High-quality results are only possible when high-quality input has been entered. You’ve probably heard this before, but what does it mean?

To achieve the best possible results, you must ensure your Computerized Maintenance Management System (CMMS) database is clean. This means there is only relevant information inserted in the CMMS and the information that negatively affects the accuracy of your data reports, is done away with.

This will improve the organization’s current performance and make it easier for organizations to adopt helpful emerging technologies.

Some companies report that their CMMS is not as effective as they had hoped. One reason for this is that companies don’t take dedicated action to ensure standardization, cleansing, and improvement of CMMS data. Data drift can take place, and this often results in disorganization that spirals beyond control.

But what data needs to be part of your CMMS for it to work efficiently — and what information can you leave out?

Source: Plant Engineering, 2020 in Finances Online, 2021

 Data to be included in your CMMS


An inventory control function in your CMMS will give you the opportunity to easily locate and manage inventory, this includes obsolete parts and spare parts. Such a function can save a great amount of money and time, as understanding your inventory can help prevent reordering lost parts and technician delays. Details that you might want to add to this module are:

  • Component price
  • Component vendors
  • Component location
  • Reorder points
  • Alternative components
  • Component number and details
  • Special order items, non-stocked and stocked items.

Asset Location

This information enables users to efficiently find where a piece of machinery operates. It also allows users to create hierarchies with these locations. This means work orders are linked to pieces of equipment or specific locations, which can streamline operations and enable better locating of asset performance and asset lifecycle.

 Work Order Data

For your CMMS to function optimally, you must have productive work order tracking. This should include relevant work order information, like:

  • Equipment
  • Failure Analysis
  • Labor data
  • Blueprint
  • Tools
  • Materials

Remember, the more information included, and the easier it is to access in the system, the smoother your operations will be.

Asset Records

It’s imperative that you also insert accurate asset record information in your CMMS. This is all equipment-related data:

  • Specification information
  • Service agreements
  • Equipment ID, Model number, and serial number
  • Bill of materials
  • Installation and purchase dates
  • Safety processes
  • Preventive maintenance schedule
  • Inspection routes
  • Measurement points
  • Warranty data

This information can help you get a holistic understanding of asset costs and equipment downtime, which can help formulate your purchasing and budget decisions later on – which is an analytical advantage. It will also allow your organization to make effective maintenance decisions.

Labor Resources

To include reports about your maintenance personnel and technicians is also a good idea. For this part, include the following:

  • Skill level and qualifications
  • Trade category
  • Labor rates

This information can assist in scheduling maintenance with the right personnel and tracking labor costs.

Purchasing Data

To manage costs and track orders when you buy new parts or materials, accurate purchasing data in your CMMS can be a big help. It increases effectiveness, lowers costs, and reduces redundancy over time. Information that’s relevant here is:

  • Quote requests
  • A vendor master list
  • Invoices
  • Purchase order history

KPI Metrics

KPI metrics will help you analyze your maintenance program’s success. From this, you can also track your progress toward goals. This is why you must choose and insert the correct KPIs into your CMMS – you’ll want to have this information available on-demand.

Facility And Equipment History

Thorough historical data regarding your facility and machinery can give the insight necessary for root-cause failure analysis and good preventive maintenance.

This data can be:

  • historical information on asset preventive maintenance,
  • construction
  • repairs
  • additions
  • preventive maintenance (PM)
  • modification

Proteus MMX is an affordable, next-generation CMMS system that has all the functions needed to manage your organization’s maintenance optimally. To learn more about Proteus, call Eagle at 262-241-3845, send us an emailor schedule a demo to learn more about Proteus MMX.