What is Computerized Maintenance Management System or CMMS Software?

CMMS Software Should be the Definition of Digital Maintenance Management

Accruent's cloud-based Computerized Maintenance Management System (CMMS) solutions can optimize facility and asset maintenance, helping organizations automate and maintain work orders, increase equipment reliability, streamline maintenance operations and costs, improve inventory accuracy and, most importantly, maintain industry-specific regulatory compliance.

Worker using pen and paper instead of CMMS software
Automate Work Order Scheduling
gears running more efficiently with CMMS asset management software
Increase Asset Reliability
worker getting completing tasks from the CMMS work order system
Reduce Maintenance Costs
Medical equipment managed by enterprise asset management software
Improve Inventory Accuracy

Automate Work Order Scheduling

The right Computerized Maintenance Management System (CMMS) can provide both asset technicians and managers with the transparency, data-driven visibility, automation and ease-of-use they need for effective work order scheduling. This, in turn, can increase preventive maintenance practices, decrease equipment downtime, improve technician satisfaction, increase team accountability and ultimately improve both efficiency and asset ROI.


Increase Asset Reliability

Low visibility into key asset information like usage, repair history, and performance can lead to inefficiency and costly reactive maintenance practices. A CMMS can solve these problems by providing all relevant asset data – including maintenance history, asset downtime, failure codes, cost of inventory and more – in one integrated, easy-to-access platform.


Reduce Maintenance Costs

Emergency repairs, incomplete asset information and reactive maintenance practices can skyrocket facility maintenance costs. A robust CMMS can significantly reduce these costs by streamlining key asset maintenance processes, including work order management, purchase order and facility rental management, MRO (maintenance, repair and operating supply) inventory management, calibration management and more.


Improve Inventory Accuracy

MRO inventory involves the order, use and tracking of thousands of spare parts. These parts must be efficiently found and accessed for effective asset repair and maintenance. A CMMS simplifies MRO management and improves inventory accuracy by automating purchases, tracking part information – including purchase date and storage location – and measuring big-picture metrics like inventory costs and usage statistics.

Industry Specific CMMS Software Solutions

CMMS software solutions can be tailored to fit specific industry needs and use cases, helping with facility maintenance, manufacturing maintenance, linear asset maintenance, fleet maintenance and field services maintenance. In a healthcare environment, a Computerized Maintenance Management System (CMMS) can manage Alternative Equipment Maintenance (AEM) programs and consolidate Healthcare Technology Management (HTM), Healthcare Facilities Management (HFM) and Information Technology (IT) systems, while in the enterprise environment the system can connect multi-site operations, simplify work order management and more.


Healthcare CMMS Software Solution: Connectiv

Designed exclusively for the healthcare industry, Connectiv is a cloud-based CMMS system that can resolve key industry pain points and increase visibility, mitigate compliance risks, decrease costs and allow for improved patient care.

As a truly modern healthcare CMMS, Connectiv can replace disparate and manual systems – like Excel sheets and physical paperwork – and centralize an organization’s Healthcare Technology Management (HTM), Healthcare Facilities Management (HFM), supply chain and IT departments.

In this way, it can provide one single, comprehensive, real-time source of truth that relevant personnel can use to track assets, stay on top of supplies, and better manage workflows and work orders. This information can then be used to:

  • Simplify compliance and reporting with ever-changing policies and regulations from The Joint Commission (TJC), the international accredited registrar and classification society Det Norske Veritas and Germanischer Lloyd (DNV GL), Occupational Safety and Health Administration (OSHA) and other regulatory bodies.
  • Execute more effective equipment capital planning, helping healthcare organizations manage ever-shrinking hospital margins, lower budgets, and decreased resources.
  • Optimize work productivity through easy-to-use mobile solutions and increased preventive maintenance capabilities.
  • Gain real-time visibility into all aspects of asset management – including asset location, status and maintenance needs – thereby minimizing delays due to emergency breakdowns or unavailable inventory.
  • Strengthen cybersecurity initiatives so there are fewer cybersecurity exposures through medical devices.
  • Effectively manage Alternative Equipment Maintenance (AEM) programs.

It’s healthcare technology for the modern world.

Facilities & Asset Management Planned & Preventive CMMS Software Solution: vx Maintain

Maintenance operations can be complex and difficult to manage, particularly as the number of sites, assets and contracts in an organization grows. This can lead to low visibility and reactionary facility and asset management activities, which can ultimately reduce efficiency and ROI.

vx Maintain is a robust facilities management tool that helps ensure effective asset management and facilitate preventive maintenance activities, even in a complex environment. It is also mobile-friendly and device agnostic, which means it can be used effectively in a multi-site environment.

Using vx Maintain, users can:

  • Effectively manage work orders
  • Streamline the reconciliation process
  • Evaluate provider performance and communicate easily with providers
  • Reduce critical equipment downtime
  • Make strategic decisions for the facility portfolio
  • Execute effective contractor management
  • Use the Site Audit feature to make sure critical equipment is on hand
  • Evaluate the efficiency and cost-effectiveness of preventive maintenance activity

The tool can also help manage sudden changes in operations – like making changes in maintenance schedules or placing an emphasis on facility cleaning – like those that were required after the COVID-19 outbreak.

This type of visibility and agility can replace reactive maintenance and bring enterprise-wide visibility and control throughout the asset lifecycle.

Enterprise Asset Management & CMMS Solution: Maintenance Connection

Maintenance Connection is a scalable Enterprise Asset Management (EAM) and Computerized Maintenance Management System (CMMS) software designed to provide maintenance professionals with the data-driven information and visibility they need to increase labor efficiency, extend asset life, execute effective preventive maintenance and ultimately save time and money.

Managing assets and inventory is a complex task, and it comes with many difficulties in a modern, multi-site enterprise environment. Without the right tools to face these complexities, enterprise organizations face concerns like high asset downtime, reactive maintenance practices, low visibility into parts inventory and work order history, and difficulty keeping overhead costs down. This makes it impossible to scale, schedule preventive maintenance (PMs) or maintain compliance.

Maintenance Connection can resolve these concerns by providing a centralized, collaborative, real-time tool that allows users to:

  • Increase visibility into assets and physical equipment, including machines, vehicles, and other equipment.
  • Effectively manage MRO inventory and spare parts.
  • Simplify compliance and increase preparedness for audits.
  • Streamline work orders and allow for informed preventive maintenance practices.
  • Improve team management with the help of mobile access, single sign-on and a device-agnostic user interface.
  • Provide mission-critical historical and real-time information through tools like work order monitoring, inventory and asset management, service history tracking and robust reporting and analytics.

Using these capabilities, enterprise teams can use Maintenance Connection to develop better maintenance practices, organize their teams and increase ROI.

BIM Facilities Management (FM) System Software

Business Information Monitoring (BIM) is well-known as an important tool for building design and construction, but it can also be extremely effective for facilities management (FM). Governments around the world often mandate BIM for facility construction and design because it can simplify the construction, design, and management of spaces by providing a single source of truth for decision-making.


Used for Facilities Management, Business Information Monitoring (BIM) can be Used Throughout the Lifecycle of a Building or Asset to:

  • Track warranties
  • Help prepare budgets
  • Develop preventive maintenance practices
  • Address ad hoc queries
  • Organize asset breakdown structure
  • Improve data interoperability
  • Facilitate work order execution
  • Ensure compliance

In the big picture, these capabilities can increase efficiency of space management, improve ROI and reduce costs and inefficiencies that come from manual labor and lack of transparency. BIM systems can also be used alongside existing Facilities Management (FM) tools like FAMIS 360, vx Maintain and Maintenance Connection to save money, streamline operations and ensure that all relevant data is integrated and accessible.

BIM Facilities Management (FM) System Software Resources:

BIM Guide 08 – Facility Management
What is Building Information Modeling?

industrial welding robots running smoothly with plant maintenance software
Comprehensive Work Order Management Software

Modernize your workforce with an enterprise maintenance software that provides the key pillars of a multi-site ready, mobile CMMS.

See exactly how much your business can save with a CMMS system

Accruent's CMMS Cost Savings Calculator was created to provide an understanding of projected cost savings and return on investment from using a computerized maintenance management software. The underlying calculations and research are based on 20 years of experience and robust analysis of information received from over 1500 surveyed companies.

Get started with our Cost Savings Calculator

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2020 CMMS Benchmarks & Best Practices to Improve Maintenance Operations

The CMMS Benchmarks and Best Practices report was created for maintenance managers, technicians and other personnel involved in the operations of a facility or maintenance management program. This is a great reference if you're researching top CMMS software systems.

Frequently Asked CMMS Software Questions:


Are Preventive Maintenance Management Software and Preventative Maintenance Management System the Same?

The PMMS terms “preventive maintenance management software” and “preventative maintenance management system” ultimately mean the same thing. The phrases both refer to tools like a CMMS or an EAM that facilitate preventive maintenance – or proactive maintenance – practices by consolidating relevant data and preventing downtime.

The differences between these two phrases are simply stylistic, and you will see both versions depending on company preferences and policies.


Is Predictive Maintenance Software Also the Same as Preventive or Preventative Maintenance Management Systems?

The terms “predictive maintenance software," “preventive maintenance management system” and “preventative maintenance management system” ultimately refer to the same systems – usually an EAM or CMMS. “Predictive maintenance software” is a nod to the primary benefit of preventive maintenance, which is to move users from reactive actions to predictive actions. With comprehensive, easy-to-understand historical and real-time data at the ready, users can predict what will happen with their assets or facilities and react accordingly. This allows for more proactive and accurate decision-making.


How does a CMMS work?

A Computerized Maintenance Management System (CMMS) helps organizations consolidate historical and real-time asset and facilities data in one easy-to-use, data-driven platform. This information can then be used to track your asset lifecycle – from purchase until decommission - to improve preventive maintenance practices, and to streamline the work order management process. This ultimately helps eliminate all-too-common concerns like unplanned downtime, reactive maintenance practices, cybersecurity threats, emergency breakdowns, and compliance concerns, thereby increasing asset lifecycle, employee productivity and ROI.


Who uses CMMS?

Computerized Maintenance Management System (CMMS) solutions are used by organizations looking for effective asset and facility maintenance management. Users can be found in many industries, including manufacturing, retail, healthcare, oil & gas, utilities, education, and corporate. A CMMS can help with five use cases across these industries, including linear asset maintenance, facility maintenance, production and manufacturing maintenance, field services maintenance and fleet maintenance.

It is most helpful for those who have struggled with common asset and facility maintenance concerns, including unplanned asset downtime, costly reactive maintenance practices, difficulty scheduling preventive maintenance, low visibility into asset health, and little transparency into big-picture historical and real-time data.


What is the difference between EAM and CMMS?

An Enterprise Asset Management (EAM) system is far more robust than a Computerized Maintenance Management System (CMMS). A true CMMS focuses only on centralizing key data to facilitate and automate maintenance during the operational part of an asset’s lifecycle. A robust EAM, on the other hand, also provides an inventory management system, multi-site management tools, an accounting system, a purchasing management system and other comprehensive tools.

All of these tools give an EAM the capability to track, manage and analyze asset performance and costs through the whole asset lifecycle, from acquisition to disposal. This gives users complete visibility into the historical and present state of assets so they can report to other departments, optimize asset performance, make data-driven decisions and increase ROI.


Why is CMMS important?

A Computerized Maintenance Management System (CMMS) enables effective facility and maintenance management by centralizing and consolidating all relevant asset information. This creates actionable insight that users can use to increase employee efficiency, extend asset life, lower inventory expenses, increase asset uptime, execute work orders, and deploy effective preventive maintenance practices.

This is difficult to accomplish without a CMMS, as maintenance operations include many components like work orders, records, compliance needs and MRO inventory. All of this is difficult to manage manually or across disparate systems, and out-of-date or incomplete information can lead to mistakes, reactive maintenance practices and decreased revenue.


What is a CMMS Administrator?

A dedicated Computerized Maintenance Management System (CMMS) administrator oversees the implementation and maintenance of a CMMS solution. A CMMS is a complicated tool that requires data development and management, metrics management, ongoing compliance, consistent upgrades, development and management of reports, employee training and more. If these tasks are left to existing employees, it can lead to inconsistent data, a loss of system integrity, and a return to reactive maintenance practices. Having a CMMS administrator, on the other hand, helps organizations make the most of a CMMS, increasing employee adoption and making data more transparent.


What information should be captured on every work order?

A work order is a formal document that provides all the information that’s needed to complete a work request or maintenance task. A comprehensive work order should include clear details like the name of the department or individual who assigned the task, the assignee, expectations, the location of the activity, the desired completion date, the estimated costs or required parts, and any prerequisite information needed to complete the work order.

Using preventive maintenance tools like a CMMS, this work order data can be automatically generated to maximize efficiency.


What is difference between purchase order and work order?

A work order is a record of all the information needed to repair a particular asset or tool, while a purchase order breaks down the costs associated with those repairs. Overall, a work order is broader in scope, as it will include the actions needed to complete a work order along with other relevant information like who assigned the work order, the assignee, the location of the asset, and any other associated information that’s needed to address the task. A purchase order, on the other hand, is only about finances, and it can often exist as a single component of a broader work order.