CMMS Compliance Made Easy: How CMMS Software Achieves Regulatory Compliance

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All organisations need to deal with compliance audits and regulatory agencies. CMMS compliance is one of the most important features of the system. Compliance audits include dealing with external regulatory authorities, internal work protocols, and more. 

CMMS software will help facility maintenance teams automate maintenance activities to achieve compliance. So, using a CMMS can help manage maintenance and achieve regulatory compliance by updating the assets and tracking work standards. This blog shows the meaning of CMMS compliance and how CMMS can achieve regulatory compliance for any organisation. CMMS Compliance Made Easy CMMS Compliance: How CMMS Software Achieve Regulatory Compliance

CMMS Compliance: How CMMS Software Achieve Regulatory Compliance 

How does a CMMS pass compliance audits?

CMMS (Computerized Maintenance Management System) that automates maintenance management processes is ideal for helping any business to achieve regulatory compliance standards. 

CMMS compliance processes may include managing production, maintenance, and services, which can be managed by collecting data in CMMS apps. 

Having CMMS software to track the movement of your product or service makes it easier to manage maintenance and pass compliance audits.

Regulatory compliance is an organisation’s adherence to laws, regulations, and policies related to its business processes. 

Regulatory compliance depends on recording everything. For this reason, it is essential to get CMMS compliance. It maintains traceable records of all maintenance performed and established regulations to demonstrate that the facility complies with government regulations.

CMMS acts as an internal inspector, ensuring employees and assets are protected while complying with external laws. 

By scheduling security-related tasks, CMMS compliance keeps track of all asset records and prevents facilities from receiving fines. 

You also need to learn about industry regulations. There may be regulatory compliance standards specified for your industry.

CMMS Compliance: How CMMS Software Achieve Regulatory Compliance 

What do compliance auditors seek to see?

During a compliance audit, auditors want to ensure that your organisation complies with the following points:

  1. Have quality steps.
  2. Follow the quality procedure.
  3. Record keeping.
  4. Confirm results.
  5. Improve the results.


CMMS compliance will support all these steps.


How can organisations achieve regulatory compliance using CMMS?

CMMS software helps prepare for external compliance audits. While various features provide specific audit documentation, using a CMMS shows auditors that you record and do everything to meet these standards. 

Here are some ways CMMS compliance will help you to pass compliance audits:


Track work order history.

Compliance auditors need to know that interpretations of these standards are routinely followed.

A CMMS will track and store asset records, work order history, and charges for each asset, including work order type, status, work history, and description. 


Make reports and dashboards.

Integrate reporting teams and dashboard tools within CMMS to create and modify reports, add them to dashboards, audit and critical performance evaluations for administrators to view the current status of regulations metrics (KPI); reports can be automatically generated and emailed to specific maintenance team members.


Preventive maintenance tasks

Most CMMS software programs allow you to create preventive maintenance (PM) task lists. 

This list contains information that specifies standard compliance for various jobs. 

Your maintenance team that makes work orders can select these tasks and add them to the work order to ensure your work follows the standard procedures.

The maintenance history of CMMS compliance provides evidence that the job was completed.


Audit trail capabilities

The audit trail in CMMS functionality records all changes to work orders. 

This includes who changed it, what it changed, and when. 

These features are standard in maintenance software and critical to passing audits.

Audit trail functionality is designed to meet the needs of multi-site organisations. 

This allows you to see the details of your operations. In addition to viewing work order change records, you can view how employees use the CMMS software.


Employee information

Regulatory compliance audits may include providing information about the organisation’s employees. 

The CMMS system links individual employee certifications to employee history work and records so they can be found quickly when needed. 

Depending on the maintenance management software you choose, it will store more information, such as facilitating proper job assignments, distribution of working hours, and other personal information.


Digital signature

The pharmaceutical, medical, food and beverage industries require companies to follow strict procedures for their products to be approved by the FDA. 

Some of these companies use CMMS to prove they’ve observed these procedures through digital signatures on work orders. 

This allows you to submit all work digitally and store paper files safely.

A work order can close automatically when all task steps are completed. 

You can also set specific work order types to require approval. There are other settings you can choose for additional legal requirements.


Frequently Asked Questions about CMMS Compliance


What is meant by CMMS Compliance?

A computerised maintenance management system (CMMS) or enterprise asset management (EAM) is used to demonstrate compliance with your organisation and achieve regulatory standards to make you pass compliance audits.


What are the general benefits of CMMS for your organisation?

CMMS will manage the maintenance operations of your organisation and impact it with significant benefits by increasing productivity, reducing costs, document management, reducing risks, and optimising work orders.


Where can I use a CMMS for compliance?

CMMS could be used in small and big industries, such as manufacturing, power production, aircraft, transportation, etc.

Introduction: Introduce the significance of regulatory compliance in facility maintenance operations. Briefly mention the challenges faced by organizations in meeting compliance standards and how CMMS software can be a game-changer in this aspect.

Understanding CMMS Compliance: Define CMMS compliance and its role in ensuring that maintenance operations adhere to regulatory requirements. Explain how CMMS streamlines processes to meet compliance standards effortlessly.

Key Features of CMMS for Achieving Regulatory Compliance:

  1. Asset Management and Documentation: Discuss how CMMS maintains accurate records of assets, including maintenance history, inspections, and certifications. Highlight how this documentation simplifies compliance audits and ensures traceability.
  2. Work Order Standardization: Explain how CMMS standardizes work orders with predefined procedures and protocols, ensuring that maintenance tasks are executed consistently and in compliance with regulations.
  3. Preventive Maintenance Scheduling: Discuss the role of CMMS in scheduling preventive maintenance tasks based on regulatory requirements, ensuring that equipment is regularly serviced to meet compliance standards.
  4. Inventory and Resource Management: Highlight how CMMS manages inventory levels of spare parts, tools, and resources, ensuring that necessary items are available for maintenance tasks to avoid non-compliance due to equipment downtime.
  5. Reporting and Auditing Capabilities: Explain the robust reporting features of CMMS that generate detailed compliance reports, helping organizations track adherence, identify gaps, and prepare for audits efficiently.

Benefits of Using CMMS for Compliance:

  1. Increased Efficiency and Accuracy: Discuss how CMMS automates processes, reducing manual errors and ensuring that maintenance activities are conducted accurately and on time.
  2. Cost Savings and Risk Mitigation: Explain how proactive maintenance through CMMS reduces the risk of non-compliance penalties, equipment failures, and associated costs.
  3. Enhanced Data Security and Documentation: Highlight CMMS’s role in maintaining secure data storage, protecting sensitive information, and ensuring comprehensive documentation for compliance purposes.

Case Studies or Real-Life Examples: Include examples or case studies of organizations that successfully achieved regulatory compliance using CMMS software, showcasing measurable results and benefits.

Conclusion: Summarize how CMMS software simplifies compliance efforts for facility maintenance teams, enabling organizations to meet regulatory standards efficiently and effectively. Emphasize the importance of choosing the right CMMS for achieving seamless compliance.

Crafting a blog that delves into the specifics of CMMS and compliance, backed by practical examples and benefits, can be an informative resource for organizations aiming to leverage technology for regulatory adherence in maintenance operations.

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