

CMMS vs IWMS: Which Is Right For Me? Your Ultimate Guide
Table of Contents
- What Is A CMMS?
- Who Is CMMS Software For?
- What Are The Key Features/Uses Of A CMMS?
- What Are The Pros Of CMMS?
- What Are The Cons Of CMMS?
- What Is An IWMS?
- Who Is An IWMS For?
- What Are The Key Features/Uses Of An IWMS?
- What Are The Pros Of An IWMS?
- What Are The Cons Of An IWMS?
- What Are The Differences Between CMMS and IWMS?
- How Much Does CMMS Software Cost?
- How Much Does IWMS Software Cost?
- How Do I Choose A CMMS or IWMS?
When you’re new to Facility Management (FM) software, the last thing you want to do is get confused by acronyms like CMMS (Computerised Maintenance Management System) and IWMS (Integrated Workplace Management System).
While it’s true that both of these FM tools share similarities, they each have a distinct purpose with unique nuances. Don’t worry: to help you differentiate between CMMS and IWMS software, SFG20’s highly skilled team of facility management experts have created this dependable guide which will give you a rundown of both platforms.
To start, we’ll go through the key uses, features, pros and cons of both platforms before summarising the differences, costs and how to best choose a CMMS or IWMS.
What Is A Computerised Maintenance Management System (CMMS)?
A CMMS or a Computerised Maintenance Management System is a software tool employed in building maintenance management for tracking and managing all physical assets.
These systems allow you to schedule and automate testing, inspection and preventative maintenance tasks as well as oversee work orders, inventory, costs and data.
Who Is CMMS Software For?
CMMS software is primarily used by engineering professionals, maintenance managers and maintenance technicians as it offers all of the necessary tools for undertaking Hard Facilities Management (Hard FM) activities such as planning, scheduling, monitoring and analysing maintenance activities.
The application of CMMS spans a wide array of industries and sectors including manufacturing, energy, healthcare, education and government organisations as well as retail, construction, property management, hospitality, recreation and transportation sectors.
What Are The Key Features/Uses Of A CMMS?
Asset Management
A CMMS centralises crucial asset information including manufacturer details, model, serial number, installation dates, costs, location and performance statistics, providing easy access and sharing of asset data.
Work Order Management
CMMS software automates and manages maintenance and repair work orders, consolidating details such as work order numbers, priority, assigned personnel and materials used.
Preventative Maintenance
A CMMS facilitates work based on pre-defined criteria such as time or usage to ensure timely maintenance work, along with the testing and inspection necessary to demonstrate compliance.
Predictive Maintenance
By utilising data from maintenance, repairs and inventory usage, some (but not all) CMMS software can statistically predict future maintenance needs and reduce the risk of emergency repairs and asset deterioration. Many CMMS systems use a technique known as Reliability Centred Maintenance (RCM) which is heavily used in sectors where it is essential that the plant is kept running during key times, such as production runs in manufacturing.
Inventory Management
CMMS manages inventory levels of Hard FM equipment and materials, helping to prevent both excess inventory and shortages.
Reporting and Analytics
A CMMS can generate helpful reports across various maintenance categories including asset availability, materials usage and labour costs, supporting informed decision-making.
What Are The Pros Of Using A CMMS?
Enhanced Reliability and Uptime
Using a CMMS can help to ensure that preventative maintenance schedules are being adhered to, reducing unplanned downtime.
Extended Equipment Lifespan
With centralised data at your fingertips, CMMS software can help to prioritise critical maintenance and maximise asset longevity.
Smoother Maintenance Operations
By automating tasks and workflows, CMMS saves time and resources while providing a centralised platform for monitoring and diagnosing asset health.
Minimised Repair Costs and Downtime
Effective maintenance management reduces the chances of unexpected failures, lowering repair costs and maximising productivity.
Improved Energy Efficiency
Well-maintained assets operate more efficiently, resulting in reduced energy expenses.
Increased Safety
Detailed equipment and maintenance operations information helps to identify and avoid potential hazards.
Allows For Data-Driven Decision Making
CMMS captures and analyses maintenance data, allowing for more optimised strategies and informed decision-making.
Simplified Audit Preparation
CMMS streamlines audit preparation and compliance maintenance, reducing the knowledge load on technicians.
What Are The Cons Of Using A CMMS?
Single Focus
A CMMS predominantly focuses only on supporting Hard FM activities and provides limited support for soft FM, space management or wider property-related activities.
Data Migration Complexities
Transferring maintenance data from various formats and systems into a CMMS can be complex and time-consuming. There are risks of data loss or data corruption when moving large data sets, however this can be true for all data migration activities, irrespective of the type of platform.
Data Quality Considerations
It’s important to be aware that inaccurate or incomplete data input in a CMMS can lead to errors in maintenance scheduling and asset management.
What Is An Integrated Workplace Management System (IWMS)?
An Integrated Workplace Management System (IWMS) is an end-to-end software solution that combines and streamlines various functionalities typically found in other FM systems such as Computer-Aided Facility Management (CAFM) and Computerised Maintenance Management System (CMMS) software.
With its extensive capabilities including real estate management, space planning, asset maintenance, project management and sustainability tracking, IWMS software is widely regarded as the most feature-rich FM platform available.
The system operates by collecting, generating and consolidating data and metrics related to five key areas of real estate and facilities management, providing a holistic, bird's-eye view of an organisation's key operations.
An IWMS combines these 5 key areas:
- Facilities Management (Hard and Soft FM)
- Real Estate and Properties Management
- Operations and Maintenance Management
- Sustainability and Energy Management
- Capital Project Management
Who Is An IWMS For?
IWMS solutions are ideal for Facilities Services Providers, Real Estate firms, Landlords, Managing Agents and Corporate Occupiers.
They are particularly advantageous for businesses managing large property portfolios across multiple locations.
Organisations that commonly utilise IWMS software solutions include commercial office buildings, hospitals and healthcare facilities, large educational campuses, manufacturing facilities and data centres.
What Are The Key Features/Uses Of An IWMS?
Data Integration
An IWMS consolidates data from various sources such as CAD drawings, maintenance records, lease agreements and sensor data into one platform, providing a unified database for valuable insights.
Unified Analytics and Reporting
The centralised data enables comprehensive reporting and analytics on key aspects of facilities management including space utilisation, maintenance needs and energy efficiency.
Functional Modules
An IWMS typically includes several integrated modules, with each designed to meet specific organisational requirements. These modules include:
- Space Management
- Asset Management
- Maintenance Management
- Lease Management
What Are The Pros Of Using An IWMS?
All-Encompassing Solution
IWMS integrates many features from various facility management software including CMMS and CAFM into one platform, offering complete visibility of all your facilities management operations.
Efficient Data Management
Acting as a centralised database, IWMS consolidates and stores diverse data such as floor plans, asset information, maintenance records and occupancy data.
Enhanced Workflow and Automation
IWMS streamlines processes for task management, approvals and notifications, reducing manual effort to improve productivity and save time.
Advanced Analytics and Reporting
Detailed reporting and analytics provide useful insights into workplace performance, resource utilisation and cost-saving opportunities.
Flexible Access
Typically available on both desktop and mobile platforms, IWMS enables remote access and collaboration.
Improved Communication
IWMS serves as a communication hub, facilitating service requests, issue reporting and easy information access from one single point.
Enhanced Employee Experience
By automating repetitive tasks such as manual data entry and supporting the design and management of flexible work arrangements, IWMS can improve employee satisfaction, engagement and productivity.
What Are The Cons Of Using An IWMS?
High Cost
The extensive feature offering of IWMS software can make implementation costly, especially for organisations with complex needs.
Customisation Complexities
Customised IWMS software may require longer set-up times and can complicate future upgrades. Additionally, reversing customisations can be challenging.
Cybersecurity and Data Privacy
As IWMS software stores sensitive and potentially confidential workplace data, you’ll need robust cybersecurity measures in place, such as ISO27000 adoption. You’ll also need to ensure that your chosen software is compliant with relevant data privacy regulations.
Commitment To Training
Organisations with long-established processes may face resistance from team members accustomed to specific workflows, especially if extensive training is required for the new software.
What Are The Differences Between CMMS and IWMS?
In brief, CMMS focuses on maintenance and equipment management while an IWMS combines other key FM software features into an all-in-one platform, offering a wider scope of capabilities focusing on the 5 core areas of Facilities Management.
Criteria | CMMS | IWMS |
---|---|---|
Purpose | Focuses on managing maintenance activities and equipment in greater detail | Manages all aspects related to the workplace including facilities, real estate and workplace resources |
Features | Automates work order management, inventory management and preventative maintenance tasks |
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Suitability |
|
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Data Utilisation | Maintenance activities and equipment data | Unifies data across the 5 core functional areas of facilities management |
Benefits/Pros |
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Limitations/Cons |
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How Much Does CMMS Software Cost?
Generally speaking, CMMS software is less expensive than IWMS as it offers a smaller scope of features.
The price of CMMS software can differ depending on the pricing model, deployment model, the company size and needs as well as any additional costs (i.e. set-up fees).
Some basic CMMS plans can cost around £50 a month, while more premium plans can cost hundreds per month. CMMS software solutions may also offer one-time perpetual licensing fees which can range in the thousands.
Cloud-based CMMS has lower initial costs and is maintained by the provider, while on-premise CMMS requires more upfront investment and maintenance.
How Much Does IWMS Software Cost?
There is no standard pricing model that applies to IWMS software as it’s largely dependent on your organisation's individual needs such as the support packages you choose and the number of licenses you require.
How Do I Choose A CMMS Or IWMS? 
Understand Your Needs
Evaluate your organisation's current and future requirements for a CMMS or IWMS and ensure that it aligns with your business goals. Consider what your organisation needs and how the system can grow with your business.
Evaluate Features
Identify essential features and determine if you need advanced capabilities such as GIS data, 3D BIM models or integration with other systems such as SFG20’s smart new software solution Facilities-iQ.
Consider Integration
Further to the above point, ensure that your chosen CMMS or IWMS can integrate with external applications that you use regularly and other internal business systems such as HR and Finance to avoid manual data entry and save time.
Assess Suitability
CMMS is largely used by small to medium-sized organisations, while IWMS is designed for larger-scale enterprises requiring more comprehensive workplace management. Consider the complexity of the system and the level of training required as well as the tech-savviness of your workforce as this can impact adoption rates.
Evaluate Costs
Before you settle on a CMMS or IWMS, make sure to take the time to understand both the upfront and ongoing costs including hardware, IT resources and annual maintenance fees.
What efficiencies in terms of savings or greater productivity will you achieve through its adoption? Don’t discount non-monetised benefits such as customer and staff satisfaction, and always consider the value of the software rather than just its cost alone.
Prioritise Security and Privacy
Verify that your chosen system meets your data security and privacy requirements and complies with relevant regulations for storing sensitive workplace data.
Request Demos and Trials
Request a demo of the CMMS or IWMS to better understand its benefits and suitability. If possible, use your own data and ask the vendor to demonstrate how it would specifically work within your organisation.
Do You Need A CMMS, IWMS or CAFM?
Now that you know that a CMMS is used for the maintenance management of assets and equipment while IWMS solutions offer a broader, bird’s-eye overview of real estate and facilities management, you’re ready to start considering your options.
By all means, which software you choose will be based on your organisation’s individual requirements, however you may want to consider if you need another solution such as a CAFM (Computerised Maintenance Management System) instead.
As the UK industry standard for building maintenance for more than 30 years, SFG20 want to help educate as many facilities management professionals like yourself as possible to drive forward facilities excellence. If you don’t think that a CMMS or IWMS is quite right for you and your organisation, we recommend reading our CAFM guide to help you decide on which software solution will suit you the best.