The Victoria & Albert Museum

The Art of Effective Facilities Management

Managing the numerous facility requirements of a prestigious organisation like the Victoria & Albert Museum is a complicated task, but one made considerably easier thanks to the market leading facilities management software solutions provider, Mass, and its bespoke ARCHIBUS technology. Not only is ARCHIBUS providing the V&A with vital space and asset management information and improving the delivery of FM services, but it also has the potential to expand to include enhanced financial reporting specific to each Museum department.

Founded in 1855 as a Museum of Manufactures, the Victoria & Albert Museum has occupied its current 12 acre site in South Kensington since that date. The Museum’s relationship with Mass began in 1998 when the potential for the ARCHIBUS technology was recognised. Key aims were to improve the delivery and the efficiency of facilities managment services throughout the organisation, as well as the management of its external contractors.

This is where Mass comes into the picture. As specialists in the field of FM Solutions and with experience in numerous industries, Mass were seen as the ideal partner for the Victoria & Albert Museum. The ARCHIBUS system was selected both to provide some immediate answers and offer the potential and flexibility to add even further value to the organisation's administration. In particular they focused on two modules: the Helpdesk and the Asset Tracking capability, both of which were developed exclusively by Mass, the Helpdesk function being managed by Malcolm Whitehead, the Financial Controller & Administration Manager of the Facilities Management Division.

“Previously, routine facilities management services were managed using an Excel spreadsheet and a great many forms,” Malcolm explains. “The implementation of ARCHIBUS's new Helpdesk facility has had a tremendously positive impact on our administration. Each request is logged electronically by our two Helpdesk operators, automatically given a unique identifying number by the system and allocated to the appropriate contractor/department.”

Part of the Chihuli exhibit at the V & A “The improved efficiency in delivering routine services is freeing our teams to spend more time on value-added activities, such as giving guidance on lighting design for new exhibitions etc. which in turn benefits the public,” Malcolm adds.

The second major module the Museum is using is the asset tracking facility with ARCHIBUS and AutoCAD. The Museum is recording the drawings and data of all of the buildings that make up the main South Kensington site - some 80,000 sq m and 2500 rooms in all.

“The new technology from ARCHIBUS is enabling us to have our first comprehensive asset register, which tells us who 'owns' what space and what that space is used for. Clearly this is a major benefit, and with each room being given an identifying number there is an obvious advantage in the future from a facilities management perspective.”

Malcolm is convinced of the benefits that Mass’ partnership approach - and ARCHIBUS technology - are bringing to the Victoria & Albert Museum, and acknowledges that in many ways they are just scraping the surface of the relationship’s true potential.

For further information relating to Mass' Facilities Management Software Solutions, and the ARCHIBUS solution, please contact our team either by telephone: 0118 977 8560 or via email: info@mass-software.com.