What Is Integrated CMMS Software?

Using a computerized maintenance management system (CMMS) for facilities management helps streamline work orders and makes it easier to monitor inventory. However, maintenance data can remain siloed without integration, so your maintenance personnel may work with incomplete information or repeat maintenance tasks.

CMMS integration centralizes maintenance data and connects it to multiple systems. It keeps departments aligned, updates records automatically, and gives facilities managers a full view of real-time asset data. The result is less downtime, better resource utilization, and faster decision-making.

Understanding CMMS Software Integration

An integrated CMMS solution centralizes all maintenance-related data across your existing systems into one platform. Centralizing maintenance data improves decision-making by keeping information consistent and easy to access.

CMMS integration streamlines workflows and helps staff complete tasks more efficiently. Furthermore, maintenance managers can identify possible issues early and schedule preventive maintenance tasks using real-time asset performance data.

Here are a few examples of other software systems your integrated CMMS may connect to:

• Enterprise Resource Planning (ERP) Systems: The CMMS sends data about equipment and labor costs to the ERP to support accurate budgeting and invoicing.
• Customer Relationship Management (CRM) Systems: The CMMS automatically updates the CRM to improve customer communication and response tracking.
• Inventory Management: The CMMS monitors inventory levels to clarify when reorders are needed.
• Enterprise Asset Management (EAM) Systems: Although CMMS and EAM may seem similar, the two tools may not simultaneously track all the data you need. However, integrated CMMS can pull asset performance data from your EAM to help you manage work orders and schedule tasks.

Benefits of Integrated CMMS Solutions

Improved Operational Efficiency

An integrated CMMS centralizes work orders and schedules. It also reduces manual intervention by automating routine tasks like work order creation and status updates. The result is faster response times and fewer missed steps during maintenance processes.

Cost Savings

Access to all needed data in one place means that preventive maintenance scheduling will be quicker and easier. As a result, your facility will spend less time and money on reactive maintenance activities. Integrated CMMS software systems can also track asset conditions if you have a predictive maintenance program.

Real-time Data Access

Maintenance managers can access up-to-date information immediately. They can view equipment status, work order progress, and part availability without waiting for manual updates. This feature allows them to make quicker decisions using accurate data.

Data Sharing Between Maintenance Teams

Maintenance teams can share asset records, service logs, and task updates with other technicians and departments at your facility. This level of communication prevents duplicate work and improves coordination across departments.

Better Asset Management

Integrated CMMS enhances asset management by tracking each asset’s performance, repair history, and lifecycle costs using information from IoT devices, SCADA systems, and PLCs. This data can be used to prioritize replacements, schedule proactive maintenance, and plan asset lifecycle management activities.

One of the most common asset management challenges is data siloing. However, when CMMS and ERP systems work together, you can quickly see your total asset expenses. A CMMS ERP integration facilitates a seamless data exchange between your asset management and accounting systems.

Features to Look For in Integrated CMMS Solutions

Work Order Management

Choose an integrated CMMS with built-in work order management software. This feature will enhance maintenance efficiency, as your team will spend less time switching between software tools.

Inventory Management

An integrated CMMS software tool that connects to inventory management software systems will help your facility monitor inventory levels in real-time and avoid overstocking situations.

Reporting & Analytics

Look for a CMMS software tool that pulls data directly from connected systems and presents it as a report. The results will give you valuable insights to help you make better decisions.

Usability

Choose tools that your employees can learn quickly and use without confusion. A straightforward user interface makes it easier for your team to stay focused and avoid errors. You will also save time on training tasks.

Mobile Functionality

Mobile features allow maintenance technicians to access data while on-site. That means they can immediately see what has been done and what needs to be done.

Scalability

Prioritize CMMS tools that can adjust to new users, sites, and assets without additional tools. Such tools save time and reduce the risk of compatibility issues as your business operations expand.

Predictive Maintenance

If you use predictive maintenance, choose an integrated CMMS tool that can connect to your IoT or other remote monitoring sensors. This connection will make it quicker and easier to see all your assets’ data.

How to Choose the Best Integrated CMMS Software for Your Business Processes

1. Assess Your Facility’s Needs

Identify your current maintenance workflows, asset tracking processes, and data requirements. Then, evaluate what features your CMMS solution must have based on these goals. Also, document all existing systems that need to connect with the CMMS to identify any potential integration challenges early.

2. Select the Right Vendor

Choose a CMMS vendor based on system features, but also consider their support availability and if the tool can integrate with other maintenance software tools you use. Confirming these factors will reduce the risk of setbacks while implementing CMMS solutions.

3. Plan the Integration Process

Lay out your integration process by setting clear timelines, assigning responsibilities, and selecting key performance indicators (KPIs). Having a clear structure helps keep everyone on track and accountable for their role in the process.

4. Prepare Your Data

Clean and standardize the data in your current systems to avoid integration errors and improve data accuracy. Map key data fields to match your new CMMS tool’s structure, and test small data sets before fully integrating your systems.

5. Train Users

Train all employees who will use the integrated CMMS tool before you fully roll it out. Early training will encourage faster user adoption and lower the risk of errors. Choosing CMMS software with an intuitive UI can also ease the adoption process.

6. Monitor & Adjust

Review KPI results regularly to measure your CMMS system’s impact. It is also helpful to collect user feedback to identify issues. You can use this information to make adjustments that improve functionality over time. This process is much easier with ServiceChannel. By simply integrating your software tools, we can lower your overall administrative costs by as much as 50%!

How to Evaluate the ROI of Your CMMS Software

To evaluate ROI, compare the total cost of the system to its results. Please note that the total cost includes ongoing subscription fees, system maintenance, support services, and updates, not just the initial cost.

The results you should compare are the cost savings you may experience due to improved productivity, reduced downtime, lower repair costs, and lower labor costs after optimizing resource allocation.

One of the best CMMS examples is CURO Financial. They integrated ServiceChannel’s CMMS Invoice Manager with their accounting system. This integration reduced their need for manual data entry, lowered their risk of duplicate records, and accelerated invoice approvals. These benefits made their financial processes more efficient, lowering operating costs.