Headquartered in Dubai, UAE, Holford Facilities Management (FM) provides contracted Facilities Management Services, including but not limited to general maintenance, including cleaning, contracting, security and fire-fighting services to clients in industries such as education, residential, Commercial, banking and retail. The company is committed to client success and delivering quality service on time. Holford FM is a fast-growing company with aggressive future goals. Lewaa Chaaban, Managing Director at Holford FM, led the company’s initiative to enhance their clients’ experience through implementing a CMMS solution.

The primary driver that led Holford FM to search for CMMS was the need for a flexible, web-based solution that could be easily adapted to fit each client’s diverse needs, and could be accessed remotely. eMaint CMMS was referred to Chaaban in 2013, and due to its advanced work management features and user-friendly interface delivered on a SaaS platform, it was selected as Holford FM’s CMMS provider.

The first phase of the organization’s implementation of eMaint encompassed the initial setup of the system. Assisted by eMaint’s Professional Services team, Holford FM personalized the system to fit their unique needs. With ten eMaint users across departments such as Operations and Procurement, eMaint CMMS is now being integrated into all sectors of Holford FM’s business processes.

Holford FM takes a “train the trainer” approach to training and educating its users. The CMMS Administrator often utilizes eMaint University to note the lessons and best practices, and disseminates the information to the rest of the team.

Through tracking costs, updates, invoicing, spare-parts usage and labor hours in eMaint CMMS, Holford FM has improved customer and employee visibility. To improve customer satisfaction and work turnaround, work requests from clients are prioritized based on criticality and sent directly to the Holford FM operations department to use as a checklist. This process helps to centralize workflows across all divisions, and increases visibility of labor hours by tracking the cost of labor and materials (both for in-house employees and outside contractors).

By tracking requests and work orders in eMaint, Holford FM has been able to analyze weaknesses. Gaining this valuable insight facilitates improvements in performance and efficiency of daily processes.

Holford FM also uses eMaint as a key tool to help with audits. Detailed reports keep auditors satisfied, enabling the company to gain compliance accreditation for ISO 14000 (Environmental Management), 18000 (Occupational Health & Safety) and 9000 (Quality Management).

• Improved customer satisfaction through seamless work request process
• Reduced lost time by 40-45%
• Maximized performance and efficiency by analyzing weaknesses
• Achieved ISO 14000, 18000 and 9000 certifications
• Increased transparency through tracking costs, updates, invoicing, spare-parts usage and labor hours
• Improved work turnaround time to exceed customer expectations

Lewaa Chabaan, Managing Director, Holford FM