Essential CMMS Software Features to Meet Your Maintenance Goal

Published by Cryotos Admin on

Essential CMMS Software Features to Meet Your Maintenance Goal

Many organizations nowadays rely on Computerized Maintenance Management Systems (CMMS) to precisely identify high-risk assets, project maintenance expenditures, and prioritize maintenance operations.

CMMS is used in many sectors, including hospitality, healthcare, food and beverage, retail, and education, due to their ability to improve work performance and vastly reduce maintenance costs.

CMMS Overview

A Computerized Maintenance Management System, often known as asset management software or maintenance management software, records data regarding maintenance activities, such as those performed on equipment, machinery, and other assets. CMMS software optimizes asset management by removing the need for handwritten spreadsheets and centralizing all maintenance team tasks.

Teams can simply capture and organize asset data, generate work orders, plan preventative maintenance tasks, and produce reports using a CMMS system. Additionally, facility management tools runs across various platforms, from desktop computers to mobile tablets and smart gadgets, making them a very effective tool for streamlining maintenance processes.

How does CMMS Work?

A Computerized Maintenance Management Software is a data-driven system with work orders serving as the data source. When an order is placed, the facility management software processes the data. Work orders provide critical asset maintenance data, such as components and labor prices, wrench time, repaired assets, and completion time. This data is then processed into reports utilized to make data-driven choices by maintenance administrators and other department leaders.

CMMS can simplify this whole maintenance procedure by enabling technicians to view the CMMS checklist and update work order information on-site, saving critical labor hours and minimizing travel time. When data is entered regularly into the system, operations such as maintenance planning, scheduling, and root cause analysis are accelerated by making information conveniently available.

Important CMMS Features

Below are some of the important capabilities of CMMS software to consider when choosing the ideal solution for your company.

Enterprise Asset Management

Maximize productivity by managing assets across departments and locations. Successful asset management enables the tracking of the overall maintenance history. Maintaining a history of the asset enables managers to make data-driven decisions.

Scheduling and organizing preventive maintenance properly is also simplified while managing assets. The facility management software should also include the capability to track meter and gauge readings and the duration of equipment warranties.

Work Order Management

The CMMS generates work orders according to predefined maintenance schedules and responds to work orders for repairs entered by any authorized employees.

CMMS work order function assists in sorting work requests according to their priority. Each request is assigned a specific number of requests so that the support unit can quickly locate them. From submitting a work order to planning, scheduling, and completing the job, the CMMS follows the task’s progress and ensures effective and timely completion.

Then, using facility management software, technicians log the maintenance activities that have been completed. Additionally, a CMMS work order enables you to react promptly to an asset breakdown and prioritize maintenance orders to maintain an effective and productive operation.

Maintenance Scheduling

Scheduling maintenance is a highly desired CMMS function because it enables the team to be assertive. When preventative maintenance is performed before a breakdown, your company may remain efficient and successful.

Your maintenance personnel will appreciate knowing what tasks they must complete each workday and how to avoid the most stressful situations associated with breakdowns. A facility management software can integrate planned maintenance into your work order management system, assigning workers to preventative maintenance projects alongside other work orders.

Maintenance History

Having a complete view of an asset’s history can provide insight into the asset’s life and help advise future preventative maintenance. Additionally, when a technician completes a breakdown request, having a maintenance history enables them to swiftly troubleshoot the issue and get things back up and running.

Preventive and predictive maintenance

While some level of maintenance backlog is inevitable, an excessive amount can throw your organization into disarray. According to an article published on Wisconsin Public Radio, the projected cost of backlogged care in US national parks is $12 B. This is an extreme instance, but it demonstrates the critical need to keep efficient preventive maintenance.

Predictive maintenance helps you identify when minor activities and asset maintenance are neglected and reschedule them before they become a concern. A facility management software with a predictive and preventive maintenance function can help you avoid unexpected breakdowns, workplace injuries, and asset damage.

The likelihood of an unexpected breakdown is reduced while employee safety is improved. Furthermore, planned maintenance is less expensive than unplanned maintenance. Successful CMMS implementation enables you to conduct preventative maintenance on all essential assets successfully.

Inventory Management

A current inventory of maintenance supplies and repair parts informs your service department of supply shortfalls that could impact daily scheduling. It keeps track of these products’ physical whereabouts, allowing seamless transfers between numerous business sites.

Additionally, this function of facility management software enables authorized staff to discover the availability and cost of any component instantly. It can provide information about the vendor, including its location and order requirements. Furthermore, when the products your maintenance department requires are unavailable, the best inventory management software can recommend alternate components or supplies.

The CMMS inventory module updates its totals when employees utilize parts or materials, and when a particular item’s supply runs low, the system notifies your purchasing department. This guarantees that when a technician is required to undertake emergency repairs, the parts are readily available, and the equipment is returned to service without incurring additional costs.

If your firm has assets that require routine maintenance and administration regularly, CMMS tools will be an invaluable addition. It works in the background to guarantee that your equipment is easily traceable, in good shape, and can provide adequate service for an extended period. 

Vendor Management

Another function of CMMS is a well-designed vendor management will assist an organization in handling its assets and vendors. When employees require inventory, it offers pre-designed templates that save employees time by eliminating the need to search for request forms in other locations. Additionally, it maintains information about the work order, such as when the vendor executes the work order.

The CMMS system tracks the status of orders and ensures that all personnel is fully informed of each order. It keeps track of the orders and their shipment status using real-time data.

As the vendor management component, the CMMS system is advantageous because it provides maintenance managers with rapid access to vendor data, including contact information.

Reports and Statistics

A facility management software generates extensive data and analytics that assist in determining the present state of an asset’s health, productivity, and maintenance expenses, among other metrics. With the assistance of this report, managers will be able to identify and resolve problematic assets. The advantages of a CMMS will assist organizations in reducing breakdown costs and saving money and time.

Maintenance managers can use the report to simplify the asset maintenance and repair process. Managers can view statistics such as total equipment downtime, total asset repair cost, available inventory, and pending and accomplished work orders.

Mobile CMMS

Smartphones have become an integral element of every person’s and business’s life. If your facility management software doesn’t include complete mobile adaptability as a competitive feature for modern maintenance works, you will miss a lot. It is not unusual for facility maintenance and inventory management concerns to happen in real-time, making accessing your data via a mobile smartphone or tablet essential. Adopting mobile CMMS for your business makes you informed at any time of day, regardless of your location.

Modernize Your Maintenance Efforts

The CMMS Software Market was worth $913.58 M in 2020 and is expected to reach $1,721.02 M after eight years, increasing at an 8.41% CAGR between 2021 and 2028, according to a Verified Market Research report. This proves that more and more companies realize the importance of CMMS, and its capabilities help ease maintenance concerns and maintain a healthy balance of work methods. 

If you are considering getting CMMS software for your organization’s maintenance needs, you have many options. With Cryotos maintenance management software, a highly adaptable, user-friendly CMMS tool for maintenance managers and personnel, stay ahead of your maintenance processes. Cryotos is a mobile-first, intelligent solution that aids in monitoring systems and processes and strives to increase the efficiency of maintenance management planning and execution.


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