The Role of CMMS in Preventive Maintenance


In this highly competitive world, businesses cannot afford even a second of downtime. At the same time, they are under intense pressure to abide by deadlines, maintain efficiency, and reduce costs. So how do successful organizations balance all of the above? They resort to preventive maintenance managed by a computerized maintenance management system (CMMS).

In the past few decades, industrial software has played a crucial role in automation, optimization, and cost-cutting business processes. As such, there is a growing demand for digitization. Subsequently, companies are also shedding Reactive Maintenance and switching to Preventive Maintenance. CMMS is a prime example of software that checks the box for both trends.

Let’s take a look at how CMMS solutions smoothen the transition from reactive maintenance to proactive maintenance.

What is Preventive Maintenance?


Our first stop is to gain an understanding of preventive maintenance.

Preventive maintenance, also known as scheduled maintenance, is a planned PPE (Property, Plant, and Equipment) preservation and management program that an organization routinely runs. It is also referred to as work order management software. By carrying out regular maintenance operations, it mitigates downtime risks and equipment failures. It follows a far-sighted approach that ensures continuity and improves assets and equipment availability. Most importantly, it reduces the total cost of operations.

In simple words, preventive maintenance relates to preventing the breakdown of equipment rather than repairing it after the failure.

What is a Computerized Maintenance Management System (CMMS)?

Computerized Maintenance Management System, or CMMS, is software that helps manage assets and facilitates informed decisions through planning, tracking, measuring, and optimizing maintenance operations over a centralized database.

The CMMS software package typically has the following features:

  • Work order management: Create, submit, review, manage, and track work orders.
  • Asset management: Build asset hierarchies and profiles as well as track and report on usage and health
  • Inventory management: Purchase, organize and use parts and supplies
  • Maintenance reporting: Collect, analyze, and act on CMMS data


Why Should Businesses Use CMMS Solutions for Preventive Maintenance?

With a broad understanding of CMMS software, let’s review its role in supporting preventative maintenance.

Improved Record-Keeping

CMMS software records data over a centralized location. Thus, it bridges the gaps between asset management and maintenance teams.

Furthermore, it creates and captures a unique record for each asset, along with its maintenance schedule. This CMMS data also acts as a historical record of the maintenance operations carried out previously, the nature of maintenance, parts used, and the technician involved in the maintenance activity.

Automated Scheduling of Preventative Maintenance

Once your CMMS software has taken root, administrators can set up triggers to trigger work orders for preventive maintenance. As such, the CMMS solutions can auto-populate the work order schedules and issue reminders on the preventive maintenance activities.

Businesses can also feed asset information, such as manuals, schematics, licenses/permits, error logs, etc. in the CMMS software to accommodate each asset’s intrinsic requirement. Alternatively, asset management teams can build an enterprise asset management (EAM) system by adding to the features and functionalities of CMMS.

Greater Data Visibility

Data is an immutable influence for making informed decisions. With CMMS solutions, organizations can unlock high volumes of data and metrics over the centralized dashboard. Thus, a combination of historical and real-time data can aid the creation of an accurate preventive maintenance schedule.

CMMS data insights can also highlight the company’s asset requirements, asset performance, and the cause of disruptions. It also helps with the identification of bottlenecks and low productivity areas that can be streamlined further.


Reduced Cost of Operation

Considering that CMMS offers business continuity, it overcomes any potential losses caused by downtime. At the same time, organizations can exercise greater control over their assets and inventory. Resultantly, it has a two-pronged cost-cutting effect as your equipment is tuned to the high-performance mode, and you are less likely to over-order or pay extra for the delivery of parts. Additionally, it offsets the cost of repair or replacement, which in some cases could be catastrophic.

Finally, another way CMMS prevents overspending is through regulatory compliance as managed maintenance is less likely to attract fines or other financial liabilities, like worker’s compensation.

Better Health and Safety

Circling back to legal and regulatory compliance through CMMS, preventive maintenance ensures that the equipment is safe for operation. Thus, it ensures federal and international regulatory compliance. It averts any malfunction or critical failures and reduces injuries, accidents, or risk to machine operators. Keeping a check on the small repairs prevents them from snowballing into larger issues that may potentially make the work environment hazardous.

Greater Equipment Efficiency and Reliability


Industrial equipment and spare parts are expensive. The routine maintenance operations heighten its performance and efficiency. With fewer failures, your assets are also readily accessible. Additionally, you can plan out downtime for repairs and accordingly manage your employees’ time and availability. Finally, it prolongs asset life, allowing you to extract more value on the capital spent on the equipment.

Therefore, CMMS offers a high return on investment and boosts your business’ profitability.


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