What Is CMMS Software? A Complete Guide

In today’s asset-intensive industrial environment, efficiency and strategic foresight stand at the forefront of operational success. The challenge of maintaining functional integrity across a wide array of assets, from HVAC units to essential machinery, demands more than a standard maintenance strategy.

Reactive approaches that rely on spreadsheets and manual logs are increasingly inadequate in meeting the complex demands of modern organizations. This is precisely where computerized maintenance management software (CMMS) can make a huge impact.

But what is CMMS software? This guide will dive deep into the core of CMMS systems, shedding light on the types and benefits of CMMS and how to choose the right one for your company. 

Want to jump ahead? Use the links below to get to a section faster.

• What is CMMS software?
• Three types of CMMS software
• Industries that benefit from CMMS software
• LLumin’s CMMS+ top features
• How does a CMMS system work?
• CMMS software benefits
• EAM vs CMMS
• Choosing the best CMMS
• Why Llumin?

What Is CMMS Software?

LLumin’s cloud-based, mobile-ready CMMS+ software also integrates with existing systems, such as ERP, IoT sensors, and machine control systems, which enables real-time monitoring of equipment conditions. This integration capability supports a predictive maintenance model that surpasses standard preventive maintenance with advanced data analytics that can accurately predict a company’s future maintenance, inventory, and reordering needs. 

Three Types of CMMS Software 

There are three main types of CMMS solutions—cloud-based, open-source, and on-premise. 

These systems serve different organizational needs and strategies. Deciding between options should be guided by factors such as company size, IT capabilities, and management needs. 

We’ve reviewed these systems below in greater detail: 

1. Cloud-Based

A cloud-based CMMS is ideal for companies that need flexibility without the heavy lifting of IT infrastructure management. It is hosted on the cloud, meaning there is no need for on-site servers or a dedicated IT team to manage software updates and security. It is a great option for companies that want to improve maintenance management without increasing IT overhead. 

It also offers the convenience of accessing the system from anywhere, at any time, which makes it an attractive option if you’re looking for a scalable system that can dramatically reduce communication breakdowns and disruptions due to lost or siloed data. 

2. Open-Source

Open-source CMMS software eliminates the need for corporate licensing, bypassing the costs associated with paying for another company’s research and development. Because it is open-source and freely available to the public, it can be an ideal option for companies that value customization and have the in-house technical expertise to modify the system to meet their specific needs.

3. On-Premise

An on-premise CMMS system is best suited for enterprise-level organizations that require maximum control over their maintenance management systems. This type of CMMS is hosted within the company’s private cloud and enables greater flexibility and customization. 

Because it provides a high level of control over system functionality and integration with existing systems and processes, it is an attractive choice for companies with highly specific needs and requirements. However, it comes with an ongoing need for investment in IT infrastructure and IT staff to support it. 

Industries That Benefit From CMMS Software 

CMMS software can be a game-changing tool across industries that helps to simplify maintenance operations, improve asset management, increase efficiency, and lower costs. 

While this list is not exhaustive, here’s a closer look at what industries can benefit from CMMS software:

• Manufacturing and Energy Plants: CMMS software is critical in environments where the use of expensive equipment is necessary for daily operations. A CMMS can support preventive maintenance, schedule and track work orders, and analyze performance data. Comprehensive reports and KPI tracking can bolster efforts to increase machine lifespan and performance, reduce downtime, and cut costs. 

• Oil and Gas Industry: This sector requires continuous efforts to reduce the likelihood of equipment failure; a CMMS can make a real impact in this area, resulting in a dramatic reduction of unplanned downtime. 

• Healthcare Facilities: For healthcare providers, equipment reliability is non-negotiable. A CMMS can ensure medical devices and equipment are regularly maintained, helping reduce the likelihood that patient care is compromised. It can also help medical facilities stay compliant with strict regulations.

• Building and Facility Management: A CMMS can streamline and automate the creation of work orders, from HVAC systems to elevators, helping to save time and improve maintenance efficiency. 

• Educational Institutions: Schools and universities can use CMMS software to manage facilities and equipment and stay compliant with safety standards and regulations, helping support safe and uninterrupted learning environments. 

• Ports and Terminals: Heavy, intricate machinery benefits from regular maintenance scheduling. CMMS software can improve the maintenance and tracking of critical assets and communication across teams, leading to an increase in productivity.

• Stadiums, Arenas, and Sports Facilities: From specialized equipment and lighting to scoreboards, a CMMS can ensure that events run smoothly without technical glitches. 

• Mining Industry: A CMMS can help ensure the safe operation and reliability of the heavy-duty and expensive equipment used in this industry. 

• Hospitality Industry: In the hospitality sector, customer satisfaction is paramount. From kiosks and escalators to HVAC systems, CMMS software can be used to ensure guests have a pleasant, seamless experience.

LLumin’s CMMS+ Top Features

Here’s a detailed description of LLumin’s most essential CMMS+ features:

How Does a CMMS System Work?

A CMMS system can become an indispensable tool that enables an organization to streamline maintenance operations and make more informed decisions. In the section below, we’ve explored how a CMMS software system works in greater detail. 

Task Creation and Assignment

Maintenance begins when a task or work order is created. With LLumin’s CMMS+, this process is entirely automated. It details the specific tasks required and then assigns to the most qualified technician. This process ensures that maintenance is initiated, clearly defined, and allocated appropriately to ensure efficiency.

Technician Updates

The assigned technician is responsible for updating the task or work order with critical information, such as parts utilized, time invested, and relevant inspection and repair details. LLumin’s cloud-based, mobile-ready platform makes it easy for technicians to update the database with their handheld mobile devices when out in the field. 

Maintenance Records and Data Processing

Throughout the maintenance process, CMMS software processes newly entered data, updates asset records, and incorporates new information into stored historical data. Access to accurate and up-to-date data ensures that future decisions are based on the best information available. 

Management Reporting

With access to up-to-date information, management can use the CMMS system to create comprehensive reports. These reports can provide useful information about equipment performance, which maintenance tasks are the most labor-intensive and time-consuming, the productivity levels of various technicians, and the costs associated with maintenance tasks. 

This data can help company stakeholders and management focus on areas for improvement and enhance their maintenance management strategies.

The Benefits of Using CMMS Software

There are several advantages to using CMMS software. While this list is not exhaustive, we’ve highlighted the ones that have the most impact on maintenance operations below.

1. Real-time asset status visibility
2. Enhanced operations efficiency and safety
3. Reduced inventory costs
4. Reduced MTTR
5. Improved workforce efficiency
6. Improved compliance

1. Real-Time Asset Status Monitoring  

Large organizations have a large number of assets and asset types with different status and condition parameters. With CMMS software, organizations can easily track all assets (live and idle) in real time and easily view areas of potential operational risk.

2. Enhanced Operational Safety and Efficiency

CMMS software helps organizations optimize equipment performance levels and develop a proactive workforce that responds quickly to developing issues, helping to improve operational safety and efficiency. 

3. Reduced Inventory Costs 

Both overstocked and understocked inventory have an impact on operations. While the former can cause extended downtime, the latter can result in overpaid storage space and obsolete, unused spare parts. CMMS software can strike a balance between the two. It can also integrate with existing inventory management systems to track previous delivery and usage records, ensuring that future reorders are based on actual usage and demand.

4. Reduced MTTR

The mean time to repair (MTTR) score represents the average time required to repair a system or re-condition equipment. CMMS software collects real-time data from machine sensors and sends out automatic alerts, followed by work orders and requisitions for any fault or impending fault. As a result, it can reduce productivity disruptions and lower MTTR scores.

5. Improved Workforce Efficiency 

A CMMS solves many of the root causes of delayed upkeep – one example is being able to detect faults at an early stage. Service technicians can check their daily and upcoming to-do lists from the application dashboard, even when remote or at home.   

6. Improved Compliance 

Auditors don’t like to see repeated disruptions to scheduled maintenance operations as it puts processes, products, and workforces at risk. A CMMS can improve group-level collaboration and participation in compliance culture, helping to increase accountability and ensure that all scheduled maintenance is performed on time and exactly when required. 

Is EAM the Same as CMMS?

While EAM and CMMS software share some capabilities, their scopes and strengths differ. Understanding their features is vital for selecting the system that best fits your operational objectives. In this section, we will go over their distinctions in greater detail.

What Is an EAM?

EAM software takes a more comprehensive approach to managing a company’s assets, distinguishing itself from CMMS with financial planning and management focus on asset planning, procurement, operations, and disposal phases. 

While EAM is considered to be an asset lifecycle administration solution, CMMS focuses on improving maintenance operations, making it an essential tool for companies looking to increase efficiency and equipment reliability.

How to Choose The Best CMMS?

Choosing the best CMMS will involve several steps and careful consideration of the following factors:

Consider Your Organizational Needs

The first step in choosing the best CMMS software will involve an analysis of your organizational requirements with a focus on challenges faced on a daily basis. Understanding challenges, whether they are the result of scheduling issues, inventory tracking difficulties, or a need for better asset management, can guide you to the right solution. 

On-Premise vs. Cloud-Based System

Deciding between on-premise and cloud-based solutions is pivotal when choosing a CMMS. Each option presents distinct advantages and challenges. We’ve compared them below for further review. 

Examine Features and Functionalities

The ideal CMMS system should include a variety of features. However, basic capabilities such as workflow management, preventive maintenance scheduling, and inventory management are required.

Beyond that, look for a system that generates comprehensive maintenance reports. This feature will enable your organization to make continuous improvements and support strategic growth.

Scalability and Adaptability 

Choosing software that meets your immediate requirements while also allowing for future growth is critical. Working with adaptable and scalable CMMS software can help ensure long-term operational success and continue to provide value over time. 

A flexible system will be able to meet changing needs. Further, a scalable system will be able to handle increasing workloads, more assets and users, and a larger number of maintenance tasks without sacrificing performance. 

User-Friendliness

A user-friendly CMMS, particularly one optimized for mobile devices, can help ensure that maintenance teams gain access to critical information. It also helps ensure that all company stakeholders, managers, and employees stay on the same page. This can significantly reduce operational disruptions and promote smooth, safe, and efficient operations.

Integration Capabilities

Your chosen CMMS should be compatible with your existing software systems, reducing data silos and ensuring a unified operational environment. Workflow and data fragmentation can be avoided with the right integration capabilities. When equipped with fully integrated systems, an organization can use all of its data and technological investments to improve its overall maintenance management strategy.

Why Is LLumin the Best?

LLumin’s CMMS+ application utilizes machine-level data to spot failure patterns and flag abnormalities before they lead to costly downtime. Our predictive analysis platform reduces plant downtime by 40% within a year of integration and customers’ MTTR score by 20% within 24 months of implementation. LLumin is easy to deploy, our customer service is second to none, and a dedicated project manager will help you throughout the implementation process. 

LLumin provides customizable, user-friendly displays that visualize your assets’ current status and performance. Its role-based dashboards enable maintenance teams to prioritize work orders and gain access to the information, training materials, and resources they need to do their best. Further, LLumin facilitates paperless approvals and sign-offs for task completion. 

With LLumin, you can optimize every area of your maintenance operations—from specifying the hierarchy of information flow and communication for any potential maintenance event or request to automating task creation and ordering spare parts from the best vendor available. 

Conclusion

CMMS software is an invaluable tool in today’s competitive marketplace, offering advanced solutions to the most complex working environments. The right CMMS solution can help you optimize maintenance operations, manage assets, reduce downtime and costs, and increase operational efficiency.

Understanding more about currently available CMMS solutions and your organization’s specific requirements can enable you to make informed decisions that result in the best ROI.