Name: Cryotos CMMS Software
Brand: Cryotos
Rating: 4.5 (13 reviews)

Client Overview

A leading university in Singapore operates one of the most complex built environments in Southeast Asia. Its multi-block campus houses laboratories, data centres, lecture theatres, student residences, and innovation hubs — all requiring continuous, rigorously documented upkeep across mechanical, electrical, fire safety, and civil disciplines. Facility teams are accountable to internal stakeholders and to government regulatory bodies including the Public Utility Board (PUB), the Singapore Civil Defence Force (SCDF), and the Building and Construction Authority (BCA). To meet these obligations and eliminate the risks associated with manual, paper-based maintenance tracking, the university deployed Cryotos CMMS as its single platform for all facility operations.

Challenges Faced

Before deploying a centralised CMMS, the facility team identified four recurring problems that eroded operational efficiency and regulatory standing:

No Proof, No Claim
Contractors performing routine maintenance had no standardised way to attach photographic or checklist evidence to completed jobs, leaving claim disputes unresolvable and maintenance budgets at risk. Routine maintenance without documented proof was simply not honoured by contract.
Siloed Compliance Across Disciplines
Air conditioning, fire protection, electrical, and plumbing systems each operated with independent paper-based schedules and no central visibility. This created dangerous blind spots during regulatory audits, with no single source of truth for compliance status.
Reactive Rather Than Preventive
Without automated scheduling and escalation, teams defaulted to reactive repairs. HEPA and COPRA filter replacements, AHU servicing, and duct cleaning were routinely delayed — impacting air quality across fully air-conditioned buildings and increasing breakdown frequency.
Manual Regulatory Reporting
Without automated scheduling and escalation, teams defaulted to reactive repairs. HEPA and COPRA filter replacements, AHU servicing, and duct cleaning were routinely delayed — impacting air quality across fully air-conditioned buildings and increasing breakdown frequency.

Cryotos CMMS Implementation

Following a structured onboarding process, Cryotos was deployed as the single platform for all facility operations — from reactive fault reporting through to long-range preventive maintenance planning. The system was configured to cover every maintenance discipline across the campus portfolio, with frequency-appropriate workflows, assigned technicians, and mandatory photo evidence fields.

1. Comprehensive Asset Register

Asset Tagging: Every asset is registered with its serial number, location, asset category, condition rating, and warranty status — spanning all building systems across every block and level.
Category Taxonomy: Hundreds of asset categories configured to mirror the campus asset hierarchy — from AHUs and chillers to fire extinguishers, hose reels, smoke detectors, and electrical panels.
ABC Classification: Assets prioritised by criticality to ensure maintenance effort is focused where failure would have the greatest operational or compliance impact.
Approval Workflow: Ensures that work permits — electrical, excavation, hot work, lifting, and confined space — are approved before work begins.
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2. Automated Preventive Maintenance Scheduling

Time-Based Schedules: Maintenance schedules created for all six building disciplines — air conditioning, fire protection, electrical, plumbing, irrigation, and civil works — each with appropriate frequency settings (daily, monthly, quarterly, bi-annual, and annual).
Work Order Auto-Generation: Scheduled maintenance automatically generates work orders, assigns the responsible technician team, and sets deadlines — eliminating manual job creation.
Photo Evidence Mandatory: Every completed PM work order requires photographic evidence before closure, creating an audit-ready record trail for every job across every asset.
Planned vs Actual Tracking: Reports track planned versus actual completion of PM activities, helping supervisors identify backlogs and renegotiate schedules where needed.
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3. Coverage Across All Maintenance Disciplines

AHU servicing, HEPA and COPRA filter replacement, duct cleaning, room temperature monitoring, and coil and drain pan cleaning — all scheduled and tracked within Cryotos (aligned to NEA guidelines).
Sprinkler nozzle inspection, fire hose reel checks, breathing apparatus servicing, fire extinguisher certification, smoke and heat detector testing, and mimic panel verification — scheduled monthly and as required (SCDF compliant).
Genset annual commissioning, HTIT monthly panel checks, ECB / MCB / ACB / motherboard inspection, sensor calibration, and CCTV daily health checks including image quality and override validation (BCA / SS 638 aligned).
Pump, motor, and valve maintenance, PUB LDA (litres of water) reporting, bi-annual tank certification with before-and-after water sampling, and gate valve tracking (PUB mandate compliant).
Zone-by-zone daily irrigation checks across campus levels, seasonal flow adjustment, fault logging, door hardware, ceiling fixtures, sump pump servicing, and car park infrastructure checks
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4. Safety & Compliance Management

Contractor Work Statement (CWS): Digital contractor work statement workflows ensure every job is authorised, scoped, and signed off before work begins — with full digital audit trail.
FPIF & Permit Workflows: Facility planning and inspection forms configured for high-risk work types including electrical isolation, hot work, and confined space entry.
Safety Document Expiry Reminders: Multi-stage expiration reminders issued for all fire safety certifications, equipment servicing records, and statutory inspection documents — well in advance of renewal deadlines.
Incident & Fault Reporting: Public and staff work request portal routes reported faults directly to the appropriate team with automatic acknowledgement notifications.
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5. Custom Workflows and Automated Notifications

Work Order Workflows: Tailored work order workflows for each category of work — fault reporting, safety inspections, event logistics, and vendor management — each with appropriate approval chains.
Schedule Workflows: Dedicated PM schedule workflows configured per discipline and per workflow group, ensuring the right checklist form reaches the right technician for every job type.
Automated Email Notifications: Work order updates, completion confirmations, public work request acknowledgements, and endorsement alerts triggered automatically — eliminating manual follow-up communication.
Vendor Management: Contractor onboarding, performance tracking, and compliance document management integrated within the platform, ensuring only qualified and current-certified vendors are assigned work.

Results

Compliance by Design
PUB water reports, SCDF fire equipment logs, and BCA electrical records are generated automatically from completed work orders — removing hours of manual collation and eliminating statutory submission risk.

Eliminated Claim Disputes
Every completed routine job now carries timestamped photographic proof and technician sign-off, making maintenance claims indisputable and audit requests answerable within minutes.

Proactive HVAC Performance
Automated HEPA and COPRA filter replacement schedules across all air-conditioned rooms reduced reactive breakdowns and supported ongoing infection control requirements across the campus.

Safety Document Expiry Eliminated
Multi-stage expiration reminders give teams adequate lead time ahead of every fire safety and infrastructure certification deadline — recertification is now planned, not reactive.

Single Platform Across All Departments
Facilities, safety, vendors, and event teams now operate from one integrated system with independent workflows and reporting. Coordination gaps between departments have been eliminated, and campus leadership has real-time visibility into all open work, team utilisation, and upcoming maintenance obligations.

Conclusion

Cryotos CMMS has provided the university with a comprehensive solution for managing facility maintenance, safety compliance, vendor oversight, and space planning across its entire campus portfolio. By replacing fragmented, paper-based processes with automated, evidence-driven workflows, Cryotos has strengthened regulatory standing with PUB, SCDF, and BCA, reduced reactive maintenance incidents, and given facility leadership the real-time visibility needed to make confident operational decisions. The result is a campus environment that is safer, better maintained, and fully auditable — every building, every discipline, every day.

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