use of information
technology to assist with the effective stewardship of the assets.
computerized system to assist with the effective and efficient
management of maintenance
activities through the application of
computer technology, hardware and software.
Scope of the CMMS
The CMMS generally includes activities that
track, monitor, measure and control maintenance, such as:
and tracking of work orders
and storing standard jobs, bills
of materials and
applications parts lists.
with human resources where maintenance is conducted by own forces.
A CMMS is often integrated with
support systems such as inventory control, purchasing, accounting
and human resources.
Before an organization considers a CMMS they should go through the following preliminary steps:
There are many different CMMS products on the market, the majority of which are not suited to small organizations.
the existing document storage systems being used by the organization
(for drawings, service contracts, work orders, etc.)
- Confirm whether the organization have an appropriate asset inventory.
whether the organization has a suitable maintenance plan for their
assets. The maintenance plan should provide the maintenance checklists
for the CMMS. Essentially, a CMMS is only as good as the maintenance
checklists entered into the system. Many CMMS do not come with
pre-populated checklists. They are like MSWord or MSExcel – a blank
slate waiting for the user to insert/create the content.
what percentage of the organization’s maintenance is performed in-house
by the organization’s staff vs. 3rd party contractors. This is
going to have a huge impact on the type of CMMS that may be appropriate.
the main reasons why the organization wants the CMMS: To serve as
timekeeper with alerts of upcoming activities? To coordinate O&M
staff? For recordkeeping of completed tasks? To generate financial
reports for management? Etc.
- Answer the CMMS questionnaire (see below) to determine if the organization has the necessary commitments and resources
- Confirm the organization’s annual maintenance budget.
- Research different maintenance software platforms.
small to medium organizations do not even make proper use of their
CMMS. I cannot tell you how many facility managers have told me
that their CMMS simply gathers dust or that it does not do what they
want it to do.
Many organizations think that a CMMS is going to
help solve their problems but this is often not the case. After
purchasing the product, they come to realize that what they really
needed was a good maintenance plan and good service agreements with 3rd
The following list includes
some question that the organization should ask itself when considering
a CMMS.Inserted below is a simple questionnaire to help an organization
determine whether they are ready for a CMMS.
The following list contains a mechanism for scoring the organization relative to its response to each of the precedit questions.
- Does management really know what a CMMS is and what it can do?
- How would you grade top management’s level of commitment to the idea of implementing a CMMS?
likely is it for management to frequently and consistently use the
information provided by a CMMS to aid on their decision-making process?
- How would you grade the technical know-how of the personnel involved in inputting and extracting information from the CMMS?
- How well are the organization CMMS needs specified?
likely is it that there will be one (or more) people responsible to
ensure the quality of the information entered on the CMMS?
- How organized is the maintenance department with whatever tools are currently at their disposal?
- How aware and ready is the maintenance for an increase in administrative workload?
is the likelihood that customer, regulatory or insurance requirements
will demand easy and prompt access to maintenance log information?
likely is it that the natural resistance to change of all people
involved can be overcome (especially if the current procedures – or
lack thereof – has been in place for some time)?
- The organization is probably not ready for a CMMS and the
investment will probably be not worthwhile at least for now.
- The new CMMS has a fair chance to succeed, but there are some items
that need to be further developed. To decrease your risk, it is better
to work on your rank before you go ahead with any commitment
- 60%-80% - You have a fair chance for success and continuous correct CMMS use. Most companies will probably score on this range.
- 80%-100% The organization stands to benefit greatly from a CMMS.
Problems with CMMS
- Sometimes too complicated
- Need to be pre-populated with maintenance checklists and intervals
Examples of CMMS
See list of asset management software
Listed below are some examples: