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CMMS Reporting: Maintenance metrics and KPIs are essential elements to be able to monitor the performance of our assets and maintenance team. In this article, we offer a complete overview of the main metrics and KPIs, explaining how to choose them in relation to our goals and how to calculate them in the simplest way. Stop Driving In The Dark Imagine driving a car that doesn't have a fuel gauge. Or that it lacks a speedometer. To know the speed at which you are going, you would be forced to count the kilometers covered one by one and divide the total by the time it took you to cover them. And even so, it would be an extremely approximate finding. Now imagine driving this same car every day for eight hours. It would be total chaos, wouldn't it? Continuously dry tank and speeding tickets would become the norm and all this because you are driving in the dark. Here, now try to think of managing your plants, or even an entire facility in this way. In short, it's impossible to improve what you can't measure. Luckily, however, there are some metrics and KPIs that can help you, just like your car's speedometer or fuel gauge, help you achieve success. Maintenance metrics and KPIs allow you to shed light on every process and operation that takes place within your facility. The best part is that these metrics aren't that complicated to calculate and track, at least if you have the right tool at your disposal, at the right time. However, is that – despite everything – today there are still many companies that do not bother to carry out this type of analysis seriously and constantly, often limiting themselves to acquiring approximate data and processing them inefficiently. This represents an excellent possibility to be able to acquire a competitive advantage over the competition. What Is A Maintenance KPI: Data Anatomy KPIs (key performance indicators) are performance indicators, i.e. measurements which, through their monitoring, give us a precise indication of our work with respect to the objectives we have set ourselves. We can thus measure the performance of a person, an asset, a process, or an entire company and how efficient they are in achieving the established objectives. Maintenance, can for example be used to establish new strategies that minimize downtime, identify bottlenecks and inefficiencies, build better preventive maintenance plans, and optimize costs. In other words, KPIs serve to show you the way to turn on the lights of your car, shedding light on the processes and helping you to design the fastest way to achieve the objectives you have chosen. KPI vs. Maintenance Metrics: What Is The Difference? Metrics and KPI maintenance are two terms often used interchangeably. In any case, there is a subtle difference between them. Specifically, KPIs are numbers that we need to give a dimension to our progress in relation to the goals we have set. We need them to set a goal we want to strive for. On the other hand, Metrics, are the building blocks with which we build KPIs and are used to connect our actions to the performance we want to monitor. Example KPIs: Let's say your goal is to increase revenue at the end of the year. To achieve this, you will want to increase the volume of merchandise produced and sold. However, production capacity is strictly influenced by the number of machine downtimes encountered. Therefore, one of the KPIs that you will be interested in monitoring will be the total number of machine downtimes or, even better, the total downtime for a specific plant. All actions that are linked to this KPI and can be quantified, from the number of corrective maintenance interventions to the operational time between two failures, represent maintenance metrics to be monitored. Adopt a logic of continuous improvement You've no doubt heard of TPM – Total Productive Maintenance. But what does TPM have to do with monitoring business KPIs and maintenance metrics? Like all active maintenance policies, the TPM tries to solve the problems related to the decrease in the performance of machines and plants and make the processes related to asset management more efficient. The ultimate goal of TPM is therefore to increase overall productivity by optimizing these processes. How can you improve a process if you are not able to monitor it? Any action you take, without tangible feedback, does not allow you to clearly and precisely identify and separate what works from what does not. Our approach to maintenance metrics and KPIs Metrics and KPIs tell you a lot about the how and why behind each event, providing you with a valuable diagnostic tool aimed at improving your operations and the results of the entire company. But being able to monitor these performance indicators comes at a cost if only in terms of time and resources to devote to them. This is why it is important to be able to choose the KPIs that interest us and focus on them. To choose which metrics and KPIs are right for you, you need to start with the final goals you intend to achieve. KPIs And Metrics To Track Only you and your maintenance department can determine which KPIs are right for your organization and aligned with its strategic goals. But first, let's look at a few common maintenance performance KPIs. Maintenance Backlog and Overtime A maintenance backlog is the accumulation of maintenance work that needs to be performed for safety reasons or to avoid failures. This KPI is critical because the more unfinished work, the greater the chance of severe and costly downtime. The goal is to control the backlog both in day-to-day operations and in times of crisis. If there are too many work orders pending, it is an indication that more employees need to be hired. On the other hand, having no backlog may indicate that you can reduce headcount too much. Managers can track overtime to see if their department is overly reliant on reactive maintenance. This can lead to technician burnout, high maintenance costs, costly downtime, and reduced productivity. Equipment downtime Equipment downtime is any period of time when equipment is not operating. Because of preventive maintenance, is sometimes planned as part of an overall maintenance plan. In other cases, however, unplanned downtime may occur and production may stop due to equipment failure or inoperability. While this scenario is more likely for companies that rely on reactive rather than preventive maintenance, in either case, the costs can add up quickly, with industry estimates at around $50 billion a year due to downtime. Mean Time To Repair (MTTR) MTTR is the mean time it takes for failed equipment to recover and return to production. Accessing this metric gives you insight into how your organization needs to respond to planned repairs or unplanned equipment issues. EAM software can help you accurately calculate this metric. Mean Time Between Failures (MTBF) MTBF is the mean time between equipment failures. Measure this KPI for individual devices using CMMS software. It is one of the most effective ways to analyze asset reliability and predict its future performance. Overall Equipment Effectiveness (OEE) This KPI looks at the overall performance of the facility. OEE is based on the availability of equipment, the efficiency of its overall performance, and the quality level of the final product. Other key figures often have to play a role in this measurement. Percentage of Planned Maintenance (PMP) The planned maintenance percentage is the percentage of hours spent on planned maintenance activities to the number of hours spent on unplanned maintenance activities. This metric is calculated by dividing the planned maintenance work hours by the total maintenance hours for a given maintenance period. Completed work order Work Orders Completed is a CMMS KPI that measures the number of work orders completed on time. This KPI is also used to calculate Preventive Maintenance Compliance (PMC). Completed work orders are typically measured daily, and this information is readily available in most CMMS systems. [cta title="Supercharge your business with WorkTrek CMMS" text="Book a WorkTrek demo to see how a CMMS can help your asset management." link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] Metrics And KPIs Related To Service Management KPIs and Service-related metrics are particularly suitable indicators for the Facility Management and Global Service sector, but not only. Through this group of KPIs, the maintenance manager will be able to answer questions such as: How efficient is the intervention request management system? How efficient is the management process of planned interventions? How many/which work orders are left unfinished? How much time elapses between the actual moment of the failure and its reporting? Does the management process have bottlenecks? What are the maintenance KPIs related to Service Management? % of corrective Work Orders closed within a defined period % planned work orders closed within a defined period Maintenance backlog (number of work orders arrears) Work Order trends created: corrective maintenance vs. planned maintenance Work orders divided by group Work orders divided by category Maintenance Metrics And KPIs Related To Asset Management The second group, Asset Management, refers to metrics and KPIs whose main objective is to monitor a series of values ​​that are typical of maintenance engineering. They are indicators that allow maintenance to be brought to a level of greater knowledge and professionalism, often used in industry and manufacturing environments where there are machinery and plants to monitor. Through these indicators, you will be able to respond to surveys such as: How much time elapses between two consecutive anomalies on the same asset (MTBF)? How much time is required on average to resolve an anomaly on a specific asset (MTTR)? What are the assets that presented the most anomalies (Top Worst Asset)? What is the time of each single repair (MRT – Wrench Time) What are the maintenance KPIs related to Asset Management? Mean Time Between Failures (MTBF) Mean Time To Repair (MTTR) Mean Time To Failure (MTTF) Mean Repair Time (MRT) Mean Time Between Maintenance (MTBM) Total number of machine stops Top Worst Assets Maintenance Metrics And KPIs Related To Cost Control The third group, Cost Control, refers to metrics and KPIs that aim to define the costs that affect maintenance. Costs can be dictated by the type of maintenance performed, the use of internal or external resources (suppliers, service companies), and the materials used. By analyzing these KPIs, it is possible to answer the following questions: How much did maintenance cost, during a given period, for a specific asset? How much labor has affected the total cost of maintenance? How much did the cost of spare materials affect the total cost? These KPIs represent the final objective of carrying out maintenance but naturally require a certain accuracy in identifying the cost items associated with the interventions. What are the maintenance KPIs related to cost control? Total cost of corrective maintenance Total cost of planned maintenance Weight in % of the corrective maintenance on the planned one Weight in % of the use of external resources on internal resources How Can Tracking KPIs And Metrics Help A Business? Making online business decisions based on assumptions is no better than walking a maze blindfolded. You can't control where you're going, but you know you're going somewhere. The same goes for tracking KPIs and metrics. Tracking KPIs and metrics can go a long way in helping you maintain control of your business while making better data-driven decisions. In a nutshell, here's how they help: Monitor the health of your company Even if you think it's a time-consuming process, you just need a few KPIs to monitor the health of your business, such as: Financial Metrics: Measure and compare historical and current financial metrics to drive revenue growth Employee KPIs: measure employee productivity and satisfaction to assess a company's work environment Customer Success KPIs: Measure how your service impacts customers and identify opportunities for improvement These KPIs are metrics like customer retention, net profit margin, and similar metrics. Plus, they make it easy to assess the health of your business over time. Measure progress KPIs can greatly help you measure your organization's progress against predetermined goals. All you have to do is set the right KPIs and track key metrics like revenue and gross margin, as well as compare past and current performance to measure progress. Metrics enable organizations to gain detailed insight into the performance of specific campaigns, strategies, and campaigns. Make adjustments One wrong decision can cause your business to fail. But by tracking KPIs and performance metrics, you can control what works for you and what doesn't. Tracking key performance indicators and indicators such as leading and lagging indicators at specific time intervals can help you identify pain points and determine future courses of action for better business growth. How Does a CMMS Help Maintain KPIs? Help centralize your maintenance information - The KPIs listed above are just some of the available KPIs. Teams can measure the success of their maintenance programs in a number of ways. Also, it can be a challenge to remember the various numerical formulas used to calculate each KPI on the fly. A good CMMS can provide simplified data and asset management, eliminating the need to memorize these formulas or remember exactly which maintenance KPIs you are tracking and why. Everything is in your hands. Facilitates real-time data reporting – Powerful CMMS software stores your data in the cloud. CMMS has intuitive reporting capabilities that allow team members to comprehensively record maintenance performance indicators and KPI data in real-time. This allows you to immediately see what is happening and really understand how your maintenance process is running. Help you delegate work – Getting information is one thing. Knowing who should do what is another. The best CMMS will help you assign maintenance responsibilities quickly and easily, and may even eliminate the need to perform these tasks manually. Conclusion KPIs are key metrics that help keep your facility up and running efficiently. By selecting a few key metrics, your management team can make changes and measure their effectiveness. Focusing on your most important assets and processes can have a huge positive impact on your bottom line. That's what every company wants.

ROI of a CMMS Let's say you're still managing your maintenance processes through traditional methods, such as pen and paper, email outreach, phone calls, or WhatsApp messages. Naturally, you realize that it is not efficient management, so you finally decide to look for an alternative and more performing solution. Do an internet search, ask around, and collect a few pieces of information wherever you can. You realize that this is interesting. Sooner or later, however, you will end up asking yourself a question like this: "How much does a CMMS cost me?" What is the ROI of a CMMS Soon after, you will ask yourself another question: “What is the ROI of a CMMS?” If you are reading this article, it is likely that what I have just described is, more or less, the path that has led you here. In fact, they are both legitimate questions, the only problem is that it is not very easy to answer completely exhaustively. In short, you cannot read this article passively: your help will also be needed. Why? Well, finally a simple question: because there is neither a precise cost nor (let alone) a single ROI that applies to everyone. Exactly: when evaluating the final cost or calculating the ROI of a CMMS, there are a number of factors to take into consideration that will decisively affect the result and the price of the CMMS. What Is ROI? ROI, the acronym for Return on Investment, is one of the profitability indicators that is part of the economic analysis of a business. The Return on Investment is taken into consideration when investors and entrepreneurs want to know if it is worth investing in a company because it clearly reports how much that business makes in its core business. What Is ROI For? Now we know what ROI means and that it is a profitability indicator, but what is it for? Return on investment is used to understand if an investment in a particular company is profitable. In a nutshell, what return will I get if I invest X euros in this company/sector/software? Will I make a profit or a loss? The Return on Investment shows the answer to this question, so it is essential to calculate it in order to understand whether or not to invest in that particular company/sector/software. In fact, thanks to the ROI calculation, we will be able to understand the efficiency with which the company/sector/software we are going to invest in will manage our invested capital and its ability to generate income from the investment. In fact, it is NEVER advisable to analyze just one balance sheet index when evaluating a possible investment. ROI belongs to a larger group of profitability indicators and it is advisable to analyze them all. How is ROI calculated? The ROI, therefore the return on investment, is calculated as a percentage taking into consideration the investment and the turnover. As with other balance sheet ratios, the ROI calculation will be indicative of your business only if accompanied by other indicators of your company's structure, both from an equity and economic point of view. This therefore means that it is not a sufficient parameter to tell you whether your company's performance is sufficient and profitable or not. In addition to this, you need to understand how to interpret the ROI data presented, and how much to rely on it to make decisions that can prove decisive for your business. To calculate your ROI just use a simple formula. ROI: formula The formula for calculating the return on investment is given by dividing the net return on investment, calculated by subtracting the turnover from the investment, by the invested capital. The figure obtained will then be multiplied by 100 to calculate the percentage value. The ROI formula is therefore: [(turnover - investment) / invested capital] x 100 Try our ROI Calculator for Free!       ROI Calculator Investment ($): Turnover ($): Calculate ROI   Types of ROIs Based on the value obtained from the calculation of the return on investment, three types of ROI can be identified: ·  greater than 0: if the ROI is positive, the business is generating wealth. ·  equal to 0: if the ROI is equal to zero, the business is neither generating nor destroying wealth. ·  less than 0: if the ROI is negative, the business is destroying wealth. Six Factors That Influence The Cost Of A CMMS What are the main cost items of a CMMS? Software cost Implementation and configuration Training, education, and support Integrations Hardware (when needed) Customizations The cost of CMMS: cloud Vs on-premise Most CMMS vendors offer two solutions for delivering their software: Cloud-based CMMS CMMS on-premise Cloud-based CMMS software is often delivered through a subscription model. The subscription is often linked to the number of users (therefore to the number of people who will use the software) and is usually paid once a year. People who only have the possibility of reporting a fault using the appropriate technical intervention request form are not to be considered users. When you want to determine an estimate for membership fees, you should therefore ask yourself one question: How many people will use the system? Calculating this cost is the most difficult part, as it varies according to what we want: customizations and integrations are among the most common extras that lead to raising the final price of the CMMS and are usually also the most expensive items. On the other hand, however, they are at the same time the elements that can lead to a higher ROI. So it's about finding the right balance. We will examine each of these items more closely in the next paragraphs. Calculate the costs of a CMMS: implementation and configuration The cost of implementing and configuring a CMMS includes both direct and indirect installation costs to make the software operational. To give some examples, potential implementation costs concern the payment of services such as system configuration, data migration or data entry, creation of scheduled maintenance, etc. Most CMMS vendors charge an hourly rate to cover the hours of work required or offer a standard implementation package that includes these services. Calculate the costs of a CMMS: training, education, and support The cost of training and support depends on the size, goals, and capabilities of your team. As with implementation, most vendors offer a specific number of training hours directly with the purchase of a subscription. Any additional hours are charged by the hour. While this item is the most tedious part of buying a CMMS, don't underestimate it. Successful implementation depends on how the people involved use the software. [cta title="Accumulate your savings with WorkTrek CMMS!" text="Book a WorkTrek demo to see how a CMMS can help your business." link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] Calculate the costs of a CMMS: integrations Being able to integrate your CMMS with other company systems is one of the essential elements to take maintenance to the pro level. Whether you want to connect the CMMS to the corporate ERP system, to an MES, or to production schedulers, warehouse software, SAP, sensors, meters, and so on, it often represents a decisive argument for achieving the best ROI. The first step in determining the effective cost of integration is to understand what we want to connect to the CMMS. Talk to your supplier to understand what the possibilities are and get an accurate idea of​​the final cost. Calculate the costs of a CMMS: customizations Customizing your CMMS is not only a smart move but very often a decisive one too. CMMS software is used in many sectors ranging from facility management to industry. Although CMMS providers very often provide slightly different environments from sector to sector, you will always have needs that are different even from those of your competitor. However, these customizations are divided into 2 categories: for a first group, represented by simple changes to the interface, it is only a question of modifying some fields, for example removing those that are not needed to make the interface itself cleaner. These customizations are usually done without adding an extra cost unless they become too much. Other customizations instead require a greater effort for the CMMS provider. Some of them may even involve the development department and, of course, will have to be paid for. Extra costs: hardware The purchase of mobile devices represents one of the few costs of a CMMS associated with physical hardware. One of the main advantages of a CMMS is its ability to access it through smartphones or tablets. This allows you to be able to use the system directly through your own devices, but if the company intends to provide a corporate one, it will be good to calculate the cost in advance. Calculate The ROI Of A CMMS The time has come to understand what value a CMMS can offer. Calculating the ROI of a CMMS depends on many factors including, for example, the objectives we have set ourselves to achieve, or the sector in which we operate. However, since ours is intended to help calculate ROI, we will focus only on those aspects that are measurable. Downtime: Downtime can represent a significant cost item for companies every year. CMMS software can help you reduce this cost in many ways: for a manufacturing company, for example, a CMMS can help reduce the number of unexpected downtimes or help you plan scheduled maintenance more rationally. A CMMS can also help you: Understand the hourly cost of machine downtime. Monitor the number of hours of downtime before and after implementation. Analyze failure types and evaluate their effects in terms of hours worked per machine and other maintenance metrics. Eliminate inefficiencies: Eliminating inefficiencies can save you time and money. The main problem is being able to find them. CMMS software can give you a big hand in this. Once you've established the average time required to complete a specific task, as well as the required man-hours and man-hour costs, you can begin to find answers to questions such as: Does fewer unexpected breakdowns mean fewer additional staff/suppliers? Is our preventive maintenance program sufficient to reduce the number of breakdowns? Are we saving time by automatically entering data, tracking operations, and compiling the digital end-of-service report? Is work being assigned and done faster using the mobile app? Does the improvement in communication and dissemination of information lead to shortening intervention times? Aspects such as productive time, quality of work, and the total value of working hours are increasing? Analysis and efficiency: One of the central aspects of a CMMS is the ability to analyze stored data and provide advanced reporting to make it easier to read and therefore actionable. Some reports and KPIs can also give us an indication of the return on investment of our CMMS. These reports can help us answer questions that, without data in hand, would remain unanswered. Are we doing too much (or too little) scheduled maintenance? Indeed, if it has been demonstrated that optimal maintenance planning can cost 3 to 4 times less than reactive maintenance, it is also true that an excess of scheduled maintenance leads to a significant loss of efficiency which has repercussions on management costs and times. How much does a machine downtime cost on average (and specifically)? Has the average number of total machine stops (or for each plant) dropped or is it dropping? Which assets are our staff or suppliers spending the most time on? What are the most expensive assets in terms of downtime or maintenance? What is the backlogging rate (maintenance backlog)? Is it decreasing? Is the mean intervention time (wrench time) decreasing? Answering these questions will help you find the CMMS ROI in relation to labor costs and labor time. Inventory and spare parts warehouse: Optimal management of spare parts and materials in the warehouse can lead to a significant reduction in costs. You can measure these savings by calculating the amount you spent on inventory before and after implementing a CMMS. Here are some examples of how CMMS software can help you better manage your parts warehouse inventory. You can save on purchasing spare equipment through maintenance planning. You can track the usage of spare materials and equipment in your warehouse in just a few clicks, and set minimum thresholds so you don't overstock. Identifying the materials needed for a work order allows you to reduce time and labor costs. Durability and asset efficiency: Part of the ROI of CMMS software also comes from ensuring that the assets receive adequate maintenance in order to make them last longer and maintain initial productivity standards. This will allow your company to save a nice nest egg in the long run. All of this obviously has a major impact on the ROI of a CMMS. In particular, because it allows you to: Increase the availability and efficiency of your plants Extend the natural life cycle of resources Sustainability and safety: A CMMS can also provide a high ROI in terms of efficiency and sustainability. Here are some examples: Better maintenance helps keep machines in like-new condition, reducing utility costs. CMMS software simplifies the management of audits and inspections, as well as contributes to compliance with safety procedures. Through processes that automate maintenance planning, the CMMS contributes not only to comply with the required regulatory standards. Integration with business systems: In addition to integration with ERP systems, a CMMS can also be integrated with much more complex systems, such as BMS, BEMS, and BIM, by sharing the collected data. This possibility, very often, is able to generate an even higher ROI because even in maintenance unity is strength. Costs and ROI of a CMMS: finding the right balance for your Business needs The CMMS software market has evolved in recent years, both in terms of available features and in terms of its cost. Today, CMMS software is available at a much lower cost than in the past, and even some open-source experiments are available. See WorkTrek pricing here. Each of these has different characteristics, different capabilities, and, of course, different ROIs. Understanding the cost of a CMMS and the value it brings to your company requires careful analysis and a definition of the objectives that we want to impose on ourselves through the implementation of maintenance software. It is important to carefully consider each of the elements, talk to the different suppliers, and get a complete picture, since the cost structure of a CMMS, more often than not, is also an indication of the necessary effort and services behind the product but which can turn out to be an ace in the hole and an extra gear to achieve success. ROI is a fundamental index for evaluating the profitability of a company's investments.

CMMS software is essential for the coordination of all activities related to the availability, productivity, and maintainability of complex systems. Modern computer resources have made it possible to considerably improve the effectiveness and efficiency in the field of maintenance through the use of CMMS. But – implementing a CMMS correctly means making the most of your investment. To do this, you need the know-how and experience necessary to avoid nasty surprises when it will already be too late. Implementing a CMMS requires planning, time, and project management skills that will involve people and processes within your company. Being able to do it well means starting the journey towards better management of your resources on the right foot, which will potentially be studded with great satisfaction. For this to happen, it is not enough to choose the CMMS based on its functions. You need the know-how and experience necessary to ensure that the software can adapt to your processes, without expecting the opposite to happen overnight. The people involved need to learn how to use it and do it well, to get the most out of the system and not just a slice of the pie. Your company is not only making an investment in terms of money and time, but it is also facing a cultural change, as it moves from an old way of doing things to a new and more performing one. What Is A CMMS Software? The acronym CMMS stands for Computerized Maintenance Management System. This software package was designed to manage maintenance globally, on a strategic, financial, and operational level. It is today the essential software of the industrial sector. Much more than simple computer programming, it is an assistant for maintenance teams, the cornerstone of industrial efficiency. Because you can use it to achieve different goals, there are different ways to describe computerized maintenance management software. On the one hand, it is sophisticated software that captures and uses thousands of data points to provide an overview of how a facility is operating or detailed information about individual pieces of equipment. In terms of functionality, CMMS software offers businesses the ability to monitor inventory levels, manage work orders, set up and schedule preventive maintenance programs, and quickly generate accurate reports. But on another level, it's just the solution maintenance managers need. Automating processes and streamlining workflows makes your life less stressful by making your workday more predictable. What Does CMMS Software Do? The CMMS is a software capable of containing all the maintenance information: from the technical master data to the asset files, passing through the maintenance plans, the requests for technical intervention, and the work orders. It also allows you to manage all the documentation, the history of interventions and work reports, the spare parts in the warehouse, and of course the technicians and suppliers. Thanks to all this information, it is able not only to help you optimize maintenance processes but also to provide all the data necessary for a detailed analysis of the same, monitoring times, costs, and performance thanks to business intelligence systems that analyze the data for you, creating personalized and incredibly detailed reports. The best CMMS software is also able to automate a large part of these processes, for example by automatically creating work orders or assigning them, always automatically, to the right personnel, based on the indications you have given to the system. Read also, 20 benefits of CMMS tools for small business How Does It Work? Let's say, for example, that you need to plan preventive maintenance interventions based on the working time of a machine. The CMMS is able to generate a new work order every time this time is reached, inform you if spare parts are available in stock, attach the necessary documents and maintenance check-lists to ensure that the interventions are carried out in the correct way and finally assign them to the person indicated on the basis of the machinery or its location. This allows you to drastically reduce costs and management times of your resources, in addition of course to machine downtime, also reducing manual actions and margins of error. One of the most important features of modern CMMS systems is the ability to use the mobile app. Thanks to the mobile app, technicians can take the CMMS for company maintenance with them in the field at all times. They will be notified via a simple notification (or an email) when a work order is assigned to them, they will be able to consult the documentation, record the intervention times, take advantage of the check-lists attached to the work order, and add the pieces in just a few taps spare parts used in the final report. See also, what is CMMS? Features, benefits, and how it works. What Does This Mean? This will allow them not only to cut intervention times but also to automatically record all the data and information relating to the work order within the CMMS system. Once the intervention has been completed, they will be able to automatically generate the end-of-work report, form it directly on their telephone, and send it to the system (as well as by e-mail to the interested figures). At this point, the CMMS system records the data and orders them within the platform, where they will be available in real-time. Similarly, the maintenance manager will have a complete view of the progress of maintenance operations, and will be able to easily monitor, without any additional action, the work orders carried out and those still to be carried out, as well as analyze the recorded data in real-time. Consider reading, 10 easy steps to successful CMMS implementation. Why Set Up a CMMS Software? A CMMS software brings to the company or organization: better productivity (plan and manage maintenance interventions, centralize information for technicians, prioritize requests and tasks, etc.); improved cost control (greater durability of equipment thanks to regular maintenance, anticipation of expenses to find the best price); more transparent and more fluid communication of information between the various managers of a structure and their clients; automatic reporting in the form of dashboards and statistical reports, with high-level traceability. The CMMS is also a guarantee for the continuity of a company's activity. It limits the risks in terms of equipment failure or out-of-stock. In the absence of a dedicated IT tool, maintenance management within a company or another organization runs the risk of being neglected. A human-made error, such as a simple oversight to order new stock or update a workstation, can cause chain reactions and hurt a team's overall performance. Read also, a step-by-step guide to choosing and using the right CMMS. Why Do CMMS Implementations Fail? According to a study, by one of the most authoritative voices in the maintenance industry, between 60 and 80% of CMMS software implementations fail. The main reasons for these failures are: Lack of clear goals Lack of a figure able to lead the project Insufficient training and post-implementation support Inability to tailor the software to business needs and practices Solutions developed in-house without the necessary know-how Most of these motivations have something in common. In fact, they do not concern the product itself, but problems of various kinds that arose during the implementation process. This is an important food for thought, to keep in mind when we are about to choose a CMMS. There are not only functions and indeed, in this regard here is another interesting fact, relating only to the American market: according to Reliable Plant, 90% of companies that use a CMMS do not take full advantage of its characteristics. See also, CMMS success, top 7 industries that benefit the most. Why Your CMMS May Not Meet Expectations The reasons why CMMS fail are as varied as the companies that implement them. Often the software package chosen or the manufacturer support provided is to blame. But that's usually an excuse, not the real reason these errors occur. Failure can usually be traced to one or more of the following main causes: Solving the wrong problem with a CMMS Sometimes, companies decide to implement a CMMS to solve problems that are not related to the system. For example, you might hold on to inappropriate or outdated maintenance practices; or they neglected training in the past, or the organizational structure isn't right for doing business in today's environment. Unless these problems are addressed, no system will help and actually make the problems worse. Before starting a CMMS project, make sure the problem is properly defined. Lack of organizational goals Realizing that you need CMMS software is an important first step. Next, you should decide why you want it and what you expect from it. If you don't have a clear roadmap, it can be difficult to understand exactly what steps are needed to complete a project. Set clear goals for yourself from the start: How the implementation process should work How your team will use the software What role will your staff play in the process Avoid filling your team with ambitious plans. Keep realistic expectations and easy-to-achieve plans. This is the best way to avoid burnout and make sure everyone shows up as expected. See how to maximize manufacturing production with CMMS. The wrong package was selected for the job Often a CMMS package is chosen that is not suitable for the desired solution. For example, the features and functionality of a software package may be suitable for rolling stock maintenance but not for a processing plant with a large amount of capital equipment. Mismatches between system capabilities and solution requirements are often the result of a rigorous process of evaluating and selecting packages to meet solution requirements was not followed. Insufficient change management Among the top reasons for project failure, change management is the most overlooked. However, effective management of organizational change is critical to the long-term success of a CMMS project. Change cannot be left alone. It must be planned and executed carefully. [cta title="Achieve your expectations with WorkTrek!" text="Book a WorkTrek demo to see how a CMMS can help your maintainability." link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] Four Reflections On The Benefits Of A CMMS Software The following is not an exhaustive list of the benefits that CMMS software can bring to the maintenance of a company. Instead, it is meant to be an invitation to reflect on some of the main aspects, which together can have a disruptive effect on the entire corporate maintenance process. Improve workflow One of the most important effects that a CMMS (Computerized Maintenance Management System) can have on maintenance management concerns the workflow. A CMMS software is a real hub, capable of intercepting and connecting the various maintenance processes, from the opening of a ticket (therefore a request for intervention) to data analysis. In between are the management of work orders, technicians, and suppliers, planning of preventive maintenance activities, monitoring of assets and downtime, maintenance management, and warehouse management. And so on. With CMMS software, managers, technicians, suppliers, and customers are able to collaborate all together and in real-time, with different levels of access, on the same platform. So we can say that maintenance is in one place. Now think about your processes. How well are they able to integrate with each other? What advantages could it bring, in terms of workflow management, and data flow, or what impact could it have on intervention times? Communication Collaboration is a central aspect in maintenance management and therefore also in the implementation of a maintenance CMMS. Optimizing communication between the actors involved means: Improve productivity Improve efficiency Decrease errors In addition to eliminating errors, CMMS software is also able to remove obstacles, slowdowns, inaccuracies, and loss of productivity largely due to communication problems. A great way, often underestimated, allows you to save time and therefore money. Think about your maintenance processes. How does communication take place between the subjects involved? Do you use email, WhatsApp messages or phone calls? What are the limitations of these means compared to the automatic tracking and monitoring provided by a software CMMS? Simplification Other benefits of a CMMS are the different aspects and functions that can usually contribute to simplifying maintenance processes through: Traceability: The complete traceability of all the single actions that are carried out on an asset, a plant, a machine, or inside a building, is a fundamental aspect. With CMMS software, all actions are recorded automatically within the platform. This not only allows maintenance events to be traced but also makes this information easily accessible thanks to automatic entry into the maintenance system. Automatisms: The creation of automatisms allows us, through guided procedures and automatic compilations, to avoid errors, for example on an intervention request, but also to save precious time in the operations planning phase or in the creation and assignment of work orders. For example, we can automate the creation of a work order whenever a plant or asset reaches a certain condition, based on triggers such as time, mileage reached, or meter monitoring. Documentation: The creation of a digital profile of our assets, plants, and buildings allows us to access all the related documentation with a simple click: guarantees, contracts, but also the history of interventions, saved checklists, maintenance, etc. Maintenance plans: A great classic of CMMS software. Establishing priorities, and correct strategies, and evaluating their effectiveness is one of the fundamental aspects of a maintenance management program. Data Finally, the data. We have a budget available, often quite tight, and we have to respect it. So we want to make sure we allocate our resources as efficiently as possible. Are we doing too much corrective maintenance? Or too much preventative maintenance? How much does downtime cost us? Are we spending too much on a particular asset and perhaps it would be worth replacing it? When is the best time to carry out an inspection? Which supplier guarantees us the best results? These are just some of the questions that CMMS software allows you to find answers through analytics, economics, and the creation of customized reports. Data analysis is the key to maintenance management systems. Using CMMS software to manage maintenance, means knowing your processes and finally making them measurable. How To Choose The Best CMMS Software And Meet Your Expectations? Choosing the best CMMS for your company is a delicate operation, which not only requires careful evaluation but can turn out to be a strategic decision of no small importance. Nowadays the market offers a wide range of different CMMS solutions, starting from the choice of a cloud or on-premise software. But functions are not the only aspect to consider. Implementing a CMMS is a delicate matter that needs a lot of attention. Very often the best solutions are also linked to services such as training and education, as well as the availability of a project manager made available by your supplier who is able to transfer the necessary know-how, together with the identification of objectives and steps necessary for the implementation to be successful. Furthermore, the possibility of customizing the CMMS software to adapt it to your processes and workflow always proves to be a fundamental discriminating factor, which no successful implementation can ever ignore. In other words, the saying "do it yourself, do it for three" does not apply when it comes to a computerized maintenance system. If you found this useful, consider reading, essential tasks to track in your CMMS. Here are some aspects to be clarified during the analysis phase to help you choose the best CMMS based on your real needs: Does the vendor you've selected also offer the necessary services for implementation? Does the CMMS feature cover your needs? Are your company goals aligned with the software offering? Does the supplier provide someone who can lead the implementation within your company? Is the CMMS you have selected able to guarantee the usability you need to make it easier for the whole company to adopt the software? Does the supplier already have valuable experience in your industry, so they know what your needs are and bring in the necessary know-how? Is the timeline for implementation clear and in line with your needs? Meet Your Expectations With CMMS Software The use of CMMS software in carrying out maintenance activities proves to be a fundamental card for anyone who wants to raise the bar of their productivity. In fact, digital maintenance management allows you to save time, save money and increase the efficiency of maintenance teams, as well as the performance and life cycle of company assets. This is why CMMS software is a tool capable of making a difference, part of a digital transformation strategy that companies can no longer postpone. Naturally, however, to fully reap the benefits of using such a tool, it is necessary to consider maintenance and its processes as part of an investment that aims to save us money, make our plants more productive, increase safety at within the company, and enhance the assets we have, instead of considering it (as has been done for too long and still today, unfortunately, in some circumstances) a due cost.

The Future of CMMS as we know it will continue to change and improve as more and more companies continually strive to achieve better resource allocation, greater customer satisfaction, optimized production, and improved safety performance. Development Of Different Generations Of CMMS CMMSs have been around since early computers. In the 1960s, the first generation of maintenance solutions used punched cards running on IBM mainframes. Earlier versions of the app were limited in terms of usage and the expertise required to execute basic work orders. The system has attracted large corporations and government organizations to manage its service operations. Punched cards were replaced by computer terminals in the late 1960s. The development of mainframe computers made the solution available to many organizations, but it remained limited to large corporations and government organizations that could afford the tool. After the introduction of minicomputers in the late 1970s, service management continued to evolve with advanced features that enabled medium and large industries to take advantage of CMMS. Technological advances in personal computers from the late 1980s to the early 2000s paved the way for the platform. CMMS and Internet Access The possibility to connect a PC to a local network expands the range of use of the tool's functions. After the 1990s, and more precisely from 2000 onwards, we saw a huge growth in maintenance driven by the internet and the cloud. This is the story of how CMMS evolved and achieved its biggest breakthrough, which can be used anywhere in the world with Internet access. This solution emerged through service operations in various industries and evolved from a buy or support model to a SaaS model. After the outbreak of the Fourth Industrial Revolution in 2010, computer networking capabilities emerged. With the advent of wireless and cellular technologies, cloud-based solutions are adopted. Here, the on-premises application model is replaced by a cloud-based model. With the development of Industry 4.0 technology, mobile service solutions have become common, and the Internet of Things and artificial intelligence have made important contributions. This makes it easier for users to remotely place work orders, track progress, and order parts. The Evolution Of CMMS The development of CMMS is relatively new, around 50 years ago. From on-premises CMMS to cloud CMMS. Initially, there was no wireless or cellular access, so the use of CMMS was limited to large punched card computers. For the most part, these early systems were only attractive to very large companies, given the cost of the equipment and the expertise required to operate them. With the advent of computer networking capabilities, CMMSs have evolved. They are then available on the institutional network and can be accessed from a desktop computer. With the advent of wireless and mobile technology, the cloud-based CMMS format made its debut. Another new feature of the software is mobile access, allowing system users to remotely place work orders, order parts and track progress. Finally, the introduction of predictive maintenance programming represents a quantum leap forward for facility management, allowing regular maintenance checks to be performed while equipment is still operating and with minimal disruption to the manufacturer's production cycle. All of these developments make the latest CMMS releases more attractive to companies of all sizes and industries. Maintenance management today. Today's maintenance management experience is very different from that of a spreadsheet user or earlier CMMS versions. Automation. Once implemented, these systems perform all maintenance management tasks automatically and often require little more effort from the user than a click or touch of the equipment being used. Maintenance technicians no longer need to be burdened with paperwork as all labor and parts orders, job tracking, and other communications are done electronically. Mobile access. Mobile access with camera and barcode scanning enables technicians to work from anywhere while saving time and reducing errors. Customizability. Finally, one of the greatest benefits of today's CMMS is that they adapt to the organization, rather than requiring the organization to adapt to the system. This means they can meet the unique needs of large and small businesses with varying numbers of assets, users, locations, and preventative maintenance needs. Most importantly, they are also able to adapt to the changing needs of the organization as it grows and restructures. Changes in technology, the market, and the business environment have all led to the development of CMMS as the solution of choice for maintenance management. By comparing pre- and post-implementation approaches to maintenance management, one can see how these software systems have helped thousands of manufacturing companies keep up with tighter profit margins and growing economic and industrial demands. CMMS Top Trends And Predictions The CMMS market is expected to grow at a compound annual growth rate (CAGR) of 9.1% from 2023 to 2033, reaching USD 42.15 billion. As CMMS software grows and becomes more widely used, predicting the future of CMMS industry trends can be challenging. However, we have identified some emerging trends that are likely to impact this market in the future of CMMS. Gain better maintenance insights through big data Almost every industry is leveraging big data to gain insight into its processes, predict problems before they occur, and then use that information to drive continuous improvement. From healthcare to aerospace, education, and manufacturing, these changes are happening primarily on Industrial Internet of Things (IIoT) platforms and wireless sensor networks. We expect that within the next few decades, the maintenance process will completely shift from paper-based or manual management to real-time monitoring based on machine-provided information. The future of CMMS will be largely digitized and automated, with most of their decisions based on real-time machine data. The overall result of this massive data analysis will be higher device reliability than ever before. Cloud maintenance The use of cloud computing solutions by businesses and individuals has increased significantly in recent years. For maintenance professionals, the main benefit is that cloud-based maintenance support or maintenance-as-a-service offers comprehensive functionality accessible from anywhere in the world. The most popular of these tools are cloud-based computerized maintenance management systems (CMMS) because they offer customizable capabilities, can be deployed faster than on-premises CMMSs, and have traditionally provided more mobile, flexible, and customizable Enterprise Maintenance Solutions. Plus, it gives you all the benefits of a pay-as-you-go enterprise maintenance solution. Prescriptive maintenance Yes, predictive maintenance (PdM) is cutting-edge technology. But what about prescriptive maintenance? Prescriptive Maintenance (RxM) is a technique that analyzes machine data and uses that information to recommend actions to correct any anomalies and reduce operational risk. Basically, RxM is higher than PdM. PdM tells us when something might go wrong, while RxM tells you what steps need to be taken to fix the problem. While prescriptive maintenance clearly has the potential to fundamentally change maintenance, research is still ongoing. Increasing Predictive Maintenance (PdM) Strategies Advances in machine learning (ML), artificial intelligence (AI), and the Internet of Things (IoT) enable the collection of data from machine-level sensors and ML algorithms to predict machinery failure modes before they cause costly downtime. This process helps companies plan maintenance proactively, streamline maintenance operations and reduce operating costs. The latest research reveals that the global predictive maintenance market was valued at USD 5.6 billion in 2021 and is expected to grow to USD 64.25 billion by 2030, at a CAGR of 27.4% from 2022 to 2030. As the benefits of predictive maintenance are increasingly recognized, this maintenance strategy is expected to gain popularity and impact the CMMS market in the coming years. [cta title="Supercharge your business with WorkTrek CMMS" text="Book a WorkTrek demo to see how a CMMS can help your asset management." link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] Internet 4.0, Internet of Things, and Artificial Intelligence The use of modern tools such as Internet 4.0, artificial intelligence, and the Internet of Things is bringing the future of CMMS to industrial maintenance automation. Artificial intelligence or the ability of machines to self-regulate to maintain the human element, the CMMS must be able to integrate with these autonomous machine parts. A computer can communicate with another computer through Internet 4.0 without human intervention. Smart devices can monitor themselves; no technician is required to do this. Maintenance managers have access to real-time data, which they can then take appropriate action to prevent unforeseen issues. Companies use IoT data to manage asset maintenance. Predictive maintenance is used to make real-time asset management decisions. The maintenance function will be transformed from a cost center to a profit center. Using data collected through IoT, you can make decisions that align with your long-term goals. People are moving to data-based intuitive maintenance. Maintenance audits can be performed faster using IoT. Inventory management Additionally, to prevent unplanned downtime and loss of production, maintenance managers must ensure that spare parts and components are readily available. Therefore, one of the latest developments in maintenance management is the improvement of inventory management. Modern CMMS systems make inventory and spare parts management easier than ever. With a reliable CMMS software solution, maintenance managers and technicians can determine which equipment requires which spare parts, provide an estimated time frame for when components on a machine will need to be replaced and more. A data-driven approach to inventory control can eliminate waste, speed up item delivery, increase prices, and ultimately improve maintenance control. High demand for integration with other business applications In the past, CMMS software was seen as a tool that only benefited the maintenance department. These benefits are short-sighted and primarily seen as a tool for tracking preventive maintenance and spare parts. However, companies today are realizing how a CMMS fits into an organization's overall strategy. Obviously, if production machinery or critical equipment is unavailable, production will slow down or customer service will be disrupted. This ultimately affects the company's ability to compete and provide value to customers. Since CMMS software is now considered a critical tool for achieving business goals, there is a strong need for integration with other business-critical applications. Many companies integrate CMMS with enterprise resource planning (ERP), customer relationship management (CRM), human resource information systems (HRIS), and other tools. CMMS users will demand integration capabilities with other business applications, and CMMS vendors are addressing these needs. Automation and robotics are revolutionizing maintenance work Automation technologies, including robotics, will play a vital role in the future of CMMS maintenance management. Robotic and autonomous systems will perform routine tasks, inspections, and repairs in hazardous or hard-to-reach areas, keeping maintenance personnel safe. These AI-powered bots will be able to analyze complex data patterns, detect anomalies and perform advanced diagnostics. Collaboration between humans and robots will simplify maintenance operations and allow technicians to focus on complex problem-solving and decision-making. Using robots in maintenance management brings several advantages. They can operate in harsh environments without the need for personal protective equipment, minimizing risk to human workers. In addition, robots can work continuously without getting tired, thereby increasing productivity and reducing maintenance costs. By taking on repetitive and mundane tasks, robots free human technicians to engage in more strategic and value-added activities. Robotic process automation (RPA) will also play an important role in maintenance management. RPA uses software robots to automate manual and repetitive tasks, such as data entry and report generation. By automating these administrative processes, organizations can increase efficiency, reduce errors, and free up resources for more important maintenance activities. The CMMS Market Continues To Grow The CMMS market is expected to continue growing through 2023 as more companies realize the benefits of using these systems to manage their maintenance processes. CMMS systems support businesses to increase efficiency, reduce downtime and increase equipment reliability, resulting in cost savings and improved profitability. The continued development of new technologies, including predictive maintenance and advanced analytics, will help drive further expansion in 2023. According to a new study by Grand View Research, Inc., the global computerized maintenance management system market is expected to reach USD 2.41 billion by 2030, growing at a CAGR of 10.9% from 2023 to 2030. The future of CMMS maintenance management promises exciting advancements driven by technology and sustainability. AI, IoT, automation, AR/VR, and data-driven decisions will revolutionize maintenance practices, increase efficiency, reduce costs, and increase equipment reliability. Companies that start using these technologies and invest in upskilling their employees will gain a competitive advantage in the future of maintenance. By integrating sustainable practices and circular economy principles, companies can contribute to a greener future while simplifying maintenance operations. The journey to the future of maintenance management and CMMS have already begun.