Ultimo offers a customizable enterprise asset management software solution. The software can be adapted to a customer's specific needs and processes using the Ultimo Customization Tool. This allows customers to optimize their business processes and implement best practices. Ultimo's solutions include modules for maintenance management, asset management, project management, and more. The software provides features like dashboards, reports, and notifications to improve visibility and decision making.

1. Maintenance
Management

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Use Ultimo’s software solutions
to optimally organise your
business processes
Introduction
In order to fit with Ultimo’s philosophy, our software has
to be adaptable to our customers’ specific situation.
The implementation of Ultimo is often a trigger for process
optimisations which can be managed via the Ultimo
Customization Tool. Thanks to this flexibility, our software
is able to fit your specific needs as much as possible.
Examples of the Ultimo Customization Tools use are, among
other things, creating new screens, adding fields, setting
authorisations and register additional relations. It is also
possible to adapt screens, menus, fields and field labels.
These adaptations can either be carried out by you or
your application manager or by our consultants. A training
course is available to familiarise you with the possibilities
of the Ultimo Customization Tool.
Flexibility with the Ultimo Customization Tool
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Ultimo Advantages
Durable Investment
By investing in Ultimo, you gain access to a technologically
advanced product without an expiration date. Our in-house
teams of software developers continue to further develop
our solutions so they remain up to date with all the current
requirements of the market. There is also the possibility to
adapt the solution yourself via the Ultimo Customization
Tool, which gives you the ability to keep management
costs as low as possible.
Flexible & User-Friendly
Ultimo recognises your situation will always be unique in
certain aspects compared to the market standard. That is
why Ultimo offers software solutions complying to market
standards, but with the flexibility to customise the solution
to your specific needs by using the modular design of
our software.
Integral EAM solution
Ultimo’s solutions can be used purely as a CMMS solution.
However, it is also possible to scale Ultimo up to an integral
EAM solution where not only Maintenance Management is
covered but also Facility Management, IT Service Management,
Fleet Management and Infra Asset Management. This gives
you a single platform where you integrate all your business
processes and that ensures you have immediate access to
all the business intelligence you need to make well-informed
decisions for your business.
Experience & Reliable
Ultimo has been developing business optimisation software
since 1988. Convinced that practical applicable software
makes a difference, Ultimo has developed its solutions in
close collaboration with our customers to ensure its solving
real work floor issues. In addition, Ultimo has always pur-
sued a solid financial policy and is recognised as a reliable
partner for various stakeholders, including with regard to
corporate responsibility.
Since 1988 Ultimo has been supporting organisations optimising their business processes.
We offer a standardised software solution with a modular design that scales along with your
business. Thanks to its flexibility the software can be customised to your specific situation.
It is possible to maximise synergy within your business by implementing all the (internal)
supporting processes of your organisation within one solution.
Because of the strong emphasis on usability during the develop-
ment of the software Ultimo’s software solutions are very user-
friendly. This has been confirmed by many of our customers.
Some examples are the use of appealing pictograms, intelligent
search possibilities and the univocal screen structure with handy
tabs and information pop-ups to ensure information is always
rapidly available.
Our solutions can be used by any organisation and support level,
regardless of size. For example, you can choose to expand the
level of support by using a phased model of growth. This makes
the initial implementation and investment manageable. Or you
could start with Ultimo Maintenance Management Lite, which
is a slimmed-down version of the full product which can be
upgraded later into Ultimo Maintenance Management.
In addition to our trendsetting software solutions, we offer
extensive services to guide you through the implementation
and to further support you in the daily use of the software.
For example, Ultimo Academy trains our customers in the
correct use of the software and our professional helpdesk is
standby to assist with any queries our customers might have.

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Ultimo’s Enterprise Asset
Management solution is
developed in close collaboration
with our customers. This
ensures our solutions offer
tangible solutions for real issues
experienced in the field. This
has led to the development of
the EHS modules and standard
connector technology which
allows integrations with other
software such as ERP systems.
Optimise your maintenance management
Ultimo software solutions are well suited for every type of
business and required service level, ranging from large multinat-
ionals to SMEs. We support our customers in durable mainte-
nance of their valuable, business-critical assets. Our software
also makes it easy to adopt market standards such as ISO 55000
or NEN. This results in higher uptime, efficient maintenance,
reduced costs and improved safety on the work floor. Give your
employees the tools they need to improve structure, insight and
overview when doing their jobs!
More than maintenance management
Your maintenance department will benefit greatly from
Ultimo’s CMMS solutions. You can also scale up to an integral
EAM solution where not only your maintenance department
benefits but your production, safety, quality, finance and
management as well! Ultimo EAM ensures tight planning,
good communication, and well-informed investment
decisions regarding asset management, which are beneficial
for everyone within the organisation. The modular design of our
software enables multidisciplinary use across other business
units such as Facility Management, EHS, IT Service Management
and Fleet Management. A large number of Ultimo customers
currently benefit from this approach.
Professional maintenance management is
critical for business performance
Efficient maintenance management has a positive influence on business results. Using established,
trustworthy software is an important factor in ensuring your maintenance management is as efficient
as possible. Ultimo has transformed the experience gained over the past decades into pragmatic,
user-friendly software with a proven track record of facilitating success for our customers.
Start small with Ultimo Maintenance
Management Lite
Ultimo Maintenance Management Lite serves as an entry-level
model for smaller organisations or organisations which only need
a CMMS solution. This basic, yet complete maintenance system
offers a number of advantages and comes with an attractive
price as well:
+ Excellent first step towards professionalising your
maintenance
+ Specifically developed for basic needs only
+ Can be expanded with the Self-Service and/or
Ultimo Go+ modules
+ Can easily be upgraded to the full version of
Ultimo Maintenance Management
Ultimo Maintenance Management contains a large number of standard functionalities.
This standard package can be expanded with additional modules. The following pages
will give a short description of all software modules. The image below shows which
modules are part of the standard package and which modules can be added.
Modules overview
Maintenance
Management
SHIFT HANDOVER
WORK PERMITS
MANAGEMENT
OF CHANGE
EHS INCIDENT
MANAGEMENT
WORK ORDER
MANAGEMENT
ULTIMO
CUSTOMIZATION
TOOL
AUTHORIZATION
MANAGEMENT
WORKFLOW
SCHEDULER+
E-MAIL IMPORT
VARIOUS
INTERFACES
DASHBOARDS
REPORTS
STANDARD
NOTIFICATIONS
ASSET MANAGEMENT
PROPERTY
MANAGEMENT
SENDING E-MAILS
MASTER DATA
MANAGEMENT
PEOPLE
MANAGEMENT
SELF-SERVICE
CONTRACT
MANAGEMENT
COST REGISTRATION
DEPRECIATIONS
INVOICING
TIME ACCOUNTING
SERVICE LEVEL
AGREEMENTS
LONG TERM
ASSET PLANNING
PROJECT
MANAGEMENT
STOCK MANAGEMENT
& PURCHASE
ULTIMO GO
MULTIJOBS
PERIODIC
MAINTENANCE
WORKFLOW FINANCES COMMUNICATION
STANDARD OPTIONAL
OBJECTS FLEXIBILITY & TECHNIQUE
These modules can also be combined
with our solutions
Fleet Management
Maintenance Management
IT Service Management
Infra Asset Management
Facility Management
Fleet Management
Maintenance Management
IT Service Management
Infra Asset Management
Facility Management
Fleet Management
Maintenance Management
IT Service Management
Infra Asset Management 5
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Fleet Management
Maintenance Management
IT Service Management
Infra Asset Management
Facility Management
Fleet Management
Maintenance Management
IT Service Management
Infra Asset Management
Facility Management
Fleet Management
Maintenance Management
IT Service Management
Infra Asset Management

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Use just-in-time maintenance
to maximise efficiency of
your maintenance!
Work Order Management
The Work order management module contains all resources
for creating and processing activities. User-friendly planners give
a clear overview of the work that needs to be scheduled and
provide an insight into the workload. The work order process can
be fully tailored to your internal processes by using adaptable
progress statuses. The registered information (costs, hours, used
materials, staff) can be used in order to update time sheets,
charging costs, providing input for reports and dashboards
and mutate stock levels.
Periodic Maintenance
This module enables the planning of periodic and/or preventive
maintenance activities. Activities resulting from the use of
modern maintenance methodologies can be managed by using
this module (e.g. by means of interfaces with MES systems,
SCADA systems, PLCs and ERP systems). Periodic maintenance
models can be created on the basis of, for example, meter
readings, week number or frequency. Generated activities are
then transferred to the ‘Work order management’ module. It is
possible to link contracts to periodic maintenance. You also
build up historical data which can be searched in on behalf of,
for example, audits or quality controls.
Your advantages
+ Apply other maintenance techniques such as risk-driven
maintenance or just-in-time maintenance in addition to
preventive maintenance to obtain optimal asset performance
Various interfaces with FMECA tools or measuring equipment
ensure you execute maintenance at the right time. This allows
you to use your maintenance budget in the most efficient way
and reduce costs overall.
+ Gain complete insight into your maintenance costs, hours
worked and used materials. This results in fact-based decision
making and improves your ability to adapt your maintenance
policy to be as efficient as possible.
+ The Long-Term Asset Planning module builds bridges between
Maintenance, Production, Finance and Management. This will
improve communication and mutual understanding and boosts
the ability to work together across departments.
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Project Management
This module allows you to create and manage (partial) projects,
from the preparation and the planning to the control of the
project. In addition, this module provides an excellent insight
into the financial implications of projects.
Stock Management & Purchase
Keep control over your stocks and the purchase of resources.
Register the entire process from requesting a quotation, order,
deliveries/returns to credit notes. Manage the agreements with
your suppliers and guarantee the logistics process. Web shop
integration (in combination with the Self-service module), stock
management per warehouse and support of stock management
methods (FIFO, LIFO and FEFO) are optional.
Multijobs
The Multijobs module has been specifically developed to
coordinate multidisciplinary activities. In practice it can be
desirable to bundle activities or to execute them in succession.
The corresponding Gantt diagram enhances the planning of
jobs across disciplines.
Contract Management
The Contract management module enables you to manage
your (service) contracts and insurances. No more old-fashioned
paperwork or other files in hard to find directories! You improve
the overview and insight into your contracts and insurances,
which allows you to keep a close eye on the terms and periods
of notice. The Contract Management module can be linked with
the Work Order Management, Periodic Maintenance and Stock
Management & Purchase modules.
Cost registration
Optimise your financial management by creating cost overviews.
A meticulous cost registration gives you complete insight into
the depletion of your budget(s).
Depreciations
Manage the depreciation of your assets on the basis of various
depreciation methodologies. In combination with the technical
and economic life span of assets, you can properly determine the
replacement timing and substantiate it with the optional Graphic
Replacement planner.
Invoicing
The Invoicing module allows you to manage data regarding
received invoices. For example: invoices concerning maintenance
operations. The corresponding costs can be easily and clearly
allocated to the different cost centres.
Time Accounting
Process the productive and non-productive hours of your
employees and know, at any moment, which activities take the
most time. The optional Start-Stop Time accounting module
allows you to register the hours spent on a work order in an
accessible way. This functionality can be perfectly applied
on site with our mobile app ‘Ultimo Go’.
Service Level Agreements
Record your contractual agreements with external suppliers or
internal customers in the Service Level Agreements module.
This module allows you to monitor if your service level complies
with the agreed standard as specified in the SLA.
Long-Term Asset Planning
The Long-Term Asset Planning (LTAP) module supports organisations
with creating a long-term budget for life span extension, mainte-
nance, renovation and replacement of valuable and business-critical
assets based on costs, conditions, risks and availability. By means
of this module, the asset manager progresses from managing,
executing and reporting to measuring, predicting and budgeting.
Specific documentation with regard to this module is available.

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Your advantages
+ Benefit from extensive dashboards and reports to rapidly gain
insight in your KPIs and performance. Take advantage of exporting
data to Excel via selection lists and filters to further process the data.
+ In case of audits and other quality controls you can easily prove
you comply with important rules and regulations.
+ Make use of Self-Service to improve the communication between
senders and (internal) customers.
+ Create an efficient workflow through the Ultimo Customization
Tool to tailor the habits and procedures of your organisation to
the software.
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Asset Management
Organised management of assets is the foundation of a
well-functioning maintenance organisation. In Ultimo you create
complete insight into all your assets. Record the important data
of your installations, process functions, spare parts, means of
transport, instruments, tools, departments, etc. and improve
the structure and insight you need to make your maintenance
process as efficient as possible.
Property Management
Gain insight into your property portfolio and the corresponding
spaces. In addition to gaining insight into the available buildings,
floors and spaces you also record the date of valuation under
the Valuation of Immovable Property Act; it is also possible to
integrate CAD.
Dashboards
The Dashboards module allows you to act on important Key
Performance Indicators (KPIs). The dashboards provide insight
into, among other things, the planning, the execution and
progress of activities and help you safeguard your Service Level
Agreements. The reporting tool QlikView adds depth to your
dashboards. Ultimo has developed specific templates which
provide a complete, dynamic and interactive management
overview.
Reports
In order to increase your insight and to monitor whether you
are meeting objectives, it is necessary to regularly generate and
inspect reports. Ultimo Maintenance Management contains a
large number of standard reports. In the unlikely event an
important report template is missing, we can create this for you.
Standard Notifications
Ultimo Maintenance Management is delivered with a set of
predefined notifications. For example, a notification will be
sent to the responsible person when a contract expires or when
a new maintenance job is scheduled. It is also possible to add
extra notifications or to adapt existing ones. In that case, you
need the module ‘Workflow Scheduler+’.
Sending E-Mails
Standard e-mail templates enable you to send e-mails directly
from your application to proactively inform stakeholders about
the status of activities or projects. The Ultimo Customization Tool
gives you the option to add new templates or adapt existing
templates.
Master Data Management
Record master data which is used in various modules. For
example: suppliers, documentation, sites and departments.
The data is registered in a central place within Ultimo so it can
be easily managed. It is also possible to import master data
from another application, such as an ERP system.
People Management
This module allows you to record information about your
employees. An interface with an Active Directory or an
HRM system is possible. This information is also used in
other modules. It is also possible to record information
with regards to ERO (emergency response officers).
Self-Service
Involve your (internal) customers directly in the maintenance
process via our Self-Service module. This way you create two-way
communication which generates commitment from your
(internal) customers and a more efficient process. You can use
the Self-Service module to let production staff inform the
technical service about breakdowns in an easy, accessible way.
The sender can follow the status of the notification and can
also be informed when the failure has been corrected.
Ultimo Customization Tool
The Ultimo Customization Tool allows you or your application
manager to perform various adaptations in the Ultimo software
without doing any programming work. It is possible to set up,
among other things, authorisations, screens, menus, fields, field
labels and workflows and to create new menus and screens.
In order to familiarise you with the Ultimo Customization Tool
we offer a specific, mandatory training course.

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A safe working environment with the EHS suite
How can you ensure a safe working environment? How can you avoid the risks concerning
safety, quality, the environment and health? How can you prove you are in compliance with
important rules and regulations? At Ultimo, we recognised this need and we worked in close
collaboration with our customer panels to develop the Ultimo EHS suite. Consisting of five
modules, the EHS suite will be invaluable to safeguard your organisation against these
risks in a structured, organised manner.
Various Interfaces (Internet of Things / IoT)
It is possible to integrate Ultimo with other business software
in order to have all the information from various applications in
one central place. This improves the overview, communication
and efficiency within the organisation. With the Ultimo Business
Integration Packs, Ultimo has developed a solution to create
modern and easy-to-maintain interfaces. It is, for example,
possible to integrate ERP systems, MES systems, OEE systems,
FMECA systems, inspection software, engineering and design
software, measuring systems, financial systems, buying logistics
systems, equipment testers (NEN 3140), GIS, bar code terminals,
building management systems, document management systems,
Auto-CAD, MS Office, HRM systems and Active Directory within
Ultimo.
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Authorisation Management
The Authorisation management module controls the access
management per user group. Would you like to assign deviant
settings to certain users within a user group? Do you have several
sites and would you like to assign separate settings per site?
This module allows you to regulate settings on user level
and/or to work with several sites within the Ultimo database.
Workflow Scheduler +
Use Workflow Scheduler+ to determine whether, when and
how many times custom workflows have to be executed.
For example: sending an e-mail after a certain event or
generating a report and sending it to a user.
E-Mail Import
The E-Mail Import module allows you to import e-mails in
Ultimo and to transform these into a notification/incident.
Communication about an existing notification is also
automatically linked, which allows you to work even
quicker and more efficiently.
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EHS Incident Management
The EHS Incident Management module enables you to report,
process and evaluate EHS incidents related to safety, quality, the
environment and health. This includes registering the causes of
an incident, a consequence investigation and a corresponding
risk analysis.
The management reporting capabilities allow you to identify
and analyse any trends related to EHS incidents so you can take
appropriate measures to diminish the number and the impact
of these incidents. Integrating the EHS Incident Management
module in your existing asset management system limits the
number of separate applications within your organisation and
reduces management and administrative costs.
Management of Change
The Management of Change module enables you to request
and process modifications in a structured way. This is often
crucial for complying with important rules and regulations.
With the fully digital Management of Change module,
old-fashioned paperwork and resulting miscommunications
will be a thing of the past. Instead, you can standardise your
process and improve communication, add risk analyses and
set up different evaluation times for different roles. Parts of
the process are adjustable in order to better align them
with the process currently in place within your organisation.
Work Permits
The Work permits module enables the process of managing and
issuing work permits. For many organisations this is an important
part of ensuring a safe work environment. The Work Permits
module is integrated within the existing functionality for work
orders and periodic maintenance. Blueprints can be used and
rapid validation is possible via Self-Service. This module will
increase your efficiency even more and is invaluable in
safeguarding EHS standards within your organisation.
Shift Handover
The Shift Handover module allows you to create a digital log
where communication between asset operators and other
stakeholders can be exchanged. This enables your organisation
to obtain insights into malfunctions, technical activities and
operator remarks which might not have been recorded other-
wise, which increases the ability for management to make
well-informed decisions. The communication log is linked to
the existing asset structure in order to optimise efficiency
and reduce costs.
Your Advantages
+ Regular breakdowns and EHS incidents are accessible
in one central asset management system.
+ The efficiency of executing changes regarding your
assets is greatly improved by the enhanced structure
of the process.
+ The professional approach and careful registration
make it easier to demonstrate compliance with
important legislation and regulations.
Improve efficiency and reduce your
administrative burden by using
the many integration possibilities
of Ultimo to connect with other
business software

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Ultimo Go & Ultimo Go+ mobile apps enable you to perform your activities on the spot.
You are no longer restricted to a computer on your desk but can perform your tasks
anywhere you go by using your mobile phone or tablet to process activities and store
information on site. It is also possible to create new activities and review information.
Process activities
Process inspections
Report new activities
Consult activities and priorities
Consult bills of materials
Consult (not validate) work permits
Consult and process Lockout Tagout
Consult data of inventory, equipment, buildings, etc.
Consult data of open reservations
Consult data of suppliers and personnel
Use the device to get in touch directly with contacts (phone/e-mail)
Consult contracts (e.g. with suppliers)
User-friendly search function
Configure / parameterise functionality (by Ultimo)
Camera integration (link photos)
Available offline: ability to work without an internet connection
Scan (QR code, barcode)
Take stock of objects in a room by using QR codes
GPS integration
Sign for approval (standard for Medical Technology back office; can be set
up by a consultant for other back offices)
Work mobile with the Ultimo Go & Ultimo Go+ apps
Please contact us for more information concerning the
requirements and conditions for hardware and software.
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Ultimo Maintenance Management Lite serves as an entry-level model for smaller
organisations or organisations with only basic needs. UMML is accessible and very
user-friendly and is the perfect tool to professionalise your maintenance department
with little administrative operations. It can also easily be upgraded into the full
version of Ultimo Maintenance Management when required.
Ultimo Maintenance Management Lite
Functional support
The Ultimo Maintenance Management Lite package
includes the following modules:
+ Asset Management
+ Contract Management
+ Work Order Management
+ Periodic Maintenance
+ Time Accounting
+ Cost Registration
+ Article Registration
+ Person Management
+ Master Data Management
+ Ultimo Customization Tool
+ Standard Reports
+ Ultimo Go
The Self-Service module and the Ultimo Go+ module are
optional. Please contact us for a thorough overview of the
possibilities and differences between Ultimo Maintenance
Management Lite and Ultimo Maintenance Management.
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References
Industry
LeisureEnvironment & Energy
Logistics
Services
Government
Visit our website or YouTube channel for practical cases and films
about leading organisations and their experiences with Ultimo.
You may also ask us for a reference for your organisation. We are
always available to you.
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www.youtube.com/UltimoSoftware
Ten thousand users are using Ultimo on a daily basis
Healthcare
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The Ultimo Maintenance Management software is used across every industry.
We also offer outstanding support to our (international) customers. The software
is available in the following languages: English, French, German, Dutch and Polish.

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Rent Ultimo
You do not want to be bothered with the management and sup-
port of the software and only want to focus on your core busi-
ness? You dread the initial investment? In that case we
recommend Ultimo Maintenance Management Software as a
Service (SaaS). With Ultimo SaaS you rent the software as a sub-
scription and your application functions in the cloud.
Advantages of renting Ultimo
+ Attractive monthly subscription rate combined with a
low initial investment
+ Various support packages are available to choose from
so you do not have to worry about managing, updating
or maintaining the software
+ Your data is stored on well-protected servers
+ The level of Ultimo flexibility remains the same
Depending on your preferences we offer you the possibility to either rent or
buy Ultimo. As the software is web-based, your choice has no impact on
the availability of functionalities.
Services
If you choose to benefit from the advantages of professional maintenance management
software, we are ready to support you with the implementation and daily use of the
software. Our services are defined by commitment to your success and a pragmatic
approach.
Implementations
In order to provide a high-quality product to comply with the
demands of our customers, we have developed our own
implementation methodology based on our extensive experi-
ence and the project management methodology PRINCE2®.
The implementation generally consists of the following project
phases: project introduction, project initiation, project realisation
and project closing.
Training
Because the Ultimo software is very user-friendly and its
development is based on practical experience, the acceptance
of the system among the users is usually very high. Nevertheless,
it is a smart decision to train key users in the use of the software
to be able to obtain the maximum value. They learn the possibili-
ties of the software and will be able to apply this knowledge in
everyday practice. A wide range of training courses are available,
for daily users and for application managers as well. Please
contact us to receive more information about available
training courses or if you have any questions.
Support and customer support
If you have any questions or need any support after the software
has been implemented, please contact our Customer Support
department. They have been trained to advise and assist you
with any technical issues. Ultimo Customer Support is available
round the clock via our Customer Portal.
Renting or buying. Which option do you prefer?
Buy Ultimo
You prefer to be in control of management and support of the
software yourself? In that case, the buying option is the best
option for you. You purchase the right of use and we support
you with regard to implementation, updates, and maintenance.
If you want to buy the software but do not want to worry about
the infrastructure? We can also offer hosting services to take
care of the infrastructure for you.
Advantages of buying Ultimo
+ No more sizeable investments after the initial investment
means lower costs in the long run
+ Total control of the management of your application
+ You control the choice of modules, updates and upgrades
+ Hosting possibilities
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Organisation
Ultimo Software Solutions is an international company which
develops, sells and supports software for the functional
management of business assets and processes since 1988.
Ultimo is market leader in multiple market sectors with a
broad solution portfolio for Maintenance Management,
Facility Management, Fleet Management, Infra Asset
Management and IT Service Management. More than 1,500
customers from all over the globe profit daily from the use
of Ultimo’s software solutions.
Ultimo is highly committed to our customers and the quality
of our software solutions. Our software solutions are being
developed in close collaboration with our customers and
aim to solve tangible issues as experienced on the work floor.
Our software solutions are currently used by over 1,500
organisations all across the world and across many
different industries.
Ultimo recognises the importance of taking responsibility
for the effects of our business activities on the environment
and social environment. This is the reason Ultimo has a
concrete and extensive Corporate Social Responsibility
policy in place to operate as sustainably as possible.
Ultimo Software Solutions bv
Waterweg 3
8071 RR Nunspeet
The Netherlands
T +31(0)341 - 42 37 37
Ultimo Software Solutions Ltd
49 Piccadilly
Manchester M1 2AP
United Kingdom
T +44(0)161 - 826 93 49
Ultimo Belgium bvba
Schaliënhoevedreef 20 (A)
2800 Mechelen
Belgium
T +32(0)15 - 44 41 44
Ultimo Software Solutions GmbH
Steigerstraße 13
46537 Dinslaken
Germany
T +49(0)2064 - 828 47 54
General
e-mail: sales@ultimo.com
internet: www.ultimo.com

11. © 2018 Ultimo Software Solutions bv. All rights reserved. Ultimo is a registered
trademark of an entity affiliated to Ultimo Software Solutions bv. Other trademarks
used are (non-)registered trademarks of the relevant statutory owners.