Among the benefits of a CMMS is that you get a lot of things done faster, effortlessly, and stress-free. Your life becomes easier since you have a more predictable work day. However, to fully understand the benefits it is important to understand what a CMMS is, how it operates, its importance as compared to paper or spreadsheet, its features, and how those features interact to create effective workflows. The more you comprehend how a CMMS operates the better you can be at implementing it.
What is a CMMS
A CMMS is software that anyone can use to manage their maintenance operations. You can be able to gather all your data in one central location making it safe and accessible. You can be able to understand it by thinking of a CMMS as having two different but interconnected portions.
CMMS database
The database is one of the basic CMMS features. This is where all data is organized and updated. Modern technology organizes data differently and to understand CMMS software you need to look at how the providers opt for a long-term partnership rather than a one-time subscription.
The old systems were within the facility but new systems have data on the cloud which means that the provider takes responsibility for all the data on your behalf. Therefore, instead of purchasing the software, you can pay for subscriptions offering you unlimited access.
This type of model is similar to Netflix. You are not purchasing all the movies. Rather you have a subscription that offers you access so that you can binge watch as much as you need. The only thing is that the maintenance information is yours. And if you are thinking of ending the subscription with your provider you can take your information all together.
CMMS interface
This is the part that you access to add, share and update information. You can also think of it as all the CMMS features such as:
- Preventive maintenance
- Maintenance reports
- Work order management
- Inventory control
Advantages of a CMMS as compared to spreadsheets and paper
A CMMS is better than paper and spreadsheets but for various reasons.
It is difficult to generate and share information with paperwork.
When scheduling your maintenance with a paper you get several problems. You will find it hard to generate data since you have to write down everything which makes you prone to errors such as putting the wrong date, or wrong asset. These small mistakes cause the maintenance team a lot of trouble.
Sometimes the work becomes unmanageable since it is easier to misplace paperwork. When you do not reach the small goals that you were supposed to do earlier is similar to setting up bigger problems in the future. Despite the system operating optimally even when everybody has the perfect handwriting and everyone does not miss any information, the major problem remains to be a slow system.
Spreadsheets make it easier to create and share data
You can copy and paste data from one file to another making faster copies easily. However, those copies do not remain to be copied for a long time. When you send out a copy through email it remains as the original one. However, a simple tech makes changes to the copy and there are many versions of the same file out there. Every other version of the file is out of date in an instant and anyone operating on them will be accessing outdated information.
The benefit of CMMS over spreadsheets and paper is that you never have to operate on stale data again. Everything is stored in one database and every person is operating on the same data from different locations. If you make any changes the whole team can see the updated information.
Benefits of a CMMS
The benefits of a CMMS all culminate in your daily activities becoming easier and more predictable. You will be in control and encounter fewer surprises. However, there is also a long list of particular advantages that come with modern CMMS systems.
Create, plan and monitor preventive maintenance
A good CMMS software enables you to plan preventive maintenance tasks and monitoring so that you can be able to rectify minor problems before they grow into budget-consuming and bigger problems. This is similar to the situations in which you recall checking and changing the oil in your vehicle.
Stay ahead of reactive maintenance
During emergencies, CMMS software enables you to respond faster. Before the problem escalates to a bigger one, technicians already know about it. The online portal makes it easier for anyone near it to reach you and contact you as soon as possible.
They just need to access the online request page and submit their request for maintenance reasons. Since the page comes with fields that are customizable you can make sure that you get the information you require to prioritize the work properly and prioritize your work.
Reduce costs and control inventory
It is hard to get the machinery running without the necessary materials and parts. A minor failure can persist for days if you have to wait for parts to be shipped by a supplier. Your technicians will be sitting idle as well as other employees.
However, when you track the inventory using the CMMS software you do not have to be concerned about the failure of critical components. Since you know what you have you should know when you should request the next supply.
Better decision-making through accurate data
A good CMMS gives you control and helps you prepare for the future. You will be able to access, more reliable and better information that can be put into action. This operates via having historical data on equipment breakdown and the reasons. Therefore, maintenance will be more predictive.In summary, modern CMMS software offers a long list of benefits, and the more you recognize how the software operates you will be able to understand them. Facility and maintenance managers use the maintenance ticketing system in the CMMS software to control their maintenance activities by safeguarding their operations and making them accessible.
