Deal management software for building services

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just introduce myself that I've been in the industry for about 30 years I started off as an AutoCAD instructor and I've had in my blood all those years and I've worked with IBM tririga for 10 years or so and I'm a certified application developer I've worked with Peregrine systems FAN FM ARCA bus going way back and I'm also a certified ioffice implementation specialist and I retired or semi retired in January of last year 2022 if I happenstance I met up with Nick springate who I've known for 30 years or more and he introduced me to what they're working on idea and space and work and it frankly brought me out of retirement I was so excited about this product and I'm excited to share it with you today what we're looking at here if you can see my screen it's a vision of our website and space and work.net and we'll come back to this in a moment but the message here is get managing your facilities in minutes not months and we are going to zip over to our software demonstration here what we're looking at is our space dashboard of our ID and space and work product so it's based on your role so if I'm a space manager this is the view that I could be looking at if I'm a work manager I'm just going to click on this menu option at the top you can see we've got work property Administration I'll just click on our Work Management dashboard and you can see if I'm a work manager I'm going to see us a different view different widgets we call these graphs on the corners here to be widgets and we those are completely customizable I'm just going to go back to our space dashboard and before I get into the actual demonstration of how to upload drawings and so forth I'm just going to give you a orientation a walk through of the system to give you some sort of context what we're looking at here again I'm the space manager so we've got categorization status which refers to whether a space is available occupiable reservable buildings we next we have like assigned seating or a list of all people that are contacts in the system background data we have reports we have find options for finding a person finding a space reserving a space and managing visitors so what we're going to look at we're going to go into our buildings list and just again we're just going to navigate through here's a list of all the buildings in our sample organization we don't have to look at it in this fashion we call this a card view or maybe a tile view if you're more used to a list view you can just do it like this and you can see it's broken down by the type of building that it might be if you're in large organizations with many facilities you can say well where are all of our facilities we have a map view that comes up here and I can hover over a particular space I can click on that and it'll bring up some details here I can look at a list of all the spaces that are in that particular building that I just picked or if I want more details I can just go ahead and click on the details of this particular building and here you can see it's called mataport Tower it's in Chicago there's this ninth floor so we don't occupy the entire building we're only on the ninth floor we can see that it has uh uh 1400 square feet of underutilized space but that's a small view we can come in here we can just dive directly into the floor plan and have a look at it and I can use my mouse wheel to sort of zoom in here and again this is just sort of our orientation I'll give you an introduction to this particular interface on the left hand side we've got tools such as downloading a file printing a file linking a drawing file we've got some measurement tools here for uh measuring distances measuring areas on a particular floor plan and then importantly we've got these categorization views so occupancy surface flooring and that sort of thing categorization what type of space it is I'm just mousing over these things I'm not clicking on them as yet status organizations and equipment and work orders down here so you can see right now we're defaulting to occupancy up here at the top it says occupancy and on the upper right here you can see this is our little Legend of what we've got in this particular case if I click on categorization you see the view changes the legend changes so we've got circulation space classrooms laboratory space if I click on organizations we don't have any organizations assigned at this point we can click on status in this case we have this one particular unit and I'll go back to surfaces here and you can see they've got carpeting we've got carpet tile ceramic tile concrete and this is good if you're managing custodial contracts or something someone says well how many square feet of carpet do you have here I can click on an individual space and it'll up on the upper right it'll show me that this is carpet tile this is space number 907 if I'm curious as to what other details are in this space we can have that here and I'll just go back and we've got this option called 3D view so I'm clicked on this space and if I click on 3D View it's actually going to take me into that space and this is not just an image this is a dynamic image I can walk around I can zoom in and this is with a tool called matterport so we have matterport integration with our tool here okay I'm going to back out and go back to our buildings list and we are going to look for it's going to go back to our tile View we're going to come to our Commons building again we're just giving you some a walk through we're going to go to show details so if I'm a building manager or space manager this is our Landing point for a particular building so you can see at a glance we've got multiple floors here we've got a roof and we've even got an exterior floor plan like a site plan up at the top here just for your we've got the ability to edit additional details about this particular building so if we're interested in its addressed as long latitude longitude the date it was built and so forth we can dive into those details here also we can see what documents are associated with it all the spaces in this particular building you know it's all listed here as if you can export that to excel if you need to and we've got reports you can have a total space summary report just for this building and what we've got here is a PDF output of a building summary space report that you can get here we go so at the upper left you can see there's seven page report so we're looking at page one of seven it's a space summary as we page through this report you can print this out to a PDF or to export and email it to someone here this is exactly what you'd see you've got a nice Legend here at the bottom tells you that we've got one over utilized space here and uh just quickly page through each floor of this building is rendered and here's our site plan as you can see and we've got a roof plant so that's sort of a report a building specific report and you can have Global reports all buildings in your portfolio as well quickly here we've got hockey occupancy status is currently highlighted so it's showing us the occupancy on each floor of this building if I toggle over to categories now you can see all the categories we've got 566 square feet of Building Services on this floor and so forth and again we can dive into look at that floor plan and get additional details we can zoom in we can print if I go to our print option here we can print the PDF we can print a PNG we can export the DWG if you wish and importantly we can print to architectural Ed every paper size that you can imagine here we'll just say 11 by 17 uh and I'll just go to print and what we're printing here is an occupancy plan downloads our PDF here I'll bring that up and if you're going to email this to somebody in your organization here it is it's got occupancy details capacity over utilized we can zoom in and you can see that people's actually their names in the spaces and as I zoom in with more detail you can this is what we call vector-based PDF so even you can see the hatch patterns are nicely rendering as we zoom in and we've got the people's names and so forth so you can print this out and send it to somebody and it's just fabulous we'll come back here and let's say uh we are working on a different look what we're looking at here is our desktop view and if you're walking through the building with your phone or an iPad or something like that I'm just gonna it quickly emulates what that looks like using a F12 key here so if you're walking through your facility with your iPhone your Android phone or any device that can render a web page basically you can the the system automatically recognizes what device you're using and this the dashboard then reorganize itself we still have our widgets here if we're looking to say we're looking for somebody I'm look I I showed up at the facility and I'm looking for Vaughn Jones and I'm not sure exactly where he is so I can just click on this fine person option and here little simple form comes up and I'm going to say I'm looking for Mr Jones and I'll just do a quick search and it finds two people in this case we've got Bill and Vaughn I'm interested in finding fun so it brings up his personal details and if I just come down here you can see exactly where Vaughn Jones is sitting nice candy little tool so we're back to our dashboard and I'm going to zip over to our Work Management dashboard right so I'm changing rules here our work dashboard as opposed to our space dashboard so if I'm looking for a particular piece of equipment I can also rotate this it's looks so what I'm demonstrating here essentially is that whether you're working at a desktop or you're a mobile user you don't have to switch applications don't have a ux interface to you know some other iwms sort of thing well this is the same application running on the any device and it's also optimized so that if you're you know poking with your finger instead of a mouse you know you can have these larger tile type views or if you wish you can still go to a list View and see all your equipment and that sort of thing so I'm just going to exit out of here and go back to our desktop because it's a little bit easier to for the demonstration and what we're looking at here is a list of equipment because we do our we do preventative maintenance and so forth and I'm just going to click on this particular piece of equipment here it's a AED device so you can see there's an image of it it's got you know there's any work orders against it there's any PMs and importantly because we are a space and work Centric space-centric application everything comes down to space so where is this device well it's in room 132 in the downtown campus okay well let's show that on the floor plan everybody's visual right okay that AED is located in this kitchen on this particular building so that's pretty cool easy to find while we're here in this equipment view we can do a filter or we can do an explicit search I'm looking for an electrical panel right we have thousands and thousands of pieces of equipment you can easily just distill it down to just a couple of records and this is the panel that I'm interested in so I'm gonna View and edit that and up Comes This equipment record like we saw with the AED device just earlier there's an image of the panel it's got a location on a floor plan so that panel is located somewhere in this space d130 but if we want to go further I mentioned our matterport integration we can say well what does that actually look like in the space like where is that panel in that switch and here it is right here so you can say there's our electrical panel and again we've got a dynamic view you can see where is that panel in the context of this space right so this is really quite a very you might have seen this in real estate applications you know people look at houses and so forth but here we can also tag other other devices in the uh in the building right so you can imagine if you've never been in this building before you can now almost virtually be there okay so that's sort of our introduction to the space and we're interface and again I'm really excited about this because it's just so easy to use uh before we go a bit further you can see we have these widgets we call them these graphs on the corner of each of these dashboards and depending on your role you will have buttons that you this may be configured differently depending on your role the different options but if you want to change these reports dynamically I can just click on this corner and we can pick from a list of other Dynamic reports so let's say I would like to see this one instead on my dashboard I'll just click that and see okay now you can see that that report is now on my dashboard and it's not just a static report you can see it's a mouse over these items it gives me details I come over here and you can say well we have 352 underutilized spaces so these widgets are not just images they are dynamic okay so enough of that we are now going to get into the actual demo portion of the event and I'm going to show you how to get managing your facilities in minutes not months anecdotally you know you hear of these projects that take one or two years to get up to speed with these complex iwms systems and like Nick said we are not an sap we are a QuickBooks if you want to use that sort of metaphor this is you can you've got simple facilities and you've got all your drawings in place you can get up to up and running very quickly so what I'm going to do here is I'm going to click on our buildings button and we are going to come to this Riverfront Center because we've just added a new floor to this building let's say and I'm going to come in here and look at our details before we sort of get started here I'm just going to pause and show and explain to you what I'm about to show you so what we're going to do is we're going to create a floor record in a building and then we're going to link a drawing file a DWG file to that floor and once that's Linked In we're going to just quickly go in and show you how you can categorize space it's an office it's a storage room how to assign surfaces does that have carpeting does it have ceramic tile assigns people you know is Bob sitting in this room and Joe is sitting in that room you know what's the surface what's the organization is that they work for and you can assign all of those details to individual spaces and then finally we're going to print out some reports and submit a service request so over the next couple of minutes I'm going to do that I'm going to load a floor plan categorize space assign people and run a service request against that so let's get started so here we have our River French Center I'm going to create a new floor with this option here and our floor code we'll call it the fourth floor because that's what we're bringing in so we just have two required Fields here the fourth floor ID and name we're going to save that confirms it and you can see this fourth floor record shows up here in our details um and we don't see an image of that of course because we haven't linked it yet so I'll just click on this little Chevron on the right side and we're going to click on our floor plan option and over here on the left it's currently showing us one of the uh current floors I'm going to navigate to our fourth floor which is the one that we just created and you can say you can see that it says the specified drawing does not exist that's what we're going to do next we've got again with the interface here it's I think it's very user friendly we have these icons instead of words you can Mouse over and tells you what you can do with it these are our tools and we've got our you can Mouse over again to see what each of these do we're going to link our floor plan so this link button is what I'm going to click on the right hand side it's expecting us to upload a file called zero three four zero four which is the fourth floor of this particular building I'm going to click on our navigation and here is our zero three four zero four floor plan this is a DWG file and I'm going to bring that in foreign and again I can use my mouse wheel to zoom right in here and have a look at it and for those that are those of you on the call that are familiar with uh AutoCAD and Facilities Management tools each of these rectangles is a polyline or a closed boundary and the number inside that is the room identifier you can see in this case the room identifier is kind of obscured by the equipment symbols in that space so that's uh what our floor plan looks like we've also got that floor plan open up here in a CAD software called draftsight so for those of you that are familiar with AutoCAD or other CAD software tools you'll recognize this and one important note I want to make here is that unlike other iws systems you do not need any kind of AutoCAD plug in you don't need to use AutoCAD you can use draft site you can use AutoCAD LT use any CAD software you want as long as it can save a DWG file and then we can work with them so that's you know you don't have to purchase any other CAD software in order to use our system so what we're going to do now just to get back on track we're loading this floor plan we just we've got some options here on the upper right we've just selected this plan and we can do a floor link and I'm just going to click on this link button and it's going to read the poly lines that are on the exterior of this plan and it reports we've got 20 949 square feet that's really cool okay so it all looks good what about the spaces I can click on the spaces template here and I can click on our link button and it's going to read all the spaces on this plan and everything looks pretty good except for these two spaces right here that are colored orange or red and if you look at our Legend it says we've got 205 spaces that are good and we got two duplicates so that's telling us that we have duplicate room IDs in those spaces and we don't want to bring that in with that error so we can fix that and I'm just going to zip back over to our drawing file here and I'm going to zoom into that spot you can see oh we've got two spaces here with the same number that's obviously a problem I'm going to click on one of these room numbers here and come over here and change that to what it's supposed to be 574 and we'll just save our drawing say yes that drawing's been updated and now I'm going to reselect that file because it's going to uh reread it and we come in here now we're going to uh have another look at it we click on our spaces link and you can see everything looks good now there's no errors there's no uh duplicate text and we could just commit this right now if we wanted to but we've got a couple other tools that I want to show you before you load this drawing we can prepare it so where is this drawing coming from I'm going to click on this prep option here this brings us into a different viewing editor and we've got three basic tools here we've got third-party layers so we've got none which means this is a brand new drawing it's got the ID and layers already in place we don't have to do any layer management but what if this is coming in for a markabis what if it's coming in from Centerstone try Riga my office we've got tools that will manage all of that so you don't have to be a cad expert you don't have to go into Cad and change all the layers to whatever software you're working with we can just automatically process that for you so if let's say you're coming in from ioffice it will read that drawing it'll understand the layers that our office uses it'll convert them to the idn layers if you wish right so it will it will understand where you're coming from and part of our compatible affordable friendly mobile messages compatibility you know we're compatible with our competitors if you will right so going along we have S uh the next section here is asset text Preparation so if I zoom in here you can see that the room numbers are quite large they're in the middle of the space in this case here it's being obscured so uh we've got this option here to move text and not just move the text we can resize it so the text can be proportional to the size of the space so we've got some tiny little Janitor's Closet you know that's the room number will be proportionally assized and then the other options we have down here we can create idn layers we can hide hatches I'm just going to unselect all of these because our drawing is coming in with idn layers but we're going to do the move tax I'm just going to click on this prepared drawing option so what it's doing now it's reading that drawing file reading all the text moving that text resizing it and the reason we're doing this it just makes the drawing a lot more manageable actually and here we go we're all prepared and I'm going to zoom right back into that equipment room and you can see what's happened here it's moved that text to the lower left corner it's no longer obscured over here you can see the all the text has been moved so that's what the drawing preparation tool does for us and now we're going to do the link okay so we're going to click on our floor we're going to click on the link option everything looks good and we're going to commit those changes so this is the first time that we've actually created any data really in the database because we've prepped we've analyzed the drawing we've prepared the drawing and now we're committing it to our database and next step is to click on our spaces template we'll do our link there's all our spaces all the these are coming into the database and we're gonna create 200 newts 207 new space and we're going to commit those changes now cool and there we are I'm going to refresh this and now you can see there's our fourth floor with the image and if you've click on linked space you can see all the spaces that are linked we've got 207 spaces in total on that floor the entire building has 400 and I'm sorry 43 000 square feet we can come in have a look at that floor that we just linked Okay so we got our drawing link what do we do now I'm zooming in with my mouse wheel as you can see we've got number tools on the side here we've got occupancy we've got surfaces so let's start with surfaces we're gonna walk through virtually walk through our building we're coming through with a tablet let's say and we click on this space and you can see on the right hand side here it says Uh there's no surface currently assigned I can click on this button and I can say well that space has carpet and of course that list of flooring furnace flooring surface records is completely modifiable I'm going to save that and you'll see the color changes ingly I can also select multiple spaces so instead of just selecting one at a time I can hold down the shift key and I can do a multi-select like this and it says you've got eight records selected so I can take them all and in this case categorize them I can say they are offices they are cubicles I can say they have a assignable status we can put people in those spaces they all have carpets in this case and if if they all work for the same organization we can come in and select that as well they make work for the this department and this division sort of thing and hit save so as you're doing your space survey as you're walking through the facility you can update the details like that you can see I clicked on this categorization button and we have a legend button over here so it says we've got currently 288 square feet of office space in this case cubicles if we click on our organization we can say oh there's the division Department we just assigned to those spaces okay moving along what about people as you're doing your walk through you want to assign people to spaces go to our chair you can click on this chair it talks about occupancy and you'll see that displays this people button here list of individuals who need to be assigned to spaces I'm going to click on that and it's going to bring up a listing here of all the people that currently are in the system and if you look at our filter options what it's currently showing us here is all internal contacts people that do not currently have seating and they have an active status well I'm going to say well we've got some contractors that just joined us we're gonna they need place to sit I'm going to click on contractor I don't really care what their status is and we make sure that they currently don't have any seating assignment I'm going to apply that filter and it comes up with a much shorter list of people that contractors in this case that we can assign seating to I'm going to click on Danny ocean here when I click on his name right at the top it says assigned Danny ocean it's waiting for me to pick a space I'm going to put Danny right there and you can see it his name pops up and as I zoom in zoom out resizes the text ingly so it makes it easy to visualize but I can just keep going along like that I can click on Linus popular and we've got Frank but Frank over here and it's just as that easy just drag and drop people now they are assigned to that space come back to our tools if I click on that space now you can see it shows Danny ocean that's he's there I can view edit that particular individual's Personnel record so I can see the organization they work for their space assignment and so forth and it's been updated and I can come here and look at the full edit form for the space itself so what is the details of this space Here's the area the division organization the type of category type of space and as you can see it shows us Danny ocean is assigned to that and if there's options here too unassign that person and a person can add new people to the spaces here by using this as a Personnel button okay so as we're doing our space walk through we're identifying people surfaces organizations Etc what about if we come across a piece of equipment that we want to identify so I'm going to click on this equipment button over here on the left and it's going to change to the equipment mode and up at the top here it says click edit equipment symbol or we can actually add new equipment symbols so let's say there's a fire extinguisher that we've noticed in this particular space and we want to make note of that we've got a list of symbols here I can click on the plus sign and then I can come in here and I can drop that fire extinguisher symbol sorry on our drawing but that's kind of big so I can click on that and I can change the scale of it make it say smaller I can move it so I can say well it's actually over here change the color and so forth there it is so now that symbol is placed I can click on it and you can see I can go to the full edit form so as I'm walking through the facility I can say I can identify particular pieces of equipment that I want to manage I can scan the barcode if I was using my mobile device here it could if the device had a barcode I could capture that I can also select the space that it's sitting and I can say well it's in this particular space maybe you can save that as well so that's uh how we can get equipment quickly into the system and lastly we're going to look at our service request option so let's say as you're walking through this space you notice that there's a leak or there's some sort of issue that needs to be repaired I can click on this hard hat guy here I can click kind of space and at the top again it says Service requests click on a space and I've got this option up here it says service request I can quickly open up a quick service request I can say well what's the problem it's a custodial issue the uh trash all over the place won't empty that trash out and if you want to take a picture of it I don't have a camera Associated here but if I had a picture that was to select here I could do that and then just submit I could take a photo of the trash situation and attach it to the work order kind of thing okay and then once we've got that mode I can click on the hard hat and I can see as a work manager where there are work requests in the system so if I'm if I was the space planner and as I was walking through and I saw that request I created that request I come in here as the work manager now and I can say oh there's a work request in this space what is it I can click on that space maybe I have to do a refresh here so I click on that space it shows me the work request that's currently there I can go in and I can view the details of it and if I say okay I'm I'm going to approve this work request every time you change status it's going to want to know a little bit of detail about what happened there I can go and print this work order out uh if I wish at the bottom here we have a print option and I want to send this off to a tradesperson to to fulfill this work request here we got a two-page work order that we can either print out or email to the trades person it could be an outside contractor and there's here's the basic details and then page two actually shows you where that location is on the floor plan you can imagine someone who's not familiar with the floor plan where is this room here it is quickly no problem and of course you can display this on your mobile device as well okay well I don't know how long that took that was about half an hour so here we are managing from nothing to service requests people assignments all in minutes not months and getting back to our website here if you want to learn more we have our spacemanwork.net product site click on this learn how button and here we have a series of videos and how to get up and running link your drawings upload your company data one thing we didn't show is you can we have data import tools you can upload all your company data from your existing systems or Excel spreadsheets and get up and running quickly we've also got videos just quickly here every single one of these is a video so you want to know how to do move management using our software you can come in here and watch a short video on how to do move management well Ken that was amazing you certainly demonstrated how easy it is to get started managing a facility in minutes not months thanks for watching everyone