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Maintenance management software (MMS) refers to the programs that handle equipment, facilities and vehicles for a company. By doing this, managers can easily optimize workflow for productivity wile making sure that all assets comply with regularly scheduled service. Most systems are designed to provide specific functions, and each can usually be customized to fit a company's needs. Some common real-world applications of this software include government use, property management and industrial work.

In this maintenance management software purchasing guide, you'll learn how to identify the best software for your company's needs while taking advantage of the many benefits MMS systems can offer:

  • Improve vehicle and equipment lifetime
  • Monitor emergency repair and routine maintenance costs
  • Reduce downtime with regular maintenance
  • Reduce downtime by rapidly assigning techs to emergencies
  • Monitoring inventory for supplies and parts
  • Determine status and whereabouts of mobile equipment
  • Optimize group tasks for efficient scheduling
  • Comply with ISO 9000 certification
  • Manage large-scale environmental and HVAC systems



As everything continues to shift online, it's not hard to imagine why the biggest MMS system trend includes ASP/SaaS web-based platforms and CMMS on-site systems.

Application Service Provider/Software as a Service: These two terms both refer to the same kind of platform based on the Web. In both cases, it's easy to access the systems no matter where you are, as long as you are using a device that has access to the Internet.

Computerized Maintenance Management System: The more traditional approach, a CMMS can also be referred to a preventative maintenance software, facilities asset management system and many other names. In all cases, the platform is maintained in the building on-site with the company.

If you're not sure which one will be the best choice for you, consider that 98 percent of popular MMS systems are web-based thanks to the convenience such a service provides.


Although not all maintenance management software programs are customizable, the quality solutions usually are. Some examples of ways in which these programs can be customized include compatibility with mobile platforms, scalability, industry inclusion and more. The following are some of the more popular types of this software:

Facilities management software: Organizations that span across a major campus or similar geographic area can simplify their assets and maintenance with this type of software. By managing all aspects of the business like charge-backs and occupancy, planning maintenance and taking care of the whole facility is easier than ever.

Healthcare maintenance software: There are several challenges in healthcare, and many are due to the privacy and confidentiality a patient and his or her information require. Such software lets the staff eliminate the usual inefficiencies of the workplace while taking advantage of built-in security.

Preventative maintenance management software: No matter the industry, keeping equipment running is critical to ensuring a productive work day. It's also a time-consuming process, but this kind of program will help you better keep track of everything. Anyone with access can monitor the progress of maintenance and get assets back to work when they're ready.

Fleet maintenance: Those who maintain over 10 vehicles need as much help as they can get to keep everything on track. These platforms allow costs to stay low as employees get real-time data for any vehicle in their fleet, including where they are and when they need maintenance.


Typically, maintenance management software is designed to work with desktop and laptop computers, though many popular ones will also work with mobile devices. These programs allow for unlimited users to access management tools, offering a complete and convenient solution using just one system to manage inventory, scheduling and document uploads.


Of course, like any other software program, whether or not MMS works depends on what it can do for you. Because of this, features are important to pay attention to, no matter what you're looking to do with it. While every program will vary depending on needs and industry, each one should have some of these features:

Asset tracking: This is the basis of most systems as it strives to reduce overall downtime while improving efficiency and lifespan. Asset tracking mostly concerns itself with regular maintenance.

Inventory tracking: Downtime is expensive, so delays in receiving materials are unacceptable. In this way, MMS platforms can reduce costs and labor with strong inventory tracking skills and the ability to make purchases as scheduled.

Monitoring and upkeep: In an MMS system, condition monitoring reduces downtime and sudden breakdowns by scheduling maintenance for service on a regular basis. Predictive upkeep will track all kinds of data related to the equipment so that a technician can quickly analyze it when necessary.

Reporting: Another basic function, report preparation can be sent to mobile devices, providing real-time metrics for any activity. This on-demand access can also be set to deliver on a regular schedule to specific personnel.

Choosing a Dealer

Now for the core of a maintenance management software purchasing guide: picking a dealer. With new knowledge of which factors to consider when making a purchase, you'll need to keep a few tips in mind to pick the best dealer for the job.

Installation: If you've decided to work with an in-house CMMS model, you'll gain plenty of value for the cost of installation. Depending on how experienced your IT department is, however, it can be a difficult transition to implement into normal business. Be sure to request information on troubleshooting from the provider you're thinking of purchasing from. It's also important to note that a web-based service usually doesn't need installation.

Training: Regardless of the system, a new platform is going to be a little confusing for a while, even for those who are already familiar with tech. Because of this, it's very valuable for a provider to have training guides that make the transition smoother for all personnel.

Cost breakdown: While cost isn't the only thing to consider, it's still an important factor to compare. Be sure all estimates include all fees that you can expect to pay; providers with hidden fees are not only expensive, but they're immediately not as trustworthy as those that include all fees upfront. It's also likely that the cost of setting up a CMMS system will be considerably higher than a web-based platform.

Comparing providers: Just like in any other industry, you'll need to strongly evaluate the relationship with a prospective provider before settling on any maintenance management software platform. The easiest way to do this, of course, is to look for a provider that has a strong reputation backing it, even if you have never heard of them before. A history of happy customers makes it more likely that you're going to receive the same benefits for your own business. Not only that, but it also shows that the provider is capable of holding its own financially, so you can count on the support being there when you need it most.