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Cloud-Based CMMS is Key for Nonprofit Business

What is a CMMS?

CMMS stands for Computerized Maintenance Management System. This type of software helps organizations keep track of all work orders, assets, and inventories while supporting the teams involved with process details and maintenance activities. A CMMS keeps records of all actionable items and all work done by the team, and safely stores those records for easy retrieval. CMMS software ensures that work is done according to priority and that technicians are always on task.

Nonprofit companies are popping up every day all over the world offering opportunities to CMMS software companies to maintain their facilities. These organizations are employing hundreds of workers who in most instances deal with tasks in the field that require online or remote solutions.

How do the organizations manage the technician in the field and assign them jobs?
The answer can be found in CMMS software. CMMS is a management system that consolidates all the activities remotely and organizes tasks to be done according to their urgency.

What can CMMS do for nonprofits?

Running an organization while trying to keep expenses minimal is a big challenge. Maintenance jobs in most cases are very minimal and usually done by volunteers who handle multiple jobs. Nonprofit organizations typically rely on outside maintenance engineers so they need to be able to reach them if maintenance is required. It wouldn’t be a stretch to say that most of these organizations use equipment that has been donated, thus making it prone to break downs. Computerized Maintenance Management Systems will help reorganize the maintenance department according to job priorities and available technicians. Further, it keeps the job labeled as the most critical and allows staff to assign the task to any available and qualified technician.

CMMS software can perform include:

Work Order Tracking
When there is a job that needs to be done, a manager will post the work order and assign it to the available specialists. The professional or technician, on the other hand, gets a notification and tends to the order, makes sure it’s resolved, and then finishes the work order by clicking “Complete”. The manager will then be notified that the work order has been completed.

Task Scheduling
Confusion can arise when we don’t have a specific technician to attend to the work order or if an equipment failure happens and there is no available technician. To prevent such a case, the CMMS keeps track of recurring jobs and notifies the right technicians or managers to hand the workload. This helps the NGO’s make sure that no jobs fall through the cracks.

A CMMS can also plan and schedule future work like preventive maintenance and checkup procedures on a recurring basis. The system helps prevent equipment failures by automatically and consistently scheduling preventive maintenance tasks. Assets are better taken care of this way and costly fixes can be greatly reduced.

Works Remotely
Since nonprofit organizations work with the community around them they will at times be required to attend to jobs offsite. These jobs require technicians to have remote capabilities. CMMS is cloud-based software with mobile functionality so that every job, no matter where it is, can be assigned, tracked, and completed.

Mobile tools play a big role in capturing data from the field. With the emergence of smartphones and tablets, an organization’s CMMS should have a mobile app at the very least. Mobile capabilities are essential for technicians so that they can get fast access to system data from anywhere.

Keeps Records
A CMMS provides users with lots of storage, either in the cloud or on a local system, making it easy for organizations to access records and jobs done in the past. It acts as a reference in cases where a problem repeats itself. For example, if there is an equipment malfunction, the technician can access previous repair records on that machine or other documentation to make better informed decisions for the repair.

Pulling reports is quick, automated, and those reports can be shared with any user.

Manages Inventory
The maintenance department in any company has tools they regularly use during their work. These tools are typically referred to as inventory and are recorded in an embedded CMMS System. The CMMS helps departments manage inventory so that they are better able to see which tools are currently in storage, which need to be replaced, and which should be discarded.

A CMMS, at its most basic, is a program that helps record every maintenance action within an organization. Because of its extensive history keeping capabilities, a CMMS can easily audit past work orders. These reports are essential for incidents like accidents in the workplace. If the proper records have been taken, the insurance/safety personnel get the reports from the system.

Using a Computerized Maintenance Management System is an organization’s best bet for organizing, centralizing, restructuring, and recording information regarding the maintenance department.

The department will save on purchases, time, costly repairs, and headaches in their daily activities. Using a robust CMMS is setting your company up for success now and in the future, especially in unpredictable and cost-cutting industries like the nonprofit sector.

A CMMS with mobile capabilities is a must. Technicians are able to easily access extensive records from anywhere in the field, thus cutting downtime losses, limiting labor costs, and preventing potentially catastrophic equipment failure.

Data centralization and safety is a guarantee with CMMS. This type of software will smooth out the kinks in workflow of any type of organization. Companies will be better equipped to manage their assets and execute preventive measures on assets to keep them in top shape and prevent costly equipment failures. A CMMS is an extensive and predictive system designed to keep organization in business and save money in the long run.