Discover the latest CAFM Software from Ostara Systems
Built for the demands of modern facility management
Estates large or small, Ostara has the CAFM solution for you. Keeping your business operational 24/7 with unmatched oversight and control.
Key Features of the Ostara CAFM System
Discover how our comprehensive platform transforms facility management
Reactive Maintenance
An intuitive workflow that keeps tasks moving
- Simple work order creation with intelligent fault definition, eliminating confusion with a built-in search engine
- Automated work order assignment, ensuring jobs are routed to the responsible contractor by default
- Real-time status tracking, allowing users to stay informed at a glance
- Built-in duplicate work order checking as part of the creation process, saving time and preventing unnecessary call-out costs
- Integrated building checks run during job creation, alerting the job creator to any scheduled events that may impact maintenance, ensuring costly disruptions are avoided
- Link work orders together for increased clarity and to ensure maximum efficiency
- Collaborate and communicate with ease with a built-in messaging function and email notifications
Planned Maintenance
Increase reliability & decrease downtime
- Replicate planned maintenance agreements with contractors, ensuring clear scopes and costs are defined
- Automate PPM scheduling, with automatic work order creation reducing administrative burden
- Dynamic date functionality automatically maintains compliance while reducing costs associated with late visits
- Categorise and prioritise tasks by statutory, mandatory, and routine requirements, providing instant visibility of your legal compliance position
- Collect compliance certification on planned job closure, with a restriction on invoicing until certificates are provided
- Add specific task instructions and checklists to planned jobs, to ensure tasks are carried out or data is collected
- Track and forecast spend based on PPM programmes using built-in budget and spend reports
- Associate planned visits to assets to capture and report on asset spend
- Create invoicing only-planned work orders for regular recurring charges where a physical visit is not required
Asset Management
Cut downtime and increase asset lifespan
- Complete asset lifecycle tracking with life expectancy and depreciation values
- Manage warranty and automatically route work orders to the warranty contractor to ensure cost savings
- Record asset condition, and use built-in forward planning reports to define asset replacement strategies
- See at a glance the work order history and costs against an asset, and make informed decisions regarding future spend
- Store asset manuals, photos and other files directly against an asset
- Full, auditable asset histories, including status and location changes and associated work orders
Financial Management
Clear Cost Control and Oversight
- Bespoke authorisation rules to match organisational structures
- Automated invoice validation against attendance times and contractor rates
- Detailed spend to revenue and capital Budgets reports
- Automated financial outputs for client finance systems
- Populate financial periods to make financial reporting as accurate as possible
- Create three-tiered hierarchy for capital budgets, and closely monitor
- Improve accuracy with evolving accruals that transition from Average Order Values to calculated costs based on verified attendance, through to final invoice values.
- Segregation of duty prevents the same user from creating a work order then adding and approving an associated invoice
- Receive both single invoices, and consolidated invoices for the bulk invoicing of work orders
Mobile Application
Work Orders, Assets and Authorisations on the go
- Offline capability allowing users to work in areas without signal, and then sync all changes and updates when they have a working connection
- Create, tag and update assets from the mobile app, reducing admin time
- Innovative contractor check-in methods, including industry-leading bluetooth beacons, resulting in accurate contractor attendance times and expected work order costs
- Ability to carry out audits, risk assessments and health & safety questionnaires on the go, and view asbestos records before starting work
- Native applications available for iOS and Android, free from the app store
See more Ostara features, including: reporting, health & safety, and audit questionnaires
About Ostara
Ostara Systems Ltd is one of the UK’s leading providers in the Computer-Aided Facilities Management (CAFM) sector. Established over a decade ago by an experienced team of facilities management and software professionals, the Ostara CAFM Solution continues to be developed and is hosted in the UK.
The Ostara CAFM system is designed to utilise the latest cutting edge technologies to deliver a flexible, powerful and user friendly experience, whilst ensuring client data is secured by ISO 27001 principles. This includes a thought-out, controlled approach to the use of AI, ensuring its used to add real value to system functions.
The software is now used across the globe, and has been translated into multiple languages, helping organisations worldwide optimise their facilities management operations.
17 +
Countries
14 years
Experience
13
Languages
24/7
Support
ISO 27001
Accredited for Security and Reliability
To view our ISO accreditation and other memberships and affiliations, click here
Trusted by Leading Organisations
Join organisations worldwide who trust Ostara for their facilities management needs
Brands supported by Ostara Systems
Enterprise-Grade Security
You Can Trust
Data security and reliability at the heart of everything we do.
Our fully hosted solution is covered by ISO27001 accreditation, ensuring your data is protected with the highest security standards.
24 / 7
Monitoring
Uptime (last 12 months)
- ISO27001 information security management
- End-to-end encrypted data transmission
- Regular third-party security audits
- Automated daily backups with disaster recovery
- GDPR and data protection compliance
- Role-based access controls
- SSO authentication available
- Dedicated UK-based data centers
Ostara is proud to offer additional services
Tailored to meet your needs
Administrative Services
Get support with data administration, so you can focus on adding value to your maintenance activities
- Team of experts fully trained in the CAFM system’s best practices to assist clients with prompt and accurate data administration
- Broad range of activities covered, including managing users, site setups and updates to PPM agreements
- Online ticketing system & dedicated support portal, providing full visibility into the progress of each task
- Telephone support available during office hours for detailed requirements or explanation
Dedicated Helpdesks
Human support and proactive work order management
- 24/7 helpdesk services supported by state-of-the-art phone systems and logging capabilities
- Proactive performance management of contractors for work orders that fall outside of agreed service levels (SLAs), ensuring accountability
- Invoice management to help and train contractors to submit the correct costs for work carried out
- Helpdesk agreements can include additional tasks to support clients with their processes and procedures
- Scalable support models, including full outsourcing or ‘overflow’ assistance to support your internal teams during peak periods
- Rigorous quality auditing of work order data to ensure that documentation, site feedback and completion notes meet expected standards
Consultancy
Our experienced team can help clients improve all facets of business performance, including management, strategy and profitability.
- Objective analysis of existing FM functions, followed by process recommendations and improvements to help clients refine their internal processes.
- Ostara has a proven track record with regards to procurement activities, ensuring clients agree competitive rates and clear agreements
- Available to new clients during implementation, or existing clients looking to gain efficiencies in their maintenance activities
- Consultancy activities are managed with a pre-agreed scope and estimated duration based on the specific needs and complexity of the task
