20 مايو, 2025 · min read
With the incredible and massive development and the increasing global use of computers, various systems, and applications—especially CMMS systems—and with the growing use of artificial intelligence applications in maintenance management to improve the expected and desired quality level of different types of maintenance operations, a new challenge emerges for companies: choosing the most suitable system for the needs of the maintenance team and the organization. Many companies almost daily purchase and try new computerized maintenance management systems (CMMS) or computerized asset management systems (CAMS) aiming to improve the quality of maintenance service and to find the optimal solution for all maintenance problems.
Before we start, let's clarify what CMMS stands for. CMMS is an acronym for Computerized Maintenance Management System.
It is a software/application/system that helps organizations plan, track, measure, and improve everything related to maintenance via computer.It assists facilities in organizing and managing preventive maintenance, inventory, safety, and more. It plays a major role in developing better maintenance processes and proving maintenance’s value, serving as the fuel production facilities use to achieve better results.
You can learn more about computerized maintenance management programs through this link: Read More About CMMS Systems, Features, and Functions
CMMS can be defined as a large repository containing a vast amount of information instantly accessible to help make appropriate decisions that continuously improve equipment reliability. It can be said that CMMS is a tool to improve maintenance processes, not maintenance itself.
When properly and effectively implemented, CMMS becomes a highly effective tool for managing resources and materials and increasing equipment reliability. It also improves data used for budgeting and offers one of its most important features: generating accurate and efficient reports with minimal effort. By following proven CMMS implementation steps, it can be transformed from a simple database into a powerful decision-making tool.
To get the most benefit from CMMS systems, there are some steps you can follow to avoid extra costs from buying software without fully utilizing it. Here are some helpful tips and steps to guide you in deciding to start using a CMMS:
This is arguably the most important step. You must identify the need for the system and align it with a sound maintenance strategy. Without a clear and tangible need recognized by all stakeholders, the value and benefits from applying the system will significantly decrease. Adopting a shared vision among all involved parties is fundamental for successful implementation. Therefore, you must promote the system internally and involve stakeholders in selecting the most suitable CMMS from the many available options. A common reason for failure is that maintenance departments are rarely involved or are only minimally involved in the system selection and implementation process.
All users and beneficiaries of the system must adopt the application concept. Support must start from the plant/facility manager down to the maintenance technician. After promoting the idea and securing necessary support, form an implementation team including representatives from all relevant departments.
At a minimum, this team should include production, maintenance supervision, one technician from each maintenance section, and maintenance engineers. To ensure broader adoption, also include quality management, accounting, human resources, warehouse management, and IT departments.
Before buying a new CMMS, carefully study the system features and compare them with your predefined list of needs to ensure the system supports your maintenance improvements. It’s common to mistakenly believe that simply applying any CMMS will automatically improve maintenance, which can waste resources on a system that doesn’t fit your needs and cause skepticism about CMMS benefits among stakeholders. Collaborate closely with all internal parties to precisely define maintenance needs, which requires effort in promoting the benefits of CMMS internally.
Next, realistically estimate the total cost of purchasing and implementing a CMMS. This should not only include the software license cost but also training, potential computer hardware upgrades, data collection and entry, and hiring consultants for effective implementation.For example, when using AssetsHub for CMMS, training and technical support are provided at no extra cost, with some packages including consultants for a systematic digital transformation to ensure a smooth and effective start, as well as professional data import services at a lower cost.
Would you buy a suit from a store you’ve never visited without trying it on? Of course not. The same applies to CMMS, which may cost thousands including implementation. Unfortunately, that’s not always the case.
Start by preparing a requirements document detailing functional needs and IT capacity for the CMMS. For non-cloud-based CMMS, send this document to vendors who might meet your needs. Cloud-based CMMS solutions can save you thousands by eliminating infrastructure costs.
At AssetsHub, we rely fully on cloud computing, removing the need for infrastructure setup and allowing you to quickly have a professional, integrated system for maintenance and asset tracking.
Once you find the right system, make sure to involve IT, procurement, accounting, and operations teams since they also use the system. Despite common beliefs, CMMS is not just a maintenance tool; all these entities rely on it. Their understanding and participation are key to successful deployment.
After choosing the right system, the real work begins—even if the system isn’t installed yet. The implementation plan acts as your roadmap. Imagine traveling to a new city where nobody speaks your language, without using any navigation app. Buying a CMMS without a clear roadmap is similar; success largely depends on the quality of your implementation steps.
A well-prepared and closely followed plan will put you among the 5% to 10% of successful companies. The plan should be concise but detailed, with clear, achievable goals.
Implementation usually happens in phases, as few companies can afford to do it all at once. Tasks should be logically sequenced with responsibilities assigned, progress reviews, and start/end dates. The plan must cover infrastructure, workforce and training needs, system installation, and database development schedules.
Poor planning is a major cause of failure. Many companies rush implementation without a plan or assign it to someone without authority—like an administrative assistant in maintenance—setting the stage for failure. Assigning data collection and entry to someone unfamiliar with equipment or maintenance is also a major mistake.
Partial implementations (partial rollouts) are another major reason many companies fail to benefit from CMMS. Many lack qualified staff to fully implement CMMS because they don’t understand the software and its capabilities. This again stresses the importance of involving all stakeholders and ensuring proper training and support.
Often, the full scope of required tasks isn’t understood during initial planning. Companies then try to force the software to work efficiently without proper foundation.
Smart companies stop at this stage and seek help. Consultants can spend days to get the project back on track. Companies that don’t seek help typically use only 10-15% of the system’s capabilities—the rest is wasted effort.
When hiring a CMMS consultant, be cautious. Verify their experience and past projects, and check references to confirm client satisfaction. Many consultants seem good but fail to deliver.
One of the most important yet often neglected steps is providing enough qualified resources to use and manage the CMMS. This neglect usually comes from a lack of true understanding of the system’s importance, high maintenance demands, or poor workforce investment, compounded by weak senior management commitment.
Generally, there aren’t enough resources to perform the work optimally, and those responsible do only partial work. The lack of managerial oversight worsens this. Implementation is a long-term effort requiring dedicated management time for supervision and guidance.
As developers of CMMS and asset tracking systems, we affirm that this is one of the most critical steps and a major source of problems for our clients: lack of a clear, consistent data entry methodology. This problem is known as GIGO — Garbage In, Garbage Out. It happens when data is entered inconsistently or without agreed coding standards into relational database systems like SQL.
Inaccurate data input inevitably leads to inaccurate system outputs. For example, if multiple people enter data without a unified coding scheme, you might find the same spare part labeled with different names or codes, causing confusion and inefficiency.
The final and most crucial step—often overlooked—is changing the maintenance culture to align with new workflows and processes. Many people lack the mindset to adopt new skills, learn new systems, or gain new expertise. Although everyone wants to improve, most prefer to stay in their comfort zones.Why change familiar methods to implement new systems and processes, even if these will ultimately benefit everyone?
CMMS tools effectively help companies significantly reduce costs by enabling more accurate cost tracking, better workforce utilization, and more thorough documentation of maintenance steps to avoid repeated errors. They serve as excellent means to shift organizations from reactive maintenance to preventive and predictive maintenance environments.
However, CMMS is not a quick fix for maintenance problems; rather, it is a powerful tool to assist in solving and even preventing maintenance issues through available preventive maintenance features.
A fully implemented CMMS enables precise spare parts tracking, reduces excess inventory, provides accurate financial and equipment reports, better manages work order backlogs, and facilitates proper maintenance planning and scheduling along with workforce management.The reward is a noticeable return on investment through significantly increased production capacity due to fewer equipment breakdowns when the system is fully operational and the plant runs proactively.
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