A computerized management system, or CMMS software that accumulates all the maintenance information and eases out the maintenance operations process. It allows for the streamlined management and automation of all the aspects of the maintenance operation through software.
Importance of CMMS
CMMS makes maintenance managers' lives easier. This is a method that helps ensure that equipment can be utilized to provide its intended service and reduce downtime. The positive result in an asset's maintenance depends on whether CMMS is integrated or not.
The database is the very core of a CMMS. The data and information in the database are supporting various functions of the software program. This
database acts like a central web that holds maintenance information on
- Work orders
- Preventive Maintenance
- Schedules
- Assets
- Inventory parts
- Vendors
- Maintenance performed on machinery
A computerised maintenance management software eliminates the use of manual spreadsheets. It will help to pool together all maintenance activities in one place.
How does a Computerised maintenance management system work?
We already know that the central core of CMMS lies in its database. All data related to maintenance is saved in and accessed from a centralised database. To make the usage simpler, this data can be accessed from any device that has an internet connection using a user ID and password.
How does a CMMS software solution work?
Resource Management
The Maintenance team sets the CMMS that includes the below information:
- Assets with details such as manufacturer, model, and serial number
- The cost of each asset
- Asset usage and utilization details
- Relevant documents, including warranty information, user manuals, videos, and images
Any maintenance/repair work that may arise can also be updated in the system. This helps in understanding which asset is facing breakdown. A work request can be generated. Work order prioritisation and scheduling can be done.
Work order Management
The technicians/operators who have access to the software will be able to get information about the work order, like the work order number, description of the non-functioning asset, order type, either repair or replace or preventive maintenance, the staff assigned, and so on. The technicians can have their work histories and manuals at their fingertips; they can converse and note down their work. For example, any work they perform can be uploaded from their mobile device. This is updated in the central database accessible for their team and managers.
On the other side, maintenance managers can schedule and assign employees for certain work orders. They will be able to check up on the status and usage of any spare parts and track the downtime. The attached costs can also be updated with the relevant documentation. In simpler words, the CMMS software enables you to understand all the measures that are in place to effectively maintain the assets of the organisation.
Since data is uploaded and stored on the cloud, both the technicians and managers have access to updated data. This enables improvement in response times, speeding the work flow, and tracking and analyzing the asset maintenance data.
How to apply a CMMS Software?
A CMMS software is a user-friendly platform that is intuitive and easy to use. It can be as a mobile app or from the desktop app.
1. The user indicates in the system that an asset is malfunctioning. He may attach pictures/videos to describe it clearly.
2. A work order is generated and a technician is assigned to that asset
3. Technicians can enter his work order after he have completed them with updated data on parts consumed, cost, time used, etc.
4. Maintenance reports on technician productivity,
asset lifecycle, and attached costs are generated that are easily accessible by the management.
Why organizations should have CMMS Software?
1.Cost Reduction
CMMS provides information on the active status of the assets, which helps in better planning and scheduling maintenance work. When you have access to the asset lifecycle, costlier repair works can be eliminated, which significantly reduces the cost of ownership.
2.Increased Uptime
Proactive preventive maintenance will eliminate any risk of unprecedented asset failure, thereby increasing the uptime.
3. Better Inventory Management
Spare parts inventory hardly ever gets seen to. Monitoring inventory list through CMMS will bring better inventory management.
4. Access to streamlined Maintenance work
The biggest benefit of CMMS is that it gives a deep insight into all aspects of maintenance work.
Benefits of CMMS Software
Increased transparency and visibility of assets and its work orders
A mobile app that offers updates, alerts, and notes ensures that there is transparency and insight in the work orders. Work orders can be developed and approved through the smart phones. Similarly, the CMMS database allows management to recover information about when an asset was purchased, when the last time the maintenance activity was done, how often the asset breaks down, which parts were used, and so on. It facilitates informed decisions.
Reduction in the response time for completing the work order
Assigned repair works can be treated as a push notification by technicians through their smart phones. Repair works can be assigned from anywhere. This reduces the response time and lowers the downtime.
Maintenance requests are streamlined in one place.
Any user who is given access can follow work requests right from the comfort of a mobile device. They are notified every time status is updated.
Automation
The automation of maintenance management reduces error and increases productivity. Automation of manual work saves time.
Vendor Management
Every organization has support jobs that have to be handled by third-party agencies. CMMS is implemented so that details of their work can be traced and regulated. CMMS will help trace the vendors' contact information, work history, and invoices. Vendors also have controlled access.