What is CMMS Software? Analysis of Features, Benefits, and Pricing

Maintenance teams had to quickly adapt to new workplace environments under unfamiliar circumstances because of the COVID-19 pandemic. CMMS software played a crucial role in ensuring that every machine is still working even as remote work became the norm. Understanding what is CMMS software will give you a deeper grasp of the platforms that kept our lives going in the midst of shelter-in-place orders.

In this article, we will discuss the different features of CMMS software, its benefits, and its pricing structures. The aim is to give you a comprehensive guide to what CMMS software does. In addition, a list of factors that should be considered in buying CMMS software is included, as well as trends and potential challenges.

What is CMMS software?

Computerized maintenance management system (CMMS) software is a platform that helps manage assets, track work orders, and schedule maintenance. Leading CMMS software facilitate the processes of maintenance operations and centralizes maintenance information. The use of CMMS software helps organizations optimize the use and availability of equipment such as machinery, vehicles, communications, manufacturing plant infrastructures, and other fixed assets.

The definition of CMMS software encompasses the centralized system, including the central database that contains all the crucial equipment information. Industries that use critical physical infrastructures such as power generation, oil and gas production, manufacturing, transportation, and construction rely on CMMS software. The CMMS platform organizes all maintenance and other related information on the assets of an organization.

Types of CMMS Software

Not all CMMS software are created equal. Its different types serve various purposes. As such, it is important to identify which one you will require for your operations. In most cases, CMMS tools on the market will combine two or more of these types in one software to allow you to cover more bases in terms of maintenance management.

1. Enterprise Asset Management (EAM) Software. A type of maintenance management platform that optimizes the quality and utilization of assets throughout their lifecycle. EAM software helps reduce operational costs and increases productive uptime.
2. Work Order Management Software. A maintenance management software that puts all work orders on a single platform. It enables an organization to manage maintenance tasks and systems from a centralized system.
3. Preventive Maintenance Software. A kind of maintenance management software that centralizes the scheduling, tracking, and reporting of preventive maintenance tasks. It facilitates all aspects of preventive maintenance planning and execution, which makes it easy to avoid any large-scale repairs in the long run.
4. Predictive Maintenance Software. This maintenance management software uses real-time monitoring tools to keep track of actual equipment conditions and performance to be able to detect potential disruptions, allowing companies to perform necessary repairs or upgrades before they happen.
5. Fleet Maintenance Software. A type of maintenance management software that handles vehicles as part of a company’s fixed assets. The platform maintains a real-time overview of vehicle diagnostics, and geolocation, and also identifies over and underutilized vehicles.
6. Facilities Management Software. This maintenance management platform enables organizations to manage all repair and maintenance tasks from a central platform. It helps managers track energy, cost, usage, management status, as well as the utilization of space and other assets.
7. Computer-Aided Facility Management (CAFM) Software. A type of maintenance management solution used by companies to plan for facility maintenance, space management, operational facility services, asset management, room reservations, and other services related to customer service.

The Wrike dashboard gives the real-time status of all projects and teams.

Features of CMMS Software

CMMS functionalities may vary from software to software. Some providers offer basic maintenance management features while others might have advanced toolsets. Meanwhile, some software vendors have unique, industry-specific tools to offer. However, there are core features that all of these CMMS tools share. Among which are as follows:

1. Custom Workflows and Processes. Every organization has unique work requirements and processes. Using a software solution for maintenance management should not disrupt but enhance existing work processes. CMMS software offers total customization to easily facilitate transitions and enable teams to design and redesign workflows as needed.
2. Mobile Access. Maintenance teams are often on the fly while checking and monitoring fixed assets. A CMMS software mobile app is a must for maintenance teams to be able to work effectively by having access to the CMMS platform. Without a mobile app, organizations will not be able to benefit fully from the robust features of CMMS software.
3. Dynamic Task Scheduling. Maintenance teams should be able to do task scheduling in a variety of ways to ensure effective maintenance management. The CMMS software allows for work order scheduling based on specific conditions such as changes in meter reading, thresholds, alarm conditions, and other factors.
4. Flexible Integration. Every organization has a set of apps for fixed asset management. The flexible integration feature of the CMMS software ensures that teams can still use current systems by integrating with the CMMS platform. Pre-built APIs and enterprise programs should easily interconnect with the CMMS solution.
5. Data Storage Provisions. A CMMS platform is a database of all asset registries, including the maintenance status of each fixed asset. Work order history is stored in the CMMS database for seamless maintenance management. The CMMS software includes data storage provisions to ensure that organizations using the CMMS platform will have enough storage space to effectively manage all assets as well as all related functions.
6. Automated Reporting. Maintenance backlogs, equipment breakdown reports, and real-time comparison of data are all crucial to planning and allocating resources. The CMMS software informs operations and management on the status of fixed assets so they can plan accordingly.

Benefits of CMMS Software

There are many benefits to be had when one leverages CMMS software. From maximizing company equipment to optimizing overall operations, these platforms can be instrumental in your organization’s success. Below we discuss a few of the major advantages that these tools have to offer.

Better Workflow Visibility

The CMMS platform organizes maintenance and tracks the productivity of technicians. Having a CMMS system enables an organization to efficiently track the availability of employees as well as the certifications per equipment. Resources are properly monitored on assigning tasks as well as in assembling crews for work orders. The streamlined resource and labor management results in workflow visibility.

Increased Productivity and Team Communication

Using a CMMS platform improves productivity through automating work processes. Providing easy access to technicians on the historical data of fixed assets fast tracks the resolution of issues. At the same time, collaboration is enhanced among team members as facilitated by the CMMS software. Someone from your team might ask why use CMMS software, to which you can cite one important benefit, which is the real-time exchange of data that results in improved processes.

Improved Asset Visibility

Aside from organizing your asset registry, the CMMS platform stores crucial information on fixed assets such as manufacturer name, model, serial number, and even the equipment type and class. The asset registry in the CMMS database also records the exact position and location of assets, the associated costs and codes, warranties, performance and downtime statistics, and other important data that informs business decisions.

Reduced Unplanned Equipment Downtime

Using CMMS software facilitates both preventive and predictive maintenance of fixed assets. You can create an optimal schedule for work order initiation based on usage and events that signal the need for maintenance. CMMS software ensures that your inventory is properly tracked and replenished so as not to cause downtime in work processes. CMMS software helps organizations in ensuring the availability of all the resources required for production to continue in the most cost-effective way.

Automated Work Order Initiation

Work order management is at the core of CMMS, and this includes the work order number, description and priority level of the work order, work order type (maintenance, repair, or replacement), labor and material requirements, and the codes that indicate the context of the work order. You might be thinking, how does CMMS software work towards improving efficiency? It simply streamlines the process of work order creation and reduces operating costs by providing useful data in the management of fixed assets.

Higher ROI of Fixed Assets

The materials and inventory management feature of the CMMS platform tracks the status of all fixed assets. This contributes to the efficient management of investments and also gives real-time data on ROI. If you are only thinking of CMMS as a system for monitoring maintenance, when asked what is CMMS software, now you can also add that it is a tool for monitoring ROI.

Simplified Knowledge Transfer

One of the advantages of using CMMS software is how it creates consistent processes within organizations. At the same time, the collaboration between work teams and technicians facilitates knowledge transfer. The robust documentation feature of CMMS software also organizes information for internal and external audits.

More Informed Business Decisions

With the CMMS platform reporting and analytics feature, asset availability and real-time performance trends will inform your day-to-day business decisions. The CMMS platform ensures that you have the exact information on fixed assets anytime you need it.

Effective Compliance Management

The compliance management feature of the CMMS software ensures that health, safety, and environmental concerns are all covered. The centralized reporting system of the CMMS platform reduces risk and ensures a safe operating environment for all workers.

The Fiix dashboard color codes all active work orders.

Examples of CMMS Software

WrikeVISIT WEBSITE

Wrike is an online project management software solution that facilitates operational efficiency in both co-located and distributed workgroups. It is a flexible platform that enables cross-functional teams to collaborate on a single platform. With Wrike, you can keep track of all activities and schedules, and set priorities for all teams to see.

Wrike’s Work Intelligence feature employs AI-powered smart automation and project risk prediction in document processing and communications. Wrike integrates with most business tools such as Salesforce, Tableau, MS Teams, Google Drive, Gmail, and other CRM, chat, business intelligence, single sign-on, and file storage apps.

eMaint

eMaint is a cloud-based CMMS that offers comprehensive asset management tools. From work order management and inventory management to preventive maintenance and predictive maintenance, this platform has everything you need to ensure that you are maximizing all your operational assets.

Optimizing day-to-day operations and driving efficiency are at the core of eMaint. By keeping an eye on every moving part, this software boosts productivity and makes workflow management efficient. Aside from offering core CMMS features, it also has robust mobile maintenance options and multi-site toolkits to make sure you have every aspect of your maintenance efforts covered.

ManagerPlus

ManagerPlus is an enterprise management software designed for businesses that operate within the construction, facilities, manufacturing, and fleet industry. It offers five separate modules for inspection, work order management, preventive maintenance, asset management, and inventory management, which streamline and decrease the operating costs of businesses.

ManagerPlus offers custom solutions to specific industries, including manufacturing, construction, fleet, agriculture, energy, healthcare, and even government and education sectors. It can seamlessly integrate data from other software like Geotab, Zonar, and VisionLink, and has a completely open API.

Fiix

Fiix is an online, AI-powered CMMS platform that helps companies plan, track and optimize the maintenance of fixed assets. It connects teams, data, tools, and processes and gathers crucial insights to inform asset management strategies. Fiix covers the management of assets, work orders, and inventory. Mobile maintenance, reporting, and analytics are also part of the Fiix platform.

Maintenance data is kept secure with Fiix through SOC 2 type compliance, constant data backups, and regular penetration tests. Fiix is the only fully open CMMS that allows users to connect to any system through partner solutions, which include SAP, Oracle, Sage, Workday, and MachineMetrics.

Hippo CMMS

Hippo CMMS is an all-in-one solution for the management of work orders, tracking preventive maintenance, schedule, and inventory. Trusted by organizations across all industries, Hippo CMMS enables you to manage all maintenance needs in one platform, even on the go, with its mobile CMMS.

With Hippo CMMS, your team will get complete onboarding and training supported by a dedicated and responsive support team. It integrates with Okta, Microsoft Azure, and Zapier, among other business tools. Hippo CMMS also interconnects with other software through its open API.

Cost of CMMS Software

Most CMMS software vendors follow a per-user or tiered pricing, which gives organizations flexibility in purchasing software for maintenance management. The pricing is based on the number of users and the features included in each plan. Lower pricing tiers include basic features while higher pricing tiers include premium and more advanced functionalities. Here we give you an idea of the cost of CMMS software as well as the pricing structure of each vendor.

1. Wrike. This software employs a combination of per user and tiered pricing, which starts at $9.80 per user charged monthly for up to 200 users. It also offers a free plan for small teams with a maximum of five users.
2. ManagerPlus. This CMMS software suite also uses tiered and per-user pricing, which starts at $85 per month. It also provides custom pricing to teams that require specific types of licenses for specific roles such as named user, mobile user, and operator licenses.
3. Fiix. Uses tiered and per-user pricing with a monthly subscription starting at $45 per user. The free plan is limited to 25 active preventive maintenance tasks. Custom pricing is available in the enterprise plan, which also includes a custom demo of the product.
4. Hippo CMMS. The per-user pricing of Hippo CMMS starts at $35 per month. Depending on the features that your team requires, each pricing tier offers a specific set of functionalities. Hippo CMMS also offers onboarding support at three different price points.
5. Brightly Software. Pricing for Brightly Software is on a by-quote basis. Depending on the CMMS requirements of the company, the vendor will provide a custom quote.

The ManagerPlus dashboard displays all information for every asset registered in the database.

CMMS Software Buying Factors

No matter how advanced or comprehensive a CMMS software is, it will not serve its purpose if it’s not a good fit for your operations in the first place. So, it’s important to come up with a solid criteria before you start your search. We listed a few buying factors that you should take into consideration below to help you streamline your purchasing process.

• Deployment Options. This is important to take into account because if the software will be installed on-premise, it would entail additional costs aside from paying for monthly subscription fees or licenses. However, if the CMMS software is web-based, then it would be hosted by the vendor and will not require additional setup costs. In general, web-based CMMS solutions are less expensive and offer users a higher level of support, especially for small and medium-sized enterprises.
• Customization. Every industry requires a unique CMMS configuration. Your CMMS software should be able to offer total customization to avoid any major disruption in your workflow. In line with this, the team that will be using the CMMS platform should be able to clearly describe and identify their CMMS software requirements to ensure that implementation will enhance overall operations.
• Technical Support. The level of support offered by the vendor is a major consideration in buying CMMS software because it entails a high level of customization. The support team should be able to provide quality service from pre-implementation to post-implementation for the team to easily transition into the new platform.
• Mobile App. Mobile CMMS increases technician productivity by 21%, and embedding digital collaboration into the maintenance system can reduce related spending by up to 15%. Choosing a CMMS platform with a mobile app will increase efficiency in your team, and will enable field workers to resolve issues quickly by collaborating with co-workers anytime and anywhere.
• Storage Options. The main purpose of CMMS software is to keep a database of all asset registries. For this reason, your CMMS platform should be able to handle increasing amounts of data. While every pricing tier has specific amounts of data storage allotment, evaluate which vendor gives you the most value in terms of data storage options as an inexpensive alternative might entail higher costs in the long term.

CMMS Software Trends

AI and IoT Will Impact Asset Management

Both artificial intelligence (AI) and Internet of Things (IoT) are enhancing the capabilities of CMMS software. As IoT transforms simple tools into smart machines, these equipment are becoming capable of managing themselves. And because the CMMS platform enables facilities and equipment to have real-time monitoring, this prevents unexpected failures and downtimes. IoT and AI in CMMS solutions can enhance predictive maintenance strategies and maximize the use of assets.

Big Data Analytics Will Make CMMS Powerful

AI and other analytics tools will make the CMMS platform more powerful. AI will provide tools that will give the technician all the important data on particular equipment such as the ability to bring in past maintenance data to inform future maintenance. The value of having a CMMS platform with all the analytics and visualization tools will make this application indispensable to avoid disruptions in operations.

CMMS and EAM Will Merge to Make Way for APM

Asset Performance Management (APM) is a new system of asset management that will cover the entire spectrum of fixed asset management. This means that you would still have your CMMS and EAM, but your asset management system will align business objectives and traditional asset reliability and availability goals. APM encompasses data capture, visualization, integration, and analytics.

Potential Issues With CMMS Software

As beneficial CMMS software may be to any organization, implementing it is not without challenges. Below, we listed down a few of the most common issues that companies encounter during CMMS implementation so that you know what to expect upon investing in it.

1. Poor Vendor Support. As your team transitions to using the new CMMS platform, it is important to have the full support of your vendor. Otherwise, it would eat up a lot of your time. Your vendor should be able to guide your team every step of the way, answer questions, and address issues and concerns promptly to facilitate a smooth adoption of the CMMS platform.
2. Choosing the Wrong CMMS Architecture. There are many types of CMMS software and some are industry-specific. Prior to making a purchase, carefully check the compatibility of the software to your team’s unique work processes. Prepare a reference document that outlines your CMMS software requirements. Check interconnection capabilities and other possible incompatibility areas.
3. Poor Implementation Practices. It is crucial to plan your CMMS implementation properly. If needed, and if your budget allows, you may hire an expert in CMMS implementation. You may also choose to conduct training for your team. Assemble a team of users and IT staff to document implementation practices and continuously evaluate the system after implementation.

For Effective and Simplified Asset Management

In this guide, we discussed what CMMS software is and how it benefits organizations in the effective maintenance of fixed assets. We also provided examples of CMMS software, including their pricing structure. We highlighted the factors that you need to consider in choosing a CMMS software, including the potential issues that your team might encounter.

From boosting productivity to minimizing costs, using CMMS software delivers significant value to organizations. As with any software implementation, the keys to successful CMMS software adoption involve collaboration between users, the IT team, and the vendor.

The customizable features of CMMS platforms allow manufacturing, pharmaceutical, agriculture, oil and gas, and other types of industries to easily manage the maintenance of assets. Simplifying facility and equipment management is at the core of CMMS software, and both small businesses and large companies can benefit from standardizing and automating processes.

By Louie Andre

B2B & SaaS market analyst and senior writer for FinancesOnline. He is most interested in project management solutions, believing all businesses are a work in progress. From pitch deck to exit strategy, he is no stranger to project business hiccups and essentials. He has been involved in a few internet startups including a digital route planner for a triple A affiliate. His advice to vendors and users alike? "Think of benefits, not features."