Blog | Intellis

How to Connect CMMS, FM, and PM Data to Build Smarter Long-Term Capital Plans

Written by Intellis | 2/18/26 2:15 PM

(And Why So Many Facilities Teams Struggle Without a System That Connects It All)

Facilities leaders are sitting on more data than ever — work orders, asset lists, condition reports, project plans, budgets — and yet long-term capital planning still feels like guesswork.

Why?

Most organizations are trying to make strategic funding decisions using systems that were never designed to work together.

CMMS tracks maintenance.

FM tools track operations.

PM systems track projects.

But capital planning lives in the space between all three — and that's where the data gap shows up.

The Hidden Gap Between Operations Data and Capital Decisions

If you're responsible for facilities across multiple buildings, campuses, or regions, you've probably experienced this:

  • Your CMMS tells you what broke
  • Your FM system tells you what you own
  • Your PM software tells you what you're building
  • But none of them tells you what you should fund next, or why

So capital plans get built in spreadsheets, based on:

  • Incomplete condition data
  • One-time assessments
  • Institutional memory
  • Best guesses about risk

That's not a planning problem — it's a data connection problem.

What a Connected Facilities Planning System Actually Looks Like

To build a defensible, long-term capital plan, facilities data has to be:

  • Structured (not trapped in PDFs or spreadsheets)

  • Consistent (apples-to-apples across assets)

  • Updatable (not stale the moment it's published)

  • Connected to funding and project decisions

That's where a system like Foundation fits — not as a replacement for CMMS, FM, or PM tools, but as the layer that connects them.

How the Foundation System Bridges CMMS, FM, and PM

1. Facility Condition Assessments That Feed Real Plans

Foundation starts with structured condition data — captured digitally, standardized across assets, and scored consistently.

That data becomes the backbone of every future decision.

2. Asset-Level Data That Ties to Real Risk

Instead of "this building is old," you get:

  • Which systems are failing
  • What is the cost of deferral
  • What happens if funding is delayed
  • How risk changes over time

3. Capital Scenarios You Can Defend

With connected data, you can model:

  • Budget-constrained scenarios
  • Risk-based prioritization
  • Multi-year funding strategies
  • What happens if budgets increase or decrease

And you can explain why a project is in the plan — not just that it is.

More Than Software: A Planning Framework

This is where many organizations get stuck. They buy a tool, but they don't get a planning system.

Intellis combines:

  • Software (Foundation)
  • Assessment services
  • Data governance frameworks
  • Planning workflows
  • Strategic support for long-term capital planning

So facilities teams aren't just collecting data — they're building repeatable, defensible planning processes that hold up year after year.

Who This Matters Most For

This connected approach is especially valuable for:

If your team is responsible for both maintaining assets and advising on funding decisions, you need more than a CMMS report — you need a planning system.

The Bottom Line: Better Data = Better Decisions

Long-term capital planning isn't about predicting the future perfectly.

It's about making better decisions with the data you already have — and connecting the dots with the data you don't.

When CMMS, FM, and PM data finally work together, capital planning stops being reactive and starts being strategic.

Want to see how the Foundation System connects it all?

Schedule a discovery call to see how assessments, assets, and capital plans come together in one system.

 

 

Additional Resources

 
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