How can CAFM help with compliance?

How can CAFM Systems Help with Compliance?

Regulatory compliance is a black-and-white issue. There is no in-between. You are either compliant, or you aren’t. If you aren’t, your business runs the risk of being fined for failure to comply with regulations. With fines potentially in thousands of pounds and even imprisonment as a potential outcome, it’s vital that you are compliant with all regulations that apply to you.

Meeting regulatory guidelines can be a tricky process, however. Certifications must be done periodically, but only sometimes, so they can be easily missed from the job schedule. Different assets will require different check-ups and maintenance at different times. Keeping all this straight can take much work. However, with a CAFM system, this job has become a lot easier. It achieves this by:

• Making job scheduling and planning simpler
• Allowing you to automate relevant tasks
• Enabling you to adopt SFG20 standards quickly
• Store certifications in a centralised system
• Create checklists to ensure work is compliant
• Letting you run reports to prove you’re compliant

How do CAFM systems help with compliance?

Streamlining Workflows and Advance Planning

One of the most significant issues with maintaining compliance is that the jobs that need to be done don’t all happen conveniently simultaneously. Compliance checks must occur as part of broader work or at irregular intervals that don’t allow for easy scheduling.

With a CAFM system, you can simplify the scheduling and planning for compliance work. You can schedule jobs in advance and assign them to an engineer so that you’ll already have someone scheduled to complete the required work when the time comes. This is a nice and simple process that will enable you to spend less time worrying about how you’ll get compliance work done.

What’s often less straightforward is understanding when work needs to be completed. Different types of assets have different compliance requirements, and assets will have been bought, purchased and fixed at various points; even if you have dozens of the same asset, they won’t all need to be done simultaneously. This means you’ll struggle to keep up to date with what asset needs to be done and when. Thankfully, there is an easy way around this, as all you need to do is have a centralised asset management history that lets you see when compliance work was last completed. CAFM software is a great way to do this, as you can handle your asset history and schedule the jobs within a singular system.

Integrating CAFM with SFG20

SFG20 is renowned for having one of the most up-to-date maintenance schedules. With specific schedules for planned maintenance activities across various assets, SFG20 lets you know when to complete work to maintain regulatory compliance.

Do CAFM systems integrate with SFG20 schedules? Yes, they can. While not all CAFM systems can upload schedules, many do. This means that with just a few clicks of a button, you can set up your CAFM system to have a work schedule for your assets, making it easy and simple to ensure that you remain compliant with regulations.

Centralised storage of certificates and documents

As mentioned above, one of the benefits of using CAFM software is that it allows you to centralise the storage of relevant asset histories. Asset data can be stored centrally, but you can also use CAFM to store the appropriate compliance documentation. Whether it’s a PAT test certificate or inspection reports, you can easily access your compliance documents by storing them within the CAFM.

In addition to centralised storage with CAFM, you can quite often find a way to collect the information you need for documentation and certificates efficiently. One way this is done is through pre-built mobile forms. Each form is built to allow you to collect the relevant information for a regulatory standard to generate a certificate that you can then store in your system and assign against any relevant assets or future jobs.

Easy to Understand Compliance Reporting

Yet another advantage of having a CAFM as your centralised solution is that it allows you to run reports about compliance-related areas easily. With a CAFM system at the heart of your facilities management approach, you can take advantage of having your data stored in one single place and use it to build reports that will help you visualise and see how compliant you are with regulations.

With access to easy-to-understand reports, your management team can use the data to identify trends in compliance-related tasks, identify areas of concern, make data-driven decisions, and even demonstrate regulatory compliance to stakeholders, auditors and regulatory authorities.

If you’d like to learn more about using CAFM systems to maintain regulatory compliance, talk to our consultants. Our consultants will happily show you how CAFM can help.