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Buyers Guide
CMMS Software
Ensuring that equipment runs smoothly while on a limited budget is a challenge for any facility and maintenance manager. Computerized maintenance management systems (CMMS) software store all your equipment maintenance-related information. The tool provides information on the use and availability of equipment. It is useful for businesses that depend on physical infrastructure such as power generation, manufacturing, oil and gas, fleet management, and field management, among others.
We’ve prepared this guide to help you select the right CMMS tool for your business. Here is what we’ll cover:
What is a computerized maintenance management system?
A CMMS manages, automates, and streamlines maintenance work within an organization. It stores information related to work orders, maintenance costs, preventative maintenance schedules, inventory, maintenance reports, and vendor information. It works as a centralized platform to manage all your maintenance work.
You can create tickets or work requests in case of a breakdown or needed repairs or replacements. Maintenance professionals can access the CMMS app to check work orders and communicate with stakeholders.
What are the typical features of a CMMS?
Asset tracking: Monitor the lifecycle and use of assets (equipment, tools, software, hardware) from acquisition to retirement.
Preventive maintenance: Plan maintenance based on time- or event-based triggers to avoid breakdowns.
Work order management: Create work orders and track their status to completion.
Billing and invoicing: Create and manage monetary interactions including bills and invoices.
Inventory management: Track and manage the number of resources on hand in order to maintain an adequate supply.
Mobile access: Access work order software remotely via mobile devices.
Scheduling: Plan availability and assign specific time slots for tasks and resources.
Service history: Track work performed and resources used for past customers, sites, or assets.
Technician management: Track and oversee work orders assigned to technicians.
Third-party integrations: Shared data across sytems and access more features and applications by integrating the CMMS with other apps.
What are the important considerations when choosing a CMMS?
Scalability: The pricing plans of many CMMS tools are based on a per user or per asset model, which implies as your business grows you will need to upgrade the software. Check the features available in the upgrade plans to make sure that the software has all the features you'll need as you grow.
Maintenance type: Before selecting a CMMS tool for your facility maintenance, check the type of maintenance processes offered by the vendor such as inspection, preventive, and emergency maintenance. Each maintenance type requires a different type of work order.
Reporting tools: Analytical and reporting tools are crucial to understanding your maintenance data. You can get reports on labor utilization, equipment downtime, inventory costs, and work order management efficiency, among others. The computerized maintenance management software should let you see reports in various formats to get a more holistic view of your maintenance data.
How much does CMMS software cost?
Most work order software is priced on a per user, per month basis and can be divided into three pricing tiers based on starting price.
Price ranges:
$8.33-$35
$36-$44
$45+
*The pricing included is for the entry-level/lowest-priced offering that was found on vendor websites on April 5, 2022. These ranges correspond to the 25th, 75th, and 100th percentiles of pricing information gathered from vendor websites of sample products.
The above list summarizes pricing for the base plans of most products from the CMMS category. An enterprise or premium version of a CMMS, which is priced higher, may include additional features such as advanced access control, custom system labels, project view, and contracts.
How do small and midsize businesses use CMMS software?
Implementing CMMS software helps small businesses save valuable time and maintenance costs as the software allows planned and preventative maintenance. CMMS used to only be used by industries using big machinery, however, as technology has advanced, even small businesses require these tools.
With automatically triggered notifications and work orders, you can use predictive maintenance to plan ahead for scheduled maintenance dates.The software also saves maintenance history and makes it easier to pull out relevant files for audits.
Frequently asked questions
What is the main CMMS functionality?
Work order management is considered the most important functionality of CMMS, which includes scheduling repairs, restoration, or replacement requests. A work order is a maintenance task that can be directly assigned to technicians and they can update their work status on such requests. Many tools also allow your maintenance team to upload documents related to a work order which ensures that all the stakeholders are up-to-date on the status and have all the information required.
What are the different types of CMMS?
The different types of CMMS depend on the work orders they manage. Here are a few examples:
Preventive maintenance: This makes sure that equipment is maintained properly and prevents deterioration. The tasks in preventive maintenance include resource requirements, manuals, and instructions to follow.
Inspection: These are audit-based maintenance work orders wherein you can set predetermined parameters for an inspection to be conducted.
Emergency maintenance: These work orders can be generated in case of unplanned breakdowns that require maintenance right away so as to avoid business interruption.
What is the difference between CMMS and MMS?
As CMMS collates and helps you analyze maintenance information. Manufacturing management system (MMS) are designed specifically for manufacturers to help them manage manufacturing processes. In manufacturing, a lot of information has to be stored and analyzed for the optimal functioning of each facility. You need to know the materials and manpower required, production schedules, and reporting for a smooth manufacturing process. The software helps with budgeting, financial management, and quality control processing.
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