CMMS: Build Better Work Order Management Process

Work Order Management Process

Constantly growing competition forces company leaders to look for new management systems aimed at maintaining and expanding their presence in the market, increasing the profitability of their activities, and introducing new methods of production and new work order management systems. Information technologies play a special role in this, providing support for all progressive management innovations. At present, new approaches to enterprise work order management processes are initially guided by the capabilities of modern information technologies and are almost impracticable without the use of computer systems.

Traditionally, maintenance teams have relied on a paper-based work order management process to reach working appointments. Needless to say, managing paperwork is time-consuming and sometimes inefficient. The increased focus on operational efficiency has drawn attention to the functions of the maintenance department. To improve the work order management process, companies are investing in a computerized maintenance management system (CMMS).

CMMS Software 

Enterprise Asset Management module, EAM-systems or the corresponding modules of ERP-systems support the entire life cycle of enterprise assets: planning, construction or acquisition, commissioning, operation, implementation of maintenance and repair, disposal of large movable and immovable property. In this definition, the term “assets” means exclusively non-current tangible assets (fixed assets, construction in progress, etc.). The core of the EAM-systems functionality is the functionality of equipment maintenance and repair.  In the IT market, the term “Computerized Maintenance Management System” (CMMS) is also used to denote specialized systems that ensure the implementation of this functionality.  

The CMMS functionality of individual systems is usually extended to EAM by adding finance management modules and advanced personnel management capabilities to the work order management process (assigning workers with the necessary skills, experience, certificates to fulfill orders; planning the workload of workers; monitoring work efficiency,  etc.). In addition, the advanced functionality of creating an asset also goes beyond the scope of CMMS systems. To a certain extent, autonomous EAM systems with extended functionality can be perceived as specialized ERP systems that are focused on automating the processes of capital-intensive enterprises.  Accordingly, in ERP systems, all the specified extended functionality is taken on by other modules:  you can use CMMS, EAM, or another designation to denote the basic functionality of MRO management.  

How Does CMMS Work?

When your company buys new equipment, it is added to the CMMS database. In addition to the name, serial number, date of purchase, and other basic information, you can enter all the information that describes the checks and maintenance of the equipment. If these operations are carried out on time and properly, the work order management process will be easy and flexible: you will be able to minimize the likelihood of equipment failure and eliminate unexpected breakdowns.

Unplanned repairs usually cost businesses much more than maintenance, because breakdowns are unplanned and take more time to repair and stop all processes that depend on the operation of this equipment. When a scheduled operation needs to be completed, the CMMS creates a task for the team that maintains that equipment and checks that all the necessary spare parts and materials for the operation are in stock.

Operations are scheduled and all employees dependent on this equipment are notified of scheduled repairs. As a result, your work order management process is carefully planned and carried out without any disruption to other processes. 

This also applies to checks. Most sudden breakdowns can be excluded by the timely detection of deviations in the operation of equipment through routine inspections. However, even the most thorough checks and maintenance cannot guarantee the complete absence of damage. If the equipment fails, the CMMS will also help you.

Using CMMS, you can quickly find the most suitable team to repair or replace equipment. You can also quickly determine the necessary materials and spare parts that are needed for this operation and check their availability in the warehouse.

Software for a Logistics Company

One of the main advantages of CMMS systems is the developed logistics component. The system automatically processes requests for spare parts, consumables, or equipment that must be replaced or used according to service schedules, reserves them in the warehouse, or gives a signal to purchase them. At the same time, the minimum-maximum level of availability of equipment and materials in the warehouse is constantly being adjusted, which would make it possible to correctly distribute working capital, without deadening them in the warehouse, but also avoiding downtime due to waiting for the delivery of the required materials. CMMS can be incorporated for the work order management process into more global manufacturing management systems such as EAM and ERP. These systems are focused on reducing equipment repair costs and increasing productivity. 

CMMS systems support the following functions:

  • Structure and hierarchy of the equipment database (fixed assets);
  • Data on the necessary spare parts;
  • Data on repair personnel;
  • Drawing up applications for the purchase of spare parts;
  • Scheduling of maintenance and repairs;
  • Collecting and storing cost data;
  • Collection and storage of data on events (breakdowns, accidents);
  • Standard and extended repair and maintenance reports.

CMMS – systems are designed to automate business process management within the framework of preventive maintenance and repairs. Advanced CMMS systems, as a rule, support a strict hierarchical system of users, when each of the employees of the enterprise has access only to those modules that are directly necessary for their work. Within each module, the user has the right to act in accordance with his/her profile. So the worker can only see the requests for maintenance of certain equipment, the foreman can also order the required tools and materials, the planner can change the maintenance schedule, etc. Thus, the work order management process stays secure and efficient.


More and more companies are utilizing CMMS to assess the improvement in equipment reliability using the data entered in the work order management process failure analysis section. CMMS helps to minimize maintenance costs and maximize equipment availability and performance, minimize costs while reducing waste. Using CMMS, it becomes possible to increase the operating time of equipment, improve its performance by the technological restructuring of equipment and/or the process itself. 

CMMS is a must-have system for any business. With FPT Software, you can test various solutions and choose the one that will most effectively cope with your tasks. We are committed to the goals of our clients and are ready to help implement any innovative idea. So, contact us now and let’s build a future together!