As the year passes, our technology gets better and better making our lives easier and convenient. People from the past probably wouldn’t imagine how advanced the technology would be this day.

One of the best examples of technological advances is the mode of transportation. People from the past started traveling by foot, on horseback, and by simple rafts until the Industrial Revolution took place from the 18th to 19th centuries. During these times, horse carriages were used and paddle wheel steamships replaced the rafts. The railroad system was also built and eventually, the automobile production started and continues to innovate up to this day.

Industrialization improved the standard of living of people and created new job opportunities. Today, lots of businesses transition from traditional to modern models. According to Bianca Granetto, research director at Gartner, “The majority of spending is going towards modernizing, functionally expanding or substituting long-standing business and office applications with cloud-based software-as-a-service.” This means that businesses that adopted modernization have a more competitive advantage over those that are still practicing the traditional approach.

In this post, we will discuss how a CMMS can help improve the way you do business and how it can help you stay on top of the competition.

What Is a CMMS?

CMMS stands for computerized maintenance management system. It is a software used to maintain a computer database for an organization’s maintenance operations. It has multiple maintenance functionalities and is not limited to manufacturing companies alone as it is also beneficial for universities and hospitals among others.

The basic steps of CMMS involve requesting, approval, planning, scheduling, performing work, recording data, developing management information, updating equipment history, managing control reports, and cost accounting.

Components of a CMMS

The basic CMMS functions include but not limited to the following:

  • Equipment Data Management
  • Preventive Maintenance
  • Labor
  • Work Order System
  • Planning/Scheduling
  • Vendor Management
  • Inventory Control
  • Asset Tracking
  • Equipment Data Management

This is used to identify every single piece of your equipment. With the help of equipment data management, you can easily add a detailed information about your assets — including their brand names, serial numbers, spare parts, safety procedures, and equipment locations among others.

Preventive Maintenance

Making sure that your pieces of equipment are being upkeeped regularly should be a crucial practice because unexpected downtime interrupts the productivity of your company. This function allows you to create preventive maintenance (PM) tasks and generate work orders.


This function allows you to monitor your employees. Here you can set their salary rates, manage their vacation details, overtime information, and their shift which would be very useful when you need to schedule work orders.
Work Order System

After conducting a preventive maintenance and you find out that an equipment needs to be repaired, you can create a work order. Using this function, you can request a task and assign it to an available technician. A work order (WO) gives you a detailed information on who requested the WO, who authorized it, who will perform the job, what are the standard operating procedures, what is expected to be done, and when shall it be completed.


IDCON gave a short definition of the planning and scheduling system:

“Planning decides what, how and time estimate for a job. Scheduling decides when and who will do the job. Planning of a job should be done before Scheduling a job.”

Vendor Management

Outsourcing is being embraced by most companies this day. For example, when an inevitable situation comes and there is no available worker in your organization, you can always outsource the work to your chosen vendors or service providers. The vendor management function allows you to cultivate and maintain your relationship with your vendors. Using this, it can help you assign work orders to your preferred vendor and see and calculate their service rates.

Inventory Control

A CMMS also allows you to manage your inventory and optimize its cost. It shows how much stock you have at a given time. It also allows you to track parts, manage replenishments, and create reports among others. This is very important in making sure that you have enough stock and avoid excess in supply.

Asset Tracking

CMMS is also referred to as an Enterprise Asset Management (EAM). This function allows you to monitor all your assets and be able to see all their status.

Who Is it For?

Computerized Maintenance Management System is suitable for any industries no matter how big or small it is. But here are the few industries that would benefit most in implementing a maintenance management solution:

  1. Healthcare Facilities
  2. Property Management Firms
  3. Manufacturing Plants
  4. Hospitality Industry
  5. Educational Institutions


Because of the continuous advancement in technology, new industries and disruption are emerging. Investing in a system that will help improve your business performance has always been a wise decision.