Frequently Asked Questions (FAQ) About CMMS

• Published date: 1 July 2024
• Author: SSG Insight

Frequently Asked Questions or FAQ about CMMS for those that want to know more – this comprehensive guide is aimed at sharing more about what a CMMS is, why it is of benefits, and much more. It might be of particular benefit to those who do not have a CMMS in place or for representatives within your organisation who are not directly involved in asset and maintenance management.

Q: What is a CMMS?
A: CMMS stands for Computerised Maintenance Management System. It is software that helps organisations manage and automate their maintenance operations. It centralises maintenance information, streamlines processes, and improves efficiency by tracking work orders, scheduling maintenance, managing assets, and recording maintenance history.

Q: Who uses a CMMS?
A: CMMS is used by maintenance teams across various industries, including manufacturing, healthcare, facilities management, utilities, and more. It’s beneficial for maintenance managers, technicians, facility managers, and operations teams.

Q: What are the benefits of using a CMMS?
A: There are multiple benefits to using a CMMS including improved equipment reliability, reduced downtime, streamlined maintenance processes, better inventory management, compliance with regulations, cost savings, and data-driven decision-making, for example:

• Reduced Downtime: Preventive maintenance minimises unexpected equipment failures
• Lower Costs: Efficient resource management leads to cost savings in maintenance operations
• Improved Asset Lifespan: Regular maintenance prolongs the life of equipment and facilities
• Enhanced Compliance: Facilitates adherence to regulatory standards through automated tracking and documentation
• Data-Driven Decision Making: Centralising data provides actionable insights through analytics and reporting

Q: How does a CMMS differ from an EAM?
A: While both CMMS and Enterprise Asset Management (EAM) systems manage maintenance operations, EAM systems typically offer broader capabilities, including asset lifecycle management and strategic planning. CMMS focuses more on day-to-day maintenance activities. Please refer to our other article specifically focused on this for more information.

Q: What are the main features of a CMMS?
A: Key features of a CMMS include:

• Asset Management: Tracking and managing equipment and facilities
• Work Order Management: Creating, assigning, and tracking maintenance tasks
• Preventive Maintenance: Scheduling and automating routine maintenance tasks
• Inventory Management: Managing spare parts and supplies
• Reporting and Analytics: Providing insights into maintenance performance and asset health
• Mobile Access: Allowing remote access across single and multiple sites
• Integration: Integrating with other business systems such as ERP, IoT, for enhanced functionality

Q: How does a CMMS improve maintenance efficiency?
A: CMMS improves efficiency by:

• Streamlining Processes: Automating workflows such as work orders and preventive maintenance
• Centralising Data: Storing all maintenance-related information in one accessible location
• Enhancing Communication: Improving communication between maintenance teams and other departments
• Optimising Resource Allocation: Ensuring resources are allocated efficiently based on real-time data and priorities

Q: How does a CMMS support compliance and safety?
A: CMMS supports compliance and safety by:

• Automating Compliance Tasks: Scheduling inspections and ensuring regulatory requirements are met
• Maintaining Documentation: Storing records of maintenance activities and inspections for audits
• Enhancing Safety Protocols: Implementing standardised procedures and ensuring timely maintenance of safety-critical equipment

Q: Is a CMMS suitable for small businesses?
A: Yes, CMMS can benefit small businesses as well as larger organisations by:

• Organising Maintenance: Helping manage assets and maintenance tasks effectively despite limited resources
• Improving Efficiency: Streamlining processes and reducing operational costs
• Scaling Operations: Growing with the business and supporting expansion without sacrificing efficiency

Q: How flexible are CMMS solutions?
A: CMMS solutions can be flexible to meet specific organisational needs, such as:

• Unique Workflow: Adapting workflows to align with unique processes and requirements
• Reporting Flexibility: Tailoring reports and analytics to focus on key performance indicators
• Integration Capabilities: Integrating with other systems and software to enhance functionality and data exchange

Q: Is CMMS available as a cloud-based solution?
A: Yes, many CMMS solutions are available as cloud-based, which offer benefits such as remote access, scalability, automatic updates, and more

Q: What industries benefit most from using a CMMS?
A: CMMS solutions can benefit all industries that manage assets and maintenance, here are just a few examples:

• Manufacturing: Managing production equipment and minimising downtime
• Facilities Management: Maintaining buildings, HVAC systems, and utilities
• Healthcare: Ensuring compliance with medical equipment maintenance and patient safety standards
• Transportation: Managing fleet maintenance and regulatory compliance
• Hospitality: Supporting maintenance of guest facilities and enhancing guest experiences

Q: How can I choose the right CMMS for my organisation?
A: Consider factors such as your organisation’s size, industry, specific maintenance needs, budget, ease of use, customer support, and the system’s scalability and integration capabilities. It may also be helpful to evaluate user reviews and request demonstrations. Also, think about things like:

• Feature Requirements: Assess your specific needs such as asset management, preventive maintenance, scheduled maintenance, condition-based maintenance, inventory management, a mobile app, reporting, and more
• Scalability: Ensure the CMMS can grow with your organisation and accommodate future needs
• User-Friendliness: Evaluate ease of use and training requirements for your maintenance team
• Integration Capability: Determine how well the CMMS integrates with your existing software and systems
• Support and Maintenance: Research supplier support, updates, and ongoing maintenance services offered
• Training and Account Management: Ensure it is not ‘plug & play’ and that your chosen supplier will provide ongoing training and account management to maximise your software use
• Consultancy Services: Establish if the supplier has experienced consultants who can support asset maintenance management projects

Q: How long does it take to implement a CMMS?
A: Implementation time varies based on the system’s complexity, the size of the organisation, and the scope of deployment. It can range from a few weeks to several months. A thorough implementation plan, including data migration, training, and system configuration, can help expedite the process.

Q: What training is required for using a CMMS?
A: Training is essential for successful CMMS adoption. It typically includes initial training during implementation for administrators and users, as well as ongoing training sessions to cover new features, best practices, and system updates.

Here at SSG Insight, we have been providing asset maintenance management software since 1983, and we delve into the specifics of each and every business we work with, gaining an understanding of their unique aims, goals, and strategies, so that we can best support them. These FAQs provide a comprehensive overview of CMMS and the benefits, although they don’t cover absolutely everything, and we would love to share more and delve into the specific challenges facing your business and how a CMMS can help. Please get in contact with our global team to find out more about considerations for your organisation when selecting the right solution for your maintenance management needs.