Many challenges arise in the daily execution of maintenance tasks. Those striving to optimize their asset management workflows may have encountered the acronym CMMS. This series will delve into the intricacies of what CMMS entails.

 

So, What Exactly is CMMS?

CMMS fundamentally stands for Computerized Maintenance Management System/Software. In the industry, this type of solution is also referred to as CMMS software, a CMMS system, or a CMMS platform, among other terms.

Its primary function is to streamline the management of a company’s asset maintenance by consolidating relevant information and data for maintenance routines in a single location. This significantly reduces the number of processes by automating various tasks that would otherwise consume considerable time and resources.

 

How Does a CMMS Function in Practice?

Most contemporary CMMS systems operate as cloud-based solutions. This implies that maintenance information and data are stored on an online server, accessible from any device with a username and password.

The system organizes crucial information such as work orders and maintenance requests, cross-referencing this data with other pertinent details like spare parts inventory and personnel assigned to specific roles. Furthermore, it manages the scheduling of preventive maintenance plans, assigning specific tasks to the responsible technician on a pre-programmed basis.

With all this interconnected information, requests can be monitored in real time, and additional details regarding their execution can be tracked, marked as complete, saved, and, importantly, automatically archived as comprehensive reports without the need for paper.

 

Key Functions of a CMMS

Among the diverse functions offered by a CMMS system, several stand out:

• Registration of equipment, components, and structures
• Organization of the lifecycle of machinery and equipment
• Registration and management of supplies and personnel
• Creation of preventive maintenance schedules
• Service planning
• Initiation and monitoring of service requests
• Prioritization and scheduling of work orders
• Generation of reports and Key Performance Indicators (KPIs)

 

Benefits of CMMS in Asset Management

Essentially, a CMMS organizes available information efficiently. Maintenance software eliminates the reliance on paperwork and tools like Excel. By centralizing all information related to work plans, faults, technical manuals, and images in one accessible platform, including mobile access, data retrieval becomes significantly easier.

Increased Reliability: With a CMMS, the tracking of maintenance schedules is automated and recurring. This ensures that the necessary resources are available when required and prevents oversights and failures in the maintenance process.

Agility in Processing Requests: A CMMS enables maintenance managers and their teams to receive and process maintenance requests around the clock, even while engaged in other tasks. The software streamlines workflows by allowing for work prioritization and the creation of work orders.

Improved Inventory Management: Managing inventory with a CMMS simplifies tracking the cost of parts utilized in maintenance activities. Automated report generation facilitates the optimization of orders and part usage, reducing costs associated with last-minute orders, avoiding prolonged downtime due to stockouts, and enhancing overall availability.

Facilitated Predictive Maintenance: By collecting data on maintenance activities, repairs, and stock usage, the CMMS leverages this information to predict when maintenance projects should be performed, proactively alerting maintenance teams to potential issues before they escalate. Consequently, unplanned downtime is minimized, and assets maintain proper functionality for extended periods. Current data indicates that a significant portion of maintenance in North American companies remains reactive. The ideal scenario involves only a small percentage of reactive maintenance, with the majority being proactive or scheduled.

Reduced Repair Costs: The aforementioned benefits collectively contribute to more effective management of equipment maintenance. This results in fewer breakdowns, longer intervals between repairs, a lower likelihood of malfunctions, and an extended asset lifespan, ultimately leading to lower repair expenses.

Reduced Downtime: By utilizing data to manage tasks and schedules and ensuring the availability of the right technician and parts at the appropriate time, a CMMS minimizes asset downtime. This is a direct consequence of fewer unexpected disruptions due to equipment failures and the facilitation of scheduling preventive maintenance during periods of low operational impact.

Increased Safety, Reduced Risks: A CMMS enhances operational safety by verifying that equipment operates within acceptable parameters and that all safety resources and components are functional. Furthermore, it streamlines the management of work permits, risk assessments, safety procedures, regulatory compliance, and various other safety-related aspects.