Unified Digital Maintenance for Air and Ground Emergency Operations

Client Overview

The Challenge

CareFlight operates a fleet of helicopters, fixed-wing aircraft, and road ambulances across Australia to deliver emergency medical care and patient transport.
The organization manages thousands of critical medical and aviation assets — including ventilators, stretchers, monitors, infusion pumps, and flight equipment — all requiring stringent maintenance and compliance tracking.

Key operational challenges included:

• Manual fault reporting and breakage tracking by the clinical teams.
• Lack of visibility into equipment operational status across multiple facilities.
• No unified digital record of audits, inspections, and scheduled maintenance.
• Disconnected financial reporting between maintenance costs and Sage Intacct.
• Time-consuming posting of depreciation, revaluation, and disposal data for fixed assets.

CareFlight needed a centralized, cloud-based CMMS that would not only digitize maintenance and audit workflows but also sync seamlessly with Sage Intacct for accounting automation.

The DreamzCMMS Solution

DreamzCMMS implemented a fully integrated Asset Management & Maintenance Platform tailored for CareFlight’s medical, technical, and aviation teams.
The platform connected clinical users, engineers, and finance teams under one ecosystem — automating fault reporting, service tracking, auditing, and asset depreciation posting directly to Sage Intacct.

Core Modules Implemented

1. Clinical Team Fault & Breakage Management

• A new Fault/Breakage module allows medical and support teams to log equipment issues directly from the web panel or mobile app.
• Fault records capture:
  1. Equipment details, serial numbers, and fault descriptions.
  2. Operational status (Functional, Faulty, Away for Service).
  3. Service assignment (internal or external vendor).
• Workflow:
  1. Clinical users report faults.
  2. Equipment Lead reviews and assigns for repair.
  3. After service, the asset status transitions to “Awaiting Operational Check.”
  4. Upon verification, it is marked as “Functional.”
• The mobile app allows on-site QR code scanning, quick fault reporting, and photo attachment for evidence.

2. Audit Management Module

• Comprehensive Audit Management for scheduled and ad-hoc inspections of medical and aviation equipment.
• Admins or leads can create, assign, and track audits across locations (e.g., “Quarterly Medical Equipment Audit – Darwin Base”).
• Supports:
  1. Audit templates and custom checklists for various departments.
  2. Tagging of multiple assets per audit.
  3. Audit scheduling via web or mobile app.
• Clinical staff can conduct audits offline using the mobile app, record findings, and attach images.
• Audit outcomes generate two reports:
  1. Completion Summary Report — Overview of audit findings.
  2. Completion Inventory Report — Detailed equipment-wise audit results.
• QR codes at each base allow instant audit requests from the field via the Request Portal.

3. Scheduled Maintenance & Preventive Work Orders

• Integration of Scheduled Maintenance Plans (SMPs) ensures every aircraft, ambulance, and medical device receives timely service.
• SMPs auto-generate preventive work orders and send email/push notifications to responsible technicians.
• Each work order includes:
  1. Equipment history and maintenance instructions.
  2. Linked checklists and compliance forms.
  3. Cost and labor tracking for later posting into Sage Intacct.

4. Fixed Assets & Sage Intacct Integration

The system is natively integrated with Sage Intacct for real-time synchronization of asset and financial data.

Integration Highlights

• Core Master Data Sync: Account groups, departments, vendors, warehouses, and GL codes are fetched from Sage into DreamzCMMS.
• Asset Synchronization: Only selected assets are marked to “Sync with Sage,” ensuring financial control per asset class.
• Purchase & Inventory Integration:
  1. Purchase requests, orders, and receipts sync with Sage’s purchasing module.
  2. Supplies and spare parts update automatically in Sage’s Inventory Control.

Fixed Asset Lifecycle Automation

• Depreciation: Configured using custom methods (straight-line, diminishing, etc.) based on useful life, rate, and commissioning date.
• DreamzCMMS automatically calculates and posts depreciation entries into Sage’s Fixed Asset Journal.
• Revaluation: Finance teams can revalue assets, adjust book values, and extend useful life; updates are reflected in Sage’s Revaluation Journal.
• Disposal: When an asset is sold, scrapped, or written off, DreamzCMMS triggers a disposal transaction posting gains/losses to Sage automatically.
• Work-in-Progress (WIP) Assets: WIP assets sync from Sage, allowing users to categorize and activate them for maintenance once commissioned.

API-Level Integration
The system uses Sage Intacct’s APIs for secure data transfer, covering endpoints such as:

• Vendor, Customer, Account, Tax, and Warehouse APIs
• Fixed Asset and Depreciation Book APIs
• Purchasing & Sales Transaction APIs
• Bills and Journal Entry APIs

5. Reporting & Analytics

• Unified dashboards display:
  • Active faults, overdue audits, and scheduled maintenance.
  • Depreciation summaries and YTD asset valuation reports.
• Key Reports include:
  • Asset Valuation Journey Report
  • Depreciation by Department
  • Product-Wise Depreciation Summary
  • Audit Completion Summary
  • Disposal & Revaluation Reports
• Reports are exportable to Excel or PDF and auto-synced with Sage Intacct for financial visibility.

Key Features Utilized

• Fault/Breakage Logging & Operational Tracking (Web & Mobile)
• Audit Scheduling & Completion Reports
• Preventive & Corrective Maintenance Management
• Fixed Asset & WIP Asset Sync with Sage Intacct
• Automated Depreciation, Revaluation & Disposal Posting
• API-Based Accounting Integration
• Departmental Depreciation & Asset Valuation Reports
• Request Portal with QR Code Scanning
• Role-Based Access & Multi-Facility Dashboard

Key Results / Outcomes

• 100% digital audit and fault management for clinical and equipment teams.
• Automatic financial postings of depreciation, revaluation, and disposals into Sage Intacct.
• Full asset visibility across air and ground facilities via real-time dashboards.
• Reduced manual accounting workload by 60% through Sage API integration.
• Regulatory compliance readiness with complete asset traceability and audit logs.
• Faster equipment turnaround using mobile-based fault reporting and operational validation.

Technology Stack

• DreamzCMMS Cloud Platform
• Sage Intacct Integration (REST/XML API)
• Android/iOS Mobile App for Clinical & Engineering Teams
• QR/Barcode Asset Scanning
• Secure AWS Hosting & Role-Based Access