CMMS, stands for Computerized Maintenance Management System. A CMMS system, also known simply as a CMMS, is a cloud-based solution that centralizes all information related to maintaining the assets currently in operation at your facility or facilities.

Think of the CMMS system as a one-stop hub where you and your team can see everything related to your asset maintenance program. A CMMS houses everything from information as simple as where all assets are located to how each one is performing, when they will require maintenance, and much more.

A CMMS system also functions as an automated work order software solution that tracks maintenance orders and automatically schedules required tasks. For these reasons, a CMMS is a powerful tool that can help maintenance teams optimize their workflows, save costs, and maximize asset uptime and performance. Many modern facilities across a wide range of industries use a CMMS system to level up their maintenance programs.

What Does a CMMS System Do?

Organizations look to a CMMS system to help them improve the efficiency and effectiveness of their asset maintenance programs.

For maintenance managers charged with monitoring all repairs, a CMMS makes their jobs easier by streamlining processes, automating work orders, and improving transparency and visibility into maintenance KPIs. A CMMS also enables consistent and accurate documentation of all of your maintenance activities, critical for audit preparedness.

Furthermore, a CMMS helps maintenance teams move from more reactive maintenance approaches to proactive maintenance strategies such as preventative, predictive, and prescriptive maintenance. The centralized visibility and AI-powered capabilities of a CMMS make it easy to monitor real-time machine health and performance conditions, and plan maintenance activities based on data from the machine itself. This can help ensure your assets are operating at peak performance while reducing the risk of costly unplanned downtime, both of which directly impact an organization’s bottom line.

How Do CMMS Systems Work?

Ultimately, a CMMS is a database. The information within supports a variety of functions across different teams. Key features of a CMMS system include:

Customization: Easy-to-use dashboards that are tailored per user.

Centralization: A single tool to be utilized and accessed by all.

User-Specific: Access and admin rights that are specific to the user.

HR Management: Management of the schedules and tasks of employees and departments.

Real-Time: Up-to-the-minute monitoring of tasks for preventive maintenance.

Drilldown/Up: Get a macro or micro view of the data.

Why Use a CMMS System?

There are numerous benefits to leveraging a digital solution to maintenance management such as a CMMS. A CMMS system benefits maintenance teams in many ways, including:

  1. Saving time and reducing errors by automating work order scheduling and prioritization.
  2. Ensures maximum efficiency with labor and resource management tools.
  3. Enables continuous improvement with clear visibility into maintenance KPIs.
  4. Increases uptime by enabling proactive maintenance strategies.
  5. Improves audit preparedness with automatic documentation and compliance tracking.

What are Typical CMMS System Requirements?

CMMS system requirements vary depending on your vendor. However, in most instances, a CMMS is a cloud-based solution that can be accessed via a standard modern web browser. In most cases, a CMMS does not require installing software on your computer. This means that all stakeholders can easily access the system on virtually any device (whether mobile or desktop) via their preferred operating system (for example, a MAC or PC). That said, some CMMS solutions do not currently offer mobile versions, which is important to keep in mind if mobile access is important to your team. It is also important to note that because the solution is web-based, a device must be connected to a network to access the system.

What Does a Good CMMS Look Like?

Like any technology, the best CMMS system is one that you will actually use and that will become embedded in your workflows. With each key feature comes real benefits to your operations. For example, a good CMMS system will streamline and simplify your processes. In doing so, your business will enjoy higher uptime and with that, increased productivity. A good CMMS will further empower your teams to proactively monitor and optimize asset health and performance, reducing unplanned downtime, reducing overhead costs, and increasing your organization’s profitability.