Selecting the right maintenance management solution can seem overwhelming, especially when there is apparent overlap in features and functionality between options. Buyers must weigh the specialized capabilities of computerized maintenance management system (CMMS) software against broader systems like Enterprise Resource Planning (ERP) software, which may integrate other business functions.
Selecting the right type of software is critical because it directly affects asset uptime, maintenance efficiency, and long-term cost savings. This article compares CMMS vs. ERP software to help you make the best decision for your organization.
Understanding the Differences between CMMS vs. ERP Software
While CMMS and ERP software can both be used to manage maintenance operations, they serve different purposes in within business operations.
What is CMMS Software?
A computerized maintenance management system (CMMS) is a specialized software solution that provides a single platform for documenting maintenance activities, managing the resources needed to complete maintenance jobs, and tracking operational performance. Common features of a CMMS include:
- Work Order Management
- Asset Management
- MRO Inventory Management
- Preventive Maintenance
- Maintenance Reports
- Maintenance Requests
When used together, these features help organizations increase equipment reliability, reduce unnecessary downtime, and control maintenance costs.
What is ERP Software?
Enterprise Resource Planning (ERP) software is designed to centralize and manage tasks across core business functions. You may already be familiar with some ERP systems from companies such as Microsoft (Dynamics 365), Oracle (Fusion ERP Cloud and NetSuite), and SAP (S/4HANA Cloud). Solutions like these typically include the following features:
- Accounting and financial management
- Human resource management
- Inventory and supply chain management
- Manufacturing and production planning
- Project management
- Business intelligence and reporting
By integrating these features, ERP systems provide a holistic view of the business, enabling companies to streamline processes and make data-driven decisions across the organization. Maintenance management features are often offered as an add-on module in many ERP systems.
CMMS vs. ERP Comparison
To give you a better idea of what both CMMS software and ERP software offer, let’s compare their maintenance management capabilities.
| CMMS | ERP | |
| Area of Focus | Maintenance management | Multiple core business functions, including maintenance management |
| Maintenance Workflows | Tight integration between work orders, inventory, and asset management | Siloed; requires more manual data input and navigation across modules |
| Work Order Management | Focuses on automating work order creation, assignment, tracking, and completion | General work order features, but less specialized in maintenance workflows |
| Asset Management | Detailed tracking of maintenance history, asset condition and performance, and lifecycle management | Broader asset management focused on financial and operational aspects like depreciation, ROI, and overall value |
| MRO Inventory Management | Used to manage maintenance-specific inventory including consumable parts and supplies, and durable tools | Used to manage organization-wide inventory that supports multiple business functions including raw materials, work-in-progress, and finished goods |
| Maintenance Scheduling | A core function of the software; Robust tools for flexible work order scheduling using predefined calendar-based or runtime-based intervals, or real-time equipment data | An add-on function of the software; basic tools designed for more rigid production and operations schedules, with less focus on preventing downtime |
| Work Requests | Designed for maintenance-specific needs; automatically triggers maintenance workflows enabling quick response times | Designed for more general business needs; requires more processing time to ensure alignment with entire organization’s resources |
| Purchasing | Used for MRO inventory purchases; supported by separate procurement process | Used for organization-wide inventory purchases; manages the entire purchasing process |
| Employee Tracking | Tracks maintenance personnel’s tasks, hours worked, labor rates, maintenance performance, and professional skills specific to maintenance | Tracks broader HR information such as attendance and scheduling, professional evaluations and goals, and training and development |
| Reporting | Advanced reporting on maintenance metrics, downtime, and performance | Comprehensive reporting covering all business functions; may require custom reporting to generate maintenance-focused reports |
CMMS vs. ERP: Which is Best for Maintenance Management?
When it comes to choosing a solution for maintenance management, the question is not about which system is “best”. Rather, the best solution is the one that aligns with the specific needs of your organization. Comparing CMMS software to ERP software can often feel like comparing apples to oranges. Each system serves different purposes and meets different organizational needs.
An ERP solution’s maintenance module might be the right fit for organizations with basic maintenance needs, like facility or property maintenance. The module’s more limited design may make it easier to use, while still offering the advantage of sharing information across the organization. Further, decision-makers may be inclined to leverage integrated maintenance features that can manage maintenance tasks alongside other business functions.
One drawback to an ERP add-on module is that it is designed to serve a broad range of organizational processes, and may lack the specialized features required for more comprehensive maintenance management that a dedicated CMMS offers.
Asset-intensive organizations engaged in comprehensive maintenance management typically find a CMMS to be the superior choice. CMMS solutions are specifically designed to address complex maintenance workflows, comprehensive asset tracking, cost control, and tailored reporting. In addition, CMMS software can offer the following maintenance management benefits over ERP software:
- Automated Maintenance Workflows: CMMS automates common maintenance workflows, such as managing the work order life cycle from initial request to completion, triggering recurring work orders using calendar-based or usage-based intervals, automatically documenting service history, and sending notifications that keep everyone informed about maintenance activities.
- Comprehensive Asset Tracking and Management: A CMMS provides comprehensive asset records for documenting detailed information about your assets, including specifications, maintenance history, warranties, downtime, bill of materials, and meter readings.
- Robust Spare Parts Management: Unlike ERP software, a CMMS is tailored to the unique needs of maintenance, repair, and operations (MRO) inventory and directly ties inventory management to maintenance activities. This integration, paired with automated tracking and reorder notifications, simplifies the inventory management process for consumable parts and supplies.
- User-friendly Interface: CMMS software tends to be more engaging for technicians due to its simplified, user-friendly design, which is tailored to users who are traditionally less technically proficient.
Read: How to Increase CMMS User Adoption
Experience the Benefits of FTMaintenance Select
Selecting the right maintenance management solution is crucial for achieving long-term operational efficiency. While both CMMS and ERP software can manage maintenance tasks, only a CMMS has been specifically designed to meet the robust needs of modern maintenance teams. A dedicated CMMS, like FTMaintenance Select, provides a centralized platform for documenting, managing, and tracking maintenance resources and activities. With all of your maintenance information in one place, FTMaintenance Select empowers you to enhance efficiency, reduce costly downtime, and control maintenance costs. Request your demo of FTMaintenance Select today.