21 Jul 2014      |      by Carol Owens


7 Important Functions of Preventive Maintenance Software

CMMS software is used to manage the maintenance of equipment and facilities and keep track of maintenance activities. The following functions of preventative maintenance software could help you maximize the benefits of your software, boost productivity, and lower costs.


  1. Work orders


Say goodbye to post-it notes, missed phone calls, and lost paperwork. CMMS systems typically include a work order management system that records and tracks all work orders. Work orders are the backbone of your maintenance operations, so any CMMS system should enable you to handle a heavy flow of work orders with ease.

A work order management system allows you to assign employees and job procedures to work orders and captures labor, parts, and material costs. You can also use a work order system to track job time, response time, equipment downtime, equipment history, and more.

2.     Reports


The reporting module of a CMMS system enables you to generate meaningful and easy-to-understand reports, so you can spot trends and identify opportunities for improvement. You can use reports to monitor equipment performance and work order completion. In addition, reports can help you keep track of employee productivity and material usage. A CMMS will typically provide you with ready-to-run reports as well as give you the ability to create customized reports.

3.     Web access


Today’s workforce is becoming increasingly mobile. This means that it’s important for maintenance managers and employees to be able to access information about their assets remotely. Many CMMS vendors are now offering web-based maintenance software that allows users to access maintenance data via a web browser, so they can log into the system when they are on the road or away from the office.

4.     Inventory management


In far too many organizations, stock rooms for spare parts, equipment, and tools are disorganized and confusing. To make matters worse, inventory management modules are often underutilized, which makes every maintenance task more time-consuming than it needs to be. Spend less time locating spare parts with an effective inventory management system that tracks and manages inventory at multiple sites.

 5.     Preventive maintenance


Preventive maintenance is all about planning and involves taking a proactive approach rather than a reactive approach to maintenance. Every piece of machinery and equipment under your care should have a schedule that outlines its required inspections and maintenance. Setting a preventive maintenance schedule with your CMMS software will ensure that your equipment stays in tip-top shape and help you keep costs down by preventing equipment failure.

6.     Assets


The assets module of preventive maintenance software eliminates the need for costly and time-consuming manual tracking processes. You can use the assets module to enter information about each of your assets, including all associated parts and procedures, warranties, codes, meter readings, and more.

7.     Purchasing


Fine-tune your maintenance department’s purchasing management capabilities with the purchasing module of a CMMS system. A purchasing module automatically generates purchase orders and re-order reports that show you exactly which parts need to be ordered.


Not all CMMS systems are worth their salt – some do not offer the desired level of functionality. Prior to purchasing preventive maintenance software, assess your needs and then learn about the features and functions of the systems you’re considering. Your organization is constantly evolving, so it’s also important to select flexible, customizable CMMS software that allows you to adapt to these changes. To sign up for a free trial of DPSI’s user-friendly, feature-rich, and easily customizable preventive maintenance software, contact us today for more information.


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