Introduction
Founded in 2015, PPVS is a rapidly expanding company specialising in Facilities Management (FM) services, specialising in Facilities Management, Waste Management, Construction, Electrical and Security services. During initial discussions, it was revealed that the company managed around 100 clients with approximately 95% of work outsourced to regional contractors. The organisation's rapid growth prompted a search for a scalable facilities management software solution to support its evolving needs from a planned, reactive and sales management perspective.
Challenges
PPVS previously relied on a field management tool that lacked functionality for Planned Preventive Maintenance (PPM). The company required a comprehensive Computer-Aided Facility Management (CAFM) system to efficiently manage reactive and planned maintenance, asset tracking, quoting, ordering, invoicing, and contractor oversight. Additionally, key requirements for the new software included:
- Sales management, particularly Profit and Loss (P&L) reporting.
- Operational data reporting.
- Contractor compliance monitoring.
- Client access to data for improved visibility.
- Integration with Sage accounting software.
- A user-friendly interface.
- UK-based software support.
All these needs were identified as features of the Tabs CMMS & CAFM solution.
Solution
Following extensive market research, PPVS selected Tabs FM as their CAFM provider. Implementation began in the summer of 2021 and included the following modules:
- Reactive Maintenance: Efficient handling of unplanned maintenance requests, including custom reference fields for client job numbers.
- Planned Maintenance: Scheduling regular service visits to ensure timely and consistent operations.
- Asset Management: Tracking assets and linking them to reactive and planned jobs for enhanced oversight.
- Quoting: Streamlining the process for both incoming and outgoing quotes, improving accuracy and efficiency.
- Ordering: Generating purchase orders directly from jobs or contractor quotes, with support for ad hoc orders.
- Invoicing: Simplified sales invoicing integrated with Sage for seamless financial management.
- Survey: Conducting dynamic risk assessments before job execution for safety and compliance.
- Projects: Grouping related jobs to monitor project progress and costs effectively.
- Contractor Management: Managing contractor registers, certifications, and regional coverage.
Interfaces
- Management System: Access for nine operations team members.
- Mobile App: Used by two in-house technicians for job management and asset updates.
- Web Portal: Allows contractors to respond to jobs, quotes, and certifications while enabling clients to request jobs.
- Sage Integration: Facilitates migration of sales and purchase invoices.
Key Implementation Highlights
- Allocation Matrix: Automated job creation based on predefined conditions.
- Out-of-Hours Development: Ensures requests outside working hours are directed appropriately.
- KPI/SLA and P&L Reporting: Inclusion of critical reporting tools.
- Custom Developments: Custom templates for quotes and invoices, with added job completion images and enhanced P&L visibility.
- Tailored Training: Customised training programs for end users.
Outcome
The Tabs CMMS & CAFM system has significantly enhanced PPVS’ operational efficiency, enabling better management of maintenance tasks, asset tracking, contractor coordination, and financial processes. Sage integration has streamlined accounting workflows, and dynamic risk assessments have improved on-site safety.
This robust solution has positioned PPVS for continued growth, ensuring high standards of service delivery and client satisfaction. The successful implementation has led to PPVS recommending Tabs FM to other organisations, further expanding the reach of the Tabs CMMS & CAFM system. Louis Joyce (PPVS Director) states that “Tabs has enabled us to increase our turnover consistently each year. In 2025, we plan to further develop the system by synchronising job data and property register information between our Tabs system and our clients CAFM systems. Giving our customers access to their data, in their own CAFM system in real-time.”
At the time of publishing this case study, PPVS have over 3700 properties listed on Tabs CMMS & CAFM covering across the UK, Channel Islands, NI and ROI, flagship stores in Amsterdam and in Rome, with expansion plans to over 55 stores across EU over next 3 years.
For more information about the services provided by PPVS, please visit: [PPVS \| Complete Facilities Management Company \| FM Services](https://ppvs.uk/)
