Facilities & maintenance reporting
A Power BI facilities management dashboard turns the work orders in your CAFM system — IBM Maximo, IBM TRIRIGA, Maintenance Connection or similar — into one view of work order completion, PPM compliance, SLA performance and maintenance cost by site. A senior US-based engineer builds it on your data and keeps it refreshing. Most builds in 3–5 business days.
Representative dashboard — sample data
From work order queue to portfolio view
A CAFM or CMMS platform is built to run maintenance: raise the work order, dispatch the technician, schedule the planned task, close the job. It is far weaker at answering the questions a facilities director is asked each month — are we meeting our SLAs, is planned preventive maintenance (PPM) keeping up, which buildings cost the most to run, and is the reactive backlog growing or shrinking.
We build the model that answers them. Work orders, PPM schedules, assets, sites, contracts and costs are pulled from your system, given one set of documented definitions, and trended by site, trade, asset class and contractor so a slipping building shows up as a slope rather than a complaint.
What we build for FM teams
Buy a block of prepaid Flex hours and, if you're unhappy within the first 4 hours, we refund you in full — no questions asked. Hours are deducted only for work you've reviewed and approved, there's no project minimum, and your banked hours never expire.
FM use cases
Each one is a page in the report, built on the same model so the numbers agree with each other.
Raised, open, completed and overdue work orders by site, trade, priority and origin, with the reactive backlog aged so the oldest jobs are visible. Reactive versus planned mix shows whether the team is maintaining the estate or firefighting it.
Planned tasks due, completed on time, completed late and missed, by site and asset class. Statutory and safety-critical tasks can be reported apart from routine servicing, so a compliance gap is never averaged away by good performance elsewhere.
Response and resolution measured against the target that applies to each job's priority and contract. Breaches are counted by site, contractor and client, and the jobs about to breach are listed while there is still time to act on them.
Labour, materials and subcontractor spend by site, asset and trade, normalized per square foot so buildings of different sizes compare fairly. Budget versus actual sits alongside, and repeat repairs on the same asset flag where replacement may be cheaper.
Five measures carry most facilities reviews: work order completion rate, PPM compliance, SLA breaches, mean time to repair, and maintenance cost per square foot. Each is simple to name and easy to get wrong, because each depends on a definition — what counts as complete, on time, or a breach — that must be agreed before it is calculated.
The table below shows how we typically define each one and what it is for. Your contracts and policies decide the final definitions; we write them into the model as documented measures so the figure in the client pack matches the figure in the operations review.
| KPI | Typical calculation | What it tells you | CAFM data it needs |
|---|---|---|---|
| Work Order Completion Rate | Work orders completed in the period ÷ work orders due in the period | Whether the team is keeping pace with demand or building a backlog | Work order status, raised, due and completed dates |
| PPM Compliance % | Planned tasks completed within tolerance ÷ planned tasks due | Whether planned maintenance is happening on schedule, by site and asset class | PPM schedule, task due date, tolerance window, completion date |
| SLA Breach Count | Jobs whose response or resolution time exceeded the target for their priority | Where contractual service levels are being missed, and by whom | Priority, contract, target times, response and completion timestamps |
| Mean Time to Repair | Average elapsed time from fault reported to asset restored, for reactive jobs | How quickly failures are fixed, by trade, site and asset type | Reported and completed timestamps, job type, asset |
| Maintenance Cost per Sq Ft | Labour, materials and subcontractor cost ÷ gross or net floor area | Which buildings are expensive to run once size is taken out of the comparison | Work order costs, site floor area from the space or property register |
Through standard connectors rather than a product-specific one. Microsoft's list of Power Query connectors (opens in new tab) has no dedicated Maximo, TRIRIGA or Maintenance Connection entry, so the route depends on how your system is hosted, what your licence exposes, and what your IT team will approve.
In practice there are three routes. Where the system runs on infrastructure you control, Power BI can read a reporting copy of its database through the SQL Server, Oracle, IBM Db2 or ODBC connectors, with an on-premises data gateway (opens in new tab) handling scheduled refresh. Where the platform is vendor-hosted, the usual options are its web or REST interface, where your plan includes one, or scheduled report exports landed somewhere Power BI can read. We confirm which of these your agreement actually allows in the scope estimate, before any hours are used.
Other CAFM and CMMS platforms follow the same pattern. Spreadsheets for budgets, floor areas or contractor rate cards can sit alongside the system data where they are the source of record.
Rarely the visuals. The difficulty is that the same work order means different things to different readers. A job can be completed by the technician, signed off by the supervisor, and invoiced by the contractor on three different dates; which one stops the SLA clock is a contract question. PPM tasks get rescheduled, and whether the original or the revised due date counts decides the compliance figure. Priorities change after a job is raised.
We settle those rules with you first and build them as documented measures in the model, so every page, client pack and export uses the same logic. See Power BI data modeling and DAX for how that layer is built.
They share buildings but answer different questions. Facilities management asks whether the estate is maintained, compliant and serviced to contract. Portfolio reporting asks how the assets perform financially, which our Power BI real estate portfolio dashboard covers through NOI, occupancy and CapEx. Third-party managers running leases, rent roll and tenant work orders should see our Power BI property management dashboard. Many organizations need two of the three, and they can share one model of sites and assets.
You buy prepaid Flex hours that never expire: Starter 20h at $125/hr ($2,500), Growth 40h at $115/hr ($4,600), or Power 80h at $100/hr ($8,000). A first work order and PPM dashboard on one CAFM system typically fits inside one block; multi-client SLA reporting across several systems usually needs the second tier. Most builds ship in 3–5 business days once you approve the scope estimate.
Traditional Power BI firms charge $175–250/hr, set project minimums, want $10K+ to start, let unused hours expire, and don't begin for 4–6 weeks. Flex Support is $100–125/hr, no minimums, banked hours that never expire, and a start this week. Hours deduct only for approved work. See how prepaid Flex hours work.
In-house facilities and estates teams, integrated FM service providers reporting SLAs to several clients, and corporate real estate groups that need maintenance and space data in one place — without an in-house BI team. If your maintenance is technician-led field service billed by the job rather than estate-led, our Power BI for HVAC and field service page is the closer fit. If you would rather direct the work yourself, you can hire a Power BI developer by the hour from the same Flex hours. Contact is form-only — send your request and we'll reply with a scope estimate.
business days, typical
hours, never expire
own everything
Bank hours now and spend them when a new contract changes your SLA reporting. See Flex pricing →
How it works
Tell us your CAFM or CMMS platform, how it is hosted, how many sites and contracts you report on, and which questions go unanswered today. We reply with a scope and hours estimate naming the data route before any work begins.
A senior US-based engineer agrees the SLA, PPM and completion rules with you, models work orders, assets, sites and costs, and reconciles counts back to your system — typically 3–5 business days.
We publish to your workspace, schedule refresh, configure row-level security for clients or site managers, and hand over the model and credentials. You own everything; we keep it healthy from your banked hours.
Representative perspective
Our system could list every open job, but the monthly SLA pack was still a spreadsheet someone rebuilt by hand. Now breaches and PPM compliance are on one page per client, on rules we agreed once.Contract manager, integrated FM provider
Representative perspective
Seeing maintenance cost per square foot side by side across the estate changed which buildings we argued about in budget season.Head of estates, multi-site organization
Tell us your CAFM system and how many sites and contracts you report on. We'll scope the task and tell you the hours before any work begins — drawn from prepaid Flex hours that never expire, with no project minimums and no obligation.
FAQ
Not a dedicated one. Power BI reaches these systems through standard connectors instead: the database connector for an on-premises install, a REST or OData feed where the system exposes one, or scheduled report exports. We confirm which route your licence and hosting allow before any hours are used.
Yes. We model response and resolution targets by priority and contract, then measure each work order against the clock that applies to it. The result is SLA attainment and breach counts by site, trade, contractor and client, with the late jobs listed so they can be worked.
Planned maintenance tasks completed within their tolerance window, divided by the tasks that fell due in the period. The definition of on time, how cancelled or deferred tasks count, and whether statutory tasks are reported separately are agreed with you first and written into the model as documented measures.
Yes. Row-level security filters the model by the signed-in user, so a client sees only their contract and a site manager sees only their buildings. One report serves every audience, which removes the monthly job of cutting separate packs for each client.
Book a free demo
Tell us the task. We scope it, you approve, and a senior consultant delivers — typically in 3–5 business days. Prepaid hours that never expire.
The fastest way to reach us is the form — tell us the task and we'll reply within one business day.