What is a Computerized Maintenance Management System (CMMS)?

What is a Computerized Maintenance Management System? (CMMS)

Maintenance management is not an easy job. Doing it efficiently involves careful planning as well as making sure your business’s equipment, premises, and assets operate smoothly, minimizing downtime and potentially costly disruptions. The good news is, juggling all these moving parts gets easier by leveraging technology. Innovative tools like Computerized Maintenance Management Systems (CMMS) can help you handle your facility’s upkeep, track assets, and stay on top of repairs, all in one place. [1]

So, what exactly does a CMMS do and how can it be a valuable addition to your business? Let's take a closer look.

What does a Computerized Maintenance Management System (CMMS) do?

A CMMS offers a range of features designed to simplify maintenance management. Here’s a breakdown of the most common key functions that make it an essential tool for many businesses:

Asset & resource management

Most maintenance software helps you monitor in one place the use and availability of all the physical equipment, systems, and infrastructure that keep your facility operating. It usually holds detailed records of each asset, including its location, maintenance history, and performance, making it easier to plan for refills, repairs, or replacements.

Asset types that can usually be tracked in a CMMS include:

Machinery and equipment
Lighting and electrical systems
Heating, ventilation, and air conditioning (HVAC) systems

Similarly, when it comes specifically to cleaning, facilities management software like Tork Vision Cleaning can take your operations to the next level. Our solution provides you with real-time data on restroom traffic and hygiene supply levels, helping your cleaning staff stay proactive. Features like smart sensors in your restrooms as well as dispensers and refill monitoring help ensure that resources are allocated where and when they’re needed most, boosting efficiency across your facility. The results speak for themselves: 7 in 10 cleaning managers say they improved efficiency in their operations with Tork Vision Cleaning.*

Work order management

Generally, with a CMMS, you can create and track work orders from start to finish. This type of software is designed to ensure duties are completed on time, with clear visibility of which critical tasks require immediate attention and which are done, streamlining your workflow.

Preventive maintenance

Scheduling regular maintenance is key to preventing equipment failure at your facility, and a CMMS can automate this process. It schedules tasks, sends reminders, and keeps track of when and how often upkeep is performed. Having a preventive maintenance program in place can reduce the risk of unexpected breakdowns or major repairs and even increase equipment lifespan.

Inventory management & distribution

A computerized maintenance management system commonly monitors equipment and supplies, helping you manage inventory levels efficiently and plan purchasing decisions. It alerts you when stock is low, ensuring you always have what you need on hand.

Taking the hospitality industry as an example, in hotels, tracking guest amenities such as shower products, linens, and mini-bar items helps prevent shortages. In restaurants and cafés, monitoring kitchen equipment can minimize downtime, while managing Serviceware like napkins or ingredients like condiments helps ensure seamless service during peak hours.

Regardless of your particular trade, monitoring stock of hygiene supplies like hand paper towels and hand soap is essential to promote health and safety in any facility. And it is just as important to ensure their efficient distribution across restrooms. Tork Vision Cleaning provides you with valuable features such as ‘Pack your trolley’, which helps cleaning staff know exactly which items to bring for each round. This boosts efficiency by reducing unnecessary trips back to storage areas, enabling your staff to maintain a clean, well-stocked environment. In fact, Tork Vision Cleaning makes sure that your dispensers are stocked 99% of the time**.

Reporting and analytics

Data-driven insights are crucial for maintenance optimization. A CMMS can help you better understand equipment performance, maintenance costs, and downtime, giving you the information you need to make informed business decisions and improve overall efficiency. This also eliminates the need for manual administrative tasks like creating reports. Plus, having computerized records takes away the risk of paper files getting lost.

What are the key components of a CMMS??

This kind of software is designed to bring maintenance operations together, making it easier for you to manage everything in one place. Let’s break down how such a system is typically structured.

Central database

The database stores all maintenance records and information, from equipment details to work orders and inventory. It tracks historical data and provides quick access to archives, helping you spot trends and improve your maintenance procedures and strategies.

User interface (UI)

The user interface allows maintenance staff and managers such as yourself to input data, manage work orders, schedule tasks, and view reports. It’s usually designed to be user-friendly and accessible from both desktop and mobile devices, making it easy for you to also work on the go. [2]

Integration with other systems

In many cases, a CMMS can integrate with other business software, like supply chain and procurement systems, enabling seamless data sharing and coordination across internal teams for smoother operations.

How can a CMMS benefit your business?

Computerized maintenance management software isn’t just about simplifying maintenance—it can add value to your business by improving your workflow. Curious how? Here are some of the main benefits a CMMS offers:

Increased efficiency and productivity

A CMMS streamlines maintenance tasks by organizing everything in one place, reducing the time you spend on manual processes. This can lead to fewer delays, less downtime, and a smoother workflow overall.

Try not to overlook this when it comes to sanitation, as 70% of cleaners say that if dispensers were quicker and easier to refill, they'd have more time for other cleaning tasks.**** You could make this possible with Tork Vision Cleaning, which can reduce dispenser checks by 91%***, enabling your cleaning staff to work more efficiently.

Cost-effectiveness

A CMMS optimizes resources, helping to ensure that maintenance is done only when necessary, thus saving your business both time and money. It also helps to reduce costly procedures such as emergency repairs by scheduling preventive maintenance. Last but not least, this type of software can assist in minimizing over and under-stocking, leading to optimized inventory costs. [4]

The admin time and overhead saved through a CMMS can be reinvested into other high-impact areas of your business operations — such as employee development resources, additional technology upgrades, or expanding service offerings. These savings also allow your teams to focus more on strategic planning and continuous improvement rather than reactive maintenance, ultimately contributing to your business’s long-term growth.

Improved data management

Centralizing all maintenance data in one system makes it easier for you and your teams to plan and take informed decisions. A CMMS helps you track performance and prepare for future needs with accurate, up-to-date knowledge.

Who is responsible for a CMMS in your business?

A computerized maintenance management system owner ensures the software is used effectively to maximize efficiency in your facility. [3] Which employee takes on that specific responsibility varies from business to business, but the upkeep and use of the CMMS will often fall within the following roles in your maintenance team:

Maintenance administrator

Your maintenance administrator is primarily responsible for making sure the system runs smoothly day to day, including overseeing software settings and user permissions.

Maintenance manager/supervisor

Your maintenance manager is usually responsible for the broader use of the CMMS. They ensure that tasks are being tracked, work orders are properly managed, and preventive maintenance is scheduled. They also use the software’s data to make asset-dependent decisions and efficiency improvements.

All things considered, a CMMS is a game-changer for any business looking to streamline maintenance and boost efficiency. Whether you want to ensure minimal equipment downtime or spend less time tracking inventory, the right system can make a real difference in how smoothly maintenance processes run in your facility. Used effectively, a computerized maintenance management system can help your business stay productive and manage everyday operations more wisely, setting you up for long-term success. And paired with facilities management software like Tork Vision Cleaning, you can also take your cleaning and hygiene operations to the next level. Our system promotes a more efficient work environment while boosting restroom users’ satisfaction. Ready to take the next step? Just fill in this form to book a free Tork Vision Cleaning demo!

If you want more inspiration to boost your business’s efficiency, why not take a look at our guides on how to improve productivity in the workplace and the benefits of facilities management software?

*Based on survey results conducted in November/December 2023 of 69 managers using Tork Vision Cleaning in 18 countries globally.

**Measured across nearly 13,000 connected dispensers between June-December 2019, based on time per month that a dispenser is in an empty status against total time per month.

***Based on customer measurements and feedback for dispenser checks over 6 months before vs after installing Tork Vision Cleaning (between June-December 2019). Measured across 16 sites connected to Tork Vision Cleaning, with each dispenser check taking approx. 20 seconds.

****June 2022 Behaviorally – Qualitative and quantitative office segment research with 600+ respondents in North America and Europe.

References:

[1] https://www.ibm.com/topics/what-is-a-cmms

[2] https://www.linkedin.com/pulse/importance-user-friendly-cmms-interface-worktrek-njpef/

[3] https://mpulsesoftware.com/blog/cmms/who-should-manage-your-cmms-system-part-2/#

[4] https://fiixsoftware.com/blog/15-benefits-of-a-cmms/