Case Study: How We Helped a Client Eliminate 5 Days of KPI Reporting Every Month with Cerev CMMS

In the facilities management industry, KPIs are crucial. They demonstrate how well you are performing and give your client confidence that you can fulfill what you have promised in the contract. KPIs provide extra assurance and can even help to reduce aging payments.

However, KPIs come at a cost. They often require your site team to allocate a full-time admin just to handle reporting, which was precisely the case for our client. This admin had to coordinate with technicians on their completed tasks, track the resolution time for complaints, ensure all resolved issues had verification from tenants in the building, and finally summarize everything by equipment type.

On top of that, preventive maintenance checks had to be categorized by equipment type, with each type sometimes having a different KPI. This added layers of complexity, often consuming at least 3 to 5 days just to compile the full report. Only after completing this exhaustive process could the FM company invoice the building owners. Further delays of 5 to 15 days were common due to cross-checking, client verification, and discussions.

Our Approach

When they approached us, the first thing we did was digitalize their entire maintenance record process into our Cerev CMMS system. Every work progress, verification, and status change was captured in real-time, thanks to the training we provided to technicians and admins at the site on how to effectively use the system.

The magical part was that, as they used the system, the reports were already being customized and formatted in real-time to match the exact format their client required. This meant that by simply performing their daily operations within the system, the reports could be generated instantly, exported to PDF, and submitted to the client without delay.

This shortcut easily saved them an average of 5 man-days of admin work and significantly reduced back-and-forth communication.

Our Philosophy: Adapt, Not Overrule

Many assume that when a CMMS is implemented, their existing processes must be eliminated and replaced. However, that was not the case here. We adapted to their existing workflows rather than trying to overrule them with ours. We believe that true digitalization is about collaboration, not disruption. By respecting and enhancing their current systems, we delivered a solution that truly empowered their operations without unnecessary friction.