What Does a CMMS Mean? | Benefits | How Much Does It Cost?

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Whether your organisation works in retail, hospitality, manufacturing or transportation, proper facility maintenance is essential to ensure product and service quality.

CMMS means and Benefits cmms computerised maintenance management system, helping your industry develop by providing the maintenance team with the data needed to perform tasks and manage work orders. 

A CMMS software will save the time your maintenance teams spend each week on routine maintenance of heavy equipment, machinery, parts, and more.

CMMS means maintenance software that helps create a virtual repository of data related to an organisation’s overall maintenance activities. 

With CMMS, you can save time by automating manual processes like work orders, maintenance schedules, and tracking. 

This article concerns what is CMMS means and how to buy the right CMMS software for your business needs.

What Does a CMMS Mean? | Benefits | How Much Does It Cost?

What does a CMMS mean?

Top 20 benefits of a CMMS Software – VietSoft ERP

CMMS means a computerized maintenance management system, a software solution for automating an organisation’s maintenance activities. 

It is a centralised web and mobile software that collects and stores all maintenance information of your company, such as work orders, assets, logs, work history, inventory, suppliers, purchase orders, maintenance reports and more.

So, your maintenance team can manage all these activities from one place.

CMMS in maintenance could do the following functions:

  • Automate maintenance.
  • Deliver maintenance team with real-time, actionable reports.
  • Reduce manual work and costs.


Industries Needing A CMMS Maintenance System

Every industry with maintenance activities could benefit from CMMS software. But mainly, your organisation will go under one of these four CMMS users. 


CMMS for big industries

Heavy industry includes mining, construction, manufacturing, energy, and aircraft.

Maintenance management costs a lot in these industries because equipment failure will cause significant damage and losses. 

They have large and expensive systems with long system life cycles, very high downtime costs, and strict safety regulations.


CMMS for Fleet maintenance

It is used for fleet management and ensuring that the vehicles and transportation are in good condition. 

For fleet maintenance, using CMMS means managing maintenance operations of car rental services companies, trucking companies, farming businesses, government organisations, and more.   


CMMS for Facility Management

Building maintenance is essential in facilities management. It means the management of fractures, electrical systems, and other building assets and equipment.

CMMS will ensure all building systems are working correctly by managing the building maintenance. 

It is used in hotels, casinos, museums, aqua parks, commercial buildings, and more.


CMMS for Field Maintenance

Field maintenance aims to manage a wide range of independently functioning assets. 

CMMS for field maintenance can be used in most of the above industries, but we have some common specific examples, such as:

  • Management of communication infrastructures such as base stations.
  • Maintenance of various parts of the power network.
  • Commercial properties and ground maintenance.
  • Go to people’s homes and maintain and repair medical equipment.


All of these examples have one thing in common. The CMMS supports its maintenance team. Its maintenance team supports its assets. Its assets support its revenue. And that is what a successful CMMS will do for your organisation.


The Benefits of CMMS software

There are many advantages of computerized maintenance management system software you should know. 

One of the key benefits is managing maintenance teams, contractors and resources more effectively and organising tasks with other departments and business goals. 

Some of the main benefits are:

  • Manage work orders.
  • Optimise tasks.
  • Automate job requests.
  • Customer Portal for Service Requests.
  • Manage preventive maintenance schedules.
  • Control and assign employees, crews and shifts.
  • Improve asset/equipment reliability.
  • Reduce equipment downtime.
  • Manage and reduce maintenance costs.
  • Improve productivity.
  • Inventory management.
  • Maximise safety.
  • Adherence to compliance and security regulations.
  • Quickly adapt to changing technology.
  • Extensive reporting functions.
  • Generate KPIs for easy analysis of maintenance work.


What is the best CMMS maintenance system?

The best CMMS software will depend on your requirements and the maintenance team’s needs. 

But there are some specifics you should look for when you choose a CMMS for your organisation. These aspects are:


Easy & Simple to learn and use

Easy CMMS means quick access to the necessary information and reports.

The best CMMS should be super easy to use by you and your maintenance system every day. 


Integrated and Mobile

Your best CMMS should be integrated with other systems your company uses (like ERP). 

It also needs to have a mobile app to have access from home and to be available online.


Good customer supports

The best CMMS will come with a support team to implement the maintenance system, assist you with a long-term plan, track results, and overcome errors or mistakes.


How much does CMMS Software cost?

CMMS costs depend on how you need it and on your business needs. Six factors affect the cost of CMMS, including:


1- Software costs: subscription fees are increased with the number of features, various levels, and customisation availability of the software.


2- Hardware costs: when you need a mobile CMMS app to access CMMS software from your phone, you will need to spend extra fees to purchase a mobile device.


3- Training & support: you may need some money for training on using the system to make your team comfortable while using the software.


4- Implementation: You are paying for the services of a CMMS vendor to configure the system and transfer data. 


5- Integration fees: Integrating and linking the CMMS with other software your company uses is essential.


6- Scaling the CMMS: Scaling your software as your business grows can cost additional money.

The cost of CMMS software can vary significantly based on several factors, including the provider, features included, the size of your organization, customization needs, and deployment options. Here’s a breakdown of potential cost considerations:

  1. Subscription or Licensing Fees: Many CMMS providers offer subscription-based pricing models. Monthly or annual subscription fees can range from a few hundred dollars to several thousand, depending on the software’s complexity and the number of users/licenses required.
  2. Implementation Costs: Initial setup and implementation costs may include data migration, configuration, training, and support services. Some providers might charge an additional fee for these services.
  3. Customization and Integration: If you require extensive customization or integration with other systems (ERP, accounting software, IoT platforms), it might involve extra costs based on the complexity of the requirements.
  4. Additional Modules or Features: Some CMMS software offers add-on modules or advanced features (such as predictive maintenance, advanced reporting, or mobile access) that may come at an additional cost.
  5. User Count and Scalability: The pricing structure might be based on the number of users or assets being managed. As your organization grows, additional users/licenses may incur extra costs.
  6. Support and Maintenance: Maintenance and support fees might be included in the subscription or billed separately. This covers ongoing updates, customer support, and access to newer versions of the software.
  7. Cloud-Based vs. On-Premises: Cloud-based solutions often involve subscription fees, while on-premises solutions might have higher upfront costs due to purchasing licenses outright. The ongoing maintenance and support may also differ between these deployment options.
  8. Vendor-Specific Pricing Models: Some vendors offer tiered pricing plans based on functionality, while others provide customized quotes based on individual organizational needs.

Given the variability in pricing models and the need for tailored solutions, it’s essential to request quotes from CMMS providers based on your specific requirements. This allows for a more accurate estimation of costs and ensures that you get a system that aligns with your organization’s needs without unnecessary expenses.

A Computerized Maintenance Management System (CMMS) offers a multitude of benefits for organizations across various industries. Here’s a rundown of some of the key advantages:

  1. Improved Equipment Reliability: CMMS facilitates preventive maintenance scheduling, reducing unexpected breakdowns and enhancing equipment reliability. This proactive approach extends asset lifespan and reduces downtime.
  2. Enhanced Maintenance Planning and Scheduling: Efficient work order management in CMMS allows for better planning and scheduling of maintenance tasks, optimizing resource allocation and labor efficiency.
  3. Cost Savings: By reducing equipment downtime, preventing breakdowns, and efficiently managing inventory, CMMS contributes to cost savings by optimizing maintenance operations.
  4. Streamlined Workflows: CMMS automates processes, streamlining workflows and reducing manual paperwork. This automation increases operational efficiency and allows teams to focus on more critical tasks.
  5. Improved Inventory Management: CMMS helps in better inventory control by tracking spare parts, supplies, and materials required for maintenance tasks. This minimizes stockouts and overstock situations, optimizing inventory levels.
  6. Regulatory Compliance: Compliance with industry regulations and standards becomes easier with CMMS. It enables proper documentation, tracking, and reporting of maintenance activities, ensuring adherence to compliance requirements.
  7. Data-Driven Decision Making: CMMS collects and analyzes data on maintenance activities, providing valuable insights for better decision-making. It helps in identifying trends, optimizing workflows, and forecasting maintenance needs.
  8. Enhanced Communication and Collaboration: CMMS facilitates communication among maintenance teams, enabling seamless collaboration, sharing of information, and real-time updates on work orders.
  9. Better Asset Management: CMMS maintains detailed records of assets, including maintenance history, warranties, and service contracts. This centralized repository helps in better asset management and tracking.
  10. Scalability and Flexibility: CMMS systems are scalable, allowing organizations to expand their operations without major disruptions. They also offer flexibility, allowing customization to suit specific organizational needs.
  11. Remote Access and Mobility: Many modern CMMS solutions offer mobile access, enabling technicians to access work orders, update information, and perform tasks remotely. This improves responsiveness and efficiency.
  12. Increased Safety and Risk Mitigation: Properly maintained equipment ensurHow much does a CMMS Software Cost? - TeroTAM
  13. es a safer working environment. CMMS helps mitigate risks associated with equipment failure and supports safety protocols.

These benefits collectively contribute to operational efficiency, cost savings, improved asset performance, and regulatory compliance, making CMMS a valuable tool for modern maintenance management in various industries.

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