From firefighting to proactive property management
Challenge
From development to management
FKAB was founded in 2011 with the aim of investing in the municipal premises. The company bought facilities from Flen Municipality, and those worth continuing to manage were included in a long-term management plan, after which the portfolio was developed.
“We’ve built larger units in favor of removing smaller units. Small preschools, for example, have been replaced by large preschool units to make operations more efficient. Now we’ve caught up and have basically built our way through a large part of these efficiency improvements. So now we’re more in a management phase where we have the opportunity to look at maintenance plans and go into more detail.”
Calle Öman, operations manager at FKAB
In connection with the new direction, they began reviewing their facility maintenance planning, with a clear goal of making property management both smoother and simpler. Previously, it had mostly been done in complicated Excel documents, a way of working that was time-consuming, risky, and hard to keep up to date.
Solution
Inventory and maintenance plans with Planima
FKAB realized they needed a robust and efficient solution for managing the portfolio’s maintenance. The choice fell on Planima, and since the start in 2021 the company has gradually entered its maintenance plans and updated the data in the system. In the fall of 2023, a larger, concentrated effort was then made, and Calle explains that they used the “Generate maintenance plan” feature in Planima’s platform.
“It was really efficient. We decided on a level on the component side. What should we look at? Then we basically just churned out maintenance plans. The small job was actually entering it into the system. The big job was measuring everything and getting all the surfaces in order, counting all the windows and doors.”
Results
Prevention and clarity deliver results
For four months, Calle set aside about 20% of his working time to take inventory, measure, and generate maintenance plans. The end result was some fifty completed maintenance reports and a clear overview of the portfolio’s needs.One of the biggest advantages is that FKAB has been able to identify and address potential problem areas before they become acute, which has reduced disruptions and increased efficiency in the company.
“It’s a huge difference from how it used to be.”
Calle Öman
Calle explains that times of crisis have also meant they needed to become more efficient.
“So it’s really nice to have a decent handle on maintenance, so that you don’t get those emergency call-outs where you have to do something fast.”
Calle also says that the quality of the work the organization does has increased because they have a better grasp of things. “I think it’s already noticeable that we can evaluate our maintenance work in a different way when we go into a project. That’s really great!” One area where they have found the new information particularly useful is energy statistics.
“We’ve calculated A-temp, for example. That gives us a completely different level of accuracy in our energy statistics today. They’ve been adjusted based on that and can be benchmarked in a different way, compared with other facilities, operations, and workshop premises. So it makes a big difference.”
The clear information makes it easy to show what needs to be done and what has been done. Calle also highlights Planima’s project module as a good and simple tool that makes the decision-making process easier.“I brought it up in a meeting with the management team this morning,” he says. “It’s transparent and everyone can see what you’re doing. You can add a note and no one can say anything about it afterward. So it’s a great feature that you can use on a big screen in a sit-down meeting.”