.svg)
CAFM, short for Computer-Aided Facility Management, is the umbrella term for software-supported solutions used to operate buildings and technical assets. CAFM software connects spaces, rooms, properties, contracts and work orders in one central system, creating more transparent processes, better cost control and legally reliable documentation.
Why is CAFM important?
- Transparency and efficiency: All operational data in one place, enabling faster decisions and fewer media breaks.
- Legal certainty: Inspection and maintenance deadlines, operator responsibilities, documentation and evidence remain under control.
- Cost control: Accurate space and asset data as well as SLA tracking reduce idle time, duplicated work and downtime.
- Data foundation for ESG and energy: Consumption and condition data support reporting, optimization and refurbishment planning.
How CAFM works in practice
- Build the data foundation: Record spaces, rooms, assets, contracts and master data in a structured way; transfer existing data from digital surveys or as-built models such as IFC, DWG or DXF.
- Operational processes: Manage fault reports, work orders and tickets, maintenance and inspection schedules, locking systems and occupancy management within the CAFM system.
- Monitoring and reporting: Use KPIs, dashboards, cost centers, energy reports and ESG reports.
- Integration: Connect interfaces to BIM/IFC, ERP, IoT/building control systems and document management; use mobile apps for on-site processes.
- Governance: Define roles and permissions, ensure data quality through versioning and change logs, and maintain audit trails.
Use cases
- Maintenance, inspection and operator responsibilities
- Space and occupancy management, relocations
- Maintenance, spare parts and asset management
- Energy and utilities monitoring, ESG reporting
- Documentation: as-built plans, inspection reports and contracts in the facility management software
Common mistakes and misunderstandings
- “CAFM = file storage”: A simple document archive without structured master data limits value and automation.
- Missing data maintenance: Outdated space or asset data leads to incorrect KPIs and poor decisions.
- Isolated operation: Without interfaces to BIM, ERP or IoT, media breaks and duplicated manual work arise.
- Unclear roles and SLAs: Missing responsibilities and service levels create ticket loops and operational standstill.
CAFM vs. BIM
- BIM: An information model covering planning, construction and operation, with a focus on geometry and semantics.
- CAFM: A digital operations platform, with a focus on processes, tickets, deadlines and costs.
Best practice: Transfer IFC/as-built data into the CAFM system as the geometric and semantic basis, then use it for operational processes.
FAQ
How do CAFM and BIM work together?
BIM provides the geometric and semantic basis, such as IFC data. CAFM uses this data for operations, maintenance, deadlines and costs, including updates from the actual current condition.
Which data is most important at the start?
Current space data and room books, asset master data, maintenance and inspection schedules, and contracts. Ideally, this information is transferred from as-built models or plans and quality-assured before use.
Is CAFM worthwhile for smaller portfolios?
Yes, if recurring maintenance, inspections, energy monitoring or leasing processes are involved. The value increases with data quality and process coverage.