Computerized Maintenance Management System (CMMS): Everything You Need to Know

Posted on April 24 2024

In the world of modern industrial management, companies are constantly seeking ways to automate and optimize their operations, improve maintenance efficiency, and extend the lifespan of their equipment. Excel spreadsheets checklists just won’t cut it anymore for maintenance needs and asset health.

This is where Computerized Maintenance Management System (CMMS), or Maintenance Management Software, comes into play. In this article, we will delve deep into what CMMS systems are, why it is essential for businesses, and what’s the ideal solution to meet your needs.

cmms software

What is CMMS?

CMMS, or Computerized Maintenance Management System, is a computerized system designed to assist companies in managing and tracking their preventive and corrective maintenance. By using CMMS software, organizations can plan, execute, and monitor maintenance tasks effectively, as well as manage their assets, maintenance team and equipment efficiently.

Cloud-based CMMS (or web-based tools) can be very useful as they can be used anywhere it’s needed (on-premises with mobile apps on smartphones for example) and can have updates enabling companies to always be up to date.

Why Use CMMS?

Using CMMS software offers numerous advantages for businesses. Firstly, it optimizes maintenance operations by efficiently planning interventions and reducing unplanned downtimes. Additionally, CMMS software helps extend the lifespan of equipment by quickly identifying and correcting potential issues. By centralizing maintenance and asset data, companies can make more informed decisions and improve profitability.

Benefits of Using CMMS:

Here are some benefits of using a CMMS solution:

Reduction of downtime through effective preventive maintenance. Teams can manage their workflows more efficiently and reduce downtimes.

Optimization of labor usage through optimized work scheduling.

Reduction of maintenance costs through better spare parts management and maintenance activities.

Improvement of equipment availability through predictive maintenance.

Informed decision-making based on key performance indicators (KPIs) generated by the system.

Improvement of procurement management, cost management, and replenishment through better visibility of needs.

Reduction of breakdown risks through quick and efficient corrective maintenance.

Increase in equipment lifespan through proactive maintenance.

Which Industries Use CMMS?

CMMS tools are widely used across various industries and sectors, including manufacturing, construction, oil and gas, pharmaceutical and healthcare, food processing, and many others. Indeed, any company relying on equipment and assets to conduct operations can benefit from implementing CMMS.

CMMS implementation in your industry can ensure less equipment downtime and better maintenance processes.

What are CMMS Features ?

A typical CMMS software includes a wide range of features, allowing users to manage all aspects of maintenance effectively and organized.

Here is a list of typical features of CMMS software:

  1. Work Order Management: Creation, assignment, tracking, and closure of work orders for maintenance activities.
  2. Preventive Maintenance Program: Scheduling periodic maintenance tasks to avoid breakdowns and maximize uptime. Notifications can be sent periodically to maintenance professionals.
  3. Spare Parts Inventory Management: Tracking stock levels, managing replenishments, and ordering spare parts.
  4. Maintenance Cost Tracking: Recording and analyzing costs associated with equipment maintenance.
  5. Performance Analysis Reporting: Generating detailed reports on maintenance performance, downtime, costs, etc.
  6. Equipment Management: Creating and tracking equipment technical sheets, intervention history, etc.
  7. Supplier Management: Managing information about spare parts suppliers and maintenance service providers.
  8. Integration with IoT Sensors: Collecting real-time data on equipment status for predictive maintenance.
  9. Mobile App: Accessing CMMS functionalities via a mobile device for on-field management.
  10. Intervention Management: Receiving and processing intervention requests for corrective asset maintenance work.
  11. Key Performance Indicators (KPIs) Tracking: Monitoring KPIs such as Mean Time Between Failures (MTBF) and Mean Time To Repair (MTTR).
  12. Purchasing Management: Tracking purchase requests, orders, and receipts of maintenance materials.
  13. Centralized Database: Centralized storage of all maintenance data for easy accessibility, audits and analysis.
  14. Work Order Creation: Creating and managing CMMS work orders or work requests to document maintenance activities.
  15. User-Friendly Dashboard: Intuitive and user-friendly interface to facilitate usage by maintenance technicians and managers.


The main difference between a CMMS (Computerized Maintenance Management System) and an ERP (Enterprise Resource Planning) lies in their scope and functional coverage.

An ERP is an integrated system that encompasses all operational processes of a company, including supply chain management, human resources management, accounting, finance, and many others. Although an ERP may include maintenance management modules, they are generally less specialized than CMMS functionalities.


While both CAFM (Computer Aided Facility Management) and CMMS are software solutions used in facility management, they serve different purposes. CAFM focuses on the broader aspects of facility management, including space planning, real estate management, and resource allocation. In contrast, CMMS is specifically designed for facility maintenance management, with a primary focus on scheduling and tracking maintenance activities, managing work orders, and optimizing equipment performance. In essence, CAFM is more about managing the entire facility, while CMMS is focused specifically on the maintenance strategies within that facility.


While often used interchangeably, it’s important to note that there is a difference between CMMS (Computerized Maintenance Management System) and EAM (Enterprise Asset Management).

CMMS primarily focuses on equipment maintenance, including tasks such as work order management, preventive maintenance scheduling, and spare parts inventory management. It’s designed to streamline maintenance operations and improve equipment reliability.

On the other hand, an enterprise asset management software (EAM) goes beyond maintenance management to encompass the entire asset lifecycle, including acquisition, maintenance, disposal, asset tracking and more. It provides a comprehensive view of asset performance and helps optimize asset utilization and lifecycle costs.

An EAM software like Hector, for example, not only manages industrial maintenance but also inventory management of parts, machines, and other assets, loan and transfer management, setting up preventive maintenance procedures, and more!

By understanding the differences between CMMS and EAM, companies can choose the solution that best fits their needs and objectives, whether they require focused maintenance management or a broader asset management approach.

Hector for Your Maintenance Management

Now that we’ve explored the basics of CMMS software, it’s time to talk about a specific solution that can meet your maintenance management needs: Hector.

Hector is a SaaS (Software as a Service) that offers a comprehensive approach to Enterprise Asset Management (EAM), which means it can not only manage your maintenance but also track the complete lifecycle of your equipment and assets.

With advanced features such as work planning, inventory management, and performance analysis, Hector is the best CMMS alternative for companies looking to optimize their maintenance operations and maximize the lifespan of their assets. It’s also a cloud-based software, which means continuous updates and improvements, keeping you at the cutting edge.

Request your demo or try Hector for free today.

In conclusion, CMMS software plays an essential role in effective maintenance and asset management for businesses of all sizes and industries. By choosing a solution like Hector, you can be sure to benefit from top-notch maintenance management while maximizing the value of your assets and improving your company’s profitability.