Top CMMS functionality and benefits – here’s a complete guide

Computerised maintenance management systems (CMMS) have become a popular choice in many industries for managing all maintenance activities. 

Due to CMMS functionality, the longevity of the equipment was significantly improved. 

As the goal of every business is to get as many customers as possible, You need to know the top CMMS functionality and benefits to help your business progress.

CMMS software is the most critical asset for maintaining a wide range of internal functions. It helps you manage your business, equipment, and inventory. 

It also helps manage work orders, schedules, and facilities. CMMS software can be used for any business.

This blog provides an overview of the key functions, features, benefits and costs associated with many popular products on the CMMS market. 

Whatever your business is, this information benefits businesses of all sizes, from small local companies to international companies.


Common CMMS Functionality 


The CMMS is a centralised platform that connects operators, planners, managers, and other resources to manage all maintenance operations more effectively. 

It also provides critical data visibility and transparency to all stakeholders. CMMS functionality works through four main functions, including:


1- Problem detection

When a problem occurs in a factory or company, a CMMS can help quickly identify what went wrong and what needs to be fixed. 

With CMMS software, problems such as lost inventory, cost overruns, or equipment failures can be easily identified. 

CMMS Functionality also provides accurate reports about these problems to allow managers to make the right decision and precautions to address them.


2- labour management

Work order management is essential for all companies. The main CMMS functions are organising and completing work requests for preventive, predictive, and corrective maintenance. 

This CMMS Functionality dramatically reduces the potential for internal mishaps regarding work-related orders and their management. 

Work order management features also make it easier to track work order status. 

By checking the job status, users can quickly know the quality of the work. The CMMS software has tools for recording work, managing approvals, and streamlining workflows.


3- The root cause

An effective maintenance program should have a defined process for identifying the root cause of equipment failures and other problems. 

Using a CMMS to track and digitise this activity makes it much easier to find information about recurring losses and use maintenance team knowledge to develop solutions.


4- Historical recording

When it comes to records, a CMMS is one of the best ways to ensure that your archives are accurate and adequate for audits and historical reviews. 

CMMS functionality provides you with a digital archive of records to share information between your team, customers, and users quickly and effectively.


The Top 5 Benefits of CMMS System


It’s all about making your workday more predictable and less stressful. 

The CMMS Functionality gives your employees more control, fewer surprises and highly functional benefits. 

Here is a list of the Top 5 benefits of CMMS software:

1- Streamlined Work

With CMMS, everyone can track and manage their work orders. CMMS can also share data via mobile devices to coordinate field work with operations centres.


2- Leverage Data

A good CMMS allows you to manage the present while planning for the future. 

Now, you can collect better and more reliable data. You can turn reliable data into meaningful insights into your overall operations. 

You can proactively improve your company because you can trust your CMMS functionality data.


3- Control Inventory

Set up a CMMS to manage your inventory, and never worry about missing critical parts. 

You will always know what you have and when to order the next one. 

You can also save on expensive overnight shipping charges by ordering in advance.


4- Knowledge Transfer

CMMS stores documents and repair manuals of maintenance procedures and links them to the appropriate assets, which enables data and knowledge to be transferred to new managers and employees of your company. 

Acquiring and maintaining this knowledge creates consistent procedures and workflows. 


5- More Safe work environment

In line with compliance management, EAM and CMMS Functionality provides centralised reporting on safety, health and environmental concerns. 

The goal is to reduce risk and maintain a safe operating environment. 

CMMS and EAM can also provide your maintenance team with the following:

  • Investigations for recurring incident or failure analysis.
  • Incident traceability and corrective action.
  • Process change management.


How Much Does a CMMS Cost?


CMMS software vendors typically offer their customers one or more of pricing plans.

These options are generally preferred by small to large enterprises. While most smaller businesses find the best value for money by choosing a plan that charges per user, larger companies may choose unlimited plans or plans that cater to a broader range of needs.


Per user Plans

This is the most common CMMS cost structure. The pricing is based on a monthly fee for each system user. 

This may be calculated based on the number of concurrent users active on the system at any time. You may also see pricing based on the level of access. 


By-month Plans

Basic monthly plans typically show different prices depending on the number of users, locations, or features deployed. 

Also, the level of CMMS functions and support offered by the provider can make a big difference in the cost.


One-time license fee

Some vendors offer the software for a one-time fee for larger companies that want complete control over their CMMS software. 

This option has a higher up-front licensing cost but typically gives customers unlimited CMMS features and reduces long-term costs.

You should also consider all secondary sources costs, such as training, support, maintenance, extra CMMS functionality and implementation costs.

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