What is CMMS Software? Definition, Benefits, How it Works

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What is CMMS Software? Definition, Benefits, How it Works

A computerized maintenance management system is software that helps plan, monitor, & report maintenance tasks, track work orders & schedule maintenance.

What is a Computerized Maintenance Management System?

t a high level, maintenance teams large and small use a to easily and efficiently get maintenance work done. But what exactly is CMMS maintenance software, how is it used, and what benefits does it provide?

This guide is here to help you deepen your understanding of:

  • meaning & definitions of key terms
  • requirements for a complete software solution
  • asset management
  • information you need to know for successful maintenance management
  • General maintenance management system definitions
  • Computer-based maintenance systems features and benefits

What is the Definition ?

  computerized maintenance management system ― helps you plan, monitor, report, and optimize your maintenance activities ― so you can easily track work orders, maintain assets, and schedule maintenance.

key smart apps  software provides a single source of truth for all facility and maintenance information maintenance operations need, all from one centralized, real-time system.

What is CMMS Software? Definition, Benefits, How it Works

How Can Help Your Business?

With a , your organization can more easily:

  • Increase efficiency and agility
  • Integrate systems for big-picture insight
  • Reduce equipment downtime
  • Budget effectively
  • Prioritize work orders
  • Implement set preventive and predictive maintenance procedures
  • Work in a mobile, multi-site context
  • Gain enterprise-wide visibility and control

what does cmms mean

Modern systems can also provide EAM-level functionalities and integrate with other integral tools like space planning, mobile surveying tools, an EAM system, preventive maintenance scheduling, and IoT remote monitoring tools.

Facility Management Software for Facility Management

Why should you buy a  key smart apps? We know that introducing a new software solution at work isn’t easy—you spend time researching vendors, going through the sales process, justifying the cost, and training your team.

But the benefits of software are definitely worth the work, and can help you save time and money, improve health and safety, and more.

Conquer maintenance backlog

Some degree of maintenance backlog is unavoidable, but too much can send your operation into a tailspin. Exhibit A: The cost of backlogged maintenance at US national parks is estimated to be $12 billion. This is an extreme case, but it illustrates the importance of keeping maintenance backlog at an acceptable level.

A balances resources and maintenance costs so backlog doesn’t get out of hand. The software captures small fixes that would otherwise go unnoticed and allows maintenance tasks to be scheduled, assigned, and prioritized so no jobs fall through the cracks.

2. Increase asset lifespans

The average age of industrial equipment in the US is the highest since the 1940s. Although age isn’t always the reason for failure, it’s often a contributing factor. It’s not always financially possible to replace old models with new ones, which is why maintenance is so crucial.

Keeping equipment in good operating condition for longer means doing maintenance before something breaks. You can’t do that using OEM guidelines or guesswork. Integrating software with sensors, PLCs, SCADA, and MES systems allows you to track an asset’s health in real time, catch failure before it happens, diagnose problems, and benefits of a cmms.

3. Make preventive maintenance easier to schedule and complete

Preventive maintenance catches defects before they become a bigger problem, which reduces the number of breakdowns. cmms maintenance management software  teams know preventive maintenance is key to limiting downtime, but the question is, how do you schedule more of it?


key smart apps answers this question with automated work orders. PM triggers can be created based on usage, time, or condition in a . These triggers activate a work order, which is then scheduled and assigned. The work order becomes much smoother and preventive maintenance is easier to schedule, leading to less downtime. benefits of a

4. Speed up repairs and inspections

Downtime occurs whenever an asset needs to be repaired or inspected. This isn’t always avoidable. However, if repairs and PMs are inefficient, it prolongs downtime. These inefficiencies can add up and cost your facility a lot of time and money in lost production.

A makes it easier to repair and inspect assets so downtime is reduced to the bare minimum. Technicians can log into a mobile app from anywhere and see an asset’s history, diagrams, the location of spare parts, and more so work can get done faster. software can also help you find work orders that take too long, spot the cause of the delay, and fix it so work can get done faster.


Case study: Reducing dow

Tom Dufton was sick of fighting fires all day.

As the maintenance manager at Perth County Ingredients, Tom knew that the business was bleeding time and money every time a machine went down, which was often. He was desperate for a way to plan and schedule maintenance instead of reacting to emergencies. He found the answer in a .mobile cmms

Three years after implementing a , Tom and his team had automated preventive work. reduced reactive maintenance by 54% and cut after-hours call-ins by 42%.

“The automation within our facility has basically allowed us to run multiple operations from one location,” says Tom about the benefits of a .
maintenance management software

“Our fingers are always on the pulse of the facility.”

Read Tom’s full story here.

Control costs

5. Accurately forecast the parts you’ll need for maintenance

Not having a handle on inventory can lead to all sorts of costly problems. Overspending on inventory can add an additional 12% to 20% to the original purchase cost. If you don’t have the right parts on-hand when equipment breaks down (or can’t find the parts in a messy storeroom), it results in downtime, rush shipping, and risky stopgap measures, all of which are expensive.

Managing your inventory with a helps you purchase, track, and organize parts so you can avoid these costly problems. Tools, like automated purchasing, inventory reporting, and AI-powered parts forecasting can help you make data-driven inventory decisions and eliminate over and understocking. cmms softwares

6. Avoid manufacturing scrap and rework

Both scrap and rework require a considerable cost in the form of energy, waste, and lost production. The worst part is it’s extremely difficult to make up for that expense without the production team working overtime.

The best way to reduce the cost of scrap and rework is to avoid unplanned failure by keeping assets healthy with preventive maintenance. software excels at helping maintenance teams plan, schedule, and execute PMs. Not only can you automate tasks with a , but you can also prioritize and assign PMs while tracking key metrics to optimize them.

7. Track and report on maintenance costs

software tracks everything connected to completed work orders, including parts, labor, and other expenses. This makes it easy to run a report on these costs, view where the budget was spent, and make educated capital expenditure decisions. If you’re looking to prove the value of maintenance, you can even compare the cost of reactive and planned maintenance.

8. Save energy

American manufacturers spend $230 billion on energy every year, which just goes to show that any company can cut costs by reducing energy use. Well-maintained assets are more energy-efficient and are key to lowering your overall energy expenses.

Reactive maintenance is a major source of wasted energy at production facilities because it leads to inventory issues, poor scheduling, rework, and more. A can solve each one of these issues by helping you establish a better preventive maintenance program with tools like automated work orders and easier work scheduling.

Cutting inventory costs by millions with a CMMS

Inventory always seemed to disappear into thin air at Liberty Oilfield Services. And it was costing the company big time.

Massive amounts of missing inventory resulted in huge quarterly spending that couldn’t be accounted for. The Liberty team could track inventory costs just fine, but there was no context about what parts were used or for what. Until they implemented a .

“We saw right away where the gaps were,” says Jack Feathering ill, the US Maintenance Manager at Liberty Oilfield Services.

“Now, these quarterly inventories are non-events,” explained Joe Netherland, Parts Manager at Liberty. “Our CFO just told us that the dollar figure is now so small that it’s nothing to worry about.”

Read Liberty’s full story here.

cmms solutions

Increase efficiency

9. Optimize your maintenance schedule

Well-planned maintenance schedules waste less time, resources, and money. Better planning is possible when you can anticipate every element of maintenance, like asset needs, production schedules, and inventory.

Building a better maintenance schedule starts with understanding your assets and resources. Tools like sensors, PLCs or MES systems help you capture, track, and analyze data about an asset’s performance. Integrating these tools with software allows you to use this data to fine-tune the frequency of preventive maintenance tasks and ensure maintenance schedules use staff resources as effectively as possible.

10. Automate work requests

It’s common for maintenance managers to receive work requests via phone, sticky notes, whiteboard, or word of mouth. None of those are ideal. These outdated processes force maintenance teams to spend unnecessary time creating work orders and inputting data.

software eliminates all the extra steps by automating the work request process. Employees can log work requests, set up PM triggers, or connect to sensors that create work orders based on the real-time condition of an asset. No time is wasted translating work orders, tracking down operators, or rifling through a file cabinet.

11. Standardize maintenance processes

One tried and true way to make maintenance more efficient is to use a tool you know works well in a certain situation. Starting from scratch with every PM, repair, or report will take longer and lead to extra downtime and costs.

A gives you the power to build maintenance checklists, workflows, reporting templates, and more to make tasks easier and quicker. It also makes these resources available digitally, so everyone can access the same information, follow the same best practices, and get the job done as quickly as possible.

12. Improve access to maintenance resources

A lack of centralized knowledge means having to track someone down, shuffling through stacks of paper, or searching through a computer to find the solution to a breakdown. These little inefficiencies lead to bigger problems, like more downtime and failed audits.

A makes maintenance resources readily available to anyone, at any time by providing a centralized hub for information. Attach videos, manuals, task lists, accident reports, inventory requirements, and more to any piece of equipment or work order to help technicians get tasks done in less time.

Case study: Saving hundreds of labor hours

Ryan Robinson had big plans for improving maintenance efficiency at his company. There was just one thing in his way: Binders. Hundreds of binders.

“There are just stacks and stacks of records,” says Ryan, the shop manager at a wholesale tree grower. eam cmms

“It’s virtually impossible to find trends in equipment usage or anything else without a ton of legwork.”

Ryan found a solution to his problems in a . He automated and optimized preventive maintenance using digital work order histories and integrating his with an asset management platform to track equipment performance in real-time.

These changes helped Ryan save hundreds of hours by eliminating manual scheduling and repairs that didn’t need to be done.

Read Ryan’s full story here.

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Collect and use data

13. Find trends in maintenance metrics

Maintenance metrics translate actions into numbers so you can measure the performance of everyone and everything in your operation. They allow you to connect cause and effect so you can make better decisions and improve your operation.

You can’t track metrics without the right tools, processes, and people. software is the ‘tools’ part of this equation. It captures the numbers and tracks metrics over time so you can get a long-term view of your performance. It also makes it easier to analyze the metrics and fine-tune strategies based on the data.

14. Save time on reporting

Maintenance KPIs help you identify chronic equipment problems and benchmark against industry standards. However, compiling KPI reports using Excel or pen and paper can be tedious and lead to mistakes.

CMMS software allows you to collect data from various areas of your maintenance operation and make sense of them with reporting templates. A can often automatically send reports to your inbox on a set schedule. Having a better understanding of your KPIs helps you add value or reduce risk with small changes. Quickly analyze trends, spot recurring problems, track costs, and more.

Facility Management Software for Facility Management

15. Collect real-time work order updates

Being able to track the progress of work orders is crucial for limiting backlog, creating effective schedules, planning production, and building budgets. If the right people don’t have visibility into work orders, it leads to more downtime, higher costs, and uninformed decision-making. What is CMMS Software?

A helps you avoid these nightmare scenarios. The software provides real-time work order updates, like the priority status, who is assigned to it, and how long it’s taking, so you can allocate additional resources if needed. A also notifies production staff when assets are back online, so they can get back to work without delay. The system can even tell you which work orders are causing delays, downtime, or extra costs so you can figure out why and stop it.

16. Access historical information

It’s difficult to manage an asset through its entire lifecycle if you don’t know its history. Even if your technicians know everything about an asset’s past, high turnover and retirement rates mean this information is never far from being lost forever.

A provides a defense against this sort of brain drain. Each asset has its unique record that details everything that’s been done to it, from repairs to inspections, labor hours, and more. Technicians can quickly access these records to assist with PMs or troubleshooting a failure.

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