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Fiix
Fiix
Fiix is a cloud-based computerized maintenance management system (CMMS) that helps businesses organize their maintenance departments, get on top of maintenance backlog, and work towards preventive maintenance. The CMMS helps man...Read more about Fiix
MaintainX
MaintainX
MaintainX is a web-based CMMS tool that can be used on mobile devices. It aims to improve workflow completion and strengthen team communication. It can be used by operational teams in small to large businesses. This solution allow...Read more about MaintainX
Embrace ERP
Embrace ERP
If you are a medium to large enterprise (50 - 1 000+ users), look no further, you have found the right solution for your business. Embrace ERP is a proven, time-tested end-to-end enterprise resource planning (ERP) solution. Purpo...Read more about Embrace ERP
Solarvista
Solarvista
Solarvista™ is the world's first '2-in-1' field service management system that is built within, and provided with, 'no-code' application builder technology. It streamlines your field service operations by providing ready-made but ...Read more about Solarvista
Reftab
Reftab
Designed for schools and IT departments of any size, Reftab is a free asset management solution that helps administrators track and manage inventory, conduct asset maintenance, and complete work orders. With Reftab's intuitive dra...Read more about Reftab
Trackmedium QMS
Trackmedium QMS
TRACKMEDIUM is a cloud-based quality management system (QMS) designed to helps businesses perform internal or supplier audits, track corrective and preventive actions, streamline customer communications, define plans for emergency...Read more about Trackmedium QMS
Gruntify
Gruntify
Automate your field service operations and efficiently manage your assets with Gruntify, the all-in-one mobile solution designed to streamline any field service workflow. Collect data, manage assets, schedule jobs, and analyze inf...Read more about Gruntify
Agility
Agility
Agility by SSG Insight is an integrated cloud-based computerized maintenance management (CMMS) and facilities management (CAFM) solution that helps maintenance and facility managers to manage their organizations' maintenance opera...Read more about Agility
LLumin
LLumin
LLumin’s operational management software is for industrial plants and facilities with substantial infrastructure that want to minimize production or unplanned machine downtime. LLumin’s operations software monitors assets and...Read more about LLumin
I'mOnIt!
I'mOnIt!
I'mOnIt! equipment and facilities maintenance and compliance system is a computerized maintenance management solution (CMMS) for organizations looking for an in-house maintenance solution. Key features include automatic task sched...Read more about I'mOnIt!
MPulse
MPulse
MPulse Software doesn’t sell “basic” maintenance management software, because we know that even smaller organizations need robust software to manage the increasingly complex demands of modern maintenance management. Whether you ch...Read more about MPulse
ePAC
ePAC
ePAC is a cloud-based EAM/CMMS solution that provides applications for work order management, preventive maintenance, asset management, scheduling and materials management. It can also be deployed on-premise on Oracle, Microsoft S...Read more about ePAC
4site
4site
4Site is a cloud-based asset management solution that offers order procurement, inventory management, accounting and asset maintenance functionalities. The solution is suitable for industries such as mining, power and process manu...Read more about 4site
CHAMPS
CHAMPS
CMMS and enterprise asset management space, CHAMPS offers CMMS/EAM functionality to mid-size and enterprise-level organizations. Asset and maintenance management tools from CHAMPS can help these organizations optimize the lifecycl...Read more about CHAMPS
MaintiMizer
MaintiMizer
MAINTIMIZER from Ashcom Technologies is a computerized maintenance management system (CMMS) with integrated enterprise asset management (EAM) solution capabilities. MaintiMizer Web offers six modules for managing maintenance act...Read more about MaintiMizer
FTMaintenance Select
FTMaintenance Select
FTMaintenance is on-premise computerized maintenance management system (CMMS) that enables maintenance professionals to easily document, manage, and track maintenance activities in order to reduce operational downtime, lower maint...Read more about FTMaintenance Select
MEX Maintenance
MEX Maintenance
The MEX CMMS is a robust maintenance management solution that simplifies planning and tracking for a wide range of industries. Using modern and intuitive tools, MEX helps to reduce downtime and boosts productivity through a centra...Read more about MEX Maintenance
PMXpert
PMXpert
PMXpert is an on-premise computerized maintenance management solution (CMMS) that caters to small and midsize businesses across various industry verticals and helps them to manage their work orders, inventories and preventive main...Read more about PMXpert
Prism
Prism
As commercial real estate’s most innovative and powerful building operations platform, Prism by Building Engines transforms building operations for the most successful CRE properties. From work orders to space management, only Pri...Read more about Prism
B2W Maintain
B2W Maintain
B2W Maintain is a Computerized Maintenance Management System (CMMS) that reduces downtime and fleet maintenance costs by automating preventive maintenance and connecting the field, shop, and office in real-time. The software strea...Read more about B2W Maintain
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Buyers Guide
Last Updated: March 16, 2023Equipment management software tracks an organization’s mechanical equipment, ensuring that upkeep and repairs are done on schedule and on budget.
Maintenance professionals constantly strive to reduce costs while increasing machine availability. Software helps organizations drive toward this goal by optimizing the preventive maintenance and work order process, as well as offering a way to break down historical data to uncover operational trends.
But with hundreds of products on the market, it can be a tall order to identify which ones meet your company’s needs. With that in mind, we’ve written this buyer’s guide to support managers in assessing their options as they navigate the landscape.
Here are the topics we'll cover:
What Is Equipment Maintenance Software
Preventive maintenance is crucial to the success of any organization. Offline equipment produces nothing, slows project completion and can even result in a complete operational shutdown. Even worse, equipment malfunctions can be dangerous, leading to time-wasting (at best) or harmful (at worst) accidents.
Equipment tracking software is designed to optimize asset performance, ensuring that preventive tasks happens on schedule and that work orders are handled with maximum efficiency. Critical functions include:
Asset tracking—i.e., identifying when the equipment was purchased, its expected lifetime, warranty information, costs, depreciation and more
Equipment tracking_—_maintaining detailed records, including service history, contracts, part and model numbers etc.
Labor resource management_—_identifying labor resources needed/used to perform certain tasks, including qualifications, time and labor rates
Managing inventory_—_simplifying ordering and ensuring that necessary parts are always in stock
Managing work orders_—_ensuring that unscheduled maintenance occurs quickly and easily
More advanced maintenance management products like Bigfoot CMMS, Sprocket CMMS, eMaint X3 and Maintenance Connection may have a predictive maintenance feature, as well. This application predicts, based on past errors and physical symptoms (e.g., noise, vibration, temperature, corrosion, pressure) that a malfunction may be about to occur and alerts the user to the potential problem. This feature actually saved one company a million dollars in one day. Though most results aren’t quite this dramatic, almost all users can attest that properly implemented equipment and machine maintenance software will improve asset performance, reduce costs and extend the lifetime of equipment.
Equipment maintenance tracking software are commonly used for fleets of vehicles (e.g., in the transportation, agriculture, landscaping and field service industries), as well as in manufacturing sites with heavy factory equipment.
Common Features of Equipment Maintenance Software
Equipment maintenance software includes features designed to keep assets performing at peak capacity for as long as possible. These features include:
Asset tracking | To maintain equipment, organizations must be able to track them efficiently. Asset tracking features store important information, such as location, condition, costs, depreciation data, images and associated documentation. Users can quickly retrieve data by scanning barcodes or QR codes with a mobile device. |
Work orders | The software also offers the ability to create, assign and edit work orders for planned or emergency maintenance tasks. These work orders can be viewed on a mobile device so that technicians can address them wherever they are. |
Preventive maintenance | Preventive maintenance tasks often make up the majority of an organization’s maintenance processes. Software can assist in scheduling these recurring tasks based on a calendar, and users can set up notifications when a PM is almost due. Over time, companies can reduce PMs to save money while also keeping assets healthy. |
Predictive maintenance | Predictive maintenance goes a step further to help eliminate the need for emergency maintenance by monitoring the real-time condition of an asset and automatically generating a work order when readings indicate a potential failure. This reduces maintenance costs and prevents expensive machine downtime. |
Inventory management | These maintenance tasks typically require the use of spare parts from a company’s inventory. Software can track inventory volumes and help determine the optimal reorder levels so that parts are always available but carrying costs are kept to a minimum. |
Reporting | Over time, the software will build up a wealth of historical maintenance data. Using reporting features, these data can reveal trends in downtime or costs. Maintenance managers can then determine the cause of the issue and make adjustments to improve asset availability. |
What Type of Buyer Are You?
Most buyers fall into one of the following categories:
Full-suite buyers. These buyers want seamless integration across systems. For example, a cable company may want a system that allows them to send the same information between their equipment management, field service, helpdesk and accounting departments. These buyers will want an enterprise asset management (EAM) system that simultaneously fills all these needs without re-entry or corruption of data. Products to consider include Infor EAM, Axxerion and Proteus.
Best-of-breed buyers. These buyers generally have more specific needs and want deeper functionality rather than full integration. A specialist will likely deliver a better solution than an EAM product in this instance. Consider collectiveFleet or Maintenance Connection.
Small business software buyers. Small business buyers usually go for products that are easy to use and implement and have lower up-front costs. They’ll usually find their answer in cloud-based solutions that are less robust but still address all their primary needs. Web Work by Tero Counseling and TMT Fleet Maintenance provide solutions that are high quality without breaking the bank.
Market Trends to Understand
Mobile applications. Buyers working with fleets of vehicles will want to pay special attention to this one. Mobile apps can add value to a solution, since they enable users in the field to access orders, generate new work orders, track labor and inventory use and perform any number of other important tasks, all from their mobile device. It’s becoming more common for floor managers in a factory setting to use tablet devices in this way, too.
Software as a Service (SaaS). Web-based software is becoming more popular. Especially given the growth of the mobile market, maintenance supervisors are beginning to appreciate the ease of use that comes with web-based systems, allowing them to be accessed from anywhere and requiring very little in the way of installation.