Digital Facility Management

Process Steps

1. Survey
2. Target definition
3. Selection procedure
4. Inventory
5. Modeling
6. Data migration
7. Commissioning
8. Evaluation
9. Permanent integration

What you get out of it

1. The right software — selected on the basis of your requirements, not on vendor logic.
2. A migration without data chaos: structure, responsibilities and timeline are defined in advance.
3. An FM team that has mastered the new tools — not one that merely tolerates them.
4. Measurable building performance: deviations from cost and quality targets become visible before they become expensive.

What you concretely receive

1. Software selection matrix with requirements profile and vendor comparison.
2. Migration roadmap with data structure, responsibilities and milestones.
3. Role-based training concept — for operators, FM coordinators and technical staff.
4. Supported monitoring from commissioning through to the final operational handover.

When do you need Digital Facility Management?

• New build or ongoing construction project: FM requirements belong in the planning phase — not at handover. Defining early which data the building should provide during operation saves considerable subsequent data-capture effort later on.
• Existing buildings with a fragmented data situation: Maintenance history, space and asset data are scattered and cannot be evaluated across the board. A structured data baseline is the prerequisite for economical FM operation.
• Replacing or modernising an FM system: The existing system can no longer keep pace — whether technically, functionally, or because several sites are to be consolidated onto a single platform.
• Real-time monitoring and predictive maintenance: Continuous capture of energy consumption, asset status and operating metrics reduces downtime, lowers operating costs and provides the basis for ESG reporting.
• Handover of BIM data into operation: BIM models from planning and construction contain valuable asset and room data — provided they are structured for FM use. PODBIM connects the planning and operating phases through continuous BIM documentation and data structure.

PODBIM supports industrial enterprises, property developers and operators in Austria, Germany and Switzerland. Digital transformation in construction and real-estate processes often involves several systems and interfaces at the same time — a clear requirements basis and independent guidance reduce the risk.

Implementation in 3 steps

1. Analysis & requirements profile — Survey of the existing FM data, systems and processes. Stakeholder mapping with operator, plant-management team and IT. Requirements matrix for software selection: space management, maintenance planning, asset management, reporting and interfaces. Result: a robust requirements specification as the basis for tendering.
2. Software selection, migration & data model — A structured selection procedure based on the requirements specification — software-neutral, without vendor lock-in. Migration plan with data model and quality assurance. Integration with existing BIM documentation and data structure where available. PODBIM takes on project management for implementation and migration fully or in a supporting role, as required.
3. Rollout & ongoing operation — Guided introduction into live operation with role-based onboarding. Configuration of the monitoring dashboards based on the agreed KPIs for energy, asset availability and maintenance deadlines. Stabilisation phase with a hands-on support window — until the system runs in regular operation in line with the requirements specification. Result: a running FM system that your team has mastered — and that delivers what the requirements specification promised.

Frequently asked questions about Digital FM

What does introducing Digital Facility Management cost?

The total cost is made up of the software licence, data preparation, migration and project support — and the weighting depends heavily on the starting situation and scope. Because PODBIM works vendor-independently, no vendor interests feed into the cost estimate. We clarify scope and order of magnitude in the initial consultation; a reliable estimate emerges from the initial inventory analysis.

Which FM software does PODBIM recommend?

PODBIM does not recommend any specific facility management software but works vendor-independently — the choice depends on the type of building, the data baseline, interfaces and budget. We determine the right solution together with you in a structured selection procedure — free from the influence of vendor demos.

How long does an FM software migration take?

That depends on the volume of data, system complexity and the degree of preparation. Manageable migrations with a cleaned-up data set can be completed in 2–3 months; more complex projects with BIM integration, several source systems or large building portfolios typically take 6–12 months. A realistic estimate emerges from the inventory analysis at the start of the project.

What happens to our existing FM data and systems?

Existing data — from Excel lists, CAFM systems or BIM models — is analysed, cleaned up and transferred into the new structure. Systems that remain relevant are integrated as far as possible. The data model is built so that no knowledge is lost and ongoing operation does not have to be interrupted during the migration.

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