FactVerse CMMS Operations provides a maintenance operations workspace for asset-intensive sites. It brings work requests, work orders, equipment context, preventive maintenance schedules, field execution, spare-parts signals, attachments, and closeout feedback into one governed workflow.
The module can run as the primary maintenance workspace for a site, or it can sit above existing CMMS and EAM platforms as a common operations layer. For portfolio programs with multiple downstream providers, start with Multi-CMMS Consolidation.
Key Terms and Abbreviations
| Term | Full name | Meaning in this guide |
|---|
| CMMS | Computerized Maintenance Management System | Software used to manage maintenance requests, work orders, schedules, technicians, parts, and closeout records. |
| EAM | Enterprise Asset Management | Systems used to manage asset lifecycle, maintenance strategy, asset records, and enterprise maintenance processes. |
| DFS | Data Fusion Services | FactVerse data integration and governance services used to connect, normalize, and prepare operational datasets. |
| MDM | Master Data Management | Governance process for aligning asset, location, equipment, and provider identities across systems. |
| ECM | Enterprise Content Management | Document and evidence management for SOPs, manuals, photos, reports, permits, and closeout packages. |
| SLA | Service Level Agreement | Response or completion commitment used to review maintenance priority, breach risk, and supervisor action. |
| MTTR | Mean Time To Repair | Fleet-wide average repair duration calculated from qualifying completed work orders. |
| MTBF | Mean Time Between Failures | Fleet-wide average interval between failure-linked work orders in the configured review window. |
| SOP | Standard Operating Procedure | Approved procedure or work instruction used during maintenance execution and evidence review. |
| API | Application Programming Interface | System interface used by connectors, service accounts, and integrations to exchange records. |
| BACnet | Building Automation and Control Network | Building automation protocol commonly used by controllers, HVAC equipment, meters, and facility systems. |
| Modbus | Modbus industrial communication protocol | Protocol commonly used by PLCs, meters, panels, and industrial controllers. |
| SNMP | Simple Network Management Protocol | Protocol commonly used to read status from UPS devices, networked power equipment, and managed infrastructure. |
Service Boundary
| Layer | Role in CMMS Operations |
|---|
| FactVerse CMMS Operations | Gives operators and maintenance teams a common workspace for work-order review, triage, assignment, execution tracking, and closeout |
| Facility Operations | Adds facility, space, equipment, inspection, and service context around the work-order workflow |
| Predictive Maintenance | Converts sensor and anomaly signals into maintenance recommendations and work-order handoff candidates |
| DFS | Connects CMMS, EAM, inspection, sensor, and asset data sources; normalizes work-order and asset records |
| MDM | Maintains asset, location, equipment, and provider identity alignment across systems |
| ECM | Stores SOPs, photos, reports, checklists, service records, and evidence packages |
| FactVerse AI Agent | Summarizes work-order history, drafts recommendations, and supports permission-controlled operational actions |
| External CMMS and EAM | Remain connected execution or system-of-record providers when required by the customer environment |
Operations Flow
What Teams Can Do
| Activity | Typical workflow |
|---|
| Review operations summary | Track open work orders, overdue preventive-maintenance items, SLA breaches, backlog, and fleet-wide repair/failure indicators |
| Review work orders | View backlog, priority, SLA, asset, location, assignee, status, and source-system context |
| Create or draft work orders | Convert an issue, inspection result, alarm, or predictive-maintenance recommendation into a maintenance record |
| Assign execution | Route work to a technician, service provider, crew, or downstream CMMS according to project rules |
| Manage preventive maintenance | Review maintenance calendars, planned windows, recurring schedules, and upcoming service work |
| Capture field evidence | Attach photos, service notes, checklists, reports, and approval records to the work-order timeline |
| Track spare parts and inventory signals | Review spare-part availability, inventory references, and parts-related execution risk when inventory data is connected |
| Close the loop | Record completion details, root cause, remediation notes, and follow-up recommendations |
Before You Start
| Requirement | Why it matters |
|---|
| Asset and location hierarchy | Work orders need stable equipment, system, floor, room, line, or facility references |
| Work-order taxonomy | Status, priority, issue type, service category, SLA, and closeout codes need a shared operating model |
| Provider ownership rules | Each work order needs a clear owner, whether it is native to FactVerse or synchronized with an external provider |
| Identity and permission model | Operators, technicians, supervisors, service providers, and API clients need scoped access |
| Attachment policy | Photos, checklists, service reports, and audit evidence need retention and access rules |
| Integration mode | Decide whether each provider is read-only, handoff-based, two-way synchronized, or managed manually |
Enablement and Access Model
CMMS is enabled as a tenant-level package. The normal rollout sequence is:
- Put the
cmms module key in the tenant catalog.
- Enable the
cmms package for the tenant.
- Grant
cmms.read to roles that should see the CMMS overview dashboard.
- Confirm that users also have the work-order, worker-issue, preventive-maintenance, spare-part, inventory, and attachment permissions required for their tasks.
- In curated navigation deployments, make the CMMS navigation group visible in the tenant navigation configuration.
The CMMS overview dashboard is guarded by cmms.read. Built-in administrator and operator roles normally include it. Work-order execution, technician and crew assignment, inventory movement, and evidence upload still use their own operational permissions, so an entitled user may see the CMMS dashboard without being allowed to perform every action.
| Input | Use |
|---|
| Work-order records | Backlog review, assignment, status tracking, SLA analysis, closeout, and provider synchronization |
| Asset and equipment registry | Links maintenance work to equipment, systems, locations, and digital twin context |
| Inspection findings | Creates field-originated work requests and provides evidence for maintenance review |
| Sensor and alarm events | Adds condition, event, and anomaly context before a work order is drafted or accepted |
| Preventive-maintenance schedules | Supports calendar planning, maintenance windows, and recurring service work |
| Inventory and spare-parts data | Helps teams review parts availability and execution risk when inventory data is connected |
| Attachments and documents | Adds manuals, SOPs, photos, service reports, permits, and closeout evidence |
| Provider mapping | Preserves source-system IDs, statuses, priorities, owners, and synchronization state |
CMMS packages the shared platform capabilities that already serve Facility Operations, Predictive Maintenance, Field Service, aviation, and other modules: equipment registry, work orders, preventive-maintenance schedules, spare parts, inventory, alerts, and evidence records.
Common User Paths
| Path | Purpose |
|---|
/workorders | Review maintenance backlog and work-order detail |
/worker/workorders | Give field users a focused work-order execution view |
/worker/issues/report | Capture field issues that can become work requests or work orders |
/equipment | Review equipment context before assigning or closing work |
/maintenance-calendar | Review preventive maintenance schedules and planned service windows |
/maintenance-windows | Coordinate execution windows and site access constraints |
/technicians | Review first-class technician records where technician assignment is enabled |
/crews | Review crew records and crew membership where crew assignment is enabled |
/spare-parts | Review spare-part references where the inventory workflow is enabled |
/inventory | Review inventory context where warehouse or spare-parts data is connected |
/cmms | Open the CMMS module entry point where it is enabled for the deployment |
Operations Summary
The CMMS overview uses live tenant-scoped counts from work orders and preventive-maintenance schedules. A typical summary includes:
| Indicator | Use |
|---|
| Open work orders | Backlog that still needs assignment, execution, or closeout |
| Overdue preventive maintenance | Planned service that has passed its scheduled date |
| SLA breaches | Response or completion commitments that need supervisor review |
| Backlog | Unfinished work that remains in the active queue |
| MTTR | Fleet-wide mean time to repair over the configured review window |
| MTBF | Fleet-wide mean time between failure-linked work orders over the configured review window |
The dashboard is read-only and computed live from tenant-scoped operational records. Open work orders normally count created, assigned, and in-progress work. MTTR is calculated from recently completed work orders, and MTBF is calculated from failure-linked work orders over the review window. These are fleet-wide operating indicators, not per-equipment reliability claims. When the review window has no qualifying records, MTTR or MTBF should be shown as unavailable rather than fabricated.
Use these indicators as operational review signals. For root-cause analysis, open the underlying work orders, asset history, inspection records, and closeout evidence.
Work-Order Lifecycle
| Common state | Meaning |
|---|
| Requested | A request, issue, alarm, inspection finding, or recommendation needs maintenance review |
| Triaged | The team has checked asset context, priority, source information, and duplicate risk |
| Approved | The work should proceed under the site maintenance process |
| Assigned | A technician, crew, service provider, or downstream CMMS owns the next action |
| In progress | Execution has started and field evidence can be collected |
| Blocked | The work is waiting for parts, access, approval, safety clearance, or source-system action |
| Completed | Field execution is finished and closeout information is ready for review |
| Closed | Completion, evidence, outcome, and synchronization status have been recorded |
| Reopened | A closed or completed item needs follow-up work |
Use CMMS Operations With AI Agent
FactVerse AI Agent can help maintenance teams turn connected operations data into faster decisions. Typical tasks include:
| Task | Example |
|---|
| Summarize asset history | Review recent failures, repeated work orders, inspection notes, and sensor anomalies for the same equipment |
| Draft maintenance recommendations | Convert anomaly context into a suggested inspection or repair action for supervisor review |
| Compare provider status | Explain why a unified work-order view and a downstream CMMS status differ |
| Prepare shift handover | Summarize open issues, high-priority work, blocked work, and overdue maintenance windows |
| Support evidence review | Gather related photos, reports, checklists, and service records before closeout |
Permission-controlled actions should use explicit scopes, service accounts, review gates, and synchronization logs. See Service Accounts and API Keys.
Integration Surfaces
| Surface | Use |
|---|
| Work-order APIs | Create, read, update, assign, and close work-order records according to deployment permissions |
| Worker APIs | Support field execution, issue reporting, evidence capture, and worker-facing task views |
| Operations read model | Provide normalized work-order, asset, location, status, and provider context for dashboards and AI Agent tools |
| Predictive-maintenance advisory APIs | Hand off anomaly context and maintenance recommendations into work-order review |
| DFS connectors | Ingest, normalize, and validate CMMS, EAM, sensor, inspection, and asset data |
| Work-order adapters | Connect downstream CMMS and EAM providers such as webhook endpoints, Generic REST APIs, Maximo, SAP Plant Maintenance, and customer-approved Forge profiles |
| Field protocol adapters | Bring selected BACnet, Modbus, and SNMP points into the equipment context for triage, evidence review, and Agent workflows |
| ECM file and evidence flows | Attach manuals, SOPs, photos, service reports, and closeout packages to operational records |
| Webhooks and polling jobs | Keep provider systems synchronized according to the selected integration mode |
Implementation Checklist
- Define the asset, location, and equipment identity model before importing work orders.
- Map provider statuses to a shared lifecycle and keep the original source status visible.
- Decide which systems can create, update, close, or reopen work orders.
- Configure service accounts and API scopes separately for read, draft, write, and evidence workflows.
- Validate attachment size, file type, retention, and access policy before field rollout.
- Test duplicate detection for work orders coming from inspections, alarms, AI recommendations, and provider systems.
- Confirm synchronization behavior for blocked, canceled, reopened, and partially completed work.
- Review dashboards and AI Agent summaries against real operating examples before customer rollout.
Documentation Map