5 reasons why your business needs a software for maintenance

Managing a building, a production plant or any other type of facility is a complex process that influences the entire business. If maintenance management is not equipped with the right tools and preventive strategies, there will eventually be an increase in costs. This is where the advantages of using a software for maintenance comes in.

With each passing year, we see that the digital transformation of the maintenance department of companies is a constant trend and that the lack of control of operations carried out in equipment and installations translates into significant losses for companies.

It is in this context that the importance of using a software for maintenance stands out. The implementation of this software has been growing both in small, medium and large companies, as an essential tool to manage and control equipment maintenance more efficiently. This platform centralizes and makes available all the information in real time and, in addition, provides a considerable increase in the life cycle of the equipment – through the creation of preventive maintenance plans with recurring alerts -, which translates into a significant reduction in related costs. with maintenance.

The benefits of using maintenance software

Maintenance software brings together fundamental benefits for the daily maintenance department of any organization, however, one of the most noteworthy is the possibility of obtaining a global view of the status of all equipment and ensuring the timely maintenance of the most critical assets. .

With the support of this software, professionals in this area can:

  • Consult a calendar with the dates of the operations and the associated costs;
  • Access detailed information on all assets and stocks of spare parts in warehouse;
  • Ensure that all operations are carried out in accordance with international maintenance standards and strictly followed by the technical teams.

5 reasons to invest in a software for maintenance 

1.      Asset and Facilities Management in Real-Time

With the CMMS software, you can create technical records for each piece of assets, with images, technical specifications, certificates, and warranties, among others, to facilitate access to information. This platform also allows you to check the availability of each asset, store records on the maintenance activities performed – maintenance history – and monitor the status of breakdowns.

2.      Preventive Maintenance Plans

CMMS software helps you define tasks and create preventive maintenance routines with pre-established deadlines to avoid unexpected failures and breakdowns. By having a preventive maintenance work schedule, it becomes easier for maintenance professionals to check scheduled tasks and pending work.

3.      Mobility

The mobile app provides the main functionalities of the software from a smartphone or tablet. It allows consulting and changing work order statuses, consulting the agenda and the respective daily tasks, as well as accessing information about the assets simply and quickly, anywhere.

4.      Centralization of information

Technology is increasingly easy to use and there are several possible integrations between maintenance management software and other systems to ensure bilateral synchronization of all relevant company data. You can centralize on a single platform all information about equipment, maintenance plans, tasks, spare parts, and resources.

5.      Digital Reports and Dashboards

One of the biggest advantages of the maintenance software is the possibility to obtain reports about the maintenance costs for each piece of equipment, in a determined period of time, with information about the maintenance request and the time dedicated until its conclusion. The software allows you to create reports with the most relevant data from your company’s maintenance cycle.

The ideal maintenance management platform for you

Software like Cegid Valuekeep allows you to reduce costs of your company’s operations and increase the life cycle of equipment through preventive maintenance. In addition, it reduces unnecessary spending on inventory and purchases, as well as monetizes assets and saves on unscheduled maintenance.

The CMMS solution also enables you to track work status, monitor assets, anticipate problems, and generate corrective and preventive maintenance plans.

These are some of the advantages of using a maintenance management tool, which allows managers and technicians to work proactively and increase the productivity of the entire company.

Revolutionize your company’s maintenance management with Valuekeep. Our 100% web and cloud solution is adaptable to the complexity and needs of any business, with different subscription plans.

Schedule a demo of the Valuekeep CMMS software now!

Differences between an on-premise and cloud CMMS

Companies are confronted with a seemingly simple question regarding the maintenance department: “What kind of platform should I use to manage maintenance operations? Cloud CMMS or on-premise?”

In the past, companies used to install software on a computer or server, but with the cloud that pattern is currently changing. Companies are increasingly replacing on-premise solutions with cloud solutions, as they are more accessible.

The differences between on-premise and cloud CMMS

The main difference between these two solutions lies in the implementation process. While the cloud maintenance software data is stored in the vendor’s data center and the platform is accessible through the internet, the on-premise software is installed on the company’s server, which means it is only accessible from there.

For that reason, cloud software may be the most beneficial in our current digital age, since it allows access to data through a simple Internet connection, anywhere, in any computer or smartphone. It also represents lower costs for the company because it is no longer necessary to install the software on a local server. With a cloud solution, the information is always online, that is, available anywhere and in real time.

On the other hand, on-premise software is installed on the company server, which means the information is only available on the local computer or server. To access the organization’s data, employees need to use the company’s computer or server, without needing an Internet connection.

Despite the differences, both are focused on streamlining the maintenance management process and have an impact on how the company performs and manages its operations.

Look at the differences between cloud and on-premise software:

Cloud CMMS

  • Software hosted in the cloud
  • Information available anywhere with an Internet connection
  • Data storage in a data center with high-security systems
  • Automatic infrastructure maintenance and updates
  • Easy to implement and use
  • Reduced implementation costs

On-premise CMMS

  • Software installed on your company computer or server
  • Restricted access to information (only on company server)
  • No Internet connection required
  • Requires the acquisition of hardware, licenses and the creation of internal processes for infrastructure maintenance
  • Largest investment

Cloud CMMS: your company’s data anywhere

Even though these two solutions go hand in hand when it comes to improving processes, the future of maintenance lies in the cloud.

With cloud maintenance software, employees can access company data anywhere, from a computer or smartphone. This way, the cloud solution is a decisive tool to develop a maintenance strategy based on efficiency, speed and simplicity.

MTTR: what is it and how does it differ from MTBF?

MTTR and MTBF are two important maintenance metrics in asset management. Learn about these key performance indicators for first-class maintenance and how you can calculate them with maintenance management software.

What is MTTR: Mean Time to Repair

The Mean Time To Repair (MTTR) is the average time taken to repair an asset and one of the most common metrics used by maintenance managers. As the name suggests, the MTTR represents the average time is necessary to perform troubleshooting and repair a piece of equipment where a failure occurred, returning it to its initial operating conditions. The maintenance time of an asset starts when the incident occurs and ends when the equipment resumes its normal operation.

This metric is a critical indicator of how an organization can respond to a problem and solve it efficiently.

How can we calculate MTTR?

The MTTR is the result of the total corrective maintenance time divided by the number of maintenance actions over a given period. It is calculated using the following formula:

MTTR: Total Corrective Maintenance Time / Number of Repair Actions

From this formula, we can quickly understand that the MTTR is determined by two variables: the total corrective maintenance time (which means – the total time spent repairing the equipment) and the number of repair actions. To reduce the MTTR, you have to be aware and try to reduce both these factors.

How to calculate the MTTR using CMMS software?

The maintenance software will record the date and time when a piece of equipment is reported as inactive for repair purposes in its database. The maintenance solution calculates the time taken to repair the asset until it returns to its normal operating condition. Then, you can access MTTR reports and track its evolution over time. You can achieve a more accurate MTTR calculation by splitting the downtime into its component parts – the time spent waiting for the technician, for the delivery of the required part, the duration of the repair, etc.

What is MTBF: Mean Time Between Failures

MTBF is the acronym of Mean Time Between Failures, which represents the average time passed between equipment failures. This is an important metric that indicates a period during which the unavailability of the asset must be managed.

In other words, the MTBF is the average time that the equipment works correctly between failures. The MTBF is a very important performance indicator for the most critical assets.

This metric does not provide for any scheduled maintenance operations such as inspections, recalibrations, or preventive part replacements.

While the MTTR only influences asset availability, the MTBF affects both availability and reliability.

How can we calculate MTBF?

The different factors influencing MTBF are mainly human. For example – was the machine installed correctly? Was the equipment properly designed and built? Have the previous maintenance operations performed by technicians contributed to this failure?

The formula for calculating the MTBF is:

MTBF= Total Available Time – Time Lost / Number of Shutdowns

How to calculate the MTBF using CMMS software?

The maintenance management solution has built-in MTBF reports and therefore, it is easy to directly analyze the data regarding this metric for any asset. When a piece of equipment is unavailable due to repair, you need to select the reason/incident that describes this situation. The possible reasons for classifying an asset as unavailable can be specified in the maintenance software settings. Once the equipment is repaired and able to resume operation, you can set this asset as available.

This information on the availability/unavailability states of assets is used to calculate the MTBF and, for that reason, must always be up to date.

Why are MTTR and MTBF such important maintenance metrics?

Based on the MTBF, maintenance managers can understand which pieces of equipment are most prone to faults – which indicates that these assets may need more maintenance or even replacement.

As for the MTTR, the goal should be to reduce it. Reducing the MTTR depends on, on the one hand, performing preventive maintenance to achieve a lower number of faults and, on the other, reducing the time spent on repairs. The goal here is to act quickly and to prepare the technical team because the sooner they respond to an incident, the faster the fault will be fixed.

While the MTBF measures reliability, the MTTR is a strong indicator of the effectiveness of repairs. Together, these two metrics provide an estimate of how long a particular asset or location was unavailable. Analyzing the MTBF and the MTTR together also provides an opportunity to calculate estimates regarding production decreases or even interruptions during failures. The MTBF and the MTTR also allow for retrieving indicators on maintenance costs over a given period.

Want to learn more about how Valuekeep can help you calculate these maintenance metrics? Schedule a free demo.

What is Maintenance 4.0?

Industry 4.0, also known as the fourth industrial revolution, is the current trend of automation and data interconnection in industrial technologies. It includes the Internet of Things (IIoT), Wireless Sensors, Cloud Computing, Artificial Intelligence (AI), Machine Learning and Big Data. But what about Maintenance 4.0?

Without innovation, the maintenance department loses strength and responsiveness. Using sensors, IIoT, Big Data, Artificial Intelligence and other intelligent systems, we can quickly identify where failures are occurring. It’s possible to find out which equipment is being affected, what are the implications of these problems in the productivity and what is the best preventive maintenance plan to minimize failures. Therefore, it is important that the company’s maintenance plan is as optimized as possible to reduce these risks and losses.

What is Maintenance 4.0?

Generally, when it is necessary to collect data on the state of the machines, we turn to technicians specialized in this area. In Maintenance 4.0, with the rise of new connected technologies, these tasks can be performed by machines, which maximizes the useful life of machine components and avoids failures. With Maintenance 4.0 technologies, data meets humans and not the opposite. Maintenance processes evolve from a preventive model to a predictive one, changing the focus from prevention to forecasting.

Some of the advantages of this new digital era include monitoring the investment and return on equipment, overcoming communication boundaries and projecting the organization onto the market. Big Data, for example, is a strong ally for maintenance focused on equipment reliability. Big Data technology, alongside Artificial Intelligence (AI), allows to determine with greater precision the useful life of equipment, the risk of failure and the respective impact on the system.

Key Concepts about maintenance 4.0

Preventive Maintenance

Preventive maintenance is based on the “prevention is better than cure” principle. As the name implies, it prevents the occurrence of failures in assets and equipment. This type of maintenance is carried out systematically, i.e., the equipment is inspected even if there is no sign of failure. This way, any failure is avoided as much as possible to ensure the proper operation and safety of the assets.

Predictive Maintenance

Predictive maintenance is based on the analysis of data collected through sensors and other technologies, which allow to measure a set of previously determined parameters and predict future behaviors.

Big Data

Big Data is the term for the large volume of data – both structured and unstructured – that is part of companies. Big Data can be helpful in the search for insights to optimize the decision-making process and improve business strategies.

Artificial Intelligence (AI)

Many companies are currently investing thousands of euros in the development of artificial intelligence mechanisms. In the maintenance area, the cobots (robots that collaborate with human colleagues), the inspection drones and the cleaning robots stand out. These mechanisms are beginning to emerge quickly and play an essential role in the daily routine of the maintenance department.

Internet of Things

The acronym IOT stands for Internet of Things. This technology refers to the ability to provide a permanent internet connection to devices or objects. With a connection, these devices become identifiable on the network and can exchange information in real time.

Cloud Computing

Cloud Computing is the provision of computing services, including servers, storage, databases, network, software, analytics and intelligence, over the internet (the cloud) to deliver faster innovations, flexible resources and scale economies.

How can you enter the Maintenance 4.0 era?

The Valuekeep solution connects maintenance technicians, equipment and managers on a single platform that accelerates operations and ensures real-time monitoring and cost control. Since we are talking about a cloud-based software, it is possible to handle processes quickly, anywhere.

What are the benefits of CMMS for the construction industry?

Construction is one of the most complex industries and, regardless of the scale of the project, there are many moving parts and dozens of processes and guidelines to consider. The last thing a construction company needs is to worry about its machines and vehicles being unavailable and unexpected breakdowns. Therefore, the implementation of a CMMS solution should be a priority for every company in this industry.

Maintenance management software (CMMS) centralizes and simplifies maintenance activities and helps companies manage equipment and assets such as machines, vehicles and infrastructure.

Advantages of CMMs for the construction industry

Considering the demands that construction projects place on equipment, the maintenance solution has a particularly important impact on the return on investment. By streamlining maintenance processes and centralizing all data on a single platform, it is possible to have a clearer and more detailed view of asset performance and, consequently, make better decisions regarding their replacement or repair.

Below, we highlight some benefits of maintenance software for the Construction industry.

1. Maximize return on investment (ROI)

Maintenance costs are one of the determining factors of return on investment in equipment and facilities. Some studies prove that disorganized maintenance operations can consume up to 40% of a facility’s operating budget. However, many managers continue to act in a reactive manner, which in the long run can prove more costly than investing in preventive maintenance strategies.

Controlling maintenance operations efficiently results in greater equipment longevity, i.e. a return on the investment made.

By organizing and streamlining maintenance processes, you get a clearer, more controlled view of asset performance. In addition, breakdowns are less frequent and, if they happen, are solved more quickly.

2. Streamline the inspections process and regulatory compliance

In this sector, it is necessary to maintain compliance with a series of indispensable standards that ensure the safety of employees. Maintenance software allows you to schedule and facilitate the process of inspections by recording in the system when and by whom the activity was performed.

This allows construction companies to prove regulatory compliance through reports on the inspections performed on the equipment.

3. Ensure equipment availability to increase productivity

Having a clear and accurate view of the availability of each piece of equipment is critical for companies’ productivity.

With CMMS software, managers can check if tasks were carried out correctly and within the established deadlines, as well as know if there are the necessary resources to conclude a certain operation. In this way, the maintenance department is able to increase equipment availability time, which results in greater productivity.

Expenses can also be minimized by keeping track of the repair history. This information allows companies to know when it is more favorable to replace equipment rather than repair it.

4. Streamline communication

Using maintenance software streamlines communication between teams, which is key when managing different construction sites. Users can record notes about maintenance work, important asset information, inventory stock levels, and any instructions regarding work orders.

These are just some of the advantages of this type of management solution for companies in the construction industry.

Find out how Cegid Valuekeep can help you optimize the management of your company’s maintenance management processes! Schedule a free demo with one of our specialists now.

Differences between the CAFM and CMMS software

The acronym CAFM stands for Computer-Aided Facility Management and CMMS stands for Computerized Maintenance Management System. Although these two digital platforms have a few similarities, it is important to know how to distinguish them and understand the purpose of each software.

The differences between CAFM and CMMS

The main differences between CAFM and CMMS software are its scope and focus. CAFM helps the facility managers (FM) automate several aspects of the facility management, including the use of the real estate. On the other hand, CMMS software has features focused on the management of maintenance operations and is often part of the CAFM package.

What is CAFM software?

CAFM software is a solution that aims to support facility managers in organizing, executing, and monitoring activities related to plant and workspace management, asset management, reactive and preventive maintenance services, room reservation, and other administrative support activities.

This digital tool helps facility managers find patterns and analyze different aspects regarding the facilities so that afterward they can make the right decisions.

Like CMMS, the CAFM software can record repair and maintenance information so that facility managers get a more accurate view of the company expenses. In addition, CAFM allows to access information on the condition of critical assets, view the work order and repair history, as well as keep the warranty record.

Finally, CAFM contains a supplier database that can be used to contract external resources more efficiently, when required. This component includes important data, such as the supplier location, certifications and contact information, as well as the ability to generate work order invoices and collect feedback on supplier performance, all in one place.

What is a CMMS software?

The CMMS software is a digital platform focused exclusively on managing maintenance operations related to equipment and facilities.

CMMS allows managers and maintenance technicians to obtain a more detailed view of maintenance operations: follow the costs of work orders, control breakdowns, access the asset history, record labor on critical equipment, among others.

Maintenance professionals have access to this information so they can make smarter decisions and carry out work orders more efficiently.

One of the strengths of CMMS software is the ability to automatically generate preventive maintenance work orders at a predetermined time. In fact, this allows both on-site technicians and facility managers to know exactly what the next working day will be like.

In addition, the data collected and stored in CMMS software helps maintenance managers meet regulatory and compliance requirements more easily.

Both CMMS and CAFM software are technology solutions that aim to optimize management processes. However, they have different activity focus, so it is important to know how to distinguish them and select the solution that best fits your business needs.