What is a CMMS?

Computerized Maintenance Management Software (CMMS) improves the way organizations manage maintenance operations, resources, equipment and compliance.

What is CMMS?

A Computerized Maintenance Management System (CMMS), also known as Enterprise Asset Management (EAM) software, is designed to help schedule, plan, manage, and track maintenance activities associated with equipment, vehicles or facilities.

A CMMS solution provides a central storage location for the majority of data and information for your assets, manages and controls your work and materials management/parts usage processes, and tracks maintenance activity over the lifecycle of an asset.

Maintenance, facilities and operations departments can use a CMMS to manage assets, work orders, work requests, preventive maintenance tasks, inventory and parts, condition monitoring, and maintenance schedules. All maintenance activities can be monitored and analyzed through robust CMMS reporting and dashboard tools.

What are the Benefits of a CMMS?

In today’s fast-paced business environment, an effective CMMS solution is vital for ensuring maintenance management success and driving operational excellence. By implementing a CMMS, organizations are empowered to:

  • Extend the life of assets
  • Meet compliance and safety standards
  • Increase visibility and transparency
  • Improve work completion rates
  • Eliminate manual processes
  • Reduce maintenance costs
  • Increase worker productivity
  • Create a paperless environment
  • Make data-driven decisions
  • Reduce equipment downtime

eMaint has helped over 50,000 users achieve maintenance management success since 1986. eMaint clients have achieved impressive Return on Investment (ROI) including $100,000 reduction in operation expenses, 98% increase in PM work completion, and 30% reduction in corrective maintenance.

How Does a CMMS Work?

A CMMS solution works by storing asset data, automating work order and request processes, monitoring equipment using predictive maintenance, scheduling maintenance work and resources, recording inventory levels, and providing management with reports in order to make data-driven decisions.

CMMS systems can be delivered as a web-based, Software-as-a-Service model, or as an on-premise model. SaaS models have proven to provide a lower lower Total Cost of Ownership (TCO) and higher Return on Investment (ROI). Most modern CMMS solutions are accessible via mobile devices and tablets.

Who Needs a CMMS?

A CMMS is for any organization that is constantly working on reactive maintenance and unable to do preventive maintenance, frustrated with tracking and managing spare parts inventory, having difficulty with providing documentation for regulatory compliance, or wasting time on costly manual processes for tracking maintenance.

Organizations across all industries can utilize a CMMS system. For manufacturers, a CMMS is used to manage maintenance for equipment and critical assets; for facilities managers, to manage maintenance for buildings and facilities; for service providers, to manage maintenance for clients, staff, tenants and students; and for fleet operators, to manage maintenance for vehicles and fleet equipment.

How to Get the Most Out of Your CMMS

The effective use of a CMMS system helps organizations balance the challenges of cutting costs while improving productivity and ensuring a high level of customer satisfaction. Yet experts estimate that up to 80% of CMMS implementations fail to meet expectations. To ensure your CMMS implementation is a success, and you get the most out of your system, follow the key steps below.

Ensure Data Integrity
A CMMS is only as good as the data flowing through it. Building an asset hierarchy and collecting complete and accurate data are important factors in maintaining data hygiene.

Invest in Training & Education
On average, companies only actively use 10-20% of their system’s functionality. Effective training can drastically improve the value you get out of your CMMS. Make sure your team is educated by providing core functionality CMMS training (initial and ongoing).

Document Work Processes
The more you document within your CMMS, the easier it is to prepare for compliance audits and identify potential failures. Get started by establishing work control functions, defining priority based on criticality, and accounting for 100% of all labor and parts incurred.

Control Budget and Cost
Tracking costs within your CMMS enables you to make smarter budgeting decisions. Charge costs to work orders, document cost improvements, and support asset life-cycle costing.

Plan and Schedule Work
More efficiently manage your maintenance resources by establishing a process for planning and scheduling, monitoring the amount of proactive work, and developing work schedules for planned work.

Manage MRO Materials
Bridge the MRO reliability gap by designating critical and/or capital spare parts, tracking warranty information, and documenting processes for refurbishment/repair.

Track and Measure KPIs
Transform your CMMS data into meaningful insights and make data-driven decisions. Easily measure KPIs such as downtime, labor performance and wrench time.

Audit Processes for Continuous Improvement
Your CMMS should be treated as your most valuable asset, and continuous improvements should be evaluated year-after-year. To ensure you’re maximizing your value, reviews should be conducted on processes, data and workflows.

Additional Resources to Help You Get Started with a CMMS

How to Select CMMS Software

When selecting a CMMS solution, ensure that the system delivers the functionality you need within your budget. The software should be mobile-friendly and browser-neutral, and training should be easily accessible. To help you determine which CMMS provider best fits your needs, view our comparison chart.

eMaint’s CMMS Platform

Asset Reliability Platform

eMaint delivers ground-breaking asset reliability platforms that will help organizations increase uptime with a seamless integration of maintenance tools and software solutions.

The power of eMaint’s CMMS software, combined with Fluke’s world-renowned testing and calibration equipment, offers the opportunity to unlock even greater solutions. With Fluke and eMaint, customers have even greater power to simplify complex workflows.

Flexible & Configurable Interface

Within eMaint’s CMMS system, you can work the way you want to work without feeling constrained by your software. We understand that every industry, company and department are different – you use different terminology, have different processes in place, comply to different regulations, and so on.

eMaint makes it easy to configure your CMMS to fit your needs. eMaint’s robust CMMS software empowers organizations to define and configure filters, layouts, fields, field properties, tables, colors and themes, workflows, dashboards, and record displays.

Simple Solution for Your Team

eMaint’s simple and intuitive CMMS interface makes managing maintenance easy for team members at all levels and roles, from maintenance technicians to upper management.

With eMaint’s mobile CMMS solution, technicians can view and close out work orders from the field, making it easy to complete work on-the-go. The maintenance data is then transformed into reports that are meaningful to your organization.

eMaint CMMS Review

Get started on the path to maintenance management success.

Using eMaint CMMS for Work Management

Work Management


Work Orders
Work the way you want by customizing form layouts, fields, and workflow behaviors in eMaint’s configurable interface.
Work Requests
Respond to work requests promptly and put your mind at ease when it comes to managing and prioritizing work requests.

Create a project, and then assign work orders to it, enabling you to track costs and your progress toward completion.

Work Order Permitting
Store work permits on work order records, and edit them on an a built-in online PDF document editor.

Using eMaint CMMS for Inventory Management

Inventory Management


Gain visibility of parts and ensure you have the right parts on hand by setting minimum/maximum levels and re-order points.
Manage your suppliers’ contact information and keep track of the parts they supply and their costs, all from within your CMMS.

Purchasing & Requisitioning
Create and receive against Purchase Orders (POs) and requisitions, and track and report on those purchases.
eProcurement Punchout Catalog
Order parts from supplier catalogs and have those purchases be reflected automatically on your eMaint inventory records.

Equipment Asset Management Software


Asset Hierarchies
Establish a hierarchical asset structure with parent groupings and child assets to gain reliability and maintainability of your assets.

Asset Tracking
Make data-driven decisions and reduce failures by tracking asset data and producing detailed documentation on work performed.
Asset Criticality Ranking
Prioritize work performed on your most critical assets through eMaint’s asset criticality ranking capabilities.
Asset Reservation
Reserve assets (vehicles, rooms, etc.) for specific time windows, and view reservations on a calendar.
Using eMaint CMMS for Preventive Maintenance

Preventive Maintenance


PM Task Generation
Define calendar- and/or meter-based PM tasks for each asset, and easily replicate tasks across multiple assets.
PM Schedules
Associate PM tasks to a schedule, allowing you to automatically generate PM tasks based on usage or time.

Conduct inspection rounds, record inspection completions and reschedule failed inspections, ensuring regulatory compliance.
Using eMaint CMMS for Predictive Maintenance

Predictive Maintenance


Condition Monitoring
Monitor and record noise, vibration, temperature, lubricants, wear, corrosion, pressure and flow for each of your assets.
Third-Party PdM Integration
Utilize eMaint’s integration with SEMEQ, a Predictive Maintenance (PdM) service provider, for improved asset health.

Using eMaint CMMS for Reporting



Transform your CMMS data into robust and customizable reports, and schedule automated reports to be generated and distributed.
Customize your dashboard with pie charts, doughnut graphs, area graphs, bar graphs, gauge graphs and line graphs.

Quick-View Lists
View, organize and filter your maintenance program’s data through eMaint’s easy-to-use list views.

Using eMaint CMMS for Maintenance Scheduling

Maintenance Scheduling


Work Order Assignment
Assign and reassign work orders to your technicians on a specific day and for a specific amount of time.
Scheduling Calendar
View all labor resources and open work orders on a calendar by day, week or month to assist in reducing work backlog.

Using eMaint CMMS for Mobile Maintenance

Mobile Maintenance


Why Go Mobile with Your CMMS
Streamline processes, maximize productivity, go “green,” improve communication, increase visibility, and access data on-the-go.
Barcodes & QR Codes
Generate and print barcodes and QR codes for your assets, parts, and contacts, then scan them using your mobile device.
Offline Mobile App
Access work orders, log labor hours and notes, record when work is completed, and enter condition monitoring readings without being connected to the internet.
eMaint CMMS Multi-Site Toolkit

Multi-Site Toolkit


Consolidation Accounts
Access a Consolidation Account for divisional- and enterprise- level reporting and accessing data across multiple locations.
Master Accounts
Create standardized data and processes, and push them out to multiple locations on a global scale using a Master Account.
Multi-Location Inventory Visibility
View inventory availability at multiple locations to avoid stockpiling spare parts in one location while running out in another.

Interactive Plans & Storage


Interactive Plans & Mapping
Upload a floor plan, schematic, site map, or any other image, and place pins on it that point to your asset, work order or inventory records.
Document & Image Storage
Upload, store and share your images, checklists, illustrations and any other documents right from within your CMMS.
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