Back to CMMS Basics, Part 4: What Are the “Bare Bones” Features I’ll Need?


Now that we’ve outlined why CMMS software is best choice for maintenance teams, let’s talk about the features you need.

These eight features should be available in any CMMS solution…

  1. Asset Records store details about equipment, buildings, vehicles, or other assets—asset name, purchase date, purchase price, serial number, location, and other important details.
  2. Employee Records store information about your employees—names, contact information, certifications, etc.
  3. Inventory Records record details about spare parts and consumables you have on hand—type, model, serial number, manufacturer, supplier name, location name, item number, item state, unit of measure, etc.
  4. Work Orders link all the elements of repair and maintenance work in one place. They answer questions like…
    • What was repaired?
    • Who did the work?
    • What parts were used?
    • When was the work assigned, initiated, and completed?
    • What was the outcome?
    • Where was the work done?
    • What was the problem or preventive task?
  5. Basic Inventory Management helps you keep up with the spare parts and consumables you have on hand.
  6. Basic Reporting tools help you create meaningful information from the data recorded for assets, employees, inventory, schedules, and work orders.
  7. Preventive Maintenance Scheduling enables you to establish, monitor, and execute preventive maintenance schedules (both time- and meter-based).
  8. Service Requesting is essential when you get repair requests from either internal departments or outside customers—allowing users to enter and initiate service requests, and then monitor the progress of the requests as your team completes repairs.

Advanced Features

If you need more—or if you think you’ll need more later—consider these advanced features. Even if you don’t need them right away, make sure your CMMS software vendor offers a reasonable upgrade path.

  • Advanced Reporting supports customizable list view and graphical reporting.
  • Cost Center Tracking allows you to group assets and their associated maintenance costs into the cost center groupings for specific business or operational units.
  • Lifecycle Cost Tracking captures acquisition costs, as well as maintenance and repair costs over the life of an asset.
  • Data Integration Tools make it possible for a CMMS to share and receive data with other applications like spreadsheets, other databases, ERP systems, accounting systems, PLCs, electronic meters, and more.
  • Purchasing monitors work orders, reorder lists, and requisition records to automatically create new requisitions as needed. It also allows you to easily track orders and requisitions all the way through receiving and restocking.
  • Key and Lock Management tracks who is in possession of keys, smartcards, and electronic access badges.
  • Adaptive Interface enables your team to work on any size display or device—desktop computer, tablet, or mobile.
  • Vendor Management provides one place to manage all your vendors and track their important information.
  • Advanced Inventory provides inventory management features like min/max monitoring, reorder points, and advanced inventory reporting.
  • Media Integration allows you to link from your CMMS to documents, videos, photos, supplier websites, intranets, and more.
  • Dashboards put your most important CMMS data front and center, where you don’t have to dig for it.

Next time, we’ll talk about who needs to be on board with your decision.

Have questions? Need help comparing CMMS systems? We’re just a phone call away.


Read our entire Back to CMMS Basics series:

Back to CMMS Basics, Part 1: Why Do I Need CMMS Software?

Back to CMMS Basics, Part 2: How Is CMMS Different from EAM?

Back to CMMS Basics, Part 3: Why Shouldn’t I Use ERP Software?

Back to CMMS Basics, Part 4: What Are the “Bare Bones” Features I’ll Need?

Back to CMMS Basics, Part 5: Who Should Be Involved in the Decision?

Back to CMMS Basics, Part 6: How Much Should I Expect to Spend and What Are My Buying Options?

Back to CMMS Basics, Part 7: Why Do I Need a Software Demo or Trial?

Back to CMMS Basics, Part 8: How Many Software Licenses Do I Need?

Back to CMMS Basics, Part 9: What if I Need to Integrate with My Organization’s Other Software?

Back to CMMS Basics, Part 10: What Do I Need to Know about the Implementation Process?

Back to CMMS Basics, Part 11: What’s the Best Way to Train My Crew to Use It?

Back to CMMS Basics, Part 12: What if I Need Support after the Software is Up and Running?

Back to CMMS Basics, Part 13: What if My Needs Change?