MasGen ProDONE CMMS

The MasGen ProDONE CMMS is an enterprise-class Computerised Maintenance Management platform that runs the full operational lifecycle — from customer onboarding to contract definition, service requests, work-order dispatch, asset history, inventory, preventive maintenance, invoicing and customer self-service — all on a single SQL-Server-backed engine.

Module catalogue

Architecture

Document numbering

Roles at a glance

Login screen

What to do on first login

1. SuperAdmin — change the default password and review the seeded role privileges in /rolemngaddbtn.
2. SuperAdmin — confirm the 11 module groups appear in the left sidebar.
3. Other users — you'll only see the modules entitled to your role. If something's missing, ask your admin.

Layout you'll see on every page

UM is the foundation of the platform. It controls authentication, role-based menus, departments, designations, employees and the audit trail. The UM module is intentionally locked — its tables and SPs are stable and should not be customised.

Pages & routes

Common actions

Create a user

1. Open User Management → User Management.
2. Click + Add User.
3. Fill First Name, Last Name, Email, Mobile, Department, Designation.
4. Pick a Role from the dropdown.
5. Click Save. A login + invite are created.

Grant a sub-menu to a role

1. Open Role Management - Add.
2. Select the role in the dropdown.
3. Tick the sub-menus the role should access.
4. Click Save. Users with that role see the new menus on next login.

Onboard and maintain the master record of every customer. CM stores the organisational header, plus child records for service sites and contact persons.

Pages & routes

Onboard a new customer

1. Open Customer Management → Customers.
2. Leave Customer Code blank — system auto-generates it.
3. Fill Name, Type; CRN/TRN required for Corporate.
4. Click Save. The system runs a duplicate check (name + phone + CRN) and warns you of possible matches.
5. The new customer immediately appears in the list on the right.

Customer 360

Click 360 on any row to see a tabbed view: Overview, Sites, Contacts, Open SR count, Active Contracts, Outstanding Invoices.

Defines what's covered, when and at what SLA. Contracts gate every service request: when an SR is raised, the system looks up the customer's active contract for SLA timing.

Contract types

SLA tiers — example

Renewal alerts

Open Contract Management → Expiry Alerts. Choose a window (7 / 15 / 30 / 60 / 90 days) and the page lists every contract expiring within it. Each row shows days-to-expiry colour-coded:

• Red — < 7 days, urgent renewal needed
• Amber — 7–30 days, plan the renewal call
• Blue — 30–90 days, informational

The operational heart of the platform. Every customer issue is logged as a Service Request (SR); when work is needed on-site it is converted to one or more Work Orders (WO), assigned to technicians, and progressed through a state machine until completion.

Work Order state machine

Cancelled is reachable from any pre-Completed status.

SR & WO end-to-end pipeline

1. Customer reports an issue — phone, email or via Customer Portal.
2. CSR raises an SR on /service-requests — system runs DevSP_..._CreateSR, looks up active contract, returns Coverage = Covered / NotCovered.
3. Convert SR to WO on /work-orders — system generates WO Number (WO-2026-NNNNN), moves SR to In Progress.
4. Assign technician — naive double-book check (same tech ± 60 mins).
5. Update status — only legal transitions allowed; every move logged in WorkOrderHistory.
6. Complete — labour, parts, customer signature (≥ 10 chars). Triggers invoice generation if T&M / PPV.

Raise an SR — form

Dispatch board

Open SR & WO → Dispatch Board. The grid shows all WOs in the next 7 days (default), grouped by date and technician. Use it to spot gaps and re-balance load.

The asset registry. Every piece of equipment your business services lives here — with full hierarchy (Site → Building → Floor → Room), QR codes, condition history, and supporting documents.

Pages & routes

Build the location tree first

Register an asset

1. Build the location hierarchy first (Site → Building → Floor → Room) on /asset-hierarchy.
2. Open Asset Management → Assets.
3. Fill: Customer, Description, Make, Model, Serial No, Install Date, Warranty Expiry.
4. Click Save. Asset Code (AST-2026-NNNNN) is auto-generated.
5. Click Gen QR on the row — a QR payload is generated and stored.

Condition rating colour code

• 1 — Critical — equipment in unsafe condition, immediate intervention needed
• 2 — Poor — degraded; schedule major service
• 3 — Fair — within tolerance; routine maintenance only
• 4 — Good — operating well
• 5 — Excellent — like new

Manages the people doing the field work — technicians, daily availability, timesheets, and your business' working calendar.

Availability statuses

Onboard a technician

1. Open Field Scheduling → Technicians.
2. Link to a UM User Id (technician must already be a UM user).
3. Fill Employee Code, Skills (e.g. "HVAC, Electrical"), Certifications, Zone Coverage.
4. Save.

Tracks parts, where they are stored (warehouse vs. van stock), every stock movement, and reorder levels. Integrated with WO completion — parts consumed on a WO trigger automatic stock-out entries.

Stock-in / Stock-out

Reorder watch

Define recurring maintenance schedules per asset. The system auto-generates Work Orders when each schedule is due, with checklists tied to that schedule.

Frequency options

• Daily — high-criticality production assets
• Weekly — front-line equipment
• Monthly — most common cadence
• Quarterly — typical for HVAC, lifts
• Annual — major overhauls, regulatory inspections

How auto-generation works

PPM Compliance dashboard

Generates invoices from completed Work Orders, manages credit notes and payment receipts, and produces an aged-receivables view for collections.

Invoice lifecycle

Auto-generate from a WO

1. WO is completed (status = Completed). Trigger: explicit "Generate Invoice" or part of WO completion.
2. System reads WorkOrderLabour + WorkOrderParts for the WO.
3. Builds a Draft invoice with one Labour line (hours × $50) and one Parts line.
4. Computes Sub-total, Tax (5%), Total. Due Date = today + 30 days.
5. Finance officer reviews, clicks Approve — status moves to Approved.

Aged receivables

Live operational dashboards for Customer Service Reps and Operations Managers — KPIs, complaint queue, and processing inbox.

Dashboard KPIs

Processing inbox

Open CRM Web → Processing Inbox. SRs are sorted by Priority (Critical first) then by RaisedAt — top of the list is always the most urgent oldest open item. Work it first.

A self-service portal for customers — view registered products, see service history, and raise complaints without phoning the help desk. Row-level security at the SP layer ensures each customer sees only their own data.

What the customer sees

These conventions are consistent across the application. Once you've done them on one page, you've done them on all.

Status badge colour reference

Soft delete vs hard delete

Auto-generated codes

Anywhere you see a code field (Customer Code, Asset Code, SR Number, WO Number, Invoice Number, etc.), leave it blank to let the system generate per the document numbering convention in chapter 1.

Service Request status

Work Order status

Invoice status