Digital Product Passport and CMMS system

The Digital Product Passport (DPP) is changing the way we think about products. From design, through maintenance, to reuse and disposal. For companies managing large fleets of machinery or complex equipment, DPP offers a real opportunity for numerous benefits. What can be gained? Primarily, greater transparency and cost reduction, as well as improved ESG scores. In practice, it is a product information system whose value and credibility largely depend on the quality of data. This is where CMMS comes into play – we present the most important information about DPP and CMMS support.

What is a Digital Product Passport (DPP)?

The Digital Product Passport is a planned mechanism for electronic product “identity.” The use of the word “passport” here is not coincidental. Similar to a passport as an identity document for humans, a Digital Product Passport (DPP) is a set of structured information about a given device, available in digital form, for machines. What does it contain? This includes composition, origin, performance parameters, service history, repair instructions, possible recycling paths, and other data relevant to a sustainable lifecycle.

In the European Union, the DPP concept has been incorporated into the ESPR (Ecodesign for Sustainable Products Regulation). From this perspective, it serves as a mechanism for increasing transparency and enabling the implementation of circular economy principles. Importantly, it is not merely a marketing idea. It is part of a legal and technical framework that will impose minimum information requirements for many product groups.

Work is currently underway to finalize the regulations regarding the DPP. The mandatory machine passport requirement will come into effect in 2026. Initially, it will apply to the electronics, textiles, and battery industries. From 2027, it will also apply to the steel and iron and steel industries, among others. The full implementation schedule is available on European Union websites.

What data should a DPP contain? The scope and role of service information

DPP can encompass a fairly wide range of data, depending on machine characteristics and regulations for the specific type of equipment. However, for maintenance practitioners, the most important operational information will be:

• device identification,
• detailed inspection and repair history,
• replaced parts,
• number of working hours,
• work cycles,
• emergency alerts,
• software updates applied,
• physical modifications applied.

Such records not only enhance the informational value of the passport, but also enable the assessment of actual wear and tear and analysis of component suitability for repair or recycling. Maintenance and service data will be a mandatory element of the DPP, or at least a key factor in assessing product conformity.

CMMS – a natural data source for DPP

CMMS (Computerized Maintenance Management System) software provides key support for maintenance. Its functionality includes centralizing information regarding a company’s fixed assets. What does this mean? It encompasses issues such as equipment inventory, maintenance schedules, service orders, spare parts inventory control, cost reports, and performance reports. As a result, CMMS systems help plan work, record events, and document technical corrections. It’s clear that such programs do exactly what DPP needs – they provide operational records that are reliable, dated, and linked to a unique device identifier.

In practice, CMMS can be used in various ways in the context of DPP. For example, it can provide automatic logs regarding completed orders or part numbers. It also provides access to supporting documents (photos, reports). This, in turn, increases both the reliability and auditability of DPP.

Data mapping between CMMS and DPP, i.e. what and how to send

For a CMMS to be an effective DPP source, thoughtful data mapping is essential. What information can be conveyed? Here are sample data categories for export from a CMMS.

• Unique product identifier – UID, serial number or GID.
• Inspection history – including date, contractor, description of work and KPIs (e.g. man-hours).
• Repair history – causes of failure, replaced parts (with catalog numbers), costs.
• Modernizations and modifications – both technical components and new software versions.
• Diagnostic data – sensor readings, test results.
• Supporting documentation. This may include, for example, operating manuals, certificates, repair photos, or test reports.

Technically, data transfer can be accomplished via API, CSV/XML export according to a predefined schema, or through middleware that normalizes data before saving. In each case, identifier and data consistency is key. Each event in the CMMS must be associated with the same UID used in the DPP.

Identification Standards and Interoperability: GS1 and Other Initiatives

Effective DPP implementation requires identification standards and data formats. This allows different systems to correctly understand the same information. Some organizations are already working to adapt existing standards to meet DPP needs. One such organization is GS1, which is working on, among other things, product identification using 2D standards and a syntax for referencing web resources.

What does this mean in practice? The most important aspect here is the use of standardized identifiers, such as GTIN, GIAI, or serial numbers with a specific syntax. This is also complemented by metadata in a fixed format. All this facilitates integration between CMMS, ERP systems, supply chain management systems, and DPP records. GS1 documents also describe technical scenarios and recommended integration practices.

Data model: model, series, and instance. Three levels of DPP

In legislative and technical practice, three levels of DPP are often distinguished. They are most often referred to as model, series, and instance:

• model – information common to the entire product line;
• batch – production data for a group of items;
• single item (item-level) – full history of a given device.

In the context of a CMMS, the most valuable records are those at the last level. This is where the unique history of operations and repairs resides. However, it’s worth remembering that some data is better stored at other levels. For example, the material composition of a component corresponds to the model level, while serial numbers of parts from a single shipment correspond to the batch level. Therefore, when designing mapping, it’s also worth considering the multi-layered data structure.

Integration Architecture: Practical Patterns for DPP

The requirement to implement DPP also requires adapting integration between existing systems. When considering data acquisition from a CMMS, several typical patterns can be identified. One is direct API integration. This approach utilizes endpoints provided by the CMMS, from which the DPP system retrieves events in real time. Some companies also rely on middleware as a normalization layer – the middleware collects data from the CMMS or other systems, converts it to the DPP format, and transmits it to the database.

An alternative is event streaming. This approach publishes critical events (e.g., failures, parts replacements) as stream events. This allows for near-real-time passport updates—a suitable choice for large organizations operating in dynamic environments. The final choice depends on scale, security requirements, and infrastructure characteristics. For many organizations, the safest approach is a multi-step approach—first, historical export and mapping of key fields, followed by automation of new entries.

Data security, privacy and auditability

It’s also worth noting potential threats related to DPP. Possible risk areas include history manipulation, unauthorized access to technical data, and leakage of information about device vulnerabilities. Therefore, appropriate security measures are essential. Authentication and authorization (roles, tokens, SSO) are key. Audit records (i.e., who made changes, when, and what) should also be closely monitored. Document versioning and change history mechanisms will help achieve this. Furthermore, some technical data should be accessible only to specific individuals—e.g., service technicians or regulators. Additionally, it’s worth considering techniques that increase trust in entries, including digital signatures and certified logs.

Business benefits – compliance, ESG and operational value

Feeding DPP with reliable data from a CMMS not only ensures regulatory compliance, but also provides real benefits for ongoing company operations. This allows, among other things, the ability to make better decisions regarding machine overhauls or replacements thanks to accurate wear and tear history. This also translates into more efficient spare parts inventory management. Another advantage is extending the lifespan of equipment and increasing reuse or recycling rates. Integrating CMMS and DPP pays for itself through reduced downtime, lower parts costs, and greater transparency of maintenance costs.

QRmaint is a comprehensive, advanced CMMS system, fully ready for integration with DPP architecture. We invite you to explore the information on our website and contact QRmaint representatives to learn more.