What is a CMMS?
A Computerized Maintenance Management System, or CMMS, is a software program designed to manage maintenance activities and keep detailed maintenance records of all assets within an organization. The program allows users to create and dispatch work orders, schedule preventive maintenance tasks, track equipment usage and repairs, and record asset history.
What are CMMS solutions used for?
A computerized maintenance management system tackles a multitude of maintenance-related tasks, including:
- Work order management. CMMS solutions enable users to create work orders detailing repair needs. Many systems also have the option to attach images or documents to the order.
- Preventive maintenance. CMMS maintenance software offers users the ability to schedule preventive maintenance on pieces of equipment, thus decreasing downtime and reactive repair costs.
- Recording historical data. Robust CMMS solutions include the ability to track historical data, such as repairs, purchases, vendor information, and preventive maintenance. This information can be useful during audits.
- Inventory management. Users can refer to their system to ensure parts and materials are always available when needed.
What are the benefits?
Here are just a few ways CMMS software can benefit a company:
- Decreased equipment downtime. A maintenance management system makes planning preventive maintenance (PM) on equipment easy. Staying on top of PM tasks helps keep equipment up and running, therefore decreasing overall downtime. Adding a mobile application with instant notifications can also decrease downtime by alerting workers immediately about urgent repairs.
- Longer equipment life. Scheduling routine maintenance checks on equipment within the software will allow workers to make minor repairs or adjustments before it breaks down. Making small adjustments and repairs over time instead of when it fails helps equipment last longer (PDF).
- Data analysis. A good software program will allow users to run a variety of reports and have drilldown capability. This will let maintenance professionals see tons of information, such as repair costs and equipment downtime.
- Certifications and audits. Having all of the necessary information in one place makes passing inspections and audits, as well as receiving certifications, much easier and smoother.
- Enhanced productivity. Without a maintenance management system, technicians might waste their time looking for the parts needed to complete repairs. With this software, the tech can simply look at the parts screen and see exactly where the part is, and if it is in use at that time. In addition, scheduling routine maintenance on equipment can save workers time by allowing them to plan for the task ahead of time.
- Reduced overtime. A maintenance management program will cut overtime significantly by decreasing emergency repairs. Scheduling preventive maintenance tasks allows workers to prevent most urgent repairs.
What industries use CMMS software?
The versatility of CMMS software makes it usable in just about every industry. A few of the industries that would benefit most from a system are: government, education, hospitals, manufacturing, as well as building and property management.
How do you choose a CMMS?
After confirming the software's suitability for your company, embark on finding the system that best addresses your needs. So, how do you do that?
- Define your goals. Before selecting a software, it’s important to consider exactly what the goals and desired outcomes of implementing the system are.
- Form an evaluation team. Enlist the help of others who will be using the system on a daily basis to help evaluate systems. Ideally, this team will include at least one person from each department that will be using it.
- Understand your company’s needs. Things such as the size of your company, how many workers will be using the software, how many assets the company has, and the number of locations you need to manage are important things to consider when searching for a system.
- Consider what you will use the software for. A good CMMS can get expensive, so it’s important to get the system that has what you need, without additional functionality you don’t.
- Compare software. Many software companies, including MAPCON, allow you evaluate the software for free.
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How do you implement a CMMS?
After the company picks which CMMS software to purchase, implementation begins. While most software companies offer specialist support, consider these guidelines when implementing any new CMMS system:
Add Users.
When setting up a new CMMS system, it’s best to create users first. During this step, administrators can assign logins and passwords as well as security levels to groups or individuals.
Decide what assets to track
CMMS application administrators will need to decide which assets are critical and need to be in the CMMS software program. Each should be assigned a unique identification number so it can be easily identified. Other pertinent information, such as serial numbers, can be added as well. In addition, documents such as images or manuals can also be attached to the asset.
Track your costs effectively!
Many programs allow users to track costs associated with materials, labor, and direct purchases. This enables you to generate reports that pinpoint exactly where your money goes. This information can be helpful when making critical business intelligence decisions. Leverage cost-tracking data for critical business intelligence decisions! During CMMS setup, identify the specific costs you need to track (labor, materials, purchases) and integrate the corresponding tracking features within the system.
- Labor. The labor cost refers to the employees completing the work. Assign skill or craft codes to employees and set their pay rates. When workers log hours on a work order, the system automatically calculates labor costs.
- Materials Costs. The system tracks the cost of any parts used to complete a work order.
- Purchase Costs. If required parts or materials are unavailable in stock, a purchase is initiated. The CMMS software then tracks these purchases within the associated work order. Costs for outside contractors or vendors would also fall under this category.
CMMS centralizes cost tracking, allowing users to effortlessly determine the total cost of each work order. Furthermore, you can generate reports that unveil spending patterns over specific timeframes.
Add Preventive Maintenance Tasks
One of the most important parts of a CMMS software program is preventive maintenance (PM). CMMS software prioritizes preventive maintenance (PM) tasks. To ensure effectiveness, consider each critical asset when setting up PM tasks within the software. For each asset, determine the type and frequency of preventive maintenance required. Once established, enter the PM task details into the software and schedule them accordingly.
Consider other factors
Beyond core functionalities, several factors warrant your attention depending on your specific needs:
- Mobile Integration. Many providers offer mobile applications that extend CMMS capabilities to your team's smartphones and tablets. Consider setting up the mobile app to enhance accessibility and streamline workflows for your technicians.
- Security. Depending on the needs of the company, different employees may need different levels of access within the CMMS program.
- Add-on or advanced modules. Some CMMS programs have advanced features or add-ons, which will require additional set up.
— Edited by Lisa Richards.