What is a CMMS: complete guide to maintenance software
- CMMS stands for computerised maintenance management system; in Spanish and French it is called GMAO.
- It brings assets, work orders, preventive maintenance, spare parts and costs into a single system.
- It replaces spreadsheets, paper and chats, and lets you measure indicators such as MTBF or cost per machine.
- It pays off when you can no longer quickly answer “when was this machine last checked and how much has it cost us?”.
A CMMS (computerised maintenance management system) is software that brings a company’s assets, work orders, preventive maintenance, spare parts and maintenance costs into a single system. In Spanish and French it is known as GMAO. Its goal is for maintenance to stop depending on people’s memory and scattered spreadsheets and become an orderly, traceable and measurable process.
What is a CMMS for?
A CMMS answers, in seconds, the questions that take up the most time for a maintenance manager:
- Which machines do I have, where are they and what condition are they in?
- Which jobs are open, who are they assigned to and which are running late?
- Which preventive checks are due this week?
- How many breakdowns has this machine had and how much has it cost us to maintain?
- Are there enough spare parts or do I need to buy?
Which modules does a CMMS include?
Although every product is different, a complete CMMS usually covers these areas:
| Module | What it solves |
|---|---|
| Assets | Hierarchical inventory of machines and installations (site → line → machine → component), with a record, documentation and history. |
| Work orders (WO) | Record of each intervention: what, who, when, how long and with what material. |
| Preventive maintenance | Plans that automatically generate checks by calendar or by usage (hours, cycles). |
| Inventory and purchasing | Control of spare parts, minimum stock, orders and suppliers. |
| Staff | Assignment of technicians, timesheets and workload. |
| Indicators | MTBF, response times, cost per asset and preventive compliance. |
Real benefits of using a CMMS
- Fewer unplanned stops. A preventive task that is not forgotten avoids breakdowns that could have been anticipated.
- History per machine. Every intervention is recorded and can be consulted years later.
- Cost control. You know which assets cost the most to maintain and when it is cheaper to replace them.
- Traceability. Useful for audits, warranties and to show a client what was done and when.
- Better distribution of work. Technicians know what to do each day without depending on phone calls.
When is it worth implementing a CMMS?
There is no magic number of machines, but these signs show that the time has come:
- You waste time looking for information (when was it checked? what was changed?).
- Preventive tasks or warranties slip through.
- Several technicians need to work on the same data at the same time.
- Your clients or auditors ask for documented evidence.
- You do not know how much it really costs you to maintain each machine.
Common mistakes when implementing it
- Wanting to load the whole inventory on day one. Start with critical assets and expand.
- Not involving the technicians. If recording a work order is awkward, it will not be done. Prioritise an app that works well on the phone.
- Measuring too early. Indicators are only reliable with clean, consistent data.
Mantenplan, a CMMS designed for maintenance companies
Assets, work orders, preventive maintenance, inventory, timesheets, quotes and invoices in one place, with an installable app that works without coverage.
Try MantenplanFrequently asked questions
Are GMAO and CMMS the same thing?
Yes. GMAO is the Spanish and French acronym (gestión del mantenimiento asistida por ordenador) and CMMS is the English acronym (Computerized Maintenance Management System). They designate the same type of software.
Is a CMMS the same as an ERP?
No. An ERP manages the whole company (accounting, sales, purchasing, production). A CMMS focuses on maintenance: assets, interventions, preventive maintenance and spare parts. They can coexist and be integrated.
Does a small business need a CMMS?
If it has several pieces of equipment to maintain, in-house or external technicians and needs to record the history, yes, it is useful. A small business benefits especially from cloud solutions, with no installation or own server.