A leading facilities management company brings 24,000 buildings and 1.2 million assets to the Cloud

With an expanding footprint across five continents, a leading facilities management client moved their enterprise asset management (EAM) solution to a Software-as-a-Service (SaaS) model to cut costs and improve the client experience.

The decision to move to a SaaS model can be driven by a variety of motivations, such as:

  • “I need to reduce fixed costs”
  • “I need to meet client needs for data localization requirements”
  • “I need a scalable solution that grows with my business”
  • “I need a licensing structure that matches my usage patterns”
  • “I need to be able to rapidly deploy new functionalities”

When an organization is serving 75 million customers and 425,000 employees daily across eighty countries, the volume of services required to maintain operations is massive.

To put this into context, within one building their services could range from the basement (maintenance and technical services of heavy equipment and elevators) to the front desk/reception area to grounds keeping to employee childcare to the cafeteria, all the way up through the building floors, including cleaning & maintenance services.

How to manage 1.2 million assets in a simpler, more cost-efficient way?

With over 24,000 buildings to manage and an incredible disparity in client facilities (offices, hospitals, research centers, schools, factories, etc), it became a cumbersome task to manage over 1.2 million assets, 7,000 technical users, and 100,000 self-service portals for clients to request services.  These services require an extensive asset management solution to improve visibility into operations to help manage costs and resources.

Enterprise asset management in the cloud

To support the extensive service requirements, the organization had already deployed a single instance of Maximo Asset Management (Maximo) on-premise in North America – creating one of the largest footprints of Maximo in the world. A core benefit of Maximo was that it provided strong data restrictions based on service provider, customer, and site, ensuring effective data protection. However, with the growth of their business across five continents, issues around scalability and localization began to arise.

Why move to SaaS?

The organization identified their critical pain points and evaluated how these challenge areas could be addressed by moving the existing asset management solution to the cloud – for example:

  1. With their on-prem solution hosted in North America, they could not meet increasing client needs for data localization requirements, in particular from clients in the European Union (EU) facing new standards presented in the European Legal Data Framework.
  2. Their current on-prem solution was incurring large fixed costs and provided limited flexibility/agility
  3. They wanted to move to a “concurrent licensing” usage pattern as their current “named user” license was proving to be an ineffective use of resources.
  4. Managing growth on five continents required increased flexibility and scalability.

Ultimately, the organization wanted to maintain the integrity of the core solution while solving for regional data localization, optimizing their licensing structure, and cutting costs.

The largest Maximo SaaS Implementation Ever

With these challenges in mind, IBM worked with the facilities management team to migrate 1.2 million assets to the cloud. Using the SaaS Flex solution, two production instances were implemented on IBM Cloud, one in the United States and one in the EU, with the opportunity to have additional production instances anywhere in the world. Having instances in multiple IBM Cloud locations across the globe addressed clients’ data localization issues.

The organization was also able to take advantage of their low concurrency usage pattern (~10%) with the SaaS Concurrent User licensing model, enabling them to optimize their licensing structure based on their global workforce.

The icing on the cake

As a result of using an on-prem hosting scenario, the facilities management company gained a level of agility and flexibility that was previously impossible to achieve. The organization benefited from faster upgrades, rapid deployment of new functionalities, scalability, and simplified governance.

The icing on the cake was a whopping 20% reduction in total cost of ownership (TCO), in addition to an increased cost predictability across their buildings.

Is SaaS  right for you?

If your business is facing similar challenges, and you’re not sure what SaaS option is right for you, compare your options in the SaaS Buyer’s Guide.

Learn more at: https://www.ibm.com/us-en/marketplace/maximo

Already a Maximo user? Learn about the Bridge to Cloud plan in this webinar.

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