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CMMS software Buyer's Guide
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The CMMS system eliminates the need for spreadsheets and paper-based systems, saving your time and effort. This also drops human errors completely, that show up during the manual process. With the CMMS software, your job gets easier as it helps you cut down the overall maintenance costs, reduces equipment downtime, automates preventative maintenance scheduling, and extends asset life.
» What is CMMS Software?
A Computerized Maintenance Management Software (CMMS) is designed to simplify maintenance management and offers clear as well as measurable returns on your investment. The software acts as a database with information about your business maintenance activities. The software helps your team do their work more efficiently and to make the right decisions.
» What is the meaning of CMMS?
A CMMS is a software solution that centrally stores all the information about your organization’s maintenance processes and programs. That, in turn, not just keeps you updated about the availability of the equipment but also helps make optimal use of the same. The equipment, here, can include anything from vehicles to plant infrastructure to machinery.
» What are the Features of the CMMS Software?
The CMMS systems are powerful tools that help managers to execute an asset management strategy effectively. CMMS information is also used to confirm regulatory compliance. The CMMS software is loaded with powerful features that assist you in managing and optimizing your maintenance operations in a better way. Once you determine that you need a CMMS system in your organization, it is time to consider the key features that respond according to your needs:
› Cloud-based System:
With a cloud-based CMMS you can just open your browser, log in, and start working with ease. This feature enables even new users to use the software easily.
› Simplified Work Orders:
Look for the software that allows users to create, assign, and manage work orders easily on all devices. You should easily prioritize, understand, and complete all work orders. With simplified work instructions, you can eliminate guesswork.
› Integrations:
Your software should easily push and pull the information from other existing systems of your organization, which means you can connect your system with every machine that reads the information and other EAF programs.
› Asset Management:
With this feature, you can have all your asset history at your fingertips. You can quickly build asset hierarchy, add equipment, and intuitively organize assets with drag and drop functions. You can also import existing assets from Excel to migrate easily from other systems.
› Preventive Maintenance:
This feature allows you to schedule the date and time-based triggers, alarm-based triggers, and meter reading triggers. With automated task lists, you can regulate practices and receive notification for upcoming maintenance.
› Total Customization:
The best CMMS software only takes a few minutes to transform into your customized workplace. This is possible with the drag and drop functionality, which makes it easy to add or transform custom fields.
› Mobile App:
If the software you chose is cloud-based, all your data will be backed up daily. You should be able to enter data, work offline, and access new work orders and requests on your mobile, tablets, or smartphones, from anywhere and anytime.
» What are the Key Benefits of CMMS Software?
Before you choose a computerized maintenance management system, you should be aware of its benefits. The CMMS software offers more than just the basic tools for equipment and facility management. With the CMMS software, you can see and interact with its intuitive interface as well as the database application that tracks and streamlines every aspect of your organization's maintenance activities. The benefits of CMMS in your organizations see are:
› Better Decision-Making:
CMMS software generates customized reports for data-driven planning and scheduling quickly. These reports help managers to make the right decisions at the right time.
› Faster Response Time:
With the CMMS software, everyone is connected in real-time, which is possible by email or text alerts employees receive instantly on their mobile devices. This cuts down the response time, increasing productivity.
› Reduce Downtime:
The data history in the CMMS systems helps in building a preventive maintenance schedule. You can avoid unexpected and costly repairs by preventing problems even before they take place.
› Improved Inventory Management:
The CMMS inventory management tool tracks parts with the help of personalized reorder thresholds, depending on the usage rate history and lead times at present.
› Increased Productivity:
Managers can easily track the differences between estimated and actual time in no time, allowing them to make informed decisions while allocating labor and resources.
› Better Reporting:
The software allows you to see a big picture of raw data, by making possible combinations of data points. You can also generate industry-specific and customizable reports with different data sets.
» Questions to ask a vendor when buying CMMS Software
1. Is your CMMS software the right fit for my industry and business size?
2. Where does your solution stand in terms of ease of use?
3. Is the system web-enabled or require installation?
4. How long have you been in the business?
5. How long has the current product been in use?
6. How frequently do you roll out software updates and releases?
7. What is the process of your software update?
8. What features are unique to your software? Why should I choose it over other tools available in the market?
9. What is the setup procedure? Is it included in the fee?
10. What type of training will you offer - online or onsite? How long would the training take to complete?
11. What are your post-sales support/maintenance services? Do you have an in-house support team?
12. How prompt is your support team in times of emergency?
13. Can your CMMS system easily scale to meet the demands of a growing business like mine?
14. Will I be able to extract data from the solution?
15. Do you provide a thorough demo?
16. Can I get a free trial of the software with all its features in place?
17. What is the structure of your product pricing?
18. Will you be charging extra for every new user that I may add?
19. What is your policy for refunds?
» What is the Cost of CMMS Software?
Enormous CMMS Software programs are existing in the market today. Pricing structures for these tools vary from each other, especially when you consider their general features, features you would prefer to customize, set up costs, and the support or training expenses add to the software cost. Most of these computerized maintenance management system software programs are pay-per-use ones, ranging from $35 and $150. If you choose a pay-per-module system, the price ranges from $60 to $100 annually.
If you are unsure about the functionality of the software program, it is recommended to start your search for the high ranking CMMS software by registering for the free trials. With free versions, you can test the features of each software for a limited period to learn if that software fits into your business. It is important to get all your concerns addressed before you invest in one. Most importantly, ask valuable questions regarding security and support.
If you cannot get adequate support from your vendor all your efforts, money, and time you spent on the software goes in vain. To avoid this, ask your vendor if they offer training and consulting services to assist your team on how to use the software properly, through what channels do they offer support, and what security procedures do they use to maintain confidentiality. By going through the reviews of the best CMMS software online, you can do a general comparison to find the best among the lot.
» Conclusion
Selecting the best CMMS software for your company can be overwhelming, as you have to choose from the sea of options. However, if you consider essential benchmarks such as features, transparency, privacy, security, service, and support, it will be easier for you to decide on the most suitable one for your organization. Your choice of the CMMS software should depend on your business size and needs, your industry, and the budget.