Maintenance Management Software

The maintenance of organizational assets such as buildings, machines, and equipment is an important task. Without proper maintenance, even minor issues can blow up, stalling operations and even costing lives. 

However, managing the maintenance process can be a daunting task if performed manually. Maintaining an optimum inventory of spare parts, tracking equipment health, analyzing maintenance trends, etc. are not only administrative hassles but prone to costly errors.      

Dedicated maintenance management software can help organize these processes and improve their efficiency. In this buyers guide, we’ll explain what this tool is, what are its common features, and how these features can help automate various tasks and reduce administrative burden. 

Here’s what we’ll cover:

• What is maintenance management software?

• What are the deployment options for maintenance management software?

• What are some common features of maintenance management software?

What is maintenance management software?

Maintenance management software is a tool that helps businesses organize the tracking and servicing of their assets such as buildings, equipment, and machines. 

Though useful to any business with any sort of physical assets, this software is particularly essential for businesses in the asset-heavy industries to ensure the proper upkeep of their large facilities and numerous equipment. 

What are the deployment options for maintenance management software?

You can deploy maintenance management software via the cloud or on-premise.

Cloud-based deployment: In this deployment model, the vendor takes care of the software’s hosting, periodic updates, bug fixes, and support for a recurring, monthly or annual fee. You can access the software via web browsers or desktop/mobile apps. 

On-premise deployment: In this deployment model, the vendor typically offers the software for a one-time license fee. You can use the software by installing it on your computer or servers, however, you will have to take care of software upkeep and data backup. Some vendors may offer support and maintenance services at an additional cost.  

Key questions to ask a vendor before you buy: Do you offer both cloud-based and on-premise deployment options? If yes, then which one would you recommend for my business? 

What are some common features of maintenance management software?

Maintenance management software offers several features that can reduce administrative burden in managing assets. Let’s look at them more closely. 

Work order management: Allow users to submit and schedule maintenance job requests by adding details such as the type of problem and materials required. The requests are then pushed for review and approval, which get automatic updates on status changes.

Creating a work order in Maintenance Connection

Asset tracking: Allow users to view and monitor the details of organizational assets, such as their warranties, performance, life expectancy, and depreciation. 

Asset tracking in eMaint

Predictive maintenance: Enable users to access real-time asset condition/performance data on a central dashboard. This allows preempting maintenance works to prevent unforeseen downtime. 

Viewing summary reports of maintenance requirements in Bigfoot CMMS

Inventory management: Help users track the inventory of materials and parts needed for optimal maintenance operations. 

Inventory management in Maintenance Connection

Reporting: Allow users to generate and analyze reports on asset utilization, work orders, and maintenance expenses.

Viewing reports in Maintenance Connection

How does maintenance management software help SMBs?

Many small businesses use maintenance management software to optimize their operations. These tools help SMBs avoid unscheduled breakdowns and resolve preventive maintenance tasks. Businesses can also keep track of assets that are both in use and scheduled for future use.

Maintenance management software also enables communication between staff members and third-party vendors. This helps streamline communication and avoid any gaps related to maintenance issues and asset purchases.

What are the four types of maintenance programs?

• Corrective maintenance: Reactive maintenance is performed when an anomaly is discovered while addressing other issues. For example, when a technician is servicing equipment and finds a previously unidentified problem, the technician can correct the problem and prevent emergency maintenance in the future.

• Preventive maintenance: This type of maintenance program includes proactive care such as conducting inspections from time to time to avoid future breakdowns or performance degradation. This type of care is based on manufacturer recommendations and asset performance.

• Risk-based maintenance: This includes analysis of equipment that is risk-sensitive so maintenance can focus on those items and minimize risk. Maintenance type and frequency are based on the risk each piece of equipment carries.

• Condition-based maintenance: Maintenance is performed after monitoring equipment performance. Certain indicators are set for equipment, and if those indicators show signs of deterioration and failure then maintenance is completed.

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Note: The applications selected in this article are examples to show a feature in context and aren’t intended as endorsements or recommendations. They’ve been obtained from sources believed to be reliable at the time of publication.