DESIGN AND IMPLEMENTATION OF AN AUTOMATED FACILITIES MAINTENANCE MANAGEMENT SYSTEM

DESIGN AND IMPLEMENTATION OF AN AUTOMATED FACILITIES MAINTENANCE MANAGEMENT SYSTEM  ABSTRACT Effective facilities maintenance is essential for ensuring that buildings, equipment, infrastructure, and other organizational assets remain functional, safe, reliable, and available for use. However, maintenance activities in many organizations continue to depend on manual processes, fragmented records, informal communication, and reactive responses to equipment failures. These practices can result in delayed repairs, missed preventive-maintenance schedules, inadequate documentation, inefficient resource allocation, and difficulty monitoring maintenance performance. This study focuses on the design and implementation of an automated facilities maintenance management system intended to improve the coordination and administration of maintenance activities. The proposed system provides a centralized platform for registering facilities and assets, submitting maintenance requests, assigning work orders, scheduling maintenance activities, monitoring task progress, maintaining service histories, and generating management reports. By replacing fragmented manual processes with an integrated digital workflow, the system is designed to improve maintenance visibility, accountability, responsiveness, and record management. The study adopts a software-development perspective in which facility information, maintenance requests, personnel records, work orders, schedules, and historical maintenance data are managed through a centralized database. The proposed architecture can also provide a foundation for future integration with Internet of Things devices, artificial intelligence, predictive analytics, and other emerging technologies. Modern CMMS and CAFM systems demonstrate the increasing role of automation and centralized data in contemporary maintenance management (IBM, 2025, 2026). The expected outcome is a functional system capable of supporting facility managers, maintenance personnel, administrators, and facility users throughout the maintenance-management process. The project contributes to the application of information technology in facilities management by demonstrating how automated workflows and centralized information can improve the organization and monitoring of maintenance activities. It is also consistent with the systematic and improvement-oriented principles reflected in ISO 41001 for facility-management systems (ISO, 2018). Keywords: Facilities Management, Maintenance Management System, CMMS, Facility Management Software, Preventive Maintenance, Asset Management, Work Order Management, Automation, Predictive Maintenance, Computerized Maintenance Management System.