---
title: "Maintenance Planning integration module"
canonical: "https://knowledgebase.spacewell.com/space/KB/5186158600/Maintenance%20Planning%20integration%20module"
format: markdown
---
> Macro (toc)

> ℹ️ This article is about the daily use of this integration as an application manager. For more information on how to activate this integration, please see: [Maintenance Planning integration - Knowledge Base - Knowledge Base](https://knowledgebase.spacewell.com/space/KB/4935974913/Maintenance+Planning+integration)

# 1. What is this module about

The Maintenance Planning application is the successor of the O-Prognose application and is used to manage the long-term maintenance planning (LTMP) of all building elements or assets.

The main objective of this integration is to keep the data in sync between Asset and Maintenance Planning, and to execute the resulting maintenance work in Asset. In short:

- Master data (buildings and assets) is managed in Asset and/or Maintenance Planning and synchronized in real time to the destination application
- Maintenance Planning generates a long-term maintenance planning for any asset
- The user selects tasks in Maintenance Planning to synchronize to Asset, where they become work activities
- The work activities in Asset are assigned to LTMP work orders, which are forwarded to the contractor
- Once the LTMP work orders with fully assigned work activities are completed, the corresponding tasks in Maintenance Planning are marked as ready

The next parts will go into more detail on the module, objects involved and the direction of the synchronization.

> ℹ️ If a field is synchronized bi-directionally between Asset and Maintenance Planning, the most recently saved value will become the final value in both applications.
> ℹ️ 
> ℹ️ Fields that are synchronized only from Maintenance Planning to Asset cannot be edited in Asset. These fields are either not visible in the Asset UI or are displayed as read-only.

## 1.1 Synchronizing Buildings from Asset towards Maintenance Planning

Buildings are always created in Asset and synchronized to Maintenance Planning. Asset is therefore always the source application for buildings.

Updates on building data are bi-directional: a change made in either application is synchronized to the other.

Below is an overview of the data included in the synchronization and the direction in which the data is synchronized.

| **Description** | **Direction of the sync** |
| --- | --- |
| Unique reference of the building (Asset) | Asset → Maintenance Planning |
| ID of the building (Maintenance Planning) | Maintenance Planning → Asset |
| Building reference | Asset → Maintenance Planning |
| Building name | Bi-directional |
| Address (street, nr, postal reference, city, longitude, latitude) | Asset → Maintenance Planning |
| Construction date (year) | Bi-directional |
| Renovation date (year) | Bi-directional |
| Decommission date (year) | Bi-directional |
| Building area | Bi-directional |
| BAG ID | Bi-directional |
| Aggregated condition score | Maintenance Planning → Asset |

Buildings can be sent from Asset to Maintenance Planning by users with the system group ‘Edit buildings’ per building or in bulk via the list of buildings.

**Per building:**

On the ‘Linked applications’ tab on a specific building, it either shows the option to link the building to Maintenance Planning or it will show information regarding when it was linked , if it is already linked

![image-20260918-121329.png](media://452ae69a-5a0a-4588-a1ed-c215d0741d9e)

![image-20260918-121631.png](media://13abd1c5-236b-403d-8607-47e12d3c2c49)

In bulk via the list of buildings:

![image-20260918-121903.png](media://04d2baea-dc25-4332-90e9-4551f4b5d42d)

The building overview in the navigation menu also shows which buildings are already linked with Maintenance Planning.

In Maintenance Planning the Buildings are exported as Objects to the folder:  
Projects - Integration Projects – Spacewell Asset:

![image-20260925-123201.png](media://54de0f43-558a-4abc-ae24-299d028ddbbf)

If the Maintenance Planning Object line starts with >> it means the Object is Linked to Asset. Objects that start with > are not linked.

A user can move the Object to a different folder, or the Object can be linked to an existing Object in MP. In System Management you can select the Objects from the Integration folder, and you can link them to existing Objects:

![image-20260925-123235.png](media://c5eca146-f170-4df8-8669-b9ec955804ca)

In the details screen of the Object in Maintenance Planning you can see relevant information about the link and you are able to unlink the building:

![image-20260925-123857.png](media://00eac886-648a-4682-8752-c6e76d5a67ca)


## 1.2 Synchronizing Assets from Asset towards Maintenance Planning

Assets can be created in both Asset and Maintenance Planning. The application in which the asset is created is the source application, and the asset is synchronized to the destination application.

Updates on assets can be done in both applications as well, and are synchronized to the other application in real time.

Because both applications can act as source, it is advised to agree with the customer which application is leading for which asset (types), to avoid duplicate registrations.

Below is an overview of the data included in the synchronization and the direction in which the data is synchronized.

| **Description** | **Direction of the sync** |
| --- | --- |
| Unique reference of the asset (Asset) | Asset → Maintenance Planning |
| ID of the asset (Maintenance Planning) | Maintenance Planning → Asset |
| Asset reference | Asset → Maintenance Planning |
| Asset name | Bi-directional |
| Bookmark URL | Asset → Maintenance Planning |
| Description | Bi-directional |
| Area | Asset → Maintenance Planning |
| Location | Asset → Maintenance Planning |
| Quantity | Bi-directional |
| Unit | Bi-directional |
| Model | Bi-directional |
| Manufacturer | Asset → Maintenance Planning |
| Serial number | Bi-directional |
| Element type | Bi-directional |
| Estimated useful life | Bi-directional |
| Replacement value | Bi-directional |
| Construction date (year) | Bi-directional |
| Capacity | Bi-directional |
| Capacity unit | Asset → Maintenance Planning |
| Warranty date | Bi-directional |
| Supplier | Asset → Maintenance Planning |
| Compliance applicable | Bi-directional |

Assets can be sent from Asset to Maintenance Planning by users with the system group ‘Edit assets’ per asset or in bulk via the list of assets.

This works in the same way as for buildings. Please see the screenshots above.

## 1.3 Synchronizing Tasks / activities

Tasks are always created in Maintenance Planning, as a result of the long-term maintenance plan, and are synchronized to Asset. In Asset these tasks are called activities.

In Asset, the activities can be consulted via:

- The navigation menu Maintenance Planning → Activities, where activities can be searched and directly assigned (individually or in bulk) to an LTMP work order.
- The 'Activities' tab within an asset → Overview of activities linked to the specific asset

![image-20260918-131416.png](media://19022e6a-31d7-4a5f-a55a-6133008609b1)

![image-20260918-131521.png](media://e0965436-f766-4721-8095-1d2abb3b4f61)

Several updates on a work activity are possible from Asset and are synchronized back to Maintenance Planning. Below is an overview of the data included in the synchronization and the direction in which the data is synchronized:

| **Description** | **Direction of the sync** |
| --- | --- |
| ID of the task (Maintenance Planning) | Maintenance Planning → Asset |
| Unique reference of the building (from Asset saved in Maintenance Planning) | Maintenance Planning → Asset |
| Unique reference of the asset (from Asset saved in Maintenance Planning) | Maintenance Planning → Asset |
| Task/work activity name | Maintenance Planning → Asset |
| Quantity | Maintenance Planning → Asset |
| Unit | Maintenance Planning → Asset |
| Price | Maintenance Planning → Asset |
| VAT rate | Maintenance Planning → Asset |
| Start date (year) | Bi-directional |
| End date (year) | Bi-directional |
| Description | Maintenance Planning → Asset |
| Fund code | Maintenance Planning → Asset |
| Budget code | Maintenance Planning → Asset |

### 1.3.1 Deleting/unlinking a work activity

In addition to the individual field synchronizations, a synchronization to Maintenance Planning is triggered when a work activity that was originally synchronized from Maintenance Planning is deleted in Asset. This results in the work activity being unlinked in Maintenance Planning, after which the task can be synchronized to Asset again.

Deleting a work activity in Asset can be used when a task synchronized from Maintenance Planning is incomplete or incorrect. The task can then be corrected in Maintenance Planning and synchronized to Asset again.

## 1.4 LTMP work orders

Individual work activities, or multiple work activities at once, can be (partly) assigned to a new LTMP work order in Asset. Once the work order is successfully completed, it is closed and the close time is set automatically.

The close time of the linked work activities is also set automatically when:

- The work activity has no unassigned quantity remaining.
- Any other work orders to which the work activity was partially assigned have already been closed.

> ℹ️ A work activity has a quantity that can be assigned partially. For example, a work activity with a total quantity of **100 m²** can be assigned as **60 m² to work order A** and **40 m² to work order B**.

Setting the close time of a work activity triggers the synchronization to Maintenance Planning, where the corresponding task is marked as ready.

This means a work activity that is only partly assigned to LTMP work orders, or that is assigned to another work order which is still open, remains open — and the task in Maintenance Planning is not yet marked as ready.

More information on the LTMP work order process can be found via [LTMP work order module](https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4484661251).

## 1.5 Troubleshooting

Every synchronization from Asset to Maintenance Planning is logged in an event log. The event logs can be found via the administrator startboard or navigation menu option **Integrations **→ **Maintenance Planning** → **Maintenance Planning API Connector** → **Event log (24 hours)** include or event logs can be found via the search option: **Integrations **→ **Maintenance Planning** → **Search in event log**.

![image-20260917-113922.png](media://7fc963de-827f-4892-9327-27ba5de974fb)

![image-20260917-113753.png](media://93713579-0b2f-490e-be06-e8894163cd15)

The event log contains information about the log type (Info/Error), the date and time of the event, the creator, and, if applicable, the object to which the event relates.

In addition, the log contains the following web service information:

- Executed web service
- Request body
- Response status
- Response body

Unsuccessful requests are logged with the type ‘Error’. The event log contains the actual request and response, which can be used to investigate and debug the issue.

![image-20260917-114046.png](media://995d074b-84aa-4ae2-993f-03930829ae80)

# 2. Relevant system groups

When a module is activated, system groups can be assigned to user profiles. These system groups give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).

For more general information on user profiles, system groups, users, and the user profile dashboard, see: [User management](https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4357490007)

For the Maintenance Planning integration, the following system groups become available:

| Reference | Name | Description | License needed |
| --- | --- | --- | --- |
| GOB-G007 | Edit buildings and areas | Group gives create and edit rights on buildings and areas, as well as the option to synchronize buildings towards Maintenance Planning | Full user |
| GOB-G008 | Edit assets | Group gives create and edit rights on assets, as well as the option to synchronize assets towards Maintenance Planning | Full user |
| FMB-G006 | LTMP editor | Group gives access to create and edit all the relevant objects and overviews related to the LTMP (Long-term maintenance plan) | Full user |
| FMB-G012 | LTMP work order manager | Group has the rights to create and edit the LTMP work orders, as well as the relevant tasks in the workflow | Full user |
| FMB-G007 | LTMP viewer | Group gives access to view all the relevant objects and overviews related to the LTMP (Long term maintenance plan) | Limited user |

Via the 'User profile management' option on the administrator startboard, these system groups can be assigned to existing user profiles or added to newly created user profiles.

# 3. Navigation menu and startboard options

When a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the system groups). Next to that, a module-specific [key user](https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4357490495) startboard tab becomes available for that particular module and is visible depending on the user's authorizations. This tab gives users insights and day-to-day work overviews relevant to the specific module.

For more general information on the navigation menu and startboard, see: [Navigation menu and Startboard](https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4357489994/Authorizing+users#2.2-Navigation-menu-and-Startboard)

![image-20260917-124157.png](media://5e282d5a-03f3-4e5f-b925-d92f4a89cd14)

| Menu option | Description | System group required |
| --- | --- | --- |
| Maintenance Planning assets | Overview of all assets synchronized with Maintenance Planning. | LTMP editor |
| Activities | Option to search for work activities synchronized from Maintenance Planning, with the option to directly assign one or multiple work activities to an LTMP work order. | LTMP editor & LTMP viewer |
| Work orders | Option to search for existing LTMP work orders or to create a new one. | LTMP editor, LTMP viewer & LTMP work order manager |

For the LTMP work orders module, the ‘LTMP work orders dashboard' startboard tab becomes available:

![image-20260917-134845.png](media://3ae6292d-e695-403a-8b16-e1d9054d0bda)

This tab is available for the following system groups:

- LTMP work order manager

This startboard tab has the following buttons:

- **LTMP work order +**: The option to create a new LTMP work order.
- **Search LTMP work orders**: Same option as in the navigation menu to search on all LTMP work orders.
- **Select my location(s)**: The option to select one or multiple locations (buildings). The location specific overviews on the LTMP work order dashboard, will then only show LTMP work orders related to the selected locations. If no locations have been selected, LTMP work orders from all locations are taken into account.

Next to that, this tab has the following includes (most are only visible if they contain data):

- **LTMP work orders assigned to me, not yet forwarded:** An overview of LTMP work orders which are assigned to the user but not yet forwarded to a contractor.
- **LTMP work orders assigned to me, awaiting tendering process**: An overview of LTMP work orders that are currently awaiting a tendering process. A tendering process step is optional and can be enabled in the LTMP work order workflow. This process can be configured as an Asset process or handled entirely outside Asset. Once a quotation from the tendering process has been accepted, the contractor can be assigned to the LTMP work order and the work order can then be forwarded.
- **LTMP work orders assigned to me, awaiting mandate approval:** An overview of LTMP work orders that require mandate approval before they can be forwarded to the contractor. Mandat approval in LTMP work orders is optional and can be enabled in the  LTMP work order workflow.
- **LTMP work orders assigned to me and in progress:** An overview of LTMP work orders that have been forwarded to contractors and are currently in progress.
- **LTMP work orders to be reviewed by me**: An overview of LTMP work orders that have been handled by the contractor and are awaiting approval from the user.
- **LTMP work orders assigned to me, financial administration**: An overview of approved LTMP work orders that are awaiting the financial wrap-up before closing.

# 4. Additional reports

Additional reports can be available for some modules via the ‘Reports’ navigation menu option.   
For the (LTMP) work order module(s), there are reports available via:

- Navigation menu reports: A long list of reports related to work orders available for the LTMP work order manager.
- Management dashboard: A management dashboard for work orders is available in the ‘Maintenance’ navigation menu for the ‘Management dashboards work orders’ system group, with overviews and graphs related to work orders (Planned versus actual, Costs per building, etc.).
  

![image-20240426-104458.png](media://910048db-8441-4332-bc73-9633bf62f134)

# 5. Q&A

Waiting for questions to answer.