CMMS for Maintenance Management

Key CMMS functionalities include:

• Work order management
• Materials and inventory management
• Scenario planning tools and graphical plan boards
• Resource planning and dispatch
• Health and safety workflows
• Mobile access to information from anywhere
• Real-time monitoring

Work order management

All generated maintenance work and job tickets should be stored in a central work order repository. This allows users to easily search for open, planned, or closed maintenance work by building, asset, engineer or any other relevant search criteria. For each individual work order, details such as status updates, time spent, materials used, documentation, follow-up actions, planned budget, and actual costs are registered and available for reporting.

The CMMS software allows engineers to easily access their individual work, update or close job tickets, or query relevant asset information or maintenance procedures and checklists.

Materials and inventory management

CMMS systems oversee the inventory, distribution, and restocking of equipment and materials across facilities. They facilitate supplier management, track inventory costs, and automate material resupply.

Scenario planning tools and graphical plan boards

CMMS systems include scenario planning tools and graphical plan boards. These help to visualise upcoming work and to optimise CMMS maintenance planning. Drag and drop functions allow you to move work, postpone activities, merge maintenance jobs or split them. The impact on workloads and budgets is recalculated and visualised immediately.

Resource planning and dispatch

CMMS software assigns maintenance teams or technicians to tasks based on people’s availability, workload, skills, and certifications. Once the work is planned and allocated, CMMS supports automatic dispatching to the applicable engineers by using workflow tools, automated job ticket creation, and mobile solutions. This increases the efficiency of planning and dispatch teams to ensure the right people are doing the right things when needed.

Health and safety workflows

Maintenance is essential to keep equipment, buildings, and the work environment safe and reliable. Inadequate maintenance can lead to dangerous situations, accidents, and health problems. Maintenance can be a high-risk activity that must be performed safely, with appropriate protection of maintenance workers.

Maintenance management software includes health and safety documentation, checklists, and workflows to comply with regulations and best practices that ensure maintenance teams follow approved processes. This ensures both a healthy workplace environment and the safe execution of maintenance work.

Mobile access to information from anywhere

A true mobile CMMS is designed to support mobile devices, such as smartphones and tablets, so maintenance personnel can access and update equipment and maintenance data while on the go. Access to CMMS applications for real-time information ensures your maintenance teams arrive on -time and fully prepared for the work ahead.

With mobile access, maintenance teams are able to manage work orders and material requests, view equipment performance histories, and follow workflow checklists to be sure that all work is completed according to expectations.

Improved efficiency from centralised data storage

Everything can be stored in a central work order repository, which allows users to easily search for open, planned, or closed maintenance work tickets by building, asset, engineer, or any other relevant search criteria. For each individual work order, details such as status updates, time spent, materials used, documentation, follow-up actions, planned budget, and actual costs are registered and available for reporting.
Centrally stored job tickets cut down on administrative work required to collect information for invoicing, which reduces delays and improves cash management.

Increased access to information from anywhere

CMMS mobile apps allow engineers to easily access their assignments, update or close job tickets, capture relevant asset information or follow checklists, and record pertinent job data such as materials used or time spent working on a job ticket. A true mobile CMMS will have offline useability to enable technicians to access information when not connected to a mobile network or Wi-Fi.

Mobile maintance apps improve workflows and increase access to information, improving efficiency and first-time right fix rates.

Satisfaction from being able to measure what matters

CMMS software offers a broad range of maintenance dashboards and the ability to configure key performance indicators (KPIs) to analyse the effectiveness of maintenance programmes and investments. This ensures maintenance teams are able to align activities with strategic real estate goals such as reduction of energy consumption and carbon emission targets. This alignment increases the ability of the facilities and maintenance teams to show the value of their activities to the organisation.

Maintenance dashboards ensure your teams are meeting their KPIs, staying on budget, and getting the work done.

Increased cost savings from proactive maintenance activities

Reactive maintenance is costly due to its unplanned nature, often arising from unexpected asset failures. Time-based maintenance, planned around warranties and compliance requirements significantly reduce maintenance costs, but 40% of these activities are executed either too early or too late. A CMMS enables maintenance teams to use actual asset conditions and performance data to schedule tasks for when they are needed – just-in-time to prevent asset failure.