What is CMMS Software and Should Your Fleet Be Using It?

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Fleet maintenance is a challenging task. No matter the size of your fleet, CMMS software can help improve its efficiency. With CMMS systems your fleet can shift from a reactive maintenance model to a proactive one. This will help extend the life of your vehicles and save your fleet money.

In this article, we will answer the question of what is CMMS software? In addition, we will outline six benefits to CMMS systems including improved fuel tracking, automated scheduling of maintenance, easy integration in new vehicles, keeping thorough maintenance logs and warranty data, and improving reporting and expenses. Finally, we answer the question of should your fleet be using CMMS software?

What is CMMS Software?

So what exactly is CMMS software? Let's start with the basics. The “CMMS” in “CMMS Software” stands for “Computerized Maintenance Management System.” CMMS systems are software packages that maintain a database of information on a fleet’s maintenance operations.

This type of software is designed to simplify the maintenance management of fleets. CMMS software can automate workflows in addition to letting fleet managers manage and track fleet maintenance.

Benefits of CMMS Systems

There are a number of benefits to using this type of software system. Fleet managers would be wise to take advantage of them. Here are some of the main benefits of incorporating CMMS systems into the management of your fleet. 

Improved Fuel Tracking

Fuel is one of the biggest operational costs for fleets in the United States. CMMS systems often include fuel modules that let fleet managers (or other users) monitor the fuel efficiency of a fleet’s vehicles over time.

Fuel modules let users enter fuel transactions manually, store fluids in inventory, import data from external fueling systems, and transfer fluids between warehouses. It’s easy with CMMS software to seamlessly integrate the fuel management of your fleet’s vehicles.

Automated Scheduling of Fleet Maintenance

CMMS software lets fleets schedule regular maintenance tasks ahead of time and in conformity with business requirements. It can automate fleet maintenance tasks in order to maximize efficiencies. Keeping up with fleet maintenance tasks manually can be a challenge.

With CMMS software, fleet managers are able to configure maintenance workflows that are tailor-made to fit their fleet’s requirements. It also helps fleet managers to remove manual data entry, reduce downtime, improve communication, and control costs.

Automated scheduling makes sure that preventative maintenance is performed on your vehicles regularly which helps keep them in top condition and minimizes repair bills. Having fleet maintenance tasks automated by CMMS software saves fleet managers multiple hours of work via the streamlining of maintenance jobs.

Integrate New Vehicles Into Your Fleet with Ease

CMMS software systems help fleet managers integrate new vehicles into their fleets with ease. Newly purchased vehicles can have the existing maintenance schedule of another vehicle copied for their use. This helps greatly reduce the time it takes to incorporate a new vehicle into a fleet.

Maintenance Logs for Fleet Vehicles

In the event that a breakdown happens with one of your fleet’s vehicles, you’ll be happy to have a CMMS system. That’s because it contains vehicle maintenance logs, which can be an invaluable resource when repairing a vehicle.

They give the technician or mechanic working on your vehicle a complete understanding of the current status of all aspects of the vehicle (in full detail). This creates increased efficiency when performing repairs. It will also reduce the downtime of your fleet vehicle.

Warranty Data All in One Place

Warranties don’t just cover vehicles in themselves. Almost every individual part of a fleet vehicle has a warranty. CMMS software makes it easy to keep track of all the warranty information for your fleet vehicles. In addition to data collection, CMMS systems can be programmed to automatically notify relevant stakeholders when a warranty has expired or is close to expiring.

Improved Reporting and Expenses

An incredibly useful feature of CMMS software is the ability to compile all fleet data in order to generate quantitative information that can be used for analysis and improvement of the fleet.

Vehicle maintenance is one of the biggest costs for fleets. CMMS software lets fleet managers track how well they are doing at cutting down those maintenance costs.

CMMS systems can be used to uncover powerful insights into a fleet’s maintenance program. It can provide a complete service history (from repairs to cost reporting) on all your fleet’s vehicles.

Fleet managers can use CMMS software to create fleet reports utilizing key data like downtime reporting, all-time service costs by asset, service line items, and cost summaries. CMMS systems even let managers report on scheduled vs. unscheduled maintenance, vehicle operation costs (including maintenance and fuel), the most common service activities across the fleet, and total fleet operating costs by week.

Should Your Fleet Use CMMS Software?

Undoubtedly CMMS systems can provide a wealth of benefits to fleet businesses. But should your fleet use CMMS software? Absolutely the answer is yes. No matter what you are trying to achieve within your fleet—from completing maintenance, reducing costs, or tracking metrics— CMMS software makes it easier to reach your goals.

CMMS software is a valuable tool that can be used to identify areas of opportunity, eliminate inefficiencies, and amplify the talent at your fleet. Implementing a CMMS system at your fleet is sure to pay for itself in benefits and costs reductions in short order.

CMMS software can greatly benefit your fleet no matter its size. Your fleet should definitely look into implementing CMMS systems and other fleet management tools, like Azuga Fleet™. The team at Azuga aims to boost your fleet’s productivity, improve safety, and save you money year after year.