Navigating Compliance with Archibus

In today’s regulatory environment, staying compliant with various industry standards and government regulations is more critical than ever. Non-compliance can result in hefty fines, legal challenges, and damage to an organization’s reputation. This is where the Archibus Compliance Application comes into play—an Integrated Workplace Management System (IWMS) that helps organizations maintain compliance across their operations.

Key Features of Archibus for Compliance:

    1. Centralized Data Repository: Archibus serves as a single source of truth for all compliance-related data, ensuring information is consistent, accessible, and secure. This centralized approach simplifies the management of documents, permits, and certifications.
    2. Automated Workflows: With automated workflows, Archibus streamlines the process of scheduling inspections, tracking maintenance activities, and ensuring timely completion of compliance-related tasks. Automation reduces human error and ensures critical deadlines are met.
    3. Environmental and Risk Management: Archibus provides tools for environmental sustainability and risk assessment, helping organizations adhere to environmental regulations and workplace safety standards. It enables monitoring of energy usage, hazardous materials, and indoor air quality.
    4. Real-time Reporting and Dashboards: Customizable dashboards and real-time reporting capabilities allow stakeholders to monitor status at a glance. Reports can be generated to demonstrate compliance to regulators and auditors.
    5. Integration Capabilities: The ability to integrate with other systems allows Archibus to pull in relevant data from various sources, providing a comprehensive view of compliance across different departments and functions.

 

Archibus Compliance ApplicationStaying on top of compliance is a complex but essential task for any organization. Archibus offers a robust IWMS solution that eases the burden of compliance management through centralization, automation, and integration. By leveraging Archibus, organizations can not only avoid the pitfalls of non-compliance but also drive operational efficiency and foster a culture of continuous improvement.

Are you ready to take control of your compliance challenges? Learn more about how Archibus can transform your compliance management by contacting us today or visiting our website for further information.

About IMS Consulting

For more than a decade, IMS Consulting has delivered the full scope of Archibus-related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by experienced Archibus-certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of Archibus, the #1 real estate, infrastructure & facilities management solution in the world. Archibus is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.

 

 

 

Leveraging the Power of GIS in Facility Management: Integrating Esri with Archibus

In the realm of facility management and real estate, the integration of Geographic Information Systems (GIS) with enterprise asset management platforms like Archibus can unlock a wealth of benefits. Integrating Esri ArcGIS platform brings powerful mapping and spatial analytics to the table, while Archibus excels in managing facilities, infrastructure, and real estate portfolios. Combining these two can revolutionize how organizations manage their physical assets.

Benefits of Integration: The fusion of Esri’s GIS capabilities with Archibus’s asset and facility management tools offers several advantages:

    1. Enhanced Data Visualization: By integrating location data with facility management, stakeholders can visualize assets and infrastructure within a geographic context, leading to more intuitive management and planning.
    2. Informed Decision-Making: Geospatial analytics allow for deeper insights into facility usage patterns, helping to drive strategic decisions about space planning, maintenance, and resource allocation.
    3. Streamlined Operations: Linking GIS with facility and asset data simplifies workflows, enhances communication, and improves operational efficiency by providing a unified view of all assets.

Archibus ESRI IntegrationUse Cases: Several practical applications highlight the value of integrating Esri with Archibus:

    1. Asset Tracking: Facilities managers can track the locations and conditions of assets in real-time, enhancing maintenance schedules and asset longevity.
    2. Space Utilization: Organizations can merge floor plans with geographic maps to analyze and optimize space usage across multiple locations.
    3. Emergency Response: Integrated mapping supports better emergency planning and response, enabling quick access to critical facility and infrastructure information during crises.

 

Technical Considerations: Successfully integrating Esri with Archibus involves several key technical aspects:

    1. Data Synchronization: It’s crucial to establish reliable methods for synchronizing data between Esri and Archibus to maintain accuracy and integrity.
    2. System Architecture: The integration requires a robust technical architecture that ensures seamless communication between the GIS and facility management systems.
    3. Security: As with any integration, ensuring the security of data as it moves between systems is paramount.

 

Challenges and Solutions: While integrating GIS with facility management systems is highly beneficial, it’s not without challenges:

    1. Complexity of Data: Managing and merging large datasets from different sources can be daunting. Using middleware or custom APIs can help streamline this process.
    2. User Adoption: Change can be difficult, so providing adequate training and support is essential for successful adoption.
    3. Costs: Initial setup costs can be significant, but focusing on long-term ROI will help justify the investment.

 

Future of Integrated Systems: Looking ahead, the integrating of Esri with facility management is poised to become even more sophisticated with advancements in IoT, smart buildings, and AI. These technologies promise to further enhance the efficiency and intelligence of facility operations, driving sustainability and innovation.

 

Conclusion: Integrating Esri’s GIS technology with Archibus creates an environment where spatial intelligence meets asset and facility management excellence. The combined power of these tools not only enhances day-to-day operations but also provides strategic insights that can lead to more informed decision-making and resource optimization.

Are you ready to explore the benefits of integrating GIS into your facility management practices? Reach out to us to learn more about how your organization can make this transformative step.

About IMS Consulting

For more than a decade, IMS Consulting has delivered the full scope of Archibus-related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by experienced Archibus-certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of Archibus, the #1 real estate, infrastructure & facilities management solution in the world. Archibus is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.

Leveraging Data Analytics in Facilities Management: How Archibus Analytics Can Drive Decision-Making and Operational Improvements

In today’s data-driven world, facilities management (FM) is no exception to the transformative power of analytics. With the right tools, FM professionals can turn vast amounts of data into actionable insights. Archibus, a leader in integrated workplace management systems (IWMS), offers robust analytics capabilities that empower facility managers to make informed decisions and optimize operations.

The Power of Archibus Analytics

Archibus provides a comprehensive analytics platform that helps facility managers understand complex data through easy-to-interpret dashboards, reports, and key performance indicators (KPIs). Here’s how leveraging these analytics can drive decision-making and operational improvements:

  1. Strategic Asset Management: By analyzing historical maintenance data, Archibus helps predict future asset performance and maintenance needs. This proactive approach minimizes downtime and extends asset life-cycles.
  2. Space Optimization: Utilizing occupancy and space utilization data, Archibus analytics enables facility managers to identify underutilized spaces and make adjustments to improve space efficiency, which can lead to significant cost savings.
  3. Energy Consumption Analysis: Archibus helps track and analyze energy usage patterns across facilities. Managers can use this data to implement energy-saving measures, reduce carbon footprint, and lower utility costs.
  4. Compliance and Risk Management: Keeping up with regulatory compliance is simplified as Archibus analytics track relevant data, ensuring facilities meet industry standards and avoid potential fines or legal issues.
  5. Enhanced Reporting Capabilities: Customizable reports provide stakeholders with clear insights into FM operations, supporting strategic planning and demonstrating the value of facility management within the organization.

Data AnalyticsImplementing Archibus Analytics for Operational Excellence

To effectively leverage Archibus analytics, facilities managers should:

  • Integrate Data Sources: Ensure all relevant FM data streams are integrated into Archibus for a holistic view.
  • Set Clear Objectives: Define what you want to achieve with data analytics, whether it’s cost reduction, improved sustainability, or enhanced occupant experience.
  • Train Your Team: Equip your team with the knowledge to utilize Archibus analytics tools effectively.
  • Act on Insights: Use the data-driven insights to make strategic changes in your FM operations.

 

Conclusion

Data analytics is an invaluable asset in modern facilities management. Archibus offers a powerful analytics suite that transforms data into strategic insights, driving better decision-making and operational excellence. By embracing these tools, facility managers can not only improve their daily operations but also contribute to the overall success and competitiveness of their organizations.

About IMS Consulting

For more than a decade, IMS Consulting has delivered the full scope of Archibus-related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by experienced Archibus-certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of Archibus, the #1 real estate, infrastructure & facilities management solution in the world. Archibus is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.

Integrating IoT with ARCHIBUS for Smart Facilities Management: Exploring the Possibilities

The Internet of Things (IoT) is revolutionizing the way we interact with our physical environment, and when it comes to facility management, the integration of IoT with ARCHIBUS offers a wealth of opportunities to create smarter, more efficient workspaces.

The Power of IoT in Facilities Management IoT devices are embedded with sensors and network connectivity that allow them to collect and exchange data. In facilities management, these devices can monitor various aspects of a building’s operation such as energy usage, space utilization, and environmental conditions. This real-time data collection is invaluable for facility managers who are tasked with optimizing building performance.

ARCHIBUS: A Platform for Integration ARCHIBUS is a leading provider of real estate, infrastructure, and facilities management solutions. By integrating IoT devices with ARCHIBUS, facility managers can enhance their decision-making process with actionable insights derived from the vast amount of data collected by IoT sensors.

Benefits of IoT and ARCHIBUS Integration

  1. Energy Efficiency: IoT-enabled HVAC systems and lighting can be controlled through ARCHIBUS to reduce energy consumption based on real-time occupancy data.
  2. Predictive Maintenance: With IoT sensors, facility managers can predict equipment failures before they happen, scheduling maintenance only when necessary and avoiding downtime.
  3. Space Optimization: IoT devices can track space usage patterns, allowing managers to make informed decisions about space allocation using ARCHIBUS software.
  4. Enhanced Security: Integrating IoT security systems with ARCHIBUS enables a centralized view of access controls and surveillance, bolstering building security.

IoT - ArchibusThe Future Is Smart The integration of IoT with ARCHIBUS is not just a trend; it’s the future of smart facility management. As technology advances, the possibilities for this integration will expand, leading to even greater efficiencies and innovations in the way we manage and experience our built environments.

Embrace the Change For organizations looking to stay ahead of the curve, now is the time to explore the integration of IoT with ARCHIBUS. The benefits are clear, and the potential for transformation is enormous.

As we continue to navigate the rapidly evolving landscape of facility management, embracing IoT and ARCHIBUS integration will be key to creating smarter, more responsive, and sustainable buildings.

About IMS Consulting

For more than a decade, IMS Consulting has delivered the full scope of Archibus-related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by experienced Archibus-certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of Archibus, the #1 real estate, infrastructure & facilities management solution in the world. Archibus is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.

The Future of IWMS: Navigating Emerging Trends with Archibus

As the corporate landscape evolves, the demand for agile and comprehensive facility management solutions becomes increasingly critical. Integrated Workplace Management Systems (IWMS) are at the forefront of this evolution, offering sophisticated tools to manage real estate, infrastructure, and facilities assets. Archibus, a leader in the IWMS space, continues to set the benchmark by staying ahead of emerging trends. This blog explores the future of IWMS and how Archibus is innovating to meet tomorrow’s challenges.

IWMS - ArchibusEmerging Trends in IWMS:

  1. AI and Machine Learning Integration: The integration of Artificial Intelligence (AI) and machine learning into IWMS platforms like Archibus is revolutionizing facility management. Predictive analytics for maintenance, smart space utilization, and automated workflows are just a few areas where AI enhances decision-making and operational efficiency.
  2. IoT and Smart Building Technology: Internet of Things (IoT) devices are becoming ubiquitous in modern facilities. Archibus leverages IoT data to monitor building systems, optimize energy consumption, and ensure a comfortable and productive environment for occupants.
  3. Sustainability and Green Initiatives: Sustainability is no longer optional; it’s a necessity. Archibus is committed to helping organizations achieve their green goals by providing tools for tracking energy usage, reducing waste, and maintaining LEED certification standards.
  4. Mobile Workforce Accommodation: With the rise of remote and mobile workforces, managing space and resources effectively has become more complex. Archibus offers mobile solutions that enable employees to find workspaces, book resources, and access services on-the-go, ensuring maximum flexibility and productivity.
  5. Enhanced User Experience: User experience is paramount in the design of next-generation IWMS. Archibus focuses on creating intuitive interfaces and personalized dashboards, making it easier for users to interact with the system and perform their tasks efficiently.

 

How Archibus Stays Ahead:

  1. Continuous Innovation: Archibus invests heavily in research and development to incorporate the latest technologies and best practices into its platform, ensuring clients have access to cutting-edge tools.
  2. Scalable Solutions: Archibus provides scalable solutions that grow with your business. Whether you’re a small enterprise or a multinational corporation, Archibus can adapt to your changing needs.
  3. Global Support Network: With a vast network of partners and support professionals around the world, Archibus ensures that clients receive timely assistance and expertise no matter where they operate.
  4. Client-Centric Development: Feedback from the diverse Archibus user community drives the platform’s evolution, ensuring that new features and improvements address the real-world challenges faced by facility managers.

 

The future of IWMS is dynamic and promising, with technological advancements paving the way for smarter, more efficient facility management. Archibus remains at the vanguard of these developments, providing organizations with a robust, forward-thinking platform that not only responds to emerging trends but actively shapes the future of integrated workplace management. Embrace the advanced capabilities of Archibus and lead your organization into a new era of facility management excellence.

Ready to explore how Archibus can elevate your IWMS strategy? Contact us to discover the full potential of an integrated approach to workplace management.

About IMS Consulting

For more than a decade, IMS Consulting has delivered the full scope of Archibus-related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by experienced Archibus-certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of Archibus, the #1 real estate, infrastructure & facilities management solution in the world. Archibus is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.

Streamline Your Facility Management with a Single Integrated Platform

In today’s fast-paced business environment, managing a facility’s infrastructure can be complex and challenging, especially when relying on multiple disjointed systems. Organizations are often bogged down by inefficiencies, data inconsistencies, and communication barriers. However, there is a solution that stands out for its ability to streamline and unify these disparate processes into one seamless operation: Archibus, a single Integrated Workplace Management System (IWMS).

The Power of Integration Archibus offers a shared database across all applications, ensuring that information is consistent, up-to-date, and easily accessible. This integration extends beyond the core facilities management functions, as Archibus can seamlessly integrate with other critical systems, including financial platforms. By acting as a central hub, it simplifies operations and enhances decision-making.

Benefits of a Single Platform

  1. Enhanced Reporting: With all data consolidated in one platform, generating comprehensive reports becomes effortless. Users can pull real-time insights from various aspects of facilities management, from maintenance schedules to space utilization, providing a holistic view of operations.
  2. Improved Data Sharing: A single platform facilitates better collaboration between departments. When everyone accesses the same system, sharing crucial information is immediate, reducing the risk of miscommunication and errors.
  3. Increased Visibility: Archibus provides visibility into every facet of your facilities’ infrastructure. Managers can monitor and control processes more effectively, spotting trends, and addressing issues before they escalate.
  4. Consistent System of Record: As the system of record for all facilities-related data, Archibus ensures that the information used to make strategic decisions is reliable and authoritative. This consistency is vital for maintaining operational integrity and compliance.
  5. Comprehensive Facilities Processes Coverage: Archibus isn’t just a maintenance management tool; it covers the full spectrum of facilities processes. From space planning and project management to environmental sustainability, compliance, and lease management, it supports every aspect of your organization’s infrastructure needs.

Archibus IWMSWhy Choose Archibus? Choosing Archibus means selecting a partner that understands the complexities of facilities management. It’s not just about having a tool; it’s about having the right tool—one that grows with your organization, adapts to your changing needs, and drives efficiency at every turn.

Conclusion For organizations juggling multiple systems to manage their facilities infrastructure, Archibus presents an opportunity to simplify, streamline, and elevate their operations. The benefits of a single integrated platform—enhanced reporting, improved sharing, increased visibility, and comprehensive coverage—are just the beginning. Embrace the power of Archibus and transform your facilities management into a strategic advantage.

Ready to see how Archibus can revolutionize your facility management? Contact us to learn more and take the first step towards a unified, efficient future.

About IMS Consulting

For more than a decade, IMS Consulting has delivered the full scope of Archibus-related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by experienced Archibus-certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of Archibus, the #1 real estate, infrastructure & facilities management solution in the world. Archibus is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.

Searching for an INSITE replacement? Archibus has you covered.

As the landscape of space management software evolves, institutions within higher education must adapt to ensure they remain at the forefront of efficiency and innovation. With the recent news of INSITE going out of business, many colleges and universities, especially those with research institutes, are seeking a robust and reliable alternative. Archibus Space Management Application emerges as an optimal solution, offering seamless migration and advanced features tailored to the unique needs of higher education environments.

Why Migrate to Archibus?

Archibus has been a pioneer in space management solutions, providing a comprehensive platform that helps institutions optimize their physical spaces. For higher education entities, the advantages of using Archibus are many-fold:

  1. Enhanced Space Utilization: Archibus delivers powerful tools for space inventory and utilization, allowing educational institutions to make data-driven decisions on how to best use their facilities, which is crucial for accommodating growing student populations and evolving academic programs.
  2. Research Institute Management: Universities with research components can leverage Archibus to manage complex requirements of research spaces, ensuring compliance with safety standards and funding regulations. The system adeptly handles the allocation and administration of spaces dedicated to research activities.
  3. Indirect Cost Recovery/Grants/ Principal Investigators (PIs): Archibus simplifies the task of managing Grants and PIs by tracking and associating them with their respective spaces and resources. This feature is particularly beneficial for institutions that need to perform indirect cost recovery, providing transparency and control over research spaces.
  4. Customizable Reporting: Generate detailed reports and analytics that help in strategic planning and demonstrate the institution’s commitment to effective space management – a key factor in securing future funding and accreditation.

 

Archibus Space Console - INSITE Replacement

Ease of Migration

One of the primary concerns when switching space management systems is the migration process. Archibus stands out with its user-friendly transition pathway from INSITE. The system is designed to import existing data smoothly, minimizing downtime and ensuring continuity in operations. Archibus specialists are available to assist with the transition, ensuring that your institution’s valuable data is transferred accurately and efficiently.

A Call to Action for Higher Education Institutions

As INSITE users in the higher education sector look towards the future, Archibus presents not just a replacement, but an upgrade to their space management capabilities. With extensive support, customizable features, and a community of users in academia, Archibus is ready to help your institution elevate its space management to new heights.

Don’t let the discontinuation of INSITE disrupt your institution’s operations. Take this opportunity to enhance your space management processes with Archibus. Contact us today to learn more about how easy it is to migrate your data and to discover the benefits that Archibus can bring to your college or university.

Ready to make the switch? Reach out to our team for a consultation and see how Archibus can transform your space management today.

About IMS Consulting

For more than a decade, IMS Consulting has delivered the full scope of Archibus-related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by experienced Archibus-certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of Archibus, the #1 real estate, infrastructure & facilities management solution in the world. Archibus is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.

Demystifying FedRAMP Compliance and Authorization

FedRAMPAs a government agency, there are many advantages to being able to tap into cloud technologies. From eliminating time-consuming manual tasks and reducing paperwork, cloud technologies offer a spectrum of efficient and effective improvements over traditional methods. Plus, software-as-a-service (SaaS) subscription-based models can help reduce annual information technology costs.

To implement these technologies, however, you’ll need to comply with the Federal Risk and Authorization Management Program known as  FedRAMP provides a standardized approach for assessing and complying with government security controls, authorizing cloud products and services, and providing continuous monitoring of systems. It’s managed by the FedRAMP Program Management Office (PMO).

FedRAMP authorization can seem daunting, but if you have the right resources and preparation in place, the process can be streamlined and simplified. In fact, there’s a lot less for a Federal agency to do than you might think. The burden is predominantly on the cloud service provider (CSP) whose services you wish to use and its independent assessor over your team and internal resources.

There are several common myths, misconceptions, and questions about FedRAMP requirements and processes – and a few benefits to understand given the investment and effort of the program.

To help clarify, we spoke with expert James Masella, Vice President of Compliance Advisory Services, at Coalfire – a leading provider of IT security assessments for many security standards and payments frameworks and programs, including FedRAMP support.

Masella has been working in IT for 20 years – 15 of them focused on security assessments for Federal controls, most prominently, helping organizations comply with National Institute of Standards and Technology (NIST) cybersecurity controls. Over his career, Masella has accomplished over 70 FedRAMP compliance and assessment projects – and has been working on them since the program’s infancy in 2015. He’s been with Coalfire for eight years.

What is FedRAMP?

If you’re evaluating cloud technologies, such as a workplace and asset maintenance platform, it helps to have a background in the evolution of FedRAMP since there are many different cybersecurity compliance and controls to manage. In fact, the program was created specifically with this knowledge. The entire goal of FedRAMP is to accelerate the adoption of secure cloud solutions in the Federal government.

It streamlines the authorization process for CSPs and improves confidence in the security of cloud solutions. FedRAMP was created by the General Services Administration (GSA) in partnership with the US Department of Defense (DoD) and NIST.

“The big problem that FedRAMP was meant to solve was the Federal government knew it needed to modernize its IT infrastructure because their model was not sustainable,” explains Masella. “Commercial cloud services were a lot more affordable than the way much of the government manages IT infrastructure and provided better services.”

The challenge is having assurance that the security of those commercial cloud services is meeting the requirements of the Federal government. Under the Federal Information Security Modernization Act (FISMA), every federal agency can implement its own security plan if it follows the guidelines of the law – which also include audits and independent assessments.

FedRAMP pulls that all under one umbrella and allows all Federal agencies to leverage independent assessors to reduce duplicate effort within audit and assessment work. But FedRAMP is not a certification – it’s a compliance framework within a Federal program that an organization is either authorized to be a part of or not.

“FedRAMP is a different animal,” says Masella. “You actually are building an information system for Federal government use and the government is authorizing that system for use for Federal data.”

Any vendor who has gone through an extensive audit process can be listed in the FedRAMP marketplace, so Federal agencies can easily find and procure services without having to do additional research or due diligence. It makes it easier for departments, such as the Department of Homeland Security (DHS), DoD, or healthcare organizations including the Centers for Medicare & Medicaid Services (CMS) to purchase products from vetted vendors quickly while reducing costs associated with IT resources.

The good news is there are over 300 authorizations on the FedRAMP marketplace today, and some of them are large, some are small. They’ve all solved many of the challenges and issues already, relays Masella.

Delineation of work under FedRAMP: Who is responsible and for what?

The PMO is responsible for managing documents, such as policies, procedures, standards, guidance documents, templates, checklists, etc., which are used throughout all stages of authorization. The FedRAMP Joint Authorization Board (JAB) reviews all provisional Authority to Operate (ATO) packages before they are authorized.

The 3PAOs – Third Party Assessment Organizations – conduct independent security assessments for agencies before issuing a Provisional ATO. These 3PAOs assess each system’s compliance with NIST 800-53 standards, as well as other requirements specified by each agency or department at four different Impact Levels ranging from Low to High. Coalfire is an example of a 3PAO.

“In the case where a CSP has engaged an advisor, the advisor entities are doing all of the work,” says Matella. “The [government] agency just has their due diligence under the law to review the risk. That’s it. It’s the same thing they would have to do if they were the second agency, the last agency or the agency in the middle. There is no difference.”

The heavy lift and burden are accomplished by the 3PAOs and the cloud service provider.

The requirements for FedRAMP compliance

Depending on the risk associated with a particular service, organizations must demonstrate their commitment to security to gain authorization from the JAB. The requirements range from basic NIST 800-53 Rev 4 controls at Low Impact Level (Level 1) all the way up to DHS Risk Management Framework regulations and additional physical protection measures at High Impact Level (Level 3).

Once a Provisional Authority to Operate (PATO) has been granted, it is valid for three years, however, organizations are expected to continuously monitor their systems and update any changes made since initial authorization was granted.

Preparing for FedRAMP: What you need to know

If this is the first time you are dealing with FedRAMP, it’s important to understand some of the most common issues that can arise. Many of these will be the burden of the CSP you wish to use – but it’s better to know what they are upfront.

First, it’s important to communicate to the CSP your specific agency’s policies on who can access information. Some hurdles involve the standards and requirements themselves, relays Matella. These include technology and process compliance areas, such as validated encryption, requirements of internal flows, and connections to external services — they all must be FedRAMP authorized.

“In many cases, it’s not a Fed RAMP requirement, but it can be a requirement from agencies that only US persons or US citizens can actually access the production environments,” he says. “And many of these commercial cloud services are supported by offshore support and many have a ‘follow the sun’ (operational) model.”

As Masella points out, these issues have been dealt with before by other agencies and CSPs, but it’s one that needs to be addressed and understood from the outset.

Secondly, CSPs themselves may think they know compliance, but it can be more work than they know. Many IT leaders assume they have the expertise in-house to handle FedRAMP since they already have an internal security team. Just because they have a robust engineering team, it doesn’t mean it’s going to be easy to architect a system to meet FedRAMP requirements.

“Many times, the engineering teams are great at designing infrastructure and applications, but once you take away a lot of the tools that they have been using or you have to implement some new measures that they didn’t have to have before, this can complicate things,” says Masella.

For example, perhaps a CSP doesn’t perform vulnerability scanning internally or they don’t do file integrity management today and must implement and use it. Now they’re having to decide on new tool sets – which take time to evaluate and get up to speed.

The other problem area Masella sees a lot is not having the business case worked out and detailed enough for the investment. If the CSP hasn’t done enough market research, they can easily get derailed.

“[A CSP] might not be able to get that first initial authorizing agency, might not get on the marketplace, might start the investment and it begins to get pretty big, and the return-on-investment case might not be there,” says Masella.

The best guidance is for the CSP to work with an experienced, third-party FedRAMP advisor preparation provider. And as he points out, many of the challenges and pitfalls can be avoided since much of it has been sorted out already. Getting this kind of information upfront will help you speed up your FedRAMP authorization process overall.

 

FedRAMP checklist

Common FedRAMP questions

  • Is FedRAMP a certification?
  • How long should it take to finish the FedRAMP process?
  • What should be prioritized first when seeking FedRAMP authorization?
  • Can artificial intelligence help speed up the process?

Common FedRAMP misconceptions

  • Our agency will have to do a lot of heavy lifting of the work.
  • The CSPs engineering team works on security compliance already, so FedRAMP work should be easy.
  • FedRAMP takes a lot longer than it should.

 

FedRAMP Questions / Misconceptions Answers
Is FedRAMP a certification? No, it’s a program. You use a compliance framework, audits, and assessments to be authorized to be within FedRAMP.
How long should it take to finish the FedRAMP process? It depends. Very fast is 90 days. Most common is 9 to 12 months depending on prioritization and changes needed.
What should be prioritized first when seeking FedRAMP authorization? Gaps between the FedRAMP framework and your current state of compliance.
Can artificial intelligence help speed up the process? AI has a significant role to play in automating the creation and review of documentation packages which could speed up the process and increase the number of services in the marketplace, but it’s not in widespread use yet.
Our Federal agency will have to do a heavy lift. Actually, the CSP we want to use and its 3PAO will do the bulk of the technology and process compliance. Our agency will perform due diligence on risk under the law.
The CSPs engineering team works on security compliance already, so FedRAMP work should be easy. This is the most common pitfall: A large engineering team does not mean you will easily meet FedRAMP requirements.
FedRAMP takes a lot longer than it should. Preparation with CSPs and independent guidance will help speed up the process. Know your specific agency information access policies and communicate them upfront to CSPs. Encourage CSPs to work with a 3PAO.

 

FedRAMP helps government agencies like yours make sure your data remains secure while reducing duplication when purchasing compliant offerings in the approved marketplace. It also provides assurance that any cloud solution used meets pre-defined security requirements so that you can have peace of mind knowing your data is being always kept safe and secure.

After you go through the FedRAMP process for the first time, it will open up the door to a world of new and evolving cloud technologies forever.

Reposted from Eptura blog.

About IMS Consulting

For more than a decade, IMS Consulting has delivered the full scope of Archibus-related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by experienced Archibus-certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of Archibus, the #1 real estate, infrastructure & facilities management solution in the world. Archibus is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.

Revolutionize Your Workplace Management with Archibus Hoteling: Top 5 Reasons to Use This Innovative Solution

Archibus Hoteling Application

Hoteling software has become increasingly popular among businesses looking to optimize their office space and resources. By allowing employees to book workspaces, conference rooms, and other shared resources on an as-needed basis, hoteling software can help reduce real estate costs, increase productivity, and improve collaboration among team members.

The leading hoteling software solution is the Archibus Hoteling application. This innovative platform offers a range of features designed to help space managers, workplace managers, and facilities managers streamline their operations and improve their bottom line. Here are the top 5 reasons why you should consider using the Archibus Hoteling application:

    1. Increased productivity: With Archibus Hoteling, employees can quickly and easily find and reserve available workspaces and resources, reducing time spent searching for open spaces or double-booking.
    2. Improved space utilization: Archibus Hoteling provides valuable insights into how your office space is being used, allowing you to identify underutilized areas and make data-driven decisions about how to optimize your space.
    3. Enhanced collaboration: Archibus Hoteling enables teams to easily book and share resources such as conference rooms and equipment, fostering a culture of collaboration and teamwork.
    4. Customizable options: Archibus Hoteling is fully customizable to meet your unique business needs, allowing you to tailor the application to your specific requirements and workflows.
    5. Cost savings: By optimizing space utilization and reducing the need for additional real estate, Archibus Hoteling can help you save on occupancy costs and improve your bottom line.

 

In addition to these benefits, the Archibus Hoteling application offers a range of features that make it a powerful tool for workplace management. These include:

    • Real-time availability: Employees can view real-time availability of workspaces and resources, making it easy to find and book what they need.
    • Mobile accessibility: Archibus Hoteling is accessible from any device with an internet connection, allowing employees to book resources on the go.
    • Analytics and reporting: The application provides detailed analytics and reporting capabilities, allowing you to track space utilization, resource usage, and other key metrics.
    • Integration with other Archibus solutions: The application integrates seamlessly with other Archibus solutions such as space management and asset management, providing a comprehensive workplace management platform.

 

So why wait? Take your office space management to the next level with Archibus Hoteling today! Contact us to learn more about how Archibus can help you manage your facilities and workplace effectively.

About IMS Consulting

For more than a decade, IMS Consulting has delivered the full scope of Archibus- related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by experienced Archibus-certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of Archibus, the #1 real estate, infrastructure & facilities management solution in the world. Archibus is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.

BIM for FM Construction Project Handover [Guide]

In a perfect world, a construction project handover delivers everything facility and maintenance managers need to efficiently run the new facility, including data on all critical assets and equipment, where they are, and how best to operate and maintain them. But we don’t live in a perfect world, and that means handovers are often full of missing data or data trapped on paper, where it’s easy to lose and hard to leverage. 

Before looking at how to improve them, it’s important to think about why handovers are so important. 

Why is the construction project handover so important? 

Money.  

It’s important because no matter how much it costs to design and construct a new facility, it costs more to operate and maintain it, and the handover is what should set everyone up to run the new facility as efficiently as possible. It’s the first step to saving the most money when saving money matters most. 

With the right data in the right formats, the owners know exactly what assets and equipment they have, where they have them, and what they need in place to both operate and maintain them.  

Without a handover, or with one that’s slow and incomplete, owners find themselves spending many months and lots of money recreating or converting data into something their facility and maintenance managers can use.  

In a recent Eptura webinar, Joy Trinquet, an industry analyst at Verdandix with a focus on BIM for operations, explains the problems with the traditional construction project handover. 

“The existing handover processes at the end of construction projects are poor, at best. Building owners either receive no information or mounds of physical documents… They receive everything months after completion when the building’s already operating, and they can’t leverage it.” 

And being inefficient gets expensive fast. “The cost of understanding these big close-out packages is about 10 cents per square foot, adding a lot of costs to a building owner who is just trying to get started.” 

But with a successful construction handover process, earlier investments in building information modeling (BIM) data pay off throughout the entire facility life cycle. 

That means owners get more value from their facilities, and they get it sooner. For construction companies, they can deliver more value to their customers. Instead of just a facility, you’re also including a turn-key plan for how to run it. 

At the foundation of a successful construction handover is the seventh dimension of BIM. 

What are the building information modeling (BIM) dimensions and what is 7D BIM? 

BIM models have revolutionized the design and construction industries, allowing everyone involved in a project to contribute to a shared pile of data that’s both accurate and connected.  

But the data’s not really a pile, after all. 

One of the important things to understand about BIM data is that as you add in new types, you expand into new dimensions. So, 3D BIM is the basic dimensions for the facility, 4D includes all your design and construction timelines. 5D is money, while 6D BIM is all the data on sustainability. The data is not layered, and so it’s not really a pile. Instead, everything is interconnected, allowing you to see, for example, specific costs at different times in the construction phase, or the relationships between environmental studies and projected energy use. 

7D BIM, which is BIM for facility management, is where you move all your earlier BIM data into new formats and a facility management software solution. Unlike earlier BIM data, though, which tends to both larger and more static, BIM for FM data is smaller, lighter, and constantly updating.  

Why do you need different data for the design and construction phases and the operations and maintenance phases? 

Different goals call for different types of data. 

During the design and construction phases, a lot of that data, once it’s finalized, stays static. But for operations and maintenance, you need data that you can update in real time. 

For example, the data you have for where the HVAC system goes in the walls and ceilings during design and construction always stays the same. But the data you have on usage, maintenance, and repairs on your HVAC systems changes over time. During construction, you only need to know where the roof units go. But to create and run a good maintenance program, you need to know where the units are location plus: 

  • Makes 
  • Models 
  • Serial numbers 
  • O&M manuals 
  • Associated parts and materials 
  • Maintenance inspection schedules 
  • Maintenance tasks schedules 
  • Maintenance and repair histories 

Instead of as-built data, which tells you where everything is the day of the handover, you need as-maintained data, which tells you how best to run the facility. 

Facilities are complex combinations of structures, assets, equipment, and grounds. But the same idea holds for much simpler products. When someone buys a car, they don’t need the blueprints. Instead, they need an owner’s manual.  

7D BIM, BIM for FM, is the facility owner’s manual. 

What are the benefits of BIM in facility management? 

With the right data in the right formats, facility and maintenance managers know what they have, where they have it, and what they need to keep everything up and running. 

So, when setting up preventive maintenance programs, they already have the first critical steps covered, including building their asset registry and going over the manufacturers’ recommendations on inspections and tasks.  

And when technicians head out to do the work, they know exactly where to go because everything is already mapped out in the BIM data. Instead of walking around in circles, maintenance techs can move in efficient, straight lines.  

For larger projects, when there’s a need to retrofit or renovate, planning is much faster and easier thanks to simple conflict detection. When you can easily access data on where everything is inside the walls, it makes it a lot easier to plan the plumbing for the new breakroom, for example. 

Looking even further into the future, the BIM data from the turnover gets added to and updated throughout the facility’s life cycle, generating critical insights into choices made during design and construction. For example, the architect might have chosen a specific type of window for the sunnier side of a building to trap heat, hoping to reduce heating costs. However, during operations and maintenance, you might have a lot of new data that shows it costs more to replace the expensive panes than was ever saved in heating costs. When it’s time to design and construct a new facility, the architect would now know to use different windows.  

Summary 

The construction project handover has traditionally left owners frustrated, unable to capitalize on earlier investments in BIM data from design and construction. Instead of delivering a useful owner’s manual, construction companies can only offer a lot of the wrong data, much of it in the wrong format. Instead of being able to efficiently operate and maintenance their new facility starting right away, owners are left playing catch up, spending time and money converting piles of paper into workable data. BIM for FM is the process of taking static as-built data and creating dynamic as-maintained data that facility and maintenance managers can use to create preventive maintenance programs and more easily complete retrofits and renovations. BIM for FM is the facility owner’s manual. 

About IMS Consulting

For more than a decade, IMS Consulting has delivered the full scope of Archibus- related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by exp犀利士
erienced Archibus-certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of Archibus, the #1 real estate, infrastructure & facilities management solution in the world. Archibus is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.