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A Complete Guide to CMMS Software & Finding the Best Computerized Maintenance Management System

Buyer's guide

CMMS Software is a computerised system designed to improve and centralise maintenance management tasks. A CMMS uses data to maximise the usability and availability of physical assets. Such as plant infrastructure, facilities, equipment, and machinery. Short for computerized maintenance management system, CMMS Software is used by asset-heavy organisations. It delivers key features such as work order management and asset management. Enabling maintenance teams to build preventive maintenance strategies. Helping to reduce unplanned equipment downtime and increase asset reliability.

What Is CMMS Software?

CMMS Software is a digital tool used to improve asset availability through maintenance management. It enables businesses to automate the collection of asset data in a central database. Including performance, maintenance, and purchasing data. Providing users with essential information in one single platform to improve asset analysis.

Access to a CMMS’s database allows maintenance teams to build effective maintenance strategies. Including reactive, preventive, and predictive maintenance management plans. Each with the aim to maximise the reliability of physical assets.

CMMS is short for Computerized Maintenance Management System. Its main function is to increase the availability and reliability of assets. Such as equipment, machinery, facilities, and vehicles. As well as reduce expenditure and eliminate factors that can be costly to a business’s bottom line. Such as unplanned downtime.

CMMS Software is used by companies that rely on the upkeep of their physical assets and infrastructure. Such as oil and gas production, utilities, manufacturing, and engineering. As well as businesses in the construction and transportation industries.

CMMS Software enables businesses to gain a holistic view of their assets. As well as understanding the maintenance tasks used throughout each facility. This includes:

  • Maintenance and repair schedules
  • Inventory and spare parts management
  • Health and safety protocols
  • Compliance standards
  • Work order management
What is CMMS?

Key CMMS Features Needed to Meet Maintenance Management 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 CMMS Software enable multiple capabilities, including:

Work Order Management

Work order management is viewed as the main functionality of a maintenance management system. CMMS Software enables businesses to automate their work orders. Providing essential capabilities to maintenance teams. Including creating, tracking, completing, and analysing multiple work orders at once. This allows them to:

  • 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 Management & Scheduling

CMMS Software allows maintenance managers to build specific maintenance management plans. Each plan is used to improve asset availability and reduce downtime. As well as matching a business’s set maintenance budget. Typically, there are four main types of maintenance management strategies:

  • Reactive maintenance (run-to-failure). Reactive maintenance refers to repairing equipment only when it has failed. This can be a cost-effective plan in terms of fewer maintenance and servicing costs. But it can also incur costly emergency repairs and delays to repairing assets. This is also known as breakdown or corrective maintenance.
  • Preventive maintenance (PM). This is a proactive strategy that involves regular maintenance based on CMMS Software data. It can be an expensive strategy, but it significantly reduces unplanned downtime.
  • Predictive maintenance (PdM). Also a proactive plan, predictive maintenance identifies breakdowns before they happen. By collecting and analysing data, it can fix issues before assets fail.
  • Reliability-centred maintenance (RCM). Reliability-centred maintenance plans are solely based on analysis. RCM uses data to customise the most efficient maintenance strategy for each asset. Aiming to keep operations running, while increasing equipment availability.

Preventive Maintenance

Preventive Maintenance is a proactive strategy involving regular and routine asset maintenance. Aiming to reduce the likelihood of equipment failure, which results in unplanned downtime. This includes scheduled cleaning, repairs, adjustments, and part replacements.

Preventive maintenance can be 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, a CMMS can collect real-time maintenance data. Allowing maintenance staff to make informed decisions based on accurate data. Businesses can then build appropriate preventive maintenance schedules. Based on service dates, meter readings, times, usage, and triggered events.

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. As opposed to organisations that have a proactive maintenance strategy.

Predictive Maintenance

Predictive Maintenance aims to eliminate breakdowns before they happen. It does so by tracking and monitoring an asset’s condition and performance. All while in normal operation. This enables maintenance staff to identify possible defects and fix them. Before they become an issue and result in asset failure. 91% of manufacturers who used predictive maintenance saw a significant reduction in repair time.

Similar to preventive maintenance, a predictive maintenance strategy is proactive. The difference is that PdM attempts to predict when an asset might fail. This is achieved by collecting real-time data in a CMMS with IoT devices and sensors. Allowing maintenance frequency to be as low as possible. While also helping to avoid a costly reactive approach to equipment maintenance.

Asset Management

To ensure reliability through maintenance, business’s first need to identify their assets. Asset management is synonymous with CMMS Software. It provides the tools necessary to identify, track, and update asset data. Asset management allows businesses to:

Having access to an asset register ensures maintenance staff are aware of all physical assets. An asset register will include data such as model numbers, manufacturers, and costs. As well as location and user history. This is possible with the collaboration of asset tracking technologies. Including Barcodes, QR Codes, RFID tags, and GPS trackers. Enabling personnel to track equipment and tools in real-time.

Inventory Management and Control

Inventory management enables staff to keep track of all parts as they move around facilities. As well as tracking assets both on-site and off-site. This includes spare parts, tools, and equipment. As well as 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. Helping to avoid delays when it comes to repairs and servicing. 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 inventory managers when stock levels are low. As well as provide supplier information for purchasing processes. The purchasing process can also be automated. With procurement being triggered when stock level reaches a set number.

Maintenance Data Reporting and Analysis

CMMS Software enables data to be collected and stored in one place. Making performance, maintenance, and condition data available to all personnel. This allows maintenance teams, managers, and workers, to understand an asset’s health.

Maintenance staff are also able to generate reports across various maintenance subsets. Such as availability, running costs, and assessments. This helps to understand an asset’s performance. As well as highlight areas for improvement. Whilst also gathering the data necessary for audits.

What Are the Benefits of CMMS Software?

Digitising data collection and automating maintenance management is key. Especially for businesses that rely heavily on the upkeep of their physical assets. CMMS Software deliveries the features and capabilities to do just that. Whether cloud-based or on-premise, a CMMS delivers several benefits. Including:

Cloud-based CMMS tools provide businesses with a variety of different benefits, including:

  • Reducing equipment downtime
  • Providing asset and work order visibility
  • Increasing operational efficiency
  • Controlling inventory, waste, and running costs
  • Ensuring compliance management
  • Improving workplace health and safety

Increase Asset Visibility

With asset management capabilities, asset data is stored in a centralised CMMS database. This enables maintenance managers and teams to access information when they need to. Data includes location, performance, maintenance history, purchase price, and more. An asset register gives users a complete view of a business’s asset ownership.

Prolong Lifespan 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 Downtime

Reducing downtime of physical assets is a key feature of CMMS Software. When machines break down, production stops. Resulting in a loss of productivity and output. As well as experiencing excessive delays and emergency repair costs. A CMMS provides the opportunity to schedule proactive maintenance. Meaning regular services, repairs, and maintenance are carried out prior to equipment failure.

Control Costs

CMMS Software empowers maintenance managers when it comes to spending. Over-spending usually occurs when purchasing inventory. As well as spending on energy bills and scrap and rework costs. A CMMS lets maintenance staff track inventory, including costs and stock availability. As well as improve the performance of equipment to help reduce energy usage. All of which helps to avoid any costly mistakes that can affect an organisation's bottom line.

Improve Health and Safety

A CMMS provides detailed analysis and reports on a business’s compliance management. It also offers investigative insight into health and safety concerns. This helps to improve the safety of a facility for maintenance workers. As well as generate inspection checklists and provide staff training. All of which can promote safer facilities and a healthy work environment.

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’s the Difference Between EAM and CMMS?

When it comes to managing assets and improving asset uptime, there are two popular solutions. One is Enterprise Asset Management (EAM) Software and the other is CMMS Software. With similar features and capabilities, both solutions are often used interchangeably. Which can be confusing when it comes to choosing the best asset management system.

There are key differences between EAM and CMMS tools. CMMS Software focuses on the maintenance of fixed assets. Ensuring the optimal performance and uptime of machines, equipment, and facilities. This is achieved by collecting and analysing data to build preventive maintenance plans. Core CMMS features include automating maintenance and work order management.

Enterprise Asset Management focuses on the preservation of the asset lifecycle. It utilises features such as asset tracking, MRO inventory management, and work order management. As well as financial planning and asset procurement. EAM Software also includes the maintenance functionalities of a CMMS. Allowing for the planning of preventive maintenance to increase asset efficiency.

EAM

CMMS

Key ConceptAddress asset lifecycle managementDrive asset uptime
CapabilitiesCapital planning, Asset procurement, Asset installation, Workflow layouts, Production load management, Asset maintenance, Compliance management, Asset risk management, Asset disposalReactive, Proactive, Preventive and Preventative Maintenance Management Workflows
UsageFinance, maintenance, operations, productions, and compliance teamsMaintenance staff, field workers, and operations teams
Suited ForAsset-intensive industries focused on managing the asset lifecycleAsset-intensive industries focused on driving asset-uptime

Considerations When Finding the Best CMMS Software

CMMS Software is an important investment for asset-heavy organisations. It is a solution deployed to improve asset uptime through maintenance data. Each CMMS solution can be built to match particular requirements. Meaning businesses need to identify their needs and considerations when comparing CMMS Software.

Clarify Readiness to Deploy a Computerised 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 system requires a fresh perspective. For instance, the functionality of a spreadsheet isn’t the same as CMMS Software. 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 maintenance strategies.

Leading maintenance teams identify KPIs that need to be met when using a new 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 ParametersCurrent SystemTargets for New CMMS Tool
Number of Equipment500500
Maintenance cost per Equipment6% per annum2.5 to 4% per annum
Equipment Life4.5 years5.5 to 7 years
Maintenance Costs£200,000£160,000

Identify the Equipment and Maintenance Data Needed

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 include service and repair schedules. As well as work order progress and inventory management.

A key function of CMMS Software is being able to import existing data. That includes data from spreadsheets, accounting software, and asset tracking systems. As well as previously used CMMS solutions.

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 which case, they’ll require the process to be simple, intuitive, and easy to use.

Identify Maintenance Framework

CMMS Software opens up multiple possibilities when it comes to maintenance management. When setting out a maintenance plan, it’s important to be clear about the framework. Whether it be routine machinery inspections to decide on preventive maintenance tasks. Or condition and interval-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 maintenance 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, preventative maintenance 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. These include vibration, lubrication and motor circuit analysis. As well as infrared thermography and ultrasonic analysis.

Other data is taken into account when determining an asset’s performance and condition. Including 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 CMMS Software, 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.

Take Note of Mobile CMMS Requirements

CMMS Software provides the functionality for mobile access. This can be found in most SaaS and cloud-based CMMS systems. 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 CMMS solution is responsive, using multiple screens to access data requires consideration.

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 such as inspections. As well as oil changes, consumable replacements, and cleaning. The one different from maintenance management is tracking vehicle fleet statuses. However, this requirement can be addressed by most CMMS tools.

Identify Field Maintenance Requests

Knowing who is going to log maintenance requests is key when choosing CMMS Software. 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. 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. As well as vehicle servicing and access to a printer for work orders. It is recommended to note these details as they help identify a CMMS for maintenance workflows.

Establish Ways to Monitor Maintenance Activities, KPIs, and Reports

Most CMMS tools will have hundreds of standard inbuilt report templates. Before choosing CMMS Software, users need to list the reports they need. Maintenance management reports can 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

Switching from a manual maintenance system to an automated one can have multiple benefits. One key benefit is the insight and maintenance intelligence that a system can develop. Quite often, reports are not viewed as part of the developing maintenance intelligence.

Plan for Asset Maintenance Data Collection

There has been a five-fold increase in the number of equipment with advanced sensors and thermostats. Each sensor has the capabilities to emit real-time data about activities. For example, a compressor can emit data about its operating conditions. Including temperature, pressure, meter readings, and cycle counts.

If maintenance teams require IoT-enabled equipment and machinery, ensure a CMMS 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 planned maintenance schedules. In most cases, equipment is capable of highlighting potential maintenance and failure issues.

Be Aware of Cognitive Maintenance

CMMS Software can develop patterns using machine learning algorithms. This includes historic maintenance plans and correlations with equipment performance. As well as 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.

What Are The Top Rated CMMS Software Products?

IBM Maximo CMMS Software

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 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 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 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 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

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.

Clockwork Support Desk Pro Maintenance Service Management System

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

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 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.

Useful Guides for CMMS Software Users and Maintenance Teams

CMMS vs EAM: What's the Difference & Why You Need to Know

2nd Aug 2021

Whilst CMMS solutions and EAM systems are related, they take a fundamentally different approach to solving the maintenance downtime puzzle. Get to know the key differences between CMMS and EAM.

How Mobile CMMS Apps Can Ease the Workload of Maintenance Teams

30th Oct 2019

Discover why CMMS solution features like work orders generation, site audits, site inspection, and technician reports require mobile-friendly capabilities.

A 9 Step Process to Implementing CMMS Software

30th Sep 2019

Data accuracy and implementation cadence make it a powerful resource of profitability and productivity. Get to know how leading maintenance teams implement CMMS solutions to drive equipment uptime.

The Secret to Building a Successful Maintenance Management Plan

17th Dec 2019

A well thought out maintenance plan delivers higher uptime at optimised costs. Get to know the 7 key steps that make an effective maintenance plan.

Is Your CMMS Data Safe in a Cloud-Based Software Solution?

21st Jan 2020

Whether deploying a CMMS cloud-based system or swapping out an on-premise solution, it's vital to know just how safe and secure a business's CMMS Data is.

Using a CMMS to Reduce Unplanned Downtime of Manufacturing Equipment

4th Jun 2020

Discover how a CMMS solution for manufacturing companies can optimise the efficiency of a maintenance activity to reduce downtime of critical equipment and maximise production.

The Best Ways to Reduce Your Costly Manufacturing Downtime

19th Dec 2019

Asset-intensive companies can lose up to $260,000 per hour due to equipment downtime. Preventative maintenance continues to remain a winning maintenance strategy to optimise uptime. Learn more about how CMMS tools with preventative techniques can help maintenance teams to be ahead of the uptime curve.

Maximising Oil and Gas Production with Maintenance Management Software

10th Jun 2020

Learn how the right CMMS solution for Oil and Gas organisations can increase the efficiency of maintenance processes to maximise production levels, reduce downtime of high-cost equipment, and improve safety throughout the workplace.

A Complete Guide to the Pros and Cons of Reactive Maintenance

15th Oct 2020

Learn how reactive maintenance affects the reliability & availability of equipment and the maintenance strategies asset-heavy companies need.

What is Preventive Maintenance? The Benefits of Using a PM Strategy

21st Oct 2020

Learn how a preventive maintenance (preventative maintenance) plan can reduce unplanned asset downtime with scheduled & routine repairs.

What Is Predictive Maintenance: The Pros & Cons of a PdM Strategy

28th Oct 2020

Through real-time performance monitoring and condition tracking, Predictive Maintenance (PdM) has become one of the most effective solutions for asset-heavy organisations to deploy.

Should You Invest in CMMS Software for Small Business?

17th Dec 2019

By reducing unnecessary spending and limiting maintenance costs, it is an important step to consider the implementation of CMMS software for small business.

How Maintenance Management Tools Can Improve Operations

23rd Nov 2021

It’s not uncommon to think that maintenance management software is just for large or medium-sized organisations that have thousands of assets to manage and protect. Yet, many maintenance management solutions can be scaled to suit small companies too.

Listen to In-Depth Podcasts With Industry-Leading Maintenance Management Experts

About this episode
Bill Debrae, President of Maintenance Reliability Administration and Consulting, has over 40 years of experience in managing complex maintenance programmes. On the podcast, Bill discusses his journey from the US Navy to set up his own maintenance company. Bill has some practical and impactful advice on forming winning maintenance culture.
About this episode
Jonathan Larkin talks about why he moved from investment management to maintenance management. Jonathan discusses insights on how to set collaborative maintenance culture and how leading from the front remains a winning maintenance management strategy.
About this episode
Ryan Batchelor, who started his career with the British Army and is now Maintenance Manager at Britvic Plc. (Makers of Robinsons, Pepsi, Tango, 7Up, and other well-known brands), shares his best practices for maintenance management.
About this episode
Peter Young, who has worked with Weatherspoon, YO! Sushi, Wagamama, and Byron, shares the ins and outs of maintenance management in the hospitality industry.
About this episode
Michael Lewis, Maintenance Manager at The Wave (the UK's First Artificial Lake), offers insight on why performance and condition monitoring is important and how to build an impactful maintenance culture.
About this episode
The Oil and Gas industry is a high Capex and Opex industry. Maintaining assets in the industry is not just about uptime but also about the availability of the most used commodity. Konrad Ritter, Maintenance Manager at Halliburton, shares insights on how he manages multi-million dollar oil assets.
About this episode
Get to know the approach and tactical techniques Tim uses to maintain Network Rail. Insights include building maintenance culture, when to use spreadsheets, using CMMS or EAM Software, and practical advice on maintenance management.
About this episode
Brompton Bicycle, an Iconic British brand is the largest manufacturer of bikes in the UK. Philip Dewson, who is the Head of Maintenance and Facilities at Brompton Bicycle, shares his insight and best practices on maintenance management.
About this episode
Andy Gailey, a leading Uptime Consultant with 21 years of experience at PepsiCo, shares his best practices on maintenance management.

Faq’s

Frequently Asked Questions

Q A

How Do I Find the Best CMMS Software?

The term ‘best CMMS software’ is subjective. Meaning what may be the best CMMS solution for one business, may not be the best for another business. Only maintenance managers can judge what the best CMMS software is for them.

Finding a CMMS based on what others term as ‘Best’ is risky. Typically, a CMMS stays in business for 3 to 5 years. So it's ideal to find a solution that is based on a team's maintenance requirements.

In order to identify the best CMMS software, businesses should map out their technical, user-level, and commercial requirements. They can then review, evaluate, and compare matching software products.

Q A

How Much Does CMMS Software Cost?

The cost of CMMS Software varies depending on multiple factors. Such as the requirements of a business and the capabilities of a CMMS solution. For instance, off-the-shelf CMMS Software will be cheaper than a custom-built tool. But, it may lack the key features that businesses required for their own maintenance activities.

The cost of CMMS Software also depends on the vendor. Some vendors supply free demos or systems with limited access. Such as Faciliworks CMMS. Whereas other vendors like eMaint CMMS and Limble CMMS charge a monthly fee.

Typically, most CMMS vendors offer a monthly subscription payment option. This will include both a base and a user fee. With prices ranging between £9.99 and £4250 per user per month.

There is a wide variety of maintenance management systems available. With each one aimed at small and medium businesses (SMBs), large organisations, and enterprises. Depending on the size and industry of a business, product fees will vary. Including implementation and deployment costs, support fees, and security updates.

Q A

Who Uses a CMMS Solution?

CMMS Software features assist a variety of staff including maintenance workers, field staff, and engineers. More precisely, a CMMS will be used by:

  • Maintenance managers

  • Facility managers

  • Technicians

  • Inventory and stock managers

  • Executives

  • CFOs

  • Mechanics

However, keep in mind that the prices of most CMMS solutions are based on a pricing model of per-user. Meaning the more users a system has, the pricier it will be.

CMMS solutions can also be used across multiple industries, ranging from small businesses to large enterprises. Typical industries benefiting from CMMS software include:

  • Manufacturing

  • Educational

  • Hospitality

  • Utilities

  • Oil and Gas

  • Buildings and facilities

Q A

What’s the Difference Between CAFM and CMMS?

There are multiple similarities between CMMS and Computer-Aided Facilities Management Software. They’re both digitised systems used to automate the management of assets and facilities. CAFM and CMMS tools share capabilities such as inventory and work order management. But, the differences between the two lie in each systems focus and scope.

CAFM Software aims to assist facility managers by automating building management tasks. Essentially helping to improve the management of facilities, real-estate, and plant assets. Typical features include space management, facility maintenance, and equipment tracking. CAFM Software is used to:

  • Manage assets moving between buildings

  • Reducing downtime of equipment with preventive maintenance

  • Streamlining work order processes

  • Ensuring the health, safety, and well-being of occupants

  • Integrating with design and modelling systems such as CAD and BIM

  • Improving workplace management

CMMS can be seen as a component of CAFM Software that focuses solely on maintenance management. A CMMS collects data to automate and report on maintenance operations. Providing maintenance managers with greater visibility for improved decision-making.

Q A

What Is the Difference Between Mobile CMMS, CMMS App, and CMMS Software?

In most cases, these solutions are one and the same thing. It's just the names that are different, which are based on where a CMMS solution is accessed from.

CMMS Software can be accessed from a desktop, laptop and mobile. Most web-based software is responsive, which means their window will adjust to a specific device.

Mobile CMMS can be accessed via a mobile device with a connection to the internet. This is typically in the form of a specific login page provided by a vendor.

A CMMS App is an application that is downloaded from an app store and accessed on a phone. The app can be useful in accessing information without an internet connection.

Q A

Should Small Businesses Invest in CMMS Software?

If a business owns more than £500,000 in assets or has over 250 assets, then a CMMS solution will be an effective tool.

The general rule of thumb is that businesses save about 4 to 18% on maintenance costs with CMMS Software. Therefore, for assets worth £500,000, they're likely to save £20,000 to £90,000.

However, there are instances where they'll be better off outsourcing maintenance management requirements.

Q A

Is a Web-Based CMMS Solution or a Cloud-Based CMMS Tool More Effective Than an On-Premise Tool?

This depends on a business's maintenance requirements. There are certain industries and instances where a web-based or a cloud-based solution can have access limitations. There are also instances where companies may prefer to restrict web access for cybersecurity reasons. In some instances, companies do not prefer their data to be on the web. All these conditions favour an on-premise solution.

There are key differences between on-premise and web-based CMMS solutions, including:

CMMS Software ParametersOn-PremiseCloud-Based/Web-Based System
Reactive MaintenanceSame FeaturesSame Features
Planned MaintenanceSame FeaturesSame Features
Preventative MaintenanceSame FeaturesSame Features
IoT Driven MaintenanceMay require significant configurationIoT Friendly
Pricing ModelUpfront pricingAnnual or monthly payment
Ownership ModelYou own the softwareYou rent the software and the space where you hold your data. To be clear, you just own your own data.
Mobile CMMSTypically a web-access which may have user experience issuesMobile friendly features
CMMS AppMostly unavailable. In a few cases ,web access of an on-premise system can be configured.Mostly available
Q A

How Do We Compare CMMS Software?

Comparesoft relies on maintenance experts, natural language processing, and machine learning. Each of these helps to identify and match the best CMMS solutions to a business's requirements.

Below is how we ensure that the products we recommend meet certain requirements:

  • We have asked every CMMS software vendor listed on our website to demo their product to us. Product strengths and differentiators have been verified.

  • We have analysed over 1200 online data points to identify latent semantic terms related to CMMS Software

  • Our ranking and recommendation is based on verifiable data and also feedback from buyers

Q A

Why Compare Computerised Maintenance Management Systems With Comparesoft?

There are two key reasons to use COMparesoft to compare CMMS Software:

1. We show cost-effective options. On average, our recommendations can save businesses up to 21% of costs.

2. We save businesses at least 6 to 10 hours of hassle visiting multiple websites to identify the right products.

At Comparesoft, businesses can:

  • Identify products that match their requirements within minutes by answering fundamental maintenance-oriented questions

  • Compare and shortlist CMMS solutions based on relevancy and price

  • Get unbiased advice and results

  • Communicate with multiple vendors from one single place

Buying a CMMS can be complex. Most tools look the same, feel the same, and nobody has bad reviews. We have done the hard work of identifying cost-effective and value-based tools. Products like IBM Maximo, IFS, FMIS, Ultimo and 94 other products are listed with us. We will recommend the products which are right for you.

Q A

Should I Buy CMMS Software Based on Reviews?

Genuine reviews are very useful and can aid in decision-making. However, the challenge is finding unbiased and complete reviews. The web is full of fake and paid reviews, which makes it difficult to identify useful information. We genuinely struggle to see bad reviews about software products, which makes the reviews opaque.

Q A

Are There Specific CMMS Solutions for Planned, Preventative, and Reactive Maintenance?

No, there are no variants of CMMS tools for Planned, Preventative, and Reactive maintenance. Whilst the capabilities of a CMMS vary and some tools are stronger than others, most CMMS solutions cater to different maintenance strategies. When looking to connect a CMMS solution to equipment data, businesses require a data historian or a data pipe. Performance and condition monitoring capabilities of a CMMS vary as well. So do the capabilities to connect with equipment that transmits real-time data via the internet.

Q A

Should CMMS Software Be Chosen Based on Industry-Fit?

Yes. In fact, we highly recommend looking at industry-fit rather than generic reviews. CMMS Software that is well adapted to the industry will offer three advantages that are likely to influence its adoption:

1. Workflow Fit. Whilst most businesses differ, they do have commonalities between them within the same industry. Maintenance Programmes, Maintenance Reports, Technical Schedule, and Spare Parts Replacement closely overlap. Businesses can leverage the effect of commonalities and overlap if they choose a system that is well adapted in an industry.

2. System Usage Fit. Choosing a CMMS App that is well adapted in the industry lowers the risk of it being liked by workers.

3. Lower Cost of Configuration. Most maintenance teams require CMMS configuration to address maintenance management requirements. The chances of such customisations being ready are significantly higher when choosing a CMMS that is used within the industry.

Q A

Why Do Maintenance Managers Prefer a Web-Based and Cloud-Based Maintenance Solution?

Most people use the terms web-based and cloud-based maintenance software interchangeably. Web-Based software is different to cloud-based software. Web-based software allows users to access maintenance software over the web. The software can be installed on the cloud or on servers in an office. VPN and remote access are the two most commonly used protocols of access with web-based software.

Cloud-based software is installed remotely and can be accessed with or without the internet using Apps. Most cloud-based maintenance software has Apps that run on Apple and Android devices. Most maintenance management Apps provide offline access to maintenance data.

Maintenance managers prefer cloud-based CMMS Software because it helps them to assign job orders and spare parts information. As well as maintenance check-up routines and surveys to teams who can access information from any device. Provided they have an internet connection. Teams can also access the last updated data if they are not connected to the web. This attribute of cloud-based maintenance software makes it easy for maintenance staff to be aware of tasks and reports.

Cloud-based CMMS software typically has fewer upfront costs when compared to an on-premise system.

Q A

What Are the Key Benefits of a Mobile CMMS Solution?

There are three stand-out advantages of using mobile CMMS Software:

1. Mobile CMMS solutions offer the flexibility and ease to access maintenance information such as work orders and job specs. As well as incidents, spare part delivery, and maintenance surveys.

2. Engineers, technicians, and external contractors can easily and quickly share work updates. Including images, reports, equipment tracking, and work orders. Making it easier to keep track of maintenance history.

3. External contractors can be given limited and relevant access to a mobile CMMS tool. Allowing maintenance teams to share information with external teams when required.

Q A

How Do You Decide Your Budget for a Maintenance Management Software?

There are two ways to decide on a budget for maintenance management software:

1. By the State of a Business

Most maintenance teams start by recording their maintenance management processes on spreadsheets. In some cases, manual paper-based methods also act as a starting point. Typically, early-stage businesses continue with manual methods. Until the cracks in the manual methods start to affect efficiency and revenue.

For small businesses, maintenance is a critical process. For instance, a business might have made 10 errors in the last 3 months. Each error has cost them £150. They have £1500 in known errors. Double this for unknown errors, which equals £3000. Because they're using manual methods, they're losing £4500 every 3 months or £18,000 every year. £18,000 could be a starting budget for CMMS software. meaning, after the first year, the CMMS tool will pay for itself.

2. By the Value of Assets

As a general rule, businesses can extend the life of their assets by 10 to 15% with timely maintenance. If their current value of assets is £2 million, then they can add an additional value of £200,000 to £300,000 with effective maintenance. Similarly, If the value of their assets is £5 million, then they're looking at an additional value of £1 million to £1.5 million. The starting budget of CMMS software can be 20 to 40% of the overall value they're adding to their assets.

Other elements that could also influence budgets are:

  • The complexity of maintenance programmes

  • Skillsets required to perform maintenance routines

  • Spare parts ordering and replacement management

  • A mix of planned, preventative, predictive and preventative maintenance management

Q A

Can a CMMS Manage Spare Parts and Replacement Parts?

Managing spare parts and replacement parts depends on the functions of a CMMS solution. However, most CMMS Software has basic warehouse and spare parts management capabilities. The depth of the spare parts management capabilities varies across different systems.

Of course, the definition of spare parts management is also an important factor. For some maintenance teams, spare parts management is ordering spare parts before performing maintenance. For others, it is ordering, tagging, van management, warranty management, and monitoring stock levels.

Some CMMS Software products can order spare parts automatically based on a predefined rule. Delivery management, warranty, and work order data are some areas where a CMMS solution can be impactful.

Q A

What Is the Easiest Way to Get the Most Out of a Maintenance Management System?

The best and the easiest way to get the most out of CMMS Software is to continuously keep data accurate. Data accuracy is a lot simpler than most teams think. There are two key factors to help keep data accurate:

1. Keep data entry requirements to a minimum. Let users choose information rather than type information. This will not always be the case, but if a CMMS allows data selection rather than data input, it is controlling the data accuracy.

2. Train users at least once every 3 months. Training need not be long sessions, as short 30 mins sessions over breakfast or lunch are just as impactful. The short sessions should focus on data selection and entry protocols. As well as new features within the CMMS solution.

Q A

Can a Computerised Maintenance Management System Help Reduce Downtime of Mission-Critical Equipment and Machinery?

Any form of downtime can be devastating to a business that relies heavily on the use of its assets. In the manufacturing industry alone, unplanned downtime results in a loss of up to $260,000 per hour. But, with a CMMS in place, it can help prevent the risk of downtime and improve asset uptime.

Downtime of equipment is unavoidable, mostly due to regular servicing and updates. But having too many critical assets unavailable at once can negatively impact a business’s bottom line. Without the use of a maintenance management solution, unplanned downtime can be caused by various factors. Such as:

  • Slow and unaccountable work order processes

  • Lack of a maintenance plan and schedule

  • Inability to track inventory and collect data

  • Lack of accurate asset data

But, there are various ways for asset-heavy organisations to reduce their downtime. One of which, is with CMMS Software. Digitalising maintenance management and implementing a CMMS is one of the most common solutions for preventing unplanned downtime. A CMMS offers fixes to downtime in the form of features, such as:

Scheduling Maintenance

Through extensive data collection and use of technology such as IoT sensors, CMMS software generates a balanced preventive maintenance plan. This also allows for maintenance costs to be controlled and monitored.

Root Cause Analysis (RCA)

RCA allows maintenance managers to determine the cause of a breakdown and log all details into one system. This helps maintenance teams to monitor and correct problems similar. Helping to prevent the likelihood of future breakdowns.

Automating Work Orders

Technicians can be assigned to tasks and update the status of an asset’s work order in real-time. Sensors can automatically trigger a work order to inform an engineer that maintenance is due.

Tracking Inventory

A CMMS enables maintenance managers to track and monitor all spare parts and inventory. This means that when maintenance is due, there is no waiting around for spare parts to be ordered as they are always in stock. Inventory automation can also be put in place when a specific part gets below a certain stock level threshold.

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