Basic maintenance management systems

The maintenance management software industry includes three main tiers of software providers. The top tier consists of true enterprise-level facilities management software, suitable for managing equipment, vehicles, and facilities for oil refineries, high-end manufacturing, or businesses with dozens or even hundreds of locations. Mid-tier vendors sell to companies with five to 10 locations, while low-end systems are generally capable of managing only a single location.

Another distinction between various maintenance management software packages is that some are focused on specific verticals, while others are more broad. Municipalities, for example, can choose from a range of software designed for large highway and public works departments. Other verticals and specialties include hospitals, manufacturing, and vehicle fleet maintenance. Often, a more general MMS system would be able to do the job just as well, but specialized systems require less customization and include exclusive features specific to their niche.

Maintenance management features
Any maintenance management system should be able to handle all your basic maintenance scheduling needs. Most modern systems provide inventory systems for assets and parts, track labor hours, and create work orders. Work order automation is an important feature to evaluate: look for a system that can include routing, sign-offs, and other tracking features instead of just creating a work order.

The system should include flexible reporting options that help you gather information about costs and efficiency of your maintenance activities. A package that lets you export data to a spreadsheet or reporting software provides more flexibility, but if the reports included in the system are customizable, they may be all you need.

To manage larger facilities or multiple locations, you may want to look for a system that can connect to CAD software. This feature lets you create maps of your facilities so you can easily locate the equipment you need to work with. If you have multiple locations, you may also need remote access, which lets employees enter information and get reports from wherever they're working.

Facilities larger than 50,000 square feet may need more in-depth integration with a Building Automation System (BAS) or Building Control System (BCS). These systems control HVAC, fire alarms, and other environmental equipment. When tightly integrated with a BAS, maintenance management software can generate work orders based on changing conditions within the building. For example, when pressure gets too low in a condenser, the MMS can email a work order and send a page to the responsible staffer.

Wireless
Some systems require that you do all your work at a personal computer, but others offer support for mobile devices such as PDAs or palmtop computers. With a handheld barcode scanner and PDA, a technician can instantly track which parts get used in a specific piece of equipment. The tech can also add any notes about the service they've done or any other potential problems they find. The data is uploaded to the main maintenance management system without requiring workers to manually type it in, cutting down on data entry time and increasing accuracy. And your staffers can do it all from the garage, parts shop, or other workspace without direct PC access.

Support for mobile hardware is critically important to some users, and not relevant to others. It's also a key distinguishing factor between different systems, so decide early if remote access is a requirement for your purchase.