A quick starting picture

• How many buildings and sites are in your portfolio, and how many unique facility types (for example high school, elementary, administrative) do you manage? Options: 1-10, 11-25, 26-50, 51-100, 100+
• Tell me about your maintenance team structure, the roles you have in house, and typical shift or coverage patterns.
• Walk me through the last 24 hours of incoming maintenance requests, including channels (email, phone, web), approximate volume, and priority mix. Options: Email, Phone, Web form, Mobile app, Other
• Which months of the year create the heaviest reactive load for your team, and what causes those peaks? Options: Winter heating season, Summer cooling season, Start of school year, End of fiscal year, Weather events
• Who is the primary contact for urgent safety-related issues after hours, and how are they alerted? Options: Facilities director, Operations manager, Site principal, On-call technician, Automated alerting system

Where the current system falls short

• When HVAC or major systems fail during extreme conditions, how does that decision ripple through your day and what is the usual fix?
• Describe the most recurring equipment failure across your buildings and how you currently detect it before it becomes an emergency.
• How long does it typically take from detection to a technician being on site for a medium-priority work order in a typical week? Options: Under 1 hour, 1-4 hours, 4-24 hours, 1-3 days, More than 3 days
• Who is notified first when scheduled preventive work is missed and it triggers a reactive emergency? Options: Site principal, Facilities director, Operations manager, Assigned technician, No clear owner
• What reporting gap causes the most trouble when you prepare capital requests for the board or administration?

The real cost of 'we will deal with it later'

• If preventive maintenance stayed at its current level for two more years, which systems or campuses would degrade fastest and why?
• Walk me through a recent incident where reactive work consumed planned preventive slots, and what you lost as a result.
• Tell me about the spreadsheet or tool you use to schedule preventive tasks, what fields it tracks, and what it consistently misses.
• Which asset categories do you lack reliable age, condition, or warranty information for today? Options: HVAC units, Roofs, Boilers, Electrical distribution, Plumbing, Other
• Point to the role on your team that carries the most overtime because of recurring reactive work, and estimate the overtime hours per month. Options: Facilities director, Lead technician, All technicians share overtime, Contractor support, No consistent pattern

How repair and budget decisions actually get made

• What single repair or site risk would make you halt other projects immediately until it was addressed?
• Describe your approval flow for capital spending above your usual threshold and the typical time each step takes.
• Assuming a pilot proves a measurable reduction in emergency repairs, who on your team can approve a purchase order or sign for a rollout within your target timeline? Options: Facilities director, Chief financial officer, Superintendent, Procurement officer, Board approval required
• On average, how long does your budget cycle take from initial ask to a board decision? Options: 1-2 months, 3-4 months, 5-6 months, Longer than 6 months
• Anyone on the leadership team pushing back on investing in software instead of adding headcount, and who typically voices that concern?

What you're comparing us against

• List the options you are actively evaluating right now and what you like about each. Options: Other vendors, Incumbent platform, Extend existing spreadsheets and tools, Hire more staff, Custom in-house development
• Has any group proposed solving this internally without a vendor, and what resources would they claim to need to make that work? Options: IT team build, Facilities team build, Temporary contractors, No internal plan proposed
• Name the incumbent systems you would need to replace or integrate with for a deployment to function, and which are mandatory integrations. Options: Work order system, ERP/finance, HR/payroll, Energy management, None/unknown
• Under which conditions would you choose to keep your current approach rather than switch to a vendor solution?
• Rate the importance of local on-site vendor support versus remote support for your operations. Options: Local on-site required, Local preferred, Remote adequate, Fully remote acceptable

Can you make this actually happen

• Identify any integration or data dependency that, if missing, would prevent a deployment from starting at all.
• Point to the role that owns your asset inventory data and tell me whether they can join a data mapping session within two weeks. Options: Facilities data owner, IT systems owner, Third-party vendor, No clear owner
• Do APIs exist for your work order system, ERP, or other critical systems, and who would provide access if needed? Options: APIs available and documented, APIs available but undocumented, No APIs, but export available, No API or exports available
• On a scale from mostly clean to largely unstructured, how would you classify the readiness of your asset and work order data for import? Options: Mostly clean, Some structure, needs cleanup, Fragmented and inconsistent, Largely unstructured
• Typically, how long does a legal or procurement review take in your district before a vendor contract can be executed? Options: Under 2 weeks, 2-4 weeks, 1-2 months, Longer than 2 months

Who needs to sign off and what they will measure

• Assuming the pilot demonstrates the savings and uptime improvements you need, who can approve a district-wide rollout within your target window? Options: Facilities director, CFO, Superintendent, Procurement, Board
• List the executive or board-level criteria that will determine whether an initial deployment is judged a success. Options: Reduced emergency repairs, Lower energy spend, Technician productivity, Accurate asset inventory, Improved reporting to board
• Name the measurable KPIs that would convince you to expand beyond the pilot and the target improvement you would need to see.
• State the timeline you expect for a pilot and the date by which you need specific results. Options: 30 days, 60 days, 90 days, 120+ days
• Is there a hard stop date or event, such as a bond vote or fiscal year end, that would pause or accelerate decision making? Options: Yes - bond vote, Yes - fiscal year end, Yes - scheduled audits, No hard stop

Deal accelerators, deal killers, and next steps

• Identify the single obstacle that would make you walk away after a pilot even if the metrics look good.
• Provide the stakeholders who must be present for a pilot kickoff to be meaningful and list their primary responsibilities during the pilot.
• Provide your preferred date range for a pilot start and list any blackout periods we must avoid.
• Explain how the operations team will own success after go-live, including the first 30 days of responsibilities.
• State the top risks you expect that could cause missed timelines and indicate which of those you consider deal-breakers.

• Solution Experience Session

• Confirm the current state and its cost
• You confirm the demonstrated end-to-end work order flow eliminates the manual rework and delays you described.
• Provide two recent reactive work orders and one example PM schedule export for use in the follow-up hands-on scenario.
• You confirm the preventive maintenance scheduling approach will reduce reactive-maintenance hours and allow technicians to complete PMs on schedule.
• Walk an end-to-end work order in your context
• Identify the stakeholders who must sign off on the capital-plan report and their primary information needs.
• You confirm the asset and cost reporting can produce the capital planning summary you need for administrative approval.
• Show preventive maintenance scheduling for representative assets
• Run the provided work orders and PM sample through the platform and deliver a scenario playback plus a draft capital report before the next session.
• Demonstrate asset inventory and capital reporting
• Deliver a one-page validated future-state statement based on this session for buyer review.
• Validate the future state

• Solution Experience Session
• Solution Experience Deck
• Solution Brief

• meeting
• slides
• document

• Create Building and Equipment Inventory
• Migrate Work Orders and Asset Records
• Configure Work Order Types and Workflows
• Deploy Mobile Technician App with Offline Sync
• Configure Preventive Maintenance Schedules and Automation
• Automate PM Task Generation from Asset Profiles
• Enable Self-Service Work Order Portal
• Configure Custodial Operations and Cleaning Schedules
• Onboard Utility Meter Data and Energy Dashboards
• Configure Equipment Lifecycle Tracking and Replacement Alerts
• Configure Capital Project Prioritization and Budget Reporting
• Integrate with Financial and HR Systems
• Provision Role-Based Access and Technician Rosters
• Train Administrators, Technicians, and Custodial Staff
• Provide 30-Day Post-Go-Live Support and Data Cleanup

Create Building and Equipment Inventory

• Do you have an existing equipment inventory spreadsheet or a CAFM/export file to import? Options: Yes - spreadsheet (CSV/XLSX), Yes - legacy CAFM export, No existing inventory
• How many school sites and tagged assets should be created during inventory onboarding? Options: 1-10 sites, 11-50 sites, 51-200 sites, 200+ sites
• Which asset classes require serial-number or asset-tag level tracking (for example rooftop HVAC units, boilers, chillers, kitchen appliances)? Options: HVAC units, Boilers, Chillers, Kitchen equipment, Electrical panels, Other
• Please confirm whether you will provide facility floor plans or CAD/DWG files for location mapping of rooms and equipment. Options: PDF floor plans, CAD/DWG files, No floor plans available
• Who will own ongoing inventory updates at each site (for example maintenance supervisor, site principal, district asset manager)? Options: Maintenance supervisor, Site principal, District asset manager, District IT

Migrate Work Orders and Asset Records

• How many historical work orders do you want migrated and for which date range? Options: None, Last 12 months, Last 3 years, All available history
• What export format will you provide for work orders and asset records (for example CSV with headers, XML, or database dump)? Options: CSV with headers, XML, Database dump (SQL), Other
• Do you require a migration completeness acceptance threshold for critical fields (for example asset tag, work order status, creation and completion dates)? Options: Yes - require 95%+ field-level completeness, Yes - require 90%+ completeness, No strict threshold
• List the work order fields that are mandatory to retain for capital planning and reporting (for example cost, downtime hours, approver, purchase order number).
• Who will validate migrated records and sign off on reconciliation at the district level? Options: Maintenance supervisor, Business manager / finance, District IT, Other

Configure Work Order Types and Workflows

• Which work order categories should be configured out of the box (examples: HVAC failure, plumbing, electrical, custodial, preventive maintenance)? Options: HVAC, Plumbing, Electrical, Custodial, Preventive maintenance, Other
• How should approval routing differ for capital projects versus routine repairs (for example single approver, two-step approval, require PO for costs over $2,500)? Options: Single approver, Two-step approval, Require PO for cost over $2,500, Custom routing
• What response time SLAs do you apply by category (for example HVAC emergency within 4 hours, non-emergency within 5 business days)?
• Will you require automatic technician assignment rules based on trade skill tags or zone (for example HVAC-certified techs assigned to rooftop units in Building A)? Options: Yes - skill and zone-based assignment, No - manual assignment
• Which close codes and status values must be available for compliance reporting (for example completed, deferred, needs parts, vendor engaged)?

Deploy Mobile Technician App with Offline Sync

• Which mobile device types will technicians use in the field (for example iOS tablets, Android phones, Windows tablets)? Options: iOS tablets, Android phones/tablets, Windows tablets, Mixed devices
• Indicate the expected offline window technicians need for campus use (for example full school day without connectivity). Options: No offline needed, Up to 8 hours, Up to 24 hours, More than 24 hours
• What acceptance test will demonstrate offline sync meets requirements (for example create and close 10 orders offline on campus and verify full sync without data loss)?
• Will technicians need barcode or QR scanning for asset tags during mobile inspections and work order updates? Options: Yes - barcode/QR required, Optional, No
• Who will manage mobile device enrollment and mobile device management (MDM) profiles for technicians? Options: District IT, Maintenance supervisor, Third-party vendor, Other

Configure Preventive Maintenance Schedules and Automation

• Which asset types should receive preventive maintenance schedules immediately (for example rooftop HVAC units, boilers, emergency generators, fire suppression)? Options: Rooftop HVAC, Boilers, Generators, Fire suppression, Other
• Which trigger method should govern each PM group: calendar intervals, meter-hours, runtime counters, or condition-based thresholds? Options: Calendar intervals, Meter-hours, Runtime counters, Condition-based
• What measurable acceptance criteria will confirm PM automation is correct (for example 95% of recurring PMs scheduled for the next 12 months with correct asset, interval, and assigned technician)? Options: Agree to 95% threshold, Request different threshold, No automated threshold required
• Which parts or material kits should automatically attach to PM tasks (for example filter kits for rooftop unit filter replacement)?
• Identify who will own the PM schedule at the district level and approve frequency changes (for example PM coordinator, maintenance director). Options: PM coordinator, Maintenance director, Business manager, Other

Automate PM Task Generation from Asset Profiles

• Are your asset profiles populated with runtime counters, meter IDs, or replacement history needed to trigger automated PM generation? Options: Runtime counters present, Meter IDs present, Only replacement history, No telemetry present
• Which assets should use condition-based triggers (for example vibration sensors on AHUs, runtime hours for chillers) versus fixed-interval PMs?
• Please confirm whether you require alerting when PM tasks fail to generate or when expected telemetry is missing for an asset profile. Options: Yes - alert on fail, No - manual monitoring
• Describe any existing building automation systems or IoT feeds that will provide telemetry (for example BACnet BMS, Modbus RTU, vendor API). Options: BACnet BMS, Modbus RTU, Vendor cloud API, No telemetry integration
• Who will own calibration of asset profiles and replacement thresholds (for example reliability engineer, maintenance supervisor)? Options: Reliability engineer, Maintenance supervisor, District asset manager, Other

Enable Self-Service Work Order Portal

• Which user groups should be allowed to submit requests via the portal (for example teachers, site principals, custodial staff, parents)? Options: Teachers, Site principals, Custodial staff, Parents/guardians, Other
• Should different request form templates be required per request type with fields like room number, asset tag, and urgency? Options: Yes - templates per type, No - single generic form
• How should portal submissions map to sites: by user profile, by explicit site selection, or by network/subdomain geolocation? Options: By user profile, By user selection, By IP/subdomain, Other
• Will certain portal requests require approval before scheduling (for example capital requests or requests above a dollar threshold)? Options: Yes - approvals required, No approvals required
• What access controls and visibility should principals and building admins have for work orders submitted from their site?

Configure Custodial Operations and Cleaning Schedules

• How are custodial routes and frequencies currently tracked (for example spreadsheets, legacy janitorial system)? Options: Spreadsheets, Legacy janitorial system, No formal tracking
• Which cleaning schedules need digitization (for example daily classroom cleaning, weekly deep-clean, monthly floor care)? Options: Daily classroom, Weekly deep-clean, Monthly floor care, Other
• Do custodial staff require mobile checklists and inspection scoring for classrooms and restrooms? Options: Yes - mobile checklists, No - paper or none
• Should custodial supply inventory decrement automatically when cleaning tasks are completed (for example mops, chemicals, paper goods)? Options: Yes - automatic decrement, No - manual inventory
• Who approves custodial schedule changes at the district level and will participate in acceptance of custodial module configuration? Options: Custodial supervisor, Maintenance director, Business manager, Other

Onboard Utility Meter Data and Energy Dashboards

• Which utility meters will be onboarded (for example main electric meter IDs, gas, water, and submeters by building)? Options: Electric main and submeters, Gas meters, Water meters, Other
• What ingestion interval do you require for meter data (for example hourly, daily, or monthly)? Options: Hourly, Daily, Monthly
• Which meter data delivery method will you provide: scheduled CSV exports, Green Button standard, or utility portal/API access? Options: CSV export, Utility API, Green Button, Other
• Do you require baseline energy benchmarking reports for the prior 12 months to support energy-reduction planning? Options: Yes - 12 months baseline, No baseline required
• What acceptance criteria will validate dashboard accuracy (for example meter totals match utility bills within 5% for the prior 12 months)? Options: Agree to 5% threshold, Request different threshold, No numerical threshold

Configure Equipment Lifecycle Tracking and Replacement Alerts

• Which lifecycle fields must be tracked on assets (for example installation date, expected useful life, last major overhaul)? Options: Installation date, Expected useful life (years), Last major overhaul date, Other
• Should replacement alerts be triggered by age, cumulative repair cost, or a combined deferred-maintenance threshold? Options: Age-based alerts, Cost-threshold alerts, Combined threshold, No alerts
• How would you like replacement recommendations exported for capital budgeting (for example CSV of assets over threshold with estimated replacement cost)? Options: CSV export, Prebuilt board report, API feed, Other
• What cost inputs do you have for lifecycle calculations (for example labor rate, parts cost, historical repair cost)?
• Who will maintain estimated useful life assumptions and approve replacement thresholds at the district level? Options: Business manager, Maintenance director, Capital planning lead, Other

Configure Capital Project Prioritization and Budget Reporting

• Which prioritization criteria drive your capital requests (for example safety risk, asset criticality, deferred maintenance cost)? Options: Safety risk, Asset criticality, Deferred maintenance cost, Educational impact, Other
• Do you need a scoring model that outputs board-ready fields (for example risk score, cost estimate, impact statement, photos)? Options: Yes - scoring model required, No - summary list only
• Will you provide unit cost estimates per asset class or should the platform use a default cost catalog for initial estimates? Options: We will provide unit costs, Use default catalog, Mix of both
• Do capital project exports need to map to specific finance codes or chart of accounts (for example fund, department, account)? Options: Yes - map to chart of accounts, No mapping required
• Who will own final sign-off on board-ready capital request pages and the associated supporting documentation? Options: Business manager, Facilities director, Capital planning committee, Other

Integrate with Financial and HR Systems

• Which financial system category will receive purchase orders and capital exports (for example ERP, accounting package, or legacy finance system)? Options: ERP, Accounting package, Legacy finance system, Other
• Which integration method do you prefer for finance flows: API push, scheduled flat-file export, or manual export/import? Options: API push, Scheduled flat-file, Manual export/import
• Which HR system will supply technician rosters and certification data and how will you expose that data (API, scheduled CSV export)? Options: API, Scheduled CSV export, No HR integration planned
• Specify the mapping requirements between asset/project cost centers and your chart of accounts (for example fund, department, account structure).
• Who will provide test credentials and approve financial integration testing (for example finance director, IT, or business manager)? Options: Finance director, IT, Business manager, Other

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Subscription Order Form
• Service Level Agreement (SLA)
• Payment and Invoicing Schedule
• Data Processing Agreement (DPA)
• Public Sector Procurement & Security Addendum
• Project Governance and RACI
• Go-Live Acceptance and Signoff
• Change Order Agreement
• Training and Knowledge Transfer Addendum

• Go-live Health Check (weeks 1-4)
• First Outcomes Measurement (weeks 4-10)
• Acceptance Gate Review (around day 90)
• Quarterly Success Review (ongoing)

• Schedule quarterly inventory reconciliation and a technician adoption refresher if adoption metrics decline.
• Restate acceptance criteria and numeric targets
• Produce a documented acceptance decision that records pass/fail for each numeric criterion from Solution Scope.
• Agree a remediation plan with resolution dates for any failed acceptance criteria.
• Confirm the incumbent system decommissioning plan and data archiving status to prevent dual-system habit.
• Publish the acceptance decision document with pass/fail outcomes and the named buying owner signatory field for signature if required.
• Create a remediation tracker that lists each failed criterion, the verification steps, and target completion dates.
• Execute the incumbent data archive or read-only retention process and publish confirmation of completion or the scheduled date.
• Trend review for adoption and PM compliance
• Ensure weekly active technicians and preventive maintenance compliance rate are steady or improving toward the targets recorded in Solution Scope.
• Reduce the high-priority work order backlog and lower the average time to close reactive work orders quarter over quarter.
• Keep the remediation and enhancement backlog current with clear next steps and dates for closure.
• Publish the quarterly outcomes dashboard and a one-page summary of deviations from targets.
• Open targeted improvement tasks for any metric that missed its quarterly trajectory, with verification steps and due dates.
• Re-confirm success criteria and owners
• Confirm the deployment components listed in Solution Scope are present and functioning at a sample level.
• Produce a prioritized list of open issues with remediation tasks and target completion dates.
• Validate that technician mobile access and one sample integration endpoint are operational.
• Publish a deployment validation report summarizing migration checks and integration test results.
• Log and prioritize open defects in the shared issue tracker with target resolution dates.
• Run a follow-up sample data reconciliation for inventory records within 7 days.
• Present first outcome data vs targets
• Determine whether preventive maintenance completion rate is on a trajectory to meet the target recorded in Solution Scope.
• Identify the primary causes of any elevated average time to close for reactive work orders and specify corrective actions.
• Establish a clear remediation plan and dates to reach required targets by the acceptance gate.
• Run targeted data cleanup on overdue PM tasks and re-run the PM generation job within 5 business days.
• Publish a gap analysis for reactive work order routing and propose rule changes for scheduling and technician assignment.
• Schedule a focused technician refresher session on mobile workflows and PM execution within 10 business days.
• Deployment and data migration validation
• Operational KPIs and backlog health
• Root-cause diagnosis for gaps
• Present outcome data for each criterion
• Review training and operational blockers
• Document pass/fail per criterion and capture acceptance decision
• Open issues, enhancement requests, and remediation status
• Early adoption signals and usage patterns
• Agree corrective actions and timeline to acceptance gate
• Blockers and open issues triage
• Agree remediation plan and resolution timeline for failed criteria
• Agree next quarter operational plan
• Incumbent system retirement and data archival confirmation
• Agree remediation actions and short-term timeline