Instanta

Instanta Facility was developed in Nigeria by SysServe Solutions to enable paperless facility maintenance and operation for facility managers, admin officers, corporate services, corporate support teams in different industries such as facility management, schools, FMCG, oil & gas, government institutions, construction, residential estates, financial institutions, malls, telecommunication, manufacturing etc..

Instanta Facility Management Software Features

• Work management (Facility maintenance management)
  • Planned preventive maintenance
  • Work request
  • Work order
  • Service level agreement (SLA) and escalations
  • End-user feedback and rating
• Vendor and technician management
  • Vendor and technician database
  • Job assignment
  • Quotation management
  • Vendor payment management
  • vendor performance evaluation
• Asset management
  • Asset register
  • Asset maintenance (CMMS)
  • Asset log
• Inventory management
  • Item requisition
  • Inventory control
  • Reorder level
  • Item transfer
• Procurement management
  • Purchase request
  • Quotation management
  • Purchase order (LPO)
  • Supplier register
  • Goods received note
  • Supplier and vendor register
• Space Management
  • Space booking
  • Equipment booking
  • Space allocation
  • Booking invoicing & payment
  • Utilization report
• Power and service charge management
  • Utility & service charge settings
  • Expense apportionment
  • Automated Customer statement (Service charge report)
  • Bulk invoicing
  • Online payment
• Mobile application

Facility maintenance software (Work management)

• Quick and easy to use web interface for end users to submit work request and monitor the progress of their requests anytime anywhere.
• Create maintenance job, and track average resolution time. Instant access to the maintenance history, items used, assigned vendor and maintenance cost of all your facilities, and its’ managed assets.
• Create Service level agreement policies to monitor compliance to timelines based. Configure escalation rules to send notification when a work order has passed the defined timelines.
• Interface to enable end users to rate completed jobs provide feedback and to reopen a closed work order if not satisfied.

Planned preventive maintenance software

• Enable users to quickly configure preventive maintenance schedules for facility, equipment and assets. Then receive automated notifications for the PM close to the due date.
• Auto create work orders for due preventive maintenance jobs and automatically notify the facility manager, vendor, technician and other stakeholders
• Generate preventive maintenance compliance report and see maintenance details such as assigned Vendor or Technician, parts consumed, total cost..

Vendor and technician management software

• Maintain an up to date vendor, supplier and technician database to include details such as work category, contact information, location etc. Generate work history, performance ratings and payment history reports.
• Send request for quotation to vendors & suppliers, record the received quotations, then automatically send award letter or purchase order to the vendor whose quotation was selected and rejection notification to the vendors whose quotations were rejected.
• Use metrics such as SLA compliance, satisfaction rating and frequency of repeated jobs to perform objective vendor and technician evaluation
• Send vendor payment request to your account department automatically when a work order is approved or completed by a vendor. Download or send job completion certificate to the vendor.

Asset management software

• Track the location, maintenance history & cost of your critical assets
• Register new assets and update existing assets in a central database with details such as the location, manufacturer, model, specifications,, asset & serial number, supplier details, purchase date & price, warranty information etc.
• Create maintenance schedules for your assets and easily report asset maintenance history and cost.
• Log asset readings such as running hours, temperature, pressure and fluid level for use in predictive maintenance and performance analysis

Inventory management software

• Know the number of items you have in stock and the issuance history. Get support for weighted average, FIFO, LIFO, receive re-order level notifications and easy access to details such as items specification, warranty and expiry information.

Procurement management software

• Link purchase orders to purchase requests and work orders, automatically send approved purchase orders to the vendors & suppliers via email, send vendors and suppliers payment request to account department with a click of a button and track the payment status.

Shared space booking

• Allow end-users to book for available shared spaces and equipment in your facility. You then receive notifications for new bookings, approve the booking, send invoice where applicable and monitor utilization.

Power and service charge management

• Eliminate the hassles, delays and errors associated with facilities Power and service charge billing, apportionment, invoicing, payments and managing customer balances.
• Apportion the shareable monthly facility expenses to each tenant according to the preset apportionment rules. Then deduct the apportioned expense from the customer service charge balance in addition to the other applicable direct customer expense.
• Give tenants a mobile and web interface to view their current service charge and power balances, unpaid fees and payment history. Users can also generate and send monthly service charge reports to each tenant via email.
• Enable customers to pay their service charge and power bills online using their debit or credit cards. This will allow the user to reconcile invoice with payments automatically.