Vantage — RE&FM Capital Planning

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Spend Profile by Year

Recent Projects

Project	Category	Budget	State

Projects by State

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Candidate Projects

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PROJECT DETAILS							CAPITAL BUDGET				BENEFITS & CASE				SCHEDULE & RISK				OPEX	REGULATORY	STATUS
Facility / Site	Project Title	Category	Primary Driver	Tx Type	Scope of Work	Sq Ft	Total ($)	FY26	FY27	FY28	Quant. Benefits	Qual. Benefits	Est. Impact if Deferred	NPV / ROI	Start Date	End Date	Key Risks	Critical	OPEX Impact	Compliance	State	Actions

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Intake Dashboard

Capital request pipeline · click a stage to filter

All Requests

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New Candidate Project

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

1 Project Details

Facility / Site *i

Project Title *i

Project Description *i

Category *i

Primary Driver *i

Transaction Typei

Detailed Scope of Work

Area Affected (sq ft)Region

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

Critical Date Project

Off

Key Risks

5 Regulatory & ESG

Compliance Requirements

ESG Category

Energy Efficiency Carbon Water Waste

Project Summary

Untitled Project

Category not set

StateDraft

FY2026$—

FY2027$—

FY2028$—

Total$—

Workflow Steps

Intake Form

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

Capital Plan

Generate a baseline from your Candidate Projects pipeline

📋

No baseline plan yet

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

Admin Settings

Plan configuration, master data, thresholds and business profile

🏢 Organisation

Organisation Name

Building / Portfolio Name

Current Fiscal Year Label

Plan Round i

Plan Horizon (years)

💰 Budget Parameters

Default 3-Year Budget Envelope ($)

Assumed Annual Gross Revenue ($)

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

CapEx % of Revenue — High

FY26 %

FY27 %

FY28 %

✅ Approval Workflow

Select a role for each approval stage. Roles and their member emails are managed in Admin → Intake Form → Approver Roles. Leave a stage set to "No approver" to disable it.

Approver 1 (required to enable plan submission)

Role

Approver 2 (optional)

Role

Approver 3 (optional)

Role

📋 Plan Rules

Compliance Auto-Include

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

Emergency vs Planned Cost Multiplier

BOMA benchmark: 2–3× more expensive to react than to plan

Assumptions & Standards Text

💡 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 — 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

📊 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.

Optional — improves FM Generator accuracy

⚙ Asset Register / FCA

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

🤖 CMMS Code Mapper — Run once before uploading WO data

Paste a list of your CMMS codes and descriptions. Claude will map them to UNIFORMAT L4/L5 codes in one call. Download the result and upload it as your System Type Mapping — the FM Generator will use it directly, skipping per-row classification entirely.

Paste your CMMS codes (one per line: CODE, Description)

Mapped result (UNIFORMAT L4/L5)

🗂 System Type Mapping

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

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

💰 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

Minimum project budget ($) i

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

Stale FCA threshold (years)

📊 Scoring & Priorities

Minimum Project Budget ($)

Asset Condition Threshold (≤ x/10 triggers inclusion)

Remaining Useful Life Threshold (≤ x years)

Invoice Spend → Critical Priority ($)

Priority Weight: Critical

Priority Weight: High

Priority Weight: Medium

Priority Weight: Low

⚡ FM Generator Tiers

Min WOs per cluster — Full AI (Tier 1) i

Min WOs per cluster — Rules only (Tier 2)

Min WOs per group (grouping filter)

Labor rate default ($/hr)

⚙️ 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)

Add Candidate Projects with FM Data

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 Initial Projects

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

Notifications

Workflow alerts, approvals, and system notifications

All

Action Required

FYI

Select a notification

Click a notification to view details

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Request Queue

Track requests through the review pipeline — click any request to open it

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Capital Plan Performance

Budgeted vs. actual spend · FY2026 YTD

Budget vs. Actuals by Project

Update Actuals

By Category