A CMMS software application is one that maintains a computer database of data and information in relation to the maintenance operations of an organization. The purpose of such information stored in the software is to assist maintenance workers in performing their jobs much more effectively and efficiently. In addition, it is intended to help managers to make better and well-informed decisions. Finally, CMMS information or data can be used for the verification of regulatory compliance. There are certainly many reasons why an organization may benefit from a CMMS application. Here are some of the many functions and uses of CMMS software.

1. Efficient management of work requests.

A CMMS software package enables designated workers to submit their work requests straight into the system. Upon the submission of their requests, they will then be sent an email regarding the status of their requests. Through this system, the facility maintenance manager will have an easier time responding to inbound phone calls. In addition, the use of CMMS can prioritize such work requests according to their type.

2. Organized planning and scheduling of repeated maintenance tasks.

With the use of a facilities management system, it becomes possible and easier for maintenance departments to automatically set a schedule for the recurring activities. This can be done by auto-generating preventive maintenance procedures as work orders and according to the timeline for their completion. Included in this would be preventive repairs and inspections. Through the storage of procedures and checklists, there is an assurance that work will be completed consistently and on time.

3. Analysis of trends and data to decide about repair and replacement projects.

Another good reason to find the answer to the question: "What is CMMS software?" is to find a system that can help identify various problem areas, like low productivity, constant damages to certain equipment as well as rising costs. Companies consider maintenance activities as additional expense, which facility managers also have to handle with limited budgets. With the use of a facilities management system, it becomes much easier for a manager to keep track of equipment breakdowns plus the costs involved. Also through the backup data analyzed by a CMMS, facilities maintenance personnel are able to troubleshoot repairs.

4. Better management of spare parts inventory.

It is very common for a facility manager to have to deal with undocumented and disorganized storerooms. Thus, they also have difficulty looking for the supplies that they need for a certain situation. In this case, equipment tracking software can determine FFE or furniture, fixtures and equipment that require maintaining. The software also can arrange an automatic reordering of all the parts according to their need and usage. Also with the help of a CMMS, it becomes much easier for faciltities to come up with a reasonable and effective budget for the needed spare parts. This is possible through the monitoring of the current inventory levels as well as the consistent usage or consumption all year round. This is a proven effective way of making an inventory of the spare parts, which leads to huge savings for the company.