Managing public sector maintenance is no small feat or cost. Over nearly 60 years, federal, state and local governments have spent more than $2 trillion on operations, maintenance, and water and wastewater infrastructure.
With tight budgets, strict regulations and citizens’ lives that depend on the uptime of critical assets, governments need a smart maintenance strategy to ensure a proper workflow.
To deliver efficient and effective services to the public, federal, state and local governments, maintenance teams utilize a CMMS to improve budget forecasts, meet compliance and implement preventive maintenance schedules.
Read on to learn three ways a CMMS helps government organizations meet maintenance budgets and outside regulations.
1. Improve budget forecasts with a solid maintenance strategy.
For government organizations, forecasting and budgeting can help guide decisions in the planning process. The Government Finance Officers Association recommends that government at all levels forecast major revenues and expenditures to identify trends influencing government policies, strategic goals or community services. This reigns true for government maintenance budgets, which can increase due to unexpected downtime or emergency work orders.
With a CMMS, government organizations can maximize the efficiency and reliability of assets all within capital budgets with a firm maintenance strategy. Using a CMMS, government sectors can track work orders to help manage labor assignments and view service requests from different locations. This enables government professionals to monitor equipment performance and functionality, as well as assign maintenance tasks. This leads to lower budgets because less technician overtime hours are needed, as any new requests that come in can be appropriately assigned to available personnel.
Furthermore, CMMS features like inventory management ensure that any stock needed to fulfill a work order is on the shelf. Better inventory control means less stockout, fewer dollars spent on emergency inventory orders, and less costly equipment downtime, which all leads to more accurate budget forecasts.
2. Enhance asset life with preventive maintenance.
Proper maintenance is essential to asset performance. To prevent downtime from underperforming assets, government organizations utilize a CMMS to predict and prevent breakdowns from occurring.
Preventive maintenance (PM) consists of scheduled servicing and repairs to proactively avoid breakdowns. This helps to improve the efficiency and longevity of assets, as well as cut costs associated with downtime. A proper PM schedule not only reduces the number of emergency work orders, but it also diminishes technician overtime. This is because there are fewer repairs or equipment replacements for maintenance staffs to attend to. And as a result, government organizations can successfully adhere to maintenance budgets and outside regulations. Beyond that, the saved time and money provides government organizations with the resources to focus their efforts elsewhere.
3. Comply with outside regulations using automated reporting.
To comply with financial-related laws, rules and regulations, government organizations utilize a CMMS to generate reports on maintenance operations. Standard GASB No. 35 requires governments to present financial statements that provide information about capital investments, such as infrastructure assets.
To preserve and sustain public assets, government organizations utilize a CMMS to access summary data, charts and graphs for real-time information and work order progress. The CMMS serves as a database with traceable records of all completed maintenance tasks to ensure inspections and tests are done properly and on-time. The ability to pull records on key assets helps to reduce costs associated with technician overtime and inventory spending, all the while providing the information needed when regulatory audits are requested.
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