In an ever-changing business world, technology is advancing at a record pace. Completely automated building facilities, innovations in alternative energy, green initiatives, robotic assembly lines, and the use of the Internet have completely changed the ways we perform our jobs, and in a relatively short time. However, not all organizations or facilities are keeping track with technology improvements, either by choice or by misunderstanding the value of the choices they are considering.

One of the most powerful facility management tools that has changed significantly in the last few years is a web based CMMS or Computerized Maintenance Management System. Through regular and accurate input of data, these systems are capable not only of general record-keeping, but evaluating asset data and organizing operations, resulting in a better work flow, decreased breakdowns or down times, and an increased bottom line. But for the maintenance manager just beginning to research a quality CMMS, there can be more questions than answers:

What is a CMMS?

CMMS (Computerized Maintenance Management Systems) is a software system that maintains a database of a company’s maintenance of assets plus a work record of employees or contractors. Initially intended for the manufacturing industry, as well as those businesses focusing on facility, plant or building maintenance, CMMS is now used by airports, health care facilities, janitorial services, property management—almost any industry which schedules maintenance can benefit from the system.

What are some of the specific needs addressed by the system?

Preventive maintenance has always been a priority for CMMS development, since the initial offerings from the 1970’s and 1980’s. Recognizing the importance of an all-inclusive system, today’s web based CMMS can provide tools for preventive maintenance, on demand work orders, quality inspections, employee management or human resources, and inventory control - including material consumption. Some CMMS developers offer custom designed software - any need expressed by the client can be included in the program, and adjusted to fit any changes within the business.

What are some of the newest features or trends in CMMS?

With the advances in Internet development and wireless technology, the introduction of Smart Phone and Tablet mobile technologies has brought a new era to maintenance management. By using any device with an Internet connection, the system can be accessed anywhere in the world, and data can be uploaded and changed in real time. Information is obtained where it’s needed—at the source of the repair or maintenance—so that the job is done right the first time.

Barcode technology is a much talked about feature with today’s systems, and for good reason. Once an asset is assigned a code and the code is affixed to the unit, a single swipe of a barcode reader gives instant information. A technician no longer has to figure out where a certain asset would be listed in the database; instead, the asset "tells" the tech what it is, and instantly provides the necessary data. While using Smart Phones or Tablets, there is no need for an expensive barcode reader, as the camera can read barcodes perfectly.

What type of computer requirements are needed for CMMS?

There are two basic types of implementation; desktop-based systems or web-based systems. With a desktop-based system, you are purchasing software out of a box (or downloaded from the Internet). It is installed on a computer on site, and can be supported through a server or series of servers. How many employees can use the system at a given time is dependent upon how many computers and software licenses are in your network. You may need a dedicated IT professional or department to keep operations running smoothly, and any upgrades, repairs or replacements would be your company’s responsibility.

Web-based systems, on the other hand, are accessed through an Internet connection, so the only requirement on your company’s part is to have a device with an Internet connection, such as a desktop computer, laptop, smart phone, or tablet. This eliminates the need for expensive upgrades to hardware or servers, or for a dedicated IT department. The maintenance and upkeep of the system are handled on the software developer’s end, leaving you with the task of simply using the system to its optimal capabilities.

Which is the "better" system? It’s really dependent upon your individual needs. Some companies like having the system in-house, as this scenario provides more control. Others enjoy the technological aspects of running the system live, not to mention the cost savings of operating the system on devices that they already have.

Can purchasing a CMMS really save me money?

Properly maintained equipment is less likely to break down, saving you in parts, labor, and overtime. Properly maintained equipment also saves energy costs and waste. Employees that are dependable and accountable are a valuable asset to any organization. Having exact figures pertaining to supply consumption improves monthly budgeting. Taking these—and the many other benefits of CMMS—into consideration, there is probably nothing else like a CMMS that will provide your organization with a faster return on investment. And once the ROI is reached, any future savings add directly to your bottom line.

Of course, there are some caveats to this claim. The reports given by the system are dependent upon the regular and proper input of data. If the data is incorrect, or just isn’t there, it’s impossible for the system to do its job. Also, the system can only let you know when maintenance is scheduled for completion. Unless you do your job and make the necessary assignments for the task, the benefits of the system are lost. In other words, you and your staff are as much a factor to the success of the system as the system itself.

We hope this answers some of your most basic questions. During your search for a quality CMMS developer, be sure to ask these, plus any other questions you and your staff may have. It is worth the time to perform thorough research to find the right system for your needs, since the right choice will benefit your organization for many years to come.