Businesses that wish to stay ahead of their competitors in the digital era must apply automated software to their operations. They consist of management, administration, monitoring, and maintenance, among other areas.

With the introduction of AI and technology, companies can now improve their work efficiency and save more resources. Software also helps them stay informed about all assets in a corporation. In particular, CMMS is software that assists businesses with asset management, maintenance scheduling, and work order tracking.

So what is CMMS? What benefits does CMMS bring to your business? Let’s dive into finding the answers in today’s article.

What is CMMS?

CMMS, which stands for Computerized Maintenance Management System, is a tech-based solution. It optimizes the process of managing, monitoring, automating, and deploying maintenance activities for businesses. This software helps managers keep track of all devices and assets of the business.

At the same time, it focuses on storing all maintenance information. That can be scheduled maintenance; tracking maintenance history, asset parameters, management of inventory and employees; tracking maintenance tasks, etc.

Using CMMS, managers will plan and assign work more scientifically. The technician team will carry out the work quickly, safely, and effectively based on the detailed work plan.

CMMS is a cost-optimized device maintenance management software for businesses

How Does CMMS Work?

Data is a key component of a CMMS. This system has many features, but its foundation is that work requests are input into the CMMS. It can assign tasks to specific staff members and identify relevant assets.

As employees perform tasks, they update the work details. This data is returned to the system and can be examined and used for various purposes.

Using a CMMS in the proper way, you can perform work and focus on tasks based on their importance. This system can reduce downtime while also learning from any failures. 

It may be necessary to perform maintenance tasks more often or to schedule inspections. Thanks to CMMS, you can automate much of this.

Besides the actual machinery or equipment, a CMMS may also store data about its parts. This process includes spare components, ensuring that missing parts do not hinder replacements and repairs. 

Users can also add documentation to the system to ensure full accountability of all tasks completed, and the system can even be designed to automatically order parts and materials to replace those that have been used when they are entered into the system as having been used.

Mandatory Features of CMMS

1. Maintenance Work Tracking

With this feature, the manager could select equipment, broken machinery, fault descriptions, etc., to assign to technical staff to handle. Another desired feature of CMMS is the ability to track maintenance work with CMMS software to help technicians complete and report work quickly.

The maintenance staff only needs to mark the work as "completed" after finishing the repair, and the manager will receive immediate notification.

2. Planning Maintenance

When planning begins, the maintenance team needs a reliable maintenance schedule. CMMS software automatically suggests periodic scheduling work. Simultaneously, it sends reminder notifications to each employee.

Scientific maintenance plans help businesses minimize work overload and ensure no errors in any task.

3. Maintaining Control and Requiring Maintenance Personnel

It is routine that maintenance staff regularly receive work requests for equipment maintenance from the management and other departments and divisions. CMMS will alert you to handle this incident promptly when a device is broken.

The question is, how can they be informed early? Traditionally, people often use email or message apps to report incidents. These methods would work in a particular way. That said, it isn’t easy to follow up on incidents. You could find it complicated to view the incident report later.

It could also be a problem if a customer encounters a technical error while using the product. CMMS’s equipment maintenance management software is a tool to receive, process, and monitor the status of such requests.

Control and request maintenance personnel via mobile phone

4. Keep the Maintenance History

Many maintenance teams sometimes have to deal with many outdated assets. This property group has a strong history of repair and maintenance. Therefore, you must know the situation and how to handle it when an incident occurs.

After the equipment is repaired, CMMS will save all the machine’s maintenance history information. The maintenance staff can review it many times before troubleshooting the next time.

5. Testing and Certification

Many CMMS systems keep a history of each equipment maintenance action. The information stored has gone through the verification process and cannot be changed.

Therefore, equipment maintenance history is extremely useful in the event of an accident or insurance claim. Inspectors can rely on maintenance history to verify if the job has been completed.

According to the ISO certificate, CMMS equipment maintenance management software will save all data on the system, making it easy and convenient to standardize.

The Advantages of CMMS

How does FieldCheck help with the CMMS solution? Let’s find out in the main content below.

1. Lowering Overall Maintenance Costs

Many businesses utilize CMMS to optimize equipment maintenance costs effectively. The solution with integrated intelligent features helps improve the technicians’ productivity, especially for those who have to handle many tasks on a tight schedule.

Additionally, CMMS assists businesses with the following tasks:

• Reduce the number of breakdowns, and prolong the life of machinery and equipment.
• Reduce labor and technical staff costs by cutting OT hours and increasing work productivity.

2. Less Downtime

An unexpected machine breakdown appears to be a nightmare for the maintenance manager. These incidents caused the production system of the enterprise to shut down. Increased machine and personnel downtime lead to severe losses.

Managers estimate that the downtime cost of a business after each machine failure is about $100,000 an hour, which seriously affects the business’s sales, product quality, and reputation.

Businesses need a proactive maintenance plan and consistent and scientific integration to fix problems with CMMS equipment maintenance and management software.

3. Increase Work Productivity

In addition to reducing downtime, CMMS also increases the working efficiency of enterprises. Software application when checking and monitoring maintenance activities, maintenance KPIs, and the working progress of staff on the electronic system.

This way helps managers easily control and diagnose machine problems as they can detect and promptly solve problems that may occur during equipment operation.

4. Inventory Control

FieldCheck’s CMMS maintenance management software makes managing and controlling inventory, spare parts, etc., easier and more efficient. The application helps the technical team know what tools, equipment, and spare parts are in stock and how to use them appropriately.

This practice shortens troubleshooting time while reducing downtime of machinery and equipment. Therefore, you could minimize costs incurred in the period of the business.

This solution also helps businesses keep track of inventory details, tools, spare parts, etc., in a warehouse. Thanks to that, the machine repair and preventive maintenance plan during the business period went smoothly.

Simple, clear, detailed inventory control

5. Keep Track of Your Assets and Important Data

CMMS helps managers easily track assets and important data. Detailed asset and document tracking features include:

• Monitor the exact order of jobs;
• Keep track of your maintenance history;
• Prepare purchase and sale invoices for assets and equipment;
• Reporting and analyzing product maintenance results;
• Manage inventory and assets of the business;
• Collect, and analyze asset health and intelligent maintenance;
• Report and define maintenance KPIs and distribute work to employees.

It helps businesses control assets, machine health, and specific maintenance information to make more accurate business decisions.

6. Ensuring Workers’ Safety

With the CMMS application, workers’ health and safety will be guaranteed as the software provides businesses with many smart features, such as:

• Basic safety requirements
• Keep track of employee health check logs
• Monitor machine safety
• Help employees easily grasp information and equipment maintenance plans

7. Minimize Overtime Work

The application of CMMS software in equipment management and maintenance helps staff take more responsibility. Managers can also easily know if the maintenance engineer is doing the right job on time or not.

The reason is that after the employee completes the work, the manager will receive a notification on the system, which ensures employees are not idle.

At the same time, limited employees are busy with a mountain of work simultaneously. When work is regularly replenished, unnecessary overtime will be reduced.

Control employee work and reduce overtime

Which Businesses Should Use CMMS Software?

Any business needs CMMS maintenance management software that helps businesses plan and manage maintenance activities more effectively. Here are some subjects that should use FieldCheck’s CMMS software.

1. Manufacturing Industry

The manufacturing industry, especially companies that own many lines, machines, forklifts, heavy equipment, etc., requires regular maintenance.

The application of CMMS will bring many benefits in managing operating activities, maintenance and replacement, as well as technical personnel costs.

2. Internal Transportation Facility

Building transportation facilities include building management companies, apartment buildings, cinemas, and government buildings, etc. Every piece of equipment in buildings requires regular maintenance to ensure safe operation.

CMMS equipment maintenance management software will help you solve HVAC, water supply, elevator, and equipment problems.

3. Transport Firm

Transport companies must manage many vehicles and means of transport, especially maintenance services, to ensure quality and normal operation.

FieldCheck integrates the same features as dedicated CMMS software

FieldCheck integrates features like CMMS software, helping you create tasks to check equipment health at work. Through it, you could know the status of the machine. If anything happens, you can immediately report it to the stakeholders to seek appropriate action. 

You will no longer have to worry about machinery stalling or damage when you need to perform some important work. Above is the information that shows what CMMS is and the application’s features and benefits to businesses.

We hope this article is helpful to you. If you want to experience the product or need to try the service, don’t hesitate to contact us to schedule an appointment soon.