Maintenance Management System – Do I need one?


Right Or Wrong DirectionsI guess that you know that I wouldn’t have written this article unless the answer was “Yes”, right…?, but seriously speaking – there is some rationality behind this definite answer. During my career in information systems, I am often being told: “Do I really need to buy a software for that? We have our procedures and excel files that we use for years and it works just great!”. This was the exact case few years back when I was a CIO of a Hi-tech Company.

We had a car fleet of over 100 vehicles and the fleet manager claimed he was doing just fine with his excels and with the papers and folders on his desk, until we had a demo presentation of a fleet management module (as a part of a larger maintenance management software). He quickly realized that this specific module could help him improve his performance by automating the following processes and tasks:

Do I really need to buy a software for that? We have our procedures and excel files that we use for years and it works just great!

  1. Track all the assets
  2. Schedule and track the maintenance and repair tasks
  3. Manage suppliers and work orders
  4. Plan fleet maintenance budget, cost reduction and actual spending
  5. Provide better reports to management
  6. Document all required information and
  7. Have a better IT infrastructure in terms of hardware, support, backup and information security

So… do you need a maintenance management system (aka CMMS)…? Well – if your company has assets that require timely maintenance activities such as heavy machinery, car fleets, buildings, designated areas and equipment, specific storerooms or areas – you probably do….

As part of an overall goal of cost reduction, you want to extand the lifespan of your assets thanks to a series of effective maintenance processes. A good CMMS will help you in that by:

  • Managing your assets and inventory
  • Tracking internal and external work requests and orders
  • Planning preventive maintenance activities
  • Scheduling maintenance staff and tasks and send reminders
  • Recording assets history
  • Automating certification processes (if required)

Once you decided that you need CMMS, the next logical thing to do is to check if the current ERP system that is installed and implemented in your company has a maintenance module. Why? First – since in most cases, ERP systems already contain records about your assets and second -since eventually, maintenance processes have significant influence on budget and they are tightly connected financial processes. I strongly recommend to consult you ERP experts on that.

3d man with ERP Enterprise Resource Planning button

If your ERP system does not have a maintenance module, or in case it does not fit your specific needs, you can choose a CMMS based on the processes mentioned above, but also based on:

  1. The number of users that will work on the system (as oppose to number of company employees)
  2. Specific maintenance requirements such as calibration
  3. Your Geographic spread – do you have multiple locations? Do your remote employees report using a mobile device? Alternatively, do they work on your internal network?  I would strongly suggest that you will consult your IT experts if you have such requirements

Take a Look at the following table. It contains our recommendations for some very good, user-friendly systems out there that you can choose from:

Functionality Small (less than 10 users) Medium (Between 10-100 users) Large (Over 100 users)
Asset Management
Requests and work
orders management
Scheduling, Assignment
and reminders
Assets History
Calibration Management
Mobile Access
Recommended Software MicroMain Champs EAM FMX MaintenanceEdge Maintenance
FasTrack Hippo CMMS FasTrack Champs EAM eMaint X3
FMX ServiceChannel Mpulse
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With over 20 years of experience in SW development and IT Management, Ohad Appelbaum can provide insights to those who are considering purchasing a new software to their company. As an IT executive for more than a decade, in 3 different companies (Internet Services, Hi-Tech and Government), Ohad has managed and supervised the purchasing, development and implementation of dozens of IT and IS systems and projects, in all of the common domains – CRM, ERP, Finance, BI, Manufacturing, Cloud-based system and many more. Ohad has managed large-scale budgets, teams, programs with major vendors and integrator and achieved success and high customer satisfaction in critical IT projects through the years. Ohad holds a bachelor's degree in Computer science and statistics from the Tel-Aviv University and in a bachelor's degree in Business Management and Economics from the University of South Africa (UNISA)