What is CMMS Software? Definition, Benefits, How it Works

Your CMMS maintenance management software should help you keep a trail of the information most compliance audits look for when assessing if an organization has meet the necessary standards. Specifically, demonstrate that you maintain employee compliance, keep searchable work records, and generate the automated audit logs you need to simplify compliance with regulatory, industry, geographic and other audits.

Many modern CMMS systems are using machine learning and AI developments to expand their predictive maintenance management capabilities. Ultimately, this kind of physical asset insight can help your business increase efficiency, connect systems, improve team management, budget effectively, prioritize work orders, reduce downtime, manage assets and equipment, and more – all from one centralized, easy-to-use system.

A good CMMS provider will want to be your partner, and they will provide help with implementation, training and ongoing support. The right vendor will also help you customize your functionality and user experience so your CMMS fits the unique needs and preferences of your maintenance team.

A cloud-based, SaaS CMMS deployment offers many benefits over an on-premise deployment, including increased mobility, maximized scalability, full integration with other systems, increased security and decreased need for a robust in-house IT infrastructure.

At minimum, a CMMS system should offer reporting, mobile CMMS maintenance capabilities, asset management and MRO inventory management. That said, you must strategically and proactively choose extended features of your implementation to develop a system that works best for your team.

The cost of a CMMS software can vary based on the size of your business and the breadth of features that you’re looking for— and you can always get an accurate quote by reaching out directly. That said, general pricing includes:  

• Implementation cost, though there is no up-front cost with a cloud deployment.  
• Licensing/subscription costs.  
• Maintenance costs, which are included as part of the Maintenance Connection annual support agreement.  
• Customization costs based on functional requirements and add-ons.  

If you choose the right CMMS, though, the savings and ROI that are attained from increased productivity and overall cost savings will certainly make it a worthwhile investment.

Recurring and renewal costs, which include the monthly subscription fee, pricing plan, customization cost and training services.  

CMMS training refers to both immediate and ongoing training services offered by your CMMS vendor. Comprehensive training is absolutely necessary to streamline implementation and to ensure that your team makes the most out of your CMMS tool. The right partner will offer a range of training materials, including training videos and modules, articles, demos and free trials.

At Accruent, this kind of training is included in the Accruent Academy Learning Center. The Accruent Academy continuous training resources are there to help your team drive adoption, maximize ROI and meet compliance regulations.

A CMMS software can replace many antiquated or manual business systems, including but not limited to:  

• Excel spreadsheets  
• Emails  
• Phone records
• Pen and paper documents  
• Stand-alone technology  
• Asset documentation, including video and images like repair manuals, warranties and safety information  
• Manual work orders

Uptime is critically important when it comes to facility and asset maintenance because high uptime means effective operations, maximized efficiency and substantial revenue. An effective CMMS or EAM system, otherwise known as a preventive management system, can increase uptime by providing the tools you need to implement effective preventive maintenance strategies. This can not only help you achieve reliable uptime, but also allow you to:  

• Effectively fill orders.
• Maximize your revenue.  
• Meet customer expectations.  
• Extend your asset lifecycle.
• Increase employee satisfaction.

When selecting a CMMS software for your organization, it’s important to consider your business’ unique needs related to functionality, IT capabilities and your broader technological ecosystems. Most centrally, you should consider:  

• Adoption and your company culture: For a CMMS to work, you team members must use it consistently and properly. This is often a challenge in the face of stagnant company culture, legacy systems and the “old way” of doing things. Combat this challenge by choosing a CMMS with features and a user interface that your team members want to use and by implementing ongoing training.
• Your organization’s processes: If you don’t standardize your preventive maintenance processes and policies, you are unlikely to have a successful software implementation. Be sure that roles, expectations and processes for work orders, approvals and other processes are clear and standardized to avoid this concern.
• Financial constraints: There are many costs associated with preventive maintenance software implementation, including the cost of implementation itself and any associated upgrades, personnel or expertise. Consider your budget and your total spending capabilities to be sure that you implement a software that’s within your means.
• Your data sources and integrity: For your CMMS to work, all the data within it must be accurate and fully integrated. Be sure you have the processes, integrations and training to make this possible.

The push to SaaS is happening, with many CMMS and EAM solutions being deployes on the cloud as software as a service (SaaS). There are many benefits to a SaaS deployment that you should know about. Namely, a move to the cloud, or to a SaaS application, can:  

• Eliminate upgrades.
• Decrease up-front costs.
• Increase system accessibility.  
• Improve user adoption.  
• Create a shared community experience.  

Additionally, it can help your organization stay relevant and prepared for the future. The future is in SaaS, and organizations that continue to rely on on-premise systems will struggle to maintain strong communications, data integrity and clarity across their team members and facilities.

ERP (Enterprise Resource Planning) and CMMS (Computerized Maintenance Management System) are both software solutions used by organizations, but they serve distinct purposes. ERP is a comprehensive system that integrates various business processes like finance, HR, inventory, and sales into a unified platform. It provides a holistic view of an organization's operations to enhance efficiency and decision-making.

On the other hand, CMMS is specialized software focused specifically on managing maintenance activities, work orders, assets, and facilities. It streamlines maintenance operations by scheduling tasks, tracking maintenance history, and optimizing preventive maintenance.

While both systems can have some overlapping features, ERP is broader in scope, aiming to manage multiple aspects of business operations, while CMMS is laser-focused on optimizing maintenance processes. Organizations use ERP to manage their entire enterprise, while CMMS is used by maintenance teams to ensure equipment reliability, minimize downtime, and improve maintenance efficiency.

An example of a CMMS (Computerized Maintenance Management System) is the "Accruent CMMS Maintenance Software." Accruent CMMS is a comprehensive software solution designed to optimize maintenance operations for various industries. It offers features such as work order management, preventive maintenance scheduling, asset tracking, inventory control, and robust reporting capabilities. The software helps organizations streamline maintenance tasks, track equipment history, and improve overall operational efficiency.

Accruent CMMS allows users to create, assign, and manage work orders, ensuring that maintenance tasks are performed promptly and effectively. It facilitates preventive maintenance by scheduling routine tasks based on time or usage, minimizing equipment downtime and extending asset lifespan. With its asset tracking functionality, organizations can monitor the health and performance of their equipment.

The software's integration with other business systems and data analytics features helps organizations make informed decisions and optimize maintenance strategies. Accruent CMMS is used across industries like manufacturing, healthcare, facilities management, and more, to enhance maintenance processes and asset management.

Two types of CMMS (Computerized Maintenance Management System) are:

1. On-Premises CMMS: This type involves hosting the CMMS software locally within an organization's infrastructure. It is installed and maintained on the organization's own servers or hardware.

2. Cloud-Based CMMS: Also known as web-based or SaaS (Software as a Service) CMMS, this type is hosted and maintained by a third-party provider in the cloud. Users access the CMMS through a web browser.

Accruent’s CMMS Maintenance Connection Software offers both deployment options.

CMMS stands for computerized maintenance management system. Maintenance CMMS software helps maintenance teams optimize their activities by allowing them to easily track work orders, maintain assets, and schedule preventative maintenance. It is essential software for all enterprise maintenance departments.

The purpose of CMMS maintenance software is to efficiently manage maintenance operations in organizations. CMMS maintenance software helps teams schedule maintenance tasks, manage work orders, track inventory and costs, ensure compliance, optimize performance, extend asset lifespan, and promote safety in the workplace.