Horizon – Facility Management Solution (FMS)

Service and facilities management is one of the fastest-growing industries in Middle East. Today’s businesses are spending 30% of their annual budgets on facilities, giving facilities managers ample opportunity to grow their business. For the same reasons, facilities management is an increasingly competitive and complex industry sector. As customers become increasingly demanding, delivering the service they want can involve a wide range of contractors, sub-contractors and suppliers. It’s easy for costs to get out of control.

In order to stay ahead, facilities practitioners need to make sure they have clear visibility over a complex array of contracts, relationships and processes – from service initiation through execution and delivery to budgeting, billing and contract management.

Horizon – FMS is a modular facilities management system that works together with your business and allows day-to-day management of the processes, automates operations, provides a management dashboard for critical analysis and enables enterprise wide control in the most intelligent and efficient way.

Horizon – FMS is a complete web-based Computer Aided Facility Management which helps to computerize organize and enhance maintenance activities. This helps to streamline, automate, speed-up tasks, record keeping, manage product fault history and various other built in features.

Horizon – FMS with its unique features enables to manage Assets, Planned Preventive Maintenance schedules, Breakdown Reporting, Employee details, Scheduling, Inventory, Vendor Management, Procurement & MIS reports in an effective methodology.

Horizon – FMS offers an environment that could provide enhanced productivity, safety, comfort, convenience and cost effective operations through seamless integration, interaction and optimization of all functional control systems in real time, seamlessly, effectively and efficiently.

Horizon – FMS makes critical operational data available on-demand to users in any location. It offers a single view of all facilities and maintenance activities, and can easily track every location, asset and person, analyze the processes, costs and efforts required for optimal operations, and understand the impact of utilization, maintenance, improvements, service provision and expenditures.

Horizon – FMS not only integrates and simplifies the operation of facilities and building systems, but also links them to the enterprise management systems allowing enterprise-wide connectivity, monitoring and reporting of vital operational information. As a result, businesses and organizations can establish healthier, more productive and safer environments – at lesser costs and efforts.

Horizon – FMS has been designed to suit any organization including those who manage a single facility or a global property portfolio, or those who focus on a singular aspect of facilities operations or a full range of FM services. Horizon – FMS allows you to stay on time and on budget, driving significant cost savings that translate to long-term profitability Horizon – FMS design structure and functional aspects supports users providing maintenance services as well as major companies who sub contract maintenance activities.

Features of Horizon - FMS

FM Helpdesk module facilitates the efficient capture, allocation and response management for all types of Reactive or breakdown Maintenance works. Easy-to-use but with depth to record all critical information, prioritize and track jobs, you can choose a level of usage to meet your individual business requirements. It provides complete control over the activities carried out on the complaints raised and capable of tracking the progress from registering a complaint to completion. Each complaint raised through the helpdesk provides the user to enter nature of complaint, detailed description of complaint, priority, mode, complainer information, specify assets, contracts, sub contracts, location, building, spot, maintenance type etc. SMS and Email notifications can be configured and sent upon registering a complaint. Intelligent filtering through clients, locations, assets, service groups, priorities, technicians and service providers will allow you to offer a high level of customer support and service to your clients. Client Self Help Desk option is also available where client can put a request for service and review the status themselves. This is also available on Horizon Apps.

Each work order provides the user with an option to assign staff, enter work analysis report, estimate cost, request materials, incorporate images, record start & end time, root cause, actions taken and complainer remarks. Track complete lifecycle of the complaint and request. Horizon FMS with is unique work flow capability enables the user to track the progress of complaint at different stages (example: Complaint Raised, Staff Assignment, Work Analysis, Job Estimation, Approval on Job Estimation, Work at site by technician, Job Inspection, completion).

Each task, whether reactive or preventive, has an associated Service Level Agreement (SLA) that displays the estimated completion time against which task progress can be monitored. This ensures that overdue jobs or jobs about to breach will be easily identifiable to the user. SLA configuration allows definition of a matrix of sites, buildings, priorities, and contract. It further configuration to assist in meeting specific contract requirements. Multiple time points can be defined, monitored and escalated against comprehensive user-defined business rules for each task. Procedures can be defined, based upon service request, complain and associated to tasks. These procedures, including how and when they are initiated, reverse the necessity for manual processes being required to escalate a helpdesk call from a low level priority to a high level priority.

Contract Management provides comprehensive information on the various maintenance activities carried out. The Contract Management System allows you to keep an accurate record of all your contracts, the agreed services, associated values, terms and conditions. Each contract record provides the user with an option to incorporate unique contract code, contract name, associate customer, period, type of contract, activities, assets to maintain, financial details, employees, location and site involved.

Asset Management is a comprehensive repository of all site or clients assets. Asset Management solution gives you a single point of control over all type of assets. Manage assets such as HVAC, Mechanical, Electrical, Plumbing, Production, IT, Office Equipment's and much more. This helps complete control and track changes to an asset throughout its lifecycle and maintenance management. Each asset is identified with system assigned unique asset tag number and barcode or QR code. Each asset record provides the user with an option to incorporate asset condition, geographical details, manufacturer details, category, technical specifications, asset references, spare parts, staff responsibilities and much more. Asset migration tool helps the user to easily migrate huge asset data from spreadsheets to Horizon FMS Asset Management Database. History is available for each asset with comprehensive information on material used, details of preventive & breakdown maintenance activities carried, manpower details and cost of maintenance, preventive maintenance schedules. Planned Preventive Maintenance module will ensure optimization, maintenance analysis and future financial planning of your assets. It gives you a complete control over the PM task carried out on an asset and capable of tracking the progress from planning to completion. Planned Preventative Maintenance (PPM) software module satisfies all the related requirements whether scheduling tasks to prevent the failure of assets and is the ideal solution to help you manage repetitive tasks. The solution enables users to control and manage tasks via a simple, intuitive software solution. It also enables the user to track the progress of PM task at different stages (example: PM Work Plan, Staff Assignment, Confirmation, Work at site by technician, Job Inspection, completion). It can generate month wise and day wise PM work order status reports.

Horizon – FMS allows to handle all the non contractual jobs, call out or variations jobs within contract and the routine jobs without quotation. The estimation tool allows you to estimate for each task with different expense category and costs codes. The detailed quotation can be raised based on the estimation and can be sent to the client. You can Estimate, quote, track and manage the renovations, extensions, expansions activity including invoicing the clients for the same.

Horizon – FMS allows raising contractual and non contractual invoicing from the system as per customized format. System has a facility to setup the auto invoice frequency and amount for each contract which reduced the mundane work drastically. For non contractual or call out jobs system can generate invoice based on the quote approved by the client.

Other features

Facility of SMS and Email to directly alert the technician/ users for their work assigned to them and updates the client with their request status via email and SMS.

The system has specifically designed web portals for Customer for major Service providers to work using the portal platforms irrespective of their physical location as long as they can access the application through Internet.

Increase the decision making efficiency with effective usage the online management approval for your internal team.

Our dashboards provides a real-time, easy to understand graphical representation of Key Performance Indicators (KPI’s) defined and tailored according to your requirements. The system also has many reporting functionalities tailored around team specific objectives.

Assign and track the specialized tasks which are not managed by your internal team by using the subcontracting in order to increase the transparency and accountability of the outsourced tasks.

The entire Horizon FMS system can be further integrated with Horizon – EBS and Horizon HRMS or with any other ERP OR HRMS/HCM you are using for better control of your organization operations.

Horizon – FMS App for Field Staff and Technicians

By extending Horizon – FMS end-user oriented features to smart phones, tablets and mobile devices, the user experience and convenience increase multi-fold. Horizon – FMS App enables extended service to technicians performing the facility management and maintenance operations and managers overseeing those using devices like Android Phones, Android Tablets etc on the move.

The ability to direct service calls and work orders with complete information on the asset, the location of the asset, the problem and the details of the work to be carried out, the tools required, the spares to be used etc. directly to technicians mobile devices enhances significantly the efficiency, quality of work and the speed of service to the end-users.

The Seamless integration of Reach with Horizon – FMS enables secured access to asset information and various maintenance tasks planned and assigned to technicians, supervisors and inspectors. With Horizon – FMS App you can do the followings:

Icon_1      Track asset information by browsing in the search panel or by scanning the barcode fixed to an asset.
Icon_1      Option to Scan the barcode fixed in the asset before commencing a tasks.
Icon_1      Option to select material, enter root cause, observation, recommendation and corrective action taken during a breakdown maintenance
Icon_1      Time based maintenance activity
Icon_1      Option to keep a task on standby mode with valid predefined remarks
Icon_1      Perform site inspections
Icon_1      Take picture of assets and damaged parts while performing a tasks
Icon_1      View the SOP, health & safety instructions, sub assets
Icon_1      Get feedback and signature from the complaint originator
Icon_1      View status of activity performed

Horizon – FMS Client Helpdesk (Web and Mobile App)

Horizon – FMS dedicated, centralized web and mobile client helpdesk enhances quality of service to your clients. Horizon – FMS Client Helpdesk is a facility to simplify and enhance the quality of service to your client through quick response times and better communication. This advanced tool is available online accessible through standard web browsers. Through App helpdesk client can communicate directly with you.

At any time your client can submit a complaint, raise a request work, upload images and documents. Your maintenance team will operate in most efficient and professional way possible. Users can easily track the status of their complaints through the system from the time it is submitted to its completion.

It enhances communication between end users and maintenance team, reduces direct phone calls, reduces response time and Speed-up the tasks. Quick reporting with system updated status is available. There is a controlled access to specific information by individual or user groups.

Horizon Client Helpdesk core features includes

Icon_1      Manage Customer details
Icon_1      Manage Contract details
Icon_1      Create & manage users
Icon_1      Raise complaints & service request
Icon_1      Upload images, documents while registering a complaint
Icon_1      Track status from raised to completion
Icon_1      Access to contract details
Icon_1      Customize login page to feel your organization
Icon_1      MIS Reports

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