Computerized Maintenance Management System [CMMS]

“Perhaps the biggest resource in many plants is the CMMS or computerized maintenance management system.  All in all, the computer can be thought of as a set of mini-files and forms.  The CMMS electronically links forms to equipment to make data and other information available as needed regarding that equipment.”

“It is critical to be able to visualize the process as done without a computer before computerizing or using a CMMS or even using an Excel spreadsheet.”

“CMMS makes maintenance information readily available.  To make the CMMS information usable requires effort on the part of the planning organization.  The planners normally code work orders to allow future reporting and analysis.”  Palmer, R., (2019). Maintenance Planning and Scheduling Handbook, 4th Edition

  • How many work orders have been processed over the last 2 years?
  • How much have failure and breakdown work orders been reduced?
  • Which crew has the greatest amount of failures occurring in the systems it maintains
  • Which work orders are waiting for planning?
  • Which work orders have been completed, but not closed because of drawing revisions needed?
  • Are there any planned work orders that can be worked along with the emergency job just started in this system?
  • How many hours are spent for preventative maintenance (PM)?
  • How many hours are spent for corrective maintenance that is generated from PM work?

CMMS Plan
Steps involved in a CMMS plan

Computerized maintenance management system (CMMS), also known as computerized maintenance management information system (CMMIS), is a software package that maintains a computer database of information about an organization's maintenance operations. This information is intended to help maintenance workers do their jobs more effectively (for example, determining which machines require maintenance and which storerooms contain the spare parts they need) and to help management make informed decisions (for example, calculating the cost of machine breakdown repair versus preventive maintenance for each machine, possibly leading to better allocation of resources).

CMMS data may also be used to verify regulatory compliance. To properly control the maintenance of a facility, information is required to analyze what is occurring. Manually this requires a tremendous amount of effort and time. A CMMS also allows for record keeping, to track completed and assigned tasks in a timely and cost-effective manner. In recognition of this, companies have started using CMMS extensively to better control and organize maintenance management. The different steps of implementing a CMMS plan have been described in the diagram.

A CMMS offers multiple core maintenance functionalities. It is not limited to manufacturing but expands to facilities, utilities, fleet, hospitals, sports arenas and more where any type of equipment/assets are subject to repair and need maintenance. With improved technology and increasing competition, more and more companies are switching to CMMS vs using manual methods to track and organize information. The different components of a CMMS include but are not limited to:

  1. Equipment data management
  2. Preventive maintenance
  3. Predictive maintenance
  4. Labor
  5. Work order system
  6. Scheduling/planning
  7. Vendor management
  8. Inventory control
  9. Purchasing
  10. Budgeting
  11. Asset tracking

CMMS packages may be used by any organization that must perform maintenance on equipment, assets and property. Some CMMS products focus on particular industry sectors (e.g. the maintenance of vehicle fleets or health care facilities). Other products aim to be more general.

CMMS packages can produce status reports and documents giving details or summaries of maintenance activities. The more sophisticated the package, the more extensive analysis facilities have available.

Many CMMS packages can be either cloud-based, meaning they are hosted by the company selling the product on an outside server, or on-premises based, meaning that the company buying the software hosts the product on its own server.

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