Considerations when selecting a CMMS software

The main goal of any fleet’s preventive maintenance (PM) program is to maximize uptime and minimize unplanned downtime. To help fleets better track their assets and organize their PMs, there are a number of computerized maintenance management system (CMMS) software options available from various manufacturers.

"We’re building predictive models to identify when a vehicle is likely to have any sort of failure, whether that’s a fault code or a part,” explains Renaldo Adler, Industry Principal for Asset Maintenance for Trimble Transportation. “We’re trying to predict when you’re going to have problems to avoid unplanned downtime.”

Whether it be leveraging fleet data to improve maintenance efficiency or identifying which fuel types are offering the best operational efficiencies, fleets can benefit from a variety of functions maintenance software can offer.

“Choosing maintenance software should be a carefully considered decision,” says Bob Hausler, vice president, marketing and technology, Dossier Systems, Inc. “There are front-end investments to be made in terms of populating asset and parts data, setting up users and workflows, defining PMs, and standard repairs. Even if done via electronic import, these represent a significant time investment. Make sure you don’t go through all of that only to learn that the software isn’t right for you.”

Selecting the right software for your fleet

CMMS software is not necessarily a one-size-fits-all solution. The functionality a fleet needs might vary based on the diversity of equipment, the different types of PMs performed, maintenance schedules, in-house processes, and more.

When choosing a CMMS software, start by evaluating the needs of your fleet, suggests Ric Bedard, president of Cetaris. Identify what you need the software to do and what challenges you currently have, then look for functions that will solve these concerns.

“One of the key things we see is clients who come to the market to acquire software with the misconception that they all do the same thing. And that’s not true,” Bedard explains.

“If improving uptime is a critical requirement for your business, you need to make sure the software understands downtime versus uptime so you can measure one versus the other. If safety and reliability are key, then you need to make sure the software actually drives those kinds of analyses. That’s not necessarily going to be the case on all software products,” he says.

When it comes to selecting a CMMS software, it doesn’t pay to take shortcuts, adds Dossier’s Hausler. “Use real maintenance software built for the job,” he advises. “Resist the temptation to use [Microsoft] Excel because your IT department has someone who is great at Excel and thinks they could quickly create what you need. It pays to use a program that has been designed specifically for maintenance management.”

Evaluate the reporting, analytics, and decision support that the software offers. A software system collects a lot of data, so having the ability to analyze that data and use it to inform maintenance decisions helps maximize return on investment. A good maintenance software should be able to advise fleets on PM compliance, how technician performance is comparing to standard repair times, and lifecycle replacement projections for the fleet’s assets.

When looking for features, think about not only what features your fleet will use now, but what features it might need to use in the future. Software takes time to set up and integrate, so it is best to choose a software that allows the fleet to grow into the technology. Don’t make the mistake of buying an entry-level software that meets the fleet’s immediate needs, only to require an upgrade within a couple of years because the entry-level software no longer meets the demands of the fleet.

“Changing software can create a significant business interruption,” Hausler stresses. “You don’t want to buy something and then outgrow it [too quickly] and have to start over.”

Look long-term at where the industry is going, and whether the software will be able to grow to meet those shifting needs, Bedard suggests. If you implement electric vehicles or hybrid vehicles into your fleet, will the software allow you to track maintenance metrics and compare those to diesel and gas vehicles in order to identify how maintenance costs and vehicle upkeep compare? Will the software be able to upgrade with more advanced features as the fleet grows and changes?

Another key aspect to consider when selecting a maintenance software is integration. Is the software going to be compatible with other solutions you are already using — such as telematics, accounting software, or management software? Integration helps different systems work seamlessly together by reducing the risk of errors introduced through double data entry and helps improve efficiency.

“A big part of our focus is in integration with third-party providers from the telematics side, the accounting side, dispatch operations, to OEMs or parts purchasing—anything you can do to reduce double data entry and streamline the sharing of information is important and valuable,” stresses Trimble’s Adler.

When comparing software options, don’t be afraid to ask questions, Bedard says. “Leverage your industry contacts and connect with people. Talk to people, go to presentations, ask about what other people are using. Who’s making a contribution? Who’s bringing innovation? That’s what fleets should be looking for in a software vendor.”

CMMS software providers

The following information provides an overview of different CMMS software products available for fleets.

AssetWorks – FleetFocus Maintenance Management Software

FleetFocus is a comprehensive maintenance management system designed for fleets of all sizes. FleetFocus can track an unlimited number of vehicle equipment units and supports an unlimited number of workstations, the company says. This software can track maintenance functions, including repair and PM work orders, operating expenses, and billing for equipment usage.

Notable features:

Warranty and claims tracking
Flexible preventive maintenance scheduling
Purchasing and parts inventory management
Complete vehicle life-cycle management
Integration to enterprise resource planning systems, parts cataloging systems, and GPS/automatic vehicle location (AVL) systems
More than 200 standard reports with customizable setups

AUTOsist

AUTOsist is a web-based maintenance management platform and allows users to access records anytime, anywhere, and on any device, the company says. The available iOS and Android applications sync with the web portal, providing easy access to data. The software helps streamline fleet maintenance and management by offering reminders with notifications, and by keeping records organized and accessible.

Notable features:

Service/Maintenance tracker with receipt and document upload
Build custom checklists with notifications for assets that are not in proper working order
Set reminder notifications by date or odometer
Create work orders with notifications to track work that needs to be completed
Assign users specific vehicle with permission control
Dedicated area to track fuel and miles per gallon (MPG) with receipt upload
Offline use allows users to view records without an internet connection. Records will sync automatically when connected to a network.

BrightOrder Inc. - EMDECS

BrightOrder EMDECS is a cloud-based fleet maintenance software designed to track everything happening with the fleet, shop, and inventory, and providing a high-level overview and the ability to drill down to more detailed information. EMDECS helps keep PMs organized. If repair work is deferred from a previous work order, it’s automatically added to any work order created for the vehicle in the future, so important repairs aren’t overlooked.

Notable features:

PM and repair work scheduling
Inventory and warranty tracking
Rental and leasing management
VMRS codes for heavy duty equipment
Mobile repair order
Warranty and core management
Reporting for fleet managers
Inventory control
PM tracking

Cetaris – Cetaris Fleet

Cetaris Fleet offers tools to help fleets measure, monitor, and optimize their maintenance operations. This software is designed to improve equipment reliability, extend vehicle lifecycles, optimize workflows, improve data accuracy, and capture technical data.

Notable features include:

User defined task templates
Predefined parts with built-in validation
Labor and standard repair times tracking to drive productivity and uptime
Attachments that include documents to assist the technician in completion of the work
Step-by-step instructions with productivity and efficiency analysis
Voice-to-text functionality to document tasks
Built-in camera integration to capture condition photos or assist with parts, assets, and user identification
Chronic issue alerts

Collective Data - collectiveFleet

The collectiveFleet software allows fleets to manage vehicles, inventory, gear, parts, work orders, training, and more. Managing all of a fleets data in a centralized location helps provide fleets an overall picture of the organization’s operations. This software is accessible on any device, including computers, tablets, and smartphones.

Notable features include:

Mission control dashboard that allows fleets to view everything in one user-friendly dashboard
Pre-designed templates offer out-of-the-box tools with functional value
Assign each user role-based access and security level
Email or print reports
Configure equipment categories
Add equipment photos
Quick-view work order history
Attach documents, including licenses, warranties, and receipts. The software allows unlimited file attachments.
Barcode scan capable
Compile PM data into reports that help streamline workflow

Dossier Systems

A core feature of Dossier Systems maintenance management software is the management of preventive maintenance, including setup, notification, alerts, and tracking. PMs can be standalone or grouped, and intervals can be driven by multiple metrics, including distance run, hours, or calendar time. Dossier provides proactive reminders and planning for upcoming PMs, PMs that are due, and those that are overdue. Interactive checklists support adherence to the fleet’s standard practices and help ensure that all items are properly completed and recorded.

Notable features include:

Checklists are available to custom build and update standard repairs and PMs.
PM tracking, reporting, and scorecard tools
Real-time status and historical reporting to provide insight on PMs completed
PM Compliance dashboard and reporting delivers insight into a fleet’s overall PM status and helps identify trends
Analytical dashboards and reports that deliver results in an actionable format
Reporting can be customized so performance reports to specific sites, regions, lines of business, or departments can be generated on demand or automatically delivered
Fleets can define an unlimited number of PM types and intervals
Automatically import fuel usage and meter readings
Users can set hard purchasing limits, or set up notifications when an individual spends more than the allotted amount
Inventory tracking with barcode support

Fleetio

Fleetio is designed to help monitor and streamline a fleet’s maintenance process for preventive maintenance, routine inspections, and repairs . This software allows fleets to log defects from anywhere and track their resolution, allowing fleets to act on issues as they arise. Regular service reminders help fleets keep up with planned maintenance and routine inspections. The software can also track completed work and report on maintenance costs and trends to target problem areas.

Notable features include:

Complete service history for every asset in the fleet
Scheduling and predictive service reminders
End-to-end issue management system
Plan, schedule, and track detailed maintenance tasks and costs
Track fleet parts and supplies across multiple storage locations

Fleetmate

Fleetmate is a full-featured fleet maintenance software that helps keep PMs up to date while keeping data organized and easy to access. This software is designed to help fleets maximize asset availability, reduce maintenance costs, extend asset life, and improve operational efficiency.

Notable features:

Built-in multi-user network functionality
Comprehensive vehicle information
Asset tracking and reminders by usage, time, or both
Automatic asset utilization
Comprehensive work orders
Customer-defined PM schedules and service intervals
Fully integrated inventory tracking with barcode support
Unlimited PM templates and unlimited PM tasks per template
Flexible options and customization settings per user

FleetSoft

FleetSoft Fleet Maintenance Software is available in a variety of packages, allowing fleets to choose the level of functionality that best meets their needs. The standard package includes asset management, warranty tracking, service code management, work orders management, preventive maintenance scheduling, personnel management, pre-made and custom reports, and more.

Notable features:

Intuitive and expandable user interface
Vehicle warranty tracking with reminders and service warnings
Detailed vehicle information with extra user-defined fields
Add PM reminders and reported problems directly to work order
Record total hours with optional start/stop times for multiple technicians
Organize recurring PM services to be performed on a specific schedule, and link PMs that contain the same services
Build service classification codes and categories
Expense reports track the asset cost along with an asset’s total meters record per job or project

FTI Groups - sureFleet

FTI Groups sureFleet is a web-based maintenance software designed to improve business operations through efficient management, tracking, and reporting on fleet maintenance, repair costs, and fuel purchases. This software creates a direct line of communication between the fleet and the drivers, eliminating paper forms.

Drivers use the Fleet mobile app to complete daily vehicle inspections, report issues, and record fuel purchase information.

Notable features:

Accident reporting. Drivers can report accidents from the mobile app
Vehicle records. Manage permits, registration, and other time sensitive documents
Work orders. Assign and manage tasks performed on vehicles, and track useful data points including total downtime
Driver qualification. Manage and organize drivers with attached documents and reminders on actionable items
Trip inspections. Drivers can attach photos, leave detailed notes, and sign off on the inspection
Intuitive reporting. Reports include vehicle rosters, downtime and cost, services due, fuel/gas purchasing, and more
Closed-loop maintenance, reporting, resolution, and re-inspection.

Innovative Maintenance Systems - Fleet Maintenance Pro

Fleet Maintenance Pro is a fleet maintenance software designed to maximize uptime and efficiency to extend the life of assets. This software can track preventive maintenance tasks by date, mileage, hours, or fuel consumption, and can provide automated maintenance due notifications.

Notable features:

Fleet inventory tracking
Track preventive maintenance tasks by a variety of parameters
Log and track repair costs from start to finish, and monitor the frequency and cost of repairs
Log a detailed maintenance history to analyze costs and monitor trends in wear to make more effective decisions
Record fuel transactions to catch potential issues with efficiency or abuse
Itemize and track usage of parts when maintenance is performed
Generate work orders based on preventive maintenance due or repair requests
Print, email, or export from a wide range of flexible reporting options

Kaizen Software Solutions – Vehicle Manager

Vehicle Manager is a Windows-based software solution designed to help fleets optimize their vehicles’ resale value by maintaining a vehicle history and sending reminders when service is due. This software allows fleets to track a vehicle’s fuel efficiency, track vehicle service schedules and service history, and track vehicle drivers, parts, vendors, and contacts.

Notable features:

Track up to 10 (home edition), 50 (professional edition), or an unlimited number of vehicles (fleet edition)
Schedule recurring maintenance and inspection items by distance or hour intervals
Track a vehicle’s completed service and expenses
Maintain a database of parts used on vehicles
Track related vendors and contacts
Track drivers and their licenses, certifications, and accidents
Print reports and export to various formats

ManagerPlus

ManagerPlus is a cloud-based maintenance management solution that helps users link all aspects of the management process, including scheduled maintenance and work orders, parts inventory, and purchasing functions. This information is available anywhere, and on any device.

Notable features:

Collect, integrate, and unify all asset information
Proactive maintenance planning and scheduling to improve uptime and asset life
Track inspections to know what needs to be inspected and when
M+ Mobile App allows users to perform work, inventory tasks, and scan even in “no service” areas
Can be integrated with other business applications
Automatically generate work orders when maintenance is due, and distribute those work orders to technicians
Analyze data to gain insights into business operations
Manage contacts, vendors, and customer relationships
Manage parts lists and inventory counts to prepare for planned maintenance

Prova Systems - Fleet Genius

Fleet Genius is designed to be an affordable and easy to use web-based maintenance management software. Fleet Genius uses a local wireless system with base stations or mobile phones to collect data from fleet vehicles. The software automates schedule tracking and alerts the user when service is due.

Notable features:

Preventive maintenance scheduling
Maintenance invoice and expense tracking
Historical vehicle maintenance log
Alerts when maintenance is due or overdue
Spreadsheet reports module offers reporting flexibility
Manage the fleet from any web browser
No hardware required

RTA Fleet Management Software

RTA Fleet Management Software is a vehicle and equipment management solution that is designed to help fleets improve fuel management, preventive maintenance, vehicle status monitoring, vehicle replacement and procurement, and more.

Notable features:

Preventive maintenance. Schedule equipment and track inspections, campaigns, and warranty expiration dates. Fleets can track data, miles, fuel, hours, and up to four additional measurements of the fleet’s choosing. The software also allows fleets to create work orders and pull reports.
Vehicle status monitoring. Track vehicle status in real-time and check equipment and vehicle status without a call to the shop. This feature also allows users to create a comprehensive downtime report that indicates how a fleet performs against requirements and standards.
Vehicle equipment linking. Service a vehicle and its associated equipment at the same time. This tandem maintenance feature means that when a vehicle is getting maintenance done, the software will access the “partner” service records to see if that needs maintenance as well.
Repair history reporting. This solution stores asset data for life and provides maintenance records.
Replacement and procurement. The software offers guidance on when equipment should be replaced and allows fleets to factor in inflation costs.

Squarerigger SQ.7

Squarerigger SQ.7 is a Windows-based software program that allows fleets to analyze and report information about vehicles, equipment, staff, and operations. SQ.7 offers a variety of reporting options, allowing fleets to track data by vehicle, by day, or whatever parameter that best fits the organization. The software is adaptable to fit the fleet’s needs and helps make record keeping simple while improving information accuracy.

Notable features:

Analyze and report critical information about vehicles, equipment, staff, and operations
SQ.7 Mobile Shop allows users to run a shop, or service trucks, using ruggedized pocket PC wireless handheld computers with built-in barcode scanners, which reduce the time it takes to enter data
Automated fuel data from cardlock systems
Employee time management
Inventory management
Interface to external accounting systems
Context-sensitive help
Repair and technician cost tracking
Preventive maintenance scheduling

Tatems Truck Maintenance Software

Tatems Truck Maintenance Software is a PC-based program that can be networked so fleets can share data between multiple users. There are no per-vehicle charges, and the initial purchase includes a lifetime license to use the software.

Notable features:

Create work orders and track labor costs
Create, track, and get reminders for lube service based on miles, hours, or days intervals
Keep a fuel log and track by miles or by hours
Get inspection checklists for 90-day inspections
Simple parts inventory keeps track of what was installed and when

Trimble Transportation - TMT Fleet Maintenance Software

TMT Fleet Maintenance Software is designed to cover all the functions needed to run a maintenance shop. This software can track inventory, warranty, labor time, and more to minimize downtime, control repair costs, and provide the service needed to keep fleets productive. Fleets can use this software to analyze, evaluate, and manage fleet equipment assets and expenses in real time.

Notable features:

Smarter scheduling for productivity and efficiency
Plan, execute, track, and bill services
View pending repair orders and track repair orders in real time
Assign the most qualified technicians to the most appropriate jobs
Connect with transportation management or dispatch software to reduce service disruption
Prioritize key maintenance activities to reduce unscheduled breakdowns and repairs
Identify underperforming assets and uncover inefficiencies
Manage warranty recovery and parts inventory

World Information Systems ShopFax

ShopFax is a software system that is part-specific and tracks the parts on each unit—both OE and replacement parts—to provide fleets with the information they need to replace parts before they fail. With the entry of an equipment ID, ShopFax creates a work order for that unit and tells the technician every operation that needs to be performed.

Notable features:

Provides a full maintenance history
Identifies each part currently on a unit
Identifies preventive maintenance items that should be performed while the unit is the shop
Uses bar coding technology to record data accurately
Automatically flags for PMs due or overdue, and identifies what parts are necessary for the PM

Conclusion

As CMMS software options continue to evolve, maximizing uptime will continue to remain a top priority, with an emphasis on leveraging vehicle data to improve operational efficiency.

“The opportunity in [CMMS software] is managing the data that you have available better,” says Cetaris’ Bedard. “There’s a lot of opportunity to improve efficiency, data capture, and data quality to make it more effective for fleets to leverage maintenance software to do a better job on PMs.”