CMMS software guide: optimizing maintenance workflows (2023)

CMMS software guide: optimizing maintenance workflows (1)

You may have heard the term "CMMS" a lot, which is why you landed on this article by searching for it. But what exactly is it, and why is it important for hardware-intensive organizations like yours?

What is CMMS?

CMMS refers to computerized maintenance management software. Device-intensive companies are deploying devices within their organizations to automate maintenance workflows.

The CMMS maintains a centralized record of all maintenance activities. It helps you plan, prioritize, organize and monitor service events with ease.

Extract valuable information about the condition and repair needs of assets in your organization. Plus, always access up-to-date and accurate information to make informed business decisions.

Why does your company need a CMMS?

If you deal with a wide range of devices on a daily basis, their maintenance becomes crucial to the efficiency of your business. The lack of a dedicated CMMS system leads to unexpected and costly equipment downtime.

If left unaddressed, it could cost your business a lot.

This was revealed by a study conducted by ITICabout 33% of companiessuffered a loss of between $1 million and over $5 million due to unplanned equipment failures. One way to circumvent these costs is to schedule preventive maintenance by implementing CMMS software.

The main reason why most companies have now switched to CMMS systems is to save money and try to improve the lifetime of their assets.

In addition, given the rapid technological advancement in all aspects of the business, it is no surprise that you need to implement it in the field of maintenance as well. Over the years, maintenance management has come a long way from simple punch card scheduling to automated maintenance.

Many tech-savvy organizations now use CMMS software as part of their daily service activities. Here are some of the major sectors that use CMMS to keep their devices in optimal conditions.

(Video) What is a CMMS?

CMMS software guide: optimizing maintenance workflows (2)

CMMS software has helped these industries reduce equipment downtime and total cost of ownership. It has also significantly improved asset reliability and operational efficiency in these sectors.

With many industries benefiting from CMMS, now is the right time for your business to adopt a dedicated CMMS system. It's a surefire way to streamline your maintenance processes.

How to get the most out of CMMS software in your company?

Before you invest or implement CMMS software, you should know its basic functions. With no clear idea of ​​how you can use these features to your advantage, you just spend your money hoping for zero profit.

We'll walk you through some practical ways to get the most out of your CMMS software. Here's what you can achieve if you have a solid CMMS.

1. Automate maintenance management to increase productivity

The main function of CMMS software is the automation of maintenance processes. Eliminate manual inefficiency and prioritize maintenance calls. CMMS also notifies repair crews of upcoming jobs so you never miss a service event.

A good CMMS does not necessarily do the work of a skilled technician, but it does keep an accurate, cloud-based record of all service tasks. This eliminates paper maintenance schedules. Now your technicians don't have to deal with paperwork, but can instead focus their efforts on practical maintenance.

CMMS gets the job done faster and keeps your field assets running optimally.

2. Schedule preventive maintenance to reduce equipment uptime

CMMS software guide: optimizing maintenance workflows (3)

CMMS software gives you the ability to enforce preventive maintenance on your equipment. You can schedule periodic inspections or service before your equipment fails.

CMMS maintains detailed records of your assets, their usage history and depreciation rates. This allows technicians to predict when equipment failure will occur. With the right information, you can send someone to implement a solution before something goes wrong.

(Video) 2020 10 01 12 57 Optimizing the Value of Your Computerized Maintenance Management Software CMMS

This significantly extends the operating time of the equipment. It also ensures that you never fall behind in your daily operations. Besides, it keeps your assets in good condition and keeps your costs down as we will see below.

3. Reduce maintenance costs with asset lifecycle management

CMMS makes your assets more reliable so they require less maintenance. With fewer machine breakdowns, replacement costs are also kept to a minimum. You don't have to waste your budget on expensive machines or spare parts.

Less downtime also means you don't have to call in after-hours technicians in the event of a breakdown. This also reduces the cost of paying for overtime.

CMMS also displays the entire maintenance history of your equipment, so you know exactly how much you spend maintaining your assets. With a dedicated CMMS solution, you can control your maintenance activities and lower your cost of ownership.

4. Use work orders to streamline your maintenance processes

Most CMMS software solutions come with a work order module. With it, you can simplify and track maintenance processes. lets youcreate work ordersfor each maintenance task. You can then assign them to the appropriate technicians and link the relevant inventory items needed for the repair.

You can also add checklists to each work order. They ensure that technicians follow a pre-defined set of procedures to perform the service. These procedures may be specified by the manufacturer or established by the senior technical supervisor. Here is an example of what the checklist will look like:

CMMS software guide: optimizing maintenance workflows (4)

To monitor the progress of each maintenance job, assign a reviewer to each work order and ask them to update the work log for the job as it progresses. Most work order modules also send alerts to technicians when a job is nearing a deadline or running late. In this way, you can be sure that all service requests will be dealt with quickly.

5. Improve on-site support with the mobile app

Maintenance workers typically spend most of their time in the field repairing machinery and repairing tools. This makes it so important for them to install CMMS software on their devices. The ideal CMMS is compatible with Android and iOS devices, so your team can get the right on-site support via their mobile phones.

Thanks to mobile accessibility, field employees record their activities on an ongoing basis.

The system should also allow employees to take photos of defective parts and notify their supervisors and ask them how to solve the problem. With CMMS on your mobile device, you can also request more on-site assistance or service inventory if you run out of resources.

(Video) What is an SAP CMMS system? | On Device Solutions

The upgraded version of the mobile CMMS will also enable access to repair data and perform offline updates. This means you can continue your tasks despite interruptions in internet connectivity in the field.

6. Make data-driven maintenance decisions with detailed reports

CMMS software guide: optimizing maintenance workflows (5)

Most CMMS systems offer data analysis and reporting capabilities. They collect relevant operational data, process and analyze it. In this way, useful information about equipment performance and service procedures can be obtained.

You can even generate custom reports tailored to your business needs to get a multi-dimensional view of your maintenance strategy. Here are some important KPIs you can consider to test our strategy.

1. Performance based KPIs

  • Mean Time To Repair: The average time it takes to troubleshoot and fix faulty hardware
  • Mean time between failures: The mean time between failures of the system
  • Overall Equipment Effectiveness (OEE): Availability * Performance * Quality

2. Operations-based KPIs

  • Percentage Planned Maintenance: The number of scheduled maintenance tasks compared to all maintenance tasks
  • Preventive Maintenance Compliance: The percentage of preventive maintenance tasks that were completed on time

3. Inventory related KPIs

  • Percentage of Slow Moving Parts - Stock Units (SKUs) that haven't been shipped within the specified time
  • Obsolete Parts Percentage: The proportion of inventory that can no longer be used

With these KPIs, evaluate your current remediation practices and modify them to improve performance.

7. Meet compliance and safety standards with calibration management

CMMS helps you meet compliance and safety standards with calibration management. Add audit logs and manufacturer-specified usage guidelines as documents in the system. This notifies each user how to use the computer.

Many industrial equipment, such as scales and pressure sensors, often require regular calibration. This is necessary to ensure that these devices operate and measure within specified tolerances. You can schedule recurring calibration check events for each of these resources.

Each time a calibration date is approaching, the system alerts the appropriate technician so that he can verify the tool's measurements before using it. You can also view a detailed log of all calibration events to make sure you haven't missed any.

(Video) What is a CMMS - The complete Guide

With CMMS, you'll never miss a compliance check and stay compliant with industry standards every time.

What is the ideal CMMS software?

CMMS software guide: optimizing maintenance workflows (6)

Now that we've covered the ways to use CMMS software, let's take a look at what the perfect CMMS software looks like.

Let's start with the fact that the ideal CMMS system is one that offers all the features listed above. You must manage all assets, service events, work orders, calibration and preventive maintenance schedules, and analytics.

It should also be easy to integrate with your current business applications and workflows. Cloud-based CMMS software is often recommended over on-premises software because the former saves on deployment and maintenance costs.

That being said, a CMMS can only help your employees if they actually use it. It can't reach its potential if it has a complicated user interface or is too hard to understand. That is why it is so important to choose a CMMS software that has a simple and intuitive interface and dynamic features.

The best CMMS provider is one that offers seamless implementation and 24/7 technical support. It should give you the freedom to focus on maintenance tasks rather than figuring out how the software works. Enter EZOfficeInventory, easy to usecomputerized maintenance management software (CMMS)!

Information about the EZOffice inventory

EZOfficeInwentarzGMAO softwareallows you to track, maintain and report maintenance tasks from anywhere at any time. we offer15-day free trial- No credit card required!

Read more: Best practices for contracting maintenance work

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(Video) What is a Computerized Maintenance Management System (CMMS)?


Why do CMMS implementations fail? ›

Poor implementation practices.

One common failure is in how the solution is implemented. For example, every field in the CMMS could be enabled even when not all fields are necessary, causing confusion or missteps. Users can become overwhelmed by the amount of effort a specific activity takes.

How is CMMS used in maintenance? ›

A computerized maintenance management system or CMMS is software that centralizes maintenance information and facilitates the processes of maintenance operations. It helps optimize the utilization and availability of physical equipment like vehicles, machinery, communications, plant infrastructures and other assets.

How do you evaluate a CMMS software? ›

Evaluating And Implementing A CMMS Software
  1. Create A Team For The CMMS. The selection of CMMS software should be started with the help of a team. ...
  2. Setup Necessary Criteria And Goals. ...
  3. Always Have Standards. ...
  4. Training Is Important. ...
  5. Implement Software. ...
  6. Evaluate Progress. ...
  7. Ensure To Always Perform A CMMS Audit. ...
  8. Consider Restructuring.
Jan 11, 2022

What is the average time it takes to implement a CMMS system? ›

A typical CMMS implementation for a construction or construction materials company takes six to 12 months.

What is the disadvantage of CMMS? ›

Some disadvantages of CMMS hosted in the cloud are customization costs and security. It is generally easy to customize the CMMS to a company's needs by inserting or removing modules or connecting to other integrated platforms, but not always. The costs of doing so can quickly pile up.

What is the common issues during system implementation? ›

There are many potential problems with system implementations: poor project management, poor planning, end-user resistance or lack of time to learn the new system, data management issues, false promises from vendors and consultants during the sales cycle, internal politics and more.

What makes a good CMMS? ›

Your CMMS should be able to come alongside your preventive maintenance strategy and, as a direct result, manage asset health throughout your facility. For example, a highly effective CMMS gathers information on your assets constantly. This is one of the major steps to a quality preventive maintenance program.

How accurate are CMMS? ›

For a CMM using a touch probe, this relates to the repeatability of the probe and the accuracy of the linear scales. Typical probe repeatability can result in measurements of within . 001mm or . 00005 inch (half a ten thousandth) over the entire measurement volume.

How can I improve my CMMS? ›

10 Steps to a Successful CMMS Implementation
  1. Calculate the value. ...
  2. Work closely with key departments. ...
  3. Budget realistically. ...
  4. Organize maintenance data. ...
  5. Lead the project from the top down. ...
  6. Find a reliable vendor and select functionality conservatively. ...
  7. Implement gradually.

What are two types of CMMS? ›

There are two common types of CMMS software: Web-based (also known as Cloud-based) and on-premise CMMS software. Web-based CMMS software, the client's database is hosted on the vendor's server and accessible via the Internet.

What is the conclusion of CMMS? ›

Conclusion. The main benefit of CMMS software is that it helps management track activities of their maintenance teams, calculate expenses and allocate resources.

What is the example of CMMS? ›

For example, CMMS software can track vital equipment data like the number of available wheelchairs for use in a retirement community or how many specialized hospital beds are currently occupied by patients.

What is the difference between ERP and CMMS? ›

While ERP software stores raw materials, work-in-progress, and finished goods inventory data, CMMS software offers more robust MRO inventory functionality. This makes a CMMS system essential for maintenance departments. Reorder points can be set so that MRO parts and supplies never run too low.

How many years of work experience do you have with CMMS? ›

Education/Experience: Position requires a minimum of 2 years related experience, or an equivalent combination of education and experience. Desired Qualifications: Working experience and or knowledge with Asset Suites software application or similar. Active Q Clearance.

What are the basic CMMS? ›

Back to Basics

The only four CMMS software features requested over 50% of the time were the four basic tenets of CMMS: work order management, preventive maintenance, asset management and inventory management.

What is the difference between CMMS and SAP? ›

CMMS allows the operators and maintenance team to record easily all kind of maintenance information (breakdown/reactive, corrective, preventive, upgrades) and to track the history and costs to maintain the asset. SAP PM provides work order management functionality.

Is CMMS part of ERP? ›

CMMS and ERP systems are two different software programs that are designed to help manage a company's business processes. CMMS stands for Computerized Maintenance Management System, and it is used for managing maintenance operations.

What are the two disadvantages to using the CMS? ›

  • A CMS poses a larger Security Risk unless maintained and regularly updated. ...
  • The need to have qualified technicians maintain and upgrade software, means that maintenance of content management systems can get expensive.
  • You must learn the CMS. ...
  • You will need to set aside the man power for updating your website.

What are the 4 stages of system implementation? ›

There are four functional Implementation Stages: Exploration, Installation, Initial Implementation, Full Implementation.

What are the 4 general issues that affect most software? ›

The four common problems that afflict the majority of the software are as follows:
  • Heterogeneity.
  • Business and social change.
  • Security and trust.
  • Scales.

What are the seven 7 major activities in system implementation? ›

The new seven phases of SDLC include planning, analysis, design, development, testing, implementation, and maintenance.

How to design a CMMS? ›

A 9 Step Process to Implementing CMMS Software
  1. Measure CMMS success.
  2. Mapping out maintenance workflows.
  3. Know your CMMS system.
  4. Decide on implementation plan.
  5. Review vendor's industry expertise.
  6. Get the data right.
  7. Start employee training.
  8. Go-live with your system.

What is the most common measuring system used on CMMS? ›

Probe. Probes are the most popular and important component of a traditional CMM machine responsible for measuring action. Other CMM machines use optical light, cameras, lasers, etc. Due to their nature, the probes' tip comes from a rigid and stable material.

How often should you calibrate a CMM? ›

The frequency of service of CMM calibration or CMM certification depends on what your quality program requires. Typically, the rule of thumb given by most manufacturers calls for a full CMM calibration every 2000 hours. This works out to about once a year based on an estimated usage of one eight-hour shift per workday.

What is the most precise CMM? ›

ISARA400 (ISARA) is considered to be one of the most accurate Coordinate Measuring Machines (CMM) in the world.

What are the four ways to improve machine maintenance? ›

Four ways to improve machine maintenance. There are four main areas to focus on when aiming to improve machine maintenance at your facility: Planning, precision, protection, and measurement.

Is SAP a CMMS software? ›

SAP offers industry-leading products and modules to suit businesses' CMMS systems and maintenance management requirements. SAP Plant Maintenance (SAP PM) module is at the core of SAP's CMMS offering that manages all maintenance activities in an organisation.

Is CMMS a database? ›

A CMMS, or Computerized Maintenance Management System, is a maintenance software for managing assets, work orders, inventory, preventive maintenance, condition monitoring, and more. A CMMS serves as a command center for maintenance and reliability programs. It's also a centralized database for storing key data.

What are the three different types of software maintenance? ›

What are the 4 types of software maintenance?
  • Corrective Software Maintenance. Corrective software maintenance is the typical, classic form of maintenance (for software and anything else for that matter). ...
  • Preventative Software Maintenance. ...
  • Perfective Software Maintenance. ...
  • Adaptive Software Maintenance.

What is work order in CMMS? ›

What is a Work Order? A Computerized Maintenance Management System (CMMS) Work Order may be a request for repair, restoration or replacement of equipment or asset. A Work Order request for a job that needs to be done can be scheduled or directly assigned to a technician.

Is Oracle a CMMS? ›

Oracle is another EAM/CMMS system that offers a comprehensive way to manage a business's long-term maintenance needs by combining a variety of focus points. It pinpoints the correct preventative maintenance to help optimize asset use.

What are the 3 common types of ERP? ›

There are three main types of ERP systems that function with different deployment model options. The most common types of ERP systems include cloud ERP, on-premise ERP, and hybrid ERP.

Do I need a CMMS? ›

Implementing a PM program without a CMMS solution is virtually impossible to maintain over time. A CMMS will automate most of the work needed to run an effective preventive maintenance schedule, rather than keeping track of separate maintenance schedules, inventory logs, and assigning work.

Is CMMS cloud based? ›

A cloud-based CMMS is the most effective way to manage maintenance in a world of ever-evolving technology. It's available over the internet, whereas on-premise software needs to be downloaded and installed on local servers.

What does a CMMS administrator do? ›

Develops maintenance job plans for new and ongoing operations and accurately inputs the data into the CMMS Work Order System. Plans, develops, prioritizes, and implements detailed maintenance schedules for all District equipment and facilities.

What is a CMMS technician job description? ›

Analyzes, reviews, and reports consolidated maintenance and asset management of project-level data, benchmarks, key performance indicators (KPIs), and trends to provide reports. Develops, builds, and oversees the multiple facilities/project reporting and centralization of facility data.

What is the role of a CMMS engineer? ›

The main objective of a CMMS engineer is to ensure the functionality of equipment and industrial machinery. In other words, to minimize production and manufacture interruptions and also, to ensure operational smoothness and reliability.

Why does the implementation process fail? ›

The reasons can be anything from poor system selection, miscommunication, and confusion, lack of a deployment plan, poor participation from key employees to office politics.

Why do many implementations tend to fail? ›

Regardless of the variables, failure can usually be traced back to 3 core reasons: understanding data, required resources, and third party implementation partners.

Why do projects fail at implementation stage? ›

Lack of Planning

Poor planning is the root cause of project failures. A project's success relies heavily on defining in detail the scope, each member's role, and the time frame. Lack of concrete planning exposes a project to unprecedented risks and issues.

Why most of projects fail at implementation stage? ›

The most prevalent reasons for project failures, according to Project Management Institute research, include changes in organizational priorities, improper requirements collection, and changes in project goals.

How do you overcome implementation failure? ›

ERP Implementation Failure
  1. Make sure you know what you're implementing in the first place. ...
  2. Get the appropriate implementation resources. ...
  3. Make sure internal resources aren't too busy (and know what they're doing) ...
  4. Ask yourself if you actually need new software.

What percentage of software implementations fail? ›

In late 2020, BCG estimated that 70% of digital transformation projects didn't meet desired outcomes.

What factors may hinder effective implementation of plans? ›

Factors affecting successful implementations of Plans
  • Lack of Leadership. Being a leader is about more than a title following your name. ...
  • Excessive Distractions Prevent Effective Planning. ...
  • Lack of Systems. ...
  • Limited Manpower to Complete Tasks. ...
  • Impractical Business Planning.
Jun 10, 2019

Why do 75% of all ERP projects fail? ›

ERP Project Plan Template

According to Gartner, 55-75% of ERP projects either fail or don't meet their intended objectives. But what causes an ERP project to fail? More often than not, it's due to the same mistakes made by consultants, the business themselves, as well as vendors.

What are the main causes of project failure? ›

7 common causes of project failure (and their solutions)
  • Unclear objectives. Problem: Your team isn't aligned on project goals, and there's no way to measure success. ...
  • Scope creep. ...
  • Unrealistic expectations. ...
  • Limited resources. ...
  • Poor communication. ...
  • Scheduling delays. ...
  • Lack of transparency.
Dec 15, 2022

What factors make a project successful? ›

Successful projects are those that 1) meet business requirements, 2) are delivered and maintained on schedule, 3) are delivered and maintained within budget, and 4) deliver the expected business value and return on investment.

What is the most important problem faced in the implementation phase of a project? ›

Lack of clear goals and success criteria

Clarity is one of the most important requirements for the successful completion of the project and the lack of it creates several project management issues. A study states that about 39% of projects fail due to the lack of a project plan and a clearly defined project goal.

Which of the following will likely lead to project failure? ›

Whether it is between upper management, with the team, with users, or other stakeholders, inadequate or poor communication is a leading cause of project failure.

What is the most difficult stage of a project? ›

The project execution phase is often the longest and most complex stage in the project life cycle. If you're not careful, your team might get off track, run into communication problems, or stop following your carefully outlined procedures.

What are the three most common factors that determine success or failure in a project? ›

What are the key success factors in project management?
  • A Competent and Committed Team.
  • Diligent Planning.
  • Clear Project Goals.
  • Monitoring and Change Control.
  • Proper Project Management Software.
Apr 12, 2022

What factors influence project success or failure? ›

The critical factors that influence project success or failure are in-depth project planning, critical milestones, risk management, and project evaluation.


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