Everything you need to know about CMMS Software

  • Blog
  • November 23, 2023
cmms software

What is a CMMS?

A computerized maintenance management system, or CMMS, is software that manages maintenance information to automate and streamline all maintenance operations in a facility. It is a database that holds information about the maintenance operations of an organization. With CMMS, organizations can eliminate dealing with stacks of paper, promote effective team communication, and enable quick decision-making. This software plays a major role in improving workflow and provides insights into maintenance operations. A CMMS software is an invaluable tool for facility managers to check the availability and optimize the use of equipment, machinery, and assets. CMMS systems can be employed in a range of industries where physical infrastructure is crucial. As all maintenance information is centralized in one location, communication becomes smoother, and operations become more efficient.

How do CMMS systems work?

The information in a CMMS system can be used for various functions:

Resource management: The available resources in the organization can be efficiently managed with a CMMS system. It can track the availability of equipment as well as manage labor by assigning tasks and organizing shifts.

Asset management: Information about various assets such as model, serial number, manufacturer, equipment type can be stored in CMMS systems. Other important information, including equipment cost, location, performance, downtime statistics, and related documentation, can also be stored and accessed.

Preventive maintenance: Schedule maintenance activities to prevent unexpected equipment failure and avoid costly repairs in the future. Organizing preventive maintenance ensures the efficient running of all assets and minimizes operational disruptions.

Work order management: This is one of the main functions of CMMS software. Information related to work order management, such as work order number, order type, description, priority of the work order, as well as the material used and personnel assigned, can be managed in a single place. With a CMMS system, automating work order generation, assigning employees, reserving equipment, reviewing status, and tracking downtime are made easier.

Inventory management: CMMS manages suppliers and automatically generates purchase orders to restock supplies. With insights provided by the CMMS platform, facilities can plan for the long-term. It keeps track of inventory levels and reorders.

Reporting: CMMS platforms generate reports on different aspects of maintenance, such as the availability of assets, usage of materials, labor, and material costs, and more. This information allows facility managers to analyze performance and optimize inventory management to ensure smooth operations.

What are the benefits of a CMMS?

For most companies, the primary reason behind adopting a CMMS is cost savings. However, there are several additional compelling reasons to use CMMS to enhance team efficiency. In today’s business environment companies are exploring new ways to reduce costs. With CMMS software, managers can automate workflows, monitor maintenance activities, implement advanced maintenance procedures, and make cost-effective decisions to improve the operational efficiency of the organization.

Reduce downtime.

In large facilities, managers often have difficulty managing intense production schedules and reducing the downtime of assets. A CMMS solution is especially beneficial when organizations must manage hundreds of assets. Organizations can leverage CMMS solutions to schedule preventive maintenance, which will eliminate equipment downtime with proper repairs done on time. By reducing downtime, organizations can enhance efficiency across operations.

Reduce unnecessary costs.

CMMS can reduce unnecessary costs related to asset lifecycles, energy utilization caused by inefficient equipment, and resource planning. While direct costs are usually in the form of labor and material costs, overhead expenses, etc., proactive maintenance scheduling can eliminate indirect costs.

Visibility into assets and workflow

A CMMS platform allows facility managers and teams to quickly access information about an asset, including its purchase history, maintenance records, breakdown frequency, parts used, etc. This helps them keep track of an asset’s history and requirements. Managers and teams also gain visibility into the workflow, enabling them to monitor the real-time tracking and progress of tasks. Additionally, it allows maintenance teams to track the asset’s location, determine its maintenance needs, assign the work to the appropriate personnel, and schedule when it requires attention.

Increase Transparency

CMMS can also enhance transparency for organizational leaders. It shows which areas or departments of the organization are performing well and identifies areas that need improvement. CMMS can generate reports that help leaders understand policy compliance by each team, identify underperforming machines, and areas of overspending. By tracking the health and performance of assets, organizational leaders can develop strategies to reduce downtime, decrease costs, and enhance the longevity of assets.

CMMS facilitates the viewing and tracking of work orders by managers and teams. The platform also enables sharing information across mobile devices to manage and coordinate work in both the field and the facility. Additionally, it enhances and prioritizes the allocation and efficient use of materials and resources.

Features of CMMS Software

These are the common features of CMMS software:

  • Streamline Preventive Maintenance
  • Improve Asset Management
  • Reduce Downtime
  • Organize Inventory Management
  • Enhance Cost-Effectiveness
  • Improve Communication
  • Increase Compliance 

Who can use CMMS software?

Maintenance manager: Maintenance managers can utilize a CMMS software for generating, scheduling, and prioritizing work orders, generating reports, procuring parts, and much more.

Facility manager: Facility and operations managers utilize a CMMS software to access maintenance data, schedules, and performance data of assets. This information helps in production planning, budgeting, audit preparation, and inventory management.

Inventory manager: Using CMMS, inventory managers can ensure that the maintenance team has the correct equipment and parts available at the right place and time. They can access information on spare parts, check available quantities, and generate purchase orders by logging into the software.

Health and safety personnel: CMMS software also facilitates gathering of data for audits, risk analysis, or accident reports. This data helps them to organize certifications, checklists, and policies.

Technician: Technicians are the primary users of CMMS. They extensively utilize it to access work orders, receive notifications, update asset profiles, and perform various tasks necessary for the repair and inspection procedures.

How can you efficiently use CMMS software?

Here are some tips to maximize the benefits of your CMMS software:

Provide proper training: CMMS systems vary in complexity, so it’s important to offer adequate training to your team. Some technicians may require more assistance than others to fully utilize the software.

Rectify mistakes: During the initial months of software implementation, closely observe how users interact with it. Identify any instances of skipping steps or taking shortcuts. Addressing these habits early on will help ensure the software is used correctly.

Measure and improve: Utilize the CMMS reporting features to monitor your performance monthly. This will offer valuable insights into areas or individuals that may require improvement.

What’s the difference between CMMS and EAM?

The terms CMMS and EAM (Enterprise Asset Management) are often used interchangeably. While they share similar functions and objectives, they represent distinct concepts. EAM encompasses the capabilities of CMMS, and there can be an overlap in their functionalities. EAM solutions provide a broader spectrum of features for monitoring, managing, and analyzing asset performance and costs across the entire asset lifecycle, from acquisition to disposal. In contrast, CMMS solutions primarily concentrate on ensuring the availability and uptime of fixed assets. CMMS can automate work orders and workflows, manage materials and resources, schedule labor, and generate reports and audits.

Why choose VLogic’s CMMS solution? 

Choosing and implementing a successful CMMS involves evaluating functional and technological aspects and the ability to deal with large amounts of data. VLogic Systems’s CMMS solution can assist facility managers in streamlining preventive maintenance schedules, tracking asset inventories, and handling work order requests efficiently. It enables efficient tracking of assets, linking support documentation to assets, locating every asset, and accessing asset-related documents and images. Facility managers can add or modify preventive maintenance work order schedules for assets, generate, review, and manage preventive maintenance work orders, and create daily, weekly, monthly, or custom reports for work orders. VLogic’s CMMS solution also simplifies the issuance and tracking of on-demand work requests and streamlines the linking of work requests with assets, including generating work requests from a mobile app.

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