managing furniture and equipment assets

Copyright 2005 – Kristen S. Kurland, Carnegie Mellon University

Managing Furniture and Equipment Assets


Your Organization’s FM Assets are Critical to Strategic Business Planning

What % in Real Estate? What % in Buildings,Equipment and All Facility Assets?

Why CAFM: Value of AssetsWhy CAFM: Value of Assets

F&E Assets are expensive


Asset Management Areas

•Inventory Control for Furniture and Equipment•Location tracking•Move Co-ordination•Maintenance•Lease and Warranty Tracking•Depreciation


Furniture & Equipment Issues

• Furniture & Equipment Standards

• Managing Moves

• Furniture & Equipment Inventory- Alphanumeric databases- Graphical links to databases


Furniture Standards List


Insurance Information


Lease Information


Equipment Warrantees


Depreciation


Inventory by Standards

•Tracks the quantity of each type (standard)

•Records do NOT link to exact items


Furniture Standards Inventory


Tagged Furniture Inventory

Each item had a unique key which always references an item, regardless of who uses it.

- Key Value- Barcode


Tagged Furniture Inventory

A tagged furniture inventory is composed of precisely identified furniture assets, such that a key value or bar code refers to an exact item, which has an exact location in the building, is used by a specific employee, and can have specific insurance, lease, and warranty data.


Working with Barcodes

Barcodes• Sets of black vertical lines that graphically represent specific alphanumeric values.

• Use Windows Bar Code Fonts.


Barcode Units

Palm units or Barcode readers


Managing Assets from CAD

Asset Symbols

CAD drawings

Workstation Asset


CAD symbols attached to database


Tagged Furniture by Employee


Managing Moves

Moves for Assets and Employees

• Planning New Layouts

• Generating Move Orders

• Calculating Move Costs

• Selecting Items in CAD to Move


Move Projects

Organizes moves for various projects in an organization


Employee Move Orders

Moves for Assets for Selected Employees


Room Move Orders

Moves for Assets for Selected Rooms


Calculate Move Costs Calculate move order costs in the following situations:

•When you want to estimate the costs of executing a particular move.

•Before issuing a move order, run this action to determine move expenses. If the move is too expensive, you may want to cancel the move order.

•After you have executed a move and want the reports of the Manage Move Orders activity to report on the actual cost of the move.


Standard Move Costs


Move Costs


Equipment Standards Book


Equipment Standards List


Lab Equipment


Equipment Standards Count


Insurance Information


Beds Assets


PM Procedures on Beds


Operations Management

Computerized Maintenance Management Systems (CMMS)

•Work Order Management•Preventive Maintenance•Maintenance Reports



Work orders

PM for facilities and related equipment

PM Bio-medical Equipment

Facilities operations


Operations Management Better asset tracking and maintenance can be performed if equipment and preventive maintenance features are designed into or can be added to the space information.

Provide accurate drawings and documentation for JCAHO’s Statement of Conditions assessment of your fire protection and life safety systems

Comprehensive and easy reporting capabilities provide necessary support for any JCAHO inspection of your preventive maintenance procedures and history



Shorten response time for corrective work orders to increase uptime

Minimize the risk of equipment failure by detailing required preventive maintenance steps and by documenting their completion

Document the maintenance of systems and equipment to assist with warranties, insurance claims, or regulatory investigations


On-Demand Work Orders Create Work Requests


Preventive Maintenance


Equipment PM Schedules


Housekeeping PM Schedules


Telecommunications For maintaining an inventory of physical cabling and connectivity

•Shortens the planning process by maintaining a well-documented physical network and simplifies trouble-shooting tasks

•Extends the life cycles of telecommunications and data assets

•Coordinates network information among responsible departments to avoid scheduling conflicts during employee moves and additions


Telecom Assets


Telecom Reports Employee Data Reports


Telecom Reports


Telecom Help Desk


Telecom Work Orders


Other CAFM Areas

Strategic Master Planning

AutoCAD Overlay

Emergency Preparedness

Condition Assessment

Environmental Sustainability

Fleet Management


Strategic Master Planning For making informed decisions on the strategic use of space in times of growth or contraction

• Assists in developing long-range facility and infrastructure plans

• Avoids tying up valuable capital by accurately forecasting costs based on historic information

• Maximizes operational efficiencies by mapping departmental affinities

• Transitions strategic program information to space planners seamless


Emergency Preparedness

• Leverages existing information to implement disaster recovery plans, including accounting for lost assets and filing claims

• Maintains accurate information with updates made in the course of normal operations

• Provides information needed to make time-sensitive decisions, minimizing downtimeProvides details for negotiating more favorable insurance coverage

Create plans for managing potential disasters including the ability to respond effectively and quickly recover in the event of an actual crisis.


Condition Assessment For effectively managing deferred maintenance liabilities and recommended corrective measures

• Identifies potential problems for correction, thereby preventing premature deterioration, possible damage to adjacent assets, or total failure of components

• Creates a seamless link between assessment and corrective measures by launching work orders from within the Condition Assessment application

• Provides a central repository of condition information to enable proactive identification of deficiencies and extension of asset life


Environmental Sustainability For prioritizing efforts that lessen your organization's impact on the environment

• Identifies which assets should be repaired, renovated, or replaced to achieve environmental efficiency goals or support an existing LEED™ program

• Provides ability to assign budgetary values to improve overall facilities and infrastructure sustainability

• Helps establish proactive sustainability processes that can improve operational efficiencies, enhance stakeholder perception, and boost property values


Fleet ManagementFor optimizing the utilization and performance of your mobile equipment

• Optimizes fleet utilization and avoids unnecessary capital investment

• Boosts fleet availability through improved preventive maintenance

• Lowers operating costs by enabling implementation of experience-based maintenance programs

managing furniture and equipment assets

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