PRODUCT FOCUS: TECHNOLOGY, AI & ROBOTICS
OPTIMISING MAINTENANCE WITH DATA AND INSIGHT
Ostara Systems helps clients in complex sectors reduce maintenance costs, improve compliance, and streamline operations through data-driven CAFM tools and automated processes.
Ostara Systems focuses on helping clients manage maintenance costs, regardless of the sector they operate in. Ostara provides services to some of the biggest names in the hotel and leisure, food and beverage, retail, and banking sectors.
The Ostara System fosters a culture of paying only for completed work, using automatic cost calculations based on contractor rates and time on-site. The Ostara Mobile App validates engineers’ attendance at sites, and proprietary Bluetooth technology delivers a rapid return on investment. It has been proven to save, on average, 4–5% on standard reactive job order values. For those who do not wish to use the Bluetooth technology, GPS verification is available, along with QR codes that can be used to control the same activities.
Further cost-control options include replacing fixed-cost quotes with estimates based on pre-agreed rates, time, parts, and miscellaneous charges—serving as a cost ceiling rather than a fixed amount. This integrates with the check-in and time-on-site processes mentioned earlier, resulting in clients paying only for actual time spent and parts used. This has been proven to save over 25% on average compared to fixed-cost quotes.
Customisable authorisation rules allow for flexible approval processes—whether single-level or hierarchical—based on a range of conditions. At all authorisation levels, the system includes functionality for comparing spend values against budget.
However, Ostara recognises that it is not just client expenditure that can be costly, but also client manpower. An automated invoice validation process helps reduce the administrative burden of invoice review. Beyond financial
control, Ostara also excels in providing compliance reporting, which identifies actual compliance levels and PPM (Planned Preventative Maintenance) needs based on calculated client requirements.
A common issue within the CAFM industry is the limitation of reporting capabilities. At Ostara, we are proud to offer more than 200 reports, which can be categorised into dashboards, analytics, and trends. Each system report includes adjustable parameters, allowing users to focus on what matters most to them. Additionally, Ostara can provide data in raw formats for integration with clients’ own reporting platforms, such as Power BI.
One of the key advantages of CAFM systems is the ability to systemise and reduce client administrative input. However, this should be accompanied by a level of client oversight and review. Ostara's built-in auditing process allows clients to audit invoices based on specific criteria and sample size. This auditing module is powered by a versatile questionnaire module, which is used to drive permits to work, client feedback and a wide range of other quality, quantity and condition audits, to replace existing products that my currently be in place.
Finally, one of the key applications and benefits of a CAFM system is client ‘buy in’ to the process and world of maintenance. Ostara’s self-service portal and mobile app enhance client involvement and job information capture, improving the maintenance process. All work order information can be captured, including all email chases and notes, resulting in clear job history in one place.
www.ostarasystems.com
44 | TOMORROW’S FM
twitter.com/TomorrowsFM
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