Asset lifecycle management (ALM) is an important process for facilities managers (FMs). In the FM world, it’s crucial to manage assets effectively. This is especially relevant because of the increasing emphasis on Environmental, Social, and Governance (ESG).

Managing the lifecycle of assets such as equipment, fixtures, and appliances, is extremely important for facilities managers. CAFM systems can make this process much easier by:

  • Asset tracking and monitoring.
  • Supporting planned preventative maintenance (PPM) schedules.
  • Asset disposal and recycling.

But how does Computer Aided Facilities Management (CAFM) support ALM?

What is asset lifecycle management?

Firstly, it’s important to understand what asset lifecycle management is and how the process works. Asset lifecycle management (ALM) is the process of managing and optimising the lifecycle of physical assets. For example, this could include buildings, equipment, and infrastructure, from acquisition to disposal.

It involves a systematic approach to ensuring that assets are effectively:

  • Planned.
  • Acquired.
  • Operated.
  • Maintained.
  • Disposed.
  • Replaced.

This process aims to manage all aspects of an asset in a cost-effective and sustainable manner. Typically, the asset lifecycle typically consists of the following stages:

Planning and Acquisition

asset-lifecycle-managementThe planning and acquisition stage is crucial for ensuring that the right assets are procured to meet the facility’s needs. This stage involves the following key activities:

Needs Assessment

Facility managers conduct a thorough assessment to identify the specific requirements for new assets. This includes evaluating the current asset portfolio, identifying gaps or deficiencies, and determining the necessary specifications for new acquisitions.

Feasibility Studies

Facility managers may do feasibility studies before making a big investment. These studies help with decision-making and make sure the acquisition fits the organisation’s goals and budget.

Budgeting and Funding

Facility managers make a budget for purchasing and maintaining equipment. This budget relies on needs and feasibility assessments. It includes costs for purchase, installation, training, and upkeep. They also secure the necessary funding sources, whether through capital budgets, leasing arrangements, or other financing options.

Procurement Process

The procurement process starts with facility managers. They may request proposals, review vendor offers, negotiate contracts, and choose the best supplier or contractor for acquiring assets.

Asset Selection

Facility managers choose assets based on performance, energy efficiency, compatibility with existing systems, and maintenance needs. They carefully evaluate and select the best assets to acquire.

Installation and Commissioning

After receiving the assets, they must install and commission them properly. This is necessary to ensure that they function correctly and meet the required specifications.

Site Preparation

Facility managers plan and coordinate site preparation tasks. These tasks may include upgrading infrastructure, modifying space, and installing supporting systems like electrical, plumbing, and HVAC.

Asset Delivery and Installation

Skilled technicians or contractors bring and set up the new assets at the location. This may involve assembling components, connecting to existing systems, and conducting initial testing.

Commissioning and Testing

After installation, the assets undergo a comprehensive commissioning process to verify their functionality, performance, and compliance with specifications. This may involve testing various operational scenarios, calibrating systems, and ensuring proper integration with existing infrastructure.

Training and Documentation

Facilities managers ensure that they train the right people on how to use and take care of the new equipment. They also maintain comprehensive documentation, including manuals, warranties, and maintenance schedules.

Operation and Maintenance

During operation and maintenance, facility managers ensure assets perform well, are reliable, and safe throughout their useful life.

Asset Monitoring

Facility managers implement systems and processes to monitor the performance and condition of assets. Asset monitoring tracks energy use and maintenance to see how well assets are performing.

Preventive Maintenance:

Facilities Managers need to have a proactive program in place to keep things running smoothly. This includes regular inspections, cleaning, lubrication, and replacing parts as needed, following the manufacturer’s recommendations or industry standards.

Corrective Maintenance

When something breaks, facility managers repair, replace, or adjust it to make sure everything works properly again.

Asset Optimisation

Asset optimisation is about facility managers improving how assets work. This can include saving energy, upgrading parts, or changing operations based on data and usage.

Safety and Compliance

Facility managers ensure that assets comply with safety rules and standards to minimise risks and liabilities. This is important during both operation and maintenance. Following safety guidelines helps prevent accidents and ensures a safe working environment. Compliance with regulations also helps protect the organisation from legal issues.

Repair and Refurbishment

Over time, assets may require repairs or refurbishment to extend their useful life or enhance their performance:

Condition Assessment

Facility managers regularly assess the condition of assets, identifying potential issues or areas that may require repair or refurbishment.

Repair Planning

Facility managers create repair plans based on the condition assessment. This may include scheduling downtime, getting replacement parts, and working with contractors or maintenance teams.


In some cases, assets may undergo refurbishment or upgrades to improve their performance, energy efficiency, or functionality. This may involve replacing major components, retrofitting with new technologies, or implementing system enhancements.

Life Cycle Analysis

Facility managers use life cycle assessment to determine whether it’s more cost-effective to repair or replace something.

Disposal or Replacement

asset-lifecycle-managementWhen an asset is no longer useful or outdated, facility managers must decide what to do with it. They may choose to either dispose of the asset or replace it with a newer or different option.


Assets are safely decommissioned, following proper procedures for shutting down, disconnecting, and preparing them for disposal or removal.


Disposal Planning

Facility managers evaluate various disposal options, such as recycling, reselling, or responsible disposal methods, considering environmental regulations and sustainability goals.

Asset Replacement

Facility managers begin planning and acquiring new assets when they need to replace an asset. They use the knowledge they gained from the previous asset’s life cycle.

Data Collection and Analysis

Throughout the disposal or replacement process, facility managers collect and analyse data on the asset’s performance, maintenance history, and costs. This information informs future decision-making and helps optimise asset management strategies.

The Role of CAFM in Asset Lifecycle Management

Computer-Aided Facility Management (CAFM) systems play a crucial role in supporting and streamlining asset lifecycle management processes. These software programs help managers and organisations manage and maintain their physical assets effectively throughout their lifespan.

What are the benefits of using CAFM for asset lifecycle management?

Centralised Asset Information

CAFM systems provide a centralised repository for storing and managing asset data, including acquisition details, maintenance records, warranties, and performance metrics. This centralised information enables better decision-making and facilitates effective asset management.

Preventive Maintenance Scheduling

CAFM solutions assist managers in scheduling and overseeing maintenance tasks to preserve assets and extend their lifespan. This proactive approach helps minimise unplanned downtime and reduces the risk of costly breakdowns.

Regular maintenance can help you keep your assets in good condition. Planned maintenance can help you keep your assets in good condition and make them last longer by doing regular equipment checks. This will also improve the resale value of your properties, giving you a significant return on investment.

Ultimately, by implementing preventive maintenance schedules, provided by Elogs CAFM, property managers can extend the lifespan of assets, reduce energy consumption, and minimise waste.

Work Order Management

CAFM systems streamline the process of creating, assigning, and tracking work orders. This is especially relevant for repairs, maintenance, and other asset-related tasks. CAFM systems address issues efficiently, helping to minimise disruptions to operations.

Asset Tracking and Monitoring

With CAFM, organisations can track the location, condition, and utilisation of their assets in real-time. This information helps optimise asset deployment, identify underutilised or redundant assets, and plan for replacements or upgrades.

CAFM systems give property managers the ability to track assets, monitor their performance, and identify opportunities for optimisation or replacement.

Asset Disposal and Recycling

CAFM systems can also identify assets that have reached the end of their lifecycle. Using this data, property managers can ensure the responsible disposal and recycling of assets. CAFM allows for asset disposal and recycling at the right time and in a sustainable way.

By tracking asset disposal practices, companies can adhere to ESG goals and minimise environmental impacts.

Lifecycle Cost Analysis

CAFM solutions provide tools for analysing the total cost of ownership (TCO) of assets. This includes acquisition, operation, maintenance, and disposal costs. This analysis helps organisations make informed decisions about asset replacement or retention.

Compliance and Regulatory Reporting

CAFM systems can assist in maintaining compliance with relevant regulations and standards by tracking and reporting on asset-related data. This could include safety inspections, certifications, and environmental impact. Elogs CAFM is integrated with a risk management software, Meridian. With this cutting-edge compliance management solution, you can gain comprehensive insights into your health and safety performance.

Integration with Other Systems

Many CAFM solutions can integrate with other systems. Elogs CAFM is integrated with Prosure360 and Meridian from our partners at William Martin.

These integrations merge three top-tier systems, streamlining operations for facilities and property managers. With Elogs, you gain unparalleled transparency and control, ensuring your compliance management is efficient and hassle-free.

By leveraging CAFM solutions, organisations can effectively:

  • Manage their assets throughout their lifecycle.
  • Optimise resource allocation.
  • Reduce operational costs.
  • Ensure compliance with relevant regulations and standards.

Asset lifecycle management is a critical process for organisations that rely on physical assets to support their operations. Elogs CAFM supports organisations to maximise the value and performance of their assets while minimising costs and risks.

CAFM software plays a vital role in supporting and streamlining asset lifecycle management processes. These solutions provide a centralised platform for managing asset data, scheduling maintenance activities, tracking work orders, monitoring asset performance, and analysing lifecycle costs. By leveraging CAFM, organisations can make informed decisions, optimise asset utilisation, and ensure compliance with relevant regulations and standards.

Elogs CAFM is a powerful system which helps facilities managers implement a robust asset lifecycle management strategy. This can lead to significant operational efficiencies, cost savings, and improved asset performance.

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