Preventive Service & Maintenance in Ostendo Continuum ERP
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Preventive service and maintenance is critical to maximising asset reliability, controlling costs, and delivering consistent service outcomes. Ostendo Continuum ERP provides a fully integrated, end-to-end solution for managing the complete lifecycle of asset maintenance — from scheduled preventative servicing through to reactive repairs, warranties, compliance, and mobile field execution.
Designed for organisations that maintain both internal company assets and external customer assets, Ostendo enables service teams to work proactively, efficiently, and profitably from a single, unified platform.
Unified Asset & Equipment Management
Ostendo Servicing maintains a complete, traceable record of every asset, including historical, current, and future service requirements. Assets can represent customer sites, machines, vehicles, or infrastructure, with the ability to define sub-equipment such as individual components or devices.
Key capabilities include:
- Management of Customer Assets and Company Assets in one system
- Detailed equipment tracking (serial numbers, manufacture dates, expiry dates, models, locations, readings)
- Full location history and asset transfers between customers while preserving service history
- Asset origination tracking, linking assets back to the original sales order or job issue
This unified approach ensures total visibility across the entire installed base.
Flexible Preventive Maintenance Scheduling
Ostendo Continuum ERP supports multiple preventive maintenance strategies, allowing organisations to match servicing precisely to operational and compliance requirements:
- Service Plans for irregular or fixed-date servicing
- Recurring Schedules (e.g. monthly, quarterly, first Monday of every month)
- Predictive & Usage-Based Maintenance, triggered by time and readings such as hours, kilometres, or cycles (e.g. every 1,000 hours or 3 months — whichever occurs first)
Preventive jobs can be mass-generated ahead of due dates, using job templates to enforce consistent scope, labour, materials, and compliance checks. Multiple assets can also be grouped into a single visit by service type or customer site, reducing travel time and cost.
Reactive, Ad-hoc & Corrective Maintenance
Beyond scheduled servicing, Ostendo provides robust tools for managing unplanned work:
- Create reactive jobs instantly for breakdowns and urgent repairs
- Log corrective actions via a Call Centre or directly from the field
- Convert service requests into quotes or jobs with full traceability
- Capture additional work opportunities discovered during on-site visits
Technicians using mobility can select specific assets for ad-hoc servicing while on site, even if they are not part of a scheduled preventive plan — ideal for dynamic service environments.
Mobile Field Service & Paperless Data Capture
Ostendo’s mobile platform transforms field service into a fully paperless operation on Android and iOS devices. Technicians can:
- Record labour via start/stop timers or manual entries
- Issue materials and manage van stock
- Capture photos, sketches, audio notes, GPS coordinates, and digital signatures
- Complete mandatory or conditional service checklists and compliance forms
- Scan barcodes to identify assets, equipment, and materials
All data synchronises directly with Ostendo Continuum ERP, ensuring real-time visibility, accurate costing, and a complete audit trail.
Service Zones, Dispatch & Workforce Coordination
Assets can be organised into Service Zones for geographic grouping, enabling efficient scheduling and dispatch. The Assignment Board allows planners to:
- Allocate jobs by location, skill, or priority
- Dispatch work to individuals or pooled service teams
- Respond quickly to urgent or emergency requests
- Track technician locations and job status in real time
This ensures optimal utilisation of field resources and faster customer response times.
Warranty Management & Complete Service History
Ostendo Continuum ERP provides powerful warranty and history tracking:
- User-defined warranty rules (e.g. parts & labour, labour-only, time-based combinations)
- Automatic warranty creation from sales or job issues
- Alerts when work may be covered under warranty
- Full preventative and reactive job history per asset
Unlimited, date-stamped history notes, documents, and images can be attached to assets or jobs, supporting reliability analysis, compliance audits, and customer reporting.
A Complete Preventive Maintenance Platform
With Ostendo Continuum ERP, preventive service and maintenance is no longer a standalone function — it is fully integrated with sales, inventory, finance, mobility, and customer service. The result is greater asset uptime, lower lifecycle costs, improved customer satisfaction, and a scalable platform that grows with your business.
Ready to optimise your preventive maintenance operations?
Talk to your local Ostendo consultant to see how Ostendo Continuum ERP can be configured to match your exact service and asset management requirements.
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Reporting & Analysis
Effective preventive service and maintenance relies on clear, real-time visibility across assets, schedules, costs, and compliance. A strong reporting framework transforms maintenance from a reactive cost centre into a predictable, optimised, and auditable process.
Asset & Equipment Visibility
Gain a complete, up-to-date view of every maintained asset:
- Asset status: operational, due for service, overdue, or under repair
- Service history and last/next service dates
- Usage-based metrics (hours run, cycles, mileage)
- Asset criticality and failure trends
This ensures maintenance priorities are aligned with operational risk and business impact.
Preventive Maintenance Schedule Reporting
Maintain full visibility of planned versus actual maintenance activity:
- Upcoming preventive service schedules
- Missed or deferred services with reasons
- Calendar, weekly, and long-term maintenance forecasts
- Workload distribution by technician, team, or site
These insights help balance resources, avoid bottlenecks, and reduce unplanned downtime.
Work Order & Job Tracking
Track maintenance execution in real time:
- Open, in-progress, and completed maintenance jobs
- Labour hours planned vs actual
- Parts consumed vs expected
- Mean time to repair (MTTR) and response times
Managers can quickly identify delays, inefficiencies, or recurring issues.
Cost & Budget Visibility
Understand the true cost of maintenance activities:
- Preventive vs corrective maintenance costs
- Labour, parts, subcontractor, and overhead breakdowns
- Cost per asset, asset class, or location
- Maintenance spend trends over time
This supports better budgeting, lifecycle costing, and asset replacement decisions.
Compliance, Audit & Traceability
Support quality systems, safety obligations, and audits with confidence:
- Evidence of completed scheduled services
- Technician sign-offs and inspection checklists
- Calibration and certification records
- Regulatory and internal compliance reporting
All maintenance actions are fully traceable, reducing risk and audit effort.
Downtime & Reliability Analysis
Improve reliability through actionable insights:
- Equipment downtime analysis
- Failure frequency and root-cause patterns
- Preventive maintenance effectiveness indicators
- Reliability trends by asset or process
These reports enable continuous improvement and data-driven maintenance strategies.
Management Dashboards & KPIs
High-level dashboards provide instant insight for decision-makers:
- Preventive maintenance compliance rate
- Maintenance backlog and ageing
- Asset availability and uptime
- Cost per asset and maintenance ROI
Dashboards can be tailored for maintenance managers, operations leaders, and executives.
Business Value
With robust reporting and visibility, preventive service and maintenance delivers:
- Reduced unplanned downtime
- Lower total maintenance costs
- Improved asset reliability and lifespan
- Stronger compliance and audit readiness
- Better alignment between maintenance, operations, and finance
Preventive maintenance reporting turns data into foresight—keeping assets reliable, costs controlled, and operations running smoothly.
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