As one of the UK’s leading providers of CAFM software, Ostara Systems are focused on what clients are looking to achieve with regards to managing their maintenance. For most clients, this takes the form of cost control, which Ostara does for clients such as Whitbread (Premier Inns) and, their restaurants, and Admiral Taverns. In this exclusive editorial, we find out more about the opportunities Ostara Systems offers to a hotel business.

First and foremost, controlling client maintenance spend can be done in different ways. Crucially, the Ostara System has been designed to ensure that it establishes a culture of only paying for work done. The process aims to promote a trusted and fair relationship between clients and contractors. 

To ensure an accurate reflection of time on site, Ostara offers a mobile app that has the ability to validate an engineers’ location. In the past few years, Ostara have introduced a proprietary Bluetooth technology, providing more accurate reporting, and removing the need for staff intervention at site.

Further cost control for clients has been identified through the option to remove the fixed cost uplift processes and fixed cost quotes. These have been replaced by new functionality that uses estimates derived from pre-agreed rates and time on-site, parts quoted and any other miscellaneous costs. This then acts as a ‘ceiling’ for costs, rather than the fixed amount the contractor can invoice for. 

Ostara identified the need for clients to create bespoke authorisation rules, as no two clients are the same. Therefore, this has been designed with flexibility in mind, allowing for single or hierarchical structures, based on a range of conditions. 

The Ostara System features an automated invoice validation process. By calculating the cost of each part of a job, and asking contractors to breakdown these costs as part of their invoice submission, the Ostara System is able to approve invoices where the costs submitted match the calculated agreed costs, which leaves a smaller list of invoices for manual review, thereby reducing the burden of invoice review.

One of the key advantages of CAFM Systems is the ability to systemise and reduce client administrative input. Ostara have designed a built-in auditing process that allows invoices, as an example, to be audited based on specific criteria chosen by the client, and a defined sample size.

Ostara have learnt that the more people involved in the maintenance process the better, so developed a self-service portal that site users can log into. Users can raise jobs, and monitor their existing jobs with intuitive dashboards. All email chases and notes can be done through the system, resulting in clear job history in one place.