“Making room for IWMS”


 1.- What is the biggest difference between CAFM and IWMS?

The acronym IWMS (Integrated Workplace Management System) is often confused or used interchangeably with CAFM (Computer-Aided Facility Management), but there are differences between both systems. CAFM systems centralize information about a facility, while IWMS systems centralize information about the entire real estate portfolio.

From a functional perspective, the most significant difference is that IWMS includes extensive and integrated functionalities for real estate, project management and environmental sustainability. In many cases, traditional CAFM systems are operated from multiple technology platforms whereas true IWMS solutions, as ROSMIMAN® IWMS, are based on a single platform and database repository. Within an IWMS system, different departments can monitor and modify business processes, whether space management, asset management or movement management. By hosting all this information on a single system, a basis for effective communication is created while reducing costs and improving efficiency.

IWMS systems integrate five key components of functionalities operated from a single technology platform and database: Real Estate & Property Management (property and lease control, geolocation of properties, investment plans, etc.), Workplace and Space Management (allocation of spaces, reservations, furniture and asset inventories, workplace usage and occupancy, etc.), Maintenance & Project Management (maintenance plans, incident management, human resources, etc.), Service Management (fleet management, real-time dashboards, cleaning and waste management, etc.) and Energy & Sustainability Management (energy audit, carbon footprint, utilities metrics, etc.). 

2.- How important is it for workplaces to incorporate IWMS? How does it benefit them?

Data is an important piece of the decision-making puzzle. Thanks to IWMS software, companies can collect and merge real-time data into a single system or database, making it easier for managers to seek accurate information quickly.

When using IWMS, companies have many opportunities to save costs, both direct and indirect, and each saving means profit for them. For example, with ROSMIMAN® IWMS Global Site, it is possible to achieve multiple savings in operating, production and consumption costs as well as those related to the lifecycle of real estate assets.

Likewise, companies can reduce costs by 15-20 percent with an effective space management and 10-15 percent through process improvements.

These are just a few examples of how useful an IWMS system could be when it comes to managing workplaces:

Operational data and information about buildings, spaces and uses is necessary to analyze the real occupation, identify future free positions and be able to carry out an exhaustive analysis of properties’ operation. Controlling air-conditioning facilities and their maintenance requirements allows to foresee maintenance costs and balance them with long-term maintenance budgets. Monitoring energy consumption per building or per workspace allows to identify opportunities to reduce costs and carbon footprint. It is also possible to plan future moves, analyze current space utility data and even perform basic administrative tasks, such as assigning desks to new employees or locating coworkers within a large office space.

3.- Has there been an increase in the number of companies functioning with the help of IWMS?

 As workplaces evolve, it is critical to count on the right technology for their management and control. According to emerging trends, many organizations are adopting the use of an IWMS software as a basic tool.

Sometimes, a lot of information regarding Facility Management and Real Estate is accessible, however, in most cases it is distributed in different spreadsheets and, usually, in the minds of different employees. The accuracy of these data is doubtful and, due to the fragmented nature of the sources, it is very difficult to generate any kind of real information.

Considering the diverse needs of today’s companies, old software or operational processes managed manually can constantly generate obstacles. Therefore, it is important to find software solutions easy to use and that help employees to perform their tasks more effectively and in a more comprehensive way. The IWMS software fulfills this function by allowing staff to complete tasks from mobile devices and continuously access data that can drive important decisions. 

4.- What are the new trends in IWMS?

 One of the main advantages of an IWMS is its capacity of integrate multiple functionalities, technologies and third-party systems into a single platforming order to have a big picture of the real estate portfolio. Taking our product as a reference point, ROSMIMAN® IWMS Global Site incorporates the latest emerging technology trends that add value by helping to improve the efficiency and productivity of the system. Including those that, among the various available technologies, help both process optimization and operation cost savings and which provide more detailed or automated data for a better reality analysis.

The latest trends in IWMS are those to integrate GIS, Mobility, BIM systems, IoT connectivity, BMS systems, Artificial Intelligence, Augmented Reality and Smart Glasses, among others.

 5.- With so many new innovative technologies entering the market does IWMS still have space in the market? 

 The IWMS technology is itself an innovation, an evolution from the traditional CAFM systems to a transversal and integrating platform. Therefore, by the nature of its own concept, IWMS professionals must keep foreseeing market dynamics to feed it with updated and effective solutions.

Being ROSMIMAN® a pioneer in the development of IWMS technology, the previous is shown on the strategic point of view of our board which boosted our market position, liaising our model, among others, over 2 cornerstones: IT Innovation and Business Innovation.

Rosmiman® B2B relationships are now based on a Business Consultancy approach, supporting customer Business with a scope targeted on Solutions, conceived over vertical’ best practices and customized to the detail of their very own reality, incorporating new market trends and new innovative technologies; this is also possible through visualization, strategically speaking, of customer future needs and how it should evolve IWMS over the next years to fulfill and overachieved businesses objectives.

Highlight: Rather than a threat, Innovation is an opportunity for IWMS and, for us at ROSMIMAN® IWMS, innovation is the path for IT and beyond.



“Making room for IWMS”With over 20 years of experience, ROSMIMAN is the leading provider in designing, implementing and developing solutions for Asset Management, Maintenance and Facility Management & Services.

With more than 500 companies in 16 countries as clients and a highly-qualified team of professionals and engineers with PMP® certifications, under the best practices of the Project Management Institute (PMI) and PRINCE2 methodologies, to manage, design, build and implement high added value projects to our clients, ROSMIMAN has all the talents, skills, experiences and resources which have shaped what we are: market presence with brand integrity, continued trust and loyalty of our clients and reliable, and committed services for more than 10,000 direct users from 30 different sectors using ROSMIMAN® solutions every day in their companies.

We combine advanced technology and investment in R+D+i, with extensive operational experience, to deliver innovative and practical solutions aimed at maximising the maintenance and facility management operations of our clients. We focus on providing practical, useful, simple, intuitive and user-friendly software solutions, so that the use of technology in business is not an obstacle, understanding the kind of current and future challenges faced by our customers in every industry and activity.

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