What is an IWMS?

Integrated Workplace Management Systems

An Integrated Workplace Management System (IWMS) is an enterprise-scale software platform that supports IT, facilities management and real estate professionals to manage the end-to-end life cycle of corporate facilities, assists in cost containment and helps to optimise the use of workplace resources to provide an improved employee experience. 

An IWMS enables organisations in capturing and analysing information, managing operations, optimising workflows, and improving the reporting of workplace management related processes in areas like: real estate portfolio management, leases, financial management, capital projects, facility and space utilisation, workplace services, assets and maintenance, and energy and sustainability.

COMPARE

IWMS vs CAFM

In the UK and in global operating organisations, the IWMS concept is a well-accepted best practice. Software for Facility and Real Estate Management is frequently labeled as Computer Aided Facility Management (CAFM)

IWMS

versus

CAFM

Space Management

Facility Management

Asset & Maintenance Management

Real Estate and Lease Management

Project Management

Environmental Sustainability

LANDSCAPE

Evolution of IWMS

Evolution of IWMS
Configuration vs Customisation
Integration

T

he IWMS vendor landscape has changed over the past 20 years. Several vendors disappeared from the market, others took the opportunity and completely re-developed their solutions, and some tried to combine power by acquisitions and mergers. The impact of this evolution is still visible in today’s marketplace. Only a very limited number of IWMS meet today’s technological requirements in terms of architecture, security, ease of deployment, and system integration capabilities.

 

Leading up to 2020 and beyond, the focus has been on supporting user experience, convenience and mobility with apps and access, as well as on supporting the digitalisation around buildings in areas like comfort, wellbeing, health and safety by enabling integration with Internet of Things (IoT) and Property Technology (PropTech) initiatives.
 

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Configuration vs Customisation

Evolution of IWMS
Configuration vs Customisation
Integration

P

roject specific customisations and tailor made software have shown to be expensive, time consuming, and extremely hard to maintain. Business processes will change over time, so most organisations choose an IWMS that is able to adapt to expanding needs within the standard software. Changes are not customised with special software, but are configured using the standard solution. This increases flexibility, reduces Total Cost of Ownership (TCO) and ensures compatibility with new software versions.
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Integration

Evolution of IWMS
Configuration vs Customisation
Integration

A

n IWMS is typically connected to various other IT solutions, like Enterprise Resource Planning (ERP), Human Resources (HR), Building Management Systems (BMS) or Smart Meters. Data exchange is in most cases bidirectional. The IWMS, for example, sends financial chargeback information to ERP, or updates room and phone information in the HR system.
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S

ome IWMS vendors have anticipated these requirements and created best-practices that are based on their implementation experiences and market standards like IPD, BOMA, CEN or LEED and BREEAM. This allows organisations to shorten the time to implementation and benefit from the IWMS almost immediately. Vendors can differentiate themselves by these best-practices and use their experience to bring measureable value to their customers.

DID YOU KNOW?

There is a potential of 10-20% savings in real estate and facilities operations due to transparency in and control over data and information 
(Gartner, 2016).

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