What IS CMMS? Meaning, Benefits & Examples

What IS CMMS? Meaning, Benefits & Examples-feature image
April 12, 2023 8 Min read

You may have heard the phrase Computerized Maintenance Management System (CMMS) thrown around without fully understanding what it means.  In short, it’s a software that helps maintenance managers plan and track their departments’ work.

The importance of CMMS has grown exponentially in the last couple of decades as automation, efficiency and uptime are the prime goals of most industries. This article aims to inform you everything about CMMS, and why industries need it. We will also tell you some of the best CMMS software on the market.

What is CMMS or Computerized Maintenance Management Systems?

A computerized maintenance management system (CMMS) is a software package that consolidates data, people and processes related to manufacturing plants, equipment, vehicles and machinery for maintenance planning, scheduling, work order tracking and more.  It is also known as Computerized Maintenance Management Information System.

cmms or computerized maintenance management system

Also referred as Computerized Maintenance Management Information System (CMMIS), it helps organizations store information about equipment, inventory, and labor in a central database. It further integrates and streamlines all processes related to maintenance for maximum up time. This information can then be used to generate reports that help managers make informed decisions about preventive maintenance and repair/replacement projects.

How Does CMMS Software Work?

CMMS software works by streamlining and automating all the operations related to maintenance and management of equipment. It works in three major stages.

Stage 1: Consolidating Data

The basic principle behind CMMS software is that it provides a central repository for all relevant data related to an organization’s maintenance operations.

This data can come from a variety of sources, including asset management systems, work order tracking systems, inventory management systems, and asset management systems.

Stage 2: Integrating and Streamlining Maintenance Operations

Once the data is entered into CMMS system, it helps with the coordination and management of all aspects of maintenance by ramping up information flow. This includes work order tracking, preventive maintenance scheduling, inventory management, and more.

By automating these processes, CMMS software helps organizations save time and resources while improving communication and coordination among different departments.

Stage 3: Reporting and Analytics

Finally, the CMMIS generates reports and analytics related to productivity, repairing, replacing, parts, cost, timing and more. These reports can be used to assess the performance of individual assets, identify maintenance issues, and track the progress of ongoing projects.

The goal is to provide managers with the information they need to make informed decisions about preventive maintenance, repair/replacement projects, and other aspects of their operations.

Functions of CMMS

There are several different types of CMMS software on the market, each with its own unique set of features and capabilities. However, most systems share a common core set of functionalities.

Functions of CMMS
  • Asset Registry and Service History: The CMMS maintains a registry of all assets and equipment. This includes cataloging information such as make, model, serial number, location, and service history. This data can be used to generate reports on individual assets or groups of assets.
  • Work Order Tracking: It is used to track and manage work orders from start to finish. This includes creating work orders, assigning them to technicians, tracking progress, and closing them out once they are completed.
  • Preventive Maintenance Scheduling: The CMM system schedules and tracks preventive maintenance tasks. This includes setting up recurring tasks, assigning them to technicians, and generating reports on completion rates.
  • Inventory Management: It also manages inventory levels for spare parts and consumables. This includes tracking stock levels, reordering when necessary, and keeping track of usage rates.
  • Labor Management: It can be used to track labor hours for maintenance activities. This includes clocking in/out times for technicians, tracking overtime hours, and generating reports on labor utilization rates.
  • Analytics and Reporting: CMMIS software generates a variety of reports and analytics related to productivity, repairing, replacing, parts, cost, timing and more. These reports can be used to assess the performance of individual assets, identify trends in maintenance issues, and track the progress of ongoing projects.

Best CMMS Software for Plant and Machinery Management

Choosing CMMS software could be quite confusing as different software has different specializations. We have prepared a list of the 7 best CMMIS on the market for you. 

  • Limble CMMS

Limble CMMS

Limble CMMS is a cloud-based maintenance management software that helps businesses streamline their maintenance operations. It offers a comprehensive set of features for work orders, preventive maintenance schedules, inventory levels, labor hours, and more. Additionally, it provides robust reporting and analytics tools to help managers assess the performance of their assets and identify maintenance issues.

Limble CMMS Features

  1. Cost and labor tracking
  2. Inventory Cycle counting
  3. Regional and multi-location operation
  4. Custom role setting
  5. Data Localization
  6. TCO tracking and reporting
  7. Tools check-in / check-out
  8. Warranty tracking
  9. Risk and compliance management
  • SAP PM

SAP is undoubtedly the leading ERP system with its inbuilt CMMS module- SAP PM. It is a cloud based CMM solution for businesses seeking to improve the performance, accountability and transparency of their maintenance operations.

Its easy integration with other SAP modules makes it a first choice for large businesses.  It also provides management with insights into staff efficiency and productivity as well an ROI score based on your previous investments in equipment upgrades.

SAP PM Features

  1. Materials Management
  2. Quality Management (QM) 
  3. Project System Visibility’
  4. Safety standard Compliance
  5. Comprehensive analyzing
  6. On-Device Solutions
  7. Asset Indexing and Location tracking
  8. API Access
  9. Inventory forecasting
  • Cryotos


Cryotos is one of the most efficient maintenance management software in the market. It integrates all the functions related to asset, field service, facility and inventory management, helping organization to boost efficiency with maximum up time. It offers workflows automation and maintainace checklist helping to reduce manpower and increase ROI.

Cryotos Features

  1. Image Capture with annotation
  2. Comment, Image and Video addition
  3. CSV Data import
  4. Signature tracking
  5. QR Scanner
  6. GPS tracking
  7. WhatsApp Integration
  8. IOT monitoring
  9. SSO integration
  • Maximo CMMS

Maximo CMMS

Maximo is a full-scale CMMS from IBM that ensures AI-based asset management. It helps companies plan maintenance activities, labor, inventory levels, locations, spare parts, etc. with configurable APM and EAM applications. 

It also enables managers to remotely monitor assets through connected sensors, generate work orders automatically, and schedule preventive maintenance. Managers can also customize inspection apps to streamline their workflow and inspection processes using mobile devices.

Maximo Features

  1. Smart Mobility Feature
  2. AI powered monitoring
  3. Preventive and predictive maintenance 
  4. Multi Cloud Deployment
  5. Mobile EAM
  6. Drill down analysis
  7. Virtual Inspection
  • eMaint CMMS

eMaint CMMS is the complete M&O maintenance software solution for your fleet. It helps you maximize equipment uptime, minimize operational costs, and ensure regulatory compliance across your entire organization. eMaint has a customizable and robust asset reliability platform. Besides, with industry specific modules, it is among the most versatile CMMIS solution in the market.

eMaint CMMS Features

  1. Condition monitoring
  2. Data visualization
  3. Mobile maintenance
  4. Sandbox staging
  5. Multi-site toolkit
  6. Interactive image mapping
  7. Work request options
  8. Contractless maintenance system
  9. Equipment inspection reports
  • Fiix CMMS

Fiix software

Fiix CMMS is a Cloud-based Maintenance Management Software (CMMS) for small and medium businesses. Fiix CMMS provides full maintenance management capabilities to help you save time, control costs, and improve response times.  

The software allows users to manage routine inspections, record work orders, track equipment repair history, streamline departmental communication and more through a single dashboard. Additionally, it provides robust reporting and analytics tools to help managers assess productivity and predict potential issues of assets.

Fiix CMMS Features

  1. SOC Type 2 compliance management
  2. Automated penetration test
  3. Continuous data backup and sync
  4. User certification monitoring
  5. RFQs & purchasing
  6. E-signing and documentation
  7. Conditional maintenance trigger
  8. Parts forecaster
  9. Failure coding system
  • Accruent CMMS

Accruent CMMS is a comprehensive maintenance management system that helps organize, manage and maintain all your organizational assets. With features such as work order management, industry specific compliance, real time communication, mobile access and more, Accruent is the one stop solution for every asset intensive organization.

Accruent CMMS Features

  1. Mission critical tool integration
  2. Predictive maintenance
  3. Customization workflows
  4. Role based Access permission
  5. Automated audit logs
  6. Searchable work reports
  7. Fast track approval systems
  8. Multi-device management
  9. Secured cloud storage

Benefits of CMMS Software

There are many benefits of using a CMMS, including:

  • Scheduling and managing work orders more effectively
  • Improved communication between departments
  • Reduced downtime and maximum equipment uptime
  • Efficiently track and manage inventory levels
  • Preventive maintenance capabilities to extend the life of your assets
  • More effective utilization of labour resources
  • Better management of safety compliance issues
  • Higher production quality
  • Reduced wastage and by-products

Comparison Chart of 7 Best CMMS Software with USP

CMMS SoftwareUnique Features
CryotosImage Capture with annotation

IOT monitoring

SSO integration
Maximo CMMSSmart Mobility Feature

Multi Cloud Deployment

Drill down analysis
eMaint CMMSData visualization

Sandbox staging

Multi-site toolkit
Fiix CMMSSOC Type 2 compliance management

Automated penetration test

E-signing and documentation
Accruent CMMSMission critical tool integration

Automated audit logs

Multi-device management
SAP PMProject System Visibility

Asset Indexing and Location tracking

Inventory forecasting
Limble CMMSTCO tracking and reporting

Tools check-in / check-out

Warranty tracking


Centralized maintenance management software is an extremely beneficial tool for businesses with a huge number of assets. By providing features such as work order management, inventory tracking, and preventive maintenance capabilities, CMMS can help businesses save time and money while maximizing equipment uptime.

There are many different types of CMMS software on the market, each with its own unique features and benefits. However, all CMMS software solutions share the common goal of helping businesses save time and money by improving asset management processes. When selecting a CMMS solution for your business, it is important to consider your specific needs and requirements to find the best possible fit.

FAQ Section

  1. What is the example of CMMS?

    There are many different examples of CMMS software on the market, each with the same goal of improving asset maintenance processes. Some of the most popular maintenance management software are SAP PM, Maximo and eMaint.

  2. What is the difference between a work order and a service request?

    A work order is an internal request for work to be performed, while a service request is generally an external request from a customer or client. Work orders are typically used in manufacturing AND other production-type environments, while service requests are more common in repair/maintenance type businesses.

  3. Is SAP a CMMS system?

    SAP is a popular enterprise resource planning (ERP) software tool that offers a comprehensive CMMS solution. SAP PM is a centralized maintenance module that offers features such as work order management, asset tracking, and preventive maintenance capabilities.

  4. Which CMMS is the most popular of all?

    There is no definitive answer to this question as different businesses have different needs and requirements. However, some of the most popular CMMS software solutions on the market include SAP PM as a part of SAP ERP and Maximo by IBM.

  5. Who uses CMMS?

    Asset intensive businesses that have many assets that need to be monitored and managed on a regular basis use CMMS to manage their work orders, inventory, and preventive maintenance. Manufacturing, construction, oil and gas, travel, transportation, etc. are the major industries that use CMMS.

  6. What is the main difference between CMMS and AMS?

    Asset Management System (AMS) is a software tool used to manage and maintain an organization’s physical assets. CMMS (Computerized Maintenance Management System) is a software tool used to manage an organization’s maintenance operations. The main difference between an AMS and a CMMS is that an AMS focuses on managing an organization’s physical assets while a CMMS focuses on managing the maintenance of those assets.

Related Categories: Asset Management Software | Fixed Asset Management Software | Asset Tracking Software |

Written by Rajan Rauniyar

Rajan is pursuing CA with a keen interest in trends and technologies for taxation, payroll compliances, Tally Accounting, and financial nuances. He is an expert in FinTech solutions and loves writing about the vast scope of this field and how it can transform the way individuals and businesses... Read more

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