Commercial and retail portfolios
Office, retail and industrial portfolios of hundreds of buildings, reported by fund, region and asset manager.
Compliance · Building Performance · Contractors · Reports
Compliance, performance and finance for property portfolios
Know which of your buildings are compliant, and prove it line by line.
OSIS compares every building's agreed maintenance requirements against the evidence in the systems your teams already use. Compliance, work delivery, contractors and spend come together in one place, from a single building to a portfolio of hundreds.
Screens on this page use illustrative data. Building and company names are fictitious.
Line-level verificationEvery requirement is checked against evidence, not sampled.
Any source systemmyBuildings natively, other platforms through API and SQL connections.
Traceable to the recordEvery result opens the schedule, work order or document behind it.
Configured per industryDashboards, categories and modules set up for how you operate.
Portfolio compliance is usually reported. OSIS proves it.
Across a large portfolio, maintenance compliance is usually assembled from service provider reports, site visits and spreadsheets. The figure that reaches the board is only as reliable as the reporting behind it, and there is no simple way to test it.
OSIS starts from an agreed Master Archive of what every building must have, then checks each line against the operational record: the schedule, the work order, the signed-off checklist, the certificate. The score is a count of requirements with their evidence in place.
- One agreed standard of planned maintenance for each building
- Every exception listed by building, category and requirement
- The same numbers for the board, the asset manager and the site team
One platform for the whole maintenance picture
Compliance is where OSIS starts. Performance, contractors, planning, training and finance sit on the same data, so every view agrees.
Compliance
An overall score for each building and the portfolio, broken down by category, with a verification ledger of every Master Archive line and the finding against it.
- Scores by category, from audits and inspections to OHS appointments and SLAs
- Verification ledger, exceptions and technical drift in one view
- Each finding opens the schedule and work order it was checked against
Building Performance
How planned and reactive work is being delivered, for the whole portfolio or one building, over the period you choose.
- Overall performance, compliance, on-time rate, overdue jobs and average days to close
- Every job with its site, category, status, outcome and source job code
- Search by job code, filter by outcome, open the job in the source system
Finance
Budget, accruals and actual spend for maintenance, built from invoices and work orders in the source system and kept current through the day.
- Remaining budget = budget − actuals − accruals, excluding VAT
- Accruals for work done or under way that has not been fully invoiced
- Filter by financial year, entity, building, department, account category and GL code; export to Excel or PDF
Contractors
Every service provider's compliance documents and delivery record, measured from the work they actually closed.
- Compliance documents, with expiring and non-compliant contractors flagged
- Open and overdue jobs, jobs awaiting sign-off, on-time rate and call-backs
- A profile for each contractor with documents, performance and work orders
Operational Planner
For estates, resorts and mixed-use precincts: the month's scheduled work laid out by group, site and operational area, so each team sees its own workload.
- Month, week and list views of every task from active schedules
- Filters by category, estate group, operational area, task type, priority and team
- Open tasks, tasks at risk, event clashes and completion rate
Training
Keep the people side of compliance in the same place: what your teams have been trained on, who attended, and whose certificates are current.
- Curriculum, group training and assessments
- Signed attendance registers, kept as an archive you can download
- Certificates and a CPD tracker for each person
Also in OSIS
- Master Archive The agreed requirement list for every building, updated in bulk by record ID
- Reports Integrated audit and compliance reports, on demand or as recurring tasks
- Trend Analysis How scores and delivery move over time
- Ask OSIS Questions about your portfolio, answered from its data
- Work Requests The full work order ledger with filters and export
- Events Estate events planned alongside maintenance, with clashes flagged
How compliance is verified
A transparent method that anyone can check against the source records.
1. What is required
Each building has a Master Archive: every planned maintenance line with its category, type, sub type, frequency and schedule type. This is the single source of truth for what is required.
2. What exists
OSIS finds the matching schedule in your source system on building, category, type and sub type, then checks the work orders, checklists and documents behind it.
3. Was it done in time
Each line is tested against what its schedule type requires, inside its frequency window. A checklist schedule needs a work order closed in the window with a signed-off checklist. A document schedule needs a valid document that is active, approved and not expired.
4. The score
Compliant lines as a share of scored lines, per building, per category and for the whole portfolio. Lines that are overdue, not done or not yet due are reported as not scored and followed up in Building Performance.
| Type | Schedule | Asset | Checklist | Document |
|---|---|---|---|---|
| 1 | Reminder only | No | No | No |
| 2 | Linked to an asset | Yes | No | No |
| 3 | Linked to a checklist | No | Yes | No |
| 4 | Linked to a checklist and an asset | Yes | Yes | No |
| 5 | Linked to a document | No | No | Yes |
A line without a schedule type is not marked as failed. It is listed as "Schedule Type Not Classified" so it can be completed.
Configured for how your industry operates
A listed property fund, a golf estate and a city precinct do not answer to the same requirements. During configuration we set up your categories, Master Archive template, scoring and dashboard to match the way you run your buildings.
Estates, resorts and hospitality
Golf courses, hotels, clubhouses, residences and grounds, planned by estate group and operational area.
Operational Planner · Events · Work Requests · Contractors
Mixed-use precincts and cities
Precincts with several entities and departments, where maintenance spend is tracked against GL codes and budgets.
Finance · Compliance · Building Performance · Reports
Corporate and owner-occupied real estate
Head offices, campuses and specialised facilities where statutory compliance and training records must be shown on request.
Compliance · Training · Reports · Trend Analysis
Reads the systems you already use
OSIS doesn't replace your maintenance or finance platform. It reads from it, compares it with the Master Archive and reports the result. Work continues to be logged where it is today.
- myBuildings Native connection to schedules, work orders, checklists, document library, invoices and contractors, synced every 15 minutes.
- Other platforms Any CAFM, CMMS, ERP or finance system through API integrations or direct SQL connections.
- Your Master Archive Loaded from a standard template per building and maintained in OSIS.
Master ArchiveWhat is required
Source systemsmyBuildings, CAFM, ERP, finance, documents
OSISMatch, verify and score
CompliancePerformanceFinanceContractorsReports
One source of truth for everyone who answers for the buildings
Executives and boards
A defensible compliance figure for the portfolio, with the detail available whenever it is questioned.
Asset and portfolio managers
Compliance, delivery and spend for their own buildings, compared across regions and service providers.
Facilities managers
A working list of what is missing or overdue at each site, built from the system their teams already use.
Risk, audit and finance
Every result traces to a requirement and a source record, and every rand to an invoice or work order.
Implementation
How a portfolio is brought onto OSIS. Progress is reported to you building by building.
Configure
We agree your industry setup: categories, scoring rules, modules and dashboard.
Master Archive
A Master Archive is built for each building from your site reports, and the scope is signed off.
Connect
Your source systems are connected through myBuildings, API or SQL, and the first sync is run.
Verify
Every line is matched and scored. Exceptions are worked through with your teams and service providers.
Access
You approve the user list and each person's portfolios and buildings before credentials are issued.
Train and go live
Soft launch, role-based training for your teams, then go-live on an agreed date.
Governance and data
OSIS is built to be audited.
- Client separationEach client's users see their own data and nothing from any other client.
- Role-based accessAdmin and manager roles, scoped to the portfolios and buildings assigned to each person.
- Approved user listsAccess is issued only once the client has approved the user list and its assignments.
- Traceable resultsEvery score resolves to Master Archive lines, and every finding to the source record it was checked against.
- Exportable recordsLedgers, registers and finance views export to Excel and PDF for audit packs.
Request a demo
Tell us about your portfolio and what you'd like to see. We'll take a sample of your buildings, build their Master Archives, connect your source data and walk you through the scores, the exceptions and the evidence behind them.
- We'll come back to you to arrange a time that suits your team.
- Your details are used only to respond to this enquiry.
Existing client? Sign in to OSIS
Thank you, your enquiry has been sent.
We'll be in touch to arrange a time that suits your team.