Executive in suit sitting at a table talking with another person about a proposal, representing CMMS stakeholders discussing a CMMS project

When an organization decides it’s time to purchase a computerized maintenance management system (CMMS), there should be several people involved in the buying process. These stakeholders are in multiple roles, and their input can impact how much the CMMS benefits the organization. Having a strong, varied team will provide the most support possible during the implementation process. We will go over who the most common stakeholders are and what their roles and concerns are in the buying process.

CMMS Buying Process Stakeholders

Before we get into who these stakeholders are, let’s define what a stakeholder is. A stakeholder is an individual, group, or organization who is impacted by the outcome of a project. There are a number of stakeholders that should be involved in the CMMS acquisition process.

These people will have varying levels of interest, influence, and involvement, but some, if not all stakeholders, should be considered in the decision. Each of these people or groups will benefit from the CMMS in some way. Every stakeholder usually asks, “What’s in it for me?”

Maintenance Managers

The maintenance manager is a user of the system; in some cases, as often as the technicians. In larger organizations, this group may also include a maintenance planner who coordinates maintenance activities and resources. Maintenance managers want the CMMS to increase the team’s wrench time and allow employees to focus on performing maintenance rather than spending time in front of a computer. He wants to know if it is easy to learn and use while also meeting the functional needs of his staff. A good CMMS should make the maintenance manager’s job easier.

Maintenance Technicians

The most obvious stakeholders in a new CMMS are those who use the system the most, maintenance technicians. These are the people who will be using the CMMS every day to complete and log their work. The most important function a CMMS can perform for maintenance technicians is providing information needed to efficiently execute maintenance tasks.

Maintenance technicians can be the most difficult group to get on board with a new CMMS. They need to be assured that the system will be simple to use, won’t consume a lot of time, and will make their job easier. Ultimately, technicians will want know that a CMMS will improve their workflow and lead to less finger pointing when things go wrong.

Senior Managers

Senior managers should be involved in the buying process. Depending on the organization, this group might include the VP of finance, VP of operations, and other upper management. Members of this stakeholder group are likely the ones who will approve the final purchase and have interest in the ROI of the CMMS system.

The role of senior managers is to ensure that all objectives are defined, scheduling is realistic, and that the scope is appropriate. They should champion the project to the organization and commit to providing the necessary resources.

Facility, Operations, and Plant Managers

Facility, operations, and plant managers contribute to CMMS implementation by designing processes and performance measures. They also share in scheduling procedures and allocating staff for projects. Though only involved peripherally, it will be important that the CMMS will be compatible with any other systems or processes they use.


The IT department is responsible for overseeing all of the information technology, infrastructure, and configuration functions. The IT team ensures that the right resources representing business interests are on the project and that the appropriate IT methodology is adopted. They want to know what they will need to do to run the software, and if the CMMS they choose will meet the technical requirements they have to uphold.

Accounting and Procurement

The accounting department is interested in knowing if and how a CMMS can help them to track this information more efficiently. Procurement will want to know how the CMMS will integrate with purchasing processes and software.


The cost controller in a manufacturing environment measures actual performance against target costs, determining whether or not this goal is being achieved. The person in this role wants to know the positive and negative effects of a CMMS on costs. He is also interested in the potential ROI the system will bring, and if the CMMS can help to lower production costs by improving asset uptime.

FTMaintenance Meets the Needs of Every Stakeholder

FTMaintenance offers solutions for every stakeholder making it a fit for any organization. FTMaintenance understands the needs of all stakeholders from maintenance technicians to executive management. The FTMaintenance team stands ready to answer questions to satisfy the needs of every stakeholder. Request a demo to learn more about how user-friendly FTMaintenance is.