CAFM for commercial office buildings An office building is judged by its occupants continuously, and the work is funded by a service charge they can question. Both of those need a record behind them.
Lifts, lighting, heating and washrooms are the product as far as a tenant is concerned, and a failure in any of them arrives as a complaint rather than as a maintenance ticket. Underneath that sits a statutory layer running on unrelated cycles under different competent people, and the building's compliance position is the sum of them rather than a single state anybody can read off.
What actually goes wrong
Reports arrive by whatever route is nearest
A tenant tells whoever they can find, by email, by phone or in the lift lobby. The work usually gets done; the record of it never existed.
The money belongs to somebody else
Service charge expenditure is questioned by tenants and their advisers, often a year later. Work with no record of why it was needed is the hardest kind to defend.
Plant nobody wrote down
Equipment installed under a previous agent or a previous owner is known only to the engineer who services it, so the register is thinnest exactly where it matters.
One route in for everything an occupant notices
A complaint becomes a job with a time on it rather than a conversation somebody acted on. That is worth more than it sounds, because the second question after whether it is fixed is always how long it took, and the only honest answer comes from a record that started when the tenant reported it.
- Reactive work orders from first report through to sign-off
- Asset register with location, criticality and service history
- Certificates and findings held against the asset they belong to
Make the statutory position readable in one place
Water hygiene, fixed wire testing, lifting equipment and fire systems each run to their own schedule under their own competent person. Holding the routines in one system does not change who is competent to carry them out; it changes whether anybody can see, on a Tuesday afternoon, what is due and what has lapsed across the whole building.
Expenditure with its reason attached
Planned maintenance scheduled against an asset, with that asset's history behind it, is a different document from an invoice. It is the difference between money that was spent and money that can be shown to have been necessary — which is the conversation a managing agent is eventually going to have.
Questions from commercial offices
- Does it handle service charge budgets or invoicing?
- No. There is no finance, purchase order or invoicing function anywhere in the product. It holds the assets, the work and the compliance, and sits alongside whatever you use for money.
- Does it integrate with the building management system?
- No. FacilityOptix is not a BMS and takes no live plant telemetry. It holds the asset record and the work carried out against it.
- Can tenants or occupants raise jobs themselves?
- Access is role-based, so somebody can be given exactly the ability to report a fault and nothing else. Whether you want occupants reporting directly is a decision about your service model rather than a limit of the software.
Work orders
Reactive jobs from report through to sign-off, with the priority and the response time visible while there is still time to act on them.
Statutory compliance
The checks a duty holder is legally expected to run, scheduled against the assets they apply to, with the certificate that evidences each one filed where an auditor can find it.
Buildings & assets
Every building you look after, every asset inside it, and the service history attached to the asset rather than filed in a folder someone has to remember the name of.
The statutory compliance calendar for commercial buildings
A working checklist of the recurring statutory duties a commercial building typically carries, what drives each frequency, and the evidence that proves each one ran.
Building a PPM schedule that covers your statutory duties
Most teams do not lack a PPM schedule. They lack one that gets finished, and one that can be shown to cover the duties they actually hold. Here is how to build both at once.
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