Facility Management (FM) has historically relied on manual spreadsheets, creating an «operational fog» where data arrives weeks late. Today, the ability to transform static information into dynamic data flows is not a luxury; it is the standard for survival and competitiveness.
How does digitalization impact Facility Management performance?
Digitalization improves FM performance by shifting decision-making from reactive to proactive, enabling total visibility of operations.
According to the study by Lee, Irisboev & Ryu (2021) on digitalization and performance measurement, adopting digital technologies does not merely automate tasks; it fundamentally restructures how success is measured, moving from simple «tasks completed» to a deep analysis of asset and personnel efficiency.
This is where DataScope acts as a bridge: we eliminate paper and convert every inspection, work order, or cleaning report into structured data accessible instantly.
Why is it necessary to move from monthly reports to «Near Real-Time» data?
Transitioning to near real-time data is necessary to reduce the gap between an incident’s occurrence and its resolution.
In the traditional model, an operations manager receives an incident report at the end of the month, when it is too late to correct deviations. Research by Nota, Peluso & Lazo (2021) on Industry 4.0 in FM highlights that integrating cyber-physical systems and live data is key for predictive maintenance and resource optimization.
With tools like DataScope, data is captured at the exact moment of execution. This allows managers to:
- Detect SLA (Service Level Agreement) breaches instantly.
- Reallocate staff based on current demand, not historical data.
- Eliminate administrative time spent transcribing data from paper to Excel.
What operational metrics are only possible with digitalization?
Digitalization enables traceability and context metrics (Geo-time) that are impossible to obtain with paper forms.
Paper can endure anything, but it offers no context. By digitalizing operations with mobile apps, accurate indicators are unlocked that guarantee service veracity:
- Actual Execution Time: Exact measurement of how long a technician takes to complete a task (Automatic Start/Stop).
- Presence Validation (Geo-fencing): GPS confirmation that personnel were at the correct site when filing the report.
- First Time Fix Rate (FTFR): Automatically calculated by cross-referencing incident and closure reports.
Comparison: Traditional Management vs. Digital Management with DataScope
| Variable | Traditional Management (Paper) | Digital Management (DataScope) |
| Information Speed | Slow (Days or Weeks) | Immediate (Real-Time) |
| Data Integrity | High probability of human/transcription error | Validated and standardized data |
| Traceability | Trust-based (Signatures) | Evidence-based (GPS, Time, Photo) |
| Decision Making | Reactive (Post-mortem) | Proactive (During operation) |
Conclusion
The transition from paper to live data is not just a format change; it is an evolution in business intelligence. Facility Management companies that embrace this transformation achieve more transparent, efficient, and profitable operations.
Don’t let your operation stay in the past. Request a DataScope demo today and start making decisions based on live data, not old paperwork.
