CMMS Software Buyer's Guide
The Best CMMS Software Tracks, Manages, Maintains and Optimizes Equipment, Fleets and Facilities
By Sheila Kennedy, contributing editor and Technology Toolbox columnist for Plant Services
The purpose of a computerized maintenance management system (CMMS) is to computerize the daily maintenance and upkeep functions of your organization’s assets. CMMS is one of the most varied markets out there, and setting firm goals for your needs can make all the difference when selecting a platform. This guide will set out what you should expect from a CMMS system, the differences between CMMS and facilities maintenance or enterprise asset management systems, and some CMMS selection guidelines and tips.
- CMMS serves to track, manage and maintain an organization’s assets.
- Core CMMS functionality includes asset management, work order management, inventory management and maintenance management.
- Extended CMMS capabilities include procurement, materials, program and fixed asset management, as well as reporting/BI tools and integration options.
- When choosing a CMMS, buyers need to consider their goals for the system, their unique needs and their expectations from a vendor.
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See how the CMMS Software fare against the most common key requirements
Benefits and Functions of CMMS Systems
Computerized maintenance management systems (CMMS), enterprise asset management software (EAM) and facilities management software (FM) are used by asset owners and maintenance service providers to track, manage, maintain and optimize equipment, fleets and facilities.
Asset failures and lengthy repairs are not just a maintenance expense; they impact the productivity and performance of the organization as a whole. Failures that have health, safety or environmental (HS&E) consequences take a much greater toll.
The benefits of CMMS /EAM software helps to mitigate these risks by improving visibility and control of all asset and maintenance-related activity. It protects an organization’s enormous capital investment by enabling timely, effective inspections and maintenance of the assets and components, with the goal of maximizing uptime and efficiency, and prolonging their useful life. It helps to ensure that the parts and spares used in facility maintenance, repairs and overhauls (MRO) are stocked adequately, but not excessively, and are available when needed. It also provides a means to improve operational efficiency, reduce maintenance costs, increase asset availability, optimize the return on assets (ROA) and comply with regulations and industry standards such as ISO 55000.
Purchasers of CMMS/EAM/CAFM software seeking to achieve these objectives need to evaluate their implementation goals and weigh the functionality, technology and infrastructure options. Vendor experience and viability should also be compared.
Demonstrations of the selected software help to screen out solutions that are lacking in key capabilities or are not sufficiently intuitive. A detailed request for information (RFI) or request for proposal (RFP) will help to guide the demos and discussions and formulate a gap analysis. The vendor responses will help you develop your business case for funding and essential executive support.
EAM vs CMMS vs Facilities Management — What’s the Difference?
EAM (enterprise asset management) and CMMS programs are sometimes used interchangeably, but this isn’t quite correct. One way to look at it is that EAM contains a broader umbrella of functions and capabilities related to the lifecycle management of an organization’s assets, while CMMS has a narrowed focus on maintenance. Most EAM will feature CMMS capabilities, but not all CMMS will be able to perform EAM functions. Here’s an article to give you a more in-depth comparison of these types of software. Facilities management is an even more niche system that offers some limited CMMS and EAM capabilities with a focus on maintaining and managing facilities like apartment complexes or industrial plants.
Expert recommendations and analysis on the top CMMS Software
CMMS Implementation Goals
Companies currently managing their assets, work and inventory using spreadsheets or homegrown systems will have very different needs than those already proficient with CMMS software. Available options range from standalone CMMS software to best-of-breed EAM solutions to enterprise resource planning (ERP) CMMS/EAM modules. Determine upfront your basic business requirements and goals, and get input from the vendors where required. These are some goals you can set for your CMMS programs to make the most of your implementation:
Improve Maintenance Performance and Consistency Based on Data
CMMS systems track data from your assets and record it in order to better perform maintenance before the asset breaks down. This preventive maintenance feature can schedule maintenance to reduce the need for repairs.
Prioritize Tasks and Reduce Miscommunications
With CMMS software, tasks can be assigned to individuals, prioritized and processed in an organized manner. No one will ever have to ask who is supposed to be performing a given task or if a task has been completed. Your email inbox will thank you for the reduced internal communication flow.
Automate Maintenance Processes
When tasks like maintenance reminders and work order organization can be automated, it reduces the need for users to manually track and manage maintenance needs. This not only frees up valuable time for more important tasks, it also reduces human error and streamlines workflow throughout the organization.
Increase Control Over Assets
It’s important to always be aware of the condition of your assets. CMMS software allows users to track minute details of individual assets such as warranty information, maintenance history and MTBF (mean time between failure) data.
Expert recommendations and analysis on the top CMMS Software
Core CMMS Functionality
The base functionality in most CMMS solutions will satisfy the needs of companies trying to get a handle on maintenance and inventory efficiency and costs, reduce downtime and improve equipment reliability. CMMS/EAM solutions typically provide centralized databases for assets, inventory, bills of materials (BOMs) and pre-planned preventive maintenance (PM) work orders. Vendor, HR, documentation and other databases may be included or accessible through system integrations. Application interfaces are commonly available to integrate asset and maintenance costs with the corporate general ledger (GL).
CMMS/EAM software provides centralized visibility into all maintenance and inventory activities and requirements, as well as related costs. They enable efficient work planning and scheduling, help to ensure parts are on hand when needed (but not overstocked), and capture history to facilitate maintenance and capital investment decisions going forward.
The following modules make up the list of top features of CMMS software:
Asset management offers a range of features for keeping tabs on your organization’s assets. It stores a range of informational data like asset information such as images, documents, spare parts information, warranty info, serial numbers and installation dates, equipment locations and historical work order data. Your organization shouldn’t have to shuffle through filing cabinets to find critical operating manuals or physically inspect an an asset to read its ID tag. All relevant information related to asset management can be accessed through the system via different interfaces such as interactive floor plans for accurate asset mapping, a standard grid format, or even a calendar interface.
Work Order Management
Work order processing is the hub of an automated maintenance system. With this module users can assign tasks to users and prioritize them to ensure that everyone knows what needs to be done by whom and in what order. Work orders in a digital format are also more flexible than their paper counterparts, and allow users to update and modify them as needed.
Inventory management in a CMMS setting focuses on the tracking and organization of spare parts. It’s all too easy to run out of or misplace crucial parts which can set asset repair back significantly, costing you time and money. This CMMS feature is especially vital for large-scale maintenance activities and multi-site operations.
Maintenance management software will help schedule needed maintenance, but it goes above and beyond this essential feature too. Preventive maintenance software allows your CMMS to automatically schedule work orders for needed maintenance for individual assets, ensuring your equipment is always running at its best.
Expert recommendations and analysis on the top CMMS Software
Extended CMMS Functionality
If best practices and operational excellence are in your sights, or you have specific requirements or seek to establish a competitive advantage, then you may need a more robust software solution.These are some more advanced features you may find useful in a CMMS platform:
You might not think you need business intelligence tools for your maintenance, but you’ll be surprised by how useful BI can be. Reporting and analytics tools offer a snapshot into the nitty-gritty details of your business, offering valuable insights. This data can be used to track KPIs across time, establish asset records and so much more. Some CMMS even offer industry-specific data visualizations to help you understand and track your assets.
With CMMS systems, you don’t have to rely on a single purchasing manager. In CMMS maintenance software with this feature, users can create purchase requisitions within the CMMS system, negating the need to bounce around between different software systems.
Fixed Asset Management
Fixed asset management focuses on tracking and managing tangible assets (property, plants or equipment). Instead of waiting for assets to fail or fall into disrepair, CMMS platforms help you monitor asset depreciation and MTBF to better manage your assets.
Any task or activity that impacts your organization’s performance can fall under the umbrella of program management. Some of the specific modules included in program management are budgeting, document management, timecard management and labor resource directories.
CMMS materials management allows users to track materials coming to and going from their facilities, classify those materials and ensure regulatory compliance of that transportation.
If your needs are fairly simple, you probably won’t need anything but your CMMS. If you are part of a sprawling organization with multiple locations, you may find you need to utilize other programs like enterprise resource management (ERP) software or supply chain management software. If this is the case, you’ll need your CMMS to be able to integrate seamlessly with these other platforms to streamline workflows across your organization.
Expert recommendations and analysis on the top CMMS Software
Compare CMMS Services
No single CMMS can be said to be "the best" — there is no one-size-fits-all solution. Therefore, it’s important to know what you need when going into the software selection process. To get started, check out our interactive requirements template to ensure you know what you need in a CMMS. Then, use this comprehensive CMMS software comparison chart to compare a range of vendors based on the features mentioned earlier. To get you started, we’ve compiled a collection of the most-frequently-shortlisted CMMS vendors of 2018:
This CMMS vendor shortlist is only a suggestion: SelectHub has a variety of resources to help you choose the perfect CMMS software for your company.
Questions To Ask Yourself
Before you can select a vendor from those above (or from one of our many other excellent vendors that might be a better fit for your organization) you need to know what you’re hoping to gain from a CMMS. Some important questions to ask your organization are:
- What delivery method do you recommend for our organization and why?
- What internal IT commitments will be required (roles, responsibilities, infrastructure components)?
- How will the software, data, and infrastructure be secured from hackers, viruses, internal misuse, disasters and other possible hazards?
- Does the software leverage the capabilities of the Internet of Things (IoT) and facilitate the convergence of IT and operations technology (IT/OT), such as connectivity with control systems (PLC/DCS/SCADA), sensors and PdM devices?
- Do you want on-premise deployment, or would you prefer SaaS CMMS?
- Is mobility supported for field and mobile personnel?
- Are GIS/GPS/geolocation, route optimization and/or real-time data updates and alerts supported for field personnel and mobile assets?
- Are online help and self-training options available to supplement (or replace) traditional classroom formats?
Questions to Ask Vendors
The caliber, experience and viability of the vendor should play a role in the software decision, in addition to their vision for the software. Before you settle on a vendor, find out:
- Does the vendor have a proven track record of success, with customers and strategic partners willing to sing their praises as references and perhaps provide site tours?
- Does the vendor’s project team understand the unique nature and needs of your specific business and industry?
- Is the vendor actively investing in continuous software improvements or is this a lower-priority solution or module?
- What is the implementation methodology and how successful is the vendor at delivering on time and within budget?
- Does this vendor offer an open source CMMS option?
Expert recommendations and analysis on the top CMMS Software
Carefully considered CMMS software decisions have the potential to deliver a rapid and significant return on investment (ROI). In certain industries, the cost of failure of critical equipment could be tens or hundreds of thousands of dollars per hour, if not higher. Examples of direct and indirect costs include equipment replacement or repairs, overtime, process material waste/scrap, lost revenue, loss of customer satisfaction, etc. In some cases legal and regulatory penalties could arise – particularly if personnel or community safety was sacrificed.
The recommendations in this buyer’s guide are intended to get the thought process started as you prepare to make this consequential decision, as every organization’s needs are unique. For a guided selection assistance, contact SelectHub for a range of free resources to help you choose the perfect CMMS software for your business.
UpKeep is a mobile-based computerized maintenance management (CMMS) and enterprise asset management (EAM) solution. This integrated system is suitable for companies of all sizes and types. Maintenance and facility managers can use it to manage work orders, schedule preventive maintenance and monitor their assets. CMMS software helps prevent unplanned downtime and extend the lifespan of your assets.
As one of the Fluke Corporation’s main offerings, eMaint is a giant among maintenance management solutions. It delivers a robust, easy-to-use interface that helps organizations save time and money through better organization, maintenance planning and asset management.
Facilities Management Express, also known as FMX, simplifies the management process for asset, facilities, maintenance, fleet and scheduling activities at a range of campus types. It lets users effectively generate work orders, schedule maintenance and plan resource use. FMX offers a cloud-based asset management solution that presents a simple calendar-based interface. The user-friendly system provides actionable insights into business data and organizes staff from a convenient centralized portal.
Founded by Accruent at the end of the millennium, Maintenance Connection is one of the largest names in maintenance solution providers. It is both powerful and user friendly, providing an intuitive interface. It offers the whole gamut of asset and maintenance management features that help users manage the life cycles of their physical assets. It comes in on-premise, cloud or hybrid deployments and is highly scalable to fit a diverse clientele.
Hippo CMMS is a user-friendly cloud solution to help facility managers streamline and centralize their organization’s maintenance management activities. It comes equipped to optimize work orders, perform preventive repairs, monitor assets and equipment, control spare parts and material inventory, as well as manage vendor or client contacts. It is scalable for SMBs or enterprises alike.
Fiix enables facility managers to process work orders, manage assets and optimize performance. Users can gain visibility into their maintenance schedules, improve workflows, track progress and streamline communications. Customizable dashboards and detailed reporting give key decision-makers insight into the business so they can make data-informed decisions about their assets.
Mpulse aims to provide customers with maintenance success. It offers reliable scheduling, reporting tools and tracking features to organizations with a heavy focus on equipment and facility management. It comes in four subscription levels: Bronze, Silver, Gold and Platinum with a varying breadth of features based on the package.
NetFacilities is a completely web-based maintenance management option for facility managers. It helps busy managers track comprehensive data on their facilities, assets and properties in order to more efficiently maintain them. It improves reliability in addition to facilitating preventive maintenance for a range of industries and organizations.
Maxpanda offers a web-based solution for preventive maintenance planning and repair scheduling. It helps facility managers coordinate technician teams, effectively allocate resources, track asset health and improve their operations at a foundational level.
ManagerPlus is an innovative asset and maintenance management solution that helps companies increase their return on investments while decreasing costs of operation. ManagerPlus links asset management, maintenance management, inspections, work requests, inventory, and purchasing functions together for quick and easy viewing and responsible decision-making. Scalable and modular in design it boasts cloud architecture (SaaS) with mobile functionality or can be hosted on premise. Since 1992, ManagerPlus has had the singular focus of creating and maintaining the very best maintenance management software on the market.
Infor EAM is the most configurable enterprise-grade asset management solution on the market. It gives you the power to improve capital asset management in ways that increase reliability, enhance predictive maintenance, ensure regulatory compliance, reduce energy usage, and support sustainability initiatives. Available in industry-specific editions, it also gives you unparalleled flexibility to zero in on the specialized, industry requirements that can turn your company's asset management into a competitive advantage.
Asset Essentials by Dude Solutions is designed to help users maintain and monitor their physical assets. It helps asset-centric operations enhance visibility, streamline workflows, improve processes and extend the lifespans of their assets. Dude Solutions acquired Bigfoot CMMS in 2017.
ServiceChannel is a suite of web- and mobile-based service automation platforms designed to help manage the process of facilities management. These include finding contractors, processing service requests, tracking work orders, processing payments and more.Gives facility managers a single cohesive platform to source, manage, procure and pay for maintenance services across their enterprise. It aims to deliver unprecedented transparency and quality of service analytics across trades, contractors and locations.
DPSI developed iMaint to help facility managers automate the work order process, streamline maintenance tasks, generate reports and manage assets. It comes in three purchase plan tiers: Small Business, Online Enterprise and On-Premise, all of which offer scaling features and pricing to fit your organization’s needs.It centralizes asset data and automates many maintenance tasks to give users access to all areas of their operation from a single interface. It aims to lower operating costs, save users money and improve overall organizational efficiency.
FTMaintenance CMMS software offers automated work order, asset, and inventory management tools to help you implement your preventive and predictive maintenance programs. With automated features to streamline operations, you will regain control of your maintenance program.
CHAMPS Software builds powerful, easy to use web-based computerized maintenance management systems, providing you with superior tools for managing your maintenance operations. Don’t let complex or cumbersome software solutions hold you back, upgrade your maintenance with CHAMPS today. Our CMMS and EAM software has provided organizations with the ability to manage their maintenance operations while reducing costs and improving workforce efficiency since 1976. Powerful yet affordable, the CHAMPS CMMS and EAM solution empowers those looking to get the most out of their maintenance programs.
MicroMain offers powerful, flexible, intuitive solutions for maintenance management that organize the asset maintenance process from end to end. It aims to reduce maintenance costs, improve asset uptime, improve safety and generally optimize the organization’s interaction with its physical assets.
Building owners and occupiers are being challenged to deliver high performing workplaces that encourage people to work, meet, innovate and learn in a productive environment. Planon Universe for Corporate Real Estate and Facility Managers is an innovative Integrated Workplace Management (IWMS) platform that creates greater efficiency and quality in processes, measurably reduces corresponding costs and successfully contributes to the organisation’s performance. This IWMS platform combines innovative software solutions with proven best practices and professional services.
Acquired by ABB in 2010, Ventyx is an enterprise-grade ecosystem of maintenance, management and organization features. It ensures asset reliability for a range of companies, municipalities and operations worldwide. Some of its offerings include resource utilization, equipment monitoring, safety compliance, materials management and standardization.
Interal offers maintenance planning, tracking and a comprehensive overview of an organization’s corrective or preventive work orders. It was created to solve specific problems with maintenance and procurement processes and streamline workflows among technicians and facility managers. It combines the separate offerings of PlanPro, InventPro and IPMS into one comprehensive hub.
EZOfficeInventory helps facility managers make the most of their assets by streamlining asset maintenance, tracking equipment and tools, optimizing workflows and creating a centralized interface for all these tasks. It gives management greater control over their assets while promoting security and accountability with custom roles. It also offers technicians more involvement and visibility via asset schedules and a detailed calendar interface.
MAPCON is a computerized maintenance management system that offers standalone asset management, preventive maintenance, work order management, and more. The solution is available to be purchased outright, or it can be paid for on a monthly subscription basis. It can be used for just one site or multi-site enterprises.
ProLease’s Workplace Management software delivers a flexible solution for managing CAD floor plan layouts, seating charts, personnel moves, space utilization, department allocations and more. Our CAFM software streamlines HR, IT, facilities, mailroom, and security team processes into one centralized platform.
AssetWorks helps users manage assets like vehicles, buildings, infrastructure, facilities and more. From the staffing of your facility to the workflows involved in maintaining machinery, this technology streamlines the process and improves your operations.This integrated software/hardware combination is designed to manage fleets, consumables, equipment, property and more efficiently and cost-effectively. It aims to improve ROI, promote data transparency and reduce your overall operating costs.
Directline is a completely customizable, all-inclusive maintenance management program including unlimited training and 24/7 support. DirectLine is designed to help streamline work orders, perform comprehensive preventive maintenance and leverage industry best practices.Because maintenance management isn't one-size-fits-all, DirectLine is designed to match the needs of each organization and sector. It starts by assigning each new client an implementation team, including an account manager and programming team. The team works with the client using a proven implementation process to customize each application, migrate data and train staff. Support is available for unlimited ongoing training as new staff comes on, ensuring everyone is always up to date.With over 35 years maintenance experience, Megamation has built applications with clients from single site locations to enterprise wide multi-national corporations. Each implementation team has a wealth of experience designing and customising professional maintenance systems.With customized and pre-built interfaces, Directline is designed to work with 3rd party applications used throughout a maintenance department and the rest of an organization.Directline has over 25 industry specific modules each designed with existing clients and made available to everyone. This includes a mobile app with all the features needed to do your maintenance work on the go.
Asset Panda offers equipment tracking and management in a flexible, customizable package for SMBs that want to automate their maintenance management activities. It optimizes a range of processes, from work orders to compliance to facility management to procurement. Users can access the full suite of features from any device and make adjustments to available modules to perfectly suit their needs.
Maintenance5000 is a complete CMMS with mobile capabilities. The system seamlessly integrates with an organization's central asset register to facilitate the management of all planned and reactive maintenance. Maintenance5000 is a robust maintenance management software that includes the following features:Syncs with Asset Register for complete audit trail. Helpdesk work requests logged remotely via web browser for real -time job status updates. Generate work orders directly from help desk work requests and view employee proximity to improve response. a Color coding enables job prioritization. Complete planned maintenance scheduling capabilities. Predefined templates for standard jobs enable the fast creation of breakdown work orders and maintenance plans. 'Availability Calendar' for employees shows availability, proximity to job, and employee charges. Associate employees with skills and trade. Track work orders using color-coded records that define current, completed, and overdue jobs. User-definable work analysis fields include job type, priority, and defect codes on work orders. Attach documents, pictures, hyperlinks, and AutoCad drawings to work orders. Mobile maintenance is available on iOS, Android, and Windows Phone.Comprehensive stores management tool integrates with ERP and purchase ordering. Contract Maintenance and SLA management tools. More than 100 standard reports included. Flexibility to create customized reports. Incident Logging application for recording accident details.
Eagle’s Proteus CMMS software makes smart buildings smarter. It stands out from other CMMS systems in the industry because Proteus integrates with the vast majority of Building Automation Systems (BAS), which include: Johnson Controls, Honeywell, Tridium, Siemens, Schneider, and many more. CMMS software supports the industry standard BAS protocols BACnet, OPC, SNMP and web services, so that employees never miss an alert or work order.
We believe that cutting costs, increasing productivity, and improving quality throughout your entire organization starts with MaintiMizer™. But that’s only the beginning. When you choose MaintiMizer, you also choose our team of industry experts dedicated to providing you with superior service and support. From ensuring that MaintiMizer is up and running quickly and effectively to integration services and customizing your system to meet your unique needs, and from state-of-the-art education and training to Dun and Bradstreet-approved customer service, we’re with you every step of the way.
Scalable Software is a software cost optimization and IT asset management company. Scalable’s main software product, Asset Vision, gathers highly granular usage data to identify software that is underutilized or entirely unused. This information can drive remove/recycle workflows, which quickly and measurably cut the costs of software licensing and maintenance, reduces software audit risks, and accelerate migration plans (especially from installed applications to web apps like Office to G Suite).
Axxerion is a cloud-based computerized maintenance management system (CMMS) designed to bring efficiency and cost savings to any size company in different sectors including real estate, corporate, healthcare, education, retail, residential, manufacturing, service providers and construction Users can track and manage service requests, work orders, preventive (scheduled) maintenance, surveys, inventory of parts and financials and budgeting. Axxerion CMMS includes complete scheduling, reminders and online access using mobile phones and tablets. Axxerion manages buildings, areas, assets and equipment with their complete history and budgeting for updates and upgrades.Axxerion is role-based and everything needed is laid out for the users is on their home pages.Axxerion provides expert implementation with unlimited support via phone, email and live chat). Every client works with a project manager who is familiar with their implementation and is ready to help at any time.Axxerion is highly configurable. The screens and workflows can be changed by clients without any programming. The system grows and evolves with a client the needs change.Supported Operating System(s) include: Windows, Mac OS, Linux, iOS, Android, all of the popular web browsers on any platform
With Maintenance Pro, you can track an unlimited number of pieces of equipment. Management is easier than ever, since you can store a description, make, model, serial number, photos, and more for each piece of equipment. 30 custom fields provide the flexibility you need to store information unique to your array of equipment. If using meter tracking, you can select from hours, miles, kilometers, revolutions, gallons, counts, copies, or define your own customized meter type for any piece of equipment.
RedBeam comes in two versions, standard and mobile. The standard editions of the software allow for data collection using cabled barcode scanners attached to PC workstations. The mobile editions allow for data collection using cabled barcode scanners attached to PC workstations as well as the ability to collect data on scanner-enabled mobile computers.This powerful fixed asset tracking solution supports Windows XP, Server 2003, Server 2008, Vista and Windows 7.
Pricing & Cost Guide for CMMS Software
See the Price/User for the top CMMS Software… plus the most important considerations and questions to ask when shopping for CMMS Software.
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