2. Every day you face new challenges. How do I solve
this urgent failure today? How do I prevent these
problems from happening again in the future?
How do I keep my internal customers, external
customers and my employees satisfied? How do
I ensure that facility projects are completed timely
and within budget? Just a few examples of issues
frequently occurring in your line of work.
Serving Your Organisation
In this hectic and versatile environment, you are constantly looking for
solutions that help you do what you have to: optimally facilitating your
organisation so the regular activities can be executed in the best possible
way. To accomplish this, it is vital that maintenance, buildings, catering,
facility reservations, the service desk, the reception, cleaning, security and
the agreements with third parties are in tiptop shape. But the question is
how to structure this and how to maintain the overview?
A User-Friendly Tool
With the extensive facility management information system (FMIS) Ultimo
Facility Management, you are provided with a user-friendly solution for
all the issues above. By structuring your processes and recording relevant
information, you enhance your grip and acquire relevant information
to monitor you facility policy both strategically and operationally.
The software also supports you with chain integration by helping you
directly involve your customers in the system. This not only benefits
the efficiency, but also stimulates the customer orientation since your
customers actively participate in the service process through
Self-Service.
A New Day, a New Challenge
2 3
This brochure provides you with more information regarding
the software tool Ultimo Facility Management. Let us convince you
of the possibilities to support you and your team in an efficient and
optimal execution of facility activities. Our colleagues are at your
service to help you improve your service even further.
Are Happy Customers a High Priority?
Here at Ultimo, we understand this very well. As a facility manager, you are not
only involved with managing the costs, but also with the happiness of you
customers. Ultimo helps you increase the facility job satisfaction within your
organisation. We do this by not only creating good software, but also by
connecting that software with new information technology. Ultimo helps
you achieve smart facility management and make your customers happy!
Visit our blog (www.ultimo.com/blog) for news, tips and articles concerning
current topics in terms of smart & happy FM.
3. The Facility Cockpit: For Overview and Control
4 5
By implementing Ultimo, you will start recording
information digitally, which is very convenient when
you want to revisit certain issues. However, recording
information is not the goal in and of itself. What you
want, of course, is to deploy the software to create a
simple overview of the large quantity of information
and check certain issues. How do you currently keep
your management informed, and how do you make
sure this information is presented in an attractive way?
From Information to Control Information
Have the objectives been achieved and is the execution in line with the
strategy? This is an important question for the person responsible for the
facilities service and for the management or board of your organisation.
We believe that a software application can only prove its worth when it
can readily provide management information and operational information
because actually making information about the day-to-day operations
easy to view and understand is one of the most important reasons for
using software. As well as learning from it, of course.
Dashboards
To increase insight and monitor if you comply with your objectives, you
can use dashboards to aim for important Key Performance Indicators (KPIs).
This way, you maintain your grip on the planning, execution and progress
of activities, and you safeguard your Service Level Agreements. If you
desire more in-depth information, you can use the optional reporting
tool Qlikview. Certain templates have been specially developed for Ultimo,
which will provide you with a fully dynamic and interactive management
overview.
Reports
In addition to monitoring KPIs, it is desirable to use reports to gain
insight into your performances. By default, a large number of reports
are available that, for example, provide insight into the progress of
activities and financial results. Using an external reporting tool, you
can adjust the reports as you desire. You can also export selection
lists and filtered information directly to Excel to continue processing
and presenting there.
Summary of Your Advantages:
+ Use extensive dashboards and
reports to gain quick insight or
analyse thoroughly.
+ Use the possibilities to attractively
present control information.
+ In the event of audits and inspections,
use the clear and accessible way of
data storage to easily show that you
comply with important regulations
and standards.
“I am convinced people learn from information.
However, before you can use information,
it has to be recorded first.”
Leo Voermans, Manager Facilities,
Pels Rijcken & Droogleever Fortuijn advocaten & notarissen
4. A Well-Oiled Machine
You know better than anyone that facility
management is a very broad field in which different
supporting processes are involved. To be able to
offer the best possible service, you need to have
at your disposal the correct tool that supports
both your front office and back office activities.
How do you ensure structure in the facility activities?
Does your department work as efficiently as possible?
How did you design the communication?
A Tight Organisation
Our software allows you to implement the work processes of your
front and back office(s) more efficiently. Not only can you work more
effectively in the field of communication, but the efficiency of
coordination, implementation and completion of facility management
work can also be significantly improved. You will find that your employees
are able to work in a more action-oriented manner and spend less time
on answering unnecessary e-mails or phone calls. Because your work
activities are coordinated with the help of Ultimo, there is a smaller risk
that you will forget important work. Moreover, you can use notifications
to inform both yourself and your customers of important events, status
changes or new reports. Finally, you experience the convenience of
the system when monitoring appointments and managing the many
contracts and/or suppliers of your organisation. Satisfied customers,
satisfied employees and a satisfied organisation are the result.
Control over Costs and Projects
In order to keep the facilities machine running, it is important to keep
a keen eye on the financial means. Ultimo offers easy insight into the
incurred costs, the depletion of budgets and the progress of projects.
Any (contractual) obligations to others are also clearly secured so you
know what you should take into account now and in the future.
DIY for Your Customers. A Win-Win Situation!
You would like to serve your customers as best
you can, but how do you realise this with only
limited resources? Use Self-Service and involve your
customers in the facility processes. This will realise
a double victory: your customers will be more
involved in your service provision and your
employees will be relieved from some of
their activities.
6 7
“The approachable deployment of Self-Service provided
extra structure in our organisation. The use of Self-Service
has to be approachable because not every reporter has
any experience using the system.”
Marc Born, facility manager, Intergamma
“In practise, we realise a significant profit by working more
efficiently and by better anticipating questions from customers.
This way, we save on costs, we have a uniform working method,
and knowledge sharing is simpler.”
Stijn van de Velde, Responsible for facilities, Christelijke Mutualiteit Midden-Vlaanderen
User-Friendly Self-Service
Your customers will have at their disposal a personal Self-Service page that
is easily accessible via internet or intranet. To help your customers adjust to
the software, special attention has been paid to the user-friendly layout of
Self-Service. You can also make the knowledge tree available for your
customers via Self-Service so they can first try to look for answers themsel-
ves. This could help lower the pressure your back offices are under.
After your customers have registered their complaints, desires, information
requests, or failures (CDIF reports), Ultimo makes sure these are automati-
cally sent to the correct department for follow-up and processing. When a
customer has registered a report, they can keep track of it in a convenient
overview, and they will stay informed of any progress made. After a CDIF
report has been processed, the customers can indicate their satisfaction
with the solution so the service’s quality can be continuously improved.
Put Together Your Own Available Selection
It is completely up to you what items you make available. This way
you create a custom-made service offer for your customers. A few
examples from the field:
• Creating reservations (rooms, inventory,
services and catering).
• Reporting failures.
• Requesting keys or other personal resources
(such as mobile phones).
• Requesting public transport, pool cars, bicycles,
or taxi rides.
• Requesting cleaning activities.
• Requesting (office) supplies.
• Requesting IT resources.
• Registering compliments or complaints.
• Viewing reports.
Summary of Your Advantages:
+ Improved structure and efficiency
because all facility processes are
supported unequivocally.
+ Improve the communication between
facility service, customers, management
and other stakeholders.
+ Boost customer and employee
satisfaction by honouring agreements
and providing the right resources to
execute activities.
+ Maintain a grip on your costs and
projects.
Summary of Your Advantages:
+ Accessible registration of reports and
requests by your customers.
+ More efficiently designing the registration
and processing process.
+ Integrated knowledge tree and Self-Service
so customers can look for solutions
themselves.
+ Simply measuring customer satisfaction.
5. Getting Acquainted with Our Software After logging on, you will find a
clear start page.
Build your own personal dashboard,
existing of various panels.
You can fill the panels with diagrams,
meters, reading lists, shortcuts, etc.
The clean and orderly layout of the pages helps
with the user-friendly input of data. Using tabs,
you can quickly navigate to underlying
information.
The main menu has a clean set-up, can be
folded in and out, and is always accessible.
In the clear planners, moving is always easy
with drag & drop.
Customisable
user-friendly standard
Durable investment with
low management costs
All the supporting processes in
one integrated solution
Involved and reliable
since 1988
Use the Ultimo explorers for
structure and clarity.
8 9
Our own team of software developers works daily
on realising and optimising software that fits your
desires seamlessly. You will have at your disposal an
established and user-friendly standard software,
conform the market standards. Still, your situation
will always remain unique in certain aspects.
Therefore, the software can easily be customised
for extra efficiency and user-friendliness. To this end,
you will have access to our standard delivered
Ultimo Customization Tool. Custom standard
software, we call it.
The Advantage of Flexibility
One of Ultimo’s most important distinguishing features is the possibility
to easily (without any programming work) manage, personalise and
adjust your own application.
Examples of the flexibility for (end) users:
• Compile you own personal start page/dashboards.
• Personalise your selection list with information that is relevant to you.
• Mark important pages as ‘favourite’.
Examples of the flexibility for application managers:
• Set authorisations and user roles.
• Adjust screens, menus, fields and workflows.
• Add extra fields/tables where necessary.
Focus on User-Friendliness
During the development of our software products, we pay special
attention the user-friendly nature of our software. This user-friendliness
is mainly expressed in the convenient explorers, spacious panels, the
use of icons and pictograms, the clear screen structure with tabs,
and the simple search possibilities.
Buying or Renting; What Do You Prefer?
The Ultimo software is web based. There are two possibilities for using
the software: you can make a one-off purchase or rent the software with
a subscription. The rental option is called Software as a Service (SaaS).
This means that we take care of all administration of the FMIS, including
an annual update.
Mobile Working with Our Apps
Perform a large part of your facility activities on the go with the
Ultimo Go & Ultimo Go+ apps. Use your mobile phone or tablet
to look up information, register reports, or process activities
directly on site.
HANDTEKENING PLAATSEN
OPNIEUW OK
6. ENERGY MANAGEMENT
Register and monitor the energy
consumption of equipment, process
functions and buildings.
EQUIPMENT MANAGEMENT
Full technical and administrative
equipment management.
HSE SUITE
Complete set of modules for Health,
Safety & Environment.
INTERFACES
Integrate Ultimo with various other
business systems to work even
more efficiently.
INVENTORY MANAGEMENT
Full (administrative) inventory
management.
INVOICING
For charging on incurred costs.
ISSUE MANAGEMENT
Manage the issue and intake of
facility inventory.
Below, you find an alphabetical overview of all
available modules of Ultimo Facility Management.
For more information on the specific functioning and
advantages, please have a look at our website. We are
happy to advise you on the best fitting combination
of modules (existing of an extensive basic package,
possibly augmented with optional modules).
Module Overview
KEY MANAGEMENT
Register, take in and issue keys
and cylinders.
KNOWLEDGE TREE
Share acquired knowledge with
colleagues and customers.
LONG-TERM ASSET PLANNING
Compile long-term budgets for assets
critical to your organisation.
LONG-TERM MAINTENANCE PLANNING
Generate LTMP year plans, including
budgets and job responsibilities.
Use objective condition.
MASTER DATA MANAGEMENT
Record master data which is used in
the other modules.
MEDICAL TECHNOLOGY
Comprehensive module for managing
medical instruments. measurements to
do so.
MULTIJOBS
Coordinate multidisciplinary activities.
NOTIFICATIONS
Stay informed about important
events in your application.
PEOPLE MANAGEMENT
Manage everything concerning your
employees (incl. ERO registration).
PERIODICAL MAINTENANCE
Plan periodical activities.
PRODUCT FILES
Secure the entire life cycle of
objects.
PROJECT MANAGEMENT
Manage your facility projects.
PROPERTY MANAGEMENT
Manage you entire property
portfolio.
REMOVALS
Coordinate (internal) removals.
RENTAL ADMINISTRATION
Administrative management of
lettable units and rental contracts.
REPORTS
Monitor progress with various
standard reports.
RESERVATIONS
Facilitate reserving rooms, catering
and inventory.
SELF-SERVICE
Involve your (internal) customers in a
user-friendly way in the facility process.
SEND E-MAIL
Send e-mails from Ultimo.
SERVICE DESK
Functionality to manage and process
complaints, desires, information
requests and failures (CDIF).
SERVICE LEVEL AGREEMENTS
Make service agreements and use
this module to honour them.
STOCK MANAGEMENT & PURCHASE
Manage stocks and support the
purchase of articles.
Nokia Lumia Samsung GalaiPad iPad mini iPhone 5 Samsung Tab
10 11
RGB 162, 192, 55 RGB 214, 126, 70 RGB 99, 169, 237
PMS Solid U 284U
RGB 245, 212, 42 RGB 208, 101, 120
Achieve synergy and save on costs! Combine
with Ultimo IT Service Management and also
support your IT department with a complete
software for IT management.
TIME ACCOUNTING
Register the hours worked
per activity.
ULTIMO CUSTOMIZATION TOOL
Unique tool to implement
adjustments in the software.
ULTIMO GO
Webapp to work on the go.
ULTIMO GO+ (APP)
Additional possibilities with respect
to the standard webapp Ultimo Go,
including working offline, scanning,
and GPS and camera integration.
WORKFLOW SCHEDULER +
Design workflows that have been
customised according to your wishes.
WORK ORDER MANAGEMENT
Extensive module for fully processing
work orders.
AUTHORISATION MANAGEMENT
Control the access management
in Ultimo.
CAD INTEGRATION
Import rooms from CAD and
generate various floor area
plans.
CONTRACT MANAGEMENT
Comprehensible contract
management.
COST REGISTRATION
Clear registration of incurred
costs.
DASHBOARDS
Monitor your KPIs with the use
of dashboards.
DEPRECIATIONS
Keep track of the depreciations
on assets.
E-MAIL IMPORT
Import e-mails into Ultimo and
convert them into reports.
7. Customer Stories
“We use Ultimo for all our objects. We introduced
everything by starting with the largest objects such as
complexes, buildings and building sections, before also
registering all rooms, equipment and inventory.
The greatest advantage of Ultimo is that we have
total insight into all processes.”
Johan-Jordi Noorlander, owner, Noorlander Bouw
(Grandhotel Huis ter Duin)
“As a standard, the software already offers many
possibilities. As the user, we can also add matters
ourselves that tie into our business processes. This is a
major advantage. Favourable reviews from references
helped us make the decision to start using Ultimo.
Overall, the service and support are excellent.”
Dirk Callens, technical coordination general bioengineering
& asset management, Antwerp University Hospital
“We chose Ultimo because it is so easily adaptable.
All customers have their own specific design
needs and Ultimo is very suitable
for meeting these.”
Jean-Pierre van Huizen, head ICT/AV media,
Christelijke Agrarische Hogeschool Vilentum
“The system is easy to use for our target audience
because the design is straightforward and clear.
I am very pleased with this.”
Rick Reurink, team manager ICT,
Inclusief Groep
“The commitment of our employees was the main
success factor. This resulted in one integrated system,
which led to better internal coordination.”
Bertus Bosman, manager facility support,
Brandweer Amsterdam-Amstelland
“We have had positive experiences with Ultimo Facility
Management and Self-Service. All our employees can
now register their own reports and monitor the status
themselves. This has had a positive influence on the
internal customer satisfaction.”
Filip Goyens, Head of information sciences,
Algemeen Ziekenhuis Turnhout
“Ever since the implementation of Ultimo, the processes
of the supporting departments have been better
manageable, and they have been better able to
efficiently support the producing departments.”
Arlette Mandemaker, manager,
Apotheek Haagse Ziekenhuizen
“The software helps us at main office gain easy insight
into the events at our organisation’s different branches,
which helps us efficiently execute the facility activities.
With the digital contract management, we maintain
a grip on our agreements.”
Elien Aussems, assistent facility manager, Sacha Shoes
Services
Experience our professional and involved services,
with which we pragmatically assist you in the
commissioning and use of the software.
Implementations
In order to provide you with a fully-functioning product in accordance
with your wishes and requirements, we have developed our own
implementation method based on our experiences (since 1988) and
project management method PRINCE2®. Broadly speaking,
implementations go through the following project stages: preliminary
stage, project initiation, realisation and project conclusion. However, this
format is not rigid, but can be adjusted according to the complexity of
the implementation. Your organisation can appoint a project leader, but
we and/or an organisation consultancy firm can also fulfil this role if
you so desire.
Training Courses
Use our extensive offer of training courses and quickly groom your users,
key users and application managers for working with Ultimo. These training
courses are an effective way of acquiring knowledge and skills, learn more
about the extensive possibilities, and learn from the experiences of other
Ultimo users.
Advice
To support you in realising your goals, our consultants are also available as
professional advisers. A special team, with years of practical experience
between them, performs targeted analyses and translates these into
practical advices to help you immediately increase your returns. Because
we also want you to get the most out of the software’s advantages.
Contact us for the possibilities.
Support & Customer Support
In case you have any questions or are in need of support after implementa-
tion, please contact our Customer Support department. The team is always
at your disposal for advice and help. In order to honour the mutual
agreements concerning the use of the help desk and the software’s
updates, we will draw up a service agreement with you.
“Facility reports are being followed up quicker since the
commissioning of Ultimo. This is not only because
information is readily available, but also because reports
are comprehensibly shown on a smartphone.”
Wim Houben, senior staff, Hasselt University
1 2 3 4 5
Activation Testing Training Go liveConfiguration
12 13
General impression of the activities taking place during implementation. Reality may differ.
Please visit our website for more reference cases or visit our YouTube channel for
various films with examples from the field: www.youtube.com/UltimoSoftware
8. Ultimo was founded in the eighties of the last
century, and our professional team of approximately
160 employees has been working day in and day
out to develop, implement, support and sell our
successful Ultimo software that has proven
itself in practise over and over again.
Our Expertise
• Facility management software.
• Maintenance management software.
• IT service management software.
• Fleet management software.
• Infra asset management software.
Seven Reasons to Choose Ultimo
1 Because the process optimisation of the supporting services is the
core of our software and our services. This allows you to spend
more time on your primary activities.
2 Because our software and services allow you to better control your
costs, optimise your output, meet regulations and certifications,
and improve customer satisfaction.
3 Because you will have at your disposal an established standard
business software, which is guaranteed the most flexible in its kind.
4 Because the Ultimo software can offer integral support to all your
supporting services.
5 Because the software fits your practice. It has been developed in
close collaboration with various customers and market parties.
6 Because we believe that being involved with our clients and
colleagues is a basic condition for your and our success.
7 Because more than 1,500 customers from home and abroad
daily experience the above-mentioned reasons.
Would You Like to Support Other Departments Too?
Deploy Ultimo integrally for all your supporting processes. Ultimo is easily
expandable with functionalities for maintenance management, IT service
management, fleet management and infra asset management.
Meet Our Facility Team!
CMYK 50 00 100 00 CMYK 00 60 78 00 CMYK 70 20 00 00 CMYK 00 15 95 00 CMYK 00 73 36 00
RGB 162, 192, 55 RGB 214, 126, 70 RGB 99, 169, 237
PMS Solid U 284U
RGB 245, 212, 42 RGB 208, 101, 120
General
sales@ultimo.com
www.ultimo.com
Ultimo Software Solutions GmbH
Steigerstraße 13
46537 Dinslaken
Germany
T +49 2064 828 47 54
Ultimo Software Solutions bv
Waterweg 3
8071 RR Nunspeet
The Netherlands
T +31 341 42 37 37
Ultimo Belgium bvba
Schaliënhoevedreef 20 A
2800 Mechelen
Belgium
T +32 15 44 41 44
14 15
We have been at your disposal since 1988.
Our mission
Supporting clients in effective facility, technical and IT management
with both a user-friendly standard software tool distinguished by its
flexibility and the related customer-oriented services.
