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“I’m always surprised at the functions you can use and what VertiGIS FM can do.” – Cornelia Glapa, Team Leader Property Management.
With over 650 employees, OstseeSparkasse Rostock (OSPA) is one of the most successful savings banks in Germany. With its 40 branches and additional self-service locations in the Rostock region, OSPA guarantees the best possible support for its approximately 300,000 customers – directly on site and, with online banking, around the clock. With VertiGIS FM, OSPA now has a modern, future-proof Computer Aided Facility Management (CAFM) solution at its disposal.
Challenge
Before the project started in September 2020, OSPA was faced with the challenge of combining the varied requirements of multiple specialist departments. Managing the extensive branch network and self-service locations with Excel was no longer practical. Increasing demands for inspection intervals and stricter legal requirements, particularly regarding operator obligations, made an update necessary. OSPA was therefore looking for a modern CAFM solution that would guarantee precise planning of maintenance activities, ancillary cost accounting and construction processes.
The aim was to minimize sources of error and create transparent processes. Labor intensive, costly and time consuming tasks such as compliance with maintenance intervals, rent adjustments and the management of reminders, can now be covered by an efficient software solution. The savings bank wanted a clear overview with centralized, easily accessible data. They also needed advanced search capabilities and detailed reporting tools.
Solution
VertiGIS FM provides OSPA with a comprehensive software solution that efficiently supports the operation, maintenance and organization of its locations and technical facilities. The solution enables comprehensive property management for the 40 branches as well as the self-service outlets and the Immoshop. In the area of maintenance, more than 1,000 devices are recorded, including associated measures and maintenance strategies. The integrated ServiceDesk recorded approximately 600 notifications within the first eight months and ensures that inquiries and faults are processed in a structured manner.
Rental management includes the administration of rental units, parking spaces and around 160 rental agreements, both commercial and residential rental. In addition, all meters for electricity, water, gas and district heating are currently being systematically recorded at all locations as a test phase, which will make it easier to control and optimize energy consumption in the future. Project management is also in the test phase, as is the EasyConnect function. Key management and CAD plans are also being developed.
Result
Excel lists are finally a thing of the past. VertiGIS FM has contributed to a comprehensive modernization and digitalization push at OSPA, which is also reflected in the figures: order processing has increased from 80 to more than 95 percent. More importantly, positive feedback shows that user satisfaction has also increased following the switch to VertiGIS FM, as orders are processed with greater speed and efficiency.
The main users in particular, including maintenance, property management and tradespeople, benefit from the solution. In addition, all employees can use the system to report faults, whether for cleaning requests, construction work, repairs or IT issues. One major advantage is that all processes are mapped centrally in a single system, which ensures maximum transparency and makes collaboration between stakeholders much easier.
The system offers powerful filter and search functions that enable the traceability of both completed and open inquiries. Another advantage is that all employees work in a networked system in which the modules are interconnected across the board. This results in fewer media disruptions and ensures seamless integration of workflows. Feedback via the reply function and e-mail dispatch (groupware) enables simple communication.
VertiGIS FM streamlines reporting with clear capacity overviews and simplifies troubleshooting through automatic error messages for implausible entries, such as incorrect meter readings. An additional benefit is the automation of rent increase calculations based on index or scale agreements, which significantly reduces manual work. The overview of all pending tasks, including escalation levels, supports structured prioritization and increases efficiency in day-to-day work.
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