Senior Living Operator Turns CMMS Asset Records Into Actionable Equipment Intelligence
The operator had an asset intelligence problem.
A regional senior living operator relied on a computerized maintenance management system (CMMS) to manage maintenance across 14 communities.
While the platform supported day-to-day operations, inconsistent asset records limited long-term planning. Facilities leaders lacked the structured equipment data needed to prioritize replacements, forecast parts demand, identify refrigerant risk, and build reliable capital plans.
The XOi solution
Maintenance teams used XOi Site Survey and Equipment Manager during routine preventive maintenance to verify asset information and capture dataplate photos. XOi enriched each record with manufacturer-derived specifications, including age, expected useful life, capacity, refrigerant type, and other supported equipment data. The enriched records were exported into the organization's CMMS, giving every team access to more complete, consistent asset information.
Improving asset data quality across systems
Verifying equipment records during routine maintenance
Enriching CMMS asset records with manufacturer data
Building a stronger foundation for capital planning
Capturing and enriching asset data during routine maintenance
Following deployment, the organization gained a clearer view of its installed asset portfolio.
- 3,840 asset records reviewed or created
- 14 communities surveyed
- 2,920 assets enriched with additional asset intelligence
- 780 assets identified at or beyond expected useful life
- 410 assets flagged for refrigerant or replacement risk
- 126 assets prioritized for near-term repair-versus-replace review
Maintenance teams continued managing work orders and preventive maintenance through the CMMS while using enriched asset records to support planning, procurement, and replacement decisions across the portfolio.
Asset verification during routine maintenance
Dataplate capture and documentation
Manufacturer-driven asset enrichment
CMMS record enhancement
The CMMS remained the operational hub. XOi became the asset intelligence layer.
The organization identified $248,000 in measurable first-year value.
Structured asset intelligence gave the organization a stronger foundation for preventive maintenance, procurement, and capital planning. With more complete asset records, teams built a five-year replacement strategy, improved parts forecasting, prioritized repair-versus-replace decisions, and reduced resident disruption by preventing avoidable equipment failures.
In the first year, the organization established a repeatable asset planning model that can scale across future communities.
in avoided repair spend
in reduced emergency replacement costs
in improved parts and consumables forecasting
in reduced duplicate inventory purchases
in improved preventive maintenance planning
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