Why you should choose the Ostara Systems CAFM, CMMS solution to fullfill all your maintenance management needs.

1. Ostara Systems
Reasons to choose the Ostara solution

2. Ostara - A Different Approach
CAFM systems are created with different aims?
What are the different CAFM system approaches?
o For and on behalf of the Contractor
o For the principal purpose of managing internal resource
o Firmly protecting the Facilities Manager against Contractors
o At Ostara we aim to promote open, honest, accurate and
timely collaboration between all parties

3. Application and Web Portal
Ostara administration is done via an Application
● Resilience against connectivity issues
● Richer UI
● More responsive
● Browser independent
● Improved ability to interface with local hardware
Contractors and Clients access via a Web Portal
● No need for IT involvement
● No installation required
● Works with existing browsers

4. Client Self-Service Portal
Brandable to enhance customer experience
● Simple, easy to use interface with little to no training required
● One stop shop for all maintenance requirements
● Ability to filter views with user settings
● User configurable list layouts
● Includes graphical widgets to provide snapshot of outstanding works
● Includes graphical widgets to collect customer satisfaction data
● Real-time visibility of Compliance certification
● Includes search capability and export to excel
● Process can be automated from “creation” through to “pending contractor
attendance”
● Option for duplicate job checking
● Configurable work order creation wizard - Bespoke wording
● Greater visibility brings greater confidence
● Configure to show Asbestos records, Assets and Reports
● Authorisation lists and actions

5. Contractor Portal
Get real-time updates from Contractors
● Simple, easy to use interface with little to no training required
● Portal shows that Contractor all their maintenance requirements in one
view
● Graphical widgets provide snapshots of outstanding works
● Provide asbestos record visibility to the Contractors prior to site attendance
● Upload of electronic certification via the portal to eliminate ‘lost’ paper
certificates
● Upload of electronic invoices with built-in validation checking to ensure
correct approved/unapproved invoice status on submission

6. Contractors and Internal Technicians
“Ostara Mobile”
An Application not just a mobile website
● ‘Bring your own Device’ (BYOD) compatible with iOS and Android
● Allows for offline working and subsequent synchronisation
● For technical users, auditors and authorisers
● Increase your visibility and accessibility
● Always visible on engineers phone unlike a website
● Device camera can be used as a scanner for barcodes/QR codes
● Real time authorisations
● Auditing
● Map Directions
● Collect Client signatures
● Asset tag your estate using the offline functionality and include
photographs using the device’s camera

7. External Contractors - No Smartphone, No problem
“ATAS” - Automated Telephone Attendance System
IVR based system with real time updates to the system
● No need for smartphones
● Self service - real time
● Simple to use, familiar phone banking-style process
● Customisable
● Can be used as a fallback when no internet or smart device available
● No need for call centre/helpdesk resource
● Clear visibility of which Contractors/Engineers are using the system and
which ones aren’t
● Validation of presence on site using site specific reference numbers

8. Windows based Application
The main functions (Admin, Helpdesk, Compliance)
● An intuitive interface, based on the Microsoft Office look and feel
● Large updates are completed in the background
● List configuration by the user to include/exclude columns and resize
● Smart search on all list columns
● Integrated Reporting
● All features and functionality controlled by over four hundred individual
permissions to be as granular as necessary

9. Pre-Populated Database
10 years of data collection to get you started...
● A database of over 1,500 Equipment and Service types
● All Equipment types with accompanying Symptoms
● All Equipment types with accompanying fix codes
● All data customisable
● Database to hold all Standards and Legislations (UK pre-populated)

10. Purpose-Built - Helpdesk Module
Fast and reliable - Labour saving
● No technical knowledge or data structure knowledge required
● Data driven workflow (customisable)
● Detailed auditing of all events and Communications - In and Out
● Create and manage existing work orders
● Data is presented to the user when it is needed with no need to search
● Fast Creation process for agents (helpdesk operatives)
● Built in duplicate checking
● Efficiencies in linking of jobs
● Notifications to nominated individuals (Escalations, etc)
● Can be Asset or Service driven
● When no Asset database is available, full location tables assist in
identifying repetitive issues

11. Purpose-Built - Helpdesk Module
Creation process is Proactive not Reactive
● Create Reactive, Quote and Audit work orders
● Quick search work order function
● User defined list creation - Save as Private or Public for re-use
● All lists include “Smart filters” for fast searching
● Fault definition using built in “search engine” - includes custom keywords
● Accommodates full 4 tier location definition or partial location set
● Integrated duplicated checking with “Match levels”
● Integrated building events to share centrally held information

12. Batching of Work Orders
Reduce Cost, Increase Efficiency
● Create rules based on sites or activities
● Permit release based on count of work orders or quantity recorded
● All history linked to one new work order once batched
● Save money as only one call out fee for all batched work
● Override release process possible

13. Contractor Management
Financial, Quality and Performance management
● Date specified rates for a given period
● Manage rates per day of the week
● Split rates between in hours and out of hours
● Call out fees can include inclusive on-site labour hours
● Rates can be based on Time to Attendance
● Rates can be based on Achievement of SLA
● Job costs calculated in real time for accrual and invoice validation purposes
● Split calculation by Call out fees, inclusive hours and on site hourly rate
● Record VAT number, VAT rates, payment terms and CIS type
● Make Contractor contact details available to all users as and when required
● Designate Contractors as Head office or Branch with appropriate hierarchy
● Hold documents such as insurance certificates against the Contractor
● Performance Dashboard on System, Attendance and First Fix

14. Resource Planning
Allocation to Internal Technicians and Trades
● Improving resource utilisation and visibility
● Calendar View of work allocation
● Automatic Resource allocation possible based on fault
● Multi-Tier Resource setup for Teams and Individuals
● Ability to drag and drop work orders on calendar to allocate
● Empower individuals with functionality to take and give work hierarchically or
from colleague to colleague
● Trade and Skill filtering

15. SRA’s
Who, What, Where, When (SLA)
Allocations of Contractors to activities
● Enables auto allocation
● Allows for preset SLA’s
● Granular down to task by building
● Prioritisation of Contractors for Call Out

16. Contracts
Record contract details in detail!
● Who does what and where - with an agreed SLA, taken from the SRA
● For invoicing only PPM work orders
● Comprehensive contracts to track payable and non payable work
● Change auditing
● Creation of planned activities to include frequency and value per visit
● Manage instructions to contractors
● Bulk updating mechanism
● Emailing of job lists
● Automated visit schedule updates based on previous period visit
● Integrated certificate update on legislative PPMs
● Collate information on contracts such as notice periods, T’s & C’s,
signatories, etc
● Derive Assets per PPM without needing to be specific
● Built-in Performance Rebate process
● Automated Work Order update triggered by Contract changes

17. Asset Management
Assets, Component Assets and Systems
● Include Warranty provider information for auto allocation of faults
● Track full lifecycle costs across Reactive, Quote and PPM
● Visibility of Asset movements
● Asset activity/spend history
● FGas traceability and tracking
● Assets can be linked together hierarchically to create systems
● Identify Asset Conditions
● Store documentation and media against each asset
● Identify life expectancy and depreciation
● Create assets and update assets via Ostara Mobile on a smartphone

18. Document Repository
● Integrated document repository
● Visibility to whomever you grant the permission to - different document
types can be shown/hidden from individuals based on profile
● Every file format supported (as long as you have the software to open the
file type on your machine)
● Virus checking incorporated
● Image files can be provided as thumbnails where required
● Documents can be uploaded against: Buildings, Assets, Resources, Work
Orders, Contracts
● A document can be a Link/URL to an external site or file
● Tree view of documents and their associations

19. User Defined Fields
Additional Fields where YOU need them most
● Should there be the requirement to store information that doesn’t naturally
fit into any existing fields in the system
● 15 fields exists for all these modules: Buildings, Assets, Work Orders,
Resources
● Labels can be renamed for clarity

20. Compliance Driven
Full Contractor Management Due Diligence process

21. Compliance Driven
Contractor Pre-Qualification
● Online Contractor PQQ process
● PQQ ensures only approved contractors are used
● Limit usage based on status
Asbestos Management
● Records and associated reports held at Building level
● Asbestos records reviewed by Engineer/Technician at every start job
● Individual documents, including photographs can be held at a per-record
level
Permit to Work
● Configurable questionnaire at start job can ensure full permit to work or
risk assessments are part of workflow
● Permit can include requirement for photos
● Questions can be made dependant of previous answers

22. Compliance Driven
Legislative Compliance
● Standards & Legislation details stored in the System
● Fully integrated with PPM’s
● Frequency and applicability held against Standards & Legislations
● Full Certificate requirement capability based on Assets or Building Types
● Process for failed certs and remedial works
● Sign off on remedials feeds back to fail Certificate to move to “Pass”
● Work flow controlled Certificate upload

23. Finance
From budgets to accruals to actuals
● Custom Finance Periods creation
● Revenue Budgets per site per equipment type
● Multi-tiered Capital Budgets
● Accrue based on AOV set at multiple levels
● Accruals based on attendance data including parts used
● Accruals determined on Comprehensive contract criteria
● Accruals determined by warranty status of assets
● Accruals evolve as invoices are received and paid
● Accruals determined by Fixed Cost/Uplifts being applied
● Bespoked Authorisation rules
o Client specific
o Multi Criteria
o Multi Level
● CIS management

24. Finance
Invoicing and Payments
Three methods of invoice input:
Manual entry of invoices
● In-built validation with full visibility of work order details on invoice entry
● Checks for duplicates
● Checks for duplicate charging (same day, same contractor)
● Segregation of duty enforceable
Contractor upload of invoices via the Contractor Portal
● Simple interface
● In-built validation
Bulk upload from Excel for consolidated invoices
● Ability to manage unapproved invoices using multiple reason codes
● Bulk invoice approval process (Entry > Approve > Validate > Pay)
● Following input, export approved Contractor invoices to your
accounts package for payment

25. Audits - Questionnaires
“RFI - Request for information”
Custom build your own Audits / Questionnaires
● Create categories
● Place questionnaire at creation, start or stop of the work order
● Apply scoring mechanisms with pass/fail criteria
● Use these questionnaires for activities such as:
o Workplace Audits
o Health & Safety
o Satisfaction Surveys
o Specific Contractor Data Collection Activities
o Work Order Verification Process
● Create dependencies between questions and categories
● Available on Portal and Mobile devices
● Preview
● Clone

26. Reporting - Built In
Dashboards and detailed outputs
● Charts and tables
● Fast (real time where required) information on your data
● Improved efficiency through use of data warehouses
● Hundreds of pre-created, integrated customisable reports
● More accurate management and performance reporting
● Filtering
● Export reports to PDF and Excel
● Drill-through to see the data
● Scheduled emailing
● Full Dashboards covering areas such as:
o Helpdesk Reactive Management
o Legislative Compliance / Certification
o Contractor Performance

27. Help - Support
Help is available in many forms...
● Intuitive interface tends to result in reduced training requirements
● Classroom-based training is always provided as part of implementation
● Online user guide is available from within the application
● During office hours dedicated, trained support staff can assist via
telephone, email
● Submit requests for assistance, 24/7 via our online ticketing system
● Tooltip/Information hover-over symbols around the system assist with
understanding/next steps

28. Ostara is “SaaS”
“SaaS” - Software as a Service - Cloud based
● “SaaS” is a software delivery model where software and associated data
are centrally hosted in the cloud.
● “SaaS” has become an increasingly common delivery model for many
business applications, including Microsoft Office 365
● “SaaS” has been incorporated into the strategy of most leading enterprise
software companies. One of the biggest selling points of this approach is
the potential to reduce IT support costs by outsourcing hardware and
software maintenance and support to the SaaS provider.
Benefits are therefore:
● Zero cost of ownership
● Limited internal IT requirement
● External access management integrated
● Disaster Recovery included
● Minor Network interruption tolerant

29. Ostara Systems
More Information
For more information, or to request a demonstration, please contact us or visit
our website:
Telephone: +44 (0) 844 880 2582
Email: info@ostarasystems.com
Website: http://www.ostarasystems.com