Archibus Migration and Consulting Services

Object and purpose

Within the scope of the REMIS (Real Estate Management Information System) project in Brussels and the GEPI (GEstion du Patrimoine Immobilier) project in Luxembourg, the European Commission’s Office for Infrastructure and Logistics in Brussels (OIB) and the European Commission’s Office for Infrastructure and Logistics in Luxembourg (OIL) wish to continue rationalising their current real estate IT portfolio in favour of the Archibus1 computer-aided facility management (CAFM) system. As domain leader for meeting room management at the European Commission, the Directorate General for Interpretation (DG SCIC) is also looking for a solution aimed at the booking and management of meeting rooms.

Context

OIB is the service of the European Commission in charge of the management of its buildings in Brussels. It currently manages almost 1,750,000 m2 (including agencies and EEAS) across 71 buildings, including a high volume of office space as well as special purpose buildings. The total number of staff housed in Commission buildings in Brussels (including OLAF, EEAS, Executive Agencies,) is currently about 24,000. OIL is the service of the European Commission in charge of the management of its buildings in Luxembourg. It currently manages 15 buildings representing approximately 380.000 m2 (offices and logistics).

The Offices’ members of staff involved in the management of buildings started progressively rationalising their activities around Archibus from the moment OIB and OIL initiated the REMIS and the GEPI projects in 2011 (OIL) and 2015 (OIB) to procure the same CAFM system. Since, Archibus has been deployed to each business domain thus consolidating data into a single repository for each capital.

While relying on their own Archibus platform, OIB and OIL have implemented a series of processes in Archibus at a different pace as well as initially on distinct business areas. Over time, the situations of OIB and OIL get closer. The number of tools such as Excel files or in- house applications and databases along with ERP and GIS modules have been gradually reduced. However, although OIL has implemented the Computerized Maintenance Management System (CMMS) in Archibus, OIB decided to manage it in a different IT system.

In respect to meeting rooms, DG SCIC carried out a market study which identified Archibus as a suitable solution for the management of meeting rooms at the Commission. The objective is to set up a tool that allows the booking and management of meeting rooms not only in Brussels, but in other Commission sites as well. In total up to 1,000 meeting rooms would be covered, of which more that 700 in Brussels