Maintenance and compliance
Turning a repair inbox into a maintenance function: an asset register, planned upkeep that generates its own work, statutory certificates that surface before they lapse, service levels that are measured, and incidents closed with a cause.
Facilities and maintenance managers running plant and equipment across a portfolio, and property managers who have outgrown a spreadsheet of service dates.
Before you start
- You have properties and units set up in a management organisation — Property management operations covers this.
- You hold maintenance or property write rights.
By the end you can
- Build an asset register with condition and criticality recorded.
- Schedule planned maintenance and generate work orders when it falls due.
- Track statutory certificates and renew them before they lapse.
- Record service contracts with SLA targets and log breaches against them.
- Report an incident and close it with a root cause.
- Understand how contractors are assigned, and where that stops.
Lesson 1 of 6
Build the asset register
Objective. Every piece of plant you maintain recorded against a property, with its criticality set.
The asset register is the foundation for everything else on this page. Planned maintenance hangs off assets, statutory certificates can attach to assets, and the urgency of a generated work order is derived from the asset's criticality — critical plant produces an emergency work order, low-criticality plant produces a low one.
Set criticality honestly. It is the field that decides how loudly the system shouts when the asset is due.
- 1Open the management console and choose “Facilities” under Operations in the left rail.
- 2Open “Add an asset” in the right-hand column.
- 3Enter the “Asset no.”, for example LIFT-01, and the “Name”, for example Passenger lift A.
- 4Choose the “Property”. This is required — an asset cannot float free of a property.
- 5Choose the “Category” from the list: HVAC, lift, generator, fire, plumbing, electrical, security, water, grounds or other.
- 6Set “Criticality” — Low, Medium, High or Critical — and “Condition” — New, Good, Fair, Poor or Unserviceable.
- 7Choose the “Strategy”: Preventive, Corrective, Predictive, Run to failure or Statutory.
- 8Fill in what you know of Manufacturer, Model, Serial no., Supplier, Installed date, Warranty expiry, Acquisition cost, Useful life and Location note.
- 9Press “Add asset”.
You did it right if. The asset appears in the “Asset register” card, and the Assets figure in the right-hand column has gone up. Assets are sorted with the most critical first.
Watch out. Assets cannot be edited after creation, and there is no control anywhere to change an asset's status, condition or criticality. Everything you add is created in service and stays that way. Get the criticality and the asset number right the first time, because you will not be able to correct them from the interface.
about 12 minutes
Lesson 2 of 6
Plan preventive maintenance
Objective. Schedules that raise their own work orders when they fall due.
A planned maintenance schedule attaches to an asset and describes how often the task recurs, what the checklist is, and who should do it. When it falls due, the platform raises a maintenance request against the asset's property rather than relying on somebody's calendar.
Generation is idempotent per schedule and due date, so running it twice on the same day does not create duplicate work.
- 1On the Facilities page, open “Plan maintenance (PPM)”. If you have no assets, the panel tells you to add one first.
- 2Choose the “Asset” and enter the “Task name”, for example Quarterly lift service.
- 3Choose the “Basis”: Calendar for a time interval, Meter reading for a usage interval.
- 4For calendar, set “Every (months)”. For meter, set the “Meter interval”, “Meter unit” and “Current reading”.
- 5Set “Last done” and “Next due”.
- 6Set the “SLA (hours)” and the “Work-order category”.
- 7Enter the “Checklist (comma-separated)” and any “Required skills (comma-separated)”.
- 8Choose a contractor under “Assign contractor” if one is known, and tick “This is a statutory requirement” where it applies.
- 9Press “Add schedule”.
- 10When work is due, press the button in the page header — it reads “Generate n work orders” — to raise them.
You did it right if. The schedule appears in the “Planned maintenance” card, showing Scheduled, Due today or a day count overdue. After generating, the raised work orders appear in the card footer under “Work orders raised from PPM”.
Watch out. A meter-based schedule fires once and then goes dormant, because generation clears its next due date and there is no screen for logging a new meter reading. If you need recurring work you can rely on, use the calendar basis until meter readings are supported.
about 12 minutes
Lesson 3 of 6
Track statutory compliance
Objective. Certificates with owners and dates, surfacing before they lapse rather than after.
A statutory item is an obligation with an expiry: a fire certificate, a lift inspection, a water quality test, an insurance policy, an operating permit. Each carries a renewal lead time, so it appears in the renewal queue before it expires rather than on the day it does.
The colour on the compliance table is derived from the dates, not stored. Red means expired, amber means inside the renewal window, green means clear.
- 1On the Facilities page, open “Add a statutory requirement”.
- 2Enter the “Requirement” name, for example Fire certificate — Block A.
- 3Choose the “Type”: Fire safety certificate, Lift / elevator inspection, Water quality test, HVAC certification, Electrical inspection, Insurance policy, Operating permit or Other.
- 4Enter the “Authority”, for example Ghana National Fire Service.
- 5Attach it to a “Property” or an “Asset”. At least one of the two is required.
- 6Set “Issued” and “Expires”, and set the “Renewal lead (days)” — how long before expiry you want it to surface.
- 7Enter the “Responsible” person and the “Certificate ref.”.
- 8Press “Add requirement”.
- 9When an item enters its renewal window it appears in the “Renewal queue”. Open “Renew · …” for it, enter the “New issue date”, “New expiry” and “New certificate ref.”, and press “Record renewal”.
You did it right if. The item appears in “Statutory compliance” with a day count until expiry, and the “Certs ≤30d” figure at the top of the page reflects anything close to lapsing.
Watch out. “Document ref.” is a plain text box, not a file upload — there is no file input anywhere on this page. Store the certificate itself elsewhere and put the path or link in that field, and do not assume the document is being kept in Domicium.
about 10 minutes
Lesson 4 of 6
Service contracts and SLAs
Objective. Contracts with measurable response and resolution targets, and breaches recorded when they happen.
A service contract carries SLA targets in hours for response and resolution, a penalty per breach, insurance and certification expiry dates, and a renewal notice window. Those targets are what make a breach a fact rather than an argument.
Breaches are computed from the contract's own targets. A job that met SLA cannot be logged as a breach — the system refuses it.
- 1On the Facilities page, open “Add a service contract”.
- 2Enter the “Vendor”, the “Contract no.” and the “Service type”, for example lift maintenance.
- 3Choose the “Frequency” — Monthly, Quarterly, Biannual, Annual or On call — and enter the “Contract value” and “Currency”.
- 4Set “Starts” and “Ends”.
- 5Set “SLA response (hours)” and “SLA resolution (hours)”. Without these, no breach can ever be logged against this contract.
- 6Set the “Penalty per breach” and the “Renewal notice (days)”.
- 7Record the “Insurance expiry” and “Certification expiry” so a lapsed contractor is visible.
- 8Choose the “Covered property” and press “Add contract”.
- 9When a job overruns, open “Log an SLA breach”, choose the “Contract”, and enter the “Reported”, “Responded” and “Resolved” times with a note. Press “Log breach”.
You did it right if. The contract appears in the “Service contracts” card with its SLA targets, and a logged breach appears under “Recent SLA breaches” in that card’s footer with the overrun and penalty calculated for you.
Watch out. A contract can only cover one property from this form, even though the underlying record supports several, and there is no way to edit or terminate a contract once created — every contract is created active and stays active. Create it with the right property and the right dates, or you will carry the wrong record indefinitely.
about 12 minutes
Lesson 5 of 6
Incidents, inspections and non-conformance
Objective. An incident investigated and closed with a cause, and quality failures tracked to rectification.
An incident is anything that went wrong: a health and safety event, property damage, a security event, equipment failure, an environmental event, or a near miss. It is opened, investigated and closed with a root cause — and closing without one is refused.
QA/QC inspections and non-conformance reports cover the quality side. An inspection is a list of checks, some of them hold points; an NCR records a failure and tracks it to rectification and reinspection.
- 1To report: open “Report an incident”, choose the “Type” and “Severity”, choose the “Property”, set “Occurred at” and the “Location”, and describe “What happened”.
- 2Record “People involved” and “Immediate action taken”, and any “Lost time (hours)” and “Estimated cost”.
- 3Leave “Open an investigation now” ticked unless there is nothing to investigate. Tick “Raise a maintenance work order for the repair” if a repair is needed, and “Notifiable to an authority” where it is.
- 4Press “Report incident”.
- 5To close: find the incident in the “Incidents” card, enter the “Root cause” — this is required — and the “Corrective action”, then press “Close incident”.
- 6For quality: open “New QA/QC inspection”, name it, scope it to a development or a property, set the “Discipline” and “Stage”, and list the “Checks (comma-separated)”. A check whose text contains the word hold becomes a hold point. Press “Create inspection”.
- 7Score each check with the result dropdown on its row. The inspection status rolls up automatically: any fail makes it failed, all passes make it passed.
- 8For a failure, open “Raise an NCR”, name the non-conformance, set the “Severity” and the responsible contractor, set “Rectify by”, and press “Raise NCR”. Close it later with “Corrective action done” and a reinspection result.
You did it right if. The incident moves out of the open count on the “Incidents · last 30 days” card, the inspection shows passed or failed rather than planned, and closed NCRs leave the “Open NCRs” figure.
Watch out. A closed incident cannot be reopened, and the incident list shows the type rather than the title you typed — so the short title is only used to name any spawned work order. Put the identifying detail into “What happened”, not into the title, or you will not be able to tell two incidents apart in the list.
about 14 minutes
Lesson 6 of 6
Working with contractors
Objective. A realistic picture of how contractors get work, and where the platform stops.
Contractors reach work through two routes: a PPM schedule with a contractor assigned, which creates an offer when work is generated, and a tenancy maintenance request, where a landlord or manager assigns one directly.
There is no contractor management screen. You cannot create, edit, approve or deactivate a contractor from Facilities — they appear only as options in dropdowns, drawn from contractor profiles marked available. Plan your contractor relationships outside the platform and use it to record the work.
- 1To assign planned work: set “Assign contractor” on the PPM schedule when you create it. Generated work orders then carry an offer to that contractor.
- 2To assign reactive work: open the tenancy, find the “Maintenance & repairs” panel, choose the contractor from the select and press “Assign contractor”.
- 3Move the job along with the buttons on that panel: “Approve”, “Start work”, “Mark done”, “Close”.
- 4To hold a contractor to a standard, record a service contract with SLA targets and log breaches against it.
- 5To review performance, read the “Contractor QA” card on Facilities, which shows inspection pass rates and non-conformances by contractor.
- 6Attribute the cost through Procurement so the spend lands against the property it was spent on.
You did it right if. A generated PPM work order shows the assigned contractor, and the “Contractor QA” card shows a pass rate for anyone who has been through an inspection.
Watch out. The contractor list is not scoped to your organisation, is limited to fifty entries, and the QA rollup groups by contractor name rather than by identity. Two contractors with the same name will be merged in that table, and a contractor profile with no name shows as Contractor. Do not use it as a performance record you would act on without checking.
about 9 minutes