Intelligent Facilities Management Application (CAFM)

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RYNA is under the process of developing a Knowledgeable & Intelligent web- based application for modern facility management called "I-Facilities Management Application" which is Transparent, Consistent, Robust & most importantly User Friendly with 360 degrees automation giving our customers one stop shop to run their Full Integrated FM Activities. Development of online Web based FM Application called I-Facilities Management (including HSEQ Management, Security Management, Fit out Management, Parking Management, Help Desk, Asset Register, Planned Preventive Maintenance etc as its key modules).

Intelligent Facilities Management Application (CAFM) – Generation –Y

A unique CAFM solution is a fully web based application, with 360 degree integration between Asset management, Service Management, Help desk, IMS (Integrated Management system), Human Resources (HR), Finance Management, Fit out Management and HSEQ management. These module features are functionally & technically fully compatible with each other aimed at facilitating companies for reducing their investments in multiple software purchases and related integration costs.

Contract Management

IFM Contract Management helps streamlining the process of Entire Contract Management Life Cycle right from the initial client visit till the month end invoicing via Mobile & Web with 360 degree automation. This mobile & web based system provides the power to Engineers/Managers to issue the contracts on spot.

Key Features:

  • Preregistration of Clients with Client management
  • Capture Assets via Mobile on spot
  • Intelligent FM (IFM retrieves the costs based on the assets captured with manpower required
  • Issue the quote online then and there Provision to issue contract upon client approval (on spot)
  • Email/SMS notifications
  • Online/offline contract management
  • Invoice Generation based on the agreed terms
  • Renewal/Variation/Termination of services
  • Auto remainder facility
  • Digital Dash boards
  • Audit Trial for the entire process
  • Filtering & exporting of data to MS, EXCEL, PDF, csv without any extra reporting tool.
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Help Desk Management

IFM’s Help Desk manages the process of ticket/call registrations. The job requests, breakdowns, reactive calls raised for a facility will be managed through the process of logging, rectification and closing via our helpdesk. All these activities are 100% audit trialed on each and every action performed on a call starting from call registration, assiging the resource, trasfering the call to mobile workforce, activities performed on site, response & rectification times and job completion.

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Key Features:

  • Call logging via mobile & Web versions of IFM
  • Calls registration via BMS alerts
  • Priorities assignment based on the facility equirements
  • Resource Planner for utilization of the engineers
  • Multiple customers, service provides, companies , resources all in one system.
  • Audit ability of all the actions takes place in call logging.
  • Exchange of information in Web as well as Mobile (unlimited)
  • SLA monitoring facility
  • Digital Dash boards and unlimited reports localized
  • Call response analysis
  • Audit Trial for the entire process
  • Filtering & exporting of data to MS, EXCEL, PDF, csv without any extra reporting tool.

Security & Compliance Mngt

This unique feature of IFM differs from other CAFM vendors. These modules help to run full fletched Facilities operations for any facility including security & compliance. IFM Security & compliance Module manages the day to day security logs, issuing of Security incident reports, escalations (internal & external), capturing for persons involved, witnessed, injuries, HSEQ issues registration etc. The system is also capable of issuing the penalties for all non compliances in any format. IFM also comes with a special feature of sending emails within the system.

Key Features:

  • Security/compliance log via mobile & Web versions of IFM
  • Resource Planner for utilization of the Security guards
  • Audit ability of all the actions takes place in the entire module.
  • Exchange of information in Web as well as Mobile (unlimited)
  • Conversion of Security Log in to SIR & CIR (Local Standards)
  • Internal & External Escalation facility via Email/SMS
  • Unlimited Email/SMS notifications
  • SLA monitoring facility
  • Digital Dash boards and unlimited reports localized
  • Security/ Compliance response analysis
  • Audit Trial for the entire process
  • Filtering & exporting of data to MS, EXCEL, PDF, csv without any extra reporting tool.
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ASSET & PPM MANAGEMENT

Asset & PPM Mngt module provides a full asset life cycle management systematically. Asset conditions and survey will be captured as part of the management. The specialized features of this module facilitates the Facilities manager to track, maintain & manage the assets, infrastructure, equipment via our computer Aided facilities management. PPM & asset Management Made easy by enabling the tracking via RFID’s & Barcodes inbuilt.

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Key Features:

  • Asset condition Survey
  • Asset life cycle management with history & depreciation
  • Planned Preventive Maintenance Scheduling
  • PPM Manpower Planning
  • Corrective & work order management
  • Resource management
  • Service level Agreements Mngt. (SLA’s) for client to client
  • Key Performance indicator Management (KPI’s)
  • RFID/Barcode Asset Tracking
  • Standard policies of PPM Library inbuilt along with HSEQ requirements
  • Capture Assets via Mobile on spot
  • Intelligent FM (IFM retrieves the costs based on the assets captured with manpower required )
  • Email/SMS notifications
  • Work flow design for every client made possible
  • Digital Dash boards and unlimited reports localized (PPM summary analysis)
  • Audit Trial for the entire process

Integrated Management System

Every company has IMS document s, whether it is paper based or electronic files. IFM’s IMS can help you organize, secure and manage those documents. From PDF, Tiff, Word, Excel, CAD, Emails, and more; RYNA IMS is the Document Management Software (fully web based) that can help managing the docuemnts as per the needs.

Key Features:

  • Easy Search and Retrieval : Keyword searches, full text searches, multi level filtered searches are available
  • Organized Folder Structure : Folder structure with unlimited folders and subfolders. Automatically create folders from index fields. Store an unlimited number of files in each folder.
  • Full Text & Quick Zone OCR : Integrated OCR engine for TIFF and PDF files to make the documents searchable based on the content of the document.
  • Index Files and Folders : Index documents and folders for easy Search and Retrieval.
  • Workflow: Dynamic workflow integration can be created to route, customizable rules for document routing and actions, email notifications and document flow history tracking.
  • Events/News/Innovations/ near misses Management made possible via IMS
  • A fully fledged Document management system.
  • Audit Log : Logs all actions performed in RYNA IMS Print or export the audit log. Fully searchable log based on date, user, actions, and files.
  • Others: The application can be published to selected users against users levels/accesses, Create/Modify/Delete and upload the policies/procedures/templates/forms etc ,
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Work Permits Management

IFM’s Work permits Module helps streamlining of work permit issued for general works, excavation, hot ,electric etc and management of the same within a facility or building complex. This unique feature of IFM differs from other CAFM vendors. This feature is web & mobile based enabling the FM Engineers issue the permit on site with digital signatures. Work permits are equipped with auto approval levels and bar-coded for easy identification and retrieval. An inbuilt workflow powers the permit module to issue the expiry notifications to all parties.

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Key Features:

  • Work permit log
  • Auto multi level authorizations available
  • Digital Signature usage for 100% automation
  • Confirmation, rejection, expiry & completion of permits via web & mobile
  • Predefined PPE’s, Control Measures & Requirement matrix as per the NFPA Standards for different categories of Work permits
  • Document control for multi permits.
  • Inspection & compliance management
  • Audit ability of all the actions takes place in the entire module.
  • Exchange of information in Web as well as Mobile (unlimited)
  • Internal & External Escalation facility via Email/SMS
  • Unlimited Email/SMS notifications
  • Digital Dash boards and unlimited reports localized
  • Audit Trial for the entire process
  • Filtering & exporting of data to MS, EXCEL, PDF, csv without any extra reporting tool.

Fitout Management

IFM fitout Management tool is the flagship module by its own end – end solution for managing multiple activities with the Fit out companies. Each process comprises of multiple business process with unlimited automation across the application accessible via web and mobile.

Key Features:

  • Fit out Management Process
  • Handover of units (Commercial & Residential)
  • Commercial Drawing Approval management Process
  • Retail Commercial Drawing Approval management
  • Annual fitness Certificate management process
  • Integrated with work permits module, to issue permits for fit out
  • Integrated with payments module to receive the payments
  • Fit out inspection management via mobile
  • Document Management
  • ID cards issuing management
  • NOC, COC & work completion process automated with digital certificates and signatures.
  • Internal & External Escalation facility via Email/SMS
  • Unlimited Email/SMS notifications
  • Digital Dash boards and unlimited reports localized
  • Audit Trial for the entire process
  • Filtering & exporting of data to MS, EXCEL, PDF, csv with out any extra reporting tool.
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Online Stores & Procurement MNGT

FM’s Stores module is combined with functions to manage & control stores. Functionality of this module includes, FIFO, LIFO & average unit pricing models.
Users can define the hierarchy of the stores management in terms fo the categories . All the stock requests can be raised online .

As the module is integrated with other modules with in IFM, any user can raise a material request via web/mobile which will route the request either to stores/procurement accordingly. A full fledged procurement process is also managed as part of the application right from request for quotes , receiving of quotes, quote comparison (item wise & cost wise), auto authorizations at multi levels & finally raise the Purchase Orders. Stock register makes provision for details such as unique part no, manufacturer part numbers, bin locations, bar codes, unit prices and quantities for reordering, ROL, ROQ etc.

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Key Features:

  • Preferred supplier Management
  • Stock Registers (barcoded)
  • Online Material Requests (web & Mobile)
  • Online Quote requests from suppliers
  • Quote comparison Made easy & system driven
  • Association with other areas in IFM
  • Auto Authorizations
  • Stores valuation.
  • Internal & External Escalation facility via Email/SMS
  • Unlimited Email/SMS notifications
  • Digital Dash boards and unlimited reports localized
  • Audit Trial for the entire process
  • Filtering & exporting of data to MS, EXCEL, PDF, csv without any extra reporting tool.

Online Payment Receipt Management

As an integral module of IFM, this module enables users to collect the payments for any kind of activity carried out via the IFM. Payments are collected as per the slabs provided in different modules varying from , schedule of rates, deposits, ID Card fees, etc. These charges comply with parameters defined against modules inline with agreed client pricing and rates. Once the payments are collected the receipts are auto generated and been communicated to relevant parties (automated e receipts with digital signatures).

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Key Features:

  • Payments made online
  • Generation of E – Receipts with digital signatures
  • Refund facility available
  • Capture data on payment made via cash, cheque or Bank transfer.
  • Association with other areas in IFM
  • Payments can be collected for invoices raised in multiple areas of IFM.
  • Auto Authorizations
  • Unlimited Email/SMS notifications
  • Audit Trial for the entire process
  • Filtering & exporting of data to MS, EXCEL, PDF, csv without any extra reporting tool.

IFM Mobile

IFM Advertising Management helps streamlining the process of Entire Life Cycle of advertisements contract management right from the initial client request till the month/year end invoicing via Mobile & Web with 360 degree automation. The module will enable the advertising manager to identify the vacant flag posts, advert boards, advert boxes etc and issue the quote online for client and manage the process till the advertisement is posted and maintained.

Key Features:

  • 360 degree fully automated contract generation Mgt
  • Asset Tracking & Management
  • Reactive jobs Processing
  • Preventive job Processing
  • Condition surveys
  • Help Desk call recording & Processing
  • Meter Readings Gathering
  • Fit out inspections
  • Material Requests
  • Work permit Processing
  • Security Logs
  • Security Incident reporting
  • HSEQ inspections
  • Audit Trail availability
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Document Management / Work Flow

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Work flow engine of IFM helps administrators to implement complex multi level approvals, process based communications via emails/sms etc applicable in any module. Consists of easily configurable approval requests/email messages/sms notifications. Notifications can consist of digital generated documents/pdfs/images/ppt etc sent within or outside networks. System provides module based pre configured summary reports, dashboards, SLA’s, KPI monitoring reports, comparison's etc which is one of the powerful tool for any department to plug and play.

Configuration of the whole system is easily managed by the comprehensive administration function available to configure, users / roles/ integrations/parameters/payments details/modules/sub modules/dashboards/authorization matrix etc. This tool is configurable as per the security policy to ensure the highest levels of security to the data.

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