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TOPdesk for facilities management is CAFM software (Computer Aided Facility Management) at its best. You can streamline your entire facilities infrastructure with this affordable, first-rate CMMS (Computer Maintenance Management System) application, which assists you in virtually all aspects of facilities management. This includes the processing of calls, requests and reservations of company property and assets. Detailed overviews, to do lists, work orders and reports are all integral components.
Comprehensive CAFM/CMMS
TOPdesk for facilities management is the ultimate CAFM/CMMS solution for asset management. It enables you to conveniently arrange and store important data concerning employees, suppliers, company assets, locations and branches all in one application. TOPdesk offers optimized support for processes such as reservations, fleet management, key management, branch management, maintenance, contract management and long-term planning.
TOPdesk enables you to register calls, complaints and requests in a straightforward manner. You can easily link calls to employees, locations and company assets. By means of categorizations, you can filter and divide the calls among the various disciplines within your organization. Work orders give you the capacity to efficiently assign specialists to handle calls.
Most calls come in by telephone or email. But clients can also use TOPdesk’s web portal to register a call. Employees can easily access the Self Service Desk via your organization’s intranet, for example.
You can reserve all types of assets in TOPdesk: locations, equipment, vehicles, conference rooms, inventory, parking spaces, etc. You can also account for additional services in the reservation, such as catering. As you make reservations for objects and locations, you are simultaneously provided with information concerning availability, planning, costs and accountability. You can also use checklists to issue recurring reservations.
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Your facilities organization is responsible for the management of buildings and their inventory, such as vehicles, equipment, keys and other objects. In other words, a large number of assets and liabilities—and their maintenance, availability and financial administration—rely on your competency. Asset management assists you in registering and supervising these affairs so that you are ensured secure and efficient control. You can maintain an accurate and complete record of your assets with detailed descriptions and specifications. Asset management forms the basis of all other processes in TOPdesk, including fleet management, key management, reservations, calls and maintenance. |
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TOPdesk’s Fleet management module provides you with a clear overview of all of your vehicles. You register each vehicle individually with extensive details including costs, deductions, insurance, repairs and maintenance.
And since related processes are linked together, you have the option to reserve vehicles. You are able to see who is using what vehicle, and where they are located, at any given point in time. This is especially ideal for shared autos. |
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Key management provides you with an overview of the keys within your organization, including the persons and rooms to which they belong. You identify each lock by type, status, manufacturer, installation date and access code. You can easily process events such as internal moves and the issuing of new or replacement keys in TOPdesk. |
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Confirm contracts and appointments with external parties and suppliers in TOPdesk’s Contract management module. It provides all of the necessary details about a contract’s validity, terms of notice, automatic reminders, associated costs and rendered services. Furthermore, you can manage internal agreements (SLAs) within Contract management.
Regarding the automatic reminders, the system will send a notice via email under certain circumstances, for example, when a contract needs to be extended or reviewed. And should you register a call, request or complaint that applies to a contract, TOPdesk will remind you of these contractual agreements.
The Property management module handles the registration of properties, their spatial design and the associated usage allocations. You will always have relevant data at hand, such as the capacity and arrangement, or surface area and finish of locations. Such information enables you to schedule maintenance, conclude contracts with suppliers or introduce changes into the infrastructure. An AutoCAD link gives you direct access to the latest available drafts and designs.
Periodic activities are often supporting tasks such as inspections, maintenance procedures and inventory. Specific examples could be waste removal, periodic window washing or scheduled equipment maintenance. You can assemble series of periodic tasks in a schedule. The planner enables you to immediately see which activities are taking place, the employees responsible for them and how often they occur. The activity planner brings structure to the myriad of tasks for which a facilities organization is responsible.
Every organization that keeps track of supplies wants an efficient, structured system. Aside from a good overview of current stock and orders, the system should also clearly indicate who has ordered what, and to where the items should be delivered. You can establish and execute such logistical operations in TOPdesk. Furthermore, TOPdesk issues reminders to place external orders when stock has been depleted due to internal orders.
How large a budget do you assign for the maintenance of the premises your organization occupies? When does it become more economical to replace company assets than repair them? TOPdesk's Long-term Planning module helps you to address all these issues and more. Structure the management, scheduling and budgeting of long-term planning for your organization's premises.
Shared Service Centre
In many organizations, the facilities department is part of a larger shared service centre that renders services to various other departments such as IT, HR, finance and purchasing. TOPdesk supports more than just specific facilities processes; it also supports collective processes such as Call management and Contract management. Filtering and allotment of authorizations make it possible to classify the data by discipline. It is therefore possible to implement TOPdesk in a shared service centre.
Step by step implementation of TOPdesk modules
Which application suits my organization?
TOPdesk Enterprise is perfectly tailored to the wishes of facilities organizations and departments; it includes additional modules such as Property management, Stock and Order management, Reservations management.