Vital Statistics
Organization:
Unum
Location
Headquartered in Chattanooga, Tennessee
Facilities Facts:
3,000,000 square feet of office space in five United States buildings and a facility in the United Kingdom.
ARCHIBUS Applications:
Real Property & Lease Management, Space Management
Reasons for Implementing:
Elimination of Excel spreadsheets to automate space portfolio tracking and rent allocation. Creation of common facilities management standards and audit ability for corrective and preventive maintenance work requests.
Benefits Gained:
$7,000,000 in avoided real estate costs, $350,000 savings from reduction in legacy systems, accurate metric reporting, improved workflows. Increase from 72% to 85% in space utilization; churn rate reduced by 50%.
Business Partner:
AOS-US
Web Site:
www.unum.com
The #1 Solution in the World for
Total Infrastructure and Facilities Management
 

#1 Disability Insurance Provider Avoids $7 Million in Real Estate Costs, Saves $350K Annually in Improved Workflows with ARCHIBUS

Unum is a Chattanooga, Tennessee-based insurance company previously named UnumProvident. It was formed from the merger of two competing insurance companies, Unum of Portland, Maine, and Provident Life and Accident Insurance Company of Chattanooga, Tennessee.

Currently the largest disability insurance company worldwide, Unum provides employee benefits including disability insurance, critical illness insurance, long-term care insurance and life insurance.

Unum has been #1 in group and individual disability insurance and group long-term care insurance for 32 consecutive years in the U.S. In the United Kingdom (UK), the company is #1 in group income protection and critical illness coverage.

With a total of 10,000 employees in the U.S., Ireland and the UK, Unum manages more than 3,000,000 square feet of office space at its 5 major U.S. locations, over 150 field offices across the country, Ireland and a UK headquarters site in England.

But with all its sophistication in the realm of insurance, the company until finally validated and benchmarked its investment over the manual facilities management practices based on data contained in Excel spreadsheets. The company realized it was time to automate its real estate and facilities management functions, says Paul Larkins, Unum’s Director of Corporate Planning and Construction.

Automating Rent Allocation, Space Tracking

“The inability to quantify our space portfolio and automate our rent allocation and tracking was a problem from a real estate perspective – plus, there were no common standards or audit ability for corrective and preventive maintenance work requests,” notes Larkins.

Because of its large user base, continually expanding applications scope, and integration capabilities, a Web-based ARCHIBUS implementation was chosen as the software platform upon which Unum would standardize and streamline its real estate and facilities management processes.

18% Space Utilization Improvement, $350K Annual Savings

The insurance company took an interdisciplinary approach to its applications needs and chose to implement ARCHIBUS Real Property & Lease Management, Space, Building Operations and Furniture & Equipment Management applications.

The base system, says the company’s Director of Corporate Planning and Construction, took approximately four months to become operational.

Starting out by collecting and sharing basic information on property details and facilities operations, the company proceeded to integrate and improve process workflows and consolidate standards with a single Web-based system as a portal.

The reduction of legacy systems, improved workflow, and accurate metric reporting has resulted in annual cash savings of $350,000. Space utilization has increased from 72% to 85% and the churn rate has dropped by 50%, which further contributed to avoided additional real estate costs initially of over $7,000,000.

Further efficiencies are being pursued through a program that encourages employees to work from home.