Operation and Maintenance

Create maintenance plans from inspections by consultants/professionals or by whishes from stakeholders on the site.


The Operation and Maintenance Module is a powerful tool to manage information and cost related to the operation and maintenance of your properties. To have properties and the infrastructure related to them at its best condition through its whole lifetime, it is important to have Operation and Maintenance processes and workflow easy and understandable. Having access to all the relevant information and history of processes, helps you in making better decisions and planning ahead. Requests and incidents sent in by facility users and other stakeholders can be reviewed along with building inspection results and cost estimations. All previous jobs and costs can easily be retrieved to estimate the costs of new jobs and the budget then laid before the management team. When this process is over, the budget is approved and the operation initiated.

Work orders, equivalent to spending permissions, are issued for each project and costs are estimated. The project manager can at each time view the permissions that he or she has allocated and how much is left without waiting for costs to be booked by accounting. The procedure involves service providers being obliged to report any increases in costs (and obtain approval) if the original cost warrant has been surpassed. All booked costs are obtained from accounting. Costs are collected by building part, gradually creating benchmarking data for operations costs and maintenance costs which in turn can be used for future planning and assessments of the operation costs for similar facilities. The review for task handling shows estimated costs for the property in question, the property group and the grand plan. This gives a good overview of the status of the plan, allocated costs and booked costs. MainManager has been connected to most ERP systems available, such as Agresso, Navision, Concorde, Axapta, SAP and Oracle business.

Preserving the propertiesʼ history

All action performed on specific properties is registered and stored within MainManager. The history of processes stored on any given property can include its:

  • Work order history
  • Maintenance history
  • Cost information history
  • Inspection history
  • Drawings

Having the propertyʼs history available at all times enhances the user’s familiarity with the property, shortens the learning curve for new employees, allows comparison between individual areas and is also a vital prerequisite for creating reliable and realistic future plans for the property.

To assist users in maintaining data and registering it, MainManager has developed processes to help them in completing their tasks, step by step. Drag and drop features have been built into many of the processes in order to simplify and expedite the maintenance and registration procedures.

Preventive Maintenance

Many customers depend on regular inspections, where professionals go through the building and systems, collect and register defects, prioritize it, make risk analyses and estimate time and price for the work needed. This can have different origins, such as for energy optimization, safety reasons, fulfillment of regulations, condition estimations and more. This module is designed for creating maintenance plans from formal or informal inspections.

Information is collected via the MainManager APP, through Excel documents or our MainManager web based solution. The information is uploaded to the first step in the maintenance process, where the maintenance experts prioritize the maintenance tasks and create a multiyear plan (5 to 10 years is common timeframe).

When doing the maintenance plan for each year, tasks are selected from the long-term plan and  annual tasks recalculated. An administrator receives an overview of all the proposals and can approve or decline maintenance requests until the budget frame is met. The budget process is usually integrated with the customer’s finance system.

Annual Planning Made Easy

The creation and execution of annual budget plans is central to all companies and public institutions.

Users can:

  • Manage maintenance plans
  • Issue work orders
  • Allocate manpower
  • View the budget allocated and its status
  • Evaluate the expenses and condition of a property in previous years

A few steps need to be taken into account when creating preventive plans. The following is an example for illustration.

  • Evaluation

The user creating the plan reviews tasks, work orders, incidents, building inspection results, cost estimations and real cost for the respective property in recent years.

  • Creation and approval

A plan built on the property’s evaluation is created and presented to the senior management team for approval.

  • Allocating funds

Fundings are allocated on an above level in the structure i.e. on a region, project group or per property. Costs from tasks and work orders in the maintenance plan then sum up on these funds and give an overview of how budget status is at each time.

  • Reactive Maintenance

This process is used to respond to the day-to-day operations of the property, allowing the user to register incidents, issue work orders, view workloads and monitor costs.

Operation management workflow

This module can generate an operation plan from standard tasks that have been defined in the Building Master. The only prerequisite is that the operation manager has set up the property with technical systems and building parts. There is an automatic function that creates the operational plan for each technical system and building part that the customer has decided to run preventive maintenance tasks on. It is also possible to set up and run the function for obligatory tasks in order to fulfill local regulations regarding fire prevention, health and safety.  Plans can also be created manually.

Standard Task Bank

Every object (building, floor, room, technical system) in MainManager can be connected to one or several standard tasks, which is like a template for the actual task that should be done. The standard tasks contain information about work orders, inspections, checklists and intervals between inspections. If the object is registered at a location, standard tasks and inspections are created automatically and sent to personnel on site at desired intervals.


Creating a standard task for observation on fire doors:

  • A standard task is created.
  • A standard checklist for fire doors is connected to the standard task if desired.
  • The standard task is linked to the object type for fire doors in the Standard Task Bank.

Now the standard task is ready to use. This means that if a new building containing a fire door is created within MainManager, the Standard Task Bank automatically sends out a work order at the desired intervals.

Work Orders

When the annual plan has been accepted the work orders can be sent out to a contractor or an employee to perform a job. It contains all the information needed to finish the job:

  • Description
  • Location
  • Creator
  • Recipient
  • Dates
  • Budget

Through the work order process there are other modules available such as:

  • Inspections
  • Time registration
  • Survey feature

Work Orders in Your Smart Device

MainManager is also available as an app for smart devices. The app gives you access to work orders and through it you can for example:

  • View work orders
  • Change the work order status
  • Write comments
  • Register time
  • Register incidents
  • Register cost
  • Forward it to another worker
  • Fill out surveys
  • Fill out inspections/checklists