Enterprise systems

Connect Facility Operations With the Rest of the Enterprise

Facility work generates cost, consumes stock, involves people and affects tenants. Each of those has a system of record elsewhere in the organisation.

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The business problem

Re-keying between systems

Work order costs are re-entered into finance. Contractor invoices are matched to work manually. Employee and leave data is maintained twice. Tenant records are updated in two places. Each transfer is an opportunity for error and a reason for the numbers to disagree.

Costs re-entered into finance systems manuallyInvoices matched to work by handEmployee and leave data maintained in duplicateTenant records diverging between systems

The IntelliGrid approach

Defined exchange, in the direction that makes sense

Each integration has a clear system of record and a defined direction of flow: HR owns employees, finance owns cost codes, IntelliGrid owns work and assets. Exchange runs through APIs or scheduled interfaces depending on what the counterpart system supports.

A defined system of record per data domainDirectional flow agreed rather than bidirectional by defaultAPI or scheduled file exchange as appropriateReconciliation and exception reporting on every interface

Typical integration categories

Examples of exchange commonly implemented. Specific integrations depend on the counterpart systems and their available interfaces.

ERP

Work order cost, purchase requisitions and asset capitalisation.

Finance

Cost codes, budgets, committed spend and invoice matching.

CRM

Client and tenant records, service history and contract data.

Employee records, competencies and approved leave feeding rosters.

Procurement

Supplier records, contracts and requisition workflow.

Operational and sustainability datasets exported for enterprise analytics.

Workflow

Delivering an enterprise interface

STEP 1

Scope

Data domain, system of record and direction agreed.

STEP 2

Design

Field mapping, frequency and error handling defined.

STEP 3

Build

Interface implemented against the counterpart system.

STEP 4

Reconcile

Volumes and values verified on both sides.

STEP 5

Monitor

Interface health and exceptions reported operationally.

Business benefits

Data maintained once in its system of record Facility cost visible in finance without re-keying Rosters reflecting actual HR leave records Invoice matching supported by work evidence Exceptions reported rather than discovered at period end