Facilities Management Firm Replaces Legacy CAFM with Model-Driven App Asset Platform
A UK facilities management company managing 4,200 assets across 85 sites replaced a £120,000/year legacy CAFM system with a bespoke Model-Driven App on Dataverse, cutting reactive maintenance costs by 42%.
The Challenge
The firm was paying £120,000 annually for a legacy Computer-Aided Facilities Management system that lacked mobile capability, had no Power BI integration, and required 3 days of manual data extraction for board reporting. Engineers on-site used paper job sheets, asset condition data was 6–12 months out of date, and the PPM (planned preventive maintenance) completion rate was only 61%.
Our Solution
We built a Model-Driven App on Dataverse as the central asset register and work order management system, replacing the CAFM entirely. The solution includes asset hierarchy management, PPM scheduling, reactive work order generation, and SLA tracking. A companion Power Apps mobile canvas app gives field engineers job assignment, asset QR code scanning, condition recording, and photo capture with offline sync for remote sites. Power BI dashboards deliver real-time PPM compliance, reactive vs planned maintenance ratios, and cost tracking by site and asset class.
Key Outcomes
£120,000 saved
CAFM Licence Cost
Legacy CAFM system fully decommissioned
61% → 94%
PPM Completion Rate
Planned preventive maintenance compliance significantly improved
42% reduction
Reactive Maintenance Cost
Better preventive maintenance reduces costly emergency call-outs
3 days → real-time
Board Reporting
Manual data extraction replaced by live Power BI dashboards
Technologies Used
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