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FM Implementation Checklist
for facility management teams
prepare your team for a controlled rollout

Plan ownership, data, workflows, training and acceptance before rolling out facility management software. Use the checklist to agree responsibilities with your team and implementation partner.

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FM Implementation Checklist — Core Contents
  • Define scope and success criteria
  • Assign accountable owners
  • Confirm the implementation offer
  • Prepare client and site data
  • Prepare asset and AMC data
  • Agree operating workflows
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Resource Guide

Review Each Requirement

Plan ownership, data, workflows, training and acceptance before rolling out facility management software. Use the checklist to agree responsibilities with your team and implementation partner.

01

Define scope and success criteria

Agree clients, sites, services, users, exclusions and measurable acceptance criteria.

02

Assign accountable owners

Name a sponsor, project lead, process owners, data owners and acceptance reviewers.

03

Confirm the implementation offer

Obtain a written CAFMX implementation scope, responsibilities, deliverables and support terms. Confirm the appropriate implementation tier with Quantbit.

04

Prepare client and site data

Clean IDs, locations, responsible contacts and site hierarchy. Resolve duplicates before import.

05

Prepare asset and AMC data

Validate asset IDs, maintenance schedules, contract coverage, dates and ownership.

06

Agree operating workflows

Document planned work, reactive tasks, priorities, escalation and completion evidence.

FM Implementation Checklist

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Use the Resource with Your Team

Plan ownership, data, workflows, training and acceptance before rolling out facility management software. Use the checklist to agree responsibilities with your team and implementation partner.

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FAQ

FM Implementation Checklist Questions

Practical answers for your facility management team.

No. Confirm the available implementation tiers, deliverables and commercial scope with Quantbit. The checklist helps you review the agreed offer.
Use agreed acceptance criteria and pilot evidence to decide readiness. Resolve critical gaps before expanding the rollout.
No. Entries stay in the open page. Print or save a PDF before closing it if you need to retain your review.
Assign an accountable project lead who can coordinate decisions, track dependencies and escalate unresolved issues. Support that lead with a sponsor, process owners, data owners and the people responsible for acceptance. Agree which activities belong to your team and which belong to the implementation partner. Document these responsibilities at the beginning so that configuration decisions, data corrections, training and go-live approval have clear owners.
Prepare the records required by the agreed implementation scope, typically starting with clients, sites, users and the identifiers that connect them. Then validate the asset, maintenance and contract data needed for the selected workflows. Resolve duplicate records and missing required fields before importing. Use a representative trial import to check field mapping, relationships and record counts before approving the wider migration.
Choose pilot sites that represent the workflows and operating conditions the wider rollout must support. Include relevant user roles, service types and exceptions rather than selecting only the simplest site. Keep the pilot scope manageable enough to investigate issues and make corrections. Agree what successful completion means, who will review the evidence and which unresolved issues would prevent expansion to additional sites.
User acceptance testing should cover the agreed workflows from beginning to end using representative records. Check permissions, required data, task ownership, status changes, completion evidence and reporting where these form part of the scope. Include exception scenarios and verify that outputs can be reconciled with source records. Record the result of each test, retain evidence and assign an owner and resolution date to any failed acceptance criterion.
Organise training around each role’s actual work rather than giving every user the same general walkthrough. Technicians should practise field tasks, supervisors should practise assignment and review, and administrators should practise the activities they are authorised to perform. Provide simple operating guidance and a clear route for support questions. Use practical exercises to check understanding and arrange follow-up support for issues discovered during the pilot or early rollout.
Record the errors and identify whether they came from the source data, field mapping, import process or configuration. Assign corrective actions to the appropriate owner and preserve enough information to explain what changed. Repeat the affected checks after correction and reconcile the revised results against the approved source. Do not approve migration solely because an import completed; confirm that the required records and relationships are accurate and usable.
Review whether users are completing the intended workflows and whether the resulting records are accurate enough for operational reporting. Track unresolved issues, overdue work, data-quality problems and support requests against assigned owners. Compare actual use with the acceptance criteria and agreed operating procedures. Schedule a review with the implementation partner to confirm outstanding actions and identify adjustments needed before extending the rollout or adding further scope.

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