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Planned and Preventative Maintenance

Plan and schedule recurring and one-time tasks with ease
The FM Server Planned and Preventative Maintenance (PPM) module provides a workflow based process for managing all planned maintenance activities that may be part of a routine maintenance or inspection regime or a one-time project.

The PPM process enables managers to create, schedule, track and manage individual tasks with ease whether tasks are assigned to internal maintenance teams within a Direct Labour Organisation (DLO) or external contractors. At each step in the life-cycle relevant users update individual tasks enabling others to view real-time information about their current status and progression.

The PPM module is tightly linked with the Asset Register enabling tasks, maintenance history and cost data to be captured and analysed for individual assets or systems.

All scheduled PPM activities can also be viewed through the powerful calendar interface, so that managers have a complete picture of all pending, work-in-progress and completed items enabling them to prioritise and manage their workload and resources.

The core system includes the following capabilities and features:
Automatic email alerts keep your team and contractors informed
  • Calendar interface for viewing PPM schedules and specific activities through MS Outlook-style - day, week, month and year views, and MS Project style task views (Gantt chart format)
  • Continuous workflow for entry, tracking and reporting on PPM tasks
  • Permissions based access for estates managers, engineer/surveyors (job owners), internal building services and contractors (as necessary)
  • PPM tasks can be "recurring" tasks linked to individual assets, "planned" tasks created from condition survey elements, or separate "project based" tasks
  • Automatic e-mail alerts to notify estates managers and other users when requests / actions are awaiting their attention
  • Real time status information, including reports on work-in-progress and completed jobs
  • Integrated with all other system modules to provide automatic alerts for asbestos items, health and safety information, permits to work and risk assessment details for any location
  • Administration features include controls for automatic escalation of idle tasks and automatic email alerts for defined stages in workflow
  • Calendar
    Maintenance calendar provides a direct view across all activities
  • Automatic creation of a new task “pending” when a recurring task is completed
  • Full audit trail and reports
  • System Administrator can modify any detail in any request (except for audit trail) to correct any user errors
As every customer scenario is different, individual deployments can also be customised to meet individual customer requirements.

If you have any particular requirements you would like to discuss please contact us.

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Efficient Maintenance Team Contractor Management
  • Secure access for maintenance teams and contractors to view status and full details of PPM jobs assigned to them
  • Internal maintenance teams and contractors can update task records to indicate when a job has been accepted and completed
  • Internal maintenance teams and external contractors can submit virtual invoices for related costs such as time and materials
  • Managers can reject virtual invoices and request resubmission by the contractor
  • Managers can reject virtual invoices for works that are incomplete or unsatisfactory
  • Analyse maintenance team and contractor performance using multiple criteria
  • Analyse quotation history for individual and multiple contractors
  • Identify and analyse recurring maintenance issues
Permits to Work Process
  • Permits to work process to request and approve or reject risk assessments and method statements for individual jobs
  • Authorised contractors can create their own templates for all categories of work permit, e.g. Asbestos, Electrical, etc., from which generic or specific risk assessments can be generated for any job
  • Facility to generate PDF Permit to Work documents "on-the-fly" and auto email them to relevant users and contractors
  • A link to the current revision for a Permit to Work is displayed in the job record and a full audit trail is provided for authorised users (and auditors) to view read-only PDF documents of all previous revisions


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