Gersis Software

Asset management and resource optimization

With this suggestion, you may get ideas about how you can become a lot more effective in using your available maintenance resources, save significant maintenance cost, and increase the overall reliability of your assets.

As there are many different maintenance philosophies, we are not trying to solve every problem with one standard solution, but rather address opportunities for real improvements and real cost savings.

With only a few assets to take care of, you surely will manually manage your maintenance tasks with the help of a simple Excel spreadsheet, MS Project, Primavera or other planning tool.

However, with thousands of assets in different locations and very different maintenance cycles, with hindering constraints, with in-house specialists and external contractors, things might get a bit complicated in Excel. And expensive, if not handled properly.

Also read GERSIS Value Proposition for Resource Planning.

Just to name a few examples:

  • If you build your in-house maintenance team big enough to stay in control even in emergency situations, then there will be days when your team sits around idle. When you build the team to cope with average historic workloads, emergency or even panic situations could become difficult, and the teams are still idle at some times. Or, if you do not group work orders with similar resources, tasks or locations, you waste time and money.

Our approach keeps a focus on:

Long term planning

for leveling all of your resources, and making sure you that you have a plan with resources available when and where you need them, avoid over-staffing for peak loads, or wasted idle times.

  • before


  • after


BEFORE, unleveled maintenance tasks/items are shown, as coming from the ERP system. The huge differences in annual work come from scheduled shutdowns and maintenance of part of the production system. Obviously, such a plan would never work. Also obvious, manual scheduling of that many maintenance items would not be realistic.

AFTER, the maintenance items have been scheduled optimally leveled, taking priorities, existing resources and constraints into consideration.

Please note that the total number of maintenance tasks and items in the two diagrams is not identical, as low priority tasks have been scheduled beyond the year 2022.

Short term planning

optimizing WOs (work orders) from the leveled long term plan by using updated constraints and available resources, support what-if simulations and send back the final WOs.


The Optimized WO may be sent back to the Planning or ERP system, directly to an internal Work Center (Maintenance Department), or an external service provider.

The Asset Database may reside within the ERP or Planning System, or it may be part of the Resource Optimization System.

Long Term or Strategic Planning

The data from which the long term (1 year, 5 years, 10 years) or Strategic Preventive Maintenance Plan is generated, come from existing Maintenance Items (MI), equipment preventive maintenance docs, regulatory, statutory, legal, safety and health requirements, Reliability Centered Maintenance (RCM), Risk Based Inspection (RBI), Root Cause Failure Analysis Systems and possible other requirements.

Along with a resource (HR) forecast and available parts and tools, a Long Term Preventive Maintenance Plan is calculated, with powerful planning algorithms finding the optimal solution.

With this long term plan, peak loads or even emergency or panic situations can be avoided, costly idle periods limited, and tasks with similar resources, location, tools etc. have been grouped together.

Backed by this plan, the HR forecast can be optimized, you keep only those tools and spare parts you need, and you alert subcontractors far in advance when and which services are needed.

Any change in your assets, strategy, or resources, simply requires a re-run of the planning software.

Even for several hundred thousand assets and MIs, this can be done within a few hours, the core optimization within minutes.

Short Term or Tactical Planning

Short term planning focuses on daily, weekly or perhaps monthly execution needs.

The Maintenance Scheduler optimizes WOs from the leveled long term plan by using updated constraints and actually available resources. With what-if simulations he can find the most optimal WO, and then submit it to the ERP system or directly to the internal Work Center or external service provider.

In a system we built for an Oil & Gas company, the time required to schedule 1,000 WOs took about 15 minutes.

Our Offer

An experienced maintenance consultant will provide a comprehensive analysis of your current situation, with the target of significant reliability improvement and cost savings.

Based on this analysis we jointly work out a realization plan. This might be followed by development of a detailed Requirements Specification for a long term improvement plan.

Any software part of such a plan can be architected and built by us, tailored to your needs, and using our domain experience.

Finally, we support you for installation, rollout, user training, and ongoing improvements.


As mentioned before, there are different maintenance strategies, and different optimization opportunities.

We have the expertise to build a system addressing your particular needs, whether currently you’re planning manually with PC tools like Excel, whether you use SAP to generate unleveled Maintenance Plans, or whether you use advanced systems like Meridium or Cassantec.

We are happy to discuss the opportunity to improve your Maintenance effectivity!

Also read GERSIS Value Proposition for Resource Planning.
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