Easily Shortlist & Compare CMMS Software to Meet Your Maintenance Management System Requirements.

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Compare CMMS Software

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Top Rated CMMS Software Profiles

IBM Maximo CMMS Software
IBM Maximo CMMS Software
Most Suitable For

Organisations with 30+ Maintenance Engineers

Customer Feedback

6 star star star star star

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 Utilities, Oil and Gas, Nuclear Power, Transportation, Aviation, and Life Sciences industries.

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IFS CMMS Software
IFS CMMS Software
Most Suitable For

Organisations with 20 to 1000 Maintenance Engineers

Customer Feedback

10 star star star star star

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.

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Maintenance Connection CMMS Software
Maintenance Connection CMMS Software
Most Suitable For

Organisations with 20 to 100 Maintenance Engineers

Customer Feedback

4 star star star star star

Maintenance Connection is a powerful CMMS solution with comprehensive work order management capabilities. With this CMMS system, 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.

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Ultimo Maintenance Management Software
Ultimo Maintenance Management Software
Most Suitable For

Organisations with 10+ Maintenance Engineers

Customer Feedback

7 star star star star star

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, 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.

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Hardcat Maintenance Management System
Hardcat Maintenance Management System
Most Suitable For

Organisations with 20 to 60 Maintenance Engineers

Customer Feedback

23 star star star star star

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.

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vx Maintain Asset and Facilities Management
vx Maintain Asset and Facilities Management
Most Suitable For

Large Scale Retail Organisations with External Contractors

Customer Feedback

5 star star star star star

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.

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Support Desk Pro Maintenance Service Management System
Support Desk Pro Maintenance Service Management System
Most Suitable For

Organisations with 25 to 100 Maintenance Engineers

Customer Feedback

2 star star star star star

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.

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FMIS Equipment Maintenance Management Software
FMIS Equipment Maintenance Management Software
Most Suitable For

Organisations looking to manage leased equipment

Customer Feedback

3 star star star star star

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.

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Cascade Maintenance Software
Cascade Maintenance Software
Most Suitable For

Maintenance and Service Organisations within Electrical Industries

Customer Feedback

4 star star star star star

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.

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View all Profiles

Listen to Podcasts with Maintenance 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.

A Buyers Guide to Finding the Best CMMS Software

Buyer's guide

Short for Computerised Maintenance Management System, CMMS software is a way of helping asset-intensive organisations to digitally manage their assets and effectively schedule maintenance. As a maintenance manager or member of your company’s maintenance and facility team, you’re responsible for making sure physical equipment is available at all times. With the help of essential maintenance management tools found in typical CMMS solutions, such as asset tracking, preventive maintenance scheduling, and work order management, you can maximise asset reliability and begin to eliminate costly unplanned downtime.

Although finding the best CMMS system to suit your maintenance activities can seem like an overwhelming task, making sure you implement the right software solution is essential for managing the maintenance life cycle of your critical assets. In this guide to finding the best CMMS software solution, we’ll cover:

What is CMMS Software?

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

The main role of a CMMS solution is to reduce asset expenditure and eliminate costly equipment downtime. As well as streamlining the repair and replacement processes of mission-critical assets such as equipment and machinery.

A CMMS system is most commonly implemented across industries that rely heavily on the upkeep of their physical equipment and infrastructure. Such as 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. Including maintenance and repair schedules, inventory and spare parts, and health and safety processes.

What is CMMS?

What are the Typical Features of a CMMS Solution?

A CMMS solution is packed full of tools and features that help you to effectively streamline your maintenance tasks. But, depending on your maintenance requirements and the best CMMS software for your processes, features can vary. Most typical features found in CMMS systems include:

Work order management

Work order management is typically seen as the main feature of a CMMS system. It provides essential capabilities to maintenance teams and enables them to create, track, complete, and analyse work orders throughout the organisation. This allows you 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 and condition monitoring

By utilising IoT (Internet of Things) devices, in the form of sensors and trackers, with a CMMS solution you’re able to continually monitor and analyse the condition of each mission-critical asset. This enables maintenance managers and technicians to build preventive/preventative maintenance schedules based on dates, meter readings, times, usage, and triggered events.

Equipment and asset management

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 you to track, store, organise, and share data regarding all company assets. This allows you to:

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

Other features found in most CMMS solutions include asset tracking, proactive maintenance control, asset performance monitoring, maintenance reporting, and inventory and spare part management.

What are the Benefits of Using CMMS Software for Maintenance Tasks?

For a business that relies heavily on the upkeep of its assets, CMMS software provides a range of benefits that can have a positive effect on your maintenance management activities. The benefits of a typical CMMS solution include:

  • Reducing equipment downtime
  • Providing asset and work order visibility
  • Automating manual tasks
  • Controlling inventory, waste, and running costs
  • Enabling preventive/preventative maintenance scheduling
  • Ensuring compliance management
  • Improving workplace health and safety

The benefits of a CMMS solution can also be broken down into three groups; technical CMMS benefits, operational benefits, and business benefits.

Technical Benefits of Using Computerised Maintenance Management Software

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

Operational Benefits of Using a CMMS Software

  • Eliminate spreadsheet and paper-based error-prone culture which makes it very difficult to drive a result-oriented maintenance program
  • Create a single source of truth for your planned, preventive, predictive and reactive maintenance
  • Provide mobile access of your CMMS program to your field-based team to reduce the time and effort required to complete work orders

Business Benefits of Using a CMMS Software

  • Improve uptime of your 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 your maintenance programs to get business – technical consensus on maintenance budget allocation

15 Things to Consider Before Implementing a Computerised Maintenance Management System

Your organisation is likely to use your chosen Computerised Maintenance Management Software for 3 to 5 years (Calculated based on analysing average customer life of our 921 CMMS software buyers). So it pays to invest time in choosing a system that will form the basis of your maintenance program.

In the UK, there are 96 software vendors who provide equipment management and CMMS systems. As a result, it can be time-consuming and confusing to look at multiple systems without having a clear idea of your requirements. The 15 points below have been written to clarify your thoughts and assist you in choosing the best CMMS system to meet your requirements.

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

    Over 93% of new CMMS software buyers use a spreadsheet and paper-based methods before implementing a cloud-based CMMS system. Data entry, maintenance workflow and reporting are fundamentally different in a CMMS system.

    Moving away from the existing manual approach to a new system requires taking a fresh perspective on your maintenance program. There is no point in just replicating your current methods in a new CMMS system. For example; with a spreadsheet-based system, most of the maintenance program is reactive or meter-based. However, using a web-based CMMS tool will require you to switch to a preventative maintenance mode.

    Implementing a new CMMS system is best viewed as taking a new perspective on your maintenance culture and strategy.

    Leading maintenance teams assign maintenance-oriented targets to be achieved with a new CMMS system. For example; if you have 500 equipment, your current maintenance cost is £200,000 and the average age of equipment is 4.5 years. With a new CMMS system, 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 System
    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 Equipment and Maintenance Data That You Would Like to Hold.

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

    Existing sources like accounting software, spreadsheet, and asset tracking systems can be a good source to import data into your CMMS system. If you have tagged your assets, then the best CMMS systems can easily read the equipment data.

    Work orders instruction, health and safety information, data about your office and field-based teams, material, inventory and contractors are some of the vital areas that require identification before looking out for your best CMMS system.

  3. Establish Your Work Order Types

    As you decide to switch from manual to digital work orders, establishing the type of your work order is a good starting point.

    If you are migrating from a spreadsheet-based maintenance program, then your work order book is likely to look much different with a CMMS software. The level of planned, preventative and predictive maintenance will increase by at least 40 to 60%. 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.

    Another element to think about here is who your work order creators are. It is not unusual for work order requests to be from end users of your equipment or facility in which case, you require the work order fields to be simple and intuitive.

  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. This maintenance can be an inspection routine to decide on preventative maintenance tasks or it can be a condition or interval-based light maintenance activities.

  5. Get an Idea of Your Preventative Maintenance Program

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

    For example; Changing the timing belt of your centrifugal pump every 12 months, after winter production run, after a reading of 60,000 cycle counts, or due to safety compliance will be examples of preventative maintenance program. In effect, preventative maintenance is derived from understanding data from the mean time between failures.

    Below are 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 Vibration Analysis, Lubrication Analysis, Motor Circuit Analysis, Visual Inspections, Infrared Thermography, Ultrasonic Analysis and other advanced condition monitoring techniques. Manufacturer’s data, production runs, benchmarking industry maintenance plans and behaviour of the equipment are taken into account to understand the condition of your equipment.

    Predictive maintenance is an advanced maintenance program mostly relevant to production or operations 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 You Are Going to Address Reactive Maintenance Events

    Even with a new CMMS software, you are very 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. While you are deciding about your new CMMS software, it will be beneficial to know how you plan to deal with reactive situations and how your CMMS system can deal with it.

    In a reactive situation, modern Computerised Maintenance Management Software will allow you to get an idea of the tools, people and instructions required to address reactive tasks.

  8. Note Your Mobile CMMS Requirements

    Whether you plan to rely on external maintenance contractors or your field-based team, your mobile CMMS requirements must ideally be noted in detail.

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

    While a web-based or cloud-based mobile CMMS solution is responsive (adjusts itself based on the type of device), 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 with your customer. Quite often, there tends to be a service level agreement with your customer. This management often involves light maintenance activities like inspection, oil change, consumables replacement and cleaning. The one area which makes this different from maintenance management is tracking vehicle/fleet status.

    However, this requirement can be addressed by most CMMS systems.

  10. Identify Your Field Maintenance Requests

    “Who is going to log your maintenance requests” is a very crucial topic for your CMMS selection (hence we are mentioning it twice). Quite often, service or breakdown requests are logged by end-users of the product.

    It is vital to understand where and how the requests are going to be logged. For instance, there are 2-3 types of users who log breakdown and failure requests. Mode of logging requests include 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 CMMS solutions as you see demos of different products.

    Another key element here is the requirements of your maintenance team on the roads, who are 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 Your Maintenance Activities with Maintenance Reports

    Most CMMS system will have 100’s of standard inbuilt report templates. We suggest you identify 5 to 10 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 CMMS 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 your Maintenance Plan with Your Enterprise Asset Management Plan

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

    As you are planning to deploy a new CMMS software, 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 system 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 which overlap between businesses within the same industry.

    For example:

    • Retail Maintenance Management Solutions require a special focus on managing different types of refrigerators
    • 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 5 to 7 years, there has been a five-fold increase in the number of equipment which has advanced sensors and thermostats that can emit data about themselves. For example; a compressor can emit data about its operating conditions like temperature, pressure, meter readings, cycle counts and other elements.

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

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

  15. Be Aware of Cognitive Maintenance

    There are CMMS systems 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, Defense and Manufacturing. If you are looking for an advanced CMMS system, then it might be useful to investigate cognitive, machine learning or Industry 4.0 features.

Knowledge Guides for CMMS System Users and Maintenance Teams

How to Reduce Manufacturing Downtime with Preventive Maintenance
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 systems with preventative techniques can help maintenance teams to be ahead of the uptime curve.

Read More
The Real Difference between CMMS and EAM
2nd Aug 2017

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.

Read More
How Mobile CMMS Benefits Businesses
30th Oct 2019

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

Read More
5 Key Functions of Preventative Maintenance
19th Dec 2019

Everybody wants to take preventative measures, yet most of us are in reactive mode due to time, targets, and condition monitoring. Learn how you can use 5 preventative CMMS system functions that help you to easily switch to preventative maintenance mode.

Read More
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 systems to drive equipment uptime.

Read More
7 Key Steps to an Effective 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.

Read More
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.

Read More
A CMMS for Manufacturing Companies
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.

Read More
A CMMS for Oil and Gas Companies
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.

Read More
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.

Read More
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.

Read More
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.

Read More

Faq’s

Frequently Asked Questions

Q A

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 system 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.

Q A

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 system 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.

Q A

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 systems 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 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.

Q A

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.

Q A

Is a web-based CMMS solution or a cloud-based CMMS system 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
Q A

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

Q A

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

Q A

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.

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Are there specific CMMS systems for planned, preventative, and reactive maintenance?

No, there are no variants of CMMS Systems for Planned, Preventative, and Reactive maintenance. Whilst the capabilities of CMMS Systems definitely vary and some tools are stronger than others, most CMMS systems 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 CMMS Systems vary and so do the capabilities to connect with equipment that transmit data about themselves via the internet.

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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 System that is used within your industry.

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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.

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What are the key benefits of a mobile CMMS system?

1. Mobile CMMS system 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 system. Allowing maintenance teams to share relevant information with external teams as required.

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How to 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 stage 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 system 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 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

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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.

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Can you manage spare parts and replacement parts within a CMMS 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 system can be impactful.

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What is the easiest way to get the most out of a CMMS System?

The best and the easiest way to get the most out of your CMMS system 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 system 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.

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Can a CMMS system help to reduce the 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 system 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 system. Digitalising your maintenance management and implementing a CMMS tool is one of the most common solutions for preventing unplanned downtime. A CMMS system 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 system 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.