What is CMMS Software?

Definition

A computerized maintenance management system (CMMS) is a software that digitizes maintenance information, facilitates workflows, and automates data entry to improve outcomes and operate assets in a cost-effective way.

CMMS database enables the following information:

1. Resource and labor management - track and plan employees' availability to increase productivity
2. Asset registry - store, access and share asset information
3. Work order management - includes information such as work order number, order type (whether it should be repaired, replaced, or scheduled),  reserved materials and equipment, assigned employees description, recorded costs, and associated repair and safety media
4. Materials and inventory management - manage suppliers, distribute maintenance, track inventory costs, and automate resupply
5. Reporting, analysis, and auditing - analyze data to track asset availability, trends in performance, labor and material costs, and other information for strategic decision-makings. Also, facility managers can prepare a forthcoming audit and track regulatory certifications to maintain the legal aspect.

Why it Matters

CMMS software provides the following benefits:

1) Resource and labor management - track and plan employees' availability to increase productivity

2) Asset registry - store, access and share asset information

3) Work order management - includes information such as work order number, order type (whether it should be repaired, replaced, or scheduled),  reserved materials and equipment, assigned employees description, recorded costs, and associated repair and safety media

4) Materials and inventory management - manage suppliers, distribute maintenance, track inventory costs, and automate resupply

5) Reporting, analysis, and auditing - analyze data to track asset availability, trends in performance, labor and material costs, and other information for strategic decision-makings. Also, facility managers can prepare a forthcoming audit and track regulatory certifications to maintain the legal aspect.

CMMS software maximizes the return on investment of maintenance activities by decreasing downtime, minimizing costs, saving time (thus allowing for more value-add activities), and , increasing equipment useful life. In addition, CMMS records and manages daily building operations and maintenance activities. Thus, it is an essential tool that provides all data required to report on KPI metrics and improve accountability.