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9 Ways Maintenance Software Streamlines Maintenance

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Planning to leverage a fully-loaded computerized maintenance management system (CMMS) for improved productivity and reduced downtime?

If you want to use a CMMS for streamlined maintenance schedules and work orders, be sure to include meticulous and meaningful reports to make the most of it.

With that said, how do you know which reports to choose and how to get insights from them? The following are nine CMMS reports that you can capitalize to drive down your maintenance costs while ensuring compliance.

1. Maintenance Work Orders

An accurate work order report outlines everything from the time they were created and scheduled to their start time and closing time. With a CMMS, you can easily segregate work orders by:

  • Date of creation
  • Department
  • The person who was assigned to complete it
  • The person who created the work order
  • The nature of work
  • The status of completion
  • The location

Rather than having to keep track of these features on a whiteboard, or (worse) an Excel spreadsheet, a CMMS records all this information. The technician only has to enter the completed job information, and you’ve got a ready-made record of the work done.

An added benefit to this easy record keeping? Preserving the knowledge of retirement-age employees.

2. Preventive Maintenance Schedules

Using a PM summary, you can filter all your preventive maintenance tasks by date for future reference. It gives you a real-time view of PM schedules as and when they are sent, received, planned and completed. You can look into the analytics and classify each task according to their departments, associated activities, location, vendor, and category of equipment.

A better command of preventive maintenance tasks can help you reduce downtime. Given that one study found downtime can cost a company up to $22,000 a minute, you’ll want to keep on top of preventing any asset breakages.

3. Vendor Management

A CMMS maintenance software can be used for generating vendor work history reports along with related costs. These reports can be analyzed according to work orders for efficient management of maintenance schedules.

Scheduling is just one benefit, however. Information and convenience are also key benefits.

A CMMS with vendor management can tell you what you’ve bought from what vendors, and how frequently. Have you ordered multiple replacements of the same part from the same vendor? If so, it might indicate a problem with the vendor’s quality, and a need to go shopping from someone else. To that end, you can use vendor management to see which companies have provided trustworthy products, and might even cut you a discount if you switch your business to them.

4. Purchase Orders Report

Computerized maintenance management systems generate accurate reports showing each and every purchase order as it was created, scheduled, sent, received, and closed.

Filter purchase orders by date and dig deeper into analytics by department, facility, priority, and status for quick reporting and analysis. The information you gather from this report can be invaluable. Is one particular department ordering far more supplies than the others? If so, it might be time to check in and see what’s going on.

5. Asset History Account

An equipment history report records all the information about your vital equipment—from the creation of work orders to purchase requests to preventive maintenance schedules.

You can analyze the use and performance of all your vital equipment and machinery according to different categories and see where your maintenance budget is being spent. This can be an important feature of predictive maintenance, as well. Is one asset breaking down far more frequently than the others? That information could be a sign you need to replace it proactively, preventing any costly, unplanned downtime.

6. Labor Summary

An accurate labor summary offers a holistic view of all your maintenance efforts. It can be used for dissecting each record by date of creation, priority of completion, start time, and closing time. Keep a constant track of work right from the time a work order is created until the time it is completed with an easy-to-follow labor summary report. This sort of information can be a solid foundation for making important decisions about your maintenance teams. Better to mix thorough workers with quicker ones than load a team with people who have the same work style.

7. Vendor Insurance Reports

A CMMS keeps you on top of current and expired insurance plans and warranties from vendors with instant alerts and notifications. If you’re dealing with an uninsured vendor, that can mean a lot of money should something (God forbid) go wrong.

You wouldn’t want to drive uninsured; the principle is the same here. And it’s not just money you should worry about. As with cars, insurance is also a matter of legal compliance.

8Activity Report

CMMS software generates a comprehensive activities report which enables facility managers to keep constant tabs on every aspect right from equipment and materials to labor and cost. The transparency of a CMMS provides facility managers with complete control over operations while ensuring that nothing is overlooked.

One of the biggest benefits of deploying a CMMS is improved productivity because it facilitates real-time tracking of work. Instead of analyzing activity in hindsight, you can see where your technicians are, in the field, as they work. It’s a degree of insight and control that’s impossible to a paper-based business, where you might not even see the report or invoice until a few days later.

9. Compliance Records

A CMMS helps organizations stay compliant in several ways. It includes safety procedures of all the maintenance activities while ensuring that all the technicians are aware of the risks involved in safety checks, that fire equipment inspections are done on time, and tracks every maintenance activity for compliance.

A CMMS is an intuitively designed tool that keeps facility managers organized and reduces their dependence on paperwork and memory. It automates mundane maintenance tasks and frees up your valuable time which can be used for ensuring reliability and reducing maintenance costs, making operations efficient and effective.

Data can be easily extracted from a CMMS to identify chronic issues and causes of downtimes and facility managers can plan solutions such as periodic inspections and purchase replacement parts accordingly. A computerized maintenance management system frees you up from the hassle of running through receipts and scanning dockets as everything is visible and accessible on a centralized framework.

CMMS And Maintenance

If you want your organization to be informed and agile, a CMMS with the above reports is the key to success. Check out Capterra’s CMMS software directory to start checking for a solution that can turn your crew into a productivity dynamo.

Looking for CMMS software? Check out Capterra's list of the best CMMS software solutions.

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About the Author

Lindsey Walker

Lindsey Walker is the marketing manager for NEXGEN Asset Management. She excels at business development, project management and asset management. Her passion for writing allows her to share her knowledge on asset management, geographic information systems (GIS), software implementation, training curriculum development and similar topics.


Hello 🙂
I strongly recommend french people to check on Twimm
I honestly think that it is one of the best CMMS app that exists. And yes I am working for them 😉 Coming soon in America . We are doing an awesome work here 🙂

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