Why Municipal Operations are Moving from Spreadsheets to CMMS

Advancing technology has revolutionized the way we consume information, conduct business, communicate with people, buy products, make reservations and the municipality operations are no exception. Successful and efficient government leaders know that there is a close relationship between maintenance management and procedure efficiencies. The computerized maintenance management system has the ability to increase employee productivity, minimize operational cost, save time and maximize the service life of assets giving organizations valuable insights into facility maintenance.

Why a CMMS Matters to Municipal Operations

Municipal maintenance is a mammoth task for any city whether it is small or large. Municipal operations range from sanitation systems and public safety to landscape maintenance and infrastructure management – all of which are required to meet the ever expanding needs of the population. Simply put, municipalities need to keep a constant track of their assets and their associated costs for streamline productivity. This situation has created the need for a computerized management system that can replace inefficient and time-consuming spreadsheets.

Municipalities employ multiple vendors for reactive maintenance management of wide-spread city operations. A CMMS allows municipal corporations to maintain accurate records, schedule periodic assessments, issue asset maintenance work orders and evaluate performance reports. It has advanced features and functionalities that automate everything right from lifecycle planning and risk analysis to project prioritization and documentation. A computerized maintenance management system is designed to deliver the most comprehensive level of asset and maintenance management.

The Automation Advantage  

An advanced CMMS can efficiently address every maintenance management issue by automating manual processes. It transforms the traditional, time-consuming maintenance management approach into a proactive model that can save substantial time and effort. When employed for managing infrastructure assets, it ensures timely maintenance through periodic inspections and prevents the risk of service disruptions caused due to equipment failures. Following are 7 substantial reasons why municipalities are making a shift from obsolete manual processes to a full-featured CMMS:

  1. Improves Accountability

Opening work orders, ordering replacement parts, completing preventive maintenance and closing work orders – everything can be done from a centralized location that keeps you on top of everything

  1. Provides Easy Access

A CMMS system keeps every technician informed and up-to-date at all times, whether he is on-premise or at the field. It reduces the transit time and allows field technicians to do more work with the same amount of resources.

  1. Facilitates Actionable Asset Management

Asset management is the core process of any municipal corporation and a CMMS tracks every single detail right from model number and make to warranties and scheduled preventive maintenance, allowing for timely and efficient management throughout the equipment lifecycle.  

  1. Ensures Uninterrupted Communication

Miscommunication and lack of coordination can lead to loss of revenue and costly repairs and replacements. With a CMMS in place, all the parties involved including the contractors, facility managers and field technicians are able to track and coordinate every detail leading to an accurate diagnosis and timely troubleshooting.

  1. Collects Accurate Reports

A CMMS system is an effective way to manage records, documents and a vast array of data while ensuring complete compliance with government regulations. It also ensures swift and seamless communication of data internally and across departments.

  1. Makes Vendor Management Easy

A CMMS makes it easy to verify if the vendors are doing their job on time while ensuring compliance with government regulations. It tracks important expiration dates and provides precise performance reports helping municipalities meet KPIs in a timely and efficient manner.

  1. Ensures Timely Completion of Maintenance Tasks

Using a preventive maintenance software automates every process that is being performed manually and gives you the freedom to go paperless. It sends out work orders to contractors, generates scheduled reports, exports invoices and notifies the technicians to save time. It also tracks your preventive maintenance costs in real-time to keep the budget on track and instantly alerts facility managers regarding any pending requests that need to be resolved.  

Automating manual processes with EAM technology enables government facilities and municipal corporations to meet the ever-evolving maintenance needs of all the local systems in a growing community.   

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Lindsey Walker works for NEXGEN Asset Management as their Marketing Manager. With a B.S in Business Information Management, she excels at business development, project management as well as asset management. Her passion for writing allows her to find time from her busy work schedule to share her knowledge on asset management, geographic information systems (GIS), software implementation, training curriculum development, and similar topics. When she isn't working or writing, she loves to work out, do puzzles and listen to instrumental music.

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