What Is CMMS Software?
A Computerized Maintenance Management System, or a CMMS, is software that organises and centralises asset information to support maintenance processes. With the use of condition monitoring tools, work order automation, and asset management, CMMS Software helps build robust maintenance plans - whether preventive or reactive.
Essentially, a CMMS is a database used by Maintenance and Operations teams to plan, track, and optimise maintenance activities. The driving objectives are to:
- Reduce unplanned downtime of equipment
- Increase asset availability
- Improve asset longevity and prolong remaining useful life (RUL)
- Increase workshop efficiency and productivity through work order automation
Computerized maintenance management systems are best deployed for maintaining physical assets like heavy equipment, infrastructure, and machinery. This makes it optimal for use in industries such as manufacturing, construction, engineering, and oil and gas.
Is a CMMS the Same as an EAM System?
CMMS Software and Enterprise Asset Management (EAM) Software are often lumped into the same bracket of maintenance management software. However, there are clear differences between the two.
A CMMS focuses solely on maintenance processes to reduce asset downtime. Whereas an EAM system incorporates several more functionalities to address asset lifecycle management.
For organisations wanting to better organise their maintenance process and reduce downtime through preventive or reactive programs, a CMMS is best. For organisations wanting a more enterprise maintenance approach, an EAM would be the best choice.
What Are the Benefits of a Computerized Maintenance Management System?
Increase Maintenance Clarity
CMMS solutions act as a centralised database for maintenance information. This enables maintenance leaders to access information when they need to. Data includes location, performance, maintenance history, purchase price, and spare parts inventory. Providing more visibility and clarity for maintenance teams.
Improve Uptime of Equipment and Machinery
CMMS Software provides the features necessary to improve equipment uptime. This is achieved by gathering asset performance data and building maintenance strategies. With regular maintenance, the useful life of equipment can be extended. Reducing costs of new purchases and replacements.
Reduce Unplanned Downtime
Reducing downtime of physical assets is a key feature of CMMS Software. When machines break down, production stops. This results in a loss of productivity and output while experiencing excessive delays and emergency repair costs. A CMMS solution provides the opportunity to schedule preventive maintenance programs. This means regular services, checklists, repairs, and maintenance are carried out to prevent equipment failure.
Control Maintenance and Downtime Costs
A computerized maintenance management system empowers decision-making at the financial level. Over-spending is synonymous with emergency breakdowns, scrap and rework costs, inventory spending, and energy usage. A CMMS solution allows maintenance staff to track inventory and improve the performance of equipment to help reduce energy usage.
Improve Health and Safety Throughout the Workplace
With detailed analysis and reporting, organisations can have greater control over equipment compliance and health and safety protocols. CMMS systems provide investigative insight into health and safety concerns that help to improve the safety of a facility. This is achieved by generating inspection checklists and providing staff training.
CMMS Software can also impact operations in multiple areas of a business. Most notably across technical, operational, and business areas:
Technical Benefits of CMMS Software
- Plan maintenance activities based on the condition of assets and time intervals
- Create work orders and job instructions aligned with maintenance teams
- Collect data to schedule equipment maintenance programs
Operational Benefits of a CMMS
- Eliminate spreadsheets and paper-based methods
- Create a single source of truth for maintenance tasks
- Provide mobile access to field workers to reduce the time spent on work orders
Business Benefits of a CMMS
- Improve uptime of equipment by 4 to 11% to drive more profit per equipment
- Reduce the overall cost of maintenance by 6 to 22%
- Share maintenance data to get consensus on maintenance budgets
What Are the Best CMMS Software Products?
IBM Maximo CMMS Software
The IBM Maximo is used to manage complex maintenance management requirements. From line maintenance to complex assembly maintenance, Maximo is a proven CMMS solution with over 100,000 users. Its top users are from sectors such as utilities, oil and gas, and nuclear power. As well as transportation, aviation, and life sciences industries.
IFS CMMS Software
IFS CMMS offers a best-in-class CMMS System. As well as maintenance repair and overhaul (MRO), field service management, and reverse logistics. IFS CMMS Solution manages preventive and predictive maintenance and ensures the required service work is performed.
Maintenance Connection CMMS Software
Maintenance Connection is a powerful CMMS solution with comprehensive work order management. With this CMMS solution, Planned, Preventative, and Reactive Maintenance of complex assets to be effectively managed. This product is best suited for maintenance programs within Industrial Manufacturing. As well as healthcare, facility management, construction, and government organisations. It can be deployed as either an On-Premise or a Cloud-based product. The average price for a 3 user system, with 5 days of implementation and First Year’s support is about £10,000. This CMMS solution can also be accessed via its Mobile App.
Ultimo Maintenance Management Software
Ultimo’s CMMS Software is a cloud-based system. It is used by over 1750 asset-intensive businesses. The system is available as a CMMS app, as a web-based system, and as an on-premise solution. The core features of the product include asset management and word order management. As well as contract management, planned maintenance, preventative maintenance, and cost management. Ultimo’s CMMS App is used by large enterprises, as well as small and medium businesses (SMBs). The system is used in energy, education, environment, and logistics industries.
Hardcat Maintenance Management System
Hardcat’s CMMS Software is available as an on-premise, web-based, or cloud-based solution. Hardcat is best suited for small and medium businesses (SMBs) looking to manage standalone equipment. As well as complex assembly and individual inventory components. The starting price point is £3000, which includes a basic system for 2 desktop users and 1 smartphone/mobile user. As well as 4 modules to choose from and 12 months of free support. Users of Hardcat include law enforcement, emergency services, defence, healthcare, and telecommunications.
vx Maintain Asset and Facilities Management
Accruent’s vx Maintain is a cloud-based SaaS CMMS solution. It is used for managing work orders and assigning jobs to internal employees and external contractors. One of its best features is the ability to create quick work orders with ‘just enough’ information. Users are from the facilities management and retail sectors. Including Tesco, Co-op, John Lewis Partnership, and Travis Perkins. Its starting price point is an annual fee of £60 per unit.
Support Desk Pro Maintenance Service Management System
Clockwork IT Support Desk Pro is a service management tool with powerful maintenance management capabilities. It is available as both a desktop application and a mobile CMMS software app. The product takes a service-centric approach to maintenance management. The starting price point of this product is a monthly fee of £40 per user. It is payable monthly which is a cash flow and budget-friendly price plan.
FMIS Equipment Maintenance Management Software
Equipment Maintenance Software from FMIS is available as an on-premise and web-based system. It is most suited for small and medium businesses (SMBs) with simple equipment management requirements. FMIS is a solution for leased equipment management from a financial and rental management perspective. Users include education, equipment leasing, government, manufacturing, and non-profit Industries.
Cascade Maintenance Software
CASCADE CMMS software is specifically designed to understand the condition of electrical assets. Enabling businesses to plan maintenance based on the condition of their electrical utility assets. Globally, over 100 energy utilities use the CASCADE CMMS tool. The mobile module of CASCADE offers convenience to field-based staff.
Key CMMS Software Features to Help Meet Maintenance Goals
CMMS Software allows maintenance teams to centralise maintenance data and improve asset availability. This is possible with access to the right features. Features found in a CMMS solution include:
- Work Order Management
- Maintenance Scheduling
- Preventive Maintenance
- Predictive Maintenance
- Asset Management
- Materials Inventory Management
- Maintenance Reporting and Analytics
Work Order Management
CMMS Software enables businesses to deploy programs that automate their work order management. This is based on equipment health and condition, routine inspections, and preventive maintenance. Maintenance teams can then create, track, complete, and analyse multiple work orders at once.
The capabilities of work order management with a CMMS include:
- Automatically schedule repairs and maintenance strategies
- Assign skilled technicians
- Record and analyse costs
- Track and monitor equipment downtime
- Track root cause analysis (RCA)
- Reserve materials and tools
Maintenance Scheduling
With a CMMS, maintenance managers can build specific maintenance management programs that match their process requirements. Each program is dependent on KPIs and budget. There are four main types of maintenance management strategies to deploy:
- Reactive/Corrective (run-to-failure)
- Preventive (PM)
- Predictive (PdM)
- Reliability-centred (RCM)
Preventive Maintenance
Preventive Maintenance is a proactive strategy involving regular and routine maintenance. It aims to reduce the likelihood of equipment failure through scheduled cleaning, repairs, adjustments, and part replacements.
Preventive maintenance is performed while an asset is still operational. For instance, a machine’s oil lubricant and air filters can be replaced when running. Meaning there is no downtime or loss of production.
By utilising IoT-enabled devices and sensors, a CMMS solution collects real-time data. This allows teams to make informed decisions based on accurate data and build appropriate preventive maintenance schedules based on service dates, meter readings, times, usage, and parameters.
Without preventive maintenance, businesses risk running assets to the point of failure. This can cost up to 10 times more in repairs and lost production.
Predictive Maintenance
Predictive Maintenance falls under the umbrella of proactive maintenance. It utilises large datasets to eliminate breakdowns before they happen. It uses IoT devices, sensors, artificial intelligence (AI), and machine learning (ML) algorithms to ensure assets are kept in optimal condition and health.
91% of manufacturers who used predictive maintenance saw a significant reduction in repair time.
Asset Management
Asset management is synonymous with computerized maintenance management systems. It provides the features necessary to identify, track, and update asset data in real time. Asset management allows businesses to:
Having access to an asset register ensures maintenance staff are aware of all physical assets. An asset register includes model numbers, manufacturer details, purchase costs, and maintenance history.
Materials and Inventory Management
Inventory management enables staff to keep track of all parts and materials moving across facilities. This includes spare parts, tools, equipment, and maintenance, repairs, and operations supplies (MRO). It allows businesses to easily manage supplies and distribute inventory from one system.
Real-time inventory management enables maintenance staff to see what parts are available. Data is stored in a centralised CMMS system, which is accessible to all workers. Meaning field-based staff can check inventory levels when working away from the office.
Notifications can also be put in place to alert managers when stock levels are low, providing supplier information for purchasing.
Maintenance Reporting and Analytics
Asset performance, equipment condition, and maintenance plans are visible to all personnel using a CMMS system. This allows maintenance teams, managers, and technicians to understand equipment health in real-time.
Maintenance staff can generate reports across multiple maintenance subsets like availability, running costs, and assessments. This helps to understand an asset’s performance and highlight areas for improvement.
10 Considerations Before Implementing CMMS Software
1. Clarify Readiness to Deploy a Computerized Maintenance Management System
Over 93% of CMMS Software buyers previously used spreadsheets or pen-and-paper to manage maintenance tasks. They then switched to a more accessible cloud-based model. But, moving from a manual approach to a computerised maintenance system requires a fresh perspective. For instance, the functionality of a spreadsheet isn’t the same as a CMMS solution. Such as data entry, work order management, maintenance planning, and reporting.
Switching to an automated system requires a fresh perspective regarding maintenance programs. For instance, most spreadsheet-based maintenance plans are reactive or meter-based. Whereas CMMS Software provides the tools to easily plan preventive strategies.
Leading maintenance teams identify KPIs that need to be met when using a CMMS solution. For example, a business might have 500 pieces of equipment. These generate a maintenance cost of £200,000 and have an average usable life of 4.5 years. With CMMS Software, cost-efficiency and asset availability should increase. Maintenance costs should decrease to between £160,000 to £180,000. The average age of equipment should then increase by 7 to 16%.
| Maintenance Parameters | Current System | Targets for New CMMS Tool |
|---|
| Number of Equipment | 500 | 500 |
| Maintenance cost per Equipment | 6% per annum | 2.5 to 4% per annum |
| Equipment Life | 4.5 years | 5.5 to 7 years |
| Maintenance Costs | £200,000 | £160,000 |
2. Identify Required Maintenance Information
The basis of a cost-saving and impactful maintenance program is being able to collect data. Too much data becomes overwhelming for technicians and users. While too little data creates ‘not enough information’ scenarios.
Asset and maintenance data is needed to build efficient maintenance strategies. Whether that be proactive or reactive maintenance plans. Asset data includes purchase dates, real-time locations, and the number of users. All of which is stored in an accessible asset register. Whereas maintenance data includes service and repair schedules, work order progress, and inventory management.
A key function of CMMS Software is being able to import existing data. That includes data from spreadsheets, existing systems, accounting software, and asset tracking systems.
3. Establish Work Order Types
When switching from manual to automated work orders, establishing work order types is essential. The level of collected data is substantially different between manual methods and a CMMS. CMMS Software gives access to much more data in one go, such as:
- Asset data
- Worker skillset data
- MRO and resource availability
- Equipment condition
- Maintenance, service, and repairs history
- Health and safety protocols
Another factor to consider is the responsibility of creating work orders. For instance, it’s not unusual for work order requests to be raised by customers. In this case, they’ll require the process to be simple, intuitive, and easy to use.
4. Identify Maintenance Framework
A CMMS opens up multiple possibilities when it comes to maintenance planning. When setting out a plan, it’s important to be clear about the framework. Whether it be routine machinery inspections to decide on preventive maintenance tasks or interval-based and condition-based maintenance activities.
Preventive Maintenance Framework
Preventative maintenance is a maintenance program built for each asset. It is based on time, interval, meter reading, and regulatory compliance. As an example, consider a timing belt on a centrifugal pump.
A preventive plan can be put in place to ensure the belt is regularly replaced. Whether it be every 12 months, after a winter production run, or after 60,000 cycle counts. In effect, it is derived from understanding data from the mean time between failures.
There are key elements needed for a preventative maintenance program, including:
- Maintenance tools and equipment
- Skillsets required
- Location of maintenance
- A requirement of external contractors
- Equipment warranty
- Manufacturer’s instructions
- A requirement of leased equipment
Predictive Maintenance Framework
Predictive maintenance is planned by understanding the current condition of the equipment. This is achieved by using advanced condition monitoring techniques like vibration, lubrication, motor circuit analysis, infrared thermography and ultrasonic analysis.
Other data used to determine an asset’s condition are manufacturers’ data, production runs, benchmarking industry maintenance, and behaviour.
Reactive Maintenance Framework
Even with CMMS Software, reactive maintenance processes are common. Speed of response and quality of failure information are crucial elements in handling reactive situations.
Typically, people and equipment need to be mobilised. Quite often, temporary replacement equipment might be necessary. When choosing a CMMS, it’s good to know how a business plans to deal with reactive situations. So, when a reactive scenario occurs, maintenance teams will know the protocol.
5. Take Note of Mobile CMMS Requirements
CMMS Software provides the functionality for mobile access. This can be found in most SaaS and cloud solutions. With mobile CMMS capabilities, maintenance teams should plan their requirements in advance. Whether that be for external contractors or field-based technicians.
For instance, consider mobile hardware devices. Each device has access to compromises. Tablets can be difficult to carry, especially in space-limited maintenance zones. Some devices also have screen size limitations. While a mobile solution is responsive, using multiple screens to access data requires consideration.
6. Clarify Service Management Requirements
Service management is an agreed maintenance plan put in place with customers. Quite often, there also tends to be a service level agreement (SLA). Service management often involves light maintenance activities like inspections, oil changes, consumable replacements, and cleaning.
7. Identify Field Maintenance Requests
Knowing who is going to log maintenance requests is key. Quite often, service or breakdown requests are logged by the end-users of a product. So, it’s vital to understand where and how requests are going to be logged.
For instance, there are two to three types of users who log breakdown and failure requests. The mode of logging requests includes email, maintenance portals, calls, and help desks. These are important to note as they will help ask relevant questions. As well as identify the suitability of a CMMS when using free trials and demos.
Another key factor to consider is the requirements of maintenance teams in the field. They’re likely to require the restocking of tools and flexible inventory delivery points. It is recommended to note these details as they help identify a CMMS for workflows.
8. Establish Ways to Monitor Maintenance Activities, KPIs, and Reports
Most CMMS solutions will have hundreds of standard inbuilt report templates. Before choosing one, users need to list the reports they need. Maintenance reports include:
- Key maintenance trends
- Over-maintenance and under-maintenance
- Labour and material usage
- Work orders by status
- Resource availability and skillset
- Critical assets
- Weak assets
9. Plan for Equipment Data Collection
There has been a five-fold increase in the number of equipment with advanced sensors and thermostats. Each sensor can emit real-time data about activities. For example, a compressor can emit data about its operating conditions like temperature, pressure, meter readings, and cycle counts.
If maintenance teams require IoT-enabled equipment and machinery, ensure a CMMS system is set up for this. Businesses will need a system that can collect and store maintenance data in a shared dashboard.
Equipment that emits data can help create predictive and preventive maintenance schedules. In most cases, equipment is capable of highlighting potential maintenance and failure issues.
10. Be Aware of Cognitive Maintenance
CMMS Software can develop patterns using machine learning algorithms. This includes historic maintenance plans and correlations with equipment performance, using manufacturer’s data and industry benchmarks.
As of now, most of these systems apply to CapEx-heavy and asset-intensive industries. Such as Oil and Gas, Energy, Power, Aviation, Defence, and Manufacturing. For these industries, a CMMS solution with cognitive features is key. As well as machine learning and industry 4.0 capabilities.
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