How We Chose the Best Equipment Maintenance Software
Equipment maintenance software is often referred to as computerized maintenance management software or abbreviated to CMMS. Maintenance management software comes in many forms, shapes and sizes, each aimed at a particular market. For our purposes, we identified three crucial criteria. These are features and functionality, integration and reporting. Also, you also need to consider overall cost, software platform and whether the software is a good match for your business model.
Equipment Maintenance Features
It’s vital the software offers a range of equipment management features. These should include asset tracking, maintenance scheduling and work order control. Other important features we evaluate include maintenance inventory control and warranty tracking. We consider tools used to provide information to supervisors and on-the-ground maintenance teams and the degree to which these systems integrate with mobile devices in real time. This includes how teams are notified of planned work as well as an ability to report back on issues in the field.
Maintenance management software should never be considered a standalone product or function. As with other corporate software, it’s almost essential the software integrates with corporate systems like ERP and other software such as production scheduling systems and human resources management software. These integrations help provide a complete picture, ensure accurate costing and assist with scheduling and planning maintenance activities. Also relevant is the ability of the software to integrate to plant management systems, IoT and similar systems.
We evaluated reporting capabilities. Standard reports should include scheduled and planned maintenance work broken down by discipline, supervisor and area. We looked at how these reports are presented and the ease of customization for different requirements. We considered it crucial that supervisors have access to standard and ad hoc daily, weekly and monthly reports. These reports should allow them to review maintenance effectiveness, improve maintenance planning and reduce the frequency of unscheduled work. We also evaluated exception reporting and the degree to which users can interrogate the system to identify exception cost items, asset history and maintenance trends.
The 15 Best Equipment Maintenance Software Packages of 2021
Asset Panda is a SaaS cloud-based asset management software accessible with web browsers. Free Android and iOS apps allow unlimited mobile access from anywhere. The software is hosted on Amazon Web Services and includes robust role-based user security. Asset Panda is suitable for tracking expenses and service life for fixed and movable assets. The software supports maintenance repairs, work order scheduling, inventory control and preventive maintenance planning. It has comprehensive tools for monitoring equipment history, facilitating informed asset management decisions. The software allows users to track equipment warranties and identify when warranty claims should be made. Asset Panda readily integrates with thousands of other applications
The software’s annual fee is based on the number of assets rather than number of users. The software can be readily customized to suit individual requirements. Users can determine the information they want to see on individually customizable dashboards. Features such as built-in barcode scanning, automated recording of GPS location and remote ticketing simplify data recording and generating service requests.
|$1499 per year||Free Trial||>All features for fixed annual fee based on number of assets
>Asset-based management and cost tracking
>Cloud-based software compatible with most browsers including Windows, Apple, Android and iOS
>More features at Asset Panda
Pros & Cons of Asset Panda Equipment Maintenance Software
Asset Panda’s unique asset-based pricing structure does away with restrictive limits on the number of users. The software has many customizable features and provides comprehensive asset tracking capabilities.
|>Competitive annual pricing based on number of assets|
>Comprehensive asset tracking capabilities
>Facilities management module for work order entry
|>No offline access
>Does not track assets in real time
>Need to upgrade when maximum asset number reached
What Customers Are Saying
Asset Panda’s customers generally expressed a high level of satisfaction, with comments such as “We needed an inventory system that was completely customizable … Asset Panda had all of that, and much more. The mobile app is a special bonus that makes our job easier.”
B2W is a software company specializing in solutions for the heavy construction industry. B2W Maintain is a stand-alone software module intended for the maintenance of construction equipment and machinery. The software offers:
- Work order management
- Preventive maintenance planning
- Real-time access to equipment location, status and history
- Mobile access
- Parts inventory control
The software has a one-time per user pricing structure that does away with the need for monthly and annual license fees. This fee includes free support that’s available 24/7. The software may be hosted on clients’ servers or in the cloud. B2W offers full implementation and integration support with a focus on ensuring proper implementation, selection of the right hardware and full training support.
The software is part of, and fully integrated with, B2W’s ONE Platform that incorporates estimating, scheduling, safety inspections and field tracking. It has a slick work order request process and a unified tracking system monitoring repair request status, as well as integration of parts inventory control and purchasing. Users can check equipment status and interrogate equipment history in real time. Additionally, the software provides seamless integration with leading ERP, project management and accounting packages. Enterprise-class infrastructure ensures scalability, speed and reliability.
|$5500 per user one-time fee||Free Trial||>Single, one-time fee per user
>Primarily intended for construction industry
>Readily scalable for large projects
>More features at B2W Maintain
Pros & Cons of B2W Maintain Equipment Maintenance Software
B2W Maintain is primarily intended for use in large construction organizations where its relatively steep initial price can be recovered through improvements in efficiency and greater productivity.
|>Single, one-time fee per user|
>Enterprise-grade software architecture
>Comprehensive construction industry maintenance management features
|>Primarily intended for heavy construction industry
>Fee per user may be unaffordable for smaller companies
>Not available as SaaS
What Customers Are Saying
More than one customer expressed satisfaction with improvements in uptime and efficiency. One customer said, “We improved uptime, shop efficiency, and costs with B2W Maintain.” Another said, “Uptime improved to 95%, that’s money in the bank.”
Cetaris was founded in 1989 with the goal of improving fleet management. The company has extended its focus into fixed asset management, although fleet management software remains a core product. The software runs on Windows or is hosted in the cloud. It’s also available as a SaaS service.
There’s a choice between fleet management and direct asset management modules supported by Android and iOS mobile apps for:
- Work order approvals
- Inventory management
- Purchase order approval
Specific solutions exist for different industries, including:
- Distribution centers
- Fleet maintenance
- Fixed asset maintenance
Cetaris charges a fixed monthly fee of $1,000 that’s independent of the number of users or the number of assets. This simplifies license management and is attractive for large organizations with many assets.
Key features include flexible reporting based on innovative analytics, allowing users to readily analyze information. Standard capabilities include full integration with accounting, ERP and dispatch software solutions. The warranty module allows users to track equipment warranties and determine when claims should be made.
|$1000 per month||Free Demo||>Fixed monthly fee irrespective of users and assets
>Strong fleet management features
>Good reporting and analytics tools
>More features at Cetaris
Pros & Cons of Cetaris Equipment Maintenance Software
From its roots as a fleet management solution, Cetaris has expanded to encompass all asset management requirements with specific solutions for different industries. It uses advanced analytics for building reports. The optional mobile apps ensure fast and easy field reporting.
|>Fixed monthly fee irrespective of users and assets|
>Flexible dashboards allowing users to drill down for detail
>Strong fleet and asset management capabilities
|>Only offers free demo
>No Mac version
What Customers Are Saying
Cetaris customers find the software flexible and easy to use, with one customer saying,”Cetaris Fix has simplified the work order process. Our most seasoned and experienced technicians can learn to process WOs with ease.” Another said, “The warranty module is so thorough and powerful, we gained our ROI in only 1 year.”
EMaint CMMS is a subsidiary of Fluke Corporation, manufacturers of professional electronic testing instruments. eMaint is a cloud solution available to customers using the Software as a Service model. It has more than 50,000 users worldwide.
Monthly costs are reasonable at $33 per user and this includes the mobile apps available on iOS, Android and Windows 10 mobile devices. Fluke markets the software as an asset reliability platform. It has invested considerable effort refining key features such as:
- Asset management
- Work order control
- Condition monitoring
- Preventive maintenance and scheduling
- Parts inventory management
- User configurable dashboards
- Report visualization
EMaint users can monitor equipment condition and proactively react to avoid unplanned downtime and prioritize urgent work. The mobile app can read and generate barcodes and QR codes, ensuring positive equipment identification and avoiding errors. Fluke offers a free trial and provides online business hours support. The software integrates with external ERP solutions from suppliers such as SAP and Oracle as well as with SCADA, PLC and machine data systems.
|$33 per user per month||Free Trial||>SaaS solution offering convenient and easy access
>Comprehensive work order and preventive management capabilities
>Interfaces with plant management software such as SCADA and PLCs
>More features at eMaint
Pros & Cons of eMaint Equipment Maintenance Software
This award-winning software is targeted at fixed plant and equipment maintenance and structured to suit virtually all plant maintenance requirements. It’s easily configured to suit individual requirements with many advanced features.
>Strong integration capabilities
|>Primarily intended for plant maintenance
>Support only available during business hours
What Customers Are Saying
Customers express a high level of satisfaction and like eMaint’s powerful maintenance management features. “Over the past year I have been using eMaint and it is by far the most user friendly system that I have used. The most important feature of eMaint that places them above the rest, is the customer service. I have never dealt with a company that has such great customer care,” one customer said.
EWorkOrders CMMS is a web-based SaaS maintenance management solution. Accessible from anywhere using a web browser, eWorkOrders solution is scalable and flexible and customers always have access to the latest software version.
Designed, supported and maintained by Information Professionals Inc., eWorkOrders CMMS is configured to suit a broad range of industries, including:
- Data centers
- Fleet management
- Warehousing and distribution
- Service providers
Although a free trial is not available, the company offers a free demo and will work with prospective customers to ensure the product is a good fit to the organization.
Apart from the usual features of work order management, asset management and preventive maintenance, eWorkOrders includes a full labor management module together with a comprehensive application programming interface allowing integration with ERP and other corporate systems. This interface also facilitates integration with machine management software and IoT devices for automated condition monitors. Additionally, the meter reading module allows technicians to plan meter reading routes and perform batch uploads into the system. User security is enhanced by an electronic signature feature that positively identifies people responsible for approvals and signing off work completed. There’s full support for mobile devices.
|$35 per user per month||Free Demo||>Maintenance and asset management
>Supports wide range of industries
>Labor management module
>More features at eWorkOrders CMMS
Pros & Cons of eWorkOrders Equipment Maintenance Software
Apart from usual CMMS features, eWorkOrders includes several additional useful features such as geo-tagging assets and comprehensive labor management.
>Automated IoT based predictive monitoring
|>Free demo instead of free trial
>Only available as SaaS
What Customers Are Saying
Customers value the ease of setup and excellent customer service. One customer said, “It is very easy to set up as well. They provide excellent customer service. When I have a question or concern, they respond within hours not days. That’s huge for me.”
Fiix is a company that’s focused on creating a strong, enduring partnership with its customers. Its modern cloud-based platform facilitates integration and automation. Pricing given is for the basic system. There’s also a free version that’s limited to three users, a higher priced professional solution and a highly customizable Enterprise solution.
All plans receive full 24/7 support, free access to upgrades and a dedicated customer service representative. Their structure allows companies to take on new features as their needs grow. The company doesn’t offer free trials but will demonstrate the software’s features; it is also possible to try out the limited free version.
The basic version offers full work order management, user dashboard, unlimited service requests, preventive maintenance management, condition monitoring and inventory and parts supply. More advanced plans include multisite capabilities, customized reporting, purchasing and advanced notifications. All plans support mobile apps. The Fiix Integration Hub supports two-way integration with ERP and other software, along with connections to IoT devices on equipment, SCADA and PLCs. The Fiix Foresight AI solution identifies trends and initiates corrective action proactively. Users can also track warranties and service contracts and call up equipment manuals.
|$40 per user per month||Free Demo||>FIIX Foresight AI solution
>Powerful Integration Hub
>More features at Fiix
Pros & Cons of Fiix Equipment Maintenance Software
The Fiix open platform simplifies maintenance in modern factories. The software meets the maintenance needs of connected factories as well as those for fleet upkeep .
|>Several plans to choose from|
>Unlimited 24/7 support
>IoT, SCADA and PLC condition monitoring
|>Lack of customized reporting
>Basic plan not multisite
>No free trial
What Customers Are Saying
Fiix CMMS customers like the ease of use and implementation; one mining customer reported, “It’s a responsive, comprehensive and cost-effective solution that’s intuitive to use.”
FMX was formed in 2012 out of a need to identify a method to easily manage facilities remotely while focusing on energy savings. None of the solutions researched fit the bill, leading to the in-house development of FMX.
FMX doesn’t publish prices but instead prepares a quotation based on the number of users actively employed on work orders, together with the suite of features chosen. The software is hosted in the cloud and is subject to annual fee payment. There’s also a one-time installation fee.
FMX’s CMMS solution is intended for use in manufacturing and commercial operations. There’s a dedicated solution for managing facilities as well as FMX Connect for linking equipment directly to the system. FMX has a mobile app, allowing users to access the system from tablets and smartphones. Key benefits include the ability to monitor and manage regulatory compliance, reduce maintenance costs and make data-driven decisions.
Unique features include the ability to connect with a wide range of industrial controllers, both in terms of reading data and activating systems. New features include an ability to manage facility cleaning protocols, create detailed work processes and monitor cleaning material inventory usage.
|Quote-based pricing||Free Trial||>CMMS and facility maintenance
>Free lifetime support
>More features at FMX
Pros & Cons of FMX Equipment Maintenance Software
Users only pay for the features they require and can add or remove features at any time. Contracts are annual so customers aren’t locked in.
|>Powerful integration with industrial control systems|
|>Does not specify ERP integration
>Doesn't use Android or iOS for Web apps
What Customers Are Saying
Customers enjoy FMX’s flexibility and level of support. One facilities manager said, “All CMMS systems are going to have similar functionality — take requests, monitor equipment, schedule preventive maintenance, etc. — but FMX is by far the easiest to use and their amazing customer support sets them above the rest.”
Hippo’s strategy is to be the leading vendor in providing simple, easy-to-use maintenance management solutions that are effective and powerful. This different approach means Hippo CMMS is easy to implement and use, albeit at the cost of limited customization capabilities. The Hippo package reviewed here is known as Hippo Starter, which comes with a limit of 25 users and 100 asset items. Although its use is limited to one facility, Hippo Basic includes all the features needed for facility maintenance. A free trial together with guided demonstrations is available. The other Hippo packages are Hippo Plus and Hippo Pro. These have similar features to Hippo Starter but add additional capabilities, multisite capabilities and high user and asset item limits. Hippo Pro has no user or asset limits.
The software is web-based and sold as an SaaS subscription package. Deployment is easy with three onboarding packages available to help with initial installation and training. Hippo offers free business-hour support. Custom integration services are offered for linking to other corporate software solutions.
|$39 per user per month||Free Trial||>Easy to use
>Work order management
>More features at Hippo CMMS
Pros & Cons of Hippo CMMS Equipment Maintenance Software
With a strong focus on ease of use and implementation, Hippo CMMS is one of the easiest CMMS solutions to implement while offering a good set of features.
|>Can upgrade to more sophisticated versions|
>Easy to implement
>Limited customization ability
>Maximum 100 items
What Customers Are Saying
Customers like the ease of use and features offered. Testimonials include, “It’s a great system,” “I give Hippo CMMS 9 out of 10” and “User friendly and gives you good reporting.”
Maintenance Care CMMS
Maintenance Care CMMS can trace its roots back to 2003, when the three young dynamic founders got together and wrote the first version. The software received its current name in 2006. The goal of Maintenance Care CMMS is to create software that’s fun to use, relevant and innovative. The company has an open-door policy and works hard to create and maintain strong customer relationships.
The SaaS Work Order Edition is priced at $75 per month and incorporates the following features:
- Advanced work order management
- Customer support
- Free mobile app
- Document management
- Task list, assignment and management
- Vendor assignment
- Warranty tracking
There’s also a free edition with online work order management, basic reporting and list management. An Enterprise edition adds preventive maintenance scheduling, asset tracking, inventory management and advanced reporting. Advanced integration features of this software include connection capabilities with:
- Accounting software
- E-commerce software
- Scheduling software
- Management tools
- Amazon Alexa
- Wireless temperature sensors.
Online and telephonic business-hour support are offered.
|$75 per month||Free Trial||>Work order management
>More features at Maintenance Care CMMS
Pros & Cons of Maintenance Care CMMS Equipment Maintenance Software
The Work Order Edition provides basic tools for work order management and reporting, as well as wide integration capabilities.
|>Well-thought-out integration capabilities|
>Good basic maintenance management capabilities
>Easy to upgrade for additional features
|>Limited to work order control and reporting
>No preventive maintenance
What Customers Are Saying
Customers like its ease of use and really appreciate the level of support they get from Maintenance Care. Comments from satisfied customers include, “By far the best work order system I have ever used!” and “It was by far the easiest transition to any piece of software we ever had to do, it was so simple.”
Maintenance Connection is a well-established company formed in 1999. Since then, over 1,400 customers have installed the software. Usually, Maintenance Connection offers users a wide choice of installation options, including:
- Perpetual one-time licensing
- Subscription licensing
- On-premises installation (Windows and Mac)
- Cloud hosting SaaS
- Web based
The subscription license comes in at a reasonable $85 per user per year. Maintenance Connection CMMS is a full-featured maintenance management system that offers:
- Multisite CMMS
- Work order management
- Enterprise asset management
- Equipment inventory management
- Preventive maintenance
- Predictive maintenance
- Comprehensive reporting
Maintenance Connection CMMS has strong building and facility management features for the hospitality and care industries. It offers ERP integration with a number of well-known ERP solutions such as Sage, Infor and JD Edwards. Specific integrations with other software can be arranged. Other integrations include linking with fleet management software and building automation software. The company offers business-hours online support. A comprehensive mobile application, MC Express, allows users to view, edit and close work orders as well as take and send photos recording work completed.
|$85 per user per year||Free Trial||>Flexible hosting
>More features at Maintenance Connection
Pros & Cons of Maintenance Connection Equipment Maintenance Software
Maintenance Connection is a traditional full-featured CMMS with a host of advanced features and capabilities.
>Can be hosted or installed on-premises
>Subscription and one-time licenses
|>May be too complex for smaller organizations
>Relatively expensive implementation costs
What Customers Are Saying
Customers appreciate Maintenance Connection’s extensive capabilities. One user comments, “I will recommend MC to anyone. There’s so much that you can do with this program, it amazes me that I find something new each week.”
ManWinWin CMMS is marketed by Navaltik Management, a company based in Portugal. The software is multilingual, and support is available in English. The software, now in its fifth iteration, was first written in 1989.
The version under review, ManWinWin START, has a one-time license of €599 for one user and 250 assets. This version runs on Windows. ManWinWin START has a single maintenance module running on an Access database. The pricing includes email software support and free updates, as well as three hours of face-to-face implementation support plus an online training course. Navaltik Management does not support integration with ERP and other accounting systems because of a potential for conflict between the different methodologies. Nor is there mobile support for ManWinWin START.
Users requiring more features should look at ManWinWin Professional. This version is available as a SaaS solution for €38 per user per month. There are no asset number limitations, and the software can handle unlimited users. In addition to the maintenance module, there are purchase, stock and maintenance request modules, as well as support for mobile devices. The ManWinWin WEB interface facilitates paperless operation. The software targets industrial maintenance, building and facility maintenance, fleet management and service providers.
|€599 per user one-time fee||Free Trial||>Maintenance module
>Professional version with more features
>More features at ManWinWin
Pros & Cons of ManWinWin Equipment Maintenance Software
The ManWinWin START version is an ideal choice for small organizations starting out with CMMS. Other users should look at the Professional version.
|>Easy to get up and running|
>Free updates and support
|>Only single user (START)
>Limited or no integration capabilities
What Customers Are Saying
Customers like ManWinWin, especially the more advanced Professional and Business versions. Observations include “ManWinWin’s biggest differentiator is the implementation itself — it is a specialized Engineer that gives us the training, the consultancy, that looks into our maintenance processes” and “You have one of the best Customer Service I have ever dealt with, frankly.”
MAPCON was developed in 1980 by Jack Meadow. It was the first CMMS system available for the then-innovative IBM personal computer.
Two CMMS versions exist. MAPCON LITE CMMS is a full-featured base unit intended for one user. It comes at a subscription price of $30 per month or a $495 one-time payment for on-premises use. For this price, you get a full preventive maintenance module with work order management, together with inventory and asset databases. There are over 200 reports, and users can track asset and cost history as well as warranties. MAPCON PROFESSIONAL CMMS takes this a step further with planning, scheduling, meter reading and tracking features. Cost depends on configuration, but a unique feature is that the user limit works on concurrent users, not the total number of users who access the system. MAPCON’s intuitive software design means it’s well suited to small, medium and large enterprises.
The software is available for Windows or can be hosted in the cloud. It supports mobile devices. MAPCON seamlessly integrates with most ERP solutions with what is termed a permanent interface using the MAPCON interface module.
|$495 for perpetual license||Free Trial||>Full featured
>Upgrade available to Professional
>More features at MAPCON
Pros & Cons of MAPCON Equipment Maintenance Software
The single-user version is ideal for smaller organizations with one maintenance planner. Larger companies would benefit from the Professional version.
|>Preventive maintenance and work order module|
>Perpetual license available
>Easily upgraded to Professional version
>No mobile support
What Customers Are Saying
MAPCON customers praise the company for producing a solution that meets their needs. Here’s one quote, “They are totally accessible, and that is one of the biggest strengths of MAPCON.” Another customer states, “Be sure to look at MAPCON! It will do exactly what you need.”
ProntoForms Maintenance Software uses what’s known as a low code platform to develop user-specified modules. Low code is an advanced programming language that uses a graphical interface to automate code, avoiding complex programming. The application works on Android and iOS devices as well as through the web.
It allows users to specify, design and build specific maintenance applications to meet their exact needs. As such, it is not a CMMS solution but rather a tool for quickly and accurately writing maintenance modules for use by field workers. These include work orders, preventive maintenance inspections and a host of other possibilities.
ProntoForms is one of the lowest-priced maintenance software solutions in this review. It can be used in conjunction with other CMMS solutions or as a stand-alone bare-bones CMMS product.
|$15 per user per month||Free Trial||>Simple graphical coding
>Flexible and powerful
>More features at ProntoForms
Pros & Cons of ProntoForms Equipment Maintenance Software
Prontoforms allows users to prepare forms for almost any application and to export the data to other systems.
|>Create your own CMMS|
>Link with other corporate systems
>Give field workers the exact tools they need
|>Not a CMMS solution as such
>Requires careful specification and coding
What Customers Are Saying
Customers are enthusiastic about the benefits of ProntoForms. They have used them to develop many systems. A transport operator commented, “ProntoForms has saved  drivers three minutes per service call — or 750 hours every month.”
Ramco EAM Software
Ramco EAM is a product of Ramco Systems, a large software company with headquarters in India and offices around the world. The company’s primary focus is writing software that takes into account the modern connected world. Ramco’s enterprise asset management solution is a cloud-based and mobile solution for managing, maintaining and planning assets.
This EAM solution incorporates features such as predictive maintenance supported by built-in analytics for determining when equipment needs servicing. Ramco EAM manages assets from acquisition to retirement.
The software is hosted in the cloud on the Ramco Technology Platform and is available as an SaaS. Analytics are provided by the Ramco DecisionWorks platform comprising advanced business intelligence capabilities together with query and reporting capabilities. Ramco EAM includes integrated ERP, HR and payroll capabilities and is mobile compatible. Additionally, the software shares the same platform as the organization’s other corporate software, facilitating easy internal integration. Compliance, warranty and asset tracking features ensure users keep on top of regulatory requirements.
|$80 per user per month||Free Trial||>Asset-based maintenance
>Integrated with ERP
>More features at Ramco EAM Software
Pros & Cons of Ramco EAM Equipment Maintenance Software
Ramco EAM approaches maintenance from the perspective of asset management. This alternative approach facilitates asset management capabilities.
|>Full asset management capabilities|
>Cloud and mobile compatible
|>Not that easy to integrate with third-party ERP
>Focus on asset management rather than maintenance management
What Customers Are Saying
Ramco EAM fills a gap in the market for an integrated asset management solution. Customers appreciate the level of support, as noted in this comment: “I am very pleased with the level of support from Ramco. It has been very professional, and your people have been on-the-spot all the time. The level of service is first class. The team is very friendly, and has provided good support.”
UpKeep CMMS is a relatively new product launched in 2015. It was based on the need to develop a CMMS solution that was not overly complicated when compared with many legacy systems on the market. Its success can be measured by its 1,000 customers and more than 50,000 users worldwide.
There are several versions of UpKeep CMMS, ranging from a free trial solution intended for small users to the Starter solution at $40 per user per month and Professional and Business Plus versions. While the Trial version has many of the same features as the Starter solution, it lacks the preventive maintenance module and scheduler. The software supports an unlimited number of users. A mobile app facilitates field use and offers real-time updates. ERP and other software integration are not currently available in the Starter plan but are possible through the Business Plus plan. The software incorporates automated workflow and inventory management capabilities, guaranteeing parts availability and eliminating tedious manual processes.
|Starting at $40 per user per month||Free Trial||>Supports work orders and work order requests
>Asset management module
>More features at UpKeep
Pros & Cons of UpKeep Equipment Maintenance Software
UpKeep Starter CMMS is a comprehensive maintenance management solution for small and medium-sized businesses. Professional and Business Plus editions have more features.
|>Work order management|
|>No ERP integration except in Business Plus edition
>Limited reporting capabilities
What Customers Are Saying
Customers find the system lives up to its claim of being simple and easy to use. Comments include, “With UpKeep, anyone who runs into an issue and has authorization to access the system can pretty much take care of the problem themselves” and “The platform is pretty easy to navigate. Most of the features are easy to find, even without any guidance.”
What Is Equipment Maintenance Software?
Equipment maintenance software is used to manage and control plant and equipment maintenance. The basic software consists of a number of key modules — chiefly an asset register and a work order module. These two base modules allow users to create work orders to perform maintenance on plant assets. In most instances, there will be additional modules that encompass capabilities such as preventive maintenance, predictive maintenance, inventory management and resource management.
There will always be a reporting module for managing work lists, tracking maintenance history and work order completion. Also, most maintenance software packages include some form of exception reporting that allows users to identify areas of high cost, equipment that’s unreliable and asset history and cost. Maintenance software usually includes some form of costing capability such as labor rates, cost of spare parts and fixed costs that allow users to measure and control maintenance costs and expenditure.
Most CMMS solutions incorporate some degree of mobile capabilities. These would generally include the ability to receive allocated work orders on mobile phones or tablets, the ability to sign off work when it’s complete and a capability to upload reports, photos, meter readings and other pertinent data without needing to return to the office.
It’s common for organizations to want to integrate maintenance software with their ERP, financial and human resources systems. This integration allows labor and materials costs of work performed in the CMMS to be uploaded into the corporate financial systems of record. Also, in many instances human resources will use this information as inputs into the payroll system.
When evaluating CMMS software, it’s vital to check integration capabilities, as in some instances full integration is difficult to achieve and may not be necessary. This is an important step because ineffectual integration may cause numerous errors, leading to frustration and wasted effort. However, modern application interface tables can generally overcome these issues, although care should be taken to fully understand the different protocols.
Benefits of Equipment Maintenance Software
The benefits of CMMS have been fiercely debated for many years. This is because so much depends on the choice of software for a particular application, its implementation and how the system is managed.
Key benefits of a well-managed maintenance system include:
- Control: Maintenance management has information at their fingertips and knows the status of equipment at all times.
- Effective reporting: An ability to accurately report on maintenance costs, trends and equipment condition.
- Problem identification: Easier identification of problem equipment and other maintenance issues.
- Improved equipment condition: Thanks to better control, managers can focus on equipment that needs attention.
- Higher uptime: Due to better maintenance practices, equipment availability improves.
- Early identification of maintenance needs: Preventive and predictive maintenance provides early warnings of impending equipment failure and servicing needs.
- Increased labor utilization: Better organization lets technicians focus on their work and reduce wasted time.
- Increased productivity: Mobile apps allow work to be remotely allocated so technical staff can get on with their work without needing to call into the office for work assignments.
Must-Have Features of Equipment Maintenance Software
Although the scope and features of maintenance software capability vary from one vendor to the next, several features should be considered as must-haves. These include:
- Asset list: You need a license that allows you to record all your plant assets. Also consider equipment attributes that are important in your context.
- Users: Ensure that the license lets all active users use the system; some packages differentiate between user types, so clarify exactly how this affects you.
- Work orders: An ability to create work requests and get them approved and then issued to technicians.
- Work order feedback: The job isn’t complete until technician feedback is recorded and actioned and the work order closed off.
- Parts and spares: The capability to order spares against a work order, ideally with a flagging system to notify when spares arrive.
- Paperless solution: Simplify work order management with solutions that use mobile access to relay information to and from technicians, reducing congestion and the possibility of lost paperwork orders.
- Preventive maintenance: An ability to plan preventive maintenance on a regular cycle, especially for equipment that needs recurring maintenance.
- Labor utilization: Monitor and measure labor utilization.
- Cost reporting: Measure and report labor and materials costs
- Reporting: Tools for reporting on maintenance metrics such as number of tasks outstanding, labor productivity and material costs.
- Exception reporting: Analyze asset history to pinpoint problem machinery and determine asset life.
- ERP integration: Ability to easily upload costs into corporate ERP systems, together with tools that minimize translation errors.
A key factor when selecting maintenance software is the organization’s size and maturity level. A small maintenance department won’t need all these features, while a large organization may need these and other, more sophisticated capabilities. The important point is to identify what you need and select your CMMS according to those requirements.
The Cost of Equipment Maintenance Software
Vendors use several different costing structures depending upon how the software is deployed.
The most common is a SaaS deployment where you share the software with other users. This approach reduces costs and allows you to always have access to the latest software version. Benefits of SaaS are that you don’t need your own server infrastructure and payments are spread out through the year. The only downside is that you lose access if you don’t pay. SaaS also facilitates easy mobile and global access.
SaaS solutions generally work by the number of users and are charged monthly. Typical costs range from $35 to $85 per user per month. Some vendors offer a discount for annual payments. The total cost is the cost per user times the number of users licensed on the system, together with the cost of data lines and the number of devices you use in your facility.
Another way is to charge a fee based on the number of assets. License fees per asset are usually quite a bit higher than those per user, but the advantage is there are generally no restrictions on the number of users.
Alternatively, you can host the software on your own servers and computers or in the cloud. In these cases, you usually pay an upfront payment for a perpetual license that’s configured for the number of users and assets. This fee is generally quite high, ranging from around $600 per user up to $5,500 per user, but once it’s paid, you have the right to use that version of the software in perpetuity. You need to bear the cost of running the software and infrastructure.
Many vendors offer several options, ranging from limited free versions to paid versions offering a variety of features. This approach allows users to start small and, as their needs develop, to upgrade to a version offering the additional features needed.