What is a CMMS?

A computerized maintenance management system (CMMS) is a software program designed to manage maintenance activities and keep detailed maintenance records of all equipment and assets within an organization or facility. CMMS software can create and dispatch work orders, schedule preventive maintenance tasks, track equipment usage and repairs, and record asset history.

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These days, many companies are increasing capital investment and forecasting prudent expansion plans to take advantage of a booming economic outlook. Nevertheless, lessons learned during the lean years of a tough regulatory environment and stiff competition from overseas firms benefiting from less expensive labor markets haven't been forgotten. It is now a given that industries and facilities must operate as efficiently as possible within still-tight budgets. It is this kind of environment that compels investment in computerized maintenance management software (CMMS) for organizations seeking to keep costs in line and protect vital plant and equipment assets.

Here are the reasons many organizations, government agencies and businesses choose to integrate comprehensive CMMS software into their maintenance management operations:

  1. CMMS Immediately Lowers Operational Costs – Computerized Maintenance Management System (CMMS) software provides an essential tool for managers aggressively working to decrease downtime, inventory, material and contractor costs. Here’s how:
    • Less Downtime – Simple: Decreased downtime means increased production. A 1% improvement in productivity has 10 times the positive impact than a 1% reduction in costs. Imagine the gain in a production facility running 24 hours per day: A conservative estimated gain of 24 hours of production per year pours thousands of dollars to the bottom line. Savings estimate: Downtime cost of $2,500/Hour x 24 Hours = $60,000 annual profit increase.
    • Reduced Inventory – Elementary: Asset maintenance management software allows you to purchase inventory and parts when you need them instead of relying on guesswork. Without CMMS Software, managers might not know what is in their stockroom, can’t find what they need and, frequently end up buying parts they already have. Of course, CMMS Software allows you to lookup parts, check stock and order only as needed. Savings estimate: Reducing an $800,000 inventory just 10% with a 10% interest rate results in an annual savings of over $80,000.
    • Eliminate Contractor Costs – Smart: Managed maintenance keeps repairs in-house using a more efficient work crew. CMMS software focuses crew time on work orders designed to keep the plant moving. Result? No maintenance logjams requiring expensive contractor time. This outcome creates not only a savings on labor but also a savings on parts! Savings estimate: Using a realistic 10% annual reduction in labor and material costs on a budget of $680,000 you return another $68,000 to the bottom line.
  2. CMMS Immediately Increases Maintenance Productivity – Better work planning and scheduling maximizes crew efficiency while focusing crew time on work orders designed to keep the plant moving. Productivity increases of 10% to 20% using modern CMMS Software are standard. Maintenance managers know that saving just 60 minutes (12.5%) per day for each worker in a six-person crew at a $30/hr labor rate for 250 days/year can preserve $45,000 annually for the organization.

When implemented properly, a Computerized Maintenance Management System using CMMS can be a huge cost and time saving addition to your organization’s bottom line. Isn’t that what your objective is?

Sure, CMMS software costs money. Our company, Mapcon Technologies, Inc. can get you started for just $495. In fact, you can download and evaluate MAPCON’s CMMS Software free for 30 days. Realistically, though most sizable organizations invest several thousand dollars to get properly setup and have authorized personnel trained up. But, with a prudently estimated return-on-investment (ROI) of over 1000% (yes, one thousand percent!), your CMMS software investment is intelligent and wise.

What is a CMMS used for?

CMMS software assists maintenance management operations by initiating work orders and preventive maintenance scheduling. CMMS also maintains a comprehensive database of all maintenance activities and can, potentially, integrate parts inventory and tools, as well as, allow data reporting to other independent applications such as accounting and purchasing.

Benefits of a CMMS:

A well organized and up-to-date CMMS can be a very valuable tool for a company. Here are just a few of the advantages of implementing the software:

  1. Decreased equipment downtime. A CMMS makes planning preventive maintenance on equipment easy. Staying on top of PM tasks can help keep machines up-and-running, therefore decreasing overall downtime. Adding a mobile device with instant notifications can decrease downtime by letting workers know instantly when an urgent repair is needed.
  2. Longer equipment life. Scheduling routine maintenance checks on equipment in a CMMS will allow workers to make minor repairs or adjustments before a piece of equipment breaks down. Making small adjustments and repairs over time instead of as needed helps equipment last longer.
  3. Data analysis. A good CMMS will allow users to run a variety of reports and have drilldown capability. This will let maintenance professionals see tons of information such as repair costs and equipment downtime.
  4. Certifications and audits. Having all of the necessary information in one place makes passing inspections/audits and receiving certifications easy.
  5. Enhanced productivity. Without a CMMS, technicians might waste time looking for the parts needed to complete the repairs. With this software, the tech can simply look at the parts screen and see exactly where the part is, and if it is being used at the time. Additionally, being able to schedule routine maintenance on equipment can save workers time by allowing them to plan for the task ahead of time.
  6. Reduced overtime. A CMMS will cut overtime significantly by decreasing emergency repairs. Scheduling preventive maintenance tasks allows workers to prevent most urgent repairs.

Once you have decided a CMMS is a good fit for your company, you'll need to begin the task of finding one that has everything you need. So, how do you do that?

  1. Understand your business needs. Things such as the size of your company, how many will be using the CMMS, how many assets you have, and the number of locations you need to manage are important things to consider when searching for a CMMS.
  2. Consider what you will use the software for. A good CMMS can get expensive, so it's important you get a system that has what you need, without additional functionality you don't.
  3. Compare software. Many CMMS software companies, including MAPCON, allow you to download an evaluation of the software for free.