Case Studies CIFM Makes the News in Scotland

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	CIFM Makes the News in Scotland

CIFM Makes the News in Scotland

Technology Category	Functional Applications - Enterprise Asset Management Systems (EAM)
Applicable Industries	Retail
Applicable Functions	Business Operation Facility Management
Use Cases	Asset Health Management (AHM)
Services	Software Design & Engineering Services System Integration
Challenge	John Menzies Wholesale faced significant challenges in maintaining high-quality service amidst unprecedented changes in the UK news market. The company was transitioning from a 1930s building to a new, technologically advanced headquarters. The new building's design and functionality were critical to the company's mission to become a marketing-led business. John Tucker, the newly appointed Facilities Manager, had to ensure that the facilities management (FM) services for the headquarters and 46 branches met the same high standards. His responsibilities included building maintenance, office cleaning, catering, security, health and safety, fire procedures, mail room, switchboard, reception, space planning, and procurement of supplies, equipment, and furniture. Aligning the FM function with the central business mission, Tucker decided to implement a computerised system to provide greater control, flexibility, and development potential. Read More
About Customer	John Menzies Wholesale is a division of the John Menzies Group, specializing in the distribution of magazines and newspapers. The company serves 24,000 retail customers every morning, distributing 50 million copies of publications per week. The company recently moved to a new headquarters in Edinburgh Park, designed to support a technology-driven, competitive future. The new building spans 4,776 square meters and features open-plan work areas, an atrium, meeting and hospitality areas, energy-efficient heating and ventilating, a lighting control system, and IT infrastructure and communications. The company also operates 46 branches across the UK, all of which are being reorganized to align with the same business objectives. Read More
Solution	To address the challenges, John Tucker implemented a Computer Integrated Facilities Management (CIFM) system from MASS Information Systems. The chosen software, ARCHIBUS, offered modules that could be purchased individually to meet specific initial requirements. The ARCHIBUS Furniture & Equipment Management module was acquired to track and organize furnishings in the headquarters and branch offices. This module allowed the company to control the location of assets and ensure effective positioning of furniture and equipment. The Space Management module was also implemented to manage space utilization and identify under- and over-utilized areas. Additionally, the Building Operations Management module was acquired to manage the maintenance of the new headquarters and branch offices. The system was customized to generate work orders in a specific format, featuring the company logo, and to process around 40 work orders per day through a central help desk function. The system also enabled the company to determine levels of expenditure for all aspects of maintenance and control contractor costs. Read More Log in to view content
Contents

Technology Category

Functional Applications - Enterprise Asset Management Systems (EAM)

Applicable Industries

Retail

Applicable Functions

Business Operation

Facility Management

Use Cases

Asset Health Management (AHM)

Services

Software Design & Engineering Services

System Integration

Challenge

John Menzies Wholesale faced significant challenges in maintaining high-quality service amidst unprecedented changes in the UK news market. The company was transitioning from a 1930s building to a new, technologically advanced headquarters. The new building's design and functionality were critical to the company's mission to become a marketing-led business. John Tucker, the newly appointed Facilities Manager, had to ensure that the facilities management (FM) services for the headquarters and 46 branches met the same high standards. His responsibilities included building maintenance, office cleaning, catering, security, health and safety, fire procedures, mail room, switchboard, reception, space planning, and procurement of supplies, equipment, and furniture. Aligning the FM function with the central business mission, Tucker decided to implement a computerised system to provide greater control, flexibility, and development potential.

About Customer

John Menzies Wholesale is a division of the John Menzies Group, specializing in the distribution of magazines and newspapers. The company serves 24,000 retail customers every morning, distributing 50 million copies of publications per week. The company recently moved to a new headquarters in Edinburgh Park, designed to support a technology-driven, competitive future. The new building spans 4,776 square meters and features open-plan work areas, an atrium, meeting and hospitality areas, energy-efficient heating and ventilating, a lighting control system, and IT infrastructure and communications. The company also operates 46 branches across the UK, all of which are being reorganized to align with the same business objectives.

Solution

To address the challenges, John Tucker implemented a Computer Integrated Facilities Management (CIFM) system from MASS Information Systems. The chosen software, ARCHIBUS, offered modules that could be purchased individually to meet specific initial requirements. The ARCHIBUS Furniture & Equipment Management module was acquired to track and organize furnishings in the headquarters and branch offices. This module allowed the company to control the location of assets and ensure effective positioning of furniture and equipment. The Space Management module was also implemented to manage space utilization and identify under- and over-utilized areas. Additionally, the Building Operations Management module was acquired to manage the maintenance of the new headquarters and branch offices. The system was customized to generate work orders in a specific format, featuring the company logo, and to process around 40 work orders per day through a central help desk function. The system also enabled the company to determine levels of expenditure for all aspects of maintenance and control contractor costs.

Impact #1	The implementation of the ARCHIBUS system provided John Menzies Wholesale with greater control over their assets, allowing them to track the location of equipment and furniture effectively.
Impact #2	The Space Management module enabled the company to identify under- and over-utilized spaces, optimizing the use of their facilities.
Impact #3	The Building Operations Management module facilitated the management of maintenance tasks, reducing the need for additional headcount and allowing the facilities staff to be more multi-disciplinary and cross-functional.

Impact #1

The implementation of the ARCHIBUS system provided John Menzies Wholesale with greater control over their assets, allowing them to track the location of equipment and furniture effectively.

Impact #2

The Space Management module enabled the company to identify under- and over-utilized spaces, optimizing the use of their facilities.

Impact #3

The Building Operations Management module facilitated the management of maintenance tasks, reducing the need for additional headcount and allowing the facilities staff to be more multi-disciplinary and cross-functional.

Benefit #1	The company processes around 40 work orders per day through the central help desk function.
Benefit #2	The new headquarters building spans 4,776 square meters.
Benefit #3	The total facilities managed by the company cover 1.1 million square meters.

Benefit #1

The company processes around 40 work orders per day through the central help desk function.

Benefit #2

The new headquarters building spans 4,776 square meters.

Benefit #3

The total facilities managed by the company cover 1.1 million square meters.

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Overview

CIFM Makes the News in Scotland

Operational Impact

Quantitative Benefit