Fa c i lities Man age me nt System
B E I M S ® i s A u st ra l i a ’s p re m i e r Fa c i l i t i e s M a n a g e m e n t Syste m ,
providing a powerful, flexible and easy to use solution.
B EIMS has been the Facilities Management System
of choice for leading organisations in Australia
and New Zealand since 1989. BEIMS is suitable for
organisations who consider efficiency and safety as
important as the requirement to keep comprehensive
maintenance records at all times.
Our clients include some of
Australia’s & New Zealand’s
most prestigious organisations.
BEIMS is used by a diverse range of organisations, including:
• Hospitals and regional health care providers
• Retirement villages and aged care providers
• Higher Education institutions and schools
• Places of public entertainment including casinos,
sports centres and entertainment centres
• Community care providers
• Public housing
• High-value commercial and residential buildings
• Facilities Management companies
Our experienced and professional consultants will
help to ensure your BEIMS implementation is timely
and smooth, with minimal disruptions to your
workflow. We also offer a local, dedicated BEIMS
Support team, and all our software developers are
based in Australia & New Zealand.
Benefits and features of BEIMS:
99Effectively manage all types of maintenance,
both planned and unplanned, through utilising
a comprehensive and fully integrated Asset
Register.
99Comprehensive libraries to meet legislative
and regulatory requirements for the built
environment in Australia and New Zealand.
99Integration with most major Financial, ERP
and other systems to provide reliable, timely
and easy to manage total work flow solutions.
99Extensive operational and financial reporting
on all types of work, assets and costs.
99Minimises data entry, speeds up reporting
of costs and provides timely management
reporting.
99Rapid, professional implementation, training
and support by qualified and experienced staff.
99BEIMS is an excellent, proven Facilities
Management System that can be readily
expanded through an extensive range of options
to ensure it supports different organisations’
operational and management styles.
99BEIMS is a reliable and well supported
system that provides an excellent return on
investment.
99Dedicated Support Team located in Australia.
At the heart of the BEIMS System lies ‘core BEIMS’.
A ll of our clients, whether they are small, single-site operations or complex, national
organisations, use the core components of BEIMS. Core BEIMS is a proven, reliable
and practical system that will ensure you have the information needed to efficiently
manage your facilities at all times. Core BEIMS is augmented by an extensive selection of
additional options to ensure the most effective delivery mechanisms and technologies
to suit your organisation are used. A list of these options appear in the following pages
of this brochure. This page contains information on the components of core BEIMS.

Core BEIMS Functional Overview

Asset Management
The BEIMS Asset Register is a comprehensive, flexible
asset register that can accommodate any type of asset.
It can record extensive asset maintenance histories
and financials. The BEIMS Asset Register is considered
to be superior to those found in many larger, more
expensive Financial/ERP systems.
Maintenance Management
BEIMS Work Orders have made BEIMS a market leader;
any type of work can be recorded, issued, tracked
and costed. The BEIMS Work Orders system has been
finely tuned over many years of operation and is one
of the most effective and practical systems available.
Together with the BEIMS Asset Register it forms the
heart of the BEIMS system.
Planned Maintenance System
BEIMS provides a flexible, calendar-based Planned
Maintenance System that can be set up quickly for an
organisation’s assets. Any type of task can be planned
against an asset. The BEIMS Planned Maintenance
System, when combined with other asset information
Information Setup
BEIMS is a flexible system that is easy to configure.
This puts control of the system in the hands of the
nominated BEIMS administrator. It does not require
expensive consultants if expansions and changes are
required.
Enterprise Reporting
The BEIMS Report Launcher provides
authorized users with an extensive choice
of over 200 standard reports covering
all aspects of maintenance and asset management.
Customised reports can be created from within BEIMS
using Crystal Reports. BEIMS also allows data to be
extracted directly from Microsoft Excel.
The BEIMS Supervisor Dashboard provides real-time
feedback of BEIMS Work Orders to supervisors and
managers.
The BEIMS Corporate Dashboard* provides real-time
reporting of the overall performance of maintenance
operations for senior management.
*The BEIMS Corporate Dashboard is an additional module.

and a history of maintenance, provides a powerful

aide for asset life-cycle and replacement
decisions.
Cost Control
BEIMS Cost Control function effectively
records all costs associated with Work Orders
(including labour costs, purchases, invoices and stores
costs) to provide a total history of commitments and
expenses. The streamlined invoice entry and purchase
entry functions are considered superior to those found
in larger Financial/ERP systems.
Document Linking
Electronic documents such as contracts, photos,
measurements, spreadsheets, maps or manuals can
be linked to elements within BEIMS for easy viewing.
Technology
Core BEIMS uses an ODBC compliant client-server
architecture to ensure maximum security and
performance. Core BEIMS is enhanced by .NET and
web-based options to ensure it is flexible, easily
distributable and scalable. BEIMS is supported on
Microsoft SQL Servers and Oracle databases. BEIMS
requires industry standard components with low
infrastructure and minimal IT support requirements.
Fully integrate with BEIMS modules for advanced functionality
B y selecting the options that best fit your management style, BEIMS can deliver the optimal solution at an
affordable cost to your organisation.
Advanced Purchasing
Core BEIMS includes the ability to enter purchase
order information and raise purchase orders to
support BEIMS Work Orders. The Advanced Purchasing
module goes further - providing the ability to raise
purchase orders for any goods or services (not just
those related to BEIMS Work Orders). This module
includes the ability to specify multiple receiving points
and the partial or full receipting of goods. Where
relevant, purchase order information also links to
Work Order information.
BEIMSWeb® 2
BEIMSWeb2 allows departments and individuals to
report faults or request maintenance work via
the Internet or Intranet. Designed to greatly
reduce phone calls, BEIMSWeb2 is used
effectively in universities, hospitals, aged
care villages and many other organisations.
Users appreciate the ease and convenience of
lodging a request via the web and the timely feedback
generated by the system.
Building Condition Assessment
The Building Condition Assessment module enables
users to accurately record and analyse the condition of
building elements. A number of different assessment
schemes can be used and data can be loaded in bulk
via spreadsheets or entered directly. This module is
ideal for long term capital works planning.
ContractorWeb.NET®
ContractorWeb.NET streamlines interaction with
contractors, allowing them to retrieve and manage
their Work Orders via the web. ContractorWeb.NET
is ideal for contracting companies and work teams
who work out of a depot and need to be on the move.
Work Orders can be viewed and updated from work
stations, iPads, iPhones, Androids and other mobile
devices.
Contracts Management System
The Contracts Management System
enhances the basic contracts features in
core BEIMS. It allows users to manage
any type of contract and provides rapid
access to all sites, assets, tasks and
Work Orders undertaken or planned
under that contract. Automated alerts help to
ensure contract renewals can be scheduled in a timely
manner.
Departmental Asset Register
The Departmental Asset Register passes the
responsibility for the maintenance of asset
information to departments or cost centres. It allows
those responsible to stocktake their own assets and
initiate asset transfers.
DOMAINS®
DOMAINS allow organisations to operate multiple
semi-autonomous entities such as companies, hospitals
in a network, different campuses or different business
streams in the one BEIMS database. Implementing
BEIMS DOMAINS can greatly increase the overall
flexibility and security of managing maintenance and
assets in large and/or complex organisations.
Finance Agent
The Finance Agent creates a link between BEIMS
and most major Financial/ERP systems. Data can be
exchanged both ways, and when implemented with
the BEIMS Advanced Financials option, the Finance
Agent provides full financial asset management
capabilities, which are considered superior to those
found in most larger Financial/ERP systems.
Help Desk
A customizable module ideal for sites where service
requests are primarily made by telephone such as a
call centre. The BEIMS Help Desk allows users to rapidly
raise a Work Order, provide automated feedback and
keep track of any follow-ups that are required.
Fully integrate with BEIMS modules for advanced functionality
B y selecting the options that best fit your management style, BEIMS can deliver the optimal solution at an
affordable cost to your organisation.

Materials Management System Projects Management System

The Materials Management System is a comprehensive The Projects Management System enables users to
and effective solution to help manage stores and manage all Work Orders associated to a Project. Staff
inventories. It includes sophisticated re-order can allocate a budget and track spending based on
calculations based on usage rates and lead times work completed. Quoted works can be assigned to a
to help optimise stock levels, overall stores contractor and sent out as an official Work Order for
and supply efficiency. The BEIMS Materials works to be initiated.
Management System is fully integrated with
BEIMS Work Orders so that costs for parts used
Service Request System
from stores are automatically updated, as are The Service Request System is a web-based
stock levels for both issues and returns. application that behaves similarly to BEIMSWeb2, it
allows users to input maintenance requests that are
pocketBEIMS® then dispatched to the maintenance office. Included
A variety of modules designed to greatly improve the as standard is the ‘Maintenance’ plug-in, while other
productivity of maintenance staff who are required plug-ins can be added as required.
to be mobile, especially those in remote, restricted
or harsh work environments. Designed to work
Task Library
with Personal Digital Assistants (PDA) running the Our experienced consultants have assembled an
Windows Mobile operating system, pocketBEIMS can extensive library of maintenance requirements to
significantly improve the reliability and productivity of meet statutory and regulatory standards for the
your maintenance staff. occupancy of buildings in all states and territories
pocketBEIMS includes modules for: in Australia and New Zealand. Using the BEIMS Task
Library will help to ensure a rapid and comprehensive
Work Orders* - receive, assign, update and complete set up of maintenance plans for all of your buildings
Work Orders in online or offline mode. and associated equipment.
Asset Collection – set up user-defined asset collection
profiles to collect or update asset information while Tools
in the field. BEIMS is supported by an extensive range of utilities
Asset Stocktake – stocktake your distributed to help bulk load data such as Assets, Planned
assets. This is a powerful tool when used Maintenance schedules and many BEIMS tables.
in conjunction with the Departmental Asset This can dramatically speed up the implementation
Register as it ensures that all parts of a large of BEIMS and the transfer of data from other systems.
organisation can take responsibility for their assets. Various tools are also available to make global
Remote Request – submit requests for services database changes and to monitor the performance of
securely from anywhere while on the move. Get your system.
feedback on progress via the web or by email.
Space Audit – carry out an audit of building, floor Visitor Registration System (VRS)
and room numbering while onsite. The Visitor Registration System provides an easy way to
*Also available on iPhones and iPads. Android version coming soon. keep track of staff and contractors moving throughout
a site on a daily basis. It captures whether a visitor
is on-site, records their details and brings up a list of
buildings to see where they will be carrying out work.

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