IFS Ultimo

Asset Management

• Create a comprehensive asset register that includes:
  • Basic information (e.g. IDs, descriptions, serial and model numbers)
  • Locations, sub-locations and asset tag data
  • Asset types and sub-types
  • H&S/compliance information
  • Lifecycle information (e.g. lifespan, disposal and lease data)
  • Financial information (e.g. purchase values, depreciation, associated costs)
  • Contractual information (e.g. SLA benchmarks, warranties)
  • Maintenance information (e.g. associated work orders, schedules, parts used)
  • Audit, inspection, survey and readings data
  • Attached documentation
• Easily filter, compare and find assets using filters, drop-down lists and explorer views.
• Explorer views include asset hierarchies and links to visual information, such as:
  • CAD drawings
  • Photographs/images
  • BIM data
• IFS Ultimo can be used in a multi-company structure and has optional support for:
  • Multiple languages (e.g. English, German, French, Dutch, Spanish, Italian and Polish)
  • Multiple currencies
  • Multiple timezones
• A dedicated customisation tool can be used by a trained application manager to:
  • Manage IFS Ultimo's UI
  • Manage workflows
  • Manage the integrity of data sources
• Control product functionality access and data visibility using robust user and role-based permission controls.

Maintenance Programmes

• IFS Ultimo is compatible with a range of maintenance program types, including:
  • Reactive maintenance
  • Planned maintenance
  • Preventative maintenance
  • Condition-based maintenance
  • Predictive maintenance
• Organise maintenance activities by using and/or combining up to seven dedicated planners. These include:
  • A long-term planner
  • A short-term planner
  • An asset planner
  • A stop/shutdown planner
  • A periodical maintenance planner
• Assign engineers to maintenance activities:
  • Manually using a calendar-view and drag-and-drop mechanics
  • Automatically using workflow rules
• Configure the automatic generation and distribution of notifications when activities are:
  • Required
  • Upcoming
  • In progress
  • Completed
• Automatically generate and distribute reports on asset conditions, audits and completed work.
• Create work orders that include:
  • Detailed instructions
  • Criticality and SLA requirements
  • Estimated hours
  • Required stock and inventory
  • HSE requirements
  • Compliance requirements
• Engineers are able to log expenses, time and materials against work orders retrospectively and in real-time.
• Assign multiple engineers, teams and timescales to complex tasks.
• Manage work orders in multiple views, including:
  • Calendar view
  • List view
  • Dashboard view
  • Kanban board view
• Create bespoke workflows that span multiple stages, including requested, open, approved, finished and closed.
• Customise bespoke workflows with stage-specific parameters, such as:
  • Initiation permissions for workflows, steps, individuals and groups
  • Authorisation/approval settings
  • Mandatory information or data requirements prior to progression
  • Conditional logic and triggered actions
  • Notification settings

Stock and Inventory Management

• Manage stock and inventory assets across multiple locations, sites, buildings, departments, rooms and bins.
• Monitor and manage every stage of the stock asset lifecycle, including requisitions and POs, deliveries and returns, and credit notes and invoices.
• Manage stock and inventory using popular methodologies, such as:
  • First in, first out (FIFO)
  • Last in, first out (LIFO)
  • First expired, first out (FEFO)
• Set critical thresholds, such as minimum and maximum quantities and reorder points.
• Set up an internal webshop for use by employees and customers, and use information pulled directly from supplier webshops.
• Store and monitor critical supplier information, including:
  • Basic information, such as addresses and contacts
  • Standard rates, special rates, and payment methods
  • Contractual information

Mobile Management

• IFS Ultimo Go is available on Android and iOS devices.
• Use IFS Ultimo Go to perform core activities regardless of location or device.
• Core functions available on IFS Ultimo Go include:
  • Updating work order statuses
  • Logging work hours
  • Adding documentation and images to assets and work orders
  • Performing stock checks and allocations
  • Accessing work permits
  • Raising new work orders
  • Accessing supplier or personnel information
  • Create and view reports
  • Perform HSE activities, such as LOTOs or inspections

Contract Management

• Centralise all contract information in one location, including:
  • Costs and fees
  • Notice periods
  • Warranty terms and periods
  • SLAs
  • Durations and start/end dates
• Easily monitor and report on internal and external contract details, such as:
  • Additional costs incurred
  • Upcoming renewal dates
• Build associations between:
  • Contracts
  • Suppliers and customers
  • Assets
  • Stock and inventory
  • Work orders
  • Projects

Asset Accounting

• Associate purchase orders and invoices with assets and inventory:
  • Manually
  • Via third-party integration with ERP and finance systems
• Monitor and manage cost structures at multiple levels with multiple user- and role-specific views. These can cover reactive maintenance, planned maintenance and ad-hoc activity.
• Easily compare planned costs with actual costs and budgets.
• Automatically generate credit notes and invoices for different departments and business units, as well as external contractors and customers.
• Set, monitor and manage asset:
  • Purchase values
  • Depreciation types
  • Depreciation rates
  • Depreciation periods

Compliance

• IFS Ultimo is available with a range of modules dedicated to health, safety and environment management. These include:
  • HSE Incident Management: manage health, safety, quality and environmental incidents and near-misses, and link them to existing activities and assets.
  • Lockout Tagout: enhance work environment safety by creating and managing LOTO procedures.
  • Management of Change: manage change with dedicated processes, evaluations and checks.
  • Product Files: consolidate all information regarding request, purchase, commissioning, use and decommissioning of assets within one location.
  • Shift Handover: standardise information exchange between crews, departments and shifts.
  • Work Permits: integrate permit requests, approvals and validations with work order activities.
• Configure IFS Ultimo to enhance adherence to a range of regulatory standards, such as the Seveso III directive (chemical hazards) and hazard analysis and critical control point (HACCP, food safety) procedures.

Reporting and Analytics

• Use a combination of customisable reports and dashboards to monitor:
  • KPIs and critical metrics across teams, departments, location and business units
  • Role- and user-specific sets of filtered operational, financial and strategic data
• Configure automated report generation, distribution and notifications.
• Create custom report templates based on 300+ existing templates.
• Create custom dashboards:
  • Within IFS Ultimo
  • Via integration with business intelligence tools such as Qlik, Power BI and Tableau

Third-Party Integrations

• Integrate IFS Ultimo with a wide range of applications and systems, including:
  • ERP, financial, accounting and purchasing systems systems
  • MES systems
  • Measuring and calibration systems
  • Building management systems
  • Document management systems
  • HR systems
  • OEE toolkits
  • Engineering and drawing software
  • AutoCAD viewers
  • Business intelligence applications
  • GPS and GIS technology
  • AR and VR technology
  • Drone technology
  • Barcode terminals
  • Common applications like Microsoft Office
  • Identity and access management tools, such as Active Directory
• Integrations with bespoke systems are available upon request.