Understand your organization's maintenance workflows, assets, vendor management, and reporting needs.
Define goals such as improving preventive maintenance, work order management, or inventory tracking.
2. Configuration and Setup
Set up the cloud-based system with your organization’s data:
Import asset details (make, model, serial numbers, locations).
Configure work order workflows, approval processes, and user roles.
Set up preventive maintenance schedules.
Upload vendor information and compliance documents.
Establish inventory and key/lock management parameters.
Customize notifications, priorities, and reporting formats.
3. Data Migration
Migrate existing maintenance records, asset inventories, vendor contracts, and historical work orders into the system.
Ensure data accuracy and integrity during transfer.
4. Training
Provide training sessions for administrators, maintenance staff, property managers, and vendors.
Training typically covers system navigation, work order creation and tracking, preventive maintenance scheduling, and reporting.
5. Pilot Testing
Run a pilot phase with a subset of users or facilities to test workflows and system functionality.
Collect feedback and make necessary adjustments.
6. Full Deployment
Roll out the system organization-wide.
Enable vendor access portals for work order management and compliance tracking.
7. Ongoing Support and Optimization
Provide ongoing technical support and system updates.
Optimize workflows based on user feedback and evolving maintenance needs.
Customisation
MRI NETfacilities offers a high degree of customization to meet specific business needs:
Tailored Workflows: The platform allows customization of approval workflows, enabling businesses to set priorities and assign work orders to individuals, groups, or vendors based on their operational structure.
Flexible Asset Management: Users can track unlimited assets with custom fields, warranties, preventive maintenance schedules, and file storage, creating a centralized and tailored asset register.
Vendor Management: Vendors can be assigned work orders with secure login access to manage their activities, allowing customization of vendor interactions and cost tracking per work order.
Key & Lock Management: The software includes functionality to track locks, keys, and access control with special pinning capabilities for in-house locksmiths, customizable to security requirements.
Maintenance Scheduling: Preventive maintenance plans can be customized for recurring or one-time tasks, with scheduling and reminders tailored to specific assets and organizational needs.
Reporting and Data Management: While the software provides pre-defined reporting templates, some users note limited customization of reports and work request forms, indicating some constraints in this area.
Mobile App & User Roles: The mobile app supports real-time communication and work order management with customizable user roles and permissions.
Overall Flexibility: The system is recognized for extensive customization options that help fit the software to various industries and organizational workflows.
Additional Costs
Pricing Model: MRI NETfacilities pricing is typically quote-based, with starting prices around $45 per user or unit, though exact costs depend on the scale and specific custom requirements.
Setup Fees: While not explicitly detailed, some users report that the initial setup process can be complex, which may imply additional setup or consulting fees.
Maintenance Fees: As a cloud-hosted solution, there are no on-premise hardware maintenance costs, reducing traditional IT upkeep expenses.
Support Charges: Support options include phone, chat, FAQs, forums, help desk, ticketing system, training, and 24/7 live support. These services are generally included but may vary based on contract terms.
Training Costs: Training is available through various formats such as documentation, in-person sessions, live online classes, videos, and webinars. Whether training incurs additional fees depends on the agreement.
Additional Modules or Customization: Extensive customization or integrations beyond standard features might involve extra costs, typically determined during the sales and implementation process.
Training
Documentation and user guides to help new users understand the system.
In-person training sessions for hands-on learning.
Live online training sessions to provide remote instructor-led guidance.
Recorded videos and webinars covering various topics and features.
eLearning courses available for self-paced learning, including course assessments.
Custom training solutions, including instructor-led onsite training tailored to organizational needs.
A Training Academy with regularly scheduled live training sessions and a library of recorded materials.
Security Measures
As a cloud-based platform, NETfacilities relies on secure internet access with no need for on-premise hardware, reducing physical security risks.
Secure login access for vendors and users ensures controlled access to work orders and sensitive data.
Data is centrally managed with role-based permissions to restrict access according to user responsibilities.
While specific encryption or compliance certifications are not detailed in the public sources, cloud-based SaaS providers like MRI typically implement industry-standard security protocols including encryption in transit and at rest, regular backups, and secure data centers.
Updates
NETfacilities is a cloud-hosted solution, meaning updates and new features are deployed centrally by MRI Software.
Updates are managed by MRI and automatically applied without requiring user intervention or downtime.
Regular updates ensure the software evolves with changing business needs and technology improvements.
Users benefit from continuous enhancements, bug fixes, and security patches delivered seamlessly.
Data Ownership and Portability
Data Ownership: Customers maintain full ownership and control over all data stored within NETfacilities. MRI Software acts as a service provider and processes customer data strictly according to the customer's instructions and contractual agreements. The customer is responsible for managing their data, including its use and disclosure.
Data Portability: Although specific details are not publicly detailed, as a cloud-based SaaS provider, MRI typically allows customers to export their data upon request or when ending their service. Customers can request access, correction, or deletion of personal data through their own administrative controls, with MRI providing assistance as necessary.
Privacy and Compliance: MRI complies with applicable data protection regulations such as GDPR and FDPA. Written agreements govern the processing of personal data, and MRI cooperates with customers to fulfill data subject rights requests such as access, correction, or erasure.
Scaling Up / Down
Scalability: NETfacilities is designed to be flexible and scalable as a cloud-hosted solution. Organizations can increase or decrease the number of users, assets, and facilities managed within the system to meet changing business requirements.
Adjusting Licenses: Pricing is typically quote-based and often depends on the number of users or units. Customers can add or remove licenses or modules to scale their subscription accordingly, allowing for cost-effective adjustments aligned with organizational growth or downsizing.
Contract Terms: Specific terms regarding scaling, including any required notice periods or minimum commitments, are defined in the customer’s service agreement. Customers should review their contract or consult MRI representatives for precise details.
No Infrastructure Constraints: Because NETfacilities is cloud-based, scaling does not require hardware changes or IT infrastructure adjustments, making the process straightforward.
The terms & conditions for contract renewal and cancellation
Renewal Notice: MRI Software provides pricing for renewal terms in writing at least 90 calendar days before the end of the current contract term.
Renewal Term: Contracts typically have a minimum one-year term. Renewal terms continue under the agreed conditions unless either party provides timely notice of termination.
Payment Obligations: Clients remain responsible for all fees due under the agreement, including fees related to properties or owners previously managed, even if their relationship changes or terminates.
Termination for Breach: Either party may terminate the agreement immediately upon written notice if the other party commits a non-remediable material breach or fails to cure a remediable breach within 30 calendar days.
Termination Effects: Termination does not relieve the client of payment obligations for fees already incurred. MRI does not refund fees already paid upon termination.
Data Removal: Clients should remove their data from the system prior to termination. MRI may assist at standard rates. If data remains more than 30 days after termination, MRI may delete it without notice.
Data Transfer: Upon request, MRI may transfer client data directly to a property owner if authorized, without liability for resulting damages.
Notice Requirements: Notices must be delivered by hand, overnight courier, or certified mail to the addresses specified in the agreement.
Contractual Relationship: The agreement does not create a partnership or agency relationship; both parties act as independent contractors.
Compliance
Data Protection Compliance: MRI Software complies with applicable data protection laws such as GDPR (General Data Protection Regulation) and FDPA (Federal Data Protection Act).
Security Measures: The agreement includes commitments to comply with security measures protecting client data, although specific certifications (e.g., ISO 27001, SOC 2) are not explicitly detailed in the publicly available documents.
Third-Party Software Compliance: Use of any third-party software within NETfacilities is subject to the respective third-party license agreements, and MRI ensures compliance with these terms.
Audit Rights: MRI reserves the right to verify client compliance with the agreement terms through audits, which clients must facilitate.
