Excel vs. CMMS: 7 Reasons You Should Switch To CMMS Software

There are a lot of companies managing their asset maintenance through Excel. For a long time, Excel was the most practical solution for tracking how often items had been maintained, what the maintenance cost was, how many spare parts you had, the locations of assets, etc. Computerized maintenance management systems (CMMS) can do all of the things Excel did, and a whole lot more. We’re going to look at seven reasons you should switch to a CMMS:

User-Friendly Software

Excel is a lot of things, but user-friendly isn’t one of them. The learning curve can be steep, and modifying your maintenance management files can be a real pain. CMMS, on the other hand, are designed to be user-friendly, with easy-to-use graphical user interfaces (GUIs) and several features that make tracking data and running reports as easy as pie.

Work Order Management

With Excel, your work order management probably looks something like this: you see that something is due for maintenance, you send a text out to find a technician to work on it, you get a text back, and you keep texting back and forth.

Work order management through CMMS makes that whole process much easier. When you see something is due for maintenance, you can simply touch the item on the app, and assign a work order to a technician. You’ll then be automatically updated on the progress of the work order until its completion. The app communicates everything for you, and it makes scheduling work orders much easier – you can see all existing work orders in one place, and can also look at work order history.

Keep Everything in One Place

Many companies keep different Excel files for inventory in different locations. With a CMMS, every location is on the same program, so all you have to do is select which location you want to view or edit. No more sending files back and forth between locations – everything that has something to do with maintenance can be found in your CMMS.

Keep Things Accessible

It’s almost impossible to know who will end up needing access to your maintenance files, or where they’ll be when they do need access. With a CMMS, you can grant varying degrees of access to stakeholders who need to view or edit maintenance files. What’s more, CMMS solutions are cloud-based, so even if you’re halfway across the world, you can send work orders in case of emergencies or other unexpected occurrences.

Preventive Maintenance 

Your CMMS can automatically schedule and send out work orders for preventive maintenance. Best of all, you can set a wide variety of triggers which, when activated, send out those preventive maintenance orders. Most businesses opt for preventive maintenance every x days, for the sake of simplicity. With a CMMS, it’s easy to instead trigger preventive maintenance for every x time something is used, or for every y miles or kilometres a vehicle is driven, among others.

Improve Data Management

You’ve probably heard about how Big Data can be used to create more accurate predictions. That’s true on a micro scale as well – the more quality data you can collect and compare, the better the insights you can glean from that data. As a consequence of keeping all of your data in the same place, a CMMS can use that data to analyze your maintenance patterns and help you make predictions about when an item should be maintained, and the overall costs of repairing or replacing the item.

Automated Reporting

Your CMMS will come with a number of reports automatically built in, from overdue work orders to your monthly maintenance costs. These reports will also automatically be saved in your CMMS, something that isn’t nearly as easy to do with Excel. 

There are many other great reasons to switch to our facility management software, from how easy it is to save data to how automation reduces the number of human errors you’ll see, making information more reliable and accurate. CMMS are also incredibly customizable, so whatever industry you’re in, we can help create a solution that’s perfect for you.


3 Tips For Using A CMMS In The Food & Beverage Industry

Many industries have stringent requirements for asset and equipment maintenance, but it’s possible that none are as strict as the requirements in the food and beverage industry (save, perhaps, those of the pharmaceutical industry). When you’re manufacturing consumables, it’s understandable that clean, well-maintained machinery is an absolute must.

Computerized Maintenance Management Systems (CMMS) are a method by which you can make your asset maintenance more efficient. Describing all of the functions of a CMMS is outside the scope of what we want to explore here, but in short, they’re a type of restaurant maintenance software that allows you to automate work orders and workflow, track equipment and equipment maintenance (as well as spare parts), and give you insights into when a piece of equipment may need to be maintained, repaired, or replaced.

We’re going to look at three tips to improve your business’s efficiency through the use of a CMMS. One of its core functionalities is to help you with all forms of maintenance.

Use Work Orders to Your Advantage

One of the core functionalities of a CMMS is work order management. In brief, you can use work order management to instantly send work to a given technician, and to see what work is scheduled for a particular piece of equipment.

This can be a massive boon, especially if you’re also using your CMMS to schedule preventive maintenance. Imagine this scenario – you’ve got a brew system with preventive maintenance scheduled, and three days later, a pump is scheduled to be replaced on the same system. Instead of wasting work doing preventive maintenance on the pump, you can reschedule the maintenance for the same day that the pump is being replaced. 

By actively viewing all of the work scheduled on a piece of equipment, you’ll be able to find a lot of efficiencies you may have been missing before.

Automating Maintenance

As alluded to earlier, you can use CMMS to automate preventive maintenance on your equipment. One of the biggest advantages of CMMS is the use of customizable triggers. These triggers allow you to customize preventive maintenance beyond your typical “once per time period” schedule.

For example, instead of maintaining a piece of equipment on a monthly basis, you can instead opt to maintain it after X amount of use, tracking usage in your CMMS. This is great for pieces of equipment that you use a lot sometimes, but less other times. Triggers are also customizable; you might, for example, connect your CMMS with a spreadsheet that tracks temperature fluctuations in a cooling unit, and triggers preventive maintenance when those temperatures fall out of a normal range for X amount of days in a row.

Automating maintenance can help you ensure you’re always meeting regulatory compliance goals and can help your equipment last longer.

Go Paperless

You should transfer all of your inventory, be it equipment or spare parts, onto your CMMS. A CMMS is accessible from anywhere, and you can create specific locations into which you input all of your equipment. This makes it much easier to track where equipment is, which is especially useful if you have multiple warehouses/production facilities. 

Another advantage is accessibility – you’ll be able to edit the contents of your CMMS on the fly, no matter where you are, and you can give access to other people on your team. That means that even if technicians are away from the site, or you need to edit things while you’re in another country, you can do so easily.