A Computerised Maintenance Management System (CMMS) is a software platform that centralises all maintenance-related data, processes, and workflows. CMMS software enables organisations to manage assets, schedule and track maintenance tasks, control inventory, monitor costs, and generate compliance and performance reports.
A Computerised Maintenance Management System (CMMS) is a software platform that centralises all maintenance-related data, processes, and workflows. CMMS software enables organisations to manage assets, schedule and track maintenance tasks, control inventory, monitor costs, and generate compliance and performance reports. The core function of a CMMS is to transform maintenance from a reactive, break-fix approach to a proactive, planned, and data-driven discipline.
Key terms:
CMMS meaning: Computerised Maintenance Management System
CMMS software: The digital platform managing maintenance data and workflows
CMMS maintenance: Maintenance strategies and processes executed through a CMMS
How a CMMS Works
A CMMS operates as both a structured data model and a workflow engine. It organises and automates every aspect of maintenance management, from asset registration to work execution and performance analysis.
FaultFixers PPM Matrix
Core Records in a CMMS
Assets and equipment: Detailed records include model, serial number, criticality, meters, warranty, and bill of materials (BOM). Assets are organised in parent-child hierarchies and mapped to locations.
Locations and facilities: Physical or logical groupings, such as site, building, floor, room, or production line, supporting nested structures.
Work requests: Intake tickets submitted by operators or occupants to report issues or service needs.
Work orders: Authorised maintenance jobs with defined scope, priority, safety steps, checklists, estimated labour, parts, and completion details.
Preventive maintenance (PM): Recurring maintenance tasks based on time, usage, or condition, often including inspections.
Parts/MRO inventory: Stock items with reorder points, suppliers, lead times, costs, and storeroom locations.
Vendors/contractors: Supplier contacts, service agreements, RFQs/POs, and performance tracking.
Labour: Technician profiles, skills, certifications, rates, and scheduling.
Meters and sensors: Data such as runtime, cycles, temperature, and vibration, used to trigger maintenance.
Documents: SOPs, manuals, drawings, photos, and videos.
Costs and accounting tags: Labour, parts, and miscellaneous costs, linked to GL codes, cost centres, and projects.
Maintenance Workflows
A typical maintenance workflow in a CMMS includes:
Request intake: Operators submit work requests via web portal, mobile app, email, or QR code.
Triage and approval: Maintenance reviews requests, applies priorities and service levels, and approves or rejects.
Planning and assignment: Define scope, add tasks, parts, and safety steps, and assign them to technicians.
Execution: Technicians receive work orders on mobile devices, follow checklists, log time and parts, and capture photos.
Close-out: Record completion, failure codes, root cause, corrective actions, and update asset history.
Reporting: Automated dashboards and reports update KPIs, compliance logs, and cost analysis.
Maintenance Strategies Supported
Preventive maintenance (PM): Scheduled tasks based on time or usage intervals.
Predictive maintenance (PdM): Condition-based triggers from sensors or inspections.
Condition-based maintenance (CBM): Inspections with pass/fail or measured values that generate corrective work.
Run-to-failure (RTF): For non-critical assets where planned failure is acceptable.
Mobile CMMS
Technician app: Receive assignments, view procedures, log time and parts, capture media, and collect digital signatures.
Offline mode: Work without connectivity; sync data when reconnected.
Barcode/QR support: Scan assets and parts for fast record access and inventory control.
Voice notes and quick updates: Accelerate data capture and improve accuracy.
On-premise: Deployed on organisation’s servers, full control over data and updates, higher upfront costs, suited to strict network or data residency requirements.
The Core CMMS Software Features
At its heart, a CMMS provides a comprehensive suite of features designed to streamline and automate maintenance operations. These core functionalities serve as the backbone of an effective maintenance program, enabling organisations to move beyond manual processes and embrace a data-driven approach to asset management.
From managing work orders and preventive maintenance schedules to overseeing asset health and inventory, these features work synergistically to enhance efficiency, reduce costs, and extend the lifespan of critical assets.
Core Features of a CMMS
Work Order Management
Work order management in a CMMS involves the comprehensive process of creating, tracking, assigning, and completing maintenance tasks. It covers everything from initial request to final close-out, ensuring efficient execution and record-keeping. Features include:
Multiple intake channels: Web, email, mobile, operator HMI, QR codes
Approvals and prioritisation: SLAs, risk scoring, escalation rules
Checklists and procedures: Standardised steps, measurements, safety protocols
Failure codes and cause tracking: Structured reliability data
Labour capture: Clock-in/out, craft, shift, overtime, comments
Attachments: Photos, manuals, annotated images
Closing rules: Enforce data quality and compliance
Preventive Maintenance Scheduling
Preventive Maintenance (PM) Scheduling within a CMMS is the systematic process of planning and executing maintenance tasks at predetermined intervals to prevent equipment breakdowns and ensure optimal performance. It's a proactive approach designed to extend asset lifespan, reduce unexpected downtime, and improve overall operational efficiency.
Key aspects of Preventive Maintenance Scheduling include:
PM templates: Calendar-based and usage-based
Nested and seasonal PMs: Task sets by season or run-hours
Inspections and routes: Multi-asset rounds with readings
Auto-generation: PMs create work orders by due date or meter
Compliance tracking: Audit-ready logs and overdue counts
Asset and Equipment Management
Asset and equipment management within a CMMS is the process of centrally managing detailed information about all an organization's physical assets. This includes tracking technical specifications, warranty details, bills of materials (BOM), and manuals.
It also involves organizing assets into logical hierarchies and locations (e.g., parent-child relationships, production lines, or sites), assigning criticality scores based on risk, integrating with meters and sensors for real-time data, and managing warranty and service contracts to avoid unnecessary costs. This functionality provides a comprehensive overview of each asset's history and current status, enabling informed decisions about maintenance, utilization, and replacement.
Hierarchies and locations: Parent-child, lines, sites
Criticality scoring: Risk-based prioritisation
Meter readings: IoT/SCADA/BMS integration
Warranty and service contracts: Avoid out-of-warranty costs
Inventory and MRO Parts
Inventory and MRO (Maintenance, Repair, and Operations) Parts management within a CMMS focuses on the efficient tracking and control of all spare parts, consumables, and materials needed for maintenance activities.
This functionality ensures that the right parts are available when needed, preventing delays in repairs and reducing carrying costs associated with excess inventory. It encompasses a range of features designed to optimize stock levels, streamline procurement, and improve overall operational efficiency.
Stock control: Min/max, reorder points, EOQ, lead time, valuation
Maintenance Planning and Scheduling within a CMMS is the strategic process of organizing and optimizing maintenance work to maximize efficiency and minimize disruption.
It involves looking at the current workload, estimating the resources required (like labor and parts), and then assigning tasks to technicians in a way that makes the most sense. This functionality helps ensure that the right work gets done at the right time, with the right resources, improving overall productivity and asset uptime.
Planner role: Review backlog, estimate labour/parts, standardise jobs
Wrench-time optimisation: Reduce travel/waiting, sequence jobs
Capacity and constraints: Skills, certifications, shift calendars
Purchasing and Procurement
Purchasing and Procurement within a CMMS streamlines the acquisition of parts, materials, and services necessary for maintenance. It involves managing the entire process from identifying needs to receiving goods, ensuring cost-effectiveness and timely availability of resources. This functionality often includes:
Receiving and invoicing: Three-way match, cost roll-up
Compliance and Audit Trails
Compliance and audit trails within a CMMS refer to the system's ability to document and track all changes, actions, and historical data related to maintenance activities. This functionality is crucial for organizations to meet regulatory requirements, industry standards, and internal policies, as well as to provide a clear, immutable record of operations for auditing purposes. Key features include:
Audit logs: Track changes and user actions
Electronic signatures: Regulated environments
Standards support: ISO 55001, GMP, HIPAA
Document control: Versioning, controlled SOP distribution
Reporting and Dashboards
Reporting and dashboards in a CMMS provide real-time insights into maintenance performance and asset health. They transform raw maintenance data into actionable information through visualisations and key performance indicators (KPIs).
Out-of-the-box KPIs: PM compliance, MTTR, MTBF, backlog, cost by asset
Real-time dashboards: Role-based views for all levels
Integrations and APIs
Integrations and APIs within a CMMS refer to the system's ability to connect and exchange data with other software applications.
APIs (Application Programming Interfaces): These are sets of definitions and protocols that allow different software applications to communicate with each other. In the context of a CMMS, APIs enable external systems to send data to the CMMS (e.g., sensor readings, new work requests) or retrieve data from it (e.g., asset history, work order status). They provide a standardized way for systems to interact, fostering flexibility and custom development.
Integrations: These are the actual connections established between the CMMS and other systems, often built using APIs. They automate data flow and workflow synchronization between different departments or technologies. Common CMMS integrations include:
ERP/EAM/Finance Systems: To synchronize general ledger codes, purchase orders, inventory levels, and cost data. This ensures financial accuracy and streamlines procurement processes.
BMS/SCADA/IoT Platforms: To receive real-time data from building management systems, supervisory control and data acquisition systems, and various IoT sensors. This data (e.g., temperature, pressure, machine runtime) can trigger condition-based maintenance tasks or provide insights into asset health.
HR/SSO Systems: For user provisioning, authentication, and single sign-on (SSO), simplifying user management and enhancing security.
BI (Business Intelligence) Tools: To export CMMS data to dedicated analytics platforms for deeper insights, custom reporting, and predictive analysis.
GIS (Geographic Information Systems) and Telematics: To integrate map-based asset views and data from vehicle tracking systems (e.g., GPS location, engine hours) for fleet maintenance.
The goal of integrations and APIs is to create a more cohesive and automated operational environment, reducing manual data entry, improving data accuracy, and enabling better decision-making across the organization.
Mobile CMMS
Mobile CMMS refers to the functionality of a Computerised Maintenance Management System that allows maintenance teams to access and manage their tasks and data from mobile devices like smartphones and tablets. It extends the core capabilities of a desktop CMMS to field technicians, enabling them to work efficiently on the go.
Productivity: Faster response, improved data quality
Adopting CMMS (Computerized Maintenance Management System) software delivers measurable improvements across various facets of an organization, including maintenance operations, overall business operations, and financial performance.
Maintenance Operations
CMMS software optimizes maintenance activities by providing tools for:
Preventive Maintenance Scheduling: Automating the scheduling of routine inspections and maintenance tasks to prevent equipment breakdowns and extend asset lifespan.
Work Order Management: Streamlining the creation, assignment, tracking, and completion of work orders, ensuring efficient resource allocation and task execution.
Asset Management: Centralizing information about all assets, including their history, specifications, warranty details, and maintenance schedules, enabling better decision-making regarding asset utilization and replacement.
Inventory Management: Optimizing spare parts inventory, reducing stockouts and excess inventory, and improving the availability of critical components for repairs.
Predictive Maintenance Integration: Facilitating the integration of sensor data and analytics to predict potential equipment failures, allowing for proactive maintenance and minimizing downtime.
Operational Improvements
The benefits of CMMS extend beyond the maintenance department, impacting overall operations through:
Reduced Downtime: By minimizing unexpected equipment failures and optimizing maintenance schedules, CMMS significantly reduces costly production downtime.
Increased Efficiency: Automation of tasks, improved communication, and better resource allocation lead to increased operational efficiency across the board.
Enhanced Safety: Regular maintenance and proactive identification of potential issues contribute to a safer working environment by reducing the risk of equipment malfunctions.
Improved Compliance: CMMS helps organizations meet regulatory requirements and industry standards by providing detailed records of maintenance activities and compliance audits.
Better Resource Utilization: Optimizing the use of labor, materials, and equipment through intelligent scheduling and tracking.
Financial Gains
The strategic implementation of CMMS software translates into significant financial advantages:
Cost Savings: Reductions in maintenance costs due to fewer emergency repairs, optimized inventory, and extended asset life.
Increased Productivity: Less downtime and more efficient operations directly lead to higher productivity and output.
Improved Return on Assets (ROA): By maximizing asset uptime and performance, organizations can achieve a better return on their capital investments.
Reduced Capital Expenditures: Proactive maintenance can extend the life of existing equipment, delaying the need for expensive new purchases.
Better Budgeting and Forecasting: Comprehensive data on maintenance costs and asset performance allows for more accurate financial planning and forecasting.
In essence, CMMS software acts as a central nervous system for an organization's physical assets, providing the data, tools, and insights necessary to transition from reactive to proactive maintenance strategies, ultimately driving significant improvements in performance, efficiency, and profitability.
Key benefits:
Reduced downtime and breakdowns: Research shows mature PM/PdM practices can reduce unplanned downtime by 10–30%, directly increasing uptime and OEE.
Lower maintenance costs: Organisations report 5–20% cost reductions through better planning, optimised PM intervals, and fewer emergency callouts.
Optimised parts spend: Inventory right-sizing and vendor consolidation can cut parts spend by 10–25% and reduce stockouts by up to 70%.
Faster response times: Standardised workflows and kitting lower MTTR by 10–40%.
Extended asset life: Systematic PMs and condition monitoring prevent premature wear and catastrophic failures.
Improved safety and compliance: Documented procedures, lockout/tagout records, and audit trails reduce incidents and regulatory risk.
Enhanced visibility and collaboration: Shared dashboards align maintenance, operations, and finance, supporting data-driven decisions.
CMMS vs EAM vs CAFM vs ERP vs APM
Understanding the distinctions between various asset management and maintenance software solutions is crucial for selecting the right system for your organization.
While often used interchangeably, terms like CMMS, EAM, CAFM, ERP, and APM represent distinct functionalities and scopes. This section clarifies the unique focus and overlap of each system to help you make an informed decision.
CMMS vs EAM (Enterprise Asset Management)
Category
CMMS
EAM
Scope
Maintenance execution: work orders, PMs, inventory, labour, and maintenance costs.
Full asset lifecycle: design, commissioning, reliability, capital planning, and depreciation.
From large-scale industrial manufacturing to essential public services and hospitality, a CMMS serves as a critical tool for ensuring efficiency, compliance, and asset longevity. Understanding who benefits most from these systems highlights the universal applicability and strategic value of effective maintenance management.
Industries
Manufacturing: Discrete and process plants manage PMs, changeovers, and reliability; integrate with PLC/SCADA.
Facilities management and real estate: Building systems, occupant requests, compliance logs, seasonal PMs.
Implementing a Computerised Maintenance Management System (CMMS) is a significant step towards modernising your maintenance operations. This guide provides a structured approach to setting up your CMMS, from initial planning and data preparation to user training and ongoing optimisation. A successful implementation ensures seamless integration with your existing workflows, empowering your team with the tools needed for proactive, data-driven maintenance.
Step 1: Readiness and Goal Setting
Define objectives: Examples—reduce unplanned downtime by 20%, raise PM compliance to 90%, halve stockouts.
Choosing the right CMMS software involves a thorough evaluation of your organization's specific needs and objectives.
Start by identifying the core functionalities you require, such as work order management, preventive maintenance scheduling, and asset tracking. Consider the scalability of the software to ensure it can grow with your business, and evaluate the ease of use to ensure high adoption rates among your team. Here's a quick checklist you can use.
Requirements Checklist
Core: Work orders, PMs, asset registry, inventory, purchasing, reporting.
Mobility: Native apps, offline, barcode/QR, media capture.
Ease of use: Intuitive UI, technician adoption.
Reporting: Standard KPIs, custom dashboards, scheduled reports.
Integrations: ERP, SSO, IoT/BMS/SCADA, BI, open API.
Compliance: Audit trails, e-signatures, data retention.
Scalability: Multi-site, multi-language, high performance.
Terms: Annual/multi-year discounts, data export clauses.
Proof of Concept
Scope: 2–3 high-impact assets/lines, defined KPIs.
Success criteria: User adoption, data completeness, measurable improvements.
Validation: Time-and-motion studies for productivity gains.
CMMS Pricing and ROI Calculation Examples
Understanding the financial implications of a Computerized Maintenance Management System (CMMS) is crucial for any organization looking to optimize its maintenance operations. This guide delves into typical cost ranges, key cost drivers, potential hidden expenses, and a practical model for calculating the return on investment (ROI).
The cost of a CMMS can vary significantly based on the size and complexity of your organization, as well as the specific features and support levels required.
Enhanced support (dedicated account management, custom development)
Asset-based Pricing Plans
£0.80–£4 per asset/month
Ideal for high-asset organizations with small maintenance teams
Often includes user caps or tiered pricing per asset volume
Access to core maintenance features, scaled by asset count
What are the Key Cost Drivers?
Several factors directly influence the overall cost of a CMMS implementation and ongoing usage:
User and Site Count: The number of individuals who will be using the CMMS (technicians, supervisors, managers, storeroom personnel) and the number of physical locations or sites where the system will be deployed are primary cost drivers. More users and sites generally translate to higher licensing fees.
Modules and Features: The specific modules and functionalities you require will significantly impact the price. Basic work order management is standard, but features like advanced analytics, predictive maintenance capabilities, sophisticated inventory control, or integrations with other business systems will add to the cost.
Data Migration and Integrations: The effort required to migrate existing maintenance data into the new CMMS and to integrate it with other critical business systems (e.g., ERP, accounting software) can be a substantial upfront cost. Complex data structures or a high volume of legacy data will increase this expense.
Compliance Features: For industries with stringent regulatory requirements (e.g., pharmaceuticals, food and beverage, energy), CMMS solutions offering specific compliance features (e.g., audit trails, electronic signatures, validation support) often come at a premium.
Implementation Services: This includes professional services for system setup, configuration, user training, and ongoing technical support. The level of service required, from basic self-guided implementation to full-service managed deployment, will directly affect the total cost.
A Simple ROI Model for CMMS
Calculating the Return on Investment (ROI) for a CMMS is essential to justify the expenditure and demonstrate its value. A simplified model helps in understanding the core components:
Annual ROI (%) ≈ [(Avoided downtime cost + Labour productivity gains + Parts savings + Extended asset life value) − Total CMMS cost] ÷ Total CMMS cost × 100
This formula highlights the key areas where a CMMS generates financial benefits, which are then weighed against the total cost of the system.
Example Calculation:
Let's illustrate with a practical example:
Avoided Downtime Cost: By proactively addressing maintenance issues, the CMMS helps prevent costly equipment breakdowns. If 40 hours of downtime are avoided annually, at a cost of £4,000 per hour of downtime, the savings amount to £160,000.
Labour Productivity Gains: A CMMS streamlines work orders, reduces travel time, and provides technicians with instant access to information, leading to increased efficiency. A conservative estimate of a 10% productivity gain for 10 technicians, each working 2,000 hours annually at an average rate of £35 per hour, results in a saving of £70,000 (10% of 10 techs × 2,000 hrs × £35/hr).
Parts Savings: Improved inventory management, optimized purchasing, and reduced emergency repairs can lead to significant savings on spare parts. A 12% saving on an annual parts expenditure of £200,000 translates to £24,000.
Extended Asset Life Value: Effective preventive maintenance and optimized asset care extend the operational lifespan of equipment, delaying costly capital expenditures for replacements. This can be valued at £20,000 in this example.
Total Value Generated: Summing these benefits, the total value generated by the CMMS is £274,000 (£160,000 + £70,000 + £24,000 + £20,000).
Total CMMS + Services Cost: Assuming an annual cost for the CMMS software, implementation, and ongoing services of £60,000.
ROI Calculation:
ROI ≈ (Total Value Generated − Total CMMS Cost) / Total CMMS Cost × 100
ROI ≈ (£274,000 − £60,000) / £60,000
ROI ≈ £214,000 / £60,000
ROI ≈ 3.5667
ROI ≈ 357% (rounded)
This example demonstrates a compelling ROI, highlighting how a well-implemented CMMS can deliver substantial financial benefits through reduced costs, improved efficiency, and extended asset longevity. While this is a simplified model, it provides a strong foundation for evaluating the economic justification of a CMMS investment.
11 Maintenance KPIs to Track
Effective maintenance management is crucial for operational efficiency, asset longevity, and cost control. A robust Computerized Maintenance Management System (CMMS) empowers organizations to track and analyze various Key Performance Indicators (KPIs) that provide valuable insights into maintenance effectiveness.
By closely monitoring these KPIs, businesses can identify areas for improvement, optimize resource allocation, and make data-driven decisions to enhance overall performance.
Here are 11 essential maintenance KPIs to track within a CMMS:
PM Compliance (Preventive Maintenance Compliance): This KPI measures the percentage of scheduled preventive maintenance tasks that are completed on time. High PM compliance indicates a proactive maintenance strategy, which helps in preventing unexpected breakdowns, extending asset lifespan, and reducing emergency repairs. A low compliance rate, conversely, suggests potential backlogs, resource shortages, or scheduling inefficiencies that could lead to increased reactive maintenance.
Planned Maintenance Percentage (PMP): PMP quantifies the proportion of total maintenance hours that are dedicated to planned, proactive activities compared to reactive, unplanned work. The target for PMP typically ranges from 60% to 80%, signifying a healthy balance where the majority of maintenance efforts are strategic and preventative. A higher PMP generally correlates with reduced downtime, lower overall maintenance costs, and improved safety.
Wrench Time (Tool Time): Wrench time, also known as active tool time, measures the actual time maintenance technicians spend actively working on a task, as opposed to time spent on travel, administrative duties, or waiting for parts. A target of 45-55% or more indicates efficient utilization of technician time. Improving wrench time often involves better planning, clear work instructions, readily available parts, and minimizing non-value-added activities.
Backlog Size and Age: This KPI tracks the volume and age of outstanding maintenance work orders, often categorized by craft or skill type. A healthy backlog size is typically 2–4 weeks' worth of work, suggesting a manageable workload without excessive delays. An aging backlog or a rapidly growing backlog can indicate insufficient resources, poor scheduling, or an inability to address maintenance needs in a timely manner, potentially leading to asset deterioration and increased risk of failure.
MTTR (Mean Time to Repair): MTTR measures the average time it takes to repair a failed asset from the moment of failure detection to the completion of the repair and return to service. A lower MTTR indicates efficient troubleshooting, readily available parts, and skilled technicians, all contributing to minimized downtime and production losses.
MTBF (Mean Time Between Failures):MTBF is a reliability metric that represents the average operating time between consecutive failures of a repairable asset. A higher MTBF signifies greater asset reliability, reduced frequency of breakdowns, and improved overall operational stability. By analyzing MTBF, organizations can identify recurring issues and implement corrective actions to extend asset life and reduce unplanned downtime.
OEE (Overall Equipment Effectiveness): OEE is a comprehensive metric that combines three critical factors: Availability, Performance, and Quality.
Availability: Measures the percentage of time equipment is available to run when it is scheduled to run.
Performance: Assesses how fast the equipment runs compared to its maximum possible speed.
Quality: Determines the percentage of good parts produced compared to the total parts started. A high OEE score indicates highly efficient and productive operations, making it a powerful indicator for continuous improvement initiatives.
Inventory Turns and Stockouts: These KPIs focus on the efficiency of maintenance spare parts inventory management.
Inventory Turns: Measures how many times inventory is sold or used over a specific period. A higher inventory turn rate generally indicates efficient inventory management and reduced carrying costs.
Stockouts: Tracks instances where required parts are unavailable when needed, leading to delays in maintenance tasks. Balancing capital tied up in inventory against the risk of service interruptions due to stockouts is crucial for optimal inventory management.
First-Time Fix Rate: This KPI represents the percentage of maintenance tasks that are successfully completed during the initial visit without requiring return trips. A high first-time fix rate indicates accurate diagnostics, effective repairs, and well-equipped technicians, leading to reduced labor costs, improved customer satisfaction (if applicable), and minimized asset downtime.
Work Order Cycle Time: This metric measures the total time elapsed from the creation of a maintenance request to the final completion and closure of the work order. A shorter work order cycle time indicates efficient administrative processes, prompt scheduling, and effective execution of maintenance tasks, contributing to quicker resolution of issues.
Mean Time Between Scheduled Maintenance (MTBSM): This KPI validates the effectiveness and appropriateness of preventive maintenance frequencies. By analyzing the average time between scheduled maintenance interventions, organizations can fine-tune their PM schedules to ensure that assets are maintained optimally without being over-maintained or under-maintained. This helps in maximizing asset lifespan while minimizing unnecessary maintenance costs.
By consistently tracking and analyzing these KPIs within a CMMS, organizations can gain a holistic view of their maintenance operations, pinpoint areas for improvement, and implement strategies that drive operational excellence, reduce costs, and enhance asset reliability.
