Enterprise Facility Management System/Integrated Workplace Management Software

“End-to-End Facility Management (CAFM) & Integrated Workplace

Management System (IWMS) that simplifies complex operations,
aids cost reduction and improves efficiencies”

Facility Management
& Integrated
Environmental
Workplace
Sustainability
Management

Smart Health &

Buildings Well-Being

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 MODULES

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 Space Management System

SPACE PLANNING, OCCUPANCY MAPPING AND

ANALYSIS

Integrated platform to automate & manage co-working spaces,

optimize workspace planning and space utilization, allocate space,
view utilization, book space via visual booking/hot-desking, floor
plan integrations

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 SPACE MANAGEMENT SYSTEM

Manage space inventory

Visually plan and allocate space

Optimize space utilization & virtual directory

Department / project wise occupancy analysis, charge backs

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 SPACE MANAGEMENT SYSTEM

 eFACiLiTY® Space Management System is a leading workplace space planning solution that allows to efficiently track &
manage department/cost-centre/project wise space allocation, seat assignment in workplaces

 Helps in implementing hot-desking/on-demand seat booking of shared workspaces in this increased work-from-home era

 Visual representation of floor plans for planning, assignment & booking, integration with IoT seat sensors for real-time
occupancy data, QR codes for users to scan & book seats, kiosk & mobile based space booking, and occupancy trend

analysis dashboards makes it very user-friendly to implement

 Seamless shared spaces implementation and improved space automation helps organizations to save huge infrastructure
costs

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 KEY FEATURES
 Multi-site, multi-organization, multi-time zone, and multi-lingual

 Create and manage space inventory using actual floor plans

 Hot-desking/on-demand workspace booking using Kiosks, Web &

Mobile apps

 Space assignment and allocation based on departments / Cost Centres /

Projects 

 Cross utilization billing between departments / Cost Centres / Projects 

 Configurable space allocation that is specific to defined time-slots and

shifts 

 Visual occupancy dashboards for space utilization analysis and

optimization

 Scheduling of cleaning/housekeeping activity against each booking for

improved hygiene

 Instant booking by simply scanning the QR code displayed at any

shared workspace

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 KEY FEATURES

 Auto assign workspace based on clock-in by user with access

control system / time & attendance system integration and

also record check-out using the same

 Automatic space allocation by in a hot-desking environment.

The system can intelligently fill spaces area wise/floor wise

based on the duration/timing in a more optimal way. This helps

in switching on/off lighting, HVAC etc. as and when required

automatically which results in significant energy savings and

also equipment maintenance and replacement costs.

 Integration with BIM models for displaying 3-D model of the

entire workplace. 2-D display with AutoCAD / Image files.

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 KEY FEATURES

 My QR Code: Dynamic, colour coded QR codes displayed on user’s

mobile app for validation by security at the entry gates to allow

only users with valid space booking

 Managing of attached facilities while booking each space. Ex: Book

a space with an IP phone or additional chair or standing desk

provision

 Occupancy analysis reports for space planners to optimize the

available space across multiple sites

 Extensive reporting capabilities with occupancy charts, dashboards

and plethora of reports. Inbuilt KPI and report builder for

customized reports.

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 KIOSK FEATURES
 Instant booking of workspaces in a hot-desking environment
 Auto allocate based on optimum energy usage while taking care of individual preferences
 Allocate and release spaces automatically through Access Control System / NFC integration / IoT Seat Sensors
 Virtual directory for employee location search through a visual floor plan

MOBILE FEATURES
 Instant booking of workspaces in a hot-desking environment
 View space allocated for the day
 Extend or cancel a booking
 Dynamic My QR Code: Use as Entry Badge/Pass for entry gate security checks
 Auto-Reminders for check-ins based on booking slots
 Instant booking by simply scanning the QR code displayed at any shared workspace

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SPACE BOOKING USING KIOSK

Space Booking
Not Allocated

Staff Location
Partly allocated
Search

Fully Allocated
SPACE MANAGEMENT SYSTEM
Futuristic Space Management
post COVID-19 crisis
 SPACE MANAGEMENT POST COVID - 19
The outbreak of COVID-19 and the social distancing norms have impacted the workspace arrangements and eFACiLiTY® is
geared to help you manage space optimally with social distancing norms applied.

 Allows to configure allocation of only alternate desk spaces to maintain “physical” or “social” distancing norm

 Limit the number of people in a particular area to ensure that it is not crowded by restricting location wise or department
wise total space allocations at any given point of time.

 Hot-desking functionality is more critical for organization allowing remote working / work from home (WFH) options

 Restrict time-slots to disinfect & deep clean work areas

 Increased traceability by identifying employee wise space occupied, helps to trace the contact

 Allow seat booking in cafeterias/dining areas applying social distancing norms and defined time-slots

 Dining areas bookings through QR Code / mobile app for gatekeepers to quickly scan or view and allow entry

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 Work-from-home
concept has caught-up nicely for most
desk jobs and this helps to save costs
and is also considered as a privilege. In
this Work-from-home scenario, hot-
desking functionality and meeting
room bookings need to be  more
automated and streamlined, making
the Space Management System and
Facility Booking System modules highly
imperative.
Social distancing
Desk Spaces & Meeting Rooms: When
social distancing is required, planning the
seating arrangements by filling only
alternative desk spaces can be achieved
and also limiting the number of people in
a particular area becomes important and
this can be managed only when a proper
space management system is in place.
When people reserve meeting rooms via
the facility booking system, the
occupancies can be displayed applying
the social distancing norms
Optimizing Real-estate
Costs with well-informed
decisions distancing
With Work-from-home option, the space
management system can provide
accurate occupancy analysis reports
helping the space planners to optimize
the available space across multiple sites.
With a properly implemented work-from-
home policy and hot-desking policy,
humongous real estate costs can be
saved.
 Save Energy Costs
By tracking the space utilization across
all areas, facility managers can save
costs by altering the operational
parameters like HVAC & Lighting
operational hours, fresh-air intake, set
temperatures etc. This will also result
in savings in equipment maintenance
and replacement costs.
Disinfecting/Day cleaning Increased traceability
In the hot-desking environment, the
distancing space management system will help
Fumigation and more frequent cleaning
identify the employee wise space
would become a norm when people get
occupied, the people who were sitting
back to work this COVID-19 lockdown. By
close to any individual, all the people
implementing the hot-desking concept,
who used that particular area at any
workplaces can be restricted for use
given time, enabling to trace the contacts
during certain times to enable facility
in case of need.
managers to disinfect and deep clean
work areas. The meeting
rooms/conference rooms also can be
disinfected/cleaned based on the
timeslots during which these resources
are not occupied.
Screening of Visitors with COVID-19
background
The visitor management system can be used to collect the
travel history and get declarations signed by the visitors
before their visits/appointment requests are approved.
The security/reception desk can record the body
temperature captured to ensure that the visitors are not
having a fever.
The visitor movement history captured using access
control integration or indoor tracking of visitors using BLE
devices can help in tracing the movement of a visitor. In
case the visitor is later detected to be infected, the
occupants who may have come in contact can be easily
identified.
Touch-free Smart Building Controls
reduces the spread of infection
• The high-touch surfaces touched by multiple people boost
the spread of multiple viruses
• eFACiLiTY® Smart Building controls integrate with the
Building Automation or Building Management Systems
(BMS/BAS) to automate the lighting and indoor air-
conditioning unit’s operation based on the occupant’s entry
and exit by integrating with the access control systems. The
users can also manually control their environment using the
mobile app using their mobile devices.
• The meeting room and conference room controls are also
enabled automatically in the mobile app for the
host/attendees to operate the lighting and air-conditioning
systems without touching any switches/remotes.
• This eliminates to contact to high-touch surfaces reducing
the spread of the viruses.
 Stringent & Increased Cleaning & Disinfection
activities to ensure a germ-free work
environment
• The challenge faced in the cleaning activities is the need for frequent
inspection that is time & resource-intensive and often difficult to ensure.
• When the cleaning jobs are performed, the staff can be enabled to record
the video/take pictures before & after or when the disinfection/cleaning is
performed using their mobile devices against the work orders creating a
visual log of all work performed
• This procedure is generally used while remote jobs are performed like
preventive maintenance of remote mobile towers etc. and this can be
extended to the disinfection activities.
• eFACiLiTY® Smart Facility App allows the staff to take videos/picture before
or after or while performing the jobs.
 Thank You!
www.sierratec.com | info@sierratec.com
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