How it works
CAFM grew out of computer-aided design. Floor plans drawn in CAD were linked to a database, so every room, desk and asset on the drawing carried data such as area, department, occupant and condition. That link between drawing and data is still the core of most CAFM tools.
On top of the space inventory sit operational modules: reactive and planned maintenance, help desk and service requests, asset registers, room booking and move requests. Facilities managers use them to schedule work, assign engineers and contractors, and report on cost and compliance.
The line between CAFM and IWMS is scope. CAFM covers facilities operations for the buildings you have. An IWMS adds real estate and lease management, capital projects and portfolio finance on the same database. Many vendors sell both, and the labels overlap.
How to measure it
- Check how quickly floor plans and room data are updated after a change; stale drawings make every other module wrong.
- Track work order volume, response time and completion time by building.
- Compare the recorded use of rooms with observed occupancy to see whether the space inventory matches reality.
Examples
- A hospital estates team uses CAFM to schedule planned maintenance on ventilation plant and to log reactive repairs by ward.
- A facilities manager updates the CAD-linked floor plan after a team moves, so departmental area charges reflect the new layout.
Common mistakes
- Letting drawings drift from the real building after fit-outs and moves.
- Using the room database as a measure of occupancy when it only records assignments.
- Buying an IWMS when the need is facilities operations only, or a CAFM when lease and portfolio data are the real gap.
Frequently asked questions
What is the difference between CAFM and IWMS?
CAFM manages facilities operations: floor plans, space inventory, maintenance, assets and service requests. An IWMS includes those functions and adds real estate and lease administration, capital projects and portfolio finance on one database. CAFM suits teams running buildings; an IWMS suits organizations managing a real estate portfolio as well.
What does CAFM stand for?
CAFM stands for computer-aided facilities management, sometimes written computer-aided facility management. The name comes from its roots in computer-aided design, where floor plans were first linked to data about rooms, occupants and equipment.
Is CAFM the same as CMMS?
No, although they overlap. A CMMS focuses on maintenance: assets, work orders and preventive schedules. CAFM covers maintenance too, but it is built around space: floor plans, room data and occupancy. Organizations with large plant and engineering teams often run a dedicated CMMS alongside CAFM.
Who uses CAFM software?
Facilities managers, estates teams, maintenance coordinators and space planners use it most. Finance teams use its space data for departmental chargebacks, and help desk staff use it to log and route service requests from occupants.
Related terms
- Integrated Workplace Management System (IWMS) Enterprise software that runs real estate, leases, space, maintenance and assets from one shared database.
- CMMS (computerized maintenance management system) Software that plans, assigns and records maintenance work on buildings and equipment, from asset register to work order.
- Facilities management (FM) The function that keeps buildings and their services working: maintenance, cleaning, security, catering, energy, safety and space.
Kadence editorial team · Last reviewed