Vantage — RE&FM Capital Planning

View:

Capital Plan

Is the plan on budget, and how much of it is committed

Intake

How quickly requests are moving

Risk

What is open across the portfolio

Spend Profile by Year

Projects by State

Risk & intake breakdowns

Risk Profile

Intake Requests by State

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	ID	BUILDING	PROJECT NAME	CATEGORY	DRIVER	BUDGET	STATUS	QUADRANT	LINKS	ACTIONS

Complete required fields. Project will be saved to the Candidate Projects list.

1 Project Details

Building / Site *i

Project Title *i

Project Description *i

Category *i

Primary Driver *i

Transaction Typei

Project Criticalityi

Off

Hard deadline, regulatory order, or life-safety asset at imminent failure risk

Detailed Scope of Work

Area Affected (sq ft)

2 Capital Budget

Total Capital Request ($) *i

Est. Useful Life (years)i

Annual OPEX Savings ($)i

Discount Rate (%)i

ROI (%)i

NPV

—

Payback Period

—

Total Savings (life)

—

Auto-calculated · Enter OPEX savings and useful life to compute

Spend Profile by Year *i

FY 2026

FY 2027

FY 2028

Year total: $0✓ Balanced

3 Benefits & Business Case

✨

AI Business Case Generator

Add optional context below then click Generate — Claude will draft a business case using industry benchmarks (BOMA, ASHRAE, IREM). You can edit the output before saving.

Quantitative Benefitsi

Qualitative Benefitsi

Estimated Impact if Deferredi

Est. Annual OPEX Impact ($)i

4 Schedule & Risk

Required Start Date *

Required End Date

Key Risks

5 Regulatory & ESG

Compliance Requirements

ESG Category

Energy Efficiency Carbon Water Waste

Submit a facility or workspace request. Required fields are marked with *

📋

No baseline plan yet

Add candidates to your pipeline using the FM Generator or New Candidate form, then generate a baseline capital plan here.

Plan configuration, master data, FM Generator rules and business profile

🏢 Organisation

Organisation Name

Building / Portfolio Name

Current Fiscal Year Label

Plan Round i

💰 Budget Parameters

Default 3-Year Budget Envelope ($)

Assumed Annual Gross Revenue ($) Manual entry

CapEx % of Revenue — Low (IREM: 10–15%)

CapEx % of Revenue — High

FY26 %

FY27 %

FY28 %

👥 Approver Roles

Define roles and their member emails. Any member of a role can advance the assigned stage. These roles are used for both Capital Plan approval and Intake workflow stages.

Role Name

Member Emails (comma-separated)

No roles defined yet.

✅ Workflow Approvers

Select a role for each Capital Plan approval stage, and for moving a locked-in project into Execution. Define roles in the Approver Roles card. Leave a stage set to "No approver" to disable it (only a System Admin can act on it instead).

Approver 1 (required to enable plan submission)

Role

Approver 2 (optional)

Role

Approver 3 (optional)

Role

▶ Execution Approver (In Plan → In Execution)

Role

📋 Plan Rules

Compliance Auto-Include

Fire/life safety & regulatory always included regardless of budget cap

Audit Agent

After Master Data, Risk Registry, or candidate changes, review the plan against Risk Registry / Buildings / Assets / Candidates and draft new recommended projects

Intake Module

Show Submit Request / Request Queue nav items and intake-related dashboard tiles

Risk Module

Show Risk Registry nav item and the Risk Profile dashboard chart

Assumptions & Standards Notes

🏷 Project Lookups

These populate the Category and Primary Driver dropdowns on the project form, and are passed to the AI generators. 🔒 locked entries can't be removed or renamed — Capital Plan scoring and prioritization depend on that exact value existing.

Project Categories

Primary Drivers

💡 Buildings Register is the primary dataset. Load it once during onboarding to establish canonical building names across all uploads. The other three datasets are optional — each improves FM Generator accuracy but the system works fully without them.

Syncs all loaded data to Supabase for all users

🏢 Buildings Register — Step 1 · Primary dataset

Not loaded

Canonical property list — the single source of truth for building names across the entire app. Once loaded, all WO, FCA, and Invoice uploads automatically match against canonical building names. Source: Yardi, MRI, CoStar, or a simple spreadsheet.

Standard columns (any names accepted — you'll confirm mapping):

Building Name ✱AddressCityState Property TypeGross SFYear BuiltOwner/LeasedRegion Annual Revenue ($)

⚙ Asset Register / FCA — Step 2 · Optional

Not loaded

When loaded: UNIFORMAT pre-mapped, asset ages known, ASHRAE lifecycle fires automatically. Without it: ages inferred from Year Built and WO patterns.

Asset/Component ✱BuildingCondition RatingRULRecommended Action

🗂 System Type Mapping — Step 3 · Optional

Not loaded

Pre-maps your CMMS codes to UNIFORMAT — skips the AI classification call entirely. Without it: AI classifies on first run, registry used for all subsequent runs.

CMMS Code ✱CMMS DescriptionUNIFORMAT L4Is Noise (Y/N)

🏭 Vendor Master — Step 4 · Optional

Not loaded

Resolves vendor IDs to names from day one. Without it: vendor names learned from invoice data during FM Generator runs.

Vendor Name ✱Vendor IDSystems Covered

📊 Data Status

What the FM Generator will use on next run

No data loaded yet. Load the Buildings Register above and run the FM Generator to start building the registry.

💡 How Business Profile affects your capital plan

This profile is used exclusively by the FM Generator when scoring work order clusters into candidate projects. It has no effect on manual project entry, the Capital Plan, Dashboard, or Scenarios.

After counting raw capital signals (Frequency, Escalation, Spend, Severity, ASHRAE Lifecycle), the FM Generator applies a space priority multiplier based on the Space Type (or Space Name) recorded on each work order — matched against the lists below. A cluster's most common Space Type wins; if no work order in the cluster has one, it falls back to the building's Primary Use from Master Data:

Critical Spaces

e.g. Server Room, ICU

1.5× score

Important Spaces

e.g. Conference Room

1.2× score

Standard Spaces

All others

1.0× score

Support Spaces

e.g. Storage, Utility

0.7× score

If no profile is configured the multiplier defaults to 1.0 for all spaces — the FM Generator still works, it just treats all spaces equally.

🏭 Industry Profile

Industry / Sector i

Space Priority Multipliers

Mission Critical spaces i

× base signal score

Business Important spaces

× base signal score

Standard spaces

× base signal score

Support spaces

× base signal score

Mission Critical Spaces (your portfolio)

Space names / IDs (comma-separated)

Business Important Spaces

Support / Non-Critical Spaces

📅 Deferral Sensitivity

Project Delivery Window i

Labor Rate ($/hour) i

💰 Capitalisation Policy

These settings control what the AI considers a capital project — in both the FM Generator and the Initial Projects Upload.

Capitalisation threshold ($) i

Projects at or above this cost are always capital

Capitalisation policy i

Never capital — exclusion list i

🎯 Capital Signal Thresholds

These thresholds control when WO patterns trigger each capital signal dimension in the FM Generator.

Min WOs/year for Frequency signal i

Min YoY growth % for Escalation signal

Min WOs for Breadth signal (distributed systems)

Min invoice spend for Spend signal ($)

Severity keyword % threshold

📊 Priority Weights

Priority Weight: Critical

Priority Weight: High

Priority Weight: Medium

Priority Weight: Low

⚙️ FM Analysis Rules

These rules control how the FM Generator scores and filters candidates. Changes apply on the next FM Generator run.

Budget Estimation Multipliers

WO reactive cost multiplier i

Default 3.5 — total WO cost × multiplier = budget estimate

Invoice spend multiplier i

Default 2.5 — total invoice spend × multiplier = budget estimate

Exclusion Rules

Lease exclusion window (months) i

Recommended: 24 months (2 years)

Minimum capital signals to qualify i

Default 2 of 6 signals required

Keyword Lists

Noise / operational keywords (one per line — these WO system types are excluded)

Capital severity keywords (one per line — trigger the Severity signal)

Upload work orders, asset conditions and invoices to generate UNIFORMAT-classified capital project candidates

1

Upload & Map

WO, Assets, Invoices

2

UNIFORMAT

Classify systems

3

Preview

Select buildings

4

Generate

AI analysis

5

Review

Candidates

6

Save

Add to pipeline

Upload a list of known capital needs for AI enrichment into candidate projects — no work order history required

1

UploadYour project list

2

EnrichAI evaluation

3

ReviewValidate & select

4

SaveAdd to pipeline

Welcome to Vantage

What would you like to do?

Raise a facility or workspace need, or log a risk at one of your buildings — either way, someone on the team will follow up.

Submit a Request

Raise a facility or workspace need for review.

Add a Risk

Log a risk at one of your buildings.

Workflow alerts, approvals, and system notifications

All

Action Required

FYI

Select All

Select a notification

Click a notification to view details

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Track requests through the review pipeline — act on a request right from the row, or click it to open full detail

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INTAKE #	BUILDING	REQUESTER	REQUEST TYPE	PROJECT TYPE	SUBMITTED	CANDIDATES	ESTIMATED BUDGET	FUNDED	STATUS	ACTIONS
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Budgeted vs. actual spend · FY2026 YTD

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Where you need to act, across the buildings you're responsible for

Buildings:

Your Pipeline

Intake → Draft → Ready for Execution → In Execution

By Building

Click a stage or the Next Action to jump straight to that queue