20 Nov 2013      |      by Carol Owens


What to Look for in a Computerized Maintenance Management Software Reporting Module

Reporting is one of the most important functionality of computerized maintenance management software. Organizations spend a great deal of money to obtain data that they can use to make informed business decisions. The ultimate goal of implementing software for maintenance and facilities management is to achieve returns in the form of increased productivity and savings. Reporting modules aid maintenance managers in achieving this goal by enabling them to receive data from maintenance technicians, analyze the data, and make continuous improvements. Reporting modules also allow users to produce graphs and charts of key performance indicators (KPIs).



Custom Reporting Function


When selecting computerized maintenance management software, it’s important for maintenance managers to understand that a single system isn’t going to fulfill the needs of every organization out of the box. Managers need to have the ability to customize screens, fields, and functions to accomplish their desired goals. Although many computerized maintenance management systems come with canned reports, there’s no way a CMMS vendor will know exactly what information you need and how you want it organized. That’s why it’s essential to have the ability to create custom reports. However, it’s also important to make sure that a system’s custom reporting function is easy enough for inexperienced CMMS users to grasp so they can create their own reports. Some CMMS systems lack a custom reporting function or have one that requires software and programming knowledge to operate for even simple reports.


Ease of Use


The reporting module of maintenance management software should allow you to easily build and modify reports that provide real-time information. In addition, the reporting module should give you the ability to filter reports based on category, number, or keyword, as well as print and email reports.


To make it easier for maintenance managers to keep their finger on the pulse of an organization, there should be a dashboard module that can be customized according to users’ needs. A dashboard allows managers and supervisors to keep track of graphs and charts displaying KPIs in real-time. Dashboards deliver real-time maintenance intelligence, allowing decision makers to take greater control over daily asset management.


Reports You Need to Manage Maintenance


The reports you’ll need to generate are those that provide the data required for effectively managing maintenance. There’s no point in producing reports consisting of hundreds of pages of data that you’ll never use. Useless reports can overload busy maintenance managers.


When shopping around for a CMMS system, it’s important to choose software that offers the reporting features you need. For example, if you want to compare your estimated budget to your actual budget, you’ll need a CMMS that enables you to generate budget reports. Too often, maintenance managers find that their maintenance management software doesn’t provide them with the exact data they need. As they use the system, however, they figure out what types of information they require and build custom reports providing that data.


The reporting function of computerized maintenance management software ensures that the data you collect is used to inform all aspects of the maintenance management process. From demonstrating the effectiveness of your maintenance program to customers, to uncovering the trends leading to equipment breakdown, CMMS reports provide you with the data needed to aid continuous improvement. Contact DPSI today for more information about our computerized maintenance management software and its reports and graphs module.

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