Best CMMS Software

What Is CMMS Software?

Your business needs to ensure quality products and services regardless of whether you are in retail, hospitality, manufacturing, or transportation.

Every week, your maintenance team spends hours maintaining heavy equipment, machinery, etc. A computerized maintenance management system (CMMS) enables your team to perform tasks efficiently by providing data on what needs to be done, when, and when.

CMMS software, or maintenance management software, automates manual tasks such as scheduling work orders and tracking inventories and helps create a virtual repository of information about a business's maintenance operations.

In the market, there are many options to choose from when buying a CMMS system. So, to make buying CMMS software easier, we've created a buyer's guide that contains all the essential information you need.

It is software designed to assist businesses in managing and tracking their upkeep tasks and assets. The maintenance of physical assets, such as structures, machinery, and equipment, requires keeping track of maintenance schedules, work orders, inventory levels, and other crucial data. 

Many manual maintenance management functions, like work scheduling and assignment, report generation, and inventory level tracking, can be automated by the software, which can help businesses increase the efficacy and efficiency of their maintenance managers.

Additionally, CMMS software can offer powerful data analysis and reporting capabilities. This enables enterprises to monitor maintenance-related key performance indicators (KPIs), including the number of work orders completed, the typical time needed to complete a work order, and the expenditures linked to maintenance. 

With this knowledge, businesses may pinpoint areas for maintenance process improvement and make data-driven choices to streamline operations.

What Are The Benefits Of CMMS Software?

A Computerized Maintenance Management System (CMMS) is a software program to help organizations manage maintenance operations effectively. Here are some benefits of using  CMMS software solutions:

1. Improved equipment reliability

   Organizations can lessen the chance of unplanned downtime by tracking and forecasting equipment failure using CMMS software.

2. Increased Efficiency

   Many typical maintenance jobs are automated by CMMS software, freeing maintenance employees to concentrate on more crucial tasks

3. Better Planning and Scheduling

   Organizations may more effectively plan and schedule maintenance activities using CMMS software, ensuring that crucial jobs are finished on time.

4. Better Inventory Management

   Organizations can save money on storage costs and lessen the need for excess inventory by using CMMS software to keep track of their spare parts and supplies.

5. Improved Data Management

   Data about maintenance is stored centrally via CMMS software, making it simpler to access and process. The software also provides a centralized location for storing all information about equipment, service repairs, inventories, and other assets within the organization. Asset maintenance data can now be tracked and recorded without pen papers or spreadsheets.

6. Enhanced Safety

   CMMS software can help organizations track safety-related maintenance tasks, reducing the risk of accidents and incidents.

7. Cost Savings

   CMMS software solutions can help organizations save money in the long run by improving equipment reliability, reducing downtime, and streamlining maintenance processes.

8. Low Maintenance Cost

   Due to accurately tracking data, CMMS platforms allow you to plan maintenance to avoid costly last-minute repairs or downtime. This tracking and reporting capability reduce overall maintenance costs.

9. Compliance Management

   CMMS (computerized maintenance management systems) allows you to record maintenance procedures and inspections and provide detailed documentation to compliance agencies through top CMMS software when required.

   The software generates reports on asset performance and maintenance operations that you can use during audits

10. Sustainability, Health, and Safety

    Safety, health, and environmental concerns can be reported centrally via CMMS and EAM in compliance management. The objective is to reduce risk and maintain a safe working environment. 

    CMMS and EAM can provide investigations to analyze recurring incidents or defects, traceability of incidents and corrective actions, and management of process changes.

11. Enhanced Asset Visibility

    Computerized maintenance management systems allow your maintenance team to view all work orders' statuses and highlight those requiring special attention. An asset can be tracked instantly, when it was serviced, how frequently it broke down, and what parts were used.

    To avoid equipment downtime at the last minute and improve maintenance efficiency, it is imperative to have visibility into assets and maintenance schedules

12. Workflow Visibility

    Maintenance teams can quickly identify where assets are, what they need, and who should work on them when using dashboards and visualizations tailored to the technician and other roles.

13. Automation

    Automation helps teams focus on maintenance rather than administrative tasks by saving time, reducing errors, improving productivity, and automating manual tasks, such as ordering parts, replenishing MRO inventory, scheduling shifts, and compiling audit information.

14. Streamlined Processes

    All parties involved in the work order can view and track progress on the work order. In addition, the CMMS tool can share details across mobile devices so fieldwork can be coordinated with operational centers, and material and resource distribution can be prioritized and optimized.

15. Preventive Maintenance

    As a result of computerized maintenance management software data, maintenance operations can shift from reactive to proactive, allowing an advanced asset maintenance strategy to be developed.

    You can gain insights into processes and assets from data derived from everyday activities, sensors, meters, and other IoT instruments, which you can use to inform preventive measures and trigger alerts before assets fail

Who Uses CMMS Software?

Computerized Maintenance Management System (CMMS) software is used by many organizations, including:

1. Manufacturing Companies: Manufacturers monitor the upkeep of their manufacturing machinery with CMMS software, cutting downtime and enhancing equipment dependability.

2. Healthcare Organizations: Hospitals, clinics, and other healthcare organizations use CMMS software to manage the maintenance of their medical equipment, ensuring that it is in good working condition and ready when needed.

3. Government Agencies: Government agencies, such as schools and municipalities, use CMMS software to manage the maintenance of their buildings, infrastructure, and equipment.

4. Transportation Companies: Transportation companies, such as airlines, trucking companies, and railroads, use CMMS software to manage the maintenance of their vehicles and equipment, ensuring that they are in good working condition.

5. Energy Companies: Energy companies, such as power plants and oil refineries, use CMMS software to manage the maintenance of their equipment, reducing downtime and improving safety.

6. Real Estate Companies: Real estate companies use CMMS software to manage the maintenance of their properties, ensuring that they are in good condition and ready for tenants.

What Are The Types of CMMS Software?

Several types of free CMMS software are available, each designed to meet the specific needs of different organizations and industries. Some of the most common types of CMMS platform include:

1. On-Premise CMMS Software

   For businesses with an extensive maintenance program and stringent data protection needs, on-premise CMMS software is suitable. CMMS software must have dedicated IT support and maintenance because it is deployed on an organization's servers.

2. Cloud-Based CMMS Software

   This kind of CMMS software can be accessed online and is hosted by a different company. Small and medium-sized businesses frequently prefer cloud-based CMMS software over on-premise solutions since it is frequently more affordable and scalable.

3. Mobile CMMS Software

   Mobile CMMS software is designed for mobile devices, such as smartphones and tablets, allowing maintenance staff to access maintenance information and update work orders while on the go.

4. Industry-Specific CMMS Software

   CMMS solutions are designed specifically for use in industries such as manufacturing, healthcare, and hospitality. These solutions are often tailored to meet the unique requirements of each sector, including regulatory compliance and industry-specific maintenance processes.

5. Asset-Specific CMMS Software

   This CMMS software is designed for specific types of assets, such as HVAC systems, electrical systems, or fire suppression systems. Asset-specific CMMS software is ideal for organizations that maintain specific equipment and systems.

10 Key Features Of CMMS Software

The features of CMMS software can vary depending on the specific software and vendor, but many CMMS solutions offer a similar set of core features, including

1. Work order management

   Organizations use work order management feature to create, manage, and track work orders for maintenance activities, including job scheduling and assignment, cost recording for labor and materials, and progress tracking.

2. Asset management

   Asset Management function offers a central database for maintaining and tracking asset data, including location, usage, and maintenance records.

3. Inventory management

   Organizations can use inventory management tool to manage and monitor the inventory levels for the supplies, spare parts, and other materials needed for maintenance.

4. Preventive maintenance scheduling

   With the help of this tool, businesses can plan and monitor preventative maintenance tasks like regular equipment service and inspections to lower the likelihood of equipment failure and decrease downtime

5. Reporting and data analysis

   Organizations can measure key performance indicators (KPIs) linked to maintenance and use this feature's sophisticated reporting and data analysis capabilities to make strategic decisions about their operations.

6. Mobile compatibility

   Maintenance staff may access and change work orders, check inventory levels, and obtain real-time information while on the go, thanks to the mobile-friendliness of many CMMS solutions.

7. Integration

   Some CMMS solutions can interact with other systems, such as financial management software and enterprise resource planning (ERP) software, to provide a more thorough perspective of operations.

8. Maintenance History

   It is possible to review a history of the maintenance tasks performed on each asset since maintenance technicians document the fulfillment of duties in the CMMS software.

   As a result, future purchases can be informed, and CMMS software can identify assets nearing their end of usefulness.

   In addition, if maintenance activities are tracked in a CMMS, knowledge doesn't go with employees when they leave and can be used to train new employees quickly.

9. Track Costs

   The CMMS becomes a central data source for maintaining maintenance-related expenses, such as parts, labor, and miscellaneous expenses. Maintenance managers can access the data at any time to analyze the budget.

10. Invoicing & Billing

    Manage financial transactions with external customers or internal departments, including generating quotes, generating invoices, and collecting payments.

How to Select the Best Computerized Maintenance Management System?

Here are the essential steps you should consider when choosing a CMMS program for your organization, whether you're starting from scratch or switching from your current CMMS:

Step 1: Define Your Goals

Setting goals and expectations is the first and most crucial step in choosing a computer maintenance management system:

1. Would you like to do preventive maintenance?

2. Do you want to keep track of all your work orders?

3. Do you manage the fleet?

4. In terms of hardware and software, what are your requirements?

5. Do you have the IT resources to support it?

It would be soundest to ask these questions before choosing your new computer maintenance system.

Step 2: Form Your CMMS Team

Once you have decided which features are essential to you in a computerized maintenance management system, it is time to ask your team members who are familiar with maintenance operations for help.

There should be at least one representative from each department that will use the system on this team. This will allow you to understand the company's needs and prepare you to roll out the new system.

Step 3: Identify Preventative Maintenance Needs

Check that the maintenance software supports Preventive Maintenance (PMs) in how you perform them. For example, do you prefer calendar-based PMs? Meter-based? Can you take readings and measurements, pass or fail them, and create a work order based on a failed inspection?

You must set up all the buildings, rooms, offices, and of course, all the equipment, whether it's production or facility.

Step 4: Consider Your Purchase Order Needs

When choosing a CMMS solution, you should be able to create purchase orders quickly, replenish parts, order new services, order new materials, and think about your current PO processes.

However, for equipment lists and to specify on-hand minimums and reorder amounts, you'll need more tools to build the lists, so you don't get caught short. Likewise, using the computer maintenance system to manage inventory, you'll need better ways to make these lists.

It's important to consider all these things when choosing your next computerized maintenance management system (CMMS), as well as being able to generate any reports you require in the long run.

Step 5: See the Software in Action

Request a demo from each CMMS provider after you've narrowed your search to just a few to see how they operate and if you think they'd be a good fit. 

List Of Top 5 CMMS software

It is important to scan the market before investing in the best free CMMS software. Some of the top CMMS programs include

1. Fiix

Fiix is a cloud-based CMMS software that provides asset management, work order management, preventive maintenance, and reporting. It also offers mobile capabilities, integrations with other software, and a user-friendly interface.

Features

• Managing asset
• Work order management
• Preventive maintenance
• Analytics and reporting
• Mobile capabilities
• Scheduling

Pros

• Comprehensive features
• User-friendly interface
• Mobile capabilities
• Integrations
• Customer support

Cons

• Can be expensive for smaller organizations
• Learning curve for beginners
• Limited customization

Pricing

• Basic - $40 per month
• Professional - $60 per user per month.
• Enterprise - Customized based on the specific needs 

2. UpKeep

UpKeep is a mobile-first CMMS software that provides work order management, preventive maintenance, asset tracking, and inventory management. It also offers integrations with other software, a user-friendly interface, and customizable reporting.

Features

• Activity dashboard
• Appointment scheduling
• Billing & invoicing
• Calendar management
• Customizable reports
• Work order management
• Workflow management

Pros

• User-friendly interface
• Mobile capabilities
• Integrations
• Preventive maintenance

Cons

• Limited customization
• Costly
• Reporting

Pricing

• Basic plan - $35 per user per month
• Professional plan -  $60 per user per month
• Business plus - Customized based on the specific needs

3. Hippo CMMS

Hippo CMMS is a cloud-based software that provides asset management, work order management, preventive maintenance, and reporting. It also offers integrations with other software, mobile capabilities, and a user-friendly interface.

Features

• Asset lifecycle management
• Asset tracking
• Calendar management
• Document management
• Facility management and scheduling
• Inventory management
• Task management

Pros

• Managing asset
• Preventive maintenance
• Reporting
• Mobile capabilities
• Integration
• User-friendly interface

Cons

• Hippo CMMS can be expensive
• Limited customization
• Limited customer support
• Scalability

Pricing

• Hippo Starter - $39 per user per month
• Hippo Plus -  $69 per user per month 
• Hippo Pro - $119 per user per month 
• Hippo Enterprise - customized pricing based on the organization's specific needs

4. eMaint CMMS

eMaint CMMS is a cloud-based software that provides asset management, work order management, preventive maintenance, and reporting. It also offers integrations with other software, mobile capabilities, and a user-friendly interface.

Features

• Work order and material management
• Dashboards and reporting
• Asset lifecycle management
• Inventory management
• Work order management
• Preventive maintenance

Pros

• Easy interface
• Cloud-based software
• Comprehensive features
• Customizable workflows
• Customer support

Cons

• Can be relatively expensive
• Steep learning curve
• Limited integrations
• Limited mobile functionality

Pricing

• On request

5. Dude Solutions

Dude Solutions is a cloud-based software that provides asset management, work order management, preventive maintenance, and reporting. It also offers integrations with other software, mobile capabilities, and a user-friendly interface.

Features

• Advanced workflow management
• Capital Forecasting
• Document management
• Equipment/asset management
• Mobile app
• Multi-site management
• Reporting and analysis

Pros 

• Comprehensive solution
• Customizable solution
• Mobile access
• Reporting and analytics
• Integrations

Cons

• Expensive
• Complex
• Limited support

Pricing

• On request

What Are The Alternatives To CMMS Software?

It is important to remain aware of alternatives in case you cannot invest in the best CMMS software. There are several alternatives to Computerized Maintenance Management System (CMMS) software, including

1. Manual Methods

   Some businesses manage maintenance operations using manual techniques, including paper forms, spreadsheets, and calendars. Although these techniques are straightforward and simple to apply, they take a lot of time and are prone to mistakes.

2. Enterprise Asset Management (EAM) Software

   Like CMMS software, EAM software offers a complete approach to managing an organization's assets, including maintenance, purchasing, and finances.

3. Work Order Management Software

   While expressly created to manage work orders and maintenance requests, work order management software might not have all the functionality of a fully-fledged CMMS system but can be used as an alternative..

4. Building Management Systems (BMS)

   BMS software is used to manage the maintenance and operation of building systems, such as heating, ventilation, and air conditioning (HVAC) systems.

5. Preventive Maintenance Software

   Preventive maintenance software is designed to help organizations schedule and track preventive maintenance activities but may not have all the features of a full-fledged CMMS system.

   Ultimately, the choice of an alternative to CMMS software will depend on the specific needs of the organization, its size, and the complexity of its maintenance operations. Some organizations may find that a manual system or work order management software is sufficient, while others may require the more comprehensive features of an EAM or BMS system.

Challenges With CMMS Software

Like any software, Computerized Maintenance Management System (CMMS) software can present certain challenges. Here are some of the common challenges organizations face when implementing CMMS software.

• User adoption -  If the team is used to manual operations, getting them to embrace and use the new system may be challenging. It is vital to provide users with enough training and support to embrace the new system and ease their transition.

• Data integration - Integrating CMMS software with pre-existing systems like enterprise resource planning (ERP) and enterprise asset management (EAM) software can be difficult and time-consuming.

• Data accuracy - The success of the CMMS system depends on the accuracy and currentness of the data entered into the system. Inaccurate maintenance plans and lost maintenance opportunities can both be caused by poor data quality.

• Customization - Some businesses might need to spend time and money customizing their CMMS software to match the unique requirements of their business.

• User permissions - Managing user permissions and ensuring that only authorized users can access sensitive information can be a challenge in a CMMS system.

• Maintenance plan creation - It can take some time to develop and put a proper maintenance plan into practice, which necessitates a thorough understanding of the tools and procedures used.

• Maintenance optimization - It can be difficult to optimize maintenance activities in businesses with complex equipment and procedures in order to cut maintenance costs and increase equipment reliability.

How Much Does CMMS Software Cost?

The cost of Computerized Maintenance Management System (CMMS) software can vary widely depending on many factors, including:

1. Software features

   The features and functionality offered by CMMS software might affect the price. While some software may merely have the ability to manage work orders, others may have more sophisticated functions like asset management and predictive maintenance.

2. Number of users

   The number of users who will access the system may affect the cost of the CMMS software. While some vendors may charge by the user, others offer an unlimited number of users for a single fee.

3. Implementation costs

   Implementing CMMS software can be expensive because of licensing fees, installation and setup costs, customization costs, training costs, and support costs.

4. Size of the organization

   CMMS software prices may change depending on the firm's size. Smaller businesses may discover more affordable options, while larger businesses may qualify for discounts from some vendors.

   On average, the cost of CMMS software can range from a few hundred dollars to several thousand dollars per year, depending on the specific needs of the organization and the software selected. Some CMMS software is available on a subscription basis, while others may be purchased outright. Some also have maintenance costs.

   CMMS software prices may change depending on the size of the firm. Smaller businesses may discover more affordable options, while larger businesses may qualify for discounts from some vendors

CMMS Software Trends

The Computerized Maintenance Management System (CMMS) software industry is constantly evolving and growing, driven by technological advances and changes in how organizations manage their maintenance operations. Here are some current trends in CMMS software:

Mobile access: The ability for users to access maintenance data and manage work orders from their mobile devices is a feature built into increasingly complex CMMS software.

Artificial intelligence and machine learning: CMMS software is gradually incorporating artificial intelligence (AI) and machine learning, allowing the software to forecast equipment breakdowns and recommend maintenance tasks based on past data.

Cloud-based solutions: Organizations are increasingly using cloud-based CMMS software to search for adaptable and economical solutions that can be used from any location at any time.

Integrations: Enterprise asset management (EAM) and enterprise resource planning (ERP) software are two systems increasingly integrated with CMMS software to offer a complete solution for managing all facets of an organization's assets.

Predictive maintenance: Organizations are increasingly adopting predictive maintenance to streamline their maintenance processes and reduce equipment downtime.

Increased focus on asset management: As businesses strive to increase the effectiveness and longevity of their equipment, asset maintenance is taking on more significance as a component of CMMS software.

Greater emphasis on user experience: User experience is becoming a greater focus for CMMS software vendors, as they aim to make their software more user-friendly and intuitive for maintenance personnel.

These trends indicate that Computerized Maintenance Management System (CMMS) software is becoming more advanced and accessible, providing organizations with a more effective way to manage their maintenance operations and improve the reliability of their equipment.

Conclusion

In short, CMMS software helps an organization in facility management and generate reports for asset performance that help asset manager to focus on other important tasks, perform maintenance task and reduce maintenance costs, etc., through which an organization can take data driven decisions.