Computerized Maintenance Management System Software

The vendor is required to provide computerized maintenance management system (CMMS) platform that centralizes asset data, work order management, mapping, analytics, and capital planning into a single system.
- Functionality requirements
1. Interactive facility mapping
• Provide interactive facility maps based on floorplans and blueprints
• Navigate from campus to building to floor within a single interface
• Support layered visualization (zones, utility systems, security, assets, fire safety)
• Support the association of assets to specific, exact locations within facility drawings or floorplans
• Enable full work order interaction from the map, including creation, updates, and status management directly within the mapped interface.
• Enable direct interaction with assets and equipment via the map interface through clickable asset data
• Provide visibility into maintenance activity, asset data, and system information within the building layout
2. Asset and equipment management
• Maintain a centralized asset repository with full lifecycle tracking
• Store asset attributes including location, condition, maintenance history, warranties, and documentation
• Support linking preventive and corrective maintenance activities to assets
• Enable asset hierarchy and relationships, including upstream and downstream connectivity
• Provide asset-level reporting and analytics
3. Work order and maintenance management
• Support corrective, preventive maintenance, and planned events workflows
• Enable creation, assignment, prioritization, tracking, and completion of work orders across all facilities
• Support automated assignment and escalation
• Support single and multi-assignment of work orders
• Allow linking and relationships between work orders
• Provide scheduling, dispatching, and real-time tracking of work order execution
• Enable mobile work order execution
4. Preventative maintenance and compliance
• Schedule and manage preventive maintenance (pm)
• Track pm completion rates and overdue tasks
• Provide compliance dashboards for regulatory readiness
• Store inspection and audit documentation
• Support checklist-driven maintenance tasks
5. Work request management
• Provide a user-friendly service request portal
• Ability to create or modify work flow approval
• Allow external users to submit requests without login (optional)
• Route requests automatically to appropriate teams
• Provide request status visibility and automated notifications
• Enable two-way communication within work orders between requesters and technicians
6. Analytics, reporting and dashboards
• Provide dashboards with configurable KPIs for at-a-glance visibility
• Enable highly configurable reporting with multi-level filtering across assets, locations, employees, work order data, and timeframes with export capabilities in standard formats (pdf, excel)
• Identify trends, risks, and recurring maintenance issues
• Provide long-term planning dashboards
• Forecast capital expenditures and replacement schedules
- Technical requirements
1. System access and deployment
• Be cloud-based (SaaS) with high availability
• Support multi-site and multi-facility environments
• Support use across desktop, mobile, and tablet devices (device agnostic) 24/7
• Provide centralized data access across locations
2. Data management and security
• Provide role-based access control (RBAC)
• Ensure data encryption (in transit and at rest)
• Maintain audit logs and change tracking
• Support integration with district systems, including single sign-on (SSO)
3. Performance and scalability
• Support large datasets (assets, work orders, facilities)
• Scale to multiple users at no additional cost and without performance degradation
• Provide fast response times for dashboards and reporting
4. Reliability and support
• Provide 24/7 system availability and support
• Include SLAs for uptime and response times
• Offer disaster recovery and backup capabilities.