AI System for Prioritising Room Maintenance Reports

The problem

When room reports, occupancy and maintenance history are held in different sources, staff must match fields manually before preparing draft maintenance priorities.

The technical services manager must compare every suggestion in the draft maintenance priorities with the source record; incomplete or conflicting evidence must not replace the final decision.

If an issue originating in a central system is not set aside for separate review, a room with a fault could remain in use; the record must not proceed without a human decision.

What we set out to improve

• Time taken for the draft maintenance priorities, with their supporting evidence, to reach the technical services manager for review
• Outcomes of records sent for human review because the issue originates in a central system
• Number of suggestions corrected after identifying a risk that a room with a fault could remain in use

How the system works

1. 01 Retrieve the room report, occupancy data and maintenance history from permitted sources
2. 02 Verify field and document versions
3. 03 Prepare the draft maintenance priorities with supporting evidence
4. 04 Check the exception: the issue originates in a central system
5. 05 Have the technical services manager accept, correct or reject the suggestion
6. 06 Decision gate: taking the room out of service and planning the maintenance
7. 07 Record the decision and its source separately

Methods we used

• A source-identified data schema for room reports, occupancy data and maintenance history
• A structure that separates deterministic rules from AI suggestions
• A screen showing the draft maintenance priorities alongside the supporting evidence
• A human review queue for issues originating in a central system
• A record identifier that prevents duplicate processing

Where people stay involved

Data and security

Only the necessary fields from room reports, occupancy data and maintenance history should be processed. Role-based access should be applied, and unnecessary identity, health, financial and internal organisational data should not be sent to the model. Source access, the AI suggestion and the technical services manager's decision should be recorded separately.

Who this suits

Frequently asked questions