What is CMMS Used for? And How Does It Help Maintenance Management?

What is CMMS used for

What is CMMS used for and how it is used can be an interesting topic for the business owners. Because they are the important users who use CMMS software to implement maintenance procedures and preventive maintenance schedules. This supports them to streamline the maintenance tasks and operations in their organization. The CMMS is used in a wide range of industries and it is perfect for organizations that need regular maintenance checks for equipment, assets, and track inventories.

What is CMMS used for?

Maintenance professionals use CMMS software to plan and manage maintenance operations and production efficiency with streamlined tasks. The CMMS helps to improve the life span of the assets, reduce equipment downtime, and lower the costs of repair. This increases the overall productivity of the company.

The analytical dashboard in the CMMS software eases to manage and maintain equipment and inventory data, and stores the history of assets, and maintenance-related activities in one location. This supports the maintenance manager to plan and make accurate decisions.

Previously maintenance professionals used paper and pen or spreadsheets to manage maintenance operations. This method has a lot of disadvantages and cannot streamline maintenance operations properly. To make this process more efficient, maintenance professionals started using CMMS software as a maintenance management tool.

What is CMMS used for

Work order management

This is the main use of CMMS software, which helps maintenance managers to keep track of work orders. All information related to the work history is stored in the database. The tracking system provides access to data for planning and scheduling maintenance works, equipment, costs, materials, other work-related documents, and failure analysis. After the work is completed, the technicians can mark it as completed and the manager gets notifications about the completed work in real time. This ensures that no equipment stays under maintenance for a long period.

Preventive maintenance

What is preventive maintenance? How does it work on CMMS? Preventive maintenance is maintenance executed to prevent the equipment from being repaired. This is carried out by scheduling proper maintenance before equipment failure. How do the managers know which equipment needs maintenance? This work is carried out by CMMS software by analyzing the performance of the equipment, maintenance activities, and so on. Using a CMMS for predictive maintenance helps to purchase new parts for the item, so there will be no delay in purchasing by avoiding last-minute confusion.

Asset management

Asset management is the way to protect your assets, similar to the preventive maintenance system. Asset management provides basic data like, the image and specification of the asset, warranty, maintenance history, lifetime, purchase date, parts manufacturers, and some important information. By using this data, you can predict and plan for maintenance before they arise. With feature-rich CMMS software, asset maintenance can be easy to track and handle.

Task Scheduling

Task scheduling is an important use of CMMS software, every piece of equipment and asset needs preventive maintenance at a particular period. The PM is a task scheduled priorly to balancing the work order. Using a CMMS for predictive maintenance acts as a calendar for maintenance tasks. The system will send reminders to the appropriate technicians about the work schedule.


The database used for maintenance management is very helpful to gather and organize information for auditing. Using CMMS software, the inspectors can quickly determine whether the equipment maintenance was carried out at the right time or not. This also helps to document regular maintenance information for further use.

Reporting & Analysis

The reports and analytics generated by the CMMS system help managers and employees make wise decisions. The managers can generate reports across various categories such as asset availability, vendor assessments, material costs, and more. This information helps to analyze maintenance operations to support business decisions. Maintaining dashboards, audit logs, and operation reports solve the major challenges of maintenance management.

Where CMMS software is used?

The CMMS is used to manage and assign routine tasks for maintenance operations and generate reports. Numerous industries use CMMS software solutions to achieve their unique maintenance requirements. Here are some of the major areas where CMMS can be used:

Manufacturing, oil and gas industry, data & communication centers, farming, educational institutions, mining industry, ports, power plants, hospitals, sports arenas, stadiums, zoos, amusement parks, food industry, real estate, and government organizations.

The key users of CMMS software

What is CMMS used for? Anyone who manages equipment or properties can make use of computerized maintenance management software to streamline maintenance operations and improve overall efficiency. These are key users inside the organization directly involved with the CMMS system.

Maintenance manager

The maintenance manager is the central user of the CMMS software. The maintenance manager and the system administrators are the people who use CMMS software and heavily rely on the selection, implementation, and optimization of the CMMS software. By using this software, they can create, manage and schedule maintenance work orders and manage assets, create reports, and so on.

Inventory manager

Inventory managers can make use of the information about the spare parts, history of the equipment, stocks, and quantity checks. By this, they can send purchase orders for the missing parts. The software leads to better inventory tracking so that the maintenance team can get the right parts at the right time. This supports the coordination between both departments and provides more accurate reports.

Operation manager

The production equipment functions as the main part of the maintenance department. The operation managers need to see the maintenance information, performance metrics, and schedules across different equipment to improve efficiency, plan budgets and purchase inventory, and more.


Executives use CMMS system to know about the performance of the maintenance operations, KPIs, and challenges to make a decision for the organization’s success.


They are the ones who use CMMS and its features to complete maintenance tasks. Technicians need to view the work orders, and schedules, add information about the completed tasks, and check asset profiles and other features related to the repair and maintenance process. This allows them to make their work efficient and accurate by adding real-time data.


Sometimes contractors can make use of the CMMS to view work orders, task lists, and other maintenance resources to complete the tasks. These are the people who occasionally use the CMMS software.

Health and safety manager

Health and safety are significant for the maintenance workers to avoid accidents and safety compliance. The policies, checklists, certificates, and audit results give the ability to put health and safety information in a centralized system. This ensures the safety of the workers and the organization.

Reliability managers

These are the people who work for the standard improvement of the company. They need to collect the data from the CMMS and turn it into actions. The CMMS allows them to access all the necessary data, run reports and analytics, and create processes to reduce downtime, and costs for repair and enhance efficiency.

IT department

The IT teams take care of the digital medium of the company, including CMMS. They use CMMS to monitor integrations, updates, security risks, and data storage to ensure proper methods are followed by the company.

Production workers

Machine operators, production line leaders, supervisors, and the person uses CMMS software for everyday use. This helps them to detect the sign of failure early before the breakdown occurs. They can submit the details about the work order and repair process.

With the availability of reasonably priced computerized maintenance management systems, companies that are striving to achieve maximum return on investment, longevity, and efficiency for their equipment can use CMMS software.

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