Global semiconductor firm optimizes space management with JLLT

Operational agility is critical to success in the intensely competitive semiconductor industry. That’s why a global semiconductor firm turned to JLLT with a strategic initiative to streamline its real estate portfolio and asset management processes.

Inconsistent data collection and governance processes hindered accurate and timely reporting. Thanks to partnering with JLLT, the company secured the most value from its Archibus investment and its entire CRE portfolio.

The customer story describes key organizational successes:

• Driving global user adoption with automated CRE best practices
• Transitioning from quarterly utilization reporting to daily utilization reporting
• Managing the portfolio as it doubles in size to 6MM square feet supporting 6,000 employees

This semiconductor firm realized it needed operational agility to challenge the leaders in its highly competitive market. They knew they needed to be creative and innovative to stay lean, including how they used their real estate spaces.

The customer’s Global Real Estate (GRE) team had already partnered with JLL Technologies (JLLT) to implement Archibus, a strategic Integrated Workplace Management System (IWMS). However, they still faced data integrity and reporting quality challenges. Though fully deployed, the system’s use was inconsistent, especially between the three primary sites in California, Texas, and Ontario, Canada. Access to reliable data became a significant concern as data in the system was inaccurate or outdated. The reports needed to analyze and leverage the data were either too basic or often unavailable.

Outdated and inconsistent reporting became particularly problematic when GRE began reevaluating its property portfolio to identify opportunities to consolidate space. As the initiative proceeded, the IWMS solution could not effectively remedy the reporting issues. Areas for improvement included:

• Improving end-user adoption to drive cohesive data management processes
• Instituting system audits and data governance to ensure data was entered and maintained accurately
• Providing leadership with reports that are accessible, consistent, and accurate

A successful IWMS Implementation drives adoption and improved data accuracy

JLLT implemented Archibus modules for Space, Building Ops, and Lease Administration to address these challenges. Its support to the company shifted to a Managed Services delivery model, providing the company with a full-time System and Data Administrator (SDA) with business analyst skills. The SDA, located on-site at the company’s largest campus, immediately became a vital member of the IWMS leadership team. Together with the company, JLLT’s SDA established a detailed current state assessment, a list of priorities, and an action plan.

Following the addition of the SDA and the execution of the first phase of the action plan, system data reliability increased dramatically – as did overall end-user adoption. Self service reports were developed in all domains and made available to managers and stakeholders. Users had constant access to the SDA, who continues to serve as an internal system expert and champion providing both formal classroom training and ad hoc training.

With the help of JLLT, the company addressed end-user challenges with this system, implementing best practices to support user adoption. Decision-makers gained access to timely and accurate information for planning, growth, and ongoing real estate business strategy.

Reliable data becomes the foundation for intelligent Space Management

The second phase of the Managed Services program added five full-time team members, including a Program Manager, Functional Analyst, Business Intelligence Analyst, and two tech resources. This team of CRE technology experts has enabled the customer to reach 90% to 95% occupancy before looking for new space, a 15% relative improvement over industry benchmarks.

In the last 12 months, the customer doubled in size, with its portfolio growing from 3 million square feet supporting 3,000 employees to 6 million square feet supporting 6,000 employees. The customer stays on top of its space utilization data through daily reports, which provide ongoing data confidence and enable operational agility.

• Transitioned from quarterly utilization reporting to daily utilization reporting
• Drove global user adoption with automated CRE best practices
• The portfolio doubled in size from 3M square feet supporting 3,000 employees to 6M square feet supporting 6,000 employees
   

“I can see the great results from collaboration across the board. The input from the users is driving improvements in the tools. This, in turn, creates much better data for improved decision-making. So the result is that upper management is getting better information more quickly. Improved space utilization is clearly a path to cost savings for the company.”

- Global Real Estate and Strategic Planning Manager