In today’s fast-paced business environment, maintaining optimal facility operations is more critical than ever. As a facility manager or maintenance team member, you know the importance of having the right tools to manage your assets efficiently. One of the most effective tools available is a Computerized Maintenance Management System (CMMS).

This guide will walk you through key features to look for and the criteria to consider when making your decision.

Criteria for Comparing Different CMMS Software Options

When evaluating different CMMS software options, it is important to consider several factors that contribute to its overall value and suitability for your organization.

Begin by assessing the Features offered by each CMMS and determine which ones align with your organization’s needs. You will want to choose a CMMS that can grow with your organization. Scalability ensures that the software can handle increasing data volumes and user numbers as your operations expand. Look for a CMMS that offers Customization and flexible options in its features, workflows, and reporting to tailor the software to your unique needs and maximize the software’s value.

For organizations of all sizes, Cost is often a decisive factor when choosing a new solution, as it must align with budgetary constraints while still delivering value. When comparing different CMMS options, evaluate the total cost of ownership, including any upfront costs, subscription fees, user limits, and additional charges for add-ons or support. Assess the potential Return on Investment (ROI) by considering factors like increased efficiency, reduced downtime, and cost savings. Compare all costs against the benefits the software offers to determine the best value for your investment.

Lastly, evaluating a CMMS software’s Ease of Use is essential for ensuring that your team can quickly adopt and effectively use the platform. Consider the Implementation process and the level of Support provided. Does the provider have comprehensive onboarding, training resources, and ongoing technical support for your team? These learning tools and support can make all the difference when transitioning your team into using a CMMS.

A thorough comparison of these criteria will help you find the right CMMS software that supports your organization and its long-term success.

Key Features to Look for in CMMS Software

1. Asset Management

Effective asset management is the backbone of any successful maintenance strategy. It helps in optimizing asset performance, reducing downtime, and extending asset lifespan. By having a centralized repository of asset information, you can make informed decisions regarding maintenance schedules and replacement needs, ultimately saving costs and improving operational efficiency.

A robust CMMS should allow you to track and manage all your assets, from HVAC systems to lighting fixtures. Look for features like asset lifecycle tracking, warranty management, and the ability to attach documents and manuals to asset records.

2. Work Order Management

Work order management is fundamental for keeping your maintenance team organized and efficient. Most CMMS software will offer work order creation, assignment, and tracking capabilities. With a comprehensive work order management system, you can prioritize tasks based on urgency, allocate resources effectively, and monitor progress to ensure timely completion.

Look for additional work order management controls like Service Request approval, inclusion of equipment and inventory, priority settings, and the ability to attach photos and notes to work orders. These features enhance productivity and connectivity in all your building maintenance operations.

3. Preventive Maintenance Scheduling

Preventive maintenance is crucial for extending the life of your assets and reducing downtime. It helps in identifying potential issues before they escalate into costly repairs or equipment failures. Regular maintenance activities can also improve safety standards and compliance with industry regulations, protecting both your assets and your workforce.

Your CMMS should offer advanced scheduling capabilities which allow you to plan and schedule regular maintenance activities based on predefined intervals or usage metrics. Features allowing you to set up recurring tasks and reminders to automate scheduling can ensure that no preventive maintenance efforts are overlooked.

4. Mobile Access

In today’s mobile world, having access to your CMMS on the go is a must. Mobile access allows your maintenance team to receive notifications, update work orders, and access asset information from anywhere and on the go.

Ensure that the CMMS you choose offers a mobile-friendly interface or dedicated mobile app. It should have the same access to key functionality as the software application. Offline access with real-time data is vital for work being done in remote areas with little network connectivity.

5. Notifications and Alerts

Timely notifications and alerts are crucial for proactive maintenance management. In a busy work environment, there may not be capacity to monitor every transaction recorded and notify the appropriate parties. Targeted alerts and notifications that let you know when to intervene are important for productivity and organization. Your CMMS should include an automated notification workflow that eases the burden of communication for you and your team.

Look for a CMMS that offers customizable alerts for work order updates, preventive maintenance schedules, inventory levels, priorities, and more.

6. Integrated Floor Plans

For facilities looking to get the most out of their CMMS, consider looking for one that offers integrated floor plans for all your buildings and properties. A central repository to digitally store your building’s floor plans is invaluable for easy access, collaboration, and future reference.

Look for a CMMS that allows you to upload your as-built floor plans and turn them into powerful tools for easy navigation and space management. Interactive floor plans provide a platform to locate and manage assets, equipment, contacts, and workflows. As companies shift towards more flexible work environments, the demand for systems that efficiently manage these dynamic spaces grows. A CMMS with integrated floor plans can provide real-time data on space availability and allow users to reserve and manage meeting rooms and hoteling spaces.

7. Inventory Management

Maintaining an efficient inventory system is vital for preventing downtime and ensuring that your team has the parts they need, when they need them. A CMMS should help you keep track of your consumable inventory and replacement items, and log them within work orders to account for their usage. Look for features like real-time inventory tracking, reorder alerts, and the ability to manage multiple storage locations. Comprehensive systems should also include vendor and supplier management as well as Purchase Order creation.

8. Reporting and Analytics

Data-driven decision-making is key to optimizing maintenance operations. The best CMMS software will offer robust reporting and analytics capabilities. These reports should offer insight into everything from resource and labor management to budget management and ROI analysis. Look for customizable reports, dashboards, and real-time data visualization to help you make informed decisions about your equipment, daily workload, and staff. Your CMMS should also provide detailed cost tracking and budgeting reporting, allowing you to monitor expenses, track budget performance, and identify areas for cost savings.

Conclusion

Choosing the best CMMS software for your organization is a critical decision that can significantly impact your facility operations. By focusing on key features like asset management, work order management, preventive maintenance scheduling, and mobile access, you can ensure that your CMMS meets your needs. Additionally, comparing software options based on user experience, features, scalability, and cost will help you make an informed decision.

Ready to take your facility maintenance to the next level? Explore PropertyTRAK’s CMMS solutions and see how we can help you optimize your operations and achieve your maintenance goals. Contact us today for a free demo and start your journey towards a more efficient and effective maintenance management system.