What is CMMS?

September 2020

CMMS which means Computerised maintenance management system, is a software application designed to manage and schedule maintenance tasks, assets, team members and other resources related to maintenance. Assets are typically a piece of machinery or equipment or within the scope of facilities management assets could be a room, area or even a building.

Core functions of CMMS applications are collecting maintenance requests, creating works orders or tasks and assigning each task with an asset, a technician and due date. Tracking all of this information digitally means that managing the schedule of work, ensuring jobs are not missed and keeping a log of activity allows for improvements in maintenance effectiveness and productivity.

To make the data captured more useful tasks are categorised into different types – such as preventative maintenance, breakdowns, inspections, health and safety etc. This allows reporting tools and alerts to show insights into the activity types and demands on the organisation. Using the data collected in a CMMS application can support or drive key decisions and strategies regarding maintenance and asset life.

One of the key benefits of a CMMS system is alerting its users to new tasks and assigning responsibility to a user. This ease of use combined with clarity in task ownership allows teams and managers to work more effectively and particularly manage the demands of multiple site organisations.

CMMS applications feature many more in-depth features such as tracking costs, response times, subcontractors, spare parts, condition monitoring, automatic alerts, email reminders, work procedures and check lists. The complexity and scale of the CMMS system should reflect the organisational needs and how advanced the maintenance strategy or requirements are.