Capital project owners who are developing mega capital construction programs, especially those programs that are located at remote locations, have the requirement to manage, monitor, evaluate and report resources accommodation facilities and associated assets. Those project owners need to have complete visibility on all available accommodation spaces including details of who is occupying those spaces and when spaces could become available. 

Using a Project Management Information System (PMIS) that has the capability of managing assets like PMWeb, project owners have access to a solution that allows managing the allocation of resources on available accommodation facilities and managing associated assets as well as managing all other project management processes needed to manage the delivery of capital projects. To start with, all companies who need to be provided with accommodation on the program, contact details of their resources need to be added to the PMWeb companies module.

Next, the project owner needs to decide if the program’s geographical spread requires defining multiple locations for the accommodation facilities or a single location. For each location, PMWeb allows defining the residential buildings, villas, and other types of accommodation buildings. In addition, PMWeb allows defining the floors for multi-story buildings. Finally, within each level, flats and other types of spaces can be defined. This location breakdown structure provides the project owner with quick identification of all accommodation assets that are available to host the resources. For each location, building, floor, and space, all related information for the asset needs to be captured including area, condition, type, category, status if it occupied, leased, or vacant, among others. 

For each space asset which could be a villa or a flat with a varying number of bedrooms and sizes, the list of occupants is added. Occupants from the different entities can be added by name or by the total number of occupants if the option of company or company department instead of occupant was selected. For each occupant, PMWeb allows adding the planned and actual move-in and move-out dates.

In addition to human resources, the PMWeb asset module allows defining all equipment that could be used at those accommodation spaces as well as transportation and commuting assets. Those could include loose furniture, kitchen appliances, TVs, gym equipment, cars, motorcycles, buses among others. For each equipment, details on equipment type, ownership, function status, condition, manufacturer, vendor or supplier, predictive maintenance schedule among others. In addition, PMWeb allows capturing the asset depreciation cost if required, for which it supports straight line, double-declining balance, and the sum of years digit. Further, and similar to all other PMWeb modules equipment brochures, catalogs, and other documents can be uploaded and stored in the PMWeb document management repository and then attached to the equipment asset with the option to display the asset picture.

The equipment assets are initially allocated to a location, building, floor or space. Using the Equipment Move command, those equipment assets can be moved to a new location, building, floor or space. This requires providing the move-out and move-in dates and the new location. This process is repeated whenever there is a need to move the equipment to a new location from where it is currently located.

For spaces and equipment that could be shared by different project entities, the PMWeb asset reservation module is used to capture the details of those reserved assets including the planned reservation start and finish date and time. Those reservation requests can be displayed on the shared assets report. Examples of shared assets include meeting rooms, convention halls among others.

Managing Accommodation Facilities

PMWeb asset management module also allows the management of leases associated with rented villas, flats, and other spaces. PMWeb lease module allows capturing all details of each leased space including duration, cost which can be posted as cost or revenue, charges, location, landlord, lease agent among others. In addition, the PMWeb suites module allows combining different leases into a single suite if the agreement with the landlord is based on leasing different spaces into a single agreement. This allows the project owner to develop a leasing history of the Suite. 

Managing leases on Accommodation Facilities

If the project owner has the requirement to maintain the location, building, floor, space, and equipment assets whether using his own facility management resources or through a subcontracted facility management company, the PMWeb work order module will be used to carry out issued maintenance orders. Those work orders can be based on preventive measures where work orders will be rescheduled. For each work, details on the type, category, priority, maintenance contract details, among many others. PMWeb also provides the option for facilities and equipment users to issue work requests which will be the basis for generating work orders.

Managing maintenance for Accommodation Facilities

Executing work orders entails financial implications as they require resources, labor and non-labor, and materials to be consumed. Therefore, the PMWeb work order module allows defining the estimated cost of the work order which could be based on resources defined in PMWeb labor and equipment resources and the material items cost database. In addition, the PMWeb work order allows recording the actual cost of labor and equipment resources and material for each work order. For the material cost, PMWeb allows using the material cost database as well as using materials that are stored in predefined inventory locations. Those locations could include project owner-supplied material or the material stored by the maintenance contractor.

Managing inventory locations for Accommodation Facilities

The details of all space and equipment assets, occupants, work orders, and other data captured in the PMWeb asset management module can be reported in any desired form or format. Although PMWeb already comes with ready-to-use out-of-the-box forms and reports for the different asset management processes detailed in this article. In addition, there is the option to create the reports and dashboards that best fit the needs of the project employer. 

For example, the simple report below provides the occupant’s details at each space and the location, building, and floor that each space belongs to. The report also details the planned and actual move-in and move-out dates for each occupant. Of course, additional details such as lease amount, lease start, and end dates among others can be also configured in the report. The report includes two visuals that summarize occupants by location and by building.

Occupants by location report for tracking Accommodation Facilities


PMWeb

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