2. September 2022 EEA s.r.o.

Facility Management – quickly and easily in Jira

Facility Management can be defined as tools and services that support the functionality, safety and sustainability of buildings, land, infrastructure and real estate.

Facility Management – we implement the management of property, equipment and related services quickly and easily within Atlassian tools.

What is Facility Management?

Facility Management can be defined as tools and services that support the functionality, safety and sustainability of buildings, land, infrastructure and real estate. Every company that manages some type of property, equipment, tools or e.g. warehouse, at least once in a while uses some procedures or takes steps to ensure their functionality, obtain an up-to-date overview or deliver some service as part of standard use. It supports or increases the efficiency of the delivered primary services of the company. Very often they can be combined with other processes or methodology, e.g. with warehouse management, property inventory, asset management, service activities, etc.

Atlassian solutions are a suitable platform for Facility Management

In EEA part of BIQ Group, we implement Facility Management within Atlassian tools. These tools support both process and operational needs of customers. A standard part of the solution is the CMDB/Asset Management Insight database and process implementation in the Jira tool, which can be supported by the documentation base in Confluence.

Why choose Jira for Facility Management?

Jira can provide a solution and bring transparency in this area as well as measurable results comparable over time. By using the Jira tool, it is possible to reduce the number of company software and ensure better integration and subsequent automation of the entire range of operations. Jira is a universal tool for digitization and management of company processes.

An excellent addition is the application developed in the company EEA part of BiQ Group – GeoData for Jira, a tool with which you can make your assignments visible on the map. And why are we mentioning our application? Because when you see data on a map, you see everything much more clearly. You immediately have an overview of which areas are the busiest, you can easily plan the route for your employee in case of service operations.

Your strategic decisions will be incomparably more effective and you can even find geographical connections between the various problems and tasks you are currently dealing with. In addition, thanks to data visualization, you save time and other valuable resources in the company.

Graf objektov v Jira Insight

Let’s dive deeper into Facility management

Among the standard topics of Facility Management are the execution of maintenance/revisions/professional technical inspections, monitoring and solving outages and malfunctions, warranty/post-warranty service, activities related to PO (Fire Protection) or OSH (Safety and Health at Work) and so on.

Facility Management is very often linked to the list of assets to which services are to be applied and to the support of the service departments that provide Facility Management services.

And what does Facility Management mean in practice?

Facility management can include 3 main categories:

  • Incident Management
  • Maintenance Management
  • Services Management

Incident Management – solving extraordinary and acute events

Incident Management is mostly associated with ICT (Information and Communication Technologies) and is therefore mostly part of the ITSM (IT Service Management) solution. However, it also appears in other fields, e.g. in transport, physical security management, human resources management, business chains, building management and construction, etc.

ITIL, COBIT or e.g. standards are mostly required from customers supplying ICT services. ISO2700 and due to their close relationship with IT technologies and connection with other IT processes (Request Fulfillment, Configuration and Asset Management, Service Level Management, Problem Management, Service Delivery, Change management, etc.) it is easier for them to implement Software Tools for their support.

When deploying Incident Management, it is advisable to be inspired and guided by established standards and proven procedures. One of the most widespread standards and the standard that is mainly required from our customers is ITIL (Information Technology Infrastructure Library), which was created as a list of procedures and processes from the proven practice of IT experts. It gradually developed into a worldwide framework for IT processes.

ITIL is accepted internationally, often required by national regulators and has a strong professional certification, knowledge and process background. One of the main advantages of ITIL is that it does not strictly dictate what the implemented process should look like, but it should meet basic principles and recommendations. Be placed in the context of other processes. The scope of the implementation can then be easily optimized for the needs of the customer and above all its clients/users and the teams responsible for resolving the incident.

The incident is primarily used to record and resolve incidents detected on Objects that are managed within Facility Management.

Incidents can be any outages, damages, accidents, etc. The basic steps within the Incident process could then be defined as:

  • Initiate Incident
  • Analyze (Standard) Incident
  • Resolve Incident
  • Close Incident
  • Cancel Incident

Process example:

Maintenance Management – regular maintenance of your property

It is primarily used to support regular maintenance processes on the Facility Management item managed in Insight.

As part of Maintenance, various regular activities such as Revision, Maintenance, Control or other regular activities can be handled. The basic steps in the Maintenance process could then be defined as:

  • Initiate Maintenance Request
  • Review Maintenance Request
  • Approve Maintenance Request
  • Execute Maintenance Request
  • Close Maintenance Request
  • Cancel Maintenance Request

Process example:

Services Management – service operations on your property

Services are also used to record and resolve incidents detected on Objects that are managed as part of Facility Management.

However, Services may differ from Incidents in terms of steps in the resolution process. We could subsequently define the basic steps within the Services process as:

  • Initiate Service Request
  • Review Service Request
  • Approve Service Request
  • Resolve Service Request
  • Finalize Service Request
  • Close Service Request
  • Cancel Service Request

Process example:

Atlassian team EEA, part of BiQ Group

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