GMSH reference

GMSH Gebäudemanagement Schleswig-Holstein AöR

Gebäudemanagement Schleswig-Holstein, an institution under public law, is responsible for the state building owner and planning tasks for the state and federal government in Schleswig-Holstein. GMSH also manages the properties used by the state and procures materials and services for the state authorities.

Initial situation and objectives

When Gebäudemanagement Schleswig-Holstein AöR (GMSH) was set up in 1999 following a decision by the state parliament, this was done with a clear objective: to ensure an increase in efficiency in all areas of state construction, building management and procurement and, not least, to contribute to a sustainable reduction in the burden on the state budget. This was one of the reasons why it had set itself up according to the principles of a modern company and equipped itself with relevant software to support its processes, including CAFM and SAP.

The trigger for the new procurement of CAFM in 2008 was the announcement by the previous IT service provider that the system would not be developed any further. After a dedicated tendering process with CAFM and SAP providers, pitFM was introduced as a result. Decisive for this: Proof of simple and error-free transfer of existing data; exact adaptability to the processes already in place; uncomplicated integration of the system’s software into the system landscape; convincing and comparable reference projects; user-friendliness and future-proof positioning of the provider itself.

The changeover to the new system took place with a ‘big bang’ after precise preparation. The data and structures of several processes were then available on the new platform. Orders and events, valuation, tender coordination and the management of service and rental contracts, areas, cleaning, maintenance, servicing, inspection and deadline monitoring of technical equipment, documents and organization, right through to the recording of hours worked by in-house staff. This was followed by room requirement identification and occupancy planning. The outdoor facilities were also recorded centrally – the trees using mobile devices. The land register was made available to the state offices via a web link. Finally, disposal and quality assurance for cleaning were also managed with pitFM.

All contracts for the management of GMSH are standardized and available as a starting point for business relationships. Fault reports can lead to new orders, new tenders can be generated directly and the service specifications are linked to the master data. Necessary supplements are also created automatically. The planning of construction measures was recently integrated.