What is CMMS?

Computerized maintenance management systems (CMMS) are the automated software systems for handling maintenance work orders, as well as associated inventory, purchasing, accounting, and human resources functions.

In some industries particularly process production, in which manufacturers look to optimize the use of capital-intensive equipment maintenance management systems plays a leading role as the enterprise system.

Computerized Maintenance Management System


Computerized maintenance management systems have basic functionalities, including,

  • Equipment recording and tracking: Tracks the availability of equipment, records the equipment certification.
  • Employee management: Helps to allocate the tasks to the employees and schedules their shifts.
  • Asset management: Stores and shares all the information about assets like equipment model, type, costs, repair information, safety measures, warranties, etc.
  • Inventory control: Helps to track inventory costs and helps to manage suppliers
  • Preventive maintenance: Helps to reduce the equipment downtime
  • Work order management: Automates work order generation, reserves the information like the work order number, work order type (repair or replace), tracks the downtime, and also records planned and actual costs.
  • Mobile maintenance: With the help of mobile devices like smartphones the technician or maintenance team members can access system data.

CMMS is useful to the industries like hospitals, oil & gas production, manufacturing industries, power generation, construction industries, transportation, government, etc.

How do computer maintenance management systems work?

When a work order generates, it is assigned to a webmaster or a maintenance team and equipment. The webmaster or technician updates the work order with new data like meter reading, time spent, etc, and the work order completes. 

Now,  computerized maintenance management systems process these data and update the records of the asset. It can be programmed to find out the difference in asset condition.

If the equipment crosses the predefined threshold line, an email is sent automatically to the technician or members of the maintenance team. 

Computerized maintenance management systems allow the organization to set the system as per its requirements. Even an administrator can create a mandatory field that should be filled by the technician before closing the work orders.

It helps to complete the entry with useful data and generates accurate reports. Then the management of the organization takes the reports and analyzes them.

Types of CMMS

Generally, a computer maintenance management system is divided into two types.

On-premise CMMS: In this system, maintenance data is managed by an in-house software system. In this system installation of new features and managing infrastructure is your responsibility.

Cloud CMMS: In this system, infrastructure management is hosted by a CMMS provider. New features updates automatically.

With the help of a cloud computerized maintenance management system, you can enter the data from anywhere. That means a technician can use the mobile application to view and update work orders.

Advantages of computerized maintenance management systems (CMMS)

computerized Maintenance Management System
  • It allows maintenance workers to do their jobs accurately and efficiently.
  • It supports not only the manufacturing industries but also many industries like hospitals, sports industries, transportation, etc
  • It improves visibility of workflow by finding where is an asset, who has to handle it, when should work on it
  • It saves time and reduces errors by automating the tasks like inventory, scheduling the shifts, etc
  • It reduces the risk and maintains a healthy operating environment
  • It stores the repair manuals, documentation, and maintenance procedure of the respected assets. It transfers that preserved details to the new technician.
  • Data stored in CMMS makes audit easy by generating responses and reports according to audit demands

Computerized maintenance management system best practices.

Below is the list of best practices for computerized maintenance management systems. After adopting CMMs, you face some problems like, inaccurate data, less completion value, etc. To avoid these problems know the best practices.

  • Get support and involvement of management: To take full advantage of computerized maintenance management systems involvement and support of management is very important. Let the management explain and demonstrate the impact of CMMS on the overall development and success of the organization.
  • Have a good and long-term relationship with the supplier: Keep on communicating with the vendors even after the purchase of CMMS so that you can update yourself about the upcoming software updation, new features of the system, etc.
  • Customize the system: Make adjustments to the system as per your requirements. Some features in the system may not be useful and that leads to confusion while operating. Hence to avoid this problem customize the system and make it easy to use.
  • Blend mobile capabilities: Allow the technicians to use CMMS on their smartphones. So that they work even though they are in traveling or moving from one department to another. Let them have access to the system everywhere they go. It helps to save time.
  • Use latest technologies: To make data-driven decisions, use the latest technologies like data analytics, AI, the internet of things devices, and machine learning. These technologies allow you to analyze previous data and decisions. Internet of things device allows you to monitor and control machinery remotely and run real-time data into the CMMS.
  • Systematize data entry needs: CMMS helps to deposit valuable information about repair history, and assets operating. If there is no coordination between data entry team members, it is difficult to get accurate and meaningful data. Hence discuss with your vendor and standardize the data entry needs so that all users enter the standard data.

Computerized maintenance management systems software

Following are the list of CMMS software

  • Smartsheet
  • EZOfficeinventory
  • TeroTAM
  • GP Mate
  • ManWinWin
  • Asset Panda
  • UpKeep
  • FMX
  • eSpace

Difference between CMMS and EAM

Both computerized maintenance management systems and enterprise asset management (EAM) are asset management systems. Some similarities are there between them and some differences are also there. We focus on differences.

  • EAM is more comprehensive compared to CMMS. In another way, most of the EAM solutions have some CMMS functionalities, but not all the CMMS have EAM functionalities.
  • EAM suites for a company with more mechanical maintenance staff and IT maintenance staff. CMMS suites for a company with less maintenance staff.

Get more definitions about computerized maintenance management systems (CMMS) and other ERP related terms here.


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