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A Buyers Guide For Finding the Best Computerised Maintenance Management System Software

Buyer's guide

Short for Computerised Maintenance Management System, CMMS Software is a digitised tool used to assist asset-intensive organisations with the management of their physical assets. As well as enabling maintenance managers to automate the scheduling of maintenance through preventive and predictive maintenance planning. With the help of various maintenance management features such as asset tracking, preventive maintenance scheduling, and work order management, maintenance teams can maximise asset reliability and eliminate the risk of unplanned downtime to mission-critical equipment.

What Is CMMS Software?

CMMS Software (short for Computerised Maintenance Management System) is a digital tool that simplifies a business's planned, preventative, and reactive maintenance management plans. It offers a common tool for office and field-based teams to plan, track, execute, and report on their maintenance activities.

The main role of a CMMS is to reduce asset expenditure and eliminate factors that can be damaging to a business’s bottom line, such as unplanned equipment downtime. As well as streamlining the repair and replacement processes of mission-critical assets, such as equipment and machinery.

A CMMS solution is most commonly implemented across industries that rely heavily on the upkeep of their physical equipment and infrastructure. Such industries include oil and gas production, the utility sector, manufacturing, engineering, construction, and transportation.

The functions of a CMMS enable businesses to gain a holistic view of their assets and maintenance tasks throughout their facilities. This includes:

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

What Are the Benefits of CMMS Software and Why do Maintenance Teams Need It?

For businesses that rely heavily on the upkeep of their assets, digitising and automating maintenance management through the use of CMMS Software is essential. Not only can it help to reduce costly equipment failures through preventive maintenance scheduling, but it can also be integrated with automated data collecting tools to deliver a holistic overview of all business equipment and operations.

The functionality of a cloud-based CMMS tool provides 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
  • Reducing reactive maintenance approaches
  • Ensuring compliance management
  • Improving workplace health and safety

As well as using a CMMS to improve overall maintenance management tasks, it can also impact operations in various areas of a business. Most notably; technical, operations, and business.

Technical Benefits of a CMMS

  • Plan maintenance activities based on the condition of assets and time intervals
  • Create work orders and job instructions aligned with the technical competency of a maintenance team
  • Collect data across all maintenance activities to plan and schedule maintenance programs based on equipment information

Operational Benefits of a CMMS

  • Eliminate spreadsheets and paper-based methods that make it very difficult to drive a result-oriented maintenance program
  • Create a single source of truth for planned, preventive, predictive, and reactive maintenance tasks
  • Provide mobile access to field-based teams to reduce the time and effort required to complete 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% by adopting preventative and predictive maintenance programs
  • Share maintenance data and intelligence from maintenance programs to get business consensus on maintenance budget allocation

Essential CMMS Features to Help Meet Maintenance Management Goals

Although systems can be built around the different maintenance requirements of a business, there are multiple features that are common with every CMMS solution.

Work Order Management

Work order management is typically seen as one of the main features of a CMMS. By automating work orders, a CMMS provides essential capabilities to maintenance teams and enables them to create, track, complete, and analyse work orders throughout the organisation. This allows businesses to:

  • Automatically schedule repairs and maintenance
  • Assign skilled technicians to the right tasks
  • Record and analyse costs
  • Track and monitor equipment downtime
  • Track root cause analysis (RCA)
  • Reserve materials and tools

Preventive Maintenance (PM)

Preventive Maintenance (PM), also referred to as Preventative Maintenance, is a proactive maintenance strategy that involves regular and routine maintenance of equipment to reduce the likelihood of failure leading to unplanned downtime.

By utilising the Internet of Things (IoT), in the form of sensors and trackers, a CMMS helps to continually monitor and analyze the condition of each mission-critical asset. This enables maintenance managers and technicians to build preventative maintenance schedules based on dates, meter readings, times, usage, and triggered events.

For businesses without a proactive approach to maintenance, running an asset to the point of failure can cost them up to 10 times more in repairs and lost production than companies with a planned maintenance strategy.

Predictive Maintenance Scheduling (PdM)

Similar to a preventive maintenance approach, Predictive Maintenance is a proactive strategy that aims to eliminate breakdowns in mission-critical equipment. But, unlike preventative maintenance, PdM attempts to predict when an asset might fail through the use of IoT devices and sensors. This allows maintenance frequency to be as low as possible to avoid a costly reactive maintenance strategy.

Essentially, Predictive Maintenance tracks and monitors the condition and performance of equipment during their normal operations. By doing so, maintenance teams and technicians can identify possible defects and fix them. Resulting in a reduced likelihood of equipment failure, leading to unplanned downtime.

In fact, 91% of manufacturers who deployed a predictive maintenance program saw a reduction in repair time.

Asset Management and Tracking

An important part of ensuring the availability of equipment is through effective asset management. As part of a CMMS solution, asset management offers an effective way for businesses to track, store, organise, and share data regarding assets. This allows maintenance teams to:

  • Build a detailed and accurate asset register
  • Track assets from purchase to disposal
  • Access historical maintenance data
  • Calculate depreciation
  • Generate custom reports and asset profiles

Another common form of asset management found in most CMMS tools is the ability to track assets with the use of an asset tracking system. This allows businesses to use asset tagging devices such as RFID tags and Barcodes to track physical assets in real-time.

Inventory and Spare Parts Management

The ability to track inventory and spare parts in real-time enables maintenance personnel to see what parts are available to them and help avoid any delays to equipment repairs. Having this data available on a centralised platform such as a CMMS, also means field-based staff can check inventory levels at any time 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 the procurement of an item being triggered when its stock level reaches a specific number.

Key Factors to Consider Before Implementing a CMMS Solution

Based on the analysis of Comparesoft CMMS Software buyers, businesses are more than likely to choose a computerised maintenance management system that will last them three to five years. Considering this, it’s essential to invest time in making sure you choose the best CMMS solution that will form the basis of your maintenance program.

In a UK marketplace that is packed full of various solutions, finding the best CMMS Software that matches your maintenance requirements can be overwhelming and time-consuming. But, by following the 15 steps below, you’re able to identify what you need in terms of maintenance management. Allowing you to streamline your CMMS Software selection process.

1. Clarify Your Readiness to Adopt a CMMS Tool and Quantify Your Deliverables

Over 93% of new CMMS software buyers used both spreadsheets and paper-based methods to manage their maintenance tasks, before implementing a cloud-based solution. Data entry, maintenance workflow, and reporting are fundamentally different in a CMMS tool.

But, moving away from an existing manual approach to a more computerised system requires having a fresh perspective on your maintenance program. There is no point in replicating your current methods in a new CMMS tool. For instance, with a spreadsheet-based tool, most of the maintenance program is reactive or meter-based. Whereas using a web-based CMMS tool requires you to switch to a more preventative maintenance mode.

Leading maintenance teams assign maintenance-oriented targets to be achieved with a new CMMS solution. For example, you might have 500 pieces of equipment that generate a maintenance cost of £200,000 and have an average usable life of 4.5 years. With a CMMS tool deployed, your maintenance cost should come down to the range of £160,000 to £180,000 and the average age per equipment should 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

2. Identify the Equipment and Maintenance Data You Need to Collect

The basis of a cost-saving and impactful maintenance program is being able to collect concise and correct data. Too much data becomes overwhelming for technicians and users, while too little data creates ‘not enough information’ scenarios.

A key function of modern CMMS tools is the ability to import existing asset and maintenance data from previously used tools. That includes data you’ve collected from spreadsheets, accounting software, and asset tracking systems.

As well as this, it’s essential to have data regarding other areas of your business and maintenance tasks. This data can include work orders, inventory, health and safety protocols, office and field-based worker information, and material purchases.

3. Establish Your Work Order Types

As you decide to switch from manual to digital work orders, establishing your work order types is essential. For instance, if you’re migrating from a spreadsheet-based maintenance program, then your work order program will look much different with a CMMS tool.

Also, the level of information you can hold and analyse is substantially different with Computerised Maintenance Management Software. For example, asset data, skillset data, resource availability, equipment condition, place of maintenance, health and safety information, and previous maintenance history can all be reviewed from your work order setup.

Another factor to consider is who’s responsible for creating your work orders. It is not unusual for work order requests to be from end-users. In which case, you’ll require the work order fields to be simple, intuitive, and easy to use.

4. Identify Your Planned Maintenance Framework

There is a saying in the maintenance industry, “If you ask ten different maintenance engineers for the definition of planned maintenance, you will get ten different answers”.

We suggest you work with the framework that works best for you.

However, it is useful to be clear about your planned maintenance framework. Whether that maintenance is an inspection routine to decide on preventative maintenance tasks, or if it is condition and interval-based light maintenance activities.

5. Get an Idea of Your Preventative Maintenance Program

Preventative maintenance is a maintenance program aimed at each piece of equipment and is based on time, interval, meter reading, or regulatory compliance.

An example of a successful preventive maintenance plan is a business having to change the timing belt of your centrifugal pump. Whether this is timed for every 12 months, after a winter production run, after a reading of 60,000 cycle counts, or due to safety compliance. In effect, preventative maintenance is derived from understanding data from the mean time between failures.

Here’re some of the key elements that we suggest you investigate for your preventative maintenance program:

  • Maintenance tools and equipment
  • Skillset Required
  • Location of maintenance
  • A requirement of external contractors
  • Equipment warranty
  • Manufacturer’s instructions
  • A requirement of leased equipment

6. Identify if You Need Predictive Maintenance

Predictive maintenance is a maintenance program based on understanding the condition of the equipment using advanced condition monitoring techniques. These include vibration analysis, lubrication analysis, motor circuit analysis, visual inspections, infrared thermography, and ultrasonic analysis.

Manufacturer’s data, production runs, benchmarking industry maintenance plans, and behaviour of equipment are also taken into account to understand equipment condition.

Predictive maintenance is an advanced maintenance program mostly relevant to production or operation-critical assets. It is recommended to consider the suitability of predictive maintenance as it can have impactful changes to your maintenance, asset life, and cost optimisation parameters.

7. Understand That You Are Going to Address Reactive Maintenance Events

Even with a new CMMS tool, you are still likely to undertake reactive maintenance tasks. Speed of response and quality of failure information are crucial elements in handling reactive situations.

Typically, you will need to mobilise people and equipment. Quite often, temporary replacement equipment might be necessary. When choosing CMMS Software, it’s beneficial to know how you plan to deal with reactive situations.

In a reactive situation, modern computerised maintenance management systems will allow you to get an idea of the tools, people, and instructions required to address reactive tasks.

8. Take Note of Your Mobile CMMS Requirements

Whether you plan to rely on external maintenance contractors or your field-based team, your mobile CMMS requirements need to be planned in advance.

To start with, mobile hardware devices have access to compromises. Tablets can be difficult to carry, especially in space-limited maintenance zones. Some devices also have screen size limitations.

While a web-based or cloud-based mobile CMMS solution is responsive, flipping across multiple screens to find and input information requires consideration.

9. Clarify Your Service Management Requirements

From a definition viewpoint, service management is an agreed maintenance plan put in place with your customer. Quite often, there also tends to be a service level agreement (SLA) with your customer too. Service management often involves light maintenance activities such as inspections, oil changes, consumables replacements, and cleaning. The one area that makes this different from maintenance management is tracking vehicle/fleet status. However, this requirement can be addressed by most CMMS tools.

10. Identify Your Field Maintenance Requests

As stated, “who is going to log your maintenance requests” is a crucial topic for your CMMS selection. Quite often, service or breakdown requests are logged by end-users of the product. So, it is vital to understand where and how the 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, or help desks. These are important to note as they will help you in asking relevant questions and identifying the suitability of a CMMS solution as you try free trials and demos of various products.

Another key factor to consider is the requirements of your maintenance team on the roads. They’re likely to require restocking of tools, flexible inventory delivery points, vehicle servicing, and access to a printer for work orders amongst other things. It is highly recommended to note these details as they will help you identify a CMMS tool that fits well in your maintenance workflows.

11. Establish Your Framework to Monitor Maintenance Activities and Reports

Most CMMS tools will have hundreds of standard inbuilt report templates. We suggest you identify five to ten reports that will be most useful to you. Typically, they revolve around:

  • Key Maintenance Trends
  • Over Maintenance or Under maintenance
  • Track Labour and Material Usage
  • Work Order Book by Status
  • Resource Availability and Skillset
  • Critical Assets
  • Weak Assets

One of the biggest benefits of moving from a manual spreadsheet-based maintenance program to a computerised system is the insight and maintenance intelligence that your system can develop. Quite often, reports are not viewed as part of the developing maintenance intelligence of your organisation.

12. Map Out Your Maintenance Plan

Maintenance is a key part of managing the complete life cycle of your assets. There are activities linked to maintenance such as initial capital planning, procurement, asset appreciation, and the final disposal.

As you are planning to deploy a new CMMS solution, it would be advantageous to take pre-maintenance and post-maintenance approaches to your maintenance. Total asset lifecycle management typically has a considerable effect on total equipment effectiveness and can therefore positively impact your maintenance program.

You are likely to deploy a well-accepted CMMS tool if you collaborate with different teams that benefit from your maintenance management initiatives.

13. Review and Benchmark Maintenance Programs From Your Industry

Although each business is different, there are numerous areas that can overlap between businesses within the same industry. For example:

  • Retail Maintenance Management Solutions require a special focus on managing different types of refrigerators
  • The facilities sector quite often use a combination of internal and external maintenance contractors
  • Maintenance systems in the manufacturing sector always require strong planning and scheduling features

14. Identify if Your Equipment Transmits Data About Themselves

Over the last five to seven years, there has been a five-fold increase in the number of equipment that has advanced sensors and thermostats that can emit data about their activities. For example, a compressor can emit data about its operating conditions like temperature, pressure, meter readings, and cycle counts.

If you plan to buy internet-enabled equipment then ensure that your new CMMS tool can import and handle data emitted from different equipment.

Equipment that emits data can help enormously with predictive and planned maintenance schedules. In most cases, equipment is capable of informing you about potential maintenance and failure issues.

15. Be Aware of Cognitive Maintenance

There are CMMS tools that can develop patterns from historic maintenance plans, correlate with equipment performance, manufacturer’s data, and industry benchmarks. All of this is possible using machine learning algorithms.

As of now, most of these systems apply to CapEx heavy and asset-intensive industries like Oil and Gas, Energy, Power, Aviation, Defence, and Manufacturing. If you are looking for advanced CMMS software, then it might be useful to investigate cognitive, machine learning, or Industry 4.0 features.

What Are The Top Rated CMMS Software Products?

IBM Maximo CMMS Software

IBM Maximo CMMS Software

The IBM Maximo Computerised Maintenance Management System app is best suited to manage complex maintenance management requirements within asset-intensive industries. From line maintenance to complex assembly maintenance, Maximo is a proven CMMS solution with over 100,000 users. Its top users are from the Utilities, Oil and Gas, Nuclear Power, Transportation, Aviation, and Life Sciences industries.

IFS CMMS Software

IFS CMMS Software

IFS CMMS Applications offers you a best-in-class Computerised Maintenance Management System, as well as maintenance repair and overhaul (MRO), field service management, reverse logistics, and more. 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 capabilities. With this CMMS solution, Planned, Preventative, and Reactive Maintenance of complex assembly, individual components, and equipment in a production line can be effectively managed. This product is best suited for maintenance programs within Industrial Manufacturing, 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 Computerised Maintenance Management System 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, Word Order Management, 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 widely used in Energy, Business Services, Care, Education, Environment, and Logistics industries.

Hardcat Maintenance Management System

Hardcat Maintenance Management System

Hardcat’s Computerised Maintenance Management System 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, 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 of your choice and 12 months of free support. Top users of Hardcat CMMS software are from Law Enforcement, Emergency Services, Defence, Healthcare, Education, Hospitality, Telecommunications, and Financial Services.

vx Maintain Asset and Facilities Management

vx Maintain Asset and Facilities Management

Accruent’s vx Maintain is a cloud-based SaaS CMMS solution that is mainly used for managing work orders and assigning jobs to internal employees and external contractors. One of the best features of the vx Maintain Computerised Maintenance Management System is the ability to create quick work orders with ‘just enough’ information. Top users of vx Maintain are from facilities management and retail sector including Tesco, Co-op, John Lewis Partnership, and Trevis 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 solution with powerful Computerised Maintenance Management System 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 strong solution for leased equipment management both from a financial (IFRS 16 and ASC 842 compliant) and rental management perspective. Best users of FMIS's CMMS Maintenance System are from Education, Equipment Leasing, Government, Healthcare, Manufacturing, Oil and Gas, and Non-Profit Industries.

Cascade Maintenance Software

Cascade Maintenance Software

CASCADE CMMS software from DNV is a technical utility asset management software that is specifically designed to understand the condition of electrical assets in such a way that you can plan maintenance based on the condition of your electrical utility assets. Globally, over 100 energy utilities use the CASCADE Computerised Maintenance Management System for their technical asset management. 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

You are not alone if you think CMMS and EAM are the same software technology. Whilst CMMS solutions and EAM systems are related, they take a fundamentally different approach to solving maintenance downtime puzzle. Get to know the key differences between CMMS and EAM.

How Mobile CMMS Adoption Can Boost Maintenance Management

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

CMMS Software is an empty framework. Your 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. You spend minimum time on reactive maintenance and your team gets total clarity on their maintenance tasks. 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 you've got a CMMS cloud-based system or you've swapped out your on-premise solution, it's vital to know just how safe and secure your 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 your maintenance activities to reduce downtime of critical equipment and maximise production.

How to Reduce Manufacturing Downtime With a Preventative Approach

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 your Oil and Gas organisation can increase the efficiency of your maintenance processes to maximise production levels, reduce downtime of high-cost equipment, and improve safety throughout the workplace.

What is Reactive Maintenance and How to Reduce it with CMMS

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 & How it Can Reduce Downtime

21st Oct 2020

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

What Is Predictive Maintenance & How to Deploy an Effective PdM Program

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 CMMS Podcasts With 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. Maintaining Grills and Dishwashers is much more interesting than you think!
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.


Frequently Asked Questions


How Do I Find the Best CMMS Software?

The term ‘best CMMS software’ is subjective, meaning what the best CMMS solution is for others may not be best for your business’s maintenance activities; just like the best car or best house for you is not the best for others. Only you can judge what the best CMMS software for you is.

Finding a CMMS tool based on what others term as ‘Best’ is risky. Typically, a Computerised Maintenance Management System stays in business for 3 to 5 years, so it is ideal to find a solution that is best for you based on your requirements.

In order to identify the best CMMS software for you, map out your technical, user-level, and commercial requirements. Then review those best software products that match your requirements. You can look through multiple CMMS solutions or use this CMMS search assistant to quickly identify the best options for you.


How Much Does CMMS Software Cost?

The cost of CMMS software will vary depending on your requirements and the features that each CMMS solution will provide. For example, an off-the-shelf CMMS solution will be cheaper than a custom-built tool. But, it will lack the key features that you require for your own maintenance activities. Many CMMS vendors offer a monthly subscription payment option with a base fee and then a per-user charge. Based on our review of the best UK CMMS solutions, prices range from £9.99 to £4250 per-user per-month.

There are a wide variety of Computerised Maintenance Management Systems available for small and medium businesses (SMBs), large organisations, and enterprises. With prices varying between £25 and £100 per-user per-month. But, as well as budgeting for the price of a CMMS product, you will have to factor in other costs too such as implementation and deployment costs, support fees, and security updates. These additional charges will depend on your requirements.


Who Uses a CMMS Solution?

The vast amount of features in a CMMS tool means it can assist a variety of workplace personnel including maintenance staff, stakeholders, 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 you have the more costly it will be. So, make sure only the necessary users have access to your CMMS.

As well as various workplace personnel, CMMS tools 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


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 you access a CMMS solution from.

Computerised Maintenance Management System software is an application that you can access from a desktop, laptop and mobile. Most web-based software is responsive, which means their window will adjust to the type of device you are accessing the product on.

Mobile CMMS is that which you can access on your phone’s browser.

CMMS App is an application that you can download from App. Store or Google Play and access on your phone. The app can be really useful in accessing information without an internet connection.


Should Small Businesses Invest in CMMS Software?

If your 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 you save about 4 to 18% on your maintenance costs with a CMMS solution. Therefore, for assets worth £500,000, you are likely to save £20,000 to £90,000 across the life of your assets.

However, there are instances where you will be better off to source an external contractor to manage all your maintenance management requirements.


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

This depends on your 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.

Below are the key differences between on-premise solution and web-based Computerised Maintenance Management System:

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 Computerised Maintenance Management System friendly features
CMMS AppMostly unavailable. In a few cases web-access of your on-premise system can be configured.Mostly available

How Do We Compare CMMS Software?

Comparesoft relies on maintenance experts, natural language processing, and machine learning to identify and match the best CMMS solutions to your requirements.

Below is how we ensure that the products we recommend meet your 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 Computerised Maintenance Management System software

  • Our ranking and recommendation is based on verifiable data and also feedback from buyers who have contacted CMMS software vendors from Comparesoft


Why Compare Computerised Maintenance Management Systems With Comparesoft?

1. We will show you cost-effective options. On average, our recommendations can save you up to 21% of costs. (Please note: it is not always possible to save on the costs, sometimes investing in the right tool is the right maintenance decision).

2. We will save you at least 6 to 10 hours of hassle visiting multiple websites to identify the right products for you. At Comparesoft, you can:

  • Identify the products that match your requirements within a few minutes by answering some fundamental maintenance-oriented questions.

  • Compare and Shortlist CMMS solutions based on relevance and price

  • Get unbiased advice and results

  • Communicate with multiple vendors from one single place

Computerised maintenance management system buying is complex and hard. 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 to you the products which are right for you.

Software Buyers from Volvo, PwC, Transport for London, GE, Siemens, NHS, Honda, BAE Systems, Just Eat and 16000+ other big and small businesses from different industries have used our UK based comparison service


Should I Buy CMMS Software Based on Reviews?

Genuine Reviews are very useful and can aid in your 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.


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 definitely vary and some tools are stronger than others, most CMMS solutions cater to different types of maintenance programmes. If you are looking to connect your CMMS solution to your equipment data then you require a data historian or a data pipe. performance and condition monitoring capabilities of a CMMS vary and so do the capabilities to connect with equipment that transmit data about themselves via the internet.


Should CMMS Software Be Chosen Based on Industry-Fit?

Yes. In fact, we highly recommend looking at industry-fit rather than generic reviews. A CMMS software that is well adapted in your industry will offer you three advantages which are likely to influence its adoption in your business.

1. Workflow Fit – Whilst most businesses differ, they do have commonality between them within the same industry. Maintenance Programmes, Maintenance Reports, Technical Schedule, Spare Parts Replacement and many other attributes of a maintenance programme closely overlap within the same industry. You can leverage the effect of commonalities and overlap if you choose a system that is well adapted in your industry.

2. System Usage Fit – By choosing a CMMS App that is well adapted in your industry. You lower the risk of it being liked by your colleagues.

3. Lower Cost of Configuration – Most maintenance teams require some sort of CMMS configuration to address their maintenance management requirements. The chances of such customisations already being ready (and well-tested) are significantly higher if you choose a CMMS that is used within your industry.


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

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

Cloud-based software is installed on a cloud 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. Just to be clear, if you are not connected to the internet or a mobile network then you will not see live maintenance data but the last updated data.

Maintenance managers prefer a cloud-based CMMS software because it helps them to assign job orders, spare parts information, maintenance check-up routines, surveys to their team who can access the information from any device provided they have an internet connection. Their team can also access the last updated information if they are not connected to the web. This attribute of cloud-based maintenance software makes it easy for maintenance teams to be updated with their tasks and reports, hence cloud-based maintenance software is preferred by most maintenance teams.

Another element here is cloud-based CMMS software typically have fewer upfront costs than an on-premise system.

Just to be clear, this does not mean an on-premise solution is less useful. There are a number of situations where an on-premise software is much more effective than a web or cloud-based software. For example; For defence or high-security maintenance situations where access to the internet can lead to cyber risks, an on-premise tool can be a safer option than a cloud-based tool.


What Are the Key Benefits of a Mobile CMMS Solution?

1. Mobile CMMS solutions or CMMS Apps offer the flexibility and ease to access maintenance information like work orders, job specs, incidents, spare part delivery information, and maintenance surveys on a mobile device.

2. Maintenance engineers, technicians, and external contractors can share work updates such as photos, completion reports, scanning and tagging equipment, and work orders on a mobile device. 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 relevant information with external teams as required.


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

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

1. By the State of Your Business

Most maintenance teams start maintenance management with a spreadsheet. 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 their business considerably.

If you are a small business and maintenance is a critical part of your business then calculate the value of the known errors you have made. Let’s say you have made 10 errors in the last 3 months, let’s assume each error has cost you £150. So £1500 in known errors, double this for unknown errors which are £3000. Now because you are using manual methods you are losing out on £4500 every 3 months or £18,000 every year. £18,000 could be a starting budget for your CMMS software, so after the first year, the CMMS tool will pay for itself. Alternatively, you can just stick with the calculation of the known errors. In which case you are losing £6000 per year, hence the budget for your maintenance software can be £6000 per year.

2. By the Value of Your Assets

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

Other elements that could also influence your budget are:

  • Complexity of your maintenance programme

  • Skillset required to perform your maintenance routines

  • Spare parts ordering and replacement management

  • Mix of planned, preventative, predictive and preventative maintenance management


Why Do the Costs of CMMS Software Vary?

The costs of CMMS software can vary greatly, from £9.00 per month per user to £4500 per user. Overall, the cost variance depends on the following factors:

1. Maturity of the system: Well adopted and well-proven systems come at a higher cost.

2. Development Costs: In some cases, the development of the product is done in cost-effective locations which bring down the product development costs.

3. A key application of the product: CMMS software for asset-intensive industries like Oil and Gas, Chemicals, Pharmaceuticals are complex and hence have higher costs. CMMS software for simple equipment management tend to have lower costs as the product is less complex.


Can You Manage Spare Parts and Replacement Parts With a Computerised Maintenance Management System?

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

Off course, your definition of spare parts management is also an important factor. For some maintenance teams, spare parts management is ordering spare parts before replacement. For others, it is ordering, tagging, van management, warranty management, and monitoring spare parts stock levels - to name a few complex and dynamic requirements.

Some CMMS software can even order spare parts automatically based on a predefined rule. Delivery management, spares inspection management, warranty rules, and work order information (related to spare parts) are some areas where a CMMS solution can be impactful.


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

The best and the easiest way to get the most out of your CMMS tool is to continuously keep your data accurate within your maintenance system.

Data accuracy is a lot simpler than most teams think. There are two key factors to keeping data accurate:

1. Keep the data entry requirements to a minimum. Let users choose information rather than type information. This will not be always the case but if you have a CMMS that mostly allows data selection rather than data input then you are significantly controlling the data accuracy.

2. Train your users at least once every 3 months. The 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/data entry protocols and new features within your CMMS solution.


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, there are a number of tools that can help prevent the risk of downtime and improve asset uptime.

Although downtime of equipment is unavoidable due to regular servicing and updates, having too many mission-critical assets unavailable at once or having a maintenance backlog can negatively impact your 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 a CMMS. Digitalising your maintenance management and implementing a CMMS tool is one of the most common solutions for preventing unplanned downtime. A CMMS tool offer fixes to downtime in the form of features, such as:

Scheduling Maintenance

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

Root Cause Analysis (RCA)

Root cause analysis (RCA) allows for 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 to this and prevent the likelihood of future breakdowns.

Automating Work Orders

Technicians can be easily assigned to tasks and update the status of an asset’s work order in real-time. Sensors can also 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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