Computer-based information systems combine organizational, human, and information-technology resources to produce effective and efficient information collection, storage, retrieval, communication, and use. Good quality systems provide appropriate, accurate, and timely information that can integrate a potentially disparate facilities management function into an integrated and organized one which is explicitly geared towards strategic corporate objectives. This will encourage and enable:

• More efficient use of information at all managerial levels. 

• Improved decision making.

• Improved managerial responsiveness.

• Improved learning capacity and capability.

These advantages will ultimately improve the quality and cost effectiveness of the facilities management function's services. This is extremely important if the facilities management function is to transform itself from a perceived "overhead" to a valuable internal generator of sustainable competitive advantage for the organization as a whole.

Facilities managers must view information systems as a being directed towards the design of optimal information mechanisms within the facilities management function in order to enhance the effectiveness and efficiency of decision-making. The facilities manager is confronted with an ever-expanding array of information technologies and applications that have the potential to assist him in his role. There are software packages that can help with accommodation planning, heating and ventilation, asset tracking, and capital project management.

Computer Aided Design (CAD), for example, assist the facilities manager to capture, store, manipulate and distribute drawings and related information. This feature is especially essential because it allows the facilities manager to keep and standardize a complete set of plans for the organization's building stock. Furthermore, many CAD systems can be linked to databases, allowing, for example, an item of furniture in a drawing to be linked to a description in a database that includes size, specifications, cost, etc. Most CAFM systems are essence CAD systems that are linked to a database and combined with a set of functions to perform various standard tasks such as space planning and stock control. Also, the facilities manager must maintain a balance between the capital and operating costs of the information system and the value of the information generated.

It is suggested that a useful way of focusing information systems, and the IT that serves them, is to orientate them towards the facilities manager’s decision-making processes. For this target to be reached, the information system must be sensitive not only to the facilities manager’s responsibilities but to all organizational characteristics which have an indirect or direct impact upon the performance of the facilities management function. An integrated information system, which covers the entire operation, assists the facilities manager in clearly viewing his place in the organization and recognizing the interdependence between the facilities management function and all other aspects of an organization. To achieve this integration, the facilities manager should create information systems and IT that recognize the various types of decision-making processes and the information requirements that go with them.

Reference:

https://silo.pub/facilities-management-towards-best-practise.html