Effectively managing over 130,000 routine maintenance tasks, inspections and tenant requests per annum is a highly complex task.

To ensure absolute efficiency in these critical process activities, Colliers International has invested in a fully integrated web based facility management system. 

This system has the following inbuilt functionality:

• Work request management
• Call service call management
• Dispatching and scheduling of program maintenance.
• Asset Management (plant & equipment)
• Inventory Management
• Performance Management & SLAs of contractors
• Graphical & written reports

This technology delivers the highest quality service to tenants and supports our risk related activities in areas such as essential services management and OH&S.

Key System Functionality

Web Based
The advantage of our web based system is that all stakeholders – owners, Colliers International building and operations staff, tenants and contractors - can access and update data in real-time.

Tenant Request
Tenants can report faults either via the phone or by raising a work request over the Internet using our ‘on line’ capability within our facilities management system. This ‘on line’ fault reporting capability also enables tenants to track progress of works and certify compliance of completed works.

Work Flow for Tenant Request

On-line Reporting

A suite of reports can be generated from the system which enable our team to monitor equipment failures and system complaints which assists in developing programs for equipment replacement, upgrades etc.

Communication
Email, SMS and wireless PDA notification of work orders to contractors and building supervisors.   Wireless communication of work orders enables building staff and contractors to immediately acknowledge their availability which speeds up the response to tenants.

Managing Equipment Under Warranty
Separately identifying equipment that is covered by a warranty enables us to separately track performance of that equipment as well as eliminate the possibility that the repairs from that equipment are charged for routine maintenance that is required during the monitoring period can also be separately tracked.

Routine Maintenance Planning for all Maintenance Agreements  and Tasks
Our Facility Management system has extensive maintenance planning capability.  The owner of this component of Facility Management is all formal contract arrangements as well as adhoc tasks that are undertaken such as safety inspections.  At the selected frequency work orders are issued to the nominated parties and outstanding works can be easily followed up.

Service Level Agreements
Capture of service level agreements so that service provider key performance indicators can be tracked, measured and reported on. This data will support procurement strategies and effective cost and service management