Is your maintenance team tired of using messy spreadsheets, legacy software, and heaps of paperwork to improve your team’s performance metrics? There is a solution that can put an end to all your miseries.
Maintenance teams around the world are now seeking digital solutions and breakthrough innovations to enhance efficiency, improve safety standards, and reduce costs. This digital solution is a CMMS — a computerized maintenance management system for numerous organizations.
According to Verified Market Research, the CMMS software market is expected to reach $1.7 billion by 2028, rising at a compound annual growth rate (CAGR) of 8.41% from 2021 to 2028.
However, it is crucial to understand what a CMMS is and whether it is the right tool for your maintenance team. In this blog, we will cover what a CMMS is, its history, how it works, its benefits and types, and which industries can benefit from CMMS software.
What is CMMS software
A computerized maintenance management system (CMMS), also sometimes referred to as maintenance management software or equipment maintenance software, is a software solution designed to streamline maintenance operations and enhance asset management within an organization.
CMMS software enables maintenance teams to efficiently schedule, monitor, and analyze maintenance tasks, work orders, and inventory. By implementing a CMMS, organizations can increase the lifespan of the asset, minimize downtime, optimize labor resources, and improve the overall efficiency of maintenance operations.
Top CMMS features include work order management, asset management, preventive maintenance, inventory management, reporting and analytics, and a mobile app.
While it may seem that CMMS software is primarily used within industrial and manufacturing organizations, it serves as a tool for planning, scheduling, and tracking maintenance activities in almost every industry. Later in the blog, we’ll delve into which industries can benefit the most from a CMMS.
The History of the CMMS system
CMMS goes a long way back. Before its advent, achieving centralized, dynamic visibility and automated management was challenging because maintenance information was typically stored in paper records and, much later, spread across various spreadsheets.
The early versions of a CMMS system first appeared in the 1960s and were primarily used by large organizations. Technicians input computerized information and track maintenance activities using punch cards and IBM mainframes. By the 1970s, punch cards were replaced with checklists, and technicians input data into CMMS systems at the end of their work shifts using them.
Throughout the 1980s and 1990s, computers became smaller, cost-effective, and interconnected, allowing CMMS systems to gain greater prevalence among smaller and mid-sized organizations. Also, in the 1990s, CMMS systems started to share information across local area networks (LANs).
In the 2000s, the rise of intranets and web-based connectivity was witnessed, further expanding CMMS capabilities to a wide range of mobile devices, field applications, and operational sites.
The most recent generation of CMMS is cloud-based and highly mobile, offering improved functionality, faster implementation, simplified maintenance, and increased data security.
Gone are the days when CMMS was only used by larger businesses. Today, even companies with modest maintenance budgets and internet access in their facilities can benefit from web-based, relatively affordable CMMS systems.
How does a CMMS software work
At its essence, CMMS software is a data-driven solution, with work orders being the primary source of this data. When a work order is finalized, the data is then processed by the CMMS system. These work orders comprise important asset maintenance data such as parts and costs, the repaired asset, wrench time, and time taken for completion.
Next, this data is transformed into reports that maintenance managers and other departmental heads can use for informed, data-driven decision-making.
Maintenance teams use CMMS software to create an order whenever a work request is submitted. Moreover, recurring orders can also be created to perform preventive maintenance and inspections.
Some systems can also automatically create orders based on data derived from sensors. Once the technician completes an order, it is marked as closed, and the data is then fed into the system, making it available for reports and future planning. CMMS systems streamline the automated maintenance workflow processes, reducing downtime and enhancing team productivity.
A mobile CMMS can help streamline the maintenance process, enabling technicians to access and update work order information directly on-site. This can help them save valuable labor hours by minimizing travel time.
If accurate data is constantly entered into the system, technicians can also speed up processes such as maintenance planning, scheduling, root cause analysis, and more, making information easily accessible.
What are the benefits of CMMS
According to a survey of 558 companies conducted by A.T. Kearney and Industry Week, 28.3% of companies reported increased maintenance productivity, 20.1% witnessed a reduction in equipment downtime, 19.4% reported savings in material costs, and almost 17.8% experienced a decrease in maintenance inventory.
Implementing CMMS software can significantly improve your organization’s efficiency, minimize downtime, and reduce expenses. Let’s explore more benefits of CMMS software:
Cost efficiency
With the help of a CMMS system, you can reduce administrative work and enable more efficient repairs, leading to decreased labor and downtime costs and more efficient utilization of resources, such as parts and tools.
Minimize downtime
A CMMS solution provides all the features to set up and implement a proactive maintenance plan, reducing downtime and expenses.
Enhanced productivity
By using the CMMS system, technicians can achieve more in less time through quick detection and repair processes, enhanced communication, automated documentation, and guided checklists.
Inventory management
Maintenance teams can use CMMS to track spare parts usage over time. This enables correct forecasting and better control over inventory levels, leading to efficient resource utilization.
Comprehensive insights
A CMMS system helps you compile maintenance data into easily accessible reports, offering valuable information for making well-informed decisions about maintenance tasks.
What are the disadvantages of CMMS software
Let’s go through the disadvantages of using CMMS software.
Dependency on the internet
Accessing cloud-based CMMS software requires a stable internet connection, which can be challenging in regions with poor connectivity.
Recurring costs
While the initial cost for CMMS software is lower, a subscription fee has to be paid continuously. Over time, these costs can accumulate significantly.
Less control
Your data is stored on the provider’s servers, so you have less control over its security and privacy.
Types of CMMS software
There are generally two types of CMMS software: on-premise and cloud-based. Let’s explore them in detail.
On-Premise
An in-house software system that involves maintenance and inventory management is known as on-premise CMMS. Usually, you make an upfront payment for the system installation and handle tasks such as setting up firewalls and IT infrastructure.
On-premise systems were prevalent before high-speed internet and software-as-a-service (SaaS) products became a thing. Nowadays, cloud-based solutions are more widely used.
Cloud-based
Unlike an on-premise solution, a cloud-based CMMS is managed by the provider, allowing you to focus completely on using the product. As the software is hosted on the provider’s infrastructure, updates take place automatically, and you can access new features without having to install a new version of the software. On the contrary, on-premise systems require you to manage updates manually.
Another advantage of using a cloud-based CMMS system is the flexibility to enter maintenance data from anywhere, at any time. Technicians can use a mobile application to view and update work orders directly from the site or anywhere where they have access to an internet connection.
The mobile app syncs with the central server where all maintenance data is stored, minimizing the need to enter information from a desktop computer again.
What are the main CMMS features
Modern CMMS systems generally have the following features:
Work order management
With a robust CMMS system, you can generate, assign, and complete work orders and requests.
Asset management
A CMMS solution lets you track assets, view their current status, and access detailed maintenance history.
Preventive maintenance
Using a CMMS system, you can schedule recurring preventive maintenance for your assets, including maintenance tasks, procedures, and necessary parts. Advanced CMMS systems offer a user-friendly drag-and-drop calendar for streamlined preventive maintenance planning.
Inventory management
Implement CMMS software to allocate spare parts for work orders and associate them with relevant assets. You can also monitor inventory levels and receive alerts for reordering parts.
Reporting and analytics
A powerful CMMS solution enables you to generate comprehensive reports on maintenance activities and construct dashboards to gain transparency into critical processes and key performance indicators (KPIs).
Mobile app
The CMMS mobile app lets you manage maintenance activities on the go, from managing work orders to reserving parts. The premium CMMS apps offer offline functionality that syncs later.
Key features to look for in a CMMS system
Let’s take a closer look at the key features to look for in CMMS software.
Asset management
Asset management is one of the key features you need to look for in CMMS software. A comprehensive CMMS should track and maintain all physical assets in one platform, with features like asset tracking, maintenance logs, and warranty management. Advanced CMMS systems offer centralized data aggregation and hierarchical organization to help improve efficiency and resource allocation.
Work order management
Work order management is another essential feature in advanced CMMS software. Features for creating, assigning, and tracking work orders simplify maintenance tasks, helping to enhance visibility, communication, and timely task completion. Additionally, it supports preventive maintenance scheduling to reduce downtime, lower repair costs, and increase equipment lifespan.
Preventive maintenance
Another critical component of CMMS software is scheduling and managing preventive maintenance tasks. By addressing issues before they become critical, CMMS software helps prevent unexpected failures, reduce downtime, and extend the life of equipment.
Spare parts inventory management
CMMS software is equipped with effective inventory management, which reduces downtime and costs. CMMS features include automated restocking, real-time stock tracking, and visibility into spare parts availability. Advanced systems offer tracking with barcodes or QR codes and push notifications for reorders.
Reporting and analysis
CMMS software helps you collect and analyze data on equipment performance, maintenance costs, and downtime. Customizable reports on maintenance KPIs and asset performance help you identify inefficiencies, predict failures, and accurately schedule preventive maintenance.
Mobile application
A mobile CMMS app allows technicians to access and update information on the go. The mobile app includes features like receiving work orders, accessing logs, updating statuses, and submitting inspection reports. As a result, this enhances coordination and efficiency in equipment and overall facility management.
What is a Mobile CMMS
Mobile CMMS software enables managers to create, assign, and track work orders on the go. They can also organize data on equipment, spare parts, and costs and communicate with other team members and technicians via mobile devices.
Mobile CMMS software helps centralize maintenance tasks, making teams more self-sufficient. With access to historical maintenance data at their fingertips, technicians can work accurately and independently, reducing the need for managers to handle frequent queries from workers, like phone calls, emails, and text messages.
Difference Between CMMS, FM, and EAM
Let’s understand the basic differences between CMMS, FM, and EAM.
CMMS (Computerized Maintenance Management Software)
primarily focuses on the maintenance of equipment and facilities. Maintenance teams use this maintenance management software to ensure less downtime and efficiently manage maintenance tasks. The key features of CMMS include work order management, preventive maintenance, inventory management, reporting and analytics, and the mobile CMMS app.
FM (Facilities Management)
On the other hand, FM (Facilities Management) focuses on managing all aspects of facility operations, including maintenance, space management, and services. Facilities managers use FM to manage the entire scope of facility operations, ensuring a safe and efficient environment for the occupants. The main features of FM include building maintenance, space planning, asset management, energy management, and compliance tracking.
EAM (Enterprise Asset Management)
Last but not least, EAM (Enterprise Asset Management) helps manage the entire lifecycle of an organization’s assets, starting from acquisition to disposal. EAMs are used by organizations, especially in industries with large-scale and complex asset infrastructures, to enhance asset performance, reduce costs, and ensure regulatory compliance. Key features include asset lifecycle management, preventive and predictive maintenance, work order management, procurement, and compliance.
Which industries use CMMS software?
Any industry that needs equipment maintenance can use a CMMS system. However, some industries depend more on asset functionality and their work environment than others.
The common industries using CMMS software include:
- Heavy equipment industries like manufacturing, construction, mining, aviation, and energy. These industries also use GPS tracking for heavy equipment which is equipped with CMMS software.
- Facilities that require facility or property management such as hotels, hospitals, fitness facilities, restaurants, parks, and museums
- Fleet management industries such as trucking companies, car rental businesses, companies offering delivery services, farming businesses, and government organizations
- Field maintenance industries such as telecommunications and electrical grid maintenance companies
Conclusion
Implementing CMMS software can be a game-changer for your business as it helps you transform your maintenance operations. Whether you’re in facility management, fleet management, field maintenance, or heavy industries – EZO CMMS software is your best shot at streamlining maintenance processes, enhancing efficiency, and reducing downtime and costs.
It’s time to bid goodbye to cumbersome paperwork and spreadsheets and say hello to CMMS – the future of maintenance management.
