Rescue faults from phone notes and paper work orders. The Intranet Portal's maintenance module brings equipment records, the fault → work order → closure state machine, technician assignment, automatic stock consumption tied to the work order, and the preventive maintenance calendar together in one place. Stock stays as the single source of truth in your ERP; the portal deducts consumption and reports cost and MTTR. No SAP PM licence, no disconnected standalone software — just a single monthly subscription.
Your ERP holds each machine as a fixed asset on its register and calculates depreciation. But it cannot answer a single one of the questions that actually matter on the shop floor: 'This pump stopped at 03:00 last night, which technician attended, which bearing and race was drawn from stock, how many hours of downtime did we lose, how many times has this equipment failed this month, and what is our MTTR?' The fault to work order to closure state machine, technician field execution, the preventive maintenance calendar, and automatic stock consumption tied to a work order simply do not exist in an ERP's data model. You typically try to close this gap either with an expensive add-on package licence such as SAP PM, or with a standalone CMMS that never connects to your ERP at all. The first is an unbearable cost; the second means duplicate data entry and disconnected stock. The Intranet Portal sits this CMMS flow directly on top of your ERP: stock stays in the ERP, consumption is booked in the portal, and the result flows back to the ERP cleanly.
Every machine is recorded with its code, serial number, make/model, location, and installation and warranty expiry dates. Criticality class (A-Critical / B-Important / C-Standard) and status (active / faulty / under maintenance / decommissioned) are monitored live. Category-based grouping and the full fault, work order, and maintenance history for each piece of equipment are gathered on a single screen.
A field worker reports a fault (new); an authorised user converts it into a work order or rejects it with a reason. The work order progresses through open → assigned → in progress → on hold → completed → closed. Every transition is time-stamped, so no fault is ever lost in a phone note.
Each work order is assigned a responsible technician and a support team (with lead / member roles). The moment an assignment is made, the equipment status automatically switches to 'under maintenance'. Who is working on what, and how many open work orders sit with each person — the manager sees it all live.
The technician adds each spare part used to the work order; the system automatically creates a stock issue movement (InventoryMovement) and writes the unit and total cost to the work order's material cost. Consumption and stock movement are linked, so the 'used but never deducted' leakage disappears.
Labour is logged against each work order by user, work date, and hours. Total labour hours are accumulated on the work order; material plus labour reveals the true cost of the fault. This record is the foundation of technician-level performance reporting.
Daily, weekly, monthly, quarterly/half-yearly, annual, or operating-hour-based maintenance plans are defined, each with a checklist and a default responsible person. Plans that fall due are turned into a periodic work order with a single click (or in bulk via 'generate all'), and the next due date is automatically rolled forward.
When a work order is completed, the work note and the downtime in minutes are entered. Downtime reports, fault frequency, and mean time to repair (MTTR) are produced per equipment and per period. Which machine causes the most stoppages and where the chronic faults are becomes visible in the data.
Photos and documents can be attached to a fault report, work order, and equipment (via a polymorphic attachment structure). Before/after images, warranty certificates, and technical schematics are linked to the work order, so closure is backed by auditable evidence.
The shift in which a fault occurred is recorded and linked to shift open/close events. Role-based notification rules can be defined for critical faults and work order assignments, so the right person is informed at the right moment.
A field worker selects the relevant equipment, location, priority, and description (with an optional photo) and reports the fault. The record opens in 'new' status, together with the shift information.
The maintenance supervisor assesses the fault and either converts it into a work order or rejects it with a written reason. A responsible technician and team are assigned to the work order, and the equipment automatically moves to 'under maintenance' status.
The technician starts the job (in progress); if parts are awaited, it can be put 'on hold'. Each spare part used is added to the work order and automatically deducted from stock, and labour hours are logged.
When the job is finished, the work note and downtime in minutes are entered and the work order moves to 'completed'. An authorised user reviews it and moves it to 'closed'; the equipment returns to 'active'. Material plus labour cost and downtime flow into the reports.
As preventive maintenance plans fall due, work orders are generated automatically and the next due date is rolled forward. Fault plus planned-maintenance data feeds the MTTR, fault frequency, and technician performance reports.
The maintenance module is largely the portal's own CMMS flow; the truly critical integration is on the stock side. Spare parts and consumables are defined in your ERP, and stock remains the single source of truth in the ERP. The portal reads the consumption booked from a work order, deducts it, and reports the cost in a form ready to be tied to ERP accounting. Personnel and location master data are likewise mirrored from the ERP/HR system.
Spare part records and stock balances are read from the ERP. Every material added to a work order creates a stock issue movement in the portal; this consumption is reflected to the ERP stock/cost side as an approved result. This keeps 'which part went to which fault' consistent with the ERP stock balance.
Technicians, teams, and site locations are mirrored read-only from the ERP/HR system. Assignments, labour, and fault reports are tied to this master data; no separate personnel list is kept in the portal.
The equipment record in the portal can be matched to the ERP fixed asset record (via code / serial number). The ERP continues to handle depreciation; the portal adds the operational maintenance history, fault frequency, and repair cost of the same asset.
The material plus labour cost accumulated per work order can be reported to the ERP accounting / cost centre side as periodic maintenance expense, tying the true cost of maintenance to the financial statements.
Tell us your ERP and your process. We’ll show how this module works and scope it into your subscription — no man-day, licence or setup fee.
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