone to waste.



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So it’s vitally important to ensure your system has a specified owner, and that all roles and responsibilities are clearly defined, enabling the system to continue functioning correctly. This person should be so much more than merely an administrator. They need to be the system’s champion; the one driving everything forward! The key data has to be maintained (that’s minimum), but also the process involved with driving, collating and updating your facilities information must be policed to ensure all the users and stakeholders are aware and getting a benefit from your investment in your CAFM system.

If the system does not have such a champion or ‘evangelist’, inevitably it will slowly decline. Upgrades that bring new functionality and more options to maximise your investments will be much harder to implement. Even if they are eventually deployed, benefits will be harder to realise. 

Interestingly, in our experience, we have often found that it’s larger deployments that are more vulnerable to this lack of ownership. The application might have modules that cross the different facilities disciplines from maintenance, compliance management, space management and increased integration in a Building Information Modeling (BIM) workflow. You need a central figure to contact and bring your team together; to add focus to the system's operation. This way you get more data and- most importantly, more accurate data- out of the system. This all goes towards making your Facilities Management (FM) team more efficient and cost-effective and enables the Management team to make better decisions on where a future resource can be directed.


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If you would like any more information regarding how best to manage your investment in your CAFM solution, don’t hesitate in contacting the MASS Technical Services Team. We are available on 0118 977 8560 or email us at to find out more.

Thanks for reading!


If there are any other topics you would like us to cover in our blogs please let us know.


Mark Little


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