What is CMMS: How it Can Help Your Maintenance Activities


In simple words, Computerized Maintenance Management System (CMMS) is designed to help keep assets running. The software offers you a complete solution to keep a record of organizational assets, helping maintenance teams schedule and track maintenance tasks, minimize downtime, and optimize overall plant efficiency. Besides, a reliable CMMS system can give regulators and quality auditors the required proof of timely maintenance on critical processing components.

How CMMS Works

CMMS is a handy tool for maintenance organizations, which helps in the efficient tracking, management, and communication of everyday operations. Organizations can use the system to get real-time reports for managing resources, identifying and evaluating key performance indicators, and making critical business decisions. For maintenance teams, the CMMS comes in handy for tracking work status, recording work requirements, and analyzing data for efficient work management, report production, and cost control.

Managing Inventory

Maintenance teams are responsible for the storage and management of inventory. An efficient maintenance management system is a handy tool for maintenance teams to track items in storage and evaluate their functional efficiency to see if any repairs are required for optimal performance. The maintenance teams can then place orders for any replacements.

Identifying Problems

The CMMS system helps maintenance managers spot any problems with the equipment or machinery. They can use the CMMS report to describe the problem and assign a technician to the maintenance work. The system keeps a track of everything and notifies the manager once the machine is fixed, as the technician marks the repair task as complete.

When done timely, preventive maintenance ensures less surprise breakdowns.

Scheduling Tasks

Maintenance managers need a reliable work calendar to schedule recurring preventative tasks. CMMS systems are the best tools for maintenance teams to organize scheduling and simultaneously send out reminders to the people responsible for the work. This helps keep things organized. Better work scheduling means even work distribution and more efficient team performance. The system sends alert to inform maintenance managers when a technician completes their work. This gives managers an insight into whether the task was completed in a timely manner.

Collaborating with External Teams/Systems

People working outside the team, such as assembly line operator, may need to send instructions, warning messages, or work requests to maintenance teams. So how can they do it efficiently? Again, a computerized maintenance management system can play a vital role in recording requests, notifying maintenance managers, and tracking task completion.

Recording Asset History

Old machinery requires timely maintenance. Some machines are even 30, 40 year old and have a long repairing history. Maintenance teams can leverage a CMMS software solution to track repair record of the machinery and see how a specific problem was solved last time when it surfaces again. This also helps them understand how efficiently the machinery can continue to perform with all the repairs it has undergone thus far.

Audit and Certification

Audit is critical to any organization. Auditing of asset maintenance history gets easier with a CMMS system, which keeps track of every action, thus keeping an unaltered, unchangeable record for transparent audit. This can come in handy in the event of an insurance claim, giving an inspector a complete audit record of timely maintenance completed on the machine. Additionally, a maintenance management system centralizes all information and keeps one copy for ISO certification.

Other Uses of CMMS

A CMMS system helps maintenance managers optimize the use of valuable resources, which includes equipment, funds, material, and manpower, for the efficient maintenance of facilities and management of work. The best CMMS software:

  • Keeps a record of maintenance and repair history
  • Tracks machinery repairs
  • Maintains maintenance inventory
  • Updates on scheduled tasks and those accomplished
  • Establishes better collaboration between maintenance managers and technicians, from work generation to performance, output, and evaluation
  • Reduce cost through effective maintenance management

When it comes to investing in a maintenance management system, managers should evaluate requirements of management data and need for electronic data. The evaluation should also include an analysis on the expected return on investment and whether the system has the capabilities to help them accomplish goals.

Looking for a CMMS system for your organization? There are plenty of options to choose from. But the best way is to research and analyze performance of the available options to get your hands on the right product. At ITQlick, we are IT experts, with decade-long experience in software.

We understand software processes and can help you make the right choice. Give us a brief understanding of your business and allow us to make maintenance software recommendations that can efficiently perform in your organization, track historical records of repair and maintenance, and generate timely reports, helping cut cost and generate great ROI.