CMMS stands for Computerised Maintenance Management System.

SSG Insight
  • Published date: 21 August 2020

The software is primarily used to manage assets, equipment and resources to maintain them including labour and parts. Used across a diverse number of industries, many organisations around the world use CMMS software for clear reporting, better control and more efficient working.

Why is having a CMMS important?

Managing assets and resources is integral for most organisations. The idea of maintenance management began as far back as the 1950s from basic pen and paper to companies utilising the benefits of a punch-card system to get work done.

Once computing started to become scalable and affordable, Computerised Maintenance Management Systems (CMMS) were created. Tasks could now be better managed and planned and reactive maintenance could work together in the same system. This further expanded with the rise of the Internet. Networked computers and browser-based systems made working with a CMMS easier and more efficient as entire sites and organisations had quick access to the same system.

The importance of having a CMMS has evolved with increasing change in technology. CMMS software can be deployed for remote workers through mobile solutions. This increases worker efficiency, reducing response and completion times while administration work is allocated straight to mobile devices.

Beyond single systems, integration with other software means a CMMS can suit various businesses in their efforts to better manage their operation. The evolution of cloud hosting now means that organisations can focus less on management and security of a physical server and instead focus on more important aspects of their operation, such as investing in more advanced equipment and product development.

Who uses CMMS software?

Any organisation of any size can realise the benefits of using a CMMS – if you have assets then you should have a Computerised Maintenance Management System.

Manufacturers can manage equipment and breakdowns, healthcare professionals can reduce costs, facilities managers can reduce administration, and a plethora of workers and industries can better manage their operations for more effective working. CMMS software is important for manufacturing managers as breakdown costs can climb significantly without a system in place. For the manufacturing industry, managers use a maintenance system to handle equipment efficiency, failures and the potential cost of the failure. Once equipment can be managed then teams or external contractors can be assigned tasks to complete, working on a part or asset before it breaks down. An effective system can also notify managers of upcoming maintenance checks, replacement of parts and inventory, so they have a better, more efficient understanding of their operation. Managers can also improve their effectiveness, having greater visibility of when to stop investing in repairing an asset and purchase a new replacement. For some manufacturing companies, having a computerised maintenance management system is vital to the smooth running of their production.

Hospitals and healthcare organisations use a maintenance system – sometimes known as Computer Aided Facilities Management (CAFM) system or IWMS (Integrated Workplace Management System) – to manage their team and labour resources. Efficiency and cost are two main factors driving healthcare organisations to invest in a proven system, and one which can offer flexibility and the latest security enhancements. For some healthcare organisations, as much as 60% reduction in administration can be achieved by implementing a maintenance system.

Facilities and estates managers require a CMMS or CAFM system to handle their buildings and other important assets. Much like healthcare professionals, facilities managers may need to increase efficiency or reduce costs in their organisation. A successful facilities management system will capture customer satisfaction, identify areas for improvement and report real-time performance. Educational facilities can also utilise the benefits of a system to manage important assets and information. In transport and distribution, a robust and effective CMMS is needed to help achieve SLAs and compliance. A system can increase work completion times by 35%* as well as allowing seamless allocation of work to the best-placed available resource, ensuring minimum response times.

53 – Improved maintenance response

60 – Reduction in administration

32 – Reduction in breakdowns

29 – Increased proactive maintenance

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