April 20, 2024

Computerized Maintenance Management System: Improving Facility Maintenance Through Technology

What is a Computerized Maintenance Management System?
A Computerized Maintenance Management System, also known as a CMMS, is a software application that maintains a computer database of information about an organization’s maintenance of buildings, vehicles, equipment, and other assets. Some key components of a Computerized Maintenance Management System include asset management, preventive maintenance scheduling, work order management, purchase requests, and reporting and analysis.

Asset Management
The asset register typically includes details such as the asset name, description, manufacturer, model and serial number, purchase date and cost, expected life, maintenance history and spare parts. Having all asset information in one centralized database allows for improved visibility and control over the asset portfolio.

Preventive Maintenance Scheduling
A Computerized Maintenance Management System
automatically schedules preventive maintenance tasks such as inspections, servicing, and replacement of parts based on the usage of each asset or based on a preset schedule such as monthly, quarterly, or annual checks. This ensures proactive maintenance is carried out to avoid unexpected equipment failures.
Work Order Management
When maintenance work is required, whether preventive or corrective, a work order is created in the Computerized Maintenance Management System. The work order tracks key details of the job like the problem description, assigned technician, spare parts used, labor hours, completion date and status. Both planned and unplanned work can be managed efficiently through a centralized system of work orders.

Purchase Requests
If spare parts are needed to complete a job, a purchase request can be generated directly. This ensures maintenance parts are readily available when needed. The purchasing module maps requests to vendors and receipt of parts can be recorded to keep stock levels updated.

Reporting and Analysis

This reporting functionality allows managers to analyze the effectiveness of the maintenance program and identify areas for improvement. Key performance indicators (KPIs) around maintenance resources, schedule compliance and equipment uptime can be tracked over time.

Benefits of a Computerized Maintenance Management System
The main benefits of implementing a computerized maintenance management system include:

Improved Operational Efficiency
By automating workflows for tasks like scheduling, dispatching work orders and parts procurement, a Computerized Maintenance Management System streamlines facility maintenance processes. Duplication of efforts is eliminated and technicians spend less time on administrative duties.

Enhanced Resource Planning
Analyzing historical maintenance data helps predict future workloads and spare parts demand more accurately. Resources like inventory levels, personnel and budgets can be planned efficiently based on demand projections from the Computerized Maintenance Management System.

Increased Productivity
With improved visibility and synchronization of tasks, maintenance staff stay more productive. Down-times are reduced as issues get addressed proactively through scheduled servicing and the mean-time to repair is optimized with parts readily available.

Extended Asset Lifespan
By conducting routine preventive maintenance as per manufacturers’ guidelines or conditional monitoring checks, equipment lasts longer before replacements are needed. This translates to lower capital expenses over the long-run.

Documented Compliance
CMMS maintain detailed electronic records of all maintenance activities. This documentation serves as proof of compliance to standards, manufacturer requirements, industry regulations, warranties or contractual obligations for quality or safety audits.

Improved Cost Management
Higher equipment uptime means less unplanned downtime costs. The \Computerized Maintenance Management System help full cost analysis for repairs and spare parts. Budgeting and spending can be controlled through analysis of trends identified. Return on maintenance investments are easier to demonstrate.

Switching to a computerized maintenance management system delivers significant benefits to organizations across industries in terms of operational, financial and regulatory performance. By digitizing maintenance operations, facilities can run more smoothly and rely less on institutional knowledge locked in people’s minds. Overall equipment effectiveness and sustainability also improves overall.

1. Source: Coherent Market Insights, Public sources, Desk research
2. We have leveraged AI tools to mine information and compile it