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How to measure the impact of a CMMS project?

How to measure the impact of a CMMS project?

Monday 01 february 2021

The implementation of a Computerized Maintenance Management System (CMMS) software will have a major impact on your maintenance operations. This impact will increase over time as users take ownership of the software, as more and more historical data is collected and analyzed to facilitate decision-making, as the periodic preventive maintenance schedule is adjusted, and as spare parts inventories can be optimized.

> 8 actions for the successful implementation of CMMS

Learning how to measure the impact of your CMMS is essential to help you determine whether you are achieving your goals and where you need to continue to make improvements.


There are many Key Performance Indicators (KPIs) that you can use to assess the extent of your CMMS success and to guide the next steps to be taken. The most relevant KPIs to monitor may vary from one company to another, depending on the objectives defined. However, it is possible to establish a list of the most important ones that must be measured and analyzed to enable the company to take full advantage of the change.

Increase in productivity

The implementation of a CMMS will improve the productivity of the maintenance team. If you plan, track and log all preventive and curative maintenance actions in a CMMS, your process will be better organized and your team will be more efficient. You will need to measure the number of work orders scheduled, completed and overdue. A CMMS will improve the efficiency of your operations and gains can be easily tracked throughout the project.

Estimated time versus actual time spent

This involves measuring the actual time spent doing a job in relation to the estimated time needed to complete a job. A CMMS makes this key performance indicator easy to measure while tracking specific data to help you make decisions to constantly improve performance. A high level of accuracy will be a sign of an optimal organization of the department's work.

Tracking savings

As your preventive maintenance increases, your reactive or corrective maintenance will decrease, resulting in quantifiable savings.

Overall Equipment Efficiency 

This indicator is also called Overall Equipment Effectiveness (OEE). Although it does not apply to all industries, it is a widely used method of measuring the performance of various types of equipment. A CMMS provides data on asset repair times, which the maintenance department can pass on to the production department as a means of monitoring and reporting. The Mean Time To Recovery (MTTR), also determined using CMMS, will contribute to the calculation of the OEE.


Once the CMMS solution has been deployed within your company or maintenance department, you will quickly see tangible and intangible results.

The tangible, or quantitative

Here are some clearly quantifiable results that you can easily measure the evolution: 

  • Improvement in the punctuality of preventive maintenance
  • Improved coverage of preventive maintenance
  • Improvement of the preventive vs. curative maintenance ratio
  • Reduction of repair times
  • Faster troubleshooting
  • Reduced downtime of technical assets
  • Reduction of excess inventory

The intangible, or qualitative

In addition, there are many advantages and benefits that are more difficult to measure, but which will nevertheless clearly demonstrate that a CMMS is a profitable investment. Here are several examples:

Better informed decision making 

The ability to record, review and analyze data and then draw conclusions is much easier to achieve with a CMMS. You'll be able to prioritize maintenance work more efficiently, allocate work hours more effectively, order spare parts in advance, and much more.

Improved communication 

This will be true within your maintenance department as well as with other departments. You will follow in real time the progress of missions, assign and close work orders, and instantly adjust stocks. CMMS can also communicate this data to all stakeholders more quickly, more clearly and better organized and without any additional administrative work.

Extending the life cycle of equipment and machinery

Although these data can be measured over time, it is easy to understand that it can take many years to collect enough data to draw meaningful conclusions. Indeed, assets last at least several years, and often several decades depending on their type, so a true comparison of the life span of assets before and after the implementation of a CMMS can take an entire career to measure. 

Finally, one of the most important intangible results you will achieve by using a CMMS is the increased visibility of the maintenance team as an essential component of the organization. Maintenance staff will be better perceived by management and the organization will truly recognize the importance of a competent maintenance department.


An important way to evaluate the impact of your CMMS is through reporting. You can correlate all the data in customizable reports to find the comparisons and numbers you are looking for. CMMS systems have reports on the completion of interventions, the average time between asset failures, estimated versus actual hours worked, changes in inventory status, procurement information, etc. 

It is essential to find fixed timeframes for reviewing this data (monthly, bi-monthly, semi-annually, annually) that are best suited to your organization. To ensure that your reports provide accurate and useful data, guidelines should be in place indicating what data should be collected and when it should be entered, and these guidelines should be shared with the entire team.


For a maximum beneficial impact on your maintenance process, it is essential to choose the latest generation CMMS. Namely developed on a recent technology, delivered in the cloud in SaaS mode, offering a user experience and an uptodate design, natively mobile, easily configurable, with an extended functional perimeter and offering possibilities for adaptations and specific developments. The chosen solution will obviously need to have the necessary tools to measure its impact on the organization.


By the way, our ambition is to offer an unparalleled user experience. Check it out right away: try CMMS for free. Within 2 minutes, the time it takes to create your account, you'll discover what's newest in this category of software.

You can also benefit from a demonstration led by one of our consultants: book a videoconference

Good discovery and see you soon!


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