So you’ve done your homework on how to successfully implement a CMMS? Aligned your maintenance management project with your company goals? Congratulations! Now it’s time you baseline your performance metrics so that you can track your improvement and ROI over time. Take the guesswork out of your maintenance management project with the following 6-step process that is proven to deliver ultimate value:


Prepare a business case that clearly defines your goals in terms of inventory optimization, ROI, operational efficiency, scrap reductions, compliance monitoring and cost savings. This will help you determine if a CMMS is worth the investment and whether it fits your corresponding budget.


Outline the benefits associated with the implementation of a CMMS and prepare the end users to adopt this new technology. Organize trainings and brainstorming sessions to ensure that your end users understand the applications and advantages of a CMMS. It is important for the stakeholders and the management to understand that it is better to prevent a fire rather than putting it out and this is exactly what the right CMMS package delivers.

3.Define Your Requirements

Before you take the big plunge, be sure to define your business requirements. This will ensure that you are investing in the right solution. From the number of users and their technical proficiency to the scope of your facility and the functionalities you are likely to need, list down every detail to make sure that your CMMS is fully-equipped to meet the demands of your existing business processes.


Determine your KPIs and performance metrics in advance and measure them against your business objectives. Major KPIs that impact the performance of most organizations are:

  • The time taken to repair
  • Equipment effectiveness
  • PM compliance
  • Time between failure
  • Planned maintenance

Determine your project milestones in advance and accordingly prepare a timeline. 

5.Schedule your Project

Prepare an implementation tracking plan to monitor major tasks right from the setup and configuration phase till you go live and the project is closed. You can also create a requirement matrix to measure the effectiveness of your CMMS against business goals. Consider every single factor right from features and vendor profile to support and integration. While you may not need these add-on functionalities currently, the growing needs of your business will require them in future.

6.Evaluate the Total Cost of Ownership

Cost is the most crucial factor when implementing a CMMS, so it is important to include the TCO in the very initial phase. Right from the initial purchase price and the configuration cost to the upgrades and license renewals; research every aspect that is likely to impact your business over a lifetime. Compare your product vendors against your selection matrix before moving to the implementation stage. NEXGEN Asset Management combines a robust CMMS with advanced asset management planning tools to give you the following business benefits:

  • Reduced maintenance material costs
  • Elimination of unplanned maintenance and equipment downtime
  • Accelerated ‘wrench time’
  • Lower maintenance cost for every unit produced. Consult your Finance & Accounting department to get all the information you need to define a proper baseline. For this you may need to consult the analysts working for your department and evaluate all the previous records of your department such as the monthly cost document and the production reporting document. Having your monthly costs broken down and labeled into account codes with the help of a CMMS will help you make the comparisons between the costs you can control. Monthly breakdowns and analysis of the expenses you incur on technicians, consumables and MRO will make it much easier to compare your costs after the CMMS Software has completed a year and help you handle your business more efficiently.

Even fully-loaded software will not deliver the desired results if you fail to implement the best practices. If these reports are not available to you within your department, you can always seek the assistance of your project sponsor. Any delay in baselining your metrics can hinder your efficiency and productivity. Stay compliant, efficient and reduce maintenance costs by making optimum utilization of resources with NEXGEN’s intelligent asset management and CMMS Software.