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Why use a CMMS software for public sector?

Why use a CMMS software for public sector?

Thursday 24 march 2022

The use of a Computer Aided Maintenance Management solution ensures the proper functioning of technical equipment and the planning of corrective and preventive interventions. Administrations and communities are always in charge of managing large equipment and heavy infrastructures. CMMS for the public sector is adapted to these challenges.

Thus, maintenance management software is a source of reactivity and allows the improvement of the quality of public services with constant means. This article will shed light on CMMS for the public sector, a major sector that uses CMMS to manage its maintenance interventions and maintain its equipment.

The needs of the technical services of local authorities and administrations

The management of maintenance by local authorities or government departments requires adapted solutions. Technical services face many challenges: cost control, rapid technical interventions, management of heterogeneous and sometimes aging real estate assets. Here is an overview of the specificities of maintenance in this field of activity.

Types of equipment managed by the public sector

From the municipal technical service agent to the building manager, there are many players in public maintenance. This is due to the wide variety of equipment types managed by local authorities and administrations.

Equipment managed by municipal technical services

Municipalities manage many types of equipment. Among them :

  • lighting
  • buildings (schools, town halls, community halls, etc.)
  • sports facilities (swimming pools, stadiums, sports fields, etc.)
  • Urban furniture (self-service bicycle parks, electric charging stations, etc.)
  • low and medium voltage electricity distribution networks
  • low and medium pressure gas pipelines
  • certain road networks such as municipal roads

Assets managed by the maintenance department of public authorities

The communities of communes and metropolises also manage a heterogeneous set of built and unbuilt assets. They are responsible for managing business land (business parks, business incubators, etc.) and share with the Region, the State and the Department the management of certain heavy infrastructures such as stations, ports or airports. They are also responsible for the operation of certain road networks (departmental roads) and are at the origin of many development projects requiring public works.

Inventory and resource management in government agencies

Like all companies, municipalities and territorial structures also manage the supply of territorial agents (computer consumables, office equipment). They may also have to manage supplies for external customers or users (schools, tourist offices, etc.)

The uses of CMMS for the public sector

A CMMS software can solve many problems faced by administrative structures. Here are the main ones.

Centralize asset data in a single tool

A CMMS software allows first of all to centralize the data related to a very heterogeneous built and non built heritage. The asset repository allows you to visualize the different equipment managed by the community. Some software packages offer interfaces that are compatible with land registry information.

Improve the responsiveness of technical interventions

Technical services and maintenance teams must manage requests 24 hours a day to meet citizens' expectations. In administrations, validation circuits are sometimes complex. The procedures can quickly become time-consuming. The people involved need to quickly validate requests for maintenance operations in order to ensure a quality technical service. CMMS facilitates the dematerialization of procedures and makes exchanges more fluid.

Control costs related to inventory and equipment management

The budgetary constraints that weigh on institutional players are significant. Equipment managers must control their budgets while maintaining often aging infrastructures. Assisted maintenance software allows management to match budget resources with maintenance needs. A CMMS solution informs decision making with accurate equipment status data. Predictive models help avoid the extra costs associated with excessive equipment maintenance.

Features expected by CMMS users

The functionalities of CMMS software can be numerous. For public purchasers, the challenge is to find a tool whose scope adapts to their user needs.

Specificities of a CMMS software for public sector

A CMMS solution must be centered on the needs of users and offer functionalities adapted to the public sector. For example:

  • management of technical services (work orders, agent schedules, validation of technical operations)
  • Building management (asset repository, periodic maintenance planning, monitoring of maintenance contracts, etc.)
  • inventory management
  • Budget management

The advantages of a mobile version for local authority employees

A classic software on a computer is not always adapted. Technical service agents are mobile staff. They are often in the field. Saas CMMS solutions with mobile application allow maintenance technicians to enter data on the spot. These tools facilitate many related tasks (intervention reports, work follow-up, etc.). This type of solution is therefore particularly suitable for building maintenance technicians.

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