How To Manage and benefit from CMMS Database ideally?

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Perfect management of the CMMS database is a must to achieve the best from it. 

It’s preferable to insert the most relevant and significant data into the CMMS system, ignoring the less important. 

This will improve your organization’s performance and help your employees adapt quickly to new technologies.

Ignoring standardization and improvement of the CMMS may lead to Data drift, often leading to uncontrolled chaos. 

To help you manage your CMMS data properly, this blog discusses how to manage the CMMS , including the most critical data and the best ways to achieve maximum benefit.

How To Manage and benefit from CMMS Database ideally?

What is The CMMS Database?

The is the heart of every CMMS. This intelligent system discovers, collects, and organises critical maintenance data, presenting asset health, lifecycle, and maintenance tasks to service teams and managers. 

It also shows the equipment, materials, and resources. All this information is stored in the to be accessible to maintenance managers.

systems store information about equipment availability and usage allowing managers to control maintenance operations from one place. 

It is a communication tool that facilitates maintenance processes from a centralised platform. 

This software connects maintenance teams and utility asset management. 

This allows the to be adapted to mobile devices and tablets and used for remote work. 

is continuously evolving to support cloud capabilities and enhance user data security.


Data should be on your CMMS Database.


Work Order Data


To use effectively, you need to insert work order information into its to allow tracking of work order operations. 

This information should include relevant work order data such as:

  1. Equipment.
  2. Error analysis.
  3. Working data.
  4. Drafts.
  5. Tools.
  6. Used Materials.


Remember, the more information it contains and the easier it accesses your system, the smoother your maintenance management is.


Asset Data

You need to add information that allows users to determine where machines are running efficiently. 

Asset location data links work orders to equipment or specific locations. 

This streamlines operations and enables better localization of asset performance and asset lifecycle.

Including accurate asset record information in the is also essential. 

Here are all the asset data you need to insert:

  1. Specification information.
  2. Service level agreement.
  3. Device ID, model number, and serial number.
  4. Installation date and purchase date.
  5. Security process.
  6. Preventive maintenance schedule.
  7. Measuring points.
  8. Warranty data.


This information helps you gain a holistic understanding of asset costs and asset downtime. 

It allows you to formulate purchasing and budgeting decisions. It also enables organisations to make effective maintenance decisions.


Inventory Data


CMMS inventory management capabilities make it easy to find and manage inventory, including obsolete parts and spares. 

Such a feature saves a lot of money and time by keeping track of inventory and avoiding reordering lost elements and technician delays. 

The information must be inserted into the inventory , including the following:

  1. Component prices.
  2. Component suppliers.
  3. Component location.
  4. Special orders.
  5. Alternative components.
  6. Component numbers and details.
  7. Out-of-stock and in-stock items.


Work Resources Data

This information helps plan maintenance and track labour costs. 

So, we recommend including reports and data about maintenance employees, managers and technicians. 

These reports should include the following:

  1. Skill Levels and Qualifications
  2. Industry category
  3. Labour rates per hour or month



KPI metrics help you analyse the success of your maintenance system and know how the improves your organisation. 

This is why you should involve KPIs in the .


Facility History

The history of your facility and its machines can provide the insights needed for proper preventive maintenance by the . This data includes:

  1. Repairs.
  2. Construction.
  3. Preventative maintenance (PM).
  4. Deformation.


Purchasing Data

Accurate purchasing data helps control costs and track orders for new parts and materials. 

This increases effectiveness and reduces costs and redundancy over time. 

Here is the relevant purchasing data you need to insert into the :

  1. Quote requests.
  2. Supplier master list.
  3. Invoice.
  4. Orders history.


Factors contributing to CMMS database management failure

Even though you exist much effort into building a perfect , you may get little in return.

The main reason is the wrong way you manage through.

Many factors contribute to the lousy management, including:


1. Lack of training

You should ensure your employees have the proper training to get the most out of your database. 

Training promotes the effectiveness of the , which directly impacts the integrity and effectiveness of the .


2. Staff turnover

Experience and training are only sometimes lost when there is a change in staff. 

Documenting everything you know is not practical, but you should regularly review and update your instructions and procedures. 

Tasks and work instructions should also be reviewed annually, and the information in the should reflect the current practice.


3. Lack of database review

You should review your database regularly and ensure everyone is doing their duties properly. 

You should also check security settings and your user ID and password. This should be done continuously. 

Use the power of as a saving tool. It runs effectively.


4. Outdated system

The computer world is constantly evolving. So, you’ll need to ensure your CMMS software is well-planned and updated regularly. 

upgrades will fix system bugs and other errors to help maintain your database more effectively.


A (Computerized Maintenance Management System) database is a centralized repository of all maintenance-related data for an organization’s physical assets. It stores information about assets, work orders, inventory, maintenance history, and other relevant data. This data can be used to track asset performance, identify potential problems, optimize maintenance schedules, and improve regulatory compliance.

Key components of a database:

  1. Asset Information: This includes details like asset type, manufacturer, model number, serial number, location, and acquisition date.

  2. Work Order Management: This tracks work orders, including their creation, assignment, completion, and associated costs.

  3. Inventory Management: This tracks inventory levels for spare parts and other maintenance-related items.

  4. Maintenance History: This includes records of past maintenance activities, such as repairs, inspections, and replacements.

  5. Document Management: This stores documents related to assets, such as manuals, drawings, and certifications.

  6. Performance Analytics: This provides insights into asset performance, such as uptime, downtime, and failure rates.

Benefits of a database:

  1. Improved asset visibility: A database provides a centralized view of all asset information, making it easier to track and manage assets.

  2. Enhanced decision-making: By analyzing maintenance data, organizations can make informed decisions about asset maintenance and replacement strategies.

  3. Reduced downtime: Predictive maintenance based on data analysis can help prevent unexpected breakdowns and reduce downtime.

  4. Cost savings: Optimized maintenance schedules and inventory management can lead to cost savings.

  5. Improved regulatory compliance: databases can help organizations track and document maintenance activities to comply with industry regulations.

In summary, a database plays a crucial role in asset management by providing a centralized repository of maintenance data, enabling organizations to make informed decisions, improve asset performance, reduce costs, and ensure regulatory compliance.

Managing and benefiting from a database ideally involves several key practices that optimize data utilization, maintenance processes, and overall operational efficiency:

Data Management:

  1. Data Accuracy and Consistency:
    • Ensure accurate and consistent input of data across all fields to maintain the integrity of the database.
    • Regularly audit and clean data to eliminate duplicates, errors, or outdated information.
  2. Organized Asset Hierarchy:
    • Establish a clear and structured asset hierarchy within the CMMS to categorize equipment and systems logically.
    • Group assets by location, type, criticality, or function for easier management and reporting.
  3. Standardized Coding and Naming Conventions:
    • Implement standardized codes and naming conventions for assets, tasks, and maintenance procedures to facilitate easy search and retrieval.

Utilizing CMMS Data:

  1. Predictive Maintenance and Analytics:
    • Utilize historical maintenance data to identify patterns, predict equipment failures, and implement proactive maintenance strategies.
    • Leverage analytics to optimize maintenance schedules and resource allocation.
  2. KPI Tracking and Performance Measurement:
    • Set key performance indicators (KPIs) aligned with organizational goals and track them using data.
    • Monitor metrics such as equipment uptime, mean time between failures (MTBF), maintenance costs, etc., to evaluate performance.
  3. Compliance and Documentation:
    • Use the to maintain detailed records of maintenance activities, inspections, and compliance-related documentation.
    • Ensure all regulatory requirements are met and easily accessible through the system.

Maximizing Operational Efficiency:

  1. Workflow Optimization:
    • Streamline workflows by using-generated work orders, automating repetitive tasks, and setting up maintenance schedules.
    • Optimize task assignments, prioritize critical work, and track progress through the system.
  2. Inventory and Spare Parts Management:
    • Maintain an accurate inventory of spare parts within the, enabling timely reordering and preventing shortages or overstocking.
    • Link spare parts to associated equipment for easy identification and procurement.
  3. User Training and Feedback:
    • Provide comprehensive training to users to ensure efficient utilization of the system’s capabilities.
    • Encourage feedback from users to identify improvement opportunities and refine system usability.

Continuous Improvement:

  1. Regular System Evaluation:
    • Conduct periodic evaluations of the to assess its effectiveness in meeting organizational objectives.
    • Identify areas for improvement and implement necessary upgrades or enhancements.
  2. Adaptability and Scalability:
    • Ensure the system is adaptable to evolving needs and scalable to accommodate growth or changes in asset volumes.
  3. Vendor Collaboration and Support:
    • Engage with vendors for ongoing support, updates, and best practice recommendations.
    • Stay updated on new features or modules that could further enhance system functionality.

By effectively managing databases, organizations can harness the power of data to optimize maintenance processes, improve asset performance, reduce downtime, and ultimately enhance operational efficiency.

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