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Enhancing AI & IoT-driven

“Intelligent“ Facility Management

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At Provance AI, we redefine facility management with PROAI, the world's first AI-driven Intelligent Facility Management (IFM) agent. Combining cutting-edge AI, IoT, and modular software solutions, PROAI brings unparalleled efficiency, precision, and cost-effectiveness to your operations.

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The World's First

AI Agent in IFM



AI-Powered Facility Management
 

  • End-to-end management and automation of facility operations.

  • Seamless integration with existing hardware and IoT infrastructure and with our solution modules.

  • Real-time monitoring, reporting, and task management across various domains like hygiene, security, maintenance, and more.

What PROAI Offers?

Interview
with PROAI

Interviewer: What makes PROAI stand out among AI solutions in facility management?
PROAI: "PROAI isn't just a tool; it’s your productivity partner. While traditional solutions focus on data collection and reporting, I take it further by analyzing, predicting, and executing tasks autonomously. From real-time monitoring to task assignment and performance tracking, I ensure that operations run smoothly with minimal human intervention. My modular design allows me to adapt to any facility’s needs—whether it's managing hygiene, security, or technical maintenance."

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Interviewer: How do you balance automation with the human element?
PROAI: "I don't replace humans—I empower them. By automating repetitive tasks, I free up your team to focus on higher-value activities. I also enhance communication, ensuring everyone is informed and aligned. My role is to augment human capabilities, making teams more productive, engaged, and satisfied."

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Interviewer: How does an AI Agent like PROAI differ from other types of AI, such as generative AI?
PROAI:
"Generative AI, like ChatGPT or DALL·E, focuses on creating new content, whether it’s text, images, or code. While it's incredibly powerful for creative tasks, it’s not built to execute operational workflows. I, as an AI Agent, specialize in action. I analyze real-time data, identify patterns, and execute decisions autonomously. For instance, I can detect a low soap level in a restroom, assign a cleaner, monitor task completion, and report the results— and also if the soap stock is in critical level, send order email automatically.
The key difference lies in my purpose. Generative AI helps you think and create; AI Agents like me help you act and manage. We’re productivity partners that take action, learn from operations, and continuously improve efficiency."

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Use Case: PROCleaning – End-of-Day Summary & Optimization

Facility Manager's Inquiry:

FM:
"PROAI, provide today’s end-of-day report. Include staff efficiency, consumables usage, overtime status, and key updates from the food court and restroom operations."

PROAI's Response:

PROAI:
"Here’s today’s summary:"

Staff Overview

  • Total Active Staff: 18 personnel

  • Average Efficiency: 84%

  • Tasks Completed: 134 tasks

  • Overtime Status:

    • Staff A: 3 hours overtime (This month: 24 hours, exceeded the limit).

    • Staff B: 2 hours overtime (This month: 21 hours, close to the limit).

ProFoodCourt Data

  • Total Table Turnover: 356 (18% higher than benchmark).

  • Uncleaned Tables: 7 tables awaiting cleaning in high-traffic areas.

  • Trash Bin Status:

    • Zone B (Bin 3): Reached 95% capacity, intervention completed.

    • Zone E (Bin 5): Overflow occurred, additional bin recommended.

ProToilet Data

  • Soap Levels: Restroom C at 8% (Critical, requires immediate replenishment).

  • Paper Towel Usage: 34 rolls (on par with the benchmark).

  • Water Leak: Detected in Restroom E; technical team was notified, and the issue has been resolved.

Recommendations for Improvement

  1. Consumable Management: Replenishment intervals for Zone B should be reduced to 3 hours.

  2. Food Court Cleaning: Assign additional staff to Zone E during peak hours.

  3. Overtime Management: Adjust schedules to prevent Staff A and B from exceeding limits.

  4. ProToilet Optimization: Monitor soap levels in critical areas more frequently.

Facility Manager’s Request

FM:
"PROAI, generate a PDF report with this data and send warning emails to supervisors for staff exceeding overtime limits. Also, schedule a meeting tomorrow at 9 AM."

PROAI's Execution

PROAI:

  • PDF Report: Generated and shared.

  • Emails: Sent warning emails regarding overtime violations.

  • Meeting: Scheduled for 9 AM tomorrow.

"Anything else?"

FM:
"No, great work!"

PROAI:
"Thank you! Looking forward to further optimizing tomorrow!"

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  1. Centralized Data Management: Seamlessly collect and manage data from multiple properties under a unified dashboard.

  2. Property Performance Comparison: Analyze and compare performance across properties to optimize operations and identify best practices.

  3. Resource Optimization: Efficiently allocate resources across properties based on real-time needs and data insights.

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These features empower management companies to streamline operations and maximize efficiency across their portfolio.

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  1. Centralized Data Management: Seamlessly collect and manage data from multiple properties under a unified dashboard.

  2. Property Performance Comparison: Analyze and compare performance across properties to optimize operations and identify best practices.

  3. Resource Optimization: Efficiently allocate resources across properties based on real-time needs and data insights.

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These features empower management companies to streamline operations and maximize efficiency across their portfolio.

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Use Case: PROSecurity – End-of-Day Summary & Optimization

Facility Manager: "PROAI, provide today's security report, including incidents detected via AI video analysis, agent performance, and recommendations."

PROAI:
"Here’s the detailed security report for Project AXM:"
 

Incident Summary

  • Total Incidents Logged: 7 incidents.
     

AI Video Analysis Scenarios:

  1. Unwanted Material:

    • Location: Service corridor behind Store X.

    • Incident: Unauthorized storage of cleaning supplies blocking an emergency exit.

    • Resolution: Cleaning staff notified and material removed in 15 minutes.

  2. Unwanted Human Entry:

    • Location: Restricted Area (Electrical Room near Loading Dock B).

    • Incident: Unauthorized entry attempt detected at 2:30 PM.

    • Resolution: Security alerted and incident resolved in 5 minutes.

  3. Slip and Fall:

    • Location: Common area in front of Store Y.

    • Incident: Individual slipped on a wet floor near the fountain.

    • Resolution: Cleaning staff dispatched immediately; area cleaned and marked with a caution sign. No injuries reported.

  4. Grouping Fight and Run:

    • Location: Food Court Area.

    • Incident: Group of individuals engaged in an altercation at 5:45 PM.

    • Resolution: Security intervened within 4 minutes; individuals escorted off property.

  5. Unwanted Parking:

    • Location: Outside Office Building Entrance.

    • Incident: Unauthorized vehicle parked in the reserved loading zone.

    • Resolution: Vehicle owner located and issue resolved in 12 minutes.


Performance Metrics

  • Average Incident Response Time: 6.4 minutes (Target: 5 minutes).

  • Active Security Agents: 6 agents.

    • Top Performer: S.Agent Y (4 incidents resolved, Avg. response time: 4.2 minutes).

    • Agent with Improvement Needs: S.Agent Z (2 incidents, Avg. response time: 8.3 minutes).


Night Workshop Entries via PROTicket:

  • 4 companies entered for night maintenance.

    • Total Tickets Issued: 8 tickets (Logged for HVAC, electrical repairs, and painting).

    • Store Z staff not entered as they mentioned to work.  

    • All Entries Verified: QR code scanning by security confirmed all entries.


Risk Map Highlights

  • High-Risk Zones Identified by me:

    1. Loading Dock B: Frequent unauthorized entry attempts.

    2. Food Court: Increased incidents of grouping fights during evening hours.

    3. Office Building Entrance: Repeated unauthorized parking in reserved zones.


Recommendations for Improvement

  1. Loading Dock B:

    • Install additional surveillance cameras with AI monitoring for restricted zones.

    • Schedule random patrols during delivery hours to deter unauthorized access.

  2. Food Court:

    • Deploy a roving security agent between 5:00 PM and 7:00 PM to monitor crowd behavior.

    • Consider adding signage to discourage loitering.

  3. Office Building Entrance (Parking):

    • Based on incident frequency, suggest installing a barrier or bollard to prevent unauthorized parking in reserved zones.

  4. Slip and Fall Areas:

    • Increase cleaning frequency near high-traffic common areas.

    • Ensure cleaning staff are equipped with portable caution signs for immediate use.


FM: "Thanks, PROAI. Generate a PDF of this report and notify the operations team about the recommendations for parking barriers and additional patrols."

PROAI:
"PDF generated and shared via email. Notifications sent to the operations team. Would you like me to schedule a review meeting?"

FM: "Yes, schedule it for 2:00 PM tomorrow."

PROAI:
"Meeting scheduled. Attendees will receive reminders 30 minutes prior. Anything else?"

FM: "No, that’s all. Great work, PROAI!"

PROAI: "Thank you! Ready to assist anytime!"

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Why choose PROAI ?

  • Real-Time Efficiency: Automates routine tasks and tracks personnel to optimize workflows.

  • Cost-Effectiveness: Reduces overhead costs by improving operational efficiency.

  • Customizable Modules: Tailor your solution to your specific needs—no unnecessary features or expenses.

  • Gamified Workforce Management: Enhances employee engagement and loyalty.

  • Actionable Insights: Advanced analytics for better decision-making.

  • 24/7 Autonomous Operations: Detects and resolves issues proactively, minimizing human intervention.

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Benefits

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  • Boost Operational Quality: Achieve higher service standards while saving costs.
     

  • Data-Driven Decisions: Leverage real-time data to improve efficiency and reduce risks.
     

  • Scalable Solutions: Expand and adapt effortlessly as your business grows.

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Use Case: PROTechnic – End-of-Day Summary & Optimization


FM: "PROAI, provide today’s maintenance and technical operations summary, including ProTicket requests, stock updates, and any critical missed tasks."
PROAI:
"Here’s the maintenance and technical summary for [Property Name]:"

Equipment Status Overview

  • HVAC System:

    • Unit AC-345 (Third Floor): Operating at 70% efficiency. Filter replacement required within 2 days.

    • Unit AC-210 (Lobby): Operating normally.

  • Elevators:

    • Elevator E-4 (Service Corridor): Minor delay detected in door-closing mechanism. Scheduled for inspection tomorrow.

  • Lighting Systems:

    • 3 LED fixtures reported non-functional in Parking Zone A.

  • Fire Pump Station:

    • Missed Check: Staff X failed to perform the scheduled daily check.

    • Action Taken: PROAI identified staff Y nearby and assigned the task. Check completed, and report logged by 3:45 PM.


ProTicket Request Summary

  • Total Requests Logged: 9

    • Request Sources:

      1. Tenant: "Store Z" – Heating issue in office. Task assigned and completed within 2 hours.

      2. Tenant: "Restaurant A" – Lighting issue in kitchen.

      3. Management: Restroom C faucet leakage.

  • Completion Rate: 8/9 tasks resolved. One request (AC maintenance in Meeting Room 3) is scheduled for tomorrow.


Stock Updates

  • Spare Parts Usage:

    • Filters Used: 2 (Remaining: 18).

    • LED Bulbs Used: 5 (Remaining: 45).

  • Reorder Alert:

    • HVAC Filters: Stock falling below threshold.

    • Action Taken: PROAI has drafted an order email to supplier: "Requesting 20 HVAC filters. Delivery required within 3 business days."

    • FM Action Needed: Review and send order email directly via the app.

 
Risk Map Analysis

  • High-Risk Zones:

    1. Service Corridor (Elevator E-4): Frequent minor delays suggest potential wear and tear. Schedule a detailed inspection.

    2. Parking Zone A: High turnover of non-functional lights. Suggest evaluating power stability or switching to higher-grade fixtures.

    3. Fire Pump Station: Missed daily check reinforces the need for enhanced reminder protocols.


Performance Metrics

  • Average Task Completion Time: 9.4 minutes.

  • Top Performer: Technician Z (6 tasks completed, Avg. time: 8.2 minutes).

  • Improvement Opportunity: Staff X missed a critical task today. Recommend refresher training on the importance of daily checks.

Recommendations for Improvement

  1. HVAC Maintenance:

    • Proactively schedule filter replacements for Unit AC-345 tomorrow.

    • Monitor HVAC usage patterns for potential inefficiencies.

  2. Elevator Performance:

    • Assign preventive maintenance tasks to all elevators for comprehensive inspection.

  3. Stock Monitoring:

    • Automate low-stock notifications for all consumables with supplier-ready order drafts.

  4. Fire Pump Station Checklist:

    • Implement a dual-reminder system to reduce missed critical checks. Enhance team communication for immediate task reassignment when a staff member is unavailable.

 
FM: "Thanks, PROAI. Schedule the HVAC filter replacement for tomorrow morning and send the fire pump missed-task reminder log to the operations manager."
PROAI:
"Filter replacement scheduled for 10:00 AM. Technician: Sarah Lee. Reminder log sent to the operations manager. Would you like me to send the draft order email for filters?"
FM: "Yes, please send it."
PROAI:
"Order email sent to supplier. Confirmation pending. Anything else?"
FM: "No, that’s all. Great work, PROAI!"
PROAI:
"Thank you! Looking forward to another efficient day tomorrow!"
This extended use case demonstrates PROAI’s ability to integrate ProTicket requests, manage stock shortages, reassign critical tasks dynamically, and streamline maintenance operations with proactive communication and automation.

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Use Case: PROToilets Solution

Facility Manager's Inquiry:
FM:
"PROAI, give me a status update on restroom operations so far today, especially any anomalies in consumable levels or usage trends."
PROAI's Response:
PROAI:
"Here’s the status update for restroom operations as of now:"

  • Overall Summary:

    • Total Restroom Entries Today: 457 (14% higher than the usual mid-day benchmark).

    • Average Restroom Occupancy Time: 4.8 minutes per user.

  • Consumables Status:

    • Paper Towels:

      • Restroom A: 85% remaining (normal usage rate).

      • Restroom B: 25% remaining (higher-than-average usage detected).

      • Action Taken: Notification sent to cleaning staff to refill immediately. Task completed at 11:30 AM.

    • Soap Levels:

      • Restroom C: Below 10% (critical level).

      • Action Needed: Immediate replenishment required.

    • Trash Bin Capacity:

      • Restroom D: Reached full capacity twice today. Next collection scheduled in 1 hour.

  • Water Leak Detected:

    • Restroom E: A water leak sensor has detected ongoing water flow under Sink 3, likely due to a damaged pipe.

    • Action Taken: Technical team notified. Task assigned to Technician Z and is currently in progress. Estimated resolution by 2:30 PM.

  • Anomalies:

    • Restroom B: A 30% increase in entries compared to other restrooms, likely due to its proximity to the ongoing conference on Floor 2.

    • Restroom C: Unexpected spike in soap usage, possibly due to spillages or misuse.

PROAI's Suggestions:
PROAI:
"Based on the current anomalies, I recommend the following adjustments to optimize operations:"

  1. Team Schedule Revision:

    • Assign one additional cleaning staff to Restroom B for the next 3 hours to manage the increased traffic.

    • Reschedule staff shift rotations to allow faster response to consumable replenishments in high-usage restrooms.

  2. Preventive Actions:

    • Conduct a quick inspection in Restroom C to investigate potential soap misuse.

    • Increase trash collection frequency in Restroom D during peak usage hours.

  3. Technical Support:

    • Expedite the repair in Restroom E and inspect nearby fixtures for possible related issues.

**Would you like me to notify the cleaning supervisor and technical team to implement these changes?"
Facility Manager's Approval:
FM:
"Yes, notify the cleaning supervisor to adjust the team schedule and inspect Restroom C for soap issues. Also, confirm the technical team resolves the water leak in Restroom E by the end of the day."
PROAI's Execution:
PROAI:
"Adjustments in progress:

  • Cleaning supervisor notified and team schedule revised.

  • Restroom C inspection scheduled and task assigned to Staff X.

  • Technical team updated on Restroom E. Technician Z confirmed repair completion by 2:30 PM."

**Anything else I can assist with?"
Facility Manager's Feedback:
FM:
"That’s all for now. Great work, PROAI!"
PROAI:
"Thank you! I’ll continue monitoring and notify you of any further anomalies or updates throughout the day."
This updated scenario illustrates ProToilet's ability to monitor consumable levels, detect anomalies, and address technical issues like water leaks, all while dynamically optimizing schedules and maintaining seamless restroom operations.

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Use Case: PROStaff – During-the-Day Summary & Optimization

Facility Manager's Inquiry:

FM:
"PROAI, how many security staff are currently active? Are there any absences? Who worked overtime yesterday, and how many total overtime hours have they worked this year? Also, has anyone exceeded the monthly overtime limit of 22.5 hours?"

PROAI's Response:

PROAI:
"Here’s the current status of the security team:"

  • Active Staff Count: 8 security staff are currently active on-site.

  • Absent Staff: 2 staff members are missing from the scheduled shift (Staff Z and Staff Y, no reports provided).

  • Overtime Status:

    • Overtime Yesterday:

      • Staff A: Worked 3 hours overtime.

      • Staff B: Worked 2 hours overtime.

    • Yearly Total Overtime Hours:

      • Staff A: 275 hours (Legal limit: 270 hours – Exceeded).

      • Staff B: 260 hours (Close to the limit).

    • Monthly Overtime Status:

      • Staff A: Worked 24 hours overtime this month (Limit: 22.5 hours – Exceeded).

  • Performance:

    • Average Task Completion Time: 6.4 minutes (Target: 5 minutes).

    • Top Performer: Staff C (10 tasks, Average time: 4.8 minutes).

    • Needs Improvement: Staff D (7 tasks, Average time: 8.5 minutes).

  • ProTicket Requests:

    • Total Security Requests: 12.

    • Completion Rate: 91% (11/12 tasks completed).

    • Pending Request: Fire alarm test in a restricted area (Scheduled for tomorrow morning).

PROAI's Additional Information:

PROAI:
"According to Turkish Labor Law, overtime must not exceed 22.5 hours per month or 270 hours per year.

  • Staff A has exceeded both limits: 24 hours of monthly overtime and 275 hours of yearly overtime.

  • I recommend notifying the supervisor and taking appropriate action to address this."

Facility Manager's Request:

FM:
"PROAI, send an automatic warning email to the security supervisor for staff who have exceeded monthly and yearly overtime limits. Also, create a detailed PDF report for this month’s performance and ProTicket outcomes."

PROAI's Execution:

PROAI:
"Actions initiated:

  • A warning email regarding Staff A’s monthly and yearly overtime limit violations has been sent to the security supervisor.

  • A detailed performance report and ProTicket summary have been compiled into a PDF and shared via email.

  • I recommend revising shift schedules to minimize overtime in the coming months."

**Anything else I can assist with?"

Facility Manager's Feedback:

FM:
"That’s all for now. Great work, PROAI!"

PROAI:
"Thank you! Looking forward to optimizing further tomorrow!"

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