What is Electronic Maintenance Management System (CMMS)?

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CMMS Maintenance Management System is a software that helps optimize the management of the company's assets

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What is Electronic Maintenance Management System (CMMS)?
What is Electronic Maintenance Management System (CMMS)?
Computerized Maintenance Management System or CMMS is a software that centralizes maintenance information and facilitates maintenance operations assists in improving the use and availability of physical equipment such as vehicles, machinery, communications, factory infrastructure and other assets, Also referred to as CMMIS or computerized maintenance management information system CMMS maintenance management systems exist in manufacturing, oil and gas production, power generation, construction, transportation and other industries where physical infrastructure is critical.

How does the CMMS maintenance management system work?

The CMMS Maintenance Management System is a software that maintains a database of information about all maintenance operations of a company or enterprise, which automates asset management, control the inventory of spare parts and tools, labour, suppliers and contractors, order management, warranty and documentation management, task management and work order, and analysis of information with management reports and key performance indicators for decision making.
CMMS serves as a repository of all data associated with your organization's assets, such as: when buying and operating an asset, when conducting scheduled maintenance, what a member of the maintenance team worked on, repeat asset failures, parts used and much more, your detailed inventory record provides information that your organization can use to make informed decisions about where to allocate resources.

CMMS Maintenance Management Functions

The CMMS maintenance management system offers multiple asset maintenance functions. The CMMS range is not limited to industrial installations, but extends to all types of buildings, infrastructure and facilities where any type of equipment or assets is subject to repair and needs maintenance.
The CMMS maintenance management system is particularly useful in companies with a large number of distracted assets, in sectors such as restaurants, hotels, supermarket chains, distribution in general, service stations, hospitals, etc.
With improved technology and increased competition, the CMMS maintenance management system provides more and more functionality for users, including various components of CMMS, among others we mention:
  • Asset Tracking
  • Equipment Data Management
  • Preventive maintenance
  • Automation of workflow
  • Work Order System
  • Programming/Planning
  • Supplier Management
  • Inventory Control
  • Budget

Maintenance Management System (CMMS) Features

The core of the CMMS is its database, which contains a data model that regulates information about the assets that the maintenance organization costs to maintain. The following are the most important features and benefits of the CMMS:

Scheduling Features

When you have many people in multiple locations responsible for maintenance, your scheduling system should be a well-equipped machine, otherwise your backlog will be crazy. The CMMS maintenance management system gives you a maintenance calendar that you can easily view and update, providing a greater view of your maintenance resources, most software also includes filters to focus on the information you want to see, so that the maintenance calendar doesn't completely overwhelm you.

Preventive maintenance

Just like most cars that need oil every three to six months Most large machines have a recommended time frame for repeat preventive maintenance, Using the CMMS maintenance management system, you can automate these working orders to be created automatically according to the preferred maintenance schedule, With pre-scheduled work orders months in advance, you can easily plan around to avoid double booking for any of your technicians.

System Monitoring

While preventive maintenance is important, your devices will still have problems at the end, A CMMS maintenance management system that monitors your systems and determines if something is wrong with the device can help you detect the problem early and solve it before it gets worse and system monitoring only works if the device can be connected to an online maintenance management system or a wire connection, If you do not have any devices that can do this, system monitoring will not be important to your organization.

Asset Vision

Central information in the CMMS database allows managers and maintenance teams to contact almost immediately when buying an asset, when maintaining, repeating breakdowns, parts used, efficiency assessments and more.

Business Vision

Dashboards and visuals can be adjusted according to the technician and other roles to assess status and progress in near real time, and maintenance teams can quickly detect where the asset is, what it needs, who it should work on and when.


Automating manual tasks such as ordering parts, replenishing inventory, scheduling shift, compiling information for audits and other administrative duties helps to save time, reduce errors, improve productivity and focus teams on maintenance - not administrative tasks.

Simplified processes

Through the Maintenance Management System (CMMS), working orders can be displayed and tracked by all concerned parties, details can be shared via mobile devices to coordinate work in the field with operational centres, the distribution and use of materials and resources can be prioritized.

Consistency and knowledge transfer

Documents, repair guides and media capture maintenance procedures can be stored in the Maintenance Management System (CMMS) and linked to corresponding assets, acquiring and maintaining this knowledge creates consistent procedures and mastery, and maintains that knowledge that will be transferred to new technicians, rather than out of the door with departing staff.

Compliance Management

Compliance audits can disrupt maintenance and asset-intensive work as a whole, in return the Maintenance Management System (CMMS) data greatly facilitate the audit process by creating responses and reports tailored to audit requirements.

Task Planning

The maintenance management program automates inspections and schedules maintenance, which prevents problems of maintenance and costly repairs. The program can also schedule repeated work orders and send reminders to all responsible parties so that technicians do not forget to perform maintenance.
Switching from interactive to proactive position will also reduce the overall operating costs of the maintenance function.

Increased security

The CMMS maintenance management software also increases safety, helping organizations inspect and maintain equipment to meet safety standards and prevent failure. Preventive work reduces time lost due to accidents and makes your devices safer for both operators and the environment.

Improved productivity

The CMMS portable maintenance management software allows maintenance technicians to access real-time information, check inventory, and start work orders even when they are away from the office, this increases efficiency and productivity because the work is done faster and provides budgetary resources.

Efficient management of work orders

Facilities management and maintenance software improves workflow and efficiency by allowing you to schedule, assign and close work orders quickly and easily, CMMS software gives you the ability to set up work order and track all work orders in the system automatically. By organizing work orders, everyone will know which tasks to complete and who is responsible for.


As we have seen, the CMMS can help organizations manage their maintenance operations more efficiently and effectively, which can lead to increased productivity, reduced costs, security improvements and regulatory compliance.

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