URI Computerized Maintenance Management System

Computerized Maintenance Management System (CMMS) that includes software, implementation services, training, and technical support from a single vendor to serve University campus.
- System that supports asset management, work order tracking, service request management, preventative maintenance scheduling, mobile workforce integration, and GIS / map-based functionality.
- The system should be flexible, user-friendly, and fully integrated to improve efficiency and support informed decision-making as the university grows and asset management becomes more complex. It must be easy to use for a wide range of staff and offer technical support through email, phone, and remote assistance. A cloud-based system is preferred.
- The following is an overview of the essential software capabilities/requirements:
A. Asset Management
• Ability to create asset inventories and track asset attributes
• Setup preventative maintenance schedules on assets and trigger work based on asset condition, time, and usage
• Ability to create custom assets
• Associate asset to requests and work
B. Request Management
• Intake requests from students and staff and various departments of the University
• Provide multiple ways to take requests (smartphone, phone, website, etc.)
• Provide a way to avoid duplicate or redundant requests
• Associate multiple tasks and work orders to requests
C. Work Management
• Create and complete work on both assets and non-assets
• Easily create, assign, prioritize, and complete work activities
• Identify activities with their cost to maximize the life of assets
• Auto notification via email related to assigned and completed work
D. Resource Management
• Ability to track labor, equipment, and materials costs (including 3rd party vendors)
• Ability to expense equipment in either time or miles
• Materials inventory management with quantity on hand and adjustable settings
• Auto notifications for material reorder alerts
E. Mobile/Field Access
• Tablet application to perform request tracking, work, and inventory assets in the field
• Smartphone application to perform work and inventory assets in the field
• Mobile application must be able to create and complete work, enter resources, create assets, and edit existing assets and attributes
• Offline capability for tablet application and smartphone applications
• Configure data available in application
• No specific mobile devices or OS versions required
F. Reporting and Exporting Data
• Standard reports included
• Create and Edit Reports
• Allow for export to CSV and/or Excel
• Ability for field-level queries, sorts, and reports.
• Ability to present various report or query information in GIS
• Ability to create “maps” based on pre-defined, or filtered criteria
• Real-time data updates, preferably Cloud storage
• Designated power users and administrators must be able to develop and maintain reports and dashboards independently.
G. Data Integration and Migration
• Integration of data between various existing databases
• Capture and conversion of historical data
o All “Active”, “Corrective” (non-preventive) work tasks should be migrated along with their associated resources (employees, vendors, location data, cost, consumable inventory items, notes, attachments) for the last 2 years
o Asset data to be migrated, including some photos, will be sourced from EKOS, Insite, and Tririga, with Facilities Condition Assessment data (8,774 assets, 3,279 with QR codes)
o Non-CAD documents (i.e. specifications, warranties, manuals, etc.) will not be migrated
o Please note: URI will be responsible for archiving any data from the current system that will not be migrated