An asset in VisionFM is any physical item that can be assigned to a department or person regardless of whether it is fixed or mobile. Mechanical equipment, lighting, life safety equipment, telecom jacks and office furniture can all be managed. Establish a list of devices and /or equipment that your organization has purchased, associate a CAD symbol (if desired) and create a supplier list. This will allow assets to be tracked in CAD drawings, Purchase Orders and material schedules. Track general information such as model number, serial number, manufacturer, supplier, price, electrical usage, size, etc. and track unique information such as barcode number, condition, depreciation and manufacturer’s warranty.

The result is assets associated to location and/or ownership information that can be searched across the entire organization.

Moves can be as simple as an employee reassignment or as complex as a major move with construction.
The VisionFM move process starts with user definable service request templates, allowing the move manager to define what information they will require from the requestor. Several templates can be created depending on the scale of the moves that could be requested.

The move manager can review requests, add meeting notes and approve or deny the requests. In an approved move. The manager can identify individuals and assets that are moving by selecting to/from locations graphically in the drawing viewer. Supporting services such as equipment purchases, phone hookup or moving staff can be ordered, generating separate work orders that can be assigned to staff or contractors.

When a move is complete, the database will automatically be updated with the new location assignments for employees and assets.

Projects can be started by employees submitting service requests or from managers planning capital renewal and improvements. Projects can include approval processes, soft cost tasks, multiple funding sources and construction phases. Once a project plan has been approved, its funds are reserved and the project team can start issuing contracts, project work orders and change orders.

As a project is completed the system records the duration of work, project notes, invoices to be paid and work completed, with summary reports showing contractor performance, timelines and actual vs. planned cost.

The budget management system within VisionFM was not designed to turn facilities managers into accountants, but rather to track expenses and provide summaries on the cost of operations.

Once accounts are created, transactions in VisionFM actually take place in all modules. Creating work orders, purchasing furniture, recording overtime hours and paying leases all reference account numbers to track the expenditures.

The Accounting module itself is used to establish accounts and funding, view available funds and account history, and create any additional financial transactions that do not fit within the other modules.

Whether you’re a landlord, tenant or both, the VisionFM Lease module will organize your leasing information, record payments and notify you of critical dates. Leasing information can stand on its own or can be connected to space in the database, which ties the lease into department information, maintenance, projects, etc.

Like all of VisionFM’s modules, the lease costs can be paid/ received in accounts and associated to the total operating cost of the building. Capture extra costs such as capital improvements for tenants that are billable under their lease agreement, and create a one-time charge or divide it over a payment period.

VisionFM’s Key Management sub-module allows managers to track lock sets and assign them to doors and rooms.