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Introduction
The case study is based on a live implementation in one of the private limited company that begun operations in 1967, after acquiring several small scale companies to enhance its business growth and expansion scenarios. Additionally literature and few assumptions are made by SatNav to prepare the success strategy incorporated in the company. The implementation has started in November 2010 and completed in September 2011. Relevant excerpts from the implementations have been used to contextualize the case study throughout.

Background
Company has begun its operations in 1967, after acquiring two large IT companies. The company was then expanded jointly into several geographies by high value intellectual services. During the IT boom in 1998, the company has skyrocketed its development centers and operations at a very rapid pace by acquiring some other companies existing in its space. With a consolidation phase in process, there has been a focus on reviewing the lean strategies for the better operational efficiency. During this time a-mantra has been showcased to them for improving the operational efficiency and optimizing the space being utilized

Company Structure

The Company has a very wide network with its presence in 40 Countries. The number of branches it has in its network was more than 50 branches (as on February, 2012) providing 24 hrs a day consulting, support and services to its customers.
The company has over 30000 full time employees and a number of consultant employees working indirectly.
Each of these branches is monitored by their respective branch heads; that are in turn monitored by the Regional Heads and country heads.

Initial Scenario
The Country head wanted to analyze the number of spaces available in all the development centers with that of number of employees existing in the organization. Increase in every new center how much was an initial expense and how much was the recurring expenditure had to be analyzed. In order to be a better structured company with exact inventory numbers of both space and assets it was felt that facility managers can manage their time more productively by providing a level of transparency inside the organization.
In this continuous expansion and Optimization scenario, there has been a bottom line that is being missed out,

• Does the organization require such an extensive space?
• Are we utilizing the complete space in the branch?
• Which are those branches where in we can move certain service branches so as to minimize the costs given for rent/lease?
• Do we know where a certain person in the organization is sitting after so many project changes?
• Do we know how many of the organization properties are having their leases getting expired?

Observations and Findings
The assets related to the infrastructure of a facility account for almost half of an organization's annual financial statement. In growing or mature organizations, 30- 45% of these assets are altered every year and this expenditure has a significant impact on the productivity of the enterprise.

A pilot study was conducted after completing the implementations to find the return on investments in the below manner

Total number of locations taken for pilot study: 12 locations
Total number of floors taken for pilot study from these 12 locations: 52 Floors
Before a-mantra
Total Number of seats as per excel: 25400 Seats
(25000 Work Stations + 350 Half Cabins + 50 Full Cabins)
Approximate Total Cost for space including overhead costs per Month:
INR 20,61,50,000 ~ 20.62 CR
(25000 * 8000) + (350 * 15000) + (50 * 18000)
Before implementing the tool the occupancy of the organization was stated as 92% with number of seats as 23368 which is equivalent to 18,96,58,000 ~ 19 CR
Number of Seats Vacant = 2032 Seats

Problem Statement
The actual billing happening to the verticals was not matching with the occupancy that is being shown, the reasons being

• The seats were previously allocated, and now vacated. This was not updated in the excels the facility team carries.
• At the time of settlements the seat numbers were negotiated with the facilities team and during a temporary period less occupancy was provided to the vertical.
• There is no trace back of when were the seats allocated and when were they occupied except in the form of emails, which were hard to trace at the time of viewing the summary reports
• Facilities team wanted to open a new business center for meeting the future demand and expansion scnearios

On implementing a-mantra
Total number of seats as per AutoCAD Drawings and validated by onsite expert: 21815 Seats (21449 Work Stations + 333 Half Cabins + 33 Full Cabins)
Approximate Total Cost for space including overhead costs per Month has been reduced to:
INR 17,71,81,000 ~ 17.8 CR
(21449 * 8000) + (333 * 15000) + (33 * 18000)
Thus a transparent savings of 2,89,69,000 ~ 2.9 CR is achieved on month on month basis
After implementing the tool, the actual occupancy of seats on work place has come down to 16186 seats, thus taking the allocation percentage to 74% which is equivalent to 13,11,13,940 ~ 13.2 CR
The total vacant seats are 5629
Thus monetary savings of 3.7 CR per month

Points of Observations

• The inventory of seats are corrected
• The actual pool of vacant seats have increased
• Process is in place for allocating and de allocating spaces
  Solution
• The billable amount is matching with what is actually allocated on the field
• Facilities team was able to use the existing spaces without any problem rather than going for a new location
  Cost Savings
• Capital and maintenance investment on the new building is checked and analyzed which had saved few Crores on property investment
• Monetary savings of 3.7 CR per month is achieved
• Assets cost is minimized as the number of spaces in inventory have reduced by a saving of 2.9 CR
• Conclusion
  "a-mantra, a Facilities Management Software" aims at minimizing these costs by optimizing resource and asset usage. a-mantra focuses on providing vital information for effective planning and process control, thereby, reducing operational costs and assuring Complete Infrastructure Control

A-mantra Complete Facility Management Suite : Process Improvement
There were many enhancements and up-gradation that happened upon introducing a-mantra as a complete facility management suite. Here we shall project few of these use cases which had a major impact on the operational activities of the organization.

No AutoCAD drawings
A person from the corporate office is assigned a task of collating all the valuable data that is being missed out, AutoCAD drawings and floor layouts of the branches that are on lease and that are owned.

These drawings are used to identify the accurate square feet area, on which organizations are paying the lease amount.

These drawings were used to identify the amount of workable area in the form of work stations, cabins or cubicles that are there
These drawings also identified the common facilities being used like meeting rooms, conference rooms and other common area present inside the organization
Drawings are used as the base premise for getting to know the actual inventory of seats present in the organization, thus providing the correct inventory of data for doing allocation and occupancy

Allocating Assets to special Designations
Employees were given few assets like a Car, Laptop, Phone etc., to certain designations, these were to be purchased or surrendered at the time of they resigning from the job or moving out for some other reason. The number of assets that were present with a price tag of each was a difficult task to maintain. HR was not having ready information of what are all the assets a person is having while he is moving out of the organization.

a-mantra provided the HR a ready access to the information along with the depreciation cost of how much it would give as a capital to the organization if these assets were disposed.
a-mantra when started to identify the assets, we found some of the assets which were there with some other employees were showing in the account of others. This was rectified and the correct owners for each asset were assigned.

Few of the assets those are not existing in the organization were showing in the company records, which were stroked off from the book of records which thus provided accurate capital value for the assets present in the organization.

How did a-mantra improve the bottom line?

• The space is optimally utilized for the organization, which means before getting a new space; you actually know the occupancy and utilization ratios of the existing buildings with a trend of how forecast happened.
• Business Heads have a ready information of how many branches they have and what is the ratio in which their business is spread in different branches along with autoCAD drawing and the square feet leased out for each business
• Space allocation is streamlined, with correct identification of cluttered branches.
• Lease payments and Annual maintenance renewal reminders are automated and integrated with their in-house accounts package
• Spaces are automatically vacated when an employee resigns; thus making it more dynamic
• Assets are given to the employees equally, where in some associates who were not using the benefits started to utilize them to the maximum
• Assets which were not there were taken out from the balance sheets giving the correct number of assets organizations have with them.

About SatNav Technologies
Incorporated on January 9, 2004, SatNav Technologies is a pioneer in GPS Navigation since 2005, Market leader today. SatNav’s products include an immensely popular GPS Navigation Product SatGuide available at hundreds of stores all over the country including leading retailers like Croma, EZone, Reliance, ABRL, Staples among others - that is helping customers “Never Get Lost!”. Variants include Navigation solutions for dedicated navigation devices, PDAs, Phones, Laptops, Desktops, SatGuide Logger among others. Also in SatNav portfolio are unique products; a-mantra Business Infrastructure Management System; and an online directions portal Roadsofindia.com, SatTracx Locator for mobiles, Child Phone as well as Personal Trackers and now Live Traffic Info.

For any further information on a-mantra please refer to www.a-mantra.com