Hi Hemsy

This is a variant on questions that have been raised many times on these Forums.

There are plenty of software solutions out there, but ones usually designed with no idea of what your organisation actually does.

So, suppose you make widgets and you have a bespoke grumbling machine which might have some things that obviously need X, Y and Z done, because e.g. LOLER says that it needs a statutory examination from time to time, but it might also have some function that needs to get an inspection every N months and the maintenance of Part W every P months OR when the machine has done Z units of production BECAUSE our risk assessment says so.

The question is then whether the off the shelf software package can cope with YOUR specific needs.

There is of course a solution!

You have some IT techie wizzkid in house. If you explain to them what you need a system to monitor and report back, they could probably come up with a spreadsheet or whatever that flags up when your grumbling machine needs maintenance of Part W, will record that this has been done and will then give you a prompt when this needs to be repeated.

....and it could cope with some of the more common things that are within the remit of a typical facilities manager, such as the checks on those roller shutters.

Now this solution might not look pretty and it might not have lots of usually unnecessary bells and whistles BUT it might suit YOUR needs much better and save money making you popular.

Then we can discuss the practicallity of a central on-line system:

Dragging the system round to conduct the checks - tablet, phone, laptop, multiple work station log-in's - along with all the support and IT infrastructure modems, switches, repeaters (still a lot of "not-spots" in many locations where the steel structure in buildings act as a Faraday cage).

versus

Still having the paper "evidence" locally but requiring resource at each location spending time inputting what is often unecessary data in to a central system.

and not forgetting

That on-line system is sat somewhere exposed to cyber attack or disaster (plane crash, fire, flood etc.) all the while consuming resources at a cost both financially and to the environment. International Energy Authority 2022 - 1.3% of global demand some 340 TWh storing practically nothing of real value to human kind.

and that in the future

some day the system is sold to a bigger corporation and ultimately closed down meaning you have to find a new one but is it, and the recipient, capable of migrating your archive?

SharePoint list or spreadsheet. Create one and duplicate.

Use Microsoft forms to fill in data (forms generates QR codes, can be completed on a phone etc).

Use PowerAutomate to transfer data from Forms into List/Spreadsheet

Use PowerAutomate to generate emails for any issues etc

Use PowerBI to pull all the data into a single Dashboard