What is a Computerised Maintenance Management System (CMMS)? Features, Pros, Cons & Costs

The purpose of Computerised Maintenance Management (CMMS) is to simplify your maintenance management process, as well as improve productivity, equipment performance and longevity. 

It all sounds great, but if you’re new to this type of software, you’re likely thinking how exactly a CMMS can be put into practice within your facility management plan and why you may need a CMMS in the first place. 

As the industry standard for building maintenance specification for over 30 years, SFG20 are well-versed in facility management software including CMMS and are here to help you understand all of the core features as well as the pros, cons and cost. 

What Is A Computerised Maintenance Management System (CMMS)? 

A CMMS or a Computerised Maintenance Management System is a pivotal software tool used in building maintenance management to track and manage all physical assets. It allows you to schedule and automate preventative and predictive maintenance tasks as well as oversee work orders, inventory, costs and data.  

“If you're a building owner, at first you might use a simple spreadsheet or physical paperwork to track your assets and their maintenance schedules. However, as the number of assets you maintain grows, these tracking methods can become cumbersome. That's when a CMMS (Computerised Maintenance Management System) becomes helpful to streamline facility maintenance.” - Paul Bullard, SFG20  Product Director and FM system expert.

Key Features Of A CMMS And The Problems They Solve  

By automating tasks and centralising data, a CMMS can help to digitally transform your building maintenance operations and asset management. Below, you’ll find all of the key CMMS features in more detail.  

• Asset Management

A CMMS centralises all important asset information including manufacturer details, model, serial number, installation dates, costs, location, and performance statistics with easy access to and sharing of asset information.  

• Work Order Management 

A CMMS helps to automate and manage work orders for maintenance and repair, combining details such as work order numbers, priority, assigned personnel and materials used.  

• Preventative Maintenance

A CMMS can facilitate work based on pre-defined criteria such as time or usage, ensuring timely maintenance actions as well as testing and inspection for compliance. 

• Predictive Maintenance 

Some but not all CMMS software can utilise data collected from maintenance, repairs, and inventory usage to statistically predict future maintenance needs and in turn lower the risk of emergency repairs and asset deterioration.  

• Inventory Management 

A CMMS assists in managing inventory levels of equipment and materials, helping to reduce overstocking and underspending.  

• Reporting and Analytics 

A CMMS can generate detailed reports across various maintenance categories including asset availability, materials usage and labour costs, aiding with decision-making.  

These features are supported by data tracking, automated work requests, standardised maintenance processes and integration with other systems, giving you and your team the confidence you need to get the job done.   

What Are The Pros And Cons Of Using A CMMS?  

Pros Of Using A CMMS  

Implementing a Computerised Maintenance Management System (CMMS) into your facilities management can bring a diverse range of benefits to an organisation,  directly impacting operational efficiency, cost savings, productivity and overall asset management. Here are the biggest benefits of using a CMMS:  

• Increases Reliability and Uptime

A CMMS helps to ensure that preventative maintenance schedules are adhered to and by doing so reduces unplanned downtime.  

• Maximises Equipment Lifespan

Centralised data storage aids in prioritising critical maintenance, thereby maximising asset life. 

• Streamlines Maintenance Operations

A CMMS automates tasks and workflows, saving time and resources while also providing a central way of viewing and diagnosing asset health.  

• Reduces Repair Costs and Downtime

Effective maintenance management lowers repair costs and maximises production by preventing failures.  

• Saves Energy

Well-maintained assets operate more efficiently, leading to lower energy expenses.  

• Enhances Safety

Detailed information on equipment and maintenance operations helps identify and mitigate potential hazards. 

• Improves Data-Driven Decision Making

A CMMS captures and analyses maintenance data, optimising strategies and helping you make more informed decisions.  

• Audit Preparation

A CMMS can simplify audit preparation and compliance maintenance, easing the knowledge load on technicians.  

Cons Of Using A CMMS  

Like with any software, there will always be a few disadvantages to consider. Here are the key disadvantages of CMMS to be aware of: 

• Cost Challenges  

Onboarding a CMMS usually requires a large upfront investment which can be an issue for organisations with smaller budgets.   

• Data Migration  

If your maintenance data is stored in different formats across varying systems, it can be tricky to transfer data into a new CMMS.  

• Team Training  

If you’re an organisation with a long-established process and your team is used to a specific way of working, they may find it challenging to adapt to new software, especially if there is a lot of training involved.   

How Much Do CMMS Systems Cost? 

The cost of a CMMS is dependent on the deployment model, company size and specific feature requirements, so it’s a good idea to evaluate your needs and compare pricing options from multiple CMMS vendors. 

You can expect CMMS pricing ranges to start at around £50 a month for basic plans while more premium plans can cost hundreds of pounds per month. There’s also the option of one-time perpetual licenses which can range in the thousands. 

On-premise CMMS installations require more upfront investment and ongoing maintenance while cloud-based CMMS solutions have lower initial costs as they’re maintained by the software provider.  

Is CMMS The Right Choice For You? 

Now that you have a better understanding of Computerised Maintenance Management Systems, you may be wondering about the other types of facility management software (FM) available such as a CAFM system and if it’s better suited for your needs.  

At SFG20, it’s our mission is to raise maintenance standards and provide educational resources for maintenance professionals. 

There are a lot of FM software options to choose from, and each solution is different. That’s why we’ve put together a beginner-friendly CMMS vs CAFM guide which goes beyond the level of detail in this article, outlining key differences, pros and cons and how to choose the best option for your organisation.   

Click the button below to take your next step towards achieving facilities excellence.