Ah yes, time!
Having spent, over recent years, large chunks of my life writing program functions and other routines involved in equipment maintenance databases (yes, sad I know), I guess I could write a book about how much time it all takes (and how best to utilise all that effort) ... if only I had the time! LOL.
Meanwhile, I doubt that you will ever find any
application that will immediately and effortlessly jump through all the reporting hoops that are often required today, without having to invest a fair amount of time and effort in setting the thing up (not to mention transporting - and cleaning up, most likely - your existing data). And who knows what "they" will be asking for (demanding) tomorrow. Perhaps what you really need is report-producing software. That is, retaining your existing database and using *Crystal Reports (or whatever) to generate the reports. But that will still need £££'s of course, plus someone able to drive the thing!
Once again I can only suggest that you speak with Joe Emmerson at Lancaster about ways to integrate "off the shelf" software to produce reports in this or that format.
It is generally possible to export data from (almost) any database into either an intermediary format (for further formatting) or even directly into some other "package" with a view to producing the required report. I am not too familiar with Lotus Approach myself, but what type of files (format) does it deliver?
Or, to cut to the chase:- can Excel import them (for example)?
Maintenance schedules should not present too much of a problem. What exactly do you need them to do, I wonder? How do you like to organise them:- just on a straight calendar basis, or something a bit more interesting, like Risk-Based or what-have-you?
* Other database extraction and report generating software is available!