What is a CMMS System and How Can it Improve Maintenance Scheduling?

What is preventative maintenance?

Facility managers know preventative maintenance as an essential tool for preventing equipment failure. Routine maintenance, equipment inspections and asset repairs are all part of a comprehensive plan to keep machines operating at their full potential for a long time to come.

A mainstay in the traditional approach, checklists are tailored to each piece of equipment, but usually cover these key areas:

  • Scheduled routine inspections
  • Cleaning and lubricating at regular intervals
  • Repair or restoration of broken or broken parts

When should preventative maintenance be performed?

Schedules can be developed based on elapsed time, equipment usage – or even a combination of both approaches. What are these exactly?

scheduling: This is a simple schedule at regular intervals, outlining which maintenance tasks to perform and when regardless of how often the equipment is used.

Usage based scheduling: Rather than letting the calendar be the standard, the time of use determines the pace of maintenance. Like a car (oil change every 3,000 miles), this approach is especially good for equipment with highs and lows in use, which can reduce maintenance frequency.

What is a CMMS and how can it improve maintenance scheduling?

Paper checklists are easy to use but come with significant drawbacks. Cycles within a team are difficult to track, human error creeps in, and an increase in paper waste is harming the environment.

computerized maintenance management systemCMMS) is a modern solution for facility managers to automate the process, assign tasks to the right workers, track progress, and archive history and results for future reference. Here are some of the main advantages:

Easily create digital checklists

You can create your desired checklist using the built-in form builder and then customize the maintenance intervals to your liking. Once implemented, the system automatically alerts the appropriate technician when maintenance is due so that it is completed in a timely manner.

Complete assignments and collect data on site

Mobile devices are ubiquitous in today’s workplace, and taking advantage of them can provide significant advantages for both management and technicians. Items in the list can be selected once they are finished, and visual records can be collected by attaching photos and video of completed tasks.

digital signatures

Another important step is to obtain supervisor approval. Instead of mailing out paper lists between departments, the CMMS solution will instantly notify supervisors of completed maintenance tasks ready for review and signature. The lack of physical documentation also eliminates the need for delays caused by biosafety measures. All of this removes bottlenecks and frees both sides of the team to continue the uninterrupted workflow.

Calendars enhance communication and collaboration

Once the appropriate tasks are scheduled, calendar views can be shared with the rest of the team, allowing them to support the process by ensuring that equipment is not booked for use during these key periods.

Tracking and Verification

Digital checklists impose greater order and discipline on the maintenance process. Once a checklist is due, it requires action – either carry out the tasks on the list or record an explanation of why maintenance is late or skipped. Even the amount of time the list spends on “pending” or “processing” can give management insight into the progress and productivity of the maintenance process.

Easy access to historical audits

With everything archived in the system, there is no need to search for stray documents. Not only are they more organised, they are also environmentally friendly. The information requested is immediately available – and as a bonus, more detailed, with visual records (photos and videos taken on site.)

Data-driven asset management

Paper documents can only be submitted in one application. On the other hand, the digital system allows you to access your data from different points of view. Not only can you see things from the timeline view, but you can also attach completed checklists of the equipment they belong to, providing a comprehensive history of every piece of equipment in your store. When was the asset last checked? Were there any problems? Have these issues been resolved? All the answers at your fingertips.

Equipment replacement decisions can then be made based on facts, not guesses. If the asset has consistent issues over time, the value of repairs can be compared to the cost of replacement, and a solid business decision can be made.


Especially in companies with large facilities, which own hundreds or even thousands of assets, implementing preventive maintenance can be very difficult. Creating a clear structure and schedule through software solutions can reduce downtime, give your decision-making a firm foundation, and increase productivity—all of which can translate into greater savings in the long run.

We are now in the era Cloud-based software as a service Computerized maintenance management systems, which provide us with these advantages in a simplified and cost-effective form, facilitating a rapid return on investment.

Still planning maintenance on paper? Or have not yet started the maintenance program? call us Find out more and let us help you get started.

Learn more about EAM/CMMS for Microsoft Dynamics 365 Business Central – Free Maintenance Management System.

by Dynaway, www.dynaway.com

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