How to select your CMMS software

Selecting the right computerized maintenance management system (CMMS) for your company is a necessity if you hope to remain competitive and keep your operations up and running. But how can you be sure that the CMMS software you selected is the best possible solution?

People-based

The answer is simple: you and your team must be involved in the decision-making process. The technological choice to be made should be based on people. When people are involved in the decision-making process right from the outset, they tend to be more open to change and new ideas. In other words, if your team takes part, it will be more likely to “buy in” and get the most of out your CMMS software.

Process

The first step in selecting CMMS software for your company involves defining the maintenance process and related needs. This means putting together a comprehensive strategy to resolve current and future maintenance issues, designing workflows and operations, taking resource and staffing needs into account and ensuring that all safety rules are followed. In addition, you should examine how the system will be used as selecting the right CMMS software depends on your company’s size and complexity, as well as the data stored in it.

Software

Before you launch a call for tenders or contact various suppliers, you should draw up a list of weighted criteria on which your decision will be based. Keep in mind that the integrator will also make a big difference when it comes to success or failure, so be sure to make room for related criteria such as experience, resource qualifications and methodology. Price should not be the sole criterion: no one wants to be held accountable for making the wrong choice, regardless of the price paid.

When all is said and done, CMMS software is essentially a database, so you have to be aware of what sets it apart, i.e. adaptability, configurability and ergonomics, as well as your degree of autonomy (i.e. your ability to carry out desired modifications in-house without having to wait or without paying a subcontractor to do the work for you or create a new version).

Criteria to weigh

• Functional coverage: work orders, preventive maintenance, inventory and spare parts, purchasing, reports and indicators.
• Configurability: the ability to adapt the tool to your processes without programming.
• Ergonomics and mobility: a tool technicians actually use, in the office and in the field.
• Integration: links with your ERP (SAP, for example), accounting and other systems.
• Technical data: management of the equipment hierarchy, bills of materials (BOM) and equipment records.
• Total cost of ownership: licenses, hosting, integration, training and upgrades over 5 to 10 years, not just the purchase price.
• Vendor and integrator: references, resource qualifications, support and product roadmap.

A 7-step selection process

1. Form a project team (maintenance, operations, IT, purchasing).
2. Document your current processes and needs.
3. Define and weight your criteria.
4. Shortlist three or four solutions.
5. Ask for demos based on your own scenarios.
6. Check references from comparable clients.
7. Compare the total cost over several years.

Mistakes to avoid

• Choosing on price alone.
• Copying an inefficient current process as is.
• Neglecting the quality of the technical data to load.
• Underestimating user training and support.

CMMS or EAM?

A CMMS focuses on managing maintenance work. An EAM (enterprise asset management) system extends the scope to the entire asset life cycle. Solutions such as IBM Maximo or SAP PM address these needs. Our team can help you choose based on your context: let’s talk.

In conclusion

In conclusion, selecting the right CMMS software for your company is an important step, not least because you are seeking a reliable and efficient maintenance system. To obtain the best possible solution, get your team involved in decision-making from the outset by specifying maintenance needs and establishing criteria that, in your view, are essential. Above and beyond price considerations, keep an eye out for features such as adaptability, flexibility, ergonomics and autonomy. With that in mind, the process of selecting CMMS software that meets your current and future needs will be that much easier.