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The Maintenance Management Blog

July 09, 2024

CMMS Functions

Image: A team meetingWhat CMMS functions do you want out of your system? In today's competitive business landscape, you rely on efficient maintenance practices. A Computerized Maintenance Management System (CMMS) offers a powerful solution for companies to:

♦ Improve their maintenance organization.

♦ Reduce costs.

♦ Increase productivity.

♦ Continue to see the value in the system.

♦ Improve employee morale.

Organization - Keeping Everything in Order

With the proper use of CMMS software, you have foundational functions regarding your existing maintenance operations. Better oversight. Areas for improvement. Better organization.

  • Asset Management. A comprehensive asset list within the CMMS allows for detailed information regarding your assets. Equipment specifications. Maintenance history. Warranties. Location. Cost. Depreciation. Readings.
    • This record eliminates the need for paper-based records. Supervisors and technicians have readily available information.
    • Examples: Manufacturing - machinery, facilities - HVAC systems, transportation - vehicles.
    • For more information on asset management read a discussion from NEWEA.
  • Work Order Management. Process work requests. Create work orders with as many details as you need. Assets needing attention. Location. Inventory required. Checklists. Labor assigned. Attachments.
    • Having a list of work orders keeps you in touch with that day's and upcoming maintenance activities. You have better communication with technicians.
    • Examples: Construction - scheduling repairs for heavy equipment. Hospitality - coordinating maintenance for guest rooms and facilities. Healthcare - managing equipment upkeep in laboratories and patient care areas.
    • What types of work orders might your company create? More details here.
  • Preventive Maintenance (PM) Scheduling. Wanting to move away from a reactive mindset? A CMMS allows for the proactive scheduling of PM tasks. Refer to maintenance history, manufacturer recommendations, and equipment usage data.
    • This helps prevent breakdowns. PMs extend equipment life and minimize downtime.
    • Examples: Utilities - scheduling routine maintenance for power plants. Oil and Gas - managing preventive maintenance for drilling rigs and pipelines. Food and Beverage - ensuring regular cleaning and calibration of production equipment.
  • Inventory Management. Have issues with your stockroom? Parts unexpectedly showing up or missing? Not sure what you have in stock?

Create a list of the parts you have in the inventory module of the CMMS. Add details such as description and cost, and assign it a specific location.

The system automatically adjusts quantities. Set up correctly, the CMMS will generate a purchase request when you reach a minimum threshold. This reduces the risk of maintenance delays due to unavailable parts.

Examples: Retail - managing spare parts for store equipment like refrigeration units. Education - tracking inventory for maintenance of classroom technology. Government - monitoring spare parts for public infrastructure maintenance.

Image: various denominations of billsCost Reduction - A Positive Impact on the Bottom Line

Companies constantly scrutinize costs. With a CMMS, you can show savings in several areas.

  • Reduced Downtime. Preventive maintenance minimizes unexpected equipment failures, leading to less downtime and lost production.
    • Example: A manufacturing plant can avoid costly production delays caused by equipment breakdowns through PM scheduling managed by the CMMS.
  • Labor. Review the section regarding work order management. Clear instructions and available inventory improve technician efficiency.
  • Example: A hotel's housekeeping staff/maintenance department stays efficient with specific work orders based on room status and inventory needs tracked by the CMMS.
  • Inventory: Accurate inventory tracking through the CMMS prevents overstocking of spare parts. You have fewer incidents of stockouts and emergency purchases.
    • Example: A school district can avoid unnecessary spare parts purchases by monitoring inventory levels for heating and ventilation systems within the CMMS.

Huyett has more information regarding tracking maintenance expenses.

Increased Productivity and Efficiency - Doing More with Less

Along with costs comes the CMMS function of efficiency. Let's look at some areas where you see the value of this.

  • Technician Effectiveness: With better WO management and detailed instructions, you have better communication all around.
    • Example: A field service technician can diagnose and repair equipment on-site more quickly with relevant information readily available on the CMMS mobile app.
  • Work Order (WO) Completion Rates. System-generated reports with your parameters show various statuses of work orders. Discover open, completed, and backlogged.
    • Example. A maintenance crew responsible for a large office building can complete work orders faster with clear instructions and updated equipment information available in the CMMS.
  • Asset Efficiency. The CMMS tracks equipment readings. You can access key performance indicator reports that provide valuable insights into equipment performance, maintenance costs, resource allocation, and attainment percentages to see if you are making your goals.
    • Example: A fleet management company can analyze maintenance data from the CMMS to identify vehicles requiring early replacement and optimize vehicle maintenance schedules.

Read further on the differences between effective and efficient.

Marketing a CMMS - Features that Attract Customers

When researching a provider for a system, companies should look at more than just features. Other CMMS functions include:

♦ Scalability. The ability of the CMMS to adapt to the growing needs of an organization. In the initial purchase, do you get stuck with a package deal with extra features you won't use? Can you pick and choose which modules fit your operations?

♦ Quality Support. Comprehensive support options like phone, email, and online knowledge bases ensure users receive timely assistance with any technical issues.

♦ Hosting Options. The choice between on-premise or cloud-based hosting allows organizations to select the solution that best aligns with their security and data management preferences.

♦ Concurrent Licensing. Allows multiple users to access the CMMS simultaneously. Avoid individually assigned licenses.

Training Options. Take advantage of comprehensive training programs and resources.

♦ Compliance Assistance. Maintenance records, document procedures, and generated reports keep auditors and regulators satisfied. The University of Pittsburgh has an excellent discussion regarding compliance.

Example: A food processing facility can utilize the CMMS to ensure compliance with food safety regulations by tracking equipment cleaning procedures and generating audit reports.

♦ Vendor Selection. With vendor information, you can track on-time delivery rates. Note those with the best discounts. Track shipping methods and rates.

The CMMS can document contact information, including for contract vendors.

Example: A property management company can track maintenance needs and costs associated with different HVAC equipment brands within the CMMS.

Improved Morale: A Positive Impact on Teams

One of the CMS functions that you may not realize shows up as a positive impact on morale within an organization.

  • Communication. I discussed this above. Better communication means less stress, less confusion, and less tension. It adds to your efficiency percentage. A CMMS standardizes the look of work orders. You have comments and feedback opportunities.
  • Maintenance Staff. Reduced paperwork, improved work order clarity, and readily available equipment information through the CMMS.
  • Production Staff. Minimized equipment downtime and improved response times to maintenance requests mean fewer disruptions.
  • Management. With integration and compliance issues taken care of, you have a better working relationship with your supervisors.


In conclusion, CMMS functions cover a wide range. You want to improve your existing maintenance operations, and the system does that. When you use it properly, you start to see the other benefits.

You want maintenance management success. A CMMS offers that with solutions to assets, inventory, PMs, and work orders. If your company handles purchasing, the same system can handle purchase requests/orders, and reconciliation.

What CMMS functions do you want to see? Call 800-922-4336 today to talk with a MAPCON representative.

Organize your maintenance management. Learn more about CMMS Software here.


Stephen Brayton

About the Author – Stephen Brayton


Stephen L. Brayton is a Marketing Associate at Mapcon Technologies, Inc. He graduated from Iowa Wesleyan College with a degree in Communications. His background includes radio, hospitality, martial arts, and print media. He has authored several published books (fiction), and his short stories have been included in numerous anthologies. With his joining the Mapcon team, he ventures in a new and exciting direction with his writing and marketing. He’ll bring a unique perspective in presenting the Mapcon system to prospective companies, as well as our current valued clients.


Filed under: CMMS, maintenance, efficiency, organization — Stephen Brayton on July 09, 2024