For the enterprise heavily invested in equipment assets, ensuring the operational health of your equipment is one of your key business success factors. It’s critical to your enterprise to lower the overall cost of maintenance while improving productivity through equipment availability. Computerized maintenance management software systems provide a solution. Find out more about the right CMMS software for your business and the benefits it can provide.
This guide will provide information on:
CMMS software maximizes the runtime and lifespan of machinery or equipment systems by managing maintenance operations in real-time. This is accomplished through a comprehensive set of software functionalities for equipment management, such as asset management, predictive and preventive maintenance alerts, and work order management.
CMMS stands for computerized maintenance management software, and CMMS software programs are important tools to be familiar with for companies with significant equipment assets. This is largely because they track maintenance activities and the upkeep of the assets. This helps track the associated costs of the work, with the ultimate goal of prolonging an assets lifespan at minimal expense.
Sometimes called enterprise asset management software (EAM software), the goal of CMMS software is to track the upkeep of assets and the associated costs of the work, with an ultimate goal of prolonging an assets lifespan at the most minimal expense possible. This means your business and maintenance team can spend time and resources getting profitable jobs done, rather than dealing with equipment related problems.
Maintenance scheduling, work requests, barcode scanning via mobile app functionality, and user-friendly tools are some of the most desired features of CMMS software. The common CMMS features used in maintenance programs by facility managers include:
|Asset management||Record general information on company assets (buildings, vehicles, technology, and more) such as the frequency of asset use, issues, ongoing costs, and asset specifications.|
|Equipment inventory management||Tracks information on equipment used in maintenance and repair operations usually including tools and parts. View maintenance history of specific items. Alerts can be set to warn of low stock levels to ensure the proper materials and tools are always available for both routine and emergency maintenance.|
|Predictive maintenance||Scans equipment data for performance trends and uses condition-based monitoring to alert the appropriate staff of any potential issues.|
|Preventative maintenance||Create schedules, track procedures, set maintenance routines, balance workloads, and more.|
|Work order management||Create a trackable document identifying what work needs to be done and how it should be accomplished. Can include advanced features such as rules-based approval management, scheduling management, change orders, and reporting.|
The most common benefits of CMMS software include:
A capable equipment maintenance system means less time and money spent on both planned and unplanned maintenance. By keeping accurate tracking on equipment maintenance, a CMMS allows you to plan maintenance before expensive repairs are required:
A business that provides top-notch goods and services has a large impact on customer satisfaction and retention. Limiting breakdowns is critically important to reducing cycle times. The speed of your delivery is a business differentiator, as equipment kept in sub-standard condition yields inferior products and services.
Equipment failures are a major source of unplanned expenses. Implementing and executing a proper maintenance plan is a fundamental step toward eliminating unexpected and burdensome costs.
CMMS software helps you limit unpredictable and large costs. They also help you spread costs much more evenly and predictably. Some CMMS programs even provide sophisticated tools that allow you to make repair versus replace decisions based on reliable data.
CMMS solutions apply to a huge variety of industries. Manufacturers, facility management firms, industrial and commercial service firms, contractors, agricultural operations & more. The benefits of a computerized maintenance management system remain the same:
If you’re in the market for CMMS software, you’ll want to analyze what your exact needs are based on a number of factors, such as the size of your company.
A solution like QuickBooks Online is not going to give you CMMS software functionality that will provide long-term sustainability. It does not offer the handful of required functionalities most CMMS options will provide you, such as scheduling maintenance, as well as predictive analytics to ensure preventative maintenance is doing its job.
Keep QuickBooks For Accounting And Find An Add-On. While QuickBooks may not be able to offer any CMMS functionality, there are many CMMS solutions that will integrate with QuickBooks. This will help ensure all of your business software is linked together. There are also many field service software add-ons available for QuickBooks that may provide some (but not all) of the functionality typically found in CMMS, such as work order management and scheduling.
The price of CMMS software will start between $29-$70/user/month. This reflects entry level software that is usually intended for use by less than 3 users. Onboarding costs for these subscription-based pricing models will range from $600-$2,500 upfront.
Most vendors will charge a monthly cost per user, which usually means the bigger your company, the bigger the cost. CMMS solution vendors may also charge depending on the types of assets being maintained, the number of assets stored in your system, and more. A large majority of CMMS software options are cloud-based, meaning they have a subscription-based pricing model. While still possible with some vendors, most CMMS software is subscription-based and can not be bought outright.
Many companies may try to go without CMMS software and handle their preventive maintenance with manual methods. Combined with the low cost of QuickBooks for your basic accounting and inventory, this is one way to keep your software costs at their lowest. This manual method is typically by using spreadsheets. However, these methods become much harder to track your equipment due to the fact that spreadsheets lack sustainability.
The more tasks each repair job has, the more that needs to get added to the schedule. Having to go back and forth to check off maintenance steps is far too time-consuming to be practical this way.
Some of the most common headaches people experience in selecting, buying, implementing, and maintaing CMMS software include:
Very often CMMS users are not office-based workers. The average CMMS user at your organization may well be someone on the production floor. Or, they may primarily work on the job site or in the field. As a result, mobile device access can be particularly useful. Many systems offer support for mobile access.
One of the challenges of implementing a computerized maintenance management software system is the number of points of integration that may be present. CMMS programs very frequently need to integrate with software providing the following functionality:
The wide array of integration points is one of many reasons it’s usually advisable to partner with an experienced CMMS provider for implementation services.
When dealing with a high volume of work orders, it can become difficult to be managing who is getting assigned what, and the combination of needing to schedule based on past work history can be time-consuming with a weaker CMMS software (or a manual process). A good CMMS software will be able to automate most of this process from beginning to end.
Businesses with equipment maintenance management needs span a spectrum of types and sizes. CMMS systems are available as standalone products, but are also sold as components within full facility management packages. These days it’s not uncommon to even find CMMS software tools included in full-scale ERP solutions.
CMMS software packages are both offered as web-based, SaaS implementations as well as internally LAN-based programs. Below you can find some of the top CMMS solutions on the market today.
eMaint CMMS is a complete CMMS software capable of handling the maintenance, facilities, and operations management. The solution includes 95 pre-loaded reports that let you spot trends on key performance measurements, access up-to-the-minute data on work orders, track worker productivity and material usage, and more.
Hippo CMMS software is a web-based solution that is able to be used by organizations of all sizes. Their goal is to make using a CMMS software easy for all industries. The solution has an unlimited users capability and allows you to set permissions according to the user’s role in the organization.