Maintenance Management Software

Track and manage the upkeep of facilities and assets to maximize their useful life and minimize your costs.

Maintenance Management Software

What is Maintenance Management Software?

Maintenance management software helps an organization track the servicing of their facilities and assets, as well as the related expenses, which is often referred to as maintenance & operations (O&M). Large organizations use maintenance management systems to track the location of assets and equipment, plan their maintenance schedule by assigning work orders to maintenance personnel, and to capture all the costs associated with maintenance. Across a large portfolio of facilities, it's not uncommon for an organization to have tens of thousands of assets or more to maintain.

Sophisticated maintenance software coordinates various types of maintenance including: corrective/reactive maintenance (when equipment fails unexpectedly), preventive maintenance (routine service performed to prolong asset life), and predictive maintenance (using sensors and/or analytics to prompt maintenance before a failure).

Common types of maintenance software include: computerized maintenance management systems (CMMS), enterprise asset management (EAM) systems, and integrated workplace management systems (IWMS). CMMS software is typically used at a department level, while EAM can be deployed enterprise-wide and encompasses more of the asset lifecycle, and IWMS views assets holistically including usage, capital planning and energy costs. Following are some of the more common capabilities you'll find in maintenance management systems:

Asset Tracking

Refers to maintaining information about your organization’s assets (buildings, systems, equipment, vehicles, etc.). This includes recording when assets were purchased, their life expectancy, warranty information, maintenance history, costs, and more.

Inventory Control

Is the ability to manage the inventory of replacement parts and supplies required to maintain an organization's assets in a timely and efficient manner. This includes handling everything from purchasing to distribution of parts, across one or more warehouses.

Work Orders

Work orders detail the work to be performed, which can be divided into one or more phases (a job may require plumbing, drywalling. painting, etc.). Work orders can be for corrective or preventive maintenance, the work gets scheduled, assigned to appropriate personnel, labor time and material costs are recorded, and a history is maintained by asset so decisions can be made regarding repair vs. replacement.

Corrective/Reactive Maintenance

Corrective maintenance (sometimes called reactive maintenance) refers to the work performed to restore an asset or equipment to once again function as designed, after it breaks or fails unexpectedly.

Preventive Maintenance

Like oil changes on your car, preventive maintenance is routine maintenance designed to keep an asset or equipment running optimally, and to prevent premature failure. A maintenance management system should allow you to 'program' the preventive maintenance to be performed on assets.

Deferred Maintenance (Backlog)

Deferred maintenance (also known as backlog) is repairs to assets that get delayed due to budget limitations or lack of funding. Deferring maintenance however accelerates the need for capital expenditures to replace them. It's estimated that for every dollar not spent on building maintenance, it will cost as much as $15 to $30 to fix the resulting problems (according to NASFA). Maintaining buildings properly actually saves money and frees up funds to meet other needs.

Predictive Maintenance

Predictive maintenance minimizes unexpected failures by monitoring the condition of assets and considering historical trends in asset performance. A work order can be automatically generated when asset performance falls outside the normal operating range.

Key Benefits


A Complete
Asset Inventory


Easily Locate
Every Asset

Centralize All Asset Records

Centralize All
Asset Records


Plan Preventive

Extend Useful Life of Assets

Extend Useful
Life of Assets


Drive Down
Maintenance Costs


Minimize Equipment


Know Total Cost
of Ownership

Our Unique Approach


Strategic Facility & Asset Planning

FacilityForce takes a holistic approach to facility and asset management, handling everything from commissioning and deploying assets, to preventive and corrective maintenance, to condition assessment and identification of deficiencies, to capital planning and improvement projects, and more. Going beyond traditional enterprise asset management (EAM) software, the FacilityForce integrated solution provides a complete picture of facility and asset costs, condition, deficiencies and expected life in order to strategically plan for your organization's mission and growth.


Planned Preventive Maintenance

FacilityForce Operate provides a proactive and systematic way to stay on top of your preventive maintenance (PM). Simply establish your preventive maintenance standards, create templates that define the details of the work to be performed including frequency and required materials, and then let the PM Generator do its magic creating preventive maintenance work orders that ensure you maximize the useful life of your assets.


Detailed Work Orders

The Operate Work module in FacilityForce helps you track the status and cost of work requests across your organization. Work orders can be for planned or corrective work, and have any number of phases that break a work project into segments performed by various tradespeople from different shops.


End-to-End Solution

FacilityForce provides a comprehensive, end-to-end solution for facilities management including the ability to:

  1. Capture complete details via a sophisticated online request engine (Engage),
  2. Enable map-centric asset management with the embedded power of Esri ArcGIS (Locate),
  3. Route requests according to your business processes for approval, schedule and allocate the necessary resources (Operate),
  4. Dispatch to field personnel who use mobile apps to locate the job, order parts, log time and complete the work (Perform),
  5. Track complete costs and performance metrics across your organization (Analyze),
  6. Leverage standardized tools to streamline processes and exchange data with other systems (Automate).


Integrated Solution

The best integration is "no integration", meaning everything you need resides in a single software platform as opposed to integrating disparate systems. FacilityForce is designed from the ground up to use a common database of properties and assets, which provides a seamless experience across the board.

Whether or not you leverage them all, the fact that FacilityForce offers real estate & lease management, space management, maintenance & operations, capital planning & project management, and energy management means room for growth.



Define Your Scope

FacilityForce is an enterprise application that can be deployed as narrowly or as broadly as you'd like, meaning you can use it within a single department, across multiple agencies or deploy it organization-wide (i.e., entire city/county/state/federal agency).

Some customers start with a single department (such as general services, facilities) and find they can easily add real estate, capital construction, transportation, health, education, corrections, parks and more. Ultimately, broader scope can be a force multiplier as greater visibility across a portfolio leads to better alignment with organizational goals.


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