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4 “Bonus” Features of a Modern CMMS You Can’t Do Without


A “good” worker gets the job done, a remarkable one goes above and beyond. The same goes for a CMMS —  or indeed, any AI-powered technological asset you invest in. Beyond core features like preventive maintenance and work order management —  the basic flesh and bones of a CMMS —  what other ancillary features should prudent buyers should look out for?

Choosing a modern CMMS that goes above and beyond standard capabilities could mean the difference between getting your maintenance management under control or wasting money. Here are five must-have though less obvious features to look out for.

1. A mobile-first product

Technicians who work in a large square footage facility or leave HQ for offsite work need to access the CMMS wherever they are. A mobile-first CMMS synchronizes between all mobile devices so technicians can remotely enter data, create work orders, and access information about assets and repairs from a tablet, smartphone or laptop.

However, an adaptive software interface that flexes to whichever device you’re using isn’t enough. A truly mobile product is built around group collaboration, with features like an internal chat/messaging system and the ability to ‘@’ tag team members, make comments when updating a work order and annotate reports. You should be able to share dashboards, request status updates and view real-time data.

MicroMain’s Mobile Technician App lets GLOBAL users out in the field complete tasks while offline. GLOBAL is cloud-based, so you can access it from any internet-connected device even if you’re not in the office.

2. Funding forecasting 

When a C-level executive greenlights a CMMS purchase, they do so with one objective in mind: cutting maintenance costs. It therefore goes without saying that any maintenance solution must have tools for financial forecasting to enable teams to track maintenance-related outlays, stay on budget and maximize their asset life cycle. Forecasting is an advanced feature that many companies don’t offer or charge extra for.

Basic forecasting capabilities enable users to organize receipts and foresee upcoming expenses, but the best CMMS tools integrate these features with asset inventory. Equipment and asset management help minimize the chance of equipment failure by tracking performance data and scheduling preventive maintenance. The EAM software should provide insight into repair history, work orders, floor plan management, and associated costs for each.

3. Meaningful data reporting

Data collection that doesn’t generate actionable insights is a futile endeavor. Your CMMS reporting tool should help you answer questions like:

  • How much time did we spend on safety audits last month?
  • Is it time to replace X piece of equipment?
  • Is our facility understaffed or overstaffed?

Go one step further beyond actionable insights (fixing what’s wrong) and you get proactive recommendations (preventing a breakdown), where the data shows you how to finetune scheduled maintenance beyond a manufacturer’s recommendations. Ideally, the CMMS should cross-reference work order data by assigned technician, asset type, time to complete and so on to generate meaningful reports. Prioritize CMMS data collection that simplifies complex metrics into charts, graphs and KPIs to aid decision-making.

4. Document storage

While the purpose of a maintenance solution is to record maintenance activity, it should serve as a repository for equipment-related documentation. A CMMS should come with file storage where users can upload critical documentation, like O&M manuals, equipment warranties, receipts from work orders and so on. These documents should also be accessible via the mobile app as downloadable items.

5. Web request system

With the help of a CMMS, maintenance teams will have their finger on most equipment breakdowns and maintenance needs before they happen. However, sometimes s**t happens. If you run a large hotel or apartment complex, or you oversee several major power grids all at once, the first person to notice a problem might be a customer or an employee outside the maintenance team who doesn’t have CMMS access privileges. A web request system allows non-licensed users to submit work requests through a simple web form. You can customize the form to include the information you need, such as task type, building area, room numbers and the requester’s contact information.

How to Get Started

With so many CMMS options available, you’ll want to find the right maintenance solution that pays for itself, makes life easier for your maintenance team, and helps you stay on task and on budget. Book a demo  with one of our specialists today to discuss your business needs and to see if MicroMain is right for you.