Effective use of CAFM systems to control compliance for commercial property management company 


Over recent years, the commercial property management landscape has changed dramatically. Environmental concerns, technological developments and increasing regulatory legislation have placed greater pressure on management companies to meet demands whilst improving the occupier experience. The complexity of this landscape demands a robust management system to guarantee that operations remain within the law.

One high-end commercial property management organisation based in London needed a provider who would be able to implement a management system across its entire portfolio of eight buildings. As part of its Mechanical & Electrical (M&E) maintenance schedule, the system needed to be relied upon to meet all compliance requirements.

CAFM systems (Computer-aided Facility Management) generally provide the best solution. However, if the system is incorrectly implemented, all compliance and maintenance scheduling will be skewed. Not only is this inconvenient, but it could be illegal. Statutory requirements demand the regular servicing of plant equipment at regulated dates throughout the year.

Shortly after taking over the maintenance contract, Sowga was asked to integrate the client's CAFM system across its properties. Dedicating resources to the project outside of the contract scope, Sowga collated, inputted and uploaded data on every asset across each of the eight buildings, including location, performance levels and service renewal dates. The information was used to underpin a Planned Preventive Maintenance programme that placed the client in control of all regulatory obligations.



Key phases included:

  • Provision of all asset information for the CAFM system
  • Integration of Sowga employees into the client's London-based workforce 
  • Training and familiarisation of the new CAFM system for the Sowga team, conducted in our own time
  • Removal of old, incorrect data and entry of new, for each of the eight properties
  • Implementation of CAFM system on time and within budget
  • Construction of a comprehensive maintenance plan and reporting system 

 Our client now benefits from:

  • One integral tool for all compliance, PPM scheduling and reporting
  • A correct CAFM system that manages the lifecycle of all assets 
  • Properties operating at optimum performance levels
  • Cost savings from fewer re-occurring issues and energy wastage
  • Assurance that all assets are working to recommended industry standards
  • A PPM programme based on facts
  • Peace of mind from being in control of regulatory compliance
  • Recommendations for future replacement components or items to prevent reactive visits 


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