Any company or organization usually has a great deal of information related to its maintenance operations. In order to carry out smooth work production, this information needs to be filed carefully, and must be easily accessible to company personnel as and when required. In the present technological age, most of the required information can be stored digitally, and this storage is done with the help of a Computerized Maintenance Management System (CMMS) software package.
This software can help an organization successfully plan and implement its maintenance operations. This ensures the maximizing of equipment uptime, cuts down on the need for emergency repairs, reduces production costs and saves time, brings about better and more effective production, and thereby increases profit.
It stores maintenance-related information and keeps track of:
- Work orders
- Scheduled jobs
- Ongoing production
- Personnel to be assigned
- Assigned personnel
- Equipment histories
- Stored spare parts and where they are stored
- Materials to be reserved
- Supplies to be ordered
- Existing problems
- Problems that could arise
- Problem resolution details
- Actions to be taken in future
With this software, an organization can efficiently manage preventive maintenance, asset management, and inventory control. It can record costs, equipment data, equipment warranty, purchase date, shipment receipts, and servicing information. CMMS software also keeps a record of work specifications, lists step-by-step instructions for maintenance procedures, and creates check-lists of both accomplished tasks and to-be accomplished tasks. You can easily check up on the available in-house labor and the contracted labor that is required. You have the facility to quickly access stored CAD drawings, scanned documents, and detailed summary reports. In fact, by facilitating access to accurate information, good software makes work management easier, the execution of tasks simpler, and is practically indispensable to an organization nowadays.
Choosing the Best CMMS Software
You will find a wide variety of software in the market currently, and there are new ones cropping up practically every other day. These can vary in price from the low-end to the high-end, depending on the vendor and the available features, which can be complex, customizable, or simple. It is important to choose one that fits both your requirements and your budget. If you are on a tight budget, you can select a software that meets your immediate maintenance goals, like, for example, listing equipment, scheduling preventive maintenance, and printing work orders, and which allows you to upgrade to better features like barcoding or customized reports later on.
Be sure to buy your software from a reputed vendor, preferably one that has been in business for a few years. This could reduce the chances of the vendor shutting shop overnight, and leaving you with a software that has no technical support or upgrade possibilities.
Your vendor should be willing to provide technical support in the event there is any problem with the software. The software package should be easy and quick to implement, and must be automatically updated periodically to keep abreast with new, emerging technologies. Always ask for a product demonstration before you buy. This way you can find out exactly what the program features are, and see if they are what you require to meet your maintenance goals. Some software packages allow you to customize the program to meet your specific needs.
The software should have easy-to-use tools that allow information to be accessed without any trouble by even those without extensive computer knowledge. Your system should be compatible with different diagnostic systems and different interfaces. The software package should comply with different regulatory standards, like Life Safety, OSHA, and JCAHO.
If chosen wisely, CMMS software can really be of a big help to your organization, and can ensure that your profits are not eaten up by untimely and avoidable maintenance work.