FSI CMMS
By FSI LLC
FSI CMMS typical implementation process:
Initial Planning and Goal Setting: Identify organizational goals, objectives, and success criteria for CMMS implementation. Engage all stakeholders, including management, maintenance, IT, and operations teams, to ensure clear alignment and commitment.
Data Gathering and Migration: Collect, standardize, and clean current maintenance and asset data (from spreadsheets, paperwork, or legacy systems). Data is mapped and migrated into FSI CMMS to establish a reliable foundation.
System Configuration and Customization: Configure the CMMS for your organizational needs, including user roles, customizable dashboards, workflows, and integration with other systems (such as ERP or HR platforms). Tailor the system to reflect your processes and reporting requirements.
User Training and Onboarding: Conduct training sessions for all user groups (technicians, managers, administrators). The training is practical and role-based, focusing on day-to-day system navigation, work order processing, compliance, and mobile use. Hands-on learning and documentation foster faster adoption.
Testing and Quality Assurance: Test the system for data accuracy, functionality, and workflow completeness. Address issues before go-live to ensure operational readiness and user confidence.
Go-Live Rollout: Launch the FSI CMMS platform, either as a full rollout or phased by department or site, depending on organizational complexity. New user accounts are activated, and solution integration with other business systems is finalized.
FSI CMMS is designed with high flexibility and customization capabilities, allowing organizations to adapt the system to their specific business processes, regulatory requirements, and operational scale. Here are the main ways FSI CMMS can be customized:
Custom Workflows and No-Code Automations: With the Flow tool, users can build custom, no-code workflow automations to streamline repetitive processes unique to each facility. This enables personalized shortcuts, ensures clean data entry, and adds efficiency tailored to specific departmental needs.
Configurable Dashboards and Views: Users can create and tailor dashboards to show metrics that matter most, such as open preventive maintenance (PMs) on critical equipment, pending service requests, or compliance rates. Each team or user role can have a customized view, supporting operational transparency and data-driven decision-making.
Custom Reports and Analytics: FSI enables the creation of tailored reports and analytics dashboards. Maintenance managers can build custom reports to monitor productivity, compliance, or asset performance, and analyze across departments or sites for benchmarking and improvement.
Editable Forms and Fields: Organizations can standardize and mass edit asset and work order records, including fields like Manufacturers, Models, Asset Types, and Work Order categories. This flexibility supports clean data structures and regulatory documentation in complex operations.
Automated Scheduling: The system allows automatic generation and scheduling of work orders based on customized asset records and preventive maintenance procedures, fitting the unique calendar and event schedules of each organization.
Data Import, Export, and Migration: FSI CMMS supports importing large batches of asset or inventory data (such as after an acquisition), importing or exporting records as needed, and offers services to help with migration and data clean-up for ongoing quality management.
Role-Based Permissions and User Controls: Administrators can define customized user roles and permissions, restricting access and editing rights based on job functions, departments, or locations, ensuring users only interact with data relevant to them and enhancing security.
Custom Compliance and Regulatory Tools: Purpose-built for highly regulated environments (like healthcare), FSI offers compliance-centric customization—allowing organizations to quickly adapt dashboards, reports, and workflows for varying regulatory standards, including The Joint Commission and others.
Mobile Access and Device Compatibility: Customization extends to mobile use—with support for iOS, Android, and other devices—letting organizations configure what mobile users see and do, such as scanning barcodes for assets, submitting real-time updates, or closing work orders from the field.
Scalable and Modular Structure: FSI CMMS is scalable across locations, departments, and teams. Organizations can scale up or down, add users, sites, or features, and integrate with other critical business and healthcare systems using public APIs and built-in connectors.
Integration with Third-Party Systems: The platform integrates with ERP, supply management (PartsSource), RTLS, device testing (Fluke OneQA), cybersecurity (Cynerio), and more, supporting customization in how maintenance operations connect across the full business ecosystem.
Vendor and Contract Management: Users can tailor vendor management modules, manage external contracts, and tie them to specific workflows or service level requirements as needed for unique organizational partnerships.
FSI CMMS offers a training and support program designed to ensure new users achieve rapid adoption, effective system utilization, and long-term success, especially in complex, highly regulated environments like healthcare.
Role-Based, Practical Training: FSI provides structured, hands-on training tailored to different user roles, such as technicians, maintenance supervisors, department managers, and administrators. Each group learns features and workflows most relevant to their day-to-day responsibilities, including work order processing, preventive maintenance scheduling, asset management, and compliance reporting.
Onboarding Sessions: New customers undergo dedicated onboarding, with FSI specialists guiding them through system navigation, data import, standard process setup, and best practices for clean data entry and maintenance efficiency.
Live and Remote Training Options: Training can be provided onsite or remotely via interactive workshops and webinars, accommodating organizations of all sizes or geographic distribution.
Detailed Documentation and Resources: Users have access to comprehensive user manuals, step-by-step guides, and searchable online knowledge bases. These resources cover common workflows, troubleshooting, and advanced features to empower self-service learning and continuous improvement.
Ongoing Education: FSI offers refresher courses and additional modules as teams grow or as advanced modules/features are adopted, ensuring proficiency even as organizational needs or staffing change.
Dedicated Customer Success Team: FSI assigns a customer success advisor to each account, serving as a direct line for guidance, problem resolution, and best-practice recommendations.
Multi-Channel Support: Users can reach support via phone, email, or (often) through a client portal for submitting requests and tracking resolution progress.
Continuous Improvement and Proactive Outreach: FSI is known for proactive outreach, providing follow-ups after implementation, soliciting feedback, and notifying users about product updates or new features.
Community Resources: FSI fosters an engaged user community, offering user forums and peer-to-peer advice platforms (“The Neighborhood”), where users share experiences, tips, and solutions.
FSI CMMS implements an extensive range of security measures to safeguard organizational and operational data, especially important for healthcare and regulated environments:
Data Encryption: All data at rest is protected using Advanced Encryption Standard (AES) 256-bit encryption, which is considered the gold standard by financial institutions. Data in transit is secured through Transport Layer Security (TLS) 1.2, ensuring all data transmitted over the internet is encrypted and authenticated. FSI uses SSL/TLS certificates from trusted providers such as Google Trust Services and GoDaddy.
Cloud Security and Reliability: FSI leverages Microsoft Azure cloud infrastructure, which provides a reliable, fault-tolerant, and highly available environment, further enhancing data privacy and backup capabilities.
Data Ownership and Deletion: Customers retain full ownership of their information. FSI will never share, sell, or transfer customer data without consent. Upon contract termination, all user data and documents are completely and irreversibly deleted from their systems.
Identity Management & Authentication: FSI enforces strong password policies, including recommendations for passwords of at least 14 characters. To prevent unauthorized access, users are automatically logged out after extended inactivity.
Role-Based Access Control: The system supports strict access controls, enabling administrators to assign granular, role-based permissions for every module. This limits sensitive data access only to authorized personnel, reducing both internal and external risks.
SOC 2 Type 2 Certification: FSI has achieved SOC 2 Type 2 certification, meaning its information security policies and procedures are independently verified to meet or exceed controls required for protecting customer data.
Audit Trails and Reporting: The platform maintains comprehensive audit logs of all user activities, ensuring traceability and helping detect suspicious activity. This is crucial for compliance and regulatory auditing in healthcare and other sensitive industries.
Integration with Cybersecurity Tools: FSI CMMS supports integration with leading cybersecurity solutions (such as Cynerio, Asimily, and others), enabling automatic generation of work orders when device vulnerabilities are detected and better asset-level monitoring of threats. The system can interface with SSO programs, antivirus, and intrusion detection systems for strengthened enterprise security.
Backup and Disaster Recovery: Regular automated backups and robust disaster recovery protocols ensure that data can be restored promptly in case of accidental loss, outages, or cyberattacks.
Privacy Commitments: Data transfers and storage follow strong privacy principles. FSI ensures personal and organizational data is treated securely, following their privacy policy and industry best practices, and that no transfer takes place without proper controls and permissions in place.
FSI CMMS follows a model of regular, ongoing updates rather than a fixed monthly or quarterly schedule. The platform is continuously enhanced with new features, usability improvements, compliance tools, and bug fixes, reflecting a commitment to customer feedback and the evolving needs of healthcare and other regulated industries.
Update Management Practices:
Managed Deployment: Updates are coordinated to minimize disruption, with deployments typically planned to avoid peak usage times or critical operations. Cloud infrastructure allows for efficient and reliable update delivery.
Advance Notification: Users are notified in advance of upcoming updates. FSI provides release notes and documentation outlining new features, enhancements, or changes, so organizations can prepare and educate staff accordingly.
Support and Guidance: The Customer Success and Support teams are available to assist users with transitioning to new versions, addressing any questions, and providing training on new functionality if needed.
FSI CMMS follows industry best practices regarding data ownership and portability, ensuring customers retain full control and flexibility over their information:
Customer Data Ownership: All data entered into or generated by FSI CMMS—such as asset records, work orders, compliance documents, and operational logs—remains the sole property of the customer organization. FSI acts strictly as a service provider and does not claim rights to client data. Customers can rest assured that their data will never be sold, shared, or transferred without explicit consent.
Access and Rights: Only users authorized by the customer can access, edit, or export data, managed by detailed role-based access controls. Upon contract termination, FSI guarantees the complete and irreversible deletion of all user data and documents from its systems, reinforcing both security and ownership.
Data Portability: FSI CMMS provides robust tools for data export and migration. Customers can export asset lists, maintenance histories, compliance documents, and other records in widely used formats, simplifying transitions to other systems or supporting backup requirements. The platform supports importing and exporting large datasets efficiently, making onboarding and offboarding seamless.
Contractual and Legal Commitments: FSI’s privacy policies and service agreements formalize these guarantees, aligning with regulations and compliance requirements across healthcare, public sector, education, and commercial industries
FSI CMMS offers flexible, scalable terms designed to adapt as your organization evolves—whether you’re a growing health system, a school expanding campuses, or a public agency restructuring facilities. Here’s how scaling up or down works with FSI CMMS:
Modular and Scalable Platform: FSI allows organizations to add or remove users, facilities, and modules as needs change. This modular design means you can start small and expand capabilities (like adding calibration, capital planning, or compliance modules) or scale back as necessary, without needing to overhaul your entire system.
User and Site-Based Licensing: The number of users and managed sites can be increased or decreased, and pricing adjusts accordingly. This enables you to align system access and features with your actual organizational footprint and avoid overpaying for unused capacity.
Cloud-Based Flexibility: FSI’s cloud architecture supports rapid deployment to new sites or the removal of locations as your operational structure shifts. IT overhead for scaling is minimized, making it easy to accommodate new mergers, acquisitions, or downsizing.
Customizable Views and Reports: As your organization scales, FSI enables administrators to reconfigure dashboards, views, and permission structures so different departments or locations see relevant data and workflows, maintaining efficiency at every size.
Contract Adjustments: Although terms may vary based on your service agreement, FSI typically allows contract modifications to reflect changes in organizational needs, including pro-rata pricing for mid-term additions or removals of users, locations, or modules. Reach out to your account manager to initiate adjustments.
Robust Data Portability: Scaling down or reorganizing? FSI supports secure export of all data, ensuring you can retain historical records or migrate specific data sets as your operational landscape changes.
Fixed-Term and Subscription Agreements: FSI CMMS contracts are commonly structured as fixed-term (e.g., annual or multi-year) or ongoing subscription agreements. These specify the duration of service and renewal conditions.
Automatic Renewal: Many contracts include an automatic renewal clause, where the subscription continues for another term unless written notice of non-renewal is provided within a specific window (often 30–90 days before the renewal date).
Advance Notification: FSI notifies customers of upcoming renewal dates, allowing time for organizations to review usage, make adjustments, or discuss new terms.
Modification Opportunity: Before renewal, customers may renegotiate the number of users, sites, or modules, and adjust pricing accordingly. This flexibility supports organizational scaling.
Continued Service at Renewal: Unless contracts are renegotiated, most terms, pricing, and service levels continue as previously agreed upon into the next contract period.
Written Notice Requirement: Customers typically must submit a formal, written notice of cancellation, often 30–90 days before the end of the current contract term, per the agreement.
Early Termination Penalties: Cancelling a contract before the term ends often results in an obligation to pay the remaining value of the contract or an early termination fee, unless otherwise agreed upon.
No Refunds for Unused Terms: Partial refunds for unused subscription months or services are generally not provided; the service remains available through the end of the paid term.
Termination for Cause: Contracts usually allow termination on grounds such as material breach, non-payment, or force majeure. Both parties may agree to mutual termination.
Data Portability and Deletion: Upon contract termination, FSI CMMS supports full export of customer data, after which all customer data is irreversibly deleted from FSI servers, protecting confidentiality and compliance responsibilities.
FSI CMMS is built to support stringent compliance and regulatory requirements, especially in healthcare and other highly regulated industries. Based on available data, the compliance standards and practices the platform meets or supports include:
SOC 2 Type 2 Certification: FSI has achieved SOC 2 Type 2 certification, which independently verifies that its information security controls and policies meet established standards for protecting customer data. This certification is critical for organizations that must document secure practices in the management of sensitive operational and maintenance information.
ISO and Healthcare-Specific Compliance: FSI CMMS is designed for compliance with healthcare accreditation standards and regulatory requirements, such as those enforced by The Joint Commission (TJC), Centers for Medicare & Medicaid Services (CMS), and the Department of Veterans Affairs. Its tools enable comprehensive, audit-ready documentation of asset maintenance, work orders, inspections, and compliance checks, supporting ongoing accreditation.
Data Security and Privacy Compliance: The platform employs strong encryption (AES-256 at rest, TLS 1.2 in transit), access controls, and audit trails to help clients meet HIPAA (for healthcare), GDPR, and similar data privacy regulations.
Audit Trails and Reporting: FSI provides full audit trails of all user activity, which is a requirement for compliance in highly regulated environments. This ensures transparency and accountability during audits and regulatory reviews.
Custom Compliance Workflows: Users can tailor dashboards, reporting, and workflows to meet internal policies or specific external standards, supporting readiness for diverse compliance audits or inspections.
