Computerised Maintenance Management System or CMMS is a software that centralises maintenance information and facilitates the process of
maintenance operations. This software solution helps in managing, automating, and streamlining all aspects of the maintenance operation.
Importance of Uptime
CMMS makes it easier for maintenance managers. It is a streamlined approach that helps to keep the equipment in functioning order and reduces downtime.
An integration of a CMMS enables positive asset maintenance result.
The fundamental aspect of a CMMS is its database. The information stored in the database supports various functions of the CMMS software. This database
acts like a centralized web that holds maintenance information on
- Work orders
- Preventive Maintenance
- Inventory parts
- Maintenance performed on machinery
A Computerised Maintenance Management Software eliminates usage of
manual spreadsheets. It helps in consolidating all maintenance activities in a
How does a Computerised Maintenance Management System
We already know that the core of CMMS is its database. All data relating to
maintenance are saved in and accessed from a centralised database. To make
the usage simpler, this data can be accessed from on any device which has an
internet connection using a user id and password.
Here is how a CMMS software solution work
The Maintenance team sets the CMMS that includes the below information:
- Assets with the manufacturer, model, serial number
- The cost of the asset
- Asset usage
- Relevant documents such as warranty, user manuals, video and images
Any maintenance/repair work that may arise can also be updated in the
system. This helps in understanding which asset is facing breakdown. A work
request can be generated. Work order prioritisation and scheduling can be
Work order Management
The technicians/ operators who have access to the software will be able to get
information regarding the work order such as work order number, description
of the non-functioning asset, order type either repair or replace or preventive
maintenance, the staff assigned and so on.
The technicians have the advantage of knowing their work histories and
manuals, they can communicate with each other and document their work. For
instance, any work they do, can be uploaded from their mobile device. This is
updated in the centralised database that can be accessed by their team and
On the other side Maintenance managers can schedule and assign employees
for specific work orders. They will be able to review the status, usage of any
spare parts and track the downtime. The attached costs can also be updated
with the associated documentation.
In simpler words, the CMMS software helps you to understand all the
measures that are being undertaken to effectively maintain the assets of the
Since data is uploaded and stored on the cloud, both the technicians and
managers have access to updated data. This enables improvement in response
times, speeding the work flow and track and analyse the asset maintenance
How to use a CMMS
A CMMS is a user friendly platform that is intuitive and easy to use. It can be
used as a mobile app or from a desktop app.
1.The user reports any malfunctioning of the asset in the system. He can attach
pictures/videos to render a detailed description.
2.A work order is created and a technician is assigned to that particular asset.
3.The technician can enter his work order once he completes the work order
with updated data on parts used, cost, time spent, etc)
4.Maintenace reports on technician productivity, asset lifecycle, attached costs
are generated that are easily accessible by the management.
Why organisation should have CMMS
CMMS provides information on the active status of the assets which helps in
better planning and scheduling maintenance work. When you have access to
the asset lifecycle, costlier repair works can be eliminated which significantly
reduces the cost of ownership.
A proactive preventive maintenance will eliminate any risk of unprecedented
asset failure thereby increasing the uptime.
3.Improved Inventory Management
Often spare parts inventory doesn’t get any attention. Tracking the inventory
list through CMMS will help in improved inventory management.
4.Acess to a streamlined Maintenance work
The largest benefit of CMMS is that it gives a deep insight into all aspects of
the maintenance work.
Benefits of CMMS
Increased transparency and visibility of assets and its work orders
A mobile app that gives updates, alerts and notes ensures transparency and
insight into the work orders. Work orders can be created and approved in the
smart phones. Similarly, CMMS database enables management to retrieve
information regarding when an asset was purchased, when was the last
maintenance performed, frequency of breakdowns, parts used and so on. It
helps in making informed decision.
Reduction in the response time for work order completion
Assigned repair works can be seen as a push notification by technicians
through their smart phones. Repair works can be delegated from anywhere.
This helps in reducing the response time and decreasing the downtime.
Maintenance requests are streamlined in one place.
Anybody who has access can track work requests from the comfort of a mobile
device. They receive notification whenever status is updated.
Automation of maintenance management helps in reduced errors and
enhances productivity. Automating manual tasks helps save time.
Every organisation has maintenance work that has to be carried over by third
party contractors. Implementing CMMS gives the option to track and manage
their work. CMMS will help in tracking vendor details such as contact
information, history of work and invoices. A limited access to the vendors is