What is a Computerized Maintenance Management System (CMMS)?

CMMS is a computer database software package that maintains an organization's human resources and operation functions. The data from this computerized management system improves maintenance workers' effectiveness and the quality of management decisions. CMMS software also improves the verification of regulatory compliance. System CMMS software packages are also referred to as enterprise asset management (EAM).

What Does the Acronym CMMS Stand For?

CMMS is the acronym for computerized maintenance management system.

How Does a CMMS Work?

Any company that heavily relies on asset management to maintain proper operation requires a well-defined maintenance strategy. Some organizations continue to use paper records, but they are easily lost. Paper records also waste resources, and unexpected malfunctions or breakdowns can tremendously reduce an organization's productivity and profitability.

CMMS systems have three functions:

  1. Organizing. This computerized maintenance system organizes asset data and stores it in a central database for easy access. With this easy access feature, companies have essential documentation, such as work orders and information regarding maintenance operations, in one location.
  2. Planning. CMMS software makes preventive maintenance and maintenance management more accessible by allowing organizations to plan for their specific needs ahead of time. Planning maintenance management improves an asset's life cycle and makes production more efficient by reducing downtime.
  3. Auditing. These management systems send notifications to maintenance management teams when different tasks are required or completed. A maintenance team can monitor, audit, and follow-up with various tasks and assignments to ensure the provided data is correct.

The History of CMMS

The following is a brief history of CMMS.

Maintenance Level Ground Zero

In 2018, many advancements that included IoT and sensor data were accepted, but many companies were failing to implement various maintenance management techniques. Although organizations appreciated these new advancements, the problem was the maintenance traceability available on Excel, paper, and asset management software.

In this situation, companies didn't know what was going on within their business, and there was no information available if a breakdown occurred or other maintenance malfunctions happened. Because of these facts, preventive maintenance routines were not implemented, and specific regulations were not followed. On top of these issues, spare parts were not organized, and there wasn't a cloud-based system to control the stock.

The 1980s' Paper Maintenance Evolution

During the 1980s, paper was the primary maintenance component. Although paper maintenance management provides more consistency than ground zero, asset management software was not available. In the '80s, maintenance operations were recorded on paper and included a brief summary of the work order.

Unlike today when CMMS provide the date and time of work orders, this information was not available back then. Other information that was not included in these work orders was the specific equipment being maintained and the name of the individual who completed the work order.

Excel Systems in the 1990s

The Excel-based maintenance management system was created in the early '90s. Even though these spreadsheets were simple, they made it possible to provide follow-up maintenance work orders. The quality of these work orders depended on the maintenance management team's knowledge of completing the work order.

Accessing CMMS

Asset-based work order management software can be as great as the trainee or IT specialist operating the systems. This version of maintenance management was slightly better than the previous Excel-based version because of its integration abilities and the implementation of preventive maintenance and regulatory maintenance operations. At this time, CMMS software was difficult to maintain because of the size of the database.

Industry 1.0

The industry 1.0 CMMS software is a management system of an older generation. This management system enables a team to manage maintenance operations, tasks, spare parts, intervention requests, and other work order management.

However, the industry 1.0 management system is difficult to use and doesn't feature a user-friendly interface. The system is also heavy to parameter and not able to perform beneficial analysis.

Industry 4.0

The industry 4.0 computerized maintenance system provides the most efficient maintenance management tools. This software is easy to use and features an innovative design that enables companies to facilitate their interventions. Its primary objective is to add value to an organization's maintenance program.

What Are the Benefits of a CMMS?

The following are the main benefits of a CMMS.

Asset Visibility

Tracking assets can be a challenge when you have many assets to handle. System CMMS helps companies master enterprise asset maintenance by tracking asset information in real time. Companies have access to enterprise asset information that includes the purchase date, maintenance history, location, efficiency, and more.

The information a system CMMS provides helps businesses make crucial decisions regarding the purchase of new equipment.

Workflow Visibility

System CMMS maintains a database that provides valuable information for management. These cloud-based systems feature customizable dashboards technicians can use to receive real-time updates on work progress. A CMMS system can store manuals, maintenance procedures, and multiple documents.

Having this data handy can save an organization's time, and new operators can use the data for reference.


System CMMS prevents many errors associated with manual scheduling, such as delays. These maintenance management systems can automate various tasks, including audits, shift scheduling, maintenance, and item order when the inventory is low.

By automating these tasks, companies can give their personnel more time to focus on other essential business aspects using management software.

Streamlined Processes

Cloud-based maintenance management software systems can also streamline different business processes, including work orders. This type of enterprise asset management provides complete transparency work order statuses so the parties involved can promptly take necessary actions.

Managing Field Workforces

One of the most significant benefits of CMMS is managing field workforces. Cloud-based computerized maintenance provides advances in connectivity and mobility, allowing internal teams and external partnerships to coordinate their needs cost-effectively.

Preventive Maintenance

Preventive maintenance reduces the need for continuous corrective maintenance based on the vulnerability of a particular asset. With this maintenance management software, managers can schedule repairs or preventive maintenance tasks ahead of time to prevent equipment failure and reduce company downtime.

Consistency and Knowledge Transfer

Cloud-based management systems, such as CMMS, can store valuable information regarding maintenance procedures, including repair manuals, media, and documentation. This maintenance management is easily accessible for new management team members to review and reference at any time.

Compliance Management

Maintaining compliance with various guidelines and laws is paramount for any business. Many organizations have regular audits and multiple licenses to maintain, and there's little to no room for errors. Audits require extensive paperwork, and cloud-based management software can generate the necessary reports to ensure all requirements are met.

Health, Safety, and Environment

Computerized maintenance management systems can reduce the amount of risk on every job. Accidents while on the job increase when workers do not take the necessary safety precautions. A cloud-based CMMS system makes it easier for companies to create work orders while ensuring the work team's safety by providing material safety data sheets, checklists, safety procedures, and more.

Who Uses CMMS Software?

Many industries use CMMS software, including manufacturing, educational institutions, healthcare, and facility management.

What Is the Best CMMS Software?

Companies who are looking for the best CMMS software should consider the needs of their organization. The best cloud-based computerized maintenance management systems feature software that helps with preventive maintenance and provide user-friendly dashboards. These help businesses with management EAM and specific computerized operations that make compliance and regulation less of a hassle.

The best CMMS software eliminates the need to record essential maintenance on paper and other record-keeping methods prone to human error. This software is excellent for organizing, tracking, and automating various maintenance tasks that reduce company downtime and equipment failure. The global CMMS software market is valued at a whopping $896.5 million and is expected to exceed $1,200 million by the year 2025. This cloud-based computerized software reduces manual labor, increasing worker safety. Organizations of all sizes and different industries can benefit from cloud-based management systems.

Companies who want to gain a competitive edge should consider using a cloud-based maintenance system. The best CMMS system will help companies operate more efficiently and accurately complete more tasks in less time.

Organizing and tracking valuable information has never been easier. Using innovative technology is at the forefront of business success. Innovative cloud-based technology enables businesses to have valuable reports at their fingertips at any given time, helping them to remain reliable for their customers. CMMS is the future of success for companies in all industries.

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