Asset Management for Manufacturing Plants and Support of Business Processes

Facility Management – Complete Management of Compounds and Buildings

This module represents the fundamental building block of manufacturing plant asset management. It enables the creation of a multi-level hierarchical structure from compound through buildings, floors down to individual rooms and spaces. Each level contains complete identification and descriptive data. Thanks to the clear structure and linking of related elements, you get an immediate overview of what is located where, who is responsible for the given space, and what its parameters are.

The system eliminates ambiguities, speeds up communication between departments and provides accurate data for planning maintenance, investments and safety measures. All changes are also recorded, so you always have a complete audit history available.

Hierarchical Structure

Compound → Building → Floor → Room/Space → Workplace

Passports and Drawing Documentation

Digital management of technical documentation is key to efficient operation of buildings and equipment. The module enables secure storage of all passports, drawings and technical sheets in one central repository. The interactive viewer of basic passport schemes allows quick orientation in building spaces.

Thanks to linking with the hierarchical structure of buildings and possibly equipment, technicians obtain a clear system for quickly obtaining detailed information about the managed space and equipment. Storing previews of professional drawings on individual floors enables a simple way to obtain details of the layout of, for example, cable routes or other significant parts of buildings for all building managers.

Land Registry and Map Backgrounds

Land management is often complicated due to various data sources and outdated information. This module unifies everything into one clear environment. Land can be displayed directly on a map, including boundaries, areas and links to the real estate cadastre. The system allows measuring distances, exporting map backgrounds and tracking ownership relations.

Utility Networks

The utility networks area provides a detailed overview of electricity, gas, water, sewerage, heating or telecommunications routes. Thanks to graphic display on maps and floor plans, it is easy to identify lines, valves, shafts or fittings. Thanks to the possibility of linking with equipment registry, it is possible to store technical parameters of individual elements and attach project documentation or inspection reports.

This significantly simplifies planning repairs, reconstructions and emergency interventions. It is also possible to use connection to publicly available Digital Technical Data (DTM).

Registration and Maintenance of Machines, Equipment and Technologies

This is a central database of all equipment including technical parameters, documentation and location. The system enables registration of technical specifications and parameters of machines and equipment and attachment of technical documents (e.g., electrical and hydraulic circuit diagrams), manuals and video tutorials. It is also possible to maintain lists of spare parts including links to supplier numbers and contacts.

Preventive Maintenance Planning

It is possible to create a preventive maintenance schedule for production machines. It is possible to specify periodicity (daily, weekly, monthly, quarterly, annual or extraordinary) and define persons responsible for individual activities.

Maintenance plan records in the calendar allow production management and planning to predict machine unavailability. The digital form for entering performed activities is filled in directly by the technician. Photo documentation of the machine condition before and after maintenance creates a visual record of the work performed.

Time collection for individual activities enables process optimization and accurate cost calculations. Registration of consumed material and spare parts can be linked to the company's ERP system, which can subsequently feed into the overall maintenance cost records. Registration of service interventions and their results creates a complete machine history that is linked to future maintenance plans.

Equipment Inspections and Checks

Part of this area is also a system for planning inspections and checks of production machines and equipment, which must comply not only with legislation but also with prescribed rules within the supplier's warranty. Registration of inspections from approved inspectors is stored with inspection protocols and photo documentation.

In case a defect or shortcoming is discovered during an inspection, this is recorded within the inspection and it will not happen that the defect is forgotten in the future. This record will appear in the system as another defect or request with a deadline and possibly an assigned responsible person.

Servicedesk – Registration of Defects and Failures

Servicedesk serves as a central place for reporting problems related to buildings, compounds, equipment and technologies. Users can report problems with roofs, facades, floors and lighting, as well as failures or aesthetic deficiencies requiring maintenance work. For defects related to equipment and technologies, the system allows reporting of machine failures and defects with the possibility of adding photo documentation directly from the location.

Fault Reporting

Fault reporting can be done through the web portal, mobile application or email. An innovative approach includes scanning a QR code placed on the equipment, which leads directly to fault reporting with automatic filling of equipment identification, allowing the user to focus mainly on describing the problem.

Users can select from a catalog of typical faults and perform prioritization and categorization. The ability to upload video or photos provides additional context to the record. The registry tracks the resolution status from new report through assignment to repairer to resolution.

Ticket Management

The system can track defined SLA (Service Level Agreement) and monitor compliance with defined resolution deadlines. Reports can contain attachments including photos and videos, and communication between the Reporter and repairer takes place directly in the system through comments. Multilingual support ensures support for international teams working in the plant.

The solution also supports activity reporting and cost recording. The repairer registers worked time directly in the system, can record used material and spare parts. In case of linking to the accounting system, cost items of service interventions can thus be added.

Fire Protection and OHS

The Fire Protection and OHS module ensures complete management of fire protection and occupational health and safety. Central management of fire regulations includes versioning and document revision. Evacuation plans for individual buildings and floors are available both in text form and graphical representation of evacuation routes with emergency exit locations.

Fire alarm directives and instructions for responders are easily accessible to all employees. The system also contains rules for storing flammable materials and planning and recording evacuation drills.

Equipment Registry and Maintenance

Registry of all fire extinguishers with precise localization serves for efficient management of their maintenance. Maintenance planning based on legislative requirements is automatic, with a calendar of checks and maintenance containing reminders.

Responsible Persons

The system registers persons responsible for Fire Protection and OHS with their roles and responsibilities. OHS leaders, Fire Protection guarantors and other persons with relevant responsibility are registered with their qualifications and certificates. History of personnel changes is documented and contact information for crisis situations is always available.

Training and Certificates

Registry of OHS and Fire Protection training enables planning and registration of all mandatory training. The catalog contains initial training, workplace-specific orientation, specialist training and refresher training. Each employee has a registered list of completed training with their completion dates. The system can automatically alert about training with expired validity.

Quality Management Process Support

Project Management environment setup supports especially more traditional approaches based on APQP, where task management can be performed across the company and is organized hierarchically from project through milestone to task and subtask. Flexible responsibility assignment allows assigning a task to a person, team or defined role.

Project Management

Setting priorities and deadlines is simple and flexible. Progress tracking in percentages provides management with status overview. Timeline with Gantt chart visualization allows seeing interdependencies between tasks.

Linking tasks and their dependencies enables efficient resource management. Automatic escalation of delayed tasks ensures that project managers are informed about problems without unnecessary delay. Support for team collaboration, mutual awareness and documentation of joint decisions is ensured through comments and discussion threads directly in the task.

Controlled Documentation

Part of quality management process support is controlled documentation, which ensures that all employees work according to current rules. This is a central repository of all internal company directives. Version management with change history allows tracking the development of individual directives and returning to earlier versions if needed.

Defining the owner of each directive ensures responsibility for its currency and relevance. Approval process for new or modified directives guarantees that changes are properly evaluated before becoming effective. Defining the effective date enables proper training planning and transition.

The system can also include a registry of employee familiarization with directives. Full-text search and tagging facilitate finding relevant directives for individual workers whenever their job requires it. Automatic notifications when relevant directives change ensure that all affected employees are informed about the change.

Near-Miss Reporting

Part of quality management process support is also near-miss reporting, which is one of the most important tools of proactive safety. Web form or mobile application allows employees to easily report situations that could have led to an accident, even though it didn't actually occur.

Detailed description of the situation and circumstances is key to understanding the causes. Photo documentation of the incident location provides visual context. Categorization by near-miss type enables easy trend analysis.

Energy Management

The energy management module enables meter registration, automatic or manual data collection, consumption evaluation and anomaly detection. It supports cost allocation, consumption visualizations and data export. Data from the system can also serve for creating ESG reports or other necessary analyses.

Process and Project Management

The manufacturing plant asset management system also offers project management tools including GANTT charts, milestones, tasks and workflows. It supports APQP methodology for the automotive industry, including FMEA, control plans and central documentation management.

Approval Processes

The system ensures support for automation of any approval processes. It particularly solves the process related to approving documents (contracts, invoices, etc.) or the approval process is part of internal regulations (e.g., approval of purchase requests).

Contract and Invoice Approval

The functionality for approving contracts or invoices is a supplement to the Document Management System (DMS) module. Each document can have its own approval workflow defined, either parallel (sequential approval) or serial (without defined order). The process itself is supplemented with notifications to responsible persons.

As part of working with these types of documents, the entire contract management process can be implemented, which contains a central register of all contracts and provides an overview of all legal relationships of the enterprise. Standard contract templates speed up creation of new contracts and ensure consistent legal protection.

Defining the approval chain according to contract type and value ensures the appropriate level of control. E-signature for electronic signing speeds up the process and is legally binding according to EIDAS regulation.

Approver notifications with commenting capability facilitate their work and allow returning the document for modification. The approval process history is documented for audit trail. Connection to contracting parties and their contacts facilitates communication about renewal or changing conditions.

Purchase Approval

Purchase approval ensures that purchases are made in accordance with company policy and budget. Different workflows and responsible persons can be set for individual purchase levels, ensuring consistency of the purchasing process. Part of the process can be generating an order according to the relevant template or linking with the ERP system.

Automatic connection with accounting enables immediate entry of approved invoices into the financial system. OCR for searching archived invoices enables easy finding of historical documents.

Reservation Systems

Room Reservations

Room reservations are enabled through a calendar overview of rooms, where room occupancy is clearly displayed. Recurring reservations (for example weekly meetings) are set up easily without the need for individual entry of each reservation. Automatic reminder to the organizer about an upcoming reservation prevents forgetting the meeting.

Company Vehicle Reservations

The company car reservation system enables display of vehicle availability and other relevant information. Reserving a vehicle for a specific date and time is simple and automatic availability checks prevent overlapping reservations. Setting permissions based on individual persons or roles ensures that only authorized employees can reserve more luxurious vehicles, or which vehicles fall under a special approval system.

Part of the system can be registration of odometer status and kilometers driven, or the process is linked to service trip report registration or inter-departmental cost accounting. Vehicle reservations can also be part of a fleet management system that comprehensively solves vehicle operation registration including storage of related documentation (leasing contracts, vehicle registration certificate, etc.), regular check and service inspection registry.

HR Process Support

This is a supplement to the HR system, where the core functionality is HR process support, however the system can serve as a full-fledged employee registry. All information about workers can be stored in the system. Basic data including name, birth number, address and title are stored in a secure environment. Employee photo facilitates identification in the system and in printed materials.

Employees and Organization

Contacts include phone, email and personal address for communication. Connection with social networks or external profiles (LinkedIn) facilitates employee search and their networking.

Employment information includes position, department, manager (superior and subordinate relationships) and start date. Registry of position changes and transfers creates a career development history. Employment contracts and their attachments are archived electronically.

Qualifications and Training

Employee certificates and qualifications are registered with validity dates and expiration alerts. A safety specialist, forklift operator or welder may have restricted access to certain machines without a valid certificate. Work-related health restrictions are documented to ensure employee safety.

Training is an integral part of HR processes. The system offers registration of individual educational events, monitoring their validity, planning new training, all with direct linkage to the employee card.

Assets and Onboarding

Another area of employee registry is their location, i.e., placement and entrusted asset registry. Part of the employee card is therefore a list of work tools, equipment, etc., and the HR worker, when handing over resources, can create a handover protocol directly from the system.

The system also offers onboarding process support, where the entry form is filled out and electronically confirmed electronically, including securing required documents. Subsequently, employment documents can be generated directly from the system and the acceptance of a new employee confirmed through electronic signature.

AI tools are prepared for analyzing personnel documents to evaluate necessary data, enabling data retrieval across all employment documents, training lists, certificates, generally all stored documents.

CRM System – Contact Management

The contact management module is a general module for registering relevant data about companies or persons. However, in the area of asset management, it focuses especially on supplier contact registry. For each supplier, it is possible to register basic identification data, assign categories and add notes, which facilitates orientation in the portfolio of cooperating companies.

Contact persons are managed separately, including their functions, phones, emails and preferred communication methods, so it is always clear who to contact in a specific situation. The system also stores communication and interaction history, whether meetings, calls, tasks or attached documents, which provides a comprehensive overview of the course of cooperation.

Thanks to search and filtering, it is possible to quickly find needed information, while access rights settings ensure that only authorized users work with sensitive data. The module also easily connects with other parts of the system, for example with contracts, service requests or inspections, so contacts always function as a natural node between individual company agendas.

Benefits for Management