3 Best Preventative Maintenance Software of 2020

3 Best Preventative Maintenance Software of 2020

As CMMS (computerized maintenance management system) continues to evolve, it’s only reasonable to be looking for up-to-date info on the best preventative maintenance software of 2020.

Back in the 80s, an organization would keep track of all maintenance data and records in a paper-based system. And all that paper would be stored in huge filing cabinets.

The 90s introduced an Excel-based maintenance management system. Unfortunately, the quality of this system depended largely on the knowledge of those who created the spreadsheets.

Skipping ahead, with the advent of Industry 4.0 companies now have available to them the ultimate tool. A tool that enables them to input, track, and oversee all aspects of maintenance operations management.

But even our modern software continues to evolve, so staying abreast of what’s current in the lineup of best maintenance software is sensible.

Before we get into our list, let’s talk briefly about why a CMMS is critical to your organization.

What is a Preventive Maintenance Software?

A preventive maintenance software is designed to simplify the maintenance operations management process by preventing downtime. 

If you are in the process of looking for a CMMS, it should be noted that it is sometimes also referred to as Enterprise Asset Management (EAM) software.

Regardless of the name, these systems will help you with the following:

  • Asset tracking
  • Budgeting
  • Compliance
  • Create and manage work orders
  • Inventory control
  • Manage all equipment data
  • Preventative maintenance plans
  • Purchasing – Purchase orders
  • Record keeping
  • Workflows

The above isn’t an exhaustive list, and all CMMS software are not built the same. Some are created with specific markets or industries in mind, and some will offer a different feature set than others.

Some of those industries include:

  • Construction
  • Education
  • Facility Management
  • Fleet Management
  • Healthcare
  • Manufacturing
  • Oil & Gas
  • Property Management
  • Supply Chain, Logistics, Distribution
  • Utility Companies

The Benefits of Using a CMMS

No matter the size of their operations, facilities managers have a lot of balls in the air. All the time. Relying on memory, notes jotted down, or even a spreadsheet, can make their tasks even harder. And the mundane, seemingly not so important maintenance tasks can slip through the cracks, turning into costly mistakes that can cause downtime.

No facility can afford downtime. The use of a preventive maintenance management software will help keep assets operating at peak efficiency, can reduce material losses, and prevent production failures.

A maintenance manager’s time is not best spent on tasks that can be automated.

The benefits of using a CMMS include, but are not limited to:

  • Analysis of real maintenance costs
  • Elimination of lost orders
  • Elimination of paperwork
  • Enhanced productivity
  • Enterprise asset management
  • Increased safety
  • Increased efficiency
  • Management of parts and materials
  • Planned maintenance schedules
  • Reduced equipment downtime
  • Reduced repair and maintenance costs
  • Regulatory Compliance
  • Standardized maintenance processes
  • Work order management

Even with that short list of benefits, maintenance managers should see how much of a positive impact using a CMMS could have on their organizations.

With all of that in mind, let’s move on.

3 Best Maintenance Software of 2020

To help you decide which software might be the best for your organization, we’ve compiled a list of our top-rated picks. Each pick will include a brief overview plus a list of features. If there are any pros and cons we feel should be highlighted, those will be included as well.

1. MaintainX

If you were shaking your head at all the preventative maintenance software options and saying, “Nope. I don’t need anything that complicated,” then you might want to consider MaintainX, a mobile first software. Easy for technicians and simple to understand for maintenance managers.

MaintainX is for those who are looking to keep their maintenance management simple and uncomplicated. It just does what you need it to do, and it does it quite well. The best part? It doesn’t matter if you’re looking for a cloud-based, web-based, desktop, or mobile CMMS.

While many CMMS position themselves as being the right choice regardless of the size of the end-uses organization, MaintainX has taken a different route. And it has served then well.

They have positioned themselves as being the simple and intuitive provider of choice for small to mid-sized organizations. And at a price point that is very attractive.

However, this isn’t to say that larger organizations should give MaintainX a pass. It’s still a great choice for global operations. Indeed, it’s currently in use by several of those organizations.

Here is a list of categories that the MaintainX software covers.

  • Business Process Management
  • CMMS
  • Equipment Maintenance
  • Fixed Asset Management
  • Forms Automation
  • Inspection
  • Maintenance Management
  • Work Orders
  • Workflow Management

From the categories, let’s dig a little deeper into the features offered within some of them.

CMMS Features Include:

  • Asset Tracking       
  • Calibration Management
  • Inventory Control
  • Mobile Access
  • Preventive Maintenance
  • Purchasing
  • Scheduling
  • Service History Tracking
  • Technician Management
  • Work Order Management

Maintenance Management Features Include:

  • Asset Tracking
  • Billing & Invoicing
  • Mobile Access
  • Predictive Maintenance
  • Preventive Maintenance
  • Scheduling
  • Service History Tracking
  • Technician Management
  • Work Order Management

Workflow Management Features Include:

  • Business Process Automation
  • Document Management
  • Forms Management
  • Mobile Access
  • No-Code
  • Task Management
  • Workflow Configuration

In terms of the CMMS features, one of the key points is MaintainX’s included calibration software, something every facility should have in place. It can assist and support all management activities and documentation.

With MaintainX you can keep your inventory management processes simple, always confident all spare parts will be available when you need them.

As far as preventative maintenance software goes, you can always be sure your equipment is up and running when you need it since you are keeping it in optimal condition.

MaintainX Pros:

Due to its deliberate simplicity, MaintainX is easy to set up and use with an intuitive user-friendly interface.

The software is also easily scalable which is a huge bonus for growing companies.

MaintainX Cons:

One of MaintainX’s biggest drawbacks is its lack of inventory management. Many feel that adding this feature would make it the perfect CMMS. The good news is that it seems to be something MaintainX is considering adding to the software. I guess time will tell.

While there is reporting functionality, some feel additional options would make the feature more robust.

MaintainX’s security feature doesn’t have a password option. Access is only by way of 2-factor authentication, and this proves to be problematic for some.

We probably don’t need to delve too deeply into the. Asset Panda’s biggest strength or pro it the ability to configure and custom to the extreme.

2. UpKeep

If your focus is mobile-first, consider UpKeep. But don’t worry, that doesn’t mean your desktop or laptop is out of the equation. Whether you are at your desk or on the go you have full access. Ease of use and a full-featured maintenance program means your team is efficient and productive. Field technicians are able to create, access, edit, and close work orders off-site on either Android or iOS.

If assets go down, you’ll be alerted via the app. If a work-order or task is updated, you’ll receive a notification. All of this means you can keep your business running efficiently.

For those of you who love data, here are some numbers.

UpKeep can:

Reduce downtime by 26%. Consider how much downtime can cost an organization. Using automotive manufacturing as an example, the average cost of downtime is $22,000 per minute. Yes, per minute. Using a CMMS will help you better understand your data, allowing you to reduce downtime.

Extend the life of an asset by 11%.  Using UpKeep means you can create and maintain preventative maintenance workflows which could ultimately increase the equipment life of your assets by up to 11%

Achieve 652% ROI by improving productivity. Better communication and consistency means better productivity. Using a CMMS can help maintenance teams gain up to a 652% return on investment.

UpKeep’s Feature List:

  • Asset data import
  • Asset management
  • Barcode scanning
  • Company request portal
  • Custom form fields
  • Dashboard & reporting
  • Enhanced scheduling
  • File & photo storage
  • Inventory management by location
  • Invoice PDF printing & emailing
  • Part history tracking
  • Preventative maintenance scheduling
  • Real-time chat
  • Real-time push notifications
  • Recurring tasks
  • Request status tracking
  • Signature capture
  • User access controls
  • Video uploading
  • Work order PDF printing & emailing
  • Work order prioritization
  • Work order templates

UpKeep Pros:

  • Clean user interface
  • Easy to update
  • Excellent training
  • Simple, intuitive process for creating records

UpKeep Cons:

As with any program or platform, there are bound to be some things that could be improved. Nothing is perfect, right?

While UpKeep mostly shines, here are a few areas where things could improve.

  • There is no notification that invoices are ready to be processed.
  • It would be nice to be able to search through completed work order history by address. In some industries, the lack of this feature could be a significant drawback.
  • Images in work order PDFs are not customizable.

3. Asset Panda

Asset Panda is a web-based work order software for maintenance activities. This means you can access it from wherever you have a browser. Mobile, desktop, or laptop.  Windows, Mac, Android, or iOS. It’s an ideal choice for organizations of any size and type.

It’s currently used in:

  • Education
  • Fire & EMS Departments
  • Facilities Management
  • Government
  • Healthcare
  • Hotels

This full-featured program is easy to customize and affordable. It can also be used by unlimited users in unlimited locations. There are no product level tiers with some features only available to more expensive versions. All features are included for one price.

If you are moving over from a legacy system, Asset Panda will seamlessly import from your existing spreadsheets to help automate your flow. Once done, you can take advantage of unlimited configurations and fields to perfectly fit your needs.

Due to the extent of Asset Panda’s configurability—arguably the best in the industry—it has a huge list of features. Here is a categorized list:

Asset Tracking Features:

  • Ability to Search & Change Assets Using Barcode Scanner
  • Ability to Track Repairs
  • Asset Photo Tagging
  • Asset Photos, Documents, Videos, Voice Notes
  • Assign Contacts by Location
  • Automated Change History per Asset
  • Bulk Reallocation of Assets
  • Calendar / Gantt Feature
  • Depreciation
  • List and Pick Lists
  • Maintenance Scheduling
  • Mobile Audit / GPS Pin Drop
  • Parent Child Relationships/Grouping
  • Product UPC
  • Purchase/Lease Information
  • Replication Configuration
  • Service Contract Information/Expiration Date
  • Track By Person
  • Track Insurance Policy Information / Expiration Date

Transaction Configurability:

These features will give you the ability to:

  • Add Custom Calculation Fields
  • Add Custom Fields to Assets
  • Add Custom Fields to Insurance Records or Work Orders
  • Configure fields for Location/Area and Categories and more
  • Create Work Orders
  • Customize Asset Listing View
  • Customize Fields on Warranty Listing Page
  • Generate “Check Out” Forms
  • Generate Custom Forms on Actions
  • Generate Email Notifications when an action is performed.
  • Select Currency
  • Select Output of Reports (PDF, PDF with Photos, Screen, or CSV)
  • Action can be configured to change the status of an asset when performed.
  • Allows you to create the fields and if they should be required.
  • Automated Email Reporting Options
  • Custom Fields can be configured for all assets or by asset category
  • Easy import of your Assets, Locations, Areas and/or categories
  • Email Reports and Asset Information
  • Multiple Users with different security Settings on Web & Mobile
  • Notifications can be setup for date format notifications (i.e. Maintenance Due)
  • Unlimited Custom Actions
  • Unlimited Custom Reporting & Exporting

Mobile Features:

  • Ability to Add Assets via the Barcode Scanning Function on Mobile App
  • Ability to Customize Fields on Warranty Listing Page
  • Ability to Generate Reports
  • Ability to Perform Custom Actions (Check In/Check Out) from Mobile App
  • Barcode Scanning via Mobile App
  • Email Asset Details from Mobile Device
  • Full Integration with Web App
  • iPhone/iPad and Android Compatible
  • Mobile Audit / GPS Pin Drop
  • Mobile Security

As that huge list of features shows, those who call Asset Panda the most configurable CMMS are probably right.

But do you need that many features? Would you be overwhelmed by a program that gives you the ability to do way more than you are ever going to want or need? Only you can answer that.

Asset Panda Pros:

We probably don’t need to delve too deeply into the details here. Asset Panda’s biggest strength or pro it the ability to configure and custom to the extreme.

Asset Panda Cons:

Ironically, the very same thing rated as a pro could also be a con. As mentioned above, for some, this just might be too much of a good thing.

Another thing users have mentioned is that the session timeouts are far too short, and it ends up being annoying. However, Asset Panda has promised to address the issue.

Final Thoughts

By now, you should be thoroughly convinced that your organization could and would benefit from a CMMS.

Implementing this software can streamline your workflows, and increase efficiency and safety while reducing maintenance costs.

The hardest part will be choosing the right program. Hopefully, the information above will assist in that.