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PPM stands for Planned Preventive Maintenance. It is maintenance carried out on a schedule to keep equipment working, rather than in response to something breaking. A PPM schedule sets out what gets serviced, how often, by whom, and against which standard — and in most facility contracts it is the work the client is actually paying for.

SFG20 is the UK industry standard library of planned maintenance schedules for buildings, created in 1990 by the Building Engineering Services Association (BESA). For each asset type it sets out which maintenance tasks to carry out, how often, and with what skills, so owners and contractors can build PPM regimes from a recognised baseline instead of writing them from scratch.

Asset tagging is the practice of attaching a unique, scannable identifier to each piece of equipment so that its history, documentation and maintenance schedule can be retrieved on the spot. It is the groundwork for every other part of a CAFM or CMMS deployment — without reliable tags, the asset register is a guess.

A work order is the instruction to carry out a specific piece of work, and the record of what happened when it was carried out. In facility management it is the basic unit of everything — the asset it relates to, who raised it, who did it, how long it took, what it cost, and whether it met the service level agreed with the client.

CAFM stands for Computer-Aided Facility Management. It is software that gives a facilities team one system of record for its buildings — the asset register, planned and reactive maintenance, work orders, contractors, space, and compliance evidence. The point of a CAFM system is that everything about a property portfolio lives in one place instead of across spreadsheets, WhatsApp groups and a filing cabinet.