How to Use CMMS Data to Support One-Time Budget Requests

CMMS users know how CMMS data helps them create and track budgets throughout their budget cycle. But what about when you have a special project or a one-time request?

The data you collect with every work order serves as the backbone of your annual budget, as well as one-time requests. That’s what MPulse customer Anna discovered.

Like most organizations, Anna’s department had a limited budget, and her team needed to make the most of the resources they had. Anna also knew that a new hydraulic lift would enable the maintenance techs to work far more efficiently, helping further stretch the budget with a small investment.

But Anna knew upper management wasn’t just going to take her word for it. She had to prove it.

Money Spent vs. Money Saved

Maintenance managers know that maintenance costs affect the organization’s bottom line both directly (i.e., money spent) and indirectly by preventing additional expenditures (i.e., money saved).

Anna started with reports from her MPulse CMMS software to put solid numbers behind her request. This CMMS data became her most powerful negotiating tool.

Anna set out to answer three big questions…

  1. What’s the purchase price of this request?
  2. What are the installation and ongoing costs?
  3. What are the potential savings?

The first two questions are straightforward. A little research can help Anna estimate the purchase price as well as any installation or ongoing costs.

The third question, however, is more important. How much could her organization potentially save with this purchase?

Return on Investment

Managers and bean counters love to talk about return on investment (ROI), so maintenance managers like Anna need to speak the same language.

ROI measures the gain or loss generated on an investment relative to the amount of money invested. ROI is expressed as a percentage to compare the efficiency of the investment.

The formula is: ROI = (Net Profit / Cost of Investment) x 100

Anna kept it simple by using MPulse to show the current labor hours and inventory costs for a specific task in relation to all labor hours. She could estimate the time savings, and then calculate the ROI for her managers.

With solid data and accurate reports, your organization can make good decisions based on hard evidence, which will improve its ability to compete effectively and efficiently.

Learn how you can use CMMS data to help with your one-time budget requests. Contact us.