Room Utilisation Module (RUM) - Room and Space Utilisation Software    

Key Software Requirement for NHS & Universities saving cost on space not human resources.

Space is now recognised as a high value currency and as such can no longer be treated as ‘free good’. Financial pressures means space and room utilisation is now an area under the spotlight as property costs are second only to wages in most organisations. Reduction in space cannot be carried out by using a "slash & burn" approach. Strategies must be formulated using robust information that has been formulated using the right tools. Read the NHS Salford Case Study.                 

Space costs over £200.00/m2 per year in the NHS (based on national ERIC data) and similar amounts in the University sector. Better utilisation of spaces like these above can save thousands annually. How do you achieve it? Here's how....

The Step-by-Step Micad Space/Room Utilisation solution:

1. Ensure that the space fits the need i.e space planning

2. Engage with contractors (such as Topscan & Nifes approved service providers) to collate and  populate Micad IPR space management records 

3. Use new RUM module to map out useable space timetable of regular and non-recurring events

4. In the likely event of the space requirement being reduced, the property footprint will need to be replanned

Highlights of the system include:

• The RUM adds the dimension of  ‘TIME’ into the use of space records in the IPR

• It also makes use of and is totally reliant on existing  IPR space records

• It can provide a tool to manage, timetable and audit ‘bookable rooms’ for charging purposes

• It will require one or more ‘space administrators’ to be responsible for bookings

Room bookings/timetabling can be used in two different ways:-

1. Space planning/administration to plan out  ‘recurring bookings’ whether they repeat at uniform or non-regular intervals: (e.g. clinics, office  accommodation)

2. Ad Hoc bookings placed by intranet or telephone directly to a ‘space administrator’ (e.g. meeting room)

It is imperative that detailed up-to-date space records and occupancy information is available. MICAD have engineered the RUM to make full use of the IPR core spatial application which enables the organisation to take control of it's most valuable fixed assets. Additional information such as operational times and whether or not a space can be ‘booked’ by a department is configured by system administrators. Rules may be defined to suit each organisation depending on how they wish to allocate and charge for space.

Space can be allocated centrally or booked remotely with user rights controlling the number and type of spaces available to individual bookers. The program automatically confirms by email directly to the client and supporting staff with full time, cost and location detail. Utilisation schedules provide both space charge statements and full usage analysis.