Published: May 09, 2014  Updated: March 17, 2025

12 Essential Advantages: Why Universities Must Embrace CMMS Software for Maintenance

Universities, because of their size and area coverage, demand a sophisticated approach to maintenance. Think of the sheer scale and diversity of assets. Add in the imperative for safety and fiscal responsibility. Let's explore twelve essential advantages of why universities must embrace CMMS software for maintenance.

Institutions often experience inefficiencies, increased costs, and potential safety risks. Therefore, you cannot overstate the importance of proper preventive maintenance and a strong, organized work order management system. A CMMS provides that organization.

Comprehensive Asset Lifecycle Management

A CMMS transcends basic asset tracking by enabling comprehensive lifecycle management. This entails not only recording asset locations but also tracking their condition, usage, and maintenance history from acquisition to disposal.

You can track asset readings which will help shape the preventive maintenance program. Numerous key performance indicator reports give you insights to asset reliability. Depreciation analysis from CMMS tracking helps you make wise purchase decisions.

Organized Work Order Management

As mentioned above, CMMS software helps you with the creation, assignment, and tracking of work orders. This eliminates the inefficiencies associated with manual processes, such as paper-based work orders and verbal instructions.

Maintenance managers can add the type of job, and prioritize work orders based on urgency and resource availability. With work orders, you have the location of the asset listed and of course, the details of the job.

Beyond the "basics," you have additional features such as adding checklists for step-by-step procedures. Also, for further clarification, attach documents, images, and URLs. The CMMS allows for several file types.

Enhanced Preventative Maintenance Scheduling

Invest in a CMMS that has a scheduling calendar. For example, one with a drag-and-drop option. You have your list of work orders. Place each on the calendar, and the system dispatches them to the appropriate parties.

With a scheduling calendar, you have access to the upcoming tasks for the week, month, quarter, or a customized date range. This keeps you up-to-date on the department's activities.

Data-Driven Maintenance Schedules - By analyzing equipment performance data and maintenance history, universities can develop better schedules that bring more efficiency and effectiveness to the technicians.

Accurate Inventory Management

Maintaining an accurate inventory of spare parts and supplies means you reduce the chances of stockout and overstocking the warehouse. CMMS software provides universities with real-time visibility into inventory levels. It will help you organize the location of each part and supply, even if you have several storage areas.

To further reduce stockout incidents, you can set up a minimum threshold and a system-generated purchase request when the quantities hit that level. For better oversight over the comings and goings of stock, have the CMMS help you establish an issue-return policy. Finally, you should conduct a routine physical count. The CMMS will generate count sheets and reconcile the numbers.

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Detailed Vendor Management

Universities often rely on external vendors for specialized maintenance services. And, of course, they'll use vendors for purchasing parts and supplies. CMMS software facilitates the management of vendor contracts, performance, and communication.

Universities can store vendor contact information, contracts, and performance metrics in a centralized database. Input shipping and billing information. If purchasing stock, how does each vendor ship it? Ground delivery? Truck? Van?

Input the type of vendor. Does a particular company manufacture the goods, deliver them, or both? Note which vendor offers deals for bulk purchases. Track on-time delivery percentages.

CMMS software generates comprehensive reports and analytics that provide insights into maintenance performance, asset utilization, and cost trends.

Maintenance managers have access to maintenance reports that include key performance indicators. For inventory, they can run reports for inventory location, critical spares, costs, and more.

If you use the system for purchasing, human resources, and barcoding, check out all the relevant reports for each category.

Improved Regulatory Compliance

Universities must comply with various regulatory requirements related to safety, environmental protection, and accessibility. CMMS software helps universities track and document compliance activities. CMMS software can generate the necessary compliance reports This simplifies the auditing process and minimizes compliance risks.

Enhanced Campus Safety and Risk Mitigation

CMMS software plays a crucial role in enhancing campus safety by tracking safety inspections and identifying potential hazards. Supervisors might add many of these inspections to the preventive maintenance records.

What type of inspection? Fire safety systems. Emergency lighting. Building entrances/emergency exits. Doors, halls, carpeting, stairs. Walkways, parking lots, and grounds. Whatever type of routine examination of systems and assets, the CMMS can handle it.

Improved Communication and Collaboration

CMMS software facilitates better communication and collaboration among maintenance staff, vendors, and other stakeholders. Real-time notifications and task updates. Feedback/comments section on work orders. On-time compliance and attainment reports for workers.

As mentioned, universities cover a lot of territory, so having a mobile CMMS makes logical sense. Mobile CMMS applications empower field technicians with real-time access to work orders, asset information, and inventory data. No more having to drive or call into the office for the next assignment. Mobile access enables technicians to complete work orders, update asset information, and access inventory data from any location.

Enhanced Budget Control and Cost Reduction

A CMMS provides tools for budget planning, cost tracking, and analysis. Universities have better oversight on maintenance, inventory, and labor expenses. Add to that, the numerous cost reports, you have only added value to the system.

Improved Equipment Reliability and Uptime

As mentioned before, by implementing preventative maintenance strategies and tracking equipment performance, CMMS software helps universities improve equipment reliability and uptime. You'll see a reduction of unplanned downtime and can handle urgent and important matters promptly. You'll process work requests and keep not only your maintenance department efficient, but many university operations.

Universities and CMMS: A Winning Combination

Universities and other educational institutions can rely on a quality CMMS for maintaining assets, organizing inventory, proffering purchasing power, and so much more. Get on the right path to maintenance management success with a powerful system that will give you so much insight into your university operations.

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