What is CMMS software?

A Computerized Maintenance Management System (CMMS) helps businesses streamline maintenance operations by tracking equipment, inventory and labor. Staff can manage work orders and develop preventive and predictive maintenance programs. The software can reduce equipment downtime and maintenance costs, as well as improve asset life.

Unplanned downtime costs industrial manufacturers $50 billion annually

Source: Deloitte

A predictive maintenance program can cut maintenance costs by up to 40%

Source: ReliablePlant

55% of manufacturers still use spreadsheets to track maintenance

Source: PlantEngineering

Common Features of CMMS Software

Here are several common features found in CMMS software:

Asset management

Asset management lets companies track physical and fixed assets, such as equipment, machinery, vehicles and buildings. For each asset, a CMMS can record and store the purchase date, price, serial number, technical specifications, manual, warranty, location, condition, safety permit and maintenance history. The feature also lets companies organize assets by type, department and other categories.

Work order management

Work order management streamlines maintenance tasks, such as inspections and repairs. Customers and employees can submit maintenance requests through an online form or directly through the system. Managers can prioritize work orders, schedule repairs and assign tasks to specific employees. For each work order, the software can track the service technician, equipment issues, repair history, amount of downtime and cost of repair. Some CMMS solutions can even make recommendations for future maintenance steps.

Predictive maintenance

Predictive maintenance analyzes machine conditions to predict potential machine breakdowns. The feature integrates with condition-based monitoring devices that track noise, vibration, temperature, corrosion, voltage, pressure and flow. If the condition goes beyond an acceptable range, the software can automatically trigger an alert and generate a work order.

Scheduling

Scheduling functions let companies assign maintenance tasks based upon worker availability and predictive or preventive maintenance programs. The software can also alert users when maintenance is due based upon government regulations, industry estimates or manufacturer guidelines.

Inventory management

Inventory management helps companies make sure that inventory, spare parts and maintenance tools are available when repairs are needed. The feature can monitor the quantity of spare parts, alert maintenance of low levels and automatically order new supplies. It also records and stores info for each item, such as type, model number, date of purchase, price, supplier, location and warranty.

Preventive maintenance

Preventive (or preventative) maintenance helps companies develop a routine maintenance schedule, based upon machine usage or time. Equipment is regularly serviced before a breakdown happens. Some CMMS solutions also offer a library of common preventative maintenance tasks and procedures.

Mobile access

Mobile access lets maintenance workers in the field view equipment info and work orders via a smartphone or tablet. Users can take photos of equipment and repair progress, request help and order spare parts. Some CMMS solutions can also scan QR codes or bar codes on equipment or inventory to display info.

Reports and analytics

Reports and analytics helps companies generate audit-ready reports to demonstrate compliance with safety and environmental regulations. CMMS software also gives management analytical tools to understand key performance indicators (KPIs) for equipment productivity, maintenance labor costs and return on investment.

Top Benefits of CMMS

There are many benefits to CMMS software, including:

Less equipment downtime

Unplanned equipment downtime can bring business to a standstill and drive good customers away. With a CMMS solution and a proactive maintenance plan, equipment should run more smoothly and break down less often.

In addition, maintenance can be planned around important projects, during times when machines won't be in use. As a result, planned downtime won't delay services or interfere with production.

Increased asset lifespan and ROI

When one part of a machine malfunctions, it can result in permanent damage to other parts. Preventing breakdowns entirely can greatly extend the lifespan of equipment.

Purchasing equipment also requires a significant investment from the company. If the asset lasts longer, it can generate more profits, delay the need to buy more equipment and increase the return on investment.

Digitized maintenance records

In the past, maintenance departments kept asset info on disorganized pen and paper records or error-prone spreadsheets. Hard copies of manuals, warranties and permits could be easily lost or destroyed.

With a CMMS solution, companies can attach vital records and documents to specific assets in an electronic database. Assets can be assigned to particular departments or maintenance workers and viewed by categories, such as last service date or cost.

Scheduling tools and automated alerts

Many maintenance programs rely on a schedule of routine inspections and repairs. However, busy employees or departments with frequent turnover can often lose track of essential maintenance tasks.

CMMS software can alert users when maintenance is due based on various regulatory or manufacturer guidelines. In addition, monitoring devices can alert users when a piece of equipment is in danger of breakdown and even automatically generate a work order.

Predictive and preventive maintenance programs

Proactive maintenance programs, such as predictive and preventive maintenance, require data and organization. For example, preventive maintenance needs tasks to be completed on a schedule. A CMMS offers calendar features, automated alerts and checklists to streamline the process.

A predictive maintenance program needs to be integrated with condition-based monitoring devices. Without a CMMS solution, a company wouldn't be able to access and analyze the data from these devices.

Better inventory control

Businesses need spare parts and tools on hand to maintain and repair their equipment. However, carrying too much inventory is inefficient, especially when supplies can be lost or stolen.

CMMS solutions help companies balance inventory needs and keep only necessary quantities in stock. Maintenance employees can note when they use spare parts or consumable items like oil, and the software can automatically order new supplies when inventory gets low.

Streamlined work orders

Work orders require coordination between the department that uses the equipment, managers in the maintenance department and service technicians who are responsible for inspections and repairs. With so many different groups, it's easy for the ball to get dropped.

CMMS software streamlines the process to ensure that maintenance is completed on time and in the best order. Work orders can be automatically generated by monitoring devices, or submitted by customers or employees through an online form or mobile app.

Managers can then prioritize which work orders should be completed first and assign them to specific technicians. Service technicians can record what repairs are made, mark the work order as complete, order more spare parts or supplies, and schedule future maintenance tasks.

Improved labor productivity

Maintenance workers are valuable and their time shouldn't be wasted on administrative tasks. They should be able to quickly and easily get the info they need to do their main job—making sure equipment is working properly.

A CMMS solution can improve maintenance worker productivity with several features. First, users can scan a QR code on a piece of equipment with a mobile app. The software will display previous work orders, maintenance history, the last inspection date, specifications, manuals and video guides for conducting maintenance.

While at a jobsite, maintenance workers can attach photos of problem areas or finished repairs and complete work orders. With a tool to access info quickly and coordinate maintenance, companies can increase their labor productivity and reduce costs.

Simpler regulatory compliance

Many businesses face safety, environmental or other government regulations when it comes to inspecting and repairing equipment.

These companies can use a CMMS to stay compliant by keeping worker safety procedures readily available, tracking maintenance histories and documenting completed inspections. These automated processes create a permanent and easily auditable maintenance record.

More data-driven budgeting and decision making

Companies can spend a lot of money to keep assets running smoothly, and it may not always be the right financial decision.

CMMS software collects data on a wide range of key performance indicators: downtime, inventory and supply costs, the amount of time it takes to repair equipment, etc. Managers can use the data to spot maintenance trends, prepare budgets and analyze the cost-benefit of different maintenance strategies.

CMMS Pricing

CMMS software prices vary depending on method of deployment, number of users, and level of functionality and customizations.

For a web-hosted CMMS, small businesses with only one or two users might pay $50 to $100 per month, while mid-sized companies will probably pay several hundred dollars.

Companies can also purchase an off-the-shelf CMMS without customizations for $750 to $1000.

For customized on-premise solutions, vendors typically charge a base fee for the software and a separate fee for each user. Small companies might pay between $1,500 and $10,000, while larger businesses with more comprehensive needs can spend $10,000 to $40,000.

These prices don't include support and software upgrades, which can run about 20% of the total purchase price each year.

How to Choose CMMS Software

CMMS software can range in features and pricing, so it's important to take the time to research your options. We recommend the following steps when choosing a CMMS solution:

1

Identify your company's needs

The first step in identifying your needs is to understand what type of assets your company has to manage. Do you have a fleet of vehicles, a single factory or multiple manufacturing sites in different countries?

The next step is to get input from maintenance staff and managers. How are maintenance records currently handled? What tasks require the most time from technicians? How often do machines break down and what's the repair process?

You should also consider your maintenance program and the program you'd like to implement. Do you wait until equipment has failed before servicing it? Do you have the money and internal IT staff to implement a predictive maintenance plan, or would a simpler preventive plan work better for your needs?

It's a good idea figure out which key performance indicators will be affected by a CMMS solution. Will it reduce downtime and increase asset life? Can it decrease labor costs? Gathering this info can help demonstrate a business need for CMMS software to get management buy-in.

2

Creating a Shortlist

Research vendors that best fit your needs. In addition to current requirements, consider the implementation process and the scalability of the CMMS solution.

The implementation process can vary significantly. You'll want to speak with vendors and ask about timelines and fees. Be sure to ask if training is available.

Think about what types of assets you have now and may purchase in the future. If you plan to grow the company, make sure the CMMS is scalable. It should be able to handle various asset types and users.

Once you've researched these issues, you can put together a shortlist of vendors whose software matches your needs.

3

Contact vendors

Begin contacting vendors on your shortlist. You should request a demo of the solution to see how it works. Make sure to test the software with the managers and technicians who'll use it most often.

As discussed in the Pricing section above, CMMS solutions vary in cost. You'll need to factor in the number of assets and users required. It's important to fully understand the vendor's pricing structure.

Some vendors also charge extra for implementation, support and training. Keep this in mind when asking for a quote. You'll want to compare all-in prices among different vendors.

4

Conduct due diligence

Once you've completed a demo of the CMMS solution and have a better understanding of price and services, it's time to get references from a vendor's current or previous clients. If the vendor has been in business for less than five years, it's particularly important to get references.

The vendor will give you the names of clients with positive experiences, but make sure to ask for companies that have similar needs to yours (e.g., businesses with a fleet of vehicles or that only have a single factory).

When contacting the reference, ask if there have been any issues with the vendor or the solution.

Challenges of CMMS Software

Every software has pros and cons. Using CMMS software has its own challenges, including:

Managing change

Implementing a CMMS solution requires coordination between various departments, including IT, maintenance, operations and accounting. These stakeholders may have issues with adopting new technology.

Operations might be slow to accept automated maintenance processes and make decisions based upon new data. Maintenance workers may be hesitant to stop using pen and paper record systems and printed equipment manuals.

It's important to keep lines of communication open during implementation and to manage change for all employees.

Lack of goal setting

Investing in a CMMS solution requires significant capital. To demonstrate a strong return on investment, businesses need to set clear goals before purchasing the software.

Vague objectives like "saving money" and "fixing machines" can lead to unsatisfactory results. Instead, make sure to have specific, clear goals, such as:

  • Reducing downtime to X hours
  • Increasing asset lifespan to X years
  • Reducing labor costs by X percent
  • Streamlining the scheduling process to save X amount of time

Once a company has defined its goals and key performance indicators, it can better analyze whether the investment was a success.

Planning for future scalability

Companies purchase CMMS software to manage their current assets. As these businesses grow, however, new assets may require additional functionality. When researching the right CMMS tool for your business, consider future growth.

For example, if your business will eventually purchase more vehicles, be sure to look for a CMMS solution with extensive fleet management features.

Before committing to a specific vendor, it's important to plan for multiple assets types, an increasing number of users and various kinds of maintenance programs.

Untrained maintenance team

CMMS software can streamline maintenance processes by extending the lifespan of machinery, organizing schedules and sending work orders from dozens of sources.

However, it can't actually perform maintenance on your assets. Workers need to be qualified and properly trained in maintenance and repair for a CMMS solution to provide the desired benefits.

A CMMS works best with a professional maintenance team, not as a replacement for one.

3PL Warehouse Manager
VENDOR NAME: Extensiv
READ REVIEW

GOOD

A cost-effective WMS with a full range of features for small to mid-sized companies and enterprises.

BAD

Some customers have mentioned the interface feels old, making the solution a bit clunky to work with.

BOTTOM LINE

A WMS solution for third-party logistics and warehousing companies that streamlines tasks like billing, shipping and e-commerce management.

READ REVIEW
FAMIS 360
VENDOR NAME: Accruent
READ REVIEW

GOOD

Visibility across multiple buildings and assets, robust space optimization features, streamlined work order management.

BAD

No on-premise solution available.

BOTTOM LINE

Cloud-based software that empowers companies to increase productivity and lower costs of managing assets.

READ REVIEW
API PRO
VENDOR NAME: Aptean
READ REVIEW

GOOD

Business intelligence module, open access system that utilizes muti-tier technology and databases, ability to select specific modules based on need.

BAD

Learning curve for new users.

BOTTOM LINE

Enterprise asset management system that is customized to a company's needs.

READ REVIEW
AVEVA EAM
VENDOR NAME: AVEVA
READ REVIEW

GOOD

Automated workflows, predictive and preventative maintenance features, thorough implementation methodology.

BAD

Not intended for smaller companies.

BOTTOM LINE

Robust system package which provides tools for cutting maintenance costs through preventive methods, predictive analysis, and conditional reporting.

READ REVIEW
Brightly
VENDOR NAME: Brightly
READ REVIEW

GOOD

Short implementation process, helps streamline maintenance process, dedicated mobile app.

BAD

Intended for very specific industry niches, no on-premised option, no free trial offered.

BOTTOM LINE

CMMS solution that is flexible, easy to implement, and very accessible.

READ REVIEW
collectiveFleet
VENDOR NAME: Collective Data
READ REVIEW

GOOD

Optional add-ons such as fuel cards and GPS, four deployment options, business intelligence functionality.

BAD

Companies that manage additional assets may be better suited for Collective Data's other product, collectiveFusion.

BOTTOM LINE

Flexible, easy to use, and scalable system designed for companies with high-end fleet and vehicles.

READ REVIEW
Dossier Software
VENDOR NAME: AMCS Group
READ REVIEW

GOOD

Two scalable editions to choose from, daily reminder dashboard to keep track of fleet and vehicles, simple warranty management.

BAD

Focused mainly on fleet management.

BOTTOM LINE

Dossier allows companies to keep track of fleet assets for real-time insight through clear and simple record keeping.

READ REVIEW
eSSETS
VENDOR NAME: eSSETS
READ REVIEW

GOOD

Actionable data-driven insights that help companies make better decisions, built-in equipment database with intuitive search and filtering, all-inclusive features in one subscription price.

BAD

The ability to create special reports is not offered, however, eSSETS provides instructions for exporting data to spreadsheets.

BOTTOM LINE

Integrated facility and assets management solution with robust features that streamlines day-to-day maintenance operations.

READ REVIEW
FieldAware
VENDOR NAME: GPS Insight
READ REVIEW

GOOD

The scheduling, dispatch and reporting features are easy to use. The software can be set up quickly.

BAD

Primary focus is on field service management so it does not offer maintenance-oriented features.

BOTTOM LINE

FSM solution that allows technicians to provide all aspects of customer service on site straight from a mobile device.

READ REVIEW
Fiix
VENDOR NAME: Fiix
READ REVIEW

GOOD

Ability to import maintenance data by Excel, mobile devices, or GPS, self-service functionality for technicians.

BAD

On-premised offering is no longer available.

BOTTOM LINE

Comprehensive solution that helps companies track their maintenance activities.

READ REVIEW
Hippo CMMS
VENDOR NAME: Eptura
READ REVIEW

GOOD

Unique dashboard with CAD mapping of facility's layout around each asset, reports can be scheduled or automated, real-time updates from mobile devices.

BAD

Predictive maintenance functionality is not available.

BOTTOM LINE

Web-based CMMS with a specialty in mobile access.

READ REVIEW
HxGN EAM
VENDOR NAME: Hexagon AB
READ REVIEW

GOOD

Flexible deployment options, wide variety of maintenance features.

BAD

Mobile app tends to drain battery quickly due to taking up considerable amount of resource.

BOTTOM LINE

Highly configurable EAM solution that helps companies to improve predictive maintenance and reduce energy usage.

READ REVIEW
IBM Maximo
VENDOR NAME: IBM
READ REVIEW

GOOD

Flexible deployment options, integration to IBM Watson for machine learning functionality, industry-specific solutions.

BAD

Interface looks dated and is not user friendly, software is very robust and has a steep learning curve.

BOTTOM LINE

Enterprise asset management solution that uses machine learning and IoT data to manage a company's overall health.

READ REVIEW
IFS Cloud
VENDOR NAME: IFS
READ REVIEW

GOOD

The ability to manage the entire lifecycle of each asset, customizable features, flexible deployment.

BAD

Not intended for small businesses.

BOTTOM LINE

Asset management module with robust features.

READ REVIEW
iMaint
VENDOR NAME: DPSI
READ REVIEW

GOOD

Flexible deployment options, robust modules that include cost and labor tracking, easy-to-use interface.

BAD

iMaint's on-premise version is only available for Window systems.

BOTTOM LINE

Enterprise asset management solution designed for all company sizes to help them proactively manage their maintenance operations.

READ REVIEW
iOFFICE
VENDOR NAME: Eptura
READ REVIEW

GOOD

Easily manage service requests, robust reporting capabilities, Hummingbird EX app for improving employee experience.

BAD

On-premise deployment is not offered.

BOTTOM LINE

Integrated facility management solution that helps companies improve the employee experience with a modern, digital workplace.

READ REVIEW
Limble CMMS
VENDOR NAME: Limble CMMS
READ REVIEW

GOOD

Robust, comprehensive functionality; simple, intuitive user interface; avid customer support

BAD

Limited functionality with certain third-party software, an occasional bug

BOTTOM LINE

Limble CMMS organizes, plans, tracks and simplifies maintenance operations

READ REVIEW
Maint. Connection
VENDOR NAME: Accruent
READ REVIEW

GOOD

Add-ons such as GIS Integration and MC Web API, quick response to customer queries, versatile reporting functionality.

BAD

Difficulty in uploading large documents.

BOTTOM LINE

Scalable CMMS/EAM system for companies needing a highly intuitive solution for asset, labor, and inventory tracking.

READ REVIEW
Maintenance Pro
VENDOR NAME: Innovative Maint. Sys.
READ REVIEW

GOOD

Scalable versions, unlimited number of equipment and asset tracking, in-depth details of maintenance history.

BAD

Integration with CRM, ERP and accounting software is not currently offered.

BOTTOM LINE

Solution that empowers managers to stay on top of issues through a user-friendly interface and a robust set of maintenance functionalities

READ REVIEW
ManagerPlus
VENDOR NAME: ManagerPlus
READ REVIEW

GOOD

Business intelligence features, a dedicated vendor management portal, unlimited support.

BAD

Too robust for companies that only need a simple CMMS solution.

BOTTOM LINE

Enterprise asset management solution that helps companies eliminate errors and maximize visibility.

READ REVIEW
MAPCON CMMS
VENDOR NAME: MAPCON Tech. Inc.
READ REVIEW

GOOD

Comprehensive set of features in both versions, ability to use solution at multiple sites, offers concurrent user licenses.

BAD

Three out of 10 optional advanced modules aren't currently available on MAPCON LITE (though some features will be added later).

BOTTOM LINE

Customizable and scalable CMMS designed for companies of all sizes.

READ REVIEW
Maxpanda
VENDOR NAME: Maxpanda
READ REVIEW

GOOD

Tech support built right into the dashboard, unlimited number of users access, affordable pricing plans with robust CMMS features.

BAD

No on-premise deployment available.

BOTTOM LINE

Robust and scalable CMMS solution to help organizations optimize their maintenance operations.

READ REVIEW
MicroMain
VENDOR NAME: MicroMain
READ REVIEW

GOOD

Offers a CMMS solution targeted for healthcare industry, inspection, contracts management, and fleet management features offered, two deployment options offered.

BAD

Not compatible with Macs, could use more security options.

BOTTOM LINE

Scalable CMMS software that is designed for all company sizes.

READ REVIEW
MPulse
VENDOR NAME: MPulse Soft. Inc.
READ REVIEW

GOOD

Robust features, accessibility from any device, integration with third-party systems.

BAD

Steep learning curve for users that are new to CMMS software.

BOTTOM LINE

Flexible CMMS solution that helps organizations of all sizes reduce equipment downtime and maintenance costs.

READ REVIEW
MRI Software
VENDOR NAME: MRI Software
READ REVIEW

GOOD

Robust CMMS features, mobile functionality for workers in the field, help reduce equipment failure and loss of productivity.

BAD

Space management functionality is not offered.

BOTTOM LINE

Its CMMS system helps companies maintain their fixed assets, including preparing for expected and unexpected maintenance costs.

READ REVIEW
Oracle eAM
VENDOR NAME: Oracle
READ REVIEW

GOOD

Supports all types of assets across multiple industries, ability to attach meters to an asset for tracking, analytics feature for reporting maintenance costs and other metrics.

BAD

Not intended for small businesses.

BOTTOM LINE

Enterprise asset management solution that helps companies focus on proactive asset maintenance rather than reactive maintenance in order to reduce unplanned downtime.

READ REVIEW
ServiceChannel
VENDOR NAME: ServiceChannel
READ REVIEW

GOOD

Ability to recruit, manage, and train contractors, helps manage payments/invoices, good for companies with multiple sites.

BAD

Inventory management feature is not offered, targets very specific industry niches.

BOTTOM LINE

Unique focus on helping companies and contractors work together, such as recruiting and sourcing contractors via a directory.

READ REVIEW
UpKeep
VENDOR NAME: UpKeep
READ REVIEW

GOOD

Unlimited users, work orders and requestors regardless of pricing plan selected; group collaboration functionality; intuitive interface with minimal training.

BAD

No on-premise deployment available.

BOTTOM LINE

Asset management solution designed to help mobile technicians access the tools they need for their jobs and to collaborate with each other.

READ REVIEW