Bring service dates and fault reports together
The agent reads the fault reports from the reporting portal and the service cycles from the CAFM. It links every report to the system concerned.
Portfolio WA-5063, 63 services linked to 22 open reportsThe service had been due since autumn. Nobody saw it until the pump failed.
Uses data to optimise maintenance and servicing processes.
Public administration
Four processes that take up the most time today
Developed in Germany · Hosted in the EU or on-premises
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Sovereign hosting in Germany, single-tenant from the first user.
Legal, tax and compliance expertise for legally sound deployment.
Advisory and implementation for the public sector, starting with the AI readiness assessment.
The weekend call-out costs more than the service that was in the plan.
Fault reports arrive through the reporting portal, maintenance records sit in the CAFM, budgets in the ERP. The facility manager sees the overdue service when he opens the property record, which he does when a report comes in. By then the service has become an emergency call-out, paid from the current quarter's budget.
9propertiesEach comes with a lift, heating plant, ventilation and fire protection systems.
63recurring servicesEach has its own cycle in the CAFM, from monthly to every five years.
11overdue datesThat many services have overrun their cycle, spread across three trades.
4call-outs per quarterThree of them concern a system whose service was overdue.
Getting the eleven overdue dates into the quarterly plan rather than first into the fault report is what delivers 25% fewer unplanned measures.
The 25% reduction in unplanned measures is this agent's headline figure. That three of the four call-outs in a quarter can be traced back to an overdue service is a plausible scenario in technical management, not the result of an analysis.
Three steps through the process.
The agent proposes the order of measures; the facility manager places the order with a contractor.
Rank measures by urgency
The agent ranks the open items by deadline, statutory inspection duty and reported fault frequency. For each item it notes why it is ranked there.
Ranked list with 11 overdue dates, lift in Building C 4 months overdueShow the budget effect of each variant
The agent checks the list of measures against the quarter's maintenance budget. It shows which items slip into the next quarter depending on the order chosen.
planentwurf_WA-5063.xlsx with 3 variants at the budget lineWhat the agent does not do.
It does not judge whether a system is still safe to run.
It shows the overdue cycle and the cluster of reports. The qualified inspector assesses the condition on site during the walk-through.
It cannot see wear that nobody has reported yet.
Its view stops at the data in the CAFM and the reporting portal. Anything the caretaker notices on his rounds but does not write up as a report is missing from the ranking.
It does not commission a contractor.
The draft plan with three variants goes to the facility manager. He signs off the contract award and the budget release.
Connected systems
- CAFM
- fault reporting portal
- ERP maintenance budget
Operations
- Deployment modelEU cloud or private cloud
- Data processingGDPR-compliant, no model training on your data
- Responsible teamsTechnical Management, Facility Management
The questions that come up before the first meeting.
How quickly is the Maintenance Planning Agent ready to use?
A pilot typically runs on your own data within 4 to 6 weeks. The agent connects to your existing systems rather than running as a separate, parallel environment.
Where is the data processed?
EU cloud or private cloud. Processing is GDPR-compliant and models are never trained on your data. Details in the Trust Center.
Where does the figure “25% fewer unplanned measures” come from?
It is based on experience from comparable projects and process benchmarks, not a commitment. We work out the realistic effect for your organisation during the assessment before the pilot.
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