Maintenance Management - System Requirements

Document ID: MAINT-SR-001 Version: 1.0 Last Updated: May 2026

💻 Technical Requirements

Browser Requirements

Supported Browsers: - Google Chrome (latest version) - Mozilla Firefox (latest version) - Microsoft Edge (latest version) - Safari (latest version on Mac)

Minimum Requirements: - HTML5 capable - JavaScript enabled - Cookies enabled - Screen resolution: 1024x768 (minimum) - Recommended: 1920x1080

Mobile App Requirements

iOS: - iPhone 6s or newer - iOS 14.0 or newer - 100 MB free space - WiFi or cellular connection

Android: - Android 8.0 or newer - 100 MB free space - 2GB RAM minimum - WiFi or cellular connection

Internet Connection

• Minimum: 2 Mbps download / 1 Mbps upload
• Recommended: 5 Mbps or higher
• Works on WiFi or cellular
• Offline functionality (limited) available
• VPN supported for remote access

🔐 Security Requirements

Authentication

• Username/Password with institutional credentials
• Multi-Factor Authentication (MFA) for supervisors
• Session timeout after 30 minutes of inactivity
• Single Sign-On (SSO) integration available
• Automatic logout on browser close (option)

Access Control

• Role-Based Access Control (RBAC)
• Requesters can only see their own requests
• Technicians see assigned requests only
• Supervisors see team requests
• Administrators have full access
• Permission inheritance from user roles

Data Security

• HTTPS encryption for all data in transit
• AES-256 encryption for data at rest
• SQL injection prevention
• XSS (Cross-site scripting) protection
• CSRF (Cross-site request forgery) protection
• Regular security audits

Compliance

• SOC 2 Type II Certified
• FERPA Compliant (educational institutions)
• Data retention policies configurable
• GDPR compliant (if international)
• Regular backups with encryption
• Disaster recovery procedures in place

🖥️ Server & Infrastructure

Hosting Environment

• Cloud-based (AWS, Azure, or Google Cloud)
• Auto-scaling capability
• Load balancing for high traffic
• Geographic redundancy
• 99.5% uptime SLA
• Daily automated backups

Performance Requirements

• Average response time: <2 seconds
• Peak load handling: 1000 concurrent users
• Database query optimization
• Image optimization for mobile
• CDN for static content
• Mobile app optimized for 3G/4G

Disaster Recovery

• Recovery Time Objective (RTO): 4 hours
• Recovery Point Objective (RPO): 1 hour
• Geographic failover capability
• Regular recovery testing (quarterly)
• Documented recovery procedures

📊 Data Requirements

Database

• Type: SQL Server / Oracle / PostgreSQL
• Minimum 50GB for typical institution
• Daily automated backups
• Transaction logging enabled
• Indexes optimized for query performance
• Partition strategy for historical data

Storage

• File storage for photos/documents
• Cloud storage (AWS S3 / Azure Blob)
• Automatic scaling
• Encryption at rest
• Access logging for audit
• Long-term cold storage after 2 years

Data Retention

• Active data: 2 years
• Archive data: 7 years
• Automatic archive process
• Compliance with institutional policy
• GDPR “right to be forgotten” capability

🔗 System Integrations

Required Integrations

1. User Directory
   • Active Directory / LDAP
   • Real-time sync
   • User profile information
   • Department mapping
   • Manager relationships
2. Email System
   • SMTP integration for notifications
   • Calendar invites
   • Reply-to functionality
   • HTML email templates
   • Bounce handling
3. Building Management
   • Building master data
   • Location hierarchy
   • Asset information
   • Occupancy data (optional)
   • System status
4. Notification Service
   • Email notifications
   • SMS alerts (optional)
   • Push notifications (mobile)
   • Delivery confirmation tracking

Optional Integrations

• Accounting system (cost tracking)
• Asset management system
• Building automation systems (BMS)
• Tenant management system
• Work order scheduling
• GPS/mapping services
• Vendor management system

👥 User & Role Requirements

System Roles

Requester/User - Submit maintenance requests - Track own requests - View request history - Receive notifications - Rate completion

Maintenance Technician - View assigned requests - Update work progress - Log time and materials - Upload photos - Complete work orders - Provide feedback

Team Lead/Supervisor - View team assignments - Monitor progress - Approve scope changes - Authorize overtime - Review quality - Handle escalations

Maintenance Manager - View all requests - Generate reports - Manage schedules - Budget management - Performance metrics - Training oversight

System Administrator - User provisioning - Permission management - System configuration - Backup management - Troubleshooting - Maintenance planning

🔧 Configuration Requirements

System Settings

Request Management: - Priority level definitions - Response time SLAs by priority - Request type categories - Default assignment rules - Escalation procedures

Scheduling: - Working hours definition - Team availability - Shift schedules - Holiday calendar - Overtime policies

Resource Management: - Tool inventory - Material tracking - Consumable reorder levels - Equipment preventive maintenance - Supplier information

Communication: - Email templates - Notification triggers - Escalation rules - Approval workflows - Broadcast messaging

📈 Capacity Planning

Expected Usage

• Total Users: Varies by institution
• Concurrent Users: 10% of total
• Daily Requests: 100-500 (average)
• Peak Time: Morning hours, emergency events
• Annual Growth: 10-20%

Performance Targets

• Page load time: <2 seconds
• Mobile app load: <3 seconds
• Email notification delay: <5 minutes
• Database query time: <500ms average
• 95th percentile response: <5 seconds

Storage Projection

• Annual growth: 50-100 GB
• 5-year projection: 250-500 GB
• Archive management: Automatic cleanup
• Photo compression: Automatic optimization

🚀 Implementation Timeline

Phase 1: Planning (Weeks 1-2)

• Requirements definition
• Stakeholder interviews
• System design
• Role definition
• Integration planning

Phase 2: Setup (Weeks 3-4)

• System provisioning
• Database setup
• Integration configuration
• User provisioning
• Testing environment

Phase 3: Testing (Weeks 5-7)

• Unit testing
• Integration testing
• User acceptance testing (UAT)
• Performance testing
• Security testing

Phase 4: Training (Week 8)

• Staff training
• Documentation review
• Pilot with department
• Support planning

Phase 5: Launch (Week 9)

• Production deployment
• Monitoring
• Issue resolution
• Support activation

Phase 6: Optimization (Weeks 10-12)

• Performance tuning
• Feedback collection
• Process refinement
• Knowledge transfer

📚 Related Documents

• [[Maintenance Management/Overview|Module Overview]]
• [[Maintenance Management/Complete Workflow|Complete Workflow]]
• [[Maintenance Management/Detailed Processes|Detailed Processes]]
• [[Maintenance Management/User Guide|User Guide]]