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.

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.

CMMS Buying Process Stakeholders

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. The planner creates maintenance plans and the maintenance manager carries them out.) The maintenance manager wants a CMMS to increase his team’s “wrench time”, allowing them to get more done rather than spending a lot of time at a computer. He wants to know if it will meet the needs of the team and what the learning curve is, or how easy it is to use. 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. This group can be the most difficult to get on board when it comes to using the software. They want to know if it will be easy or frustrating to use. They are looking for something that won’t consume a lot of time and will make their job easier. Technicians will want know that a CMMS will ensure more efficient workflows, and less finger pointing when things go wrong.

Senior Managers

Senior managers should be involved in the buying process—these people can include the VP of finance, VP of operations, and other types of senior managers depending on the organization. They have an important role in the CMMS buying process. They are often the ones who will approve the purchase. They also need to ensure all objectives are defined, scheduling and scoping changes as needed. Senior managers should champion the project to the organization and commit to providing resources for the project. Senior management is the most interested in the ROI of the CMMS system. Managers of other systems want to be sure it is compatible with the organization’s other software such as purchasing.

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. They are involved in the CMMS buying process peripherally, but don’t have a high interest in the CMMS selection. Facilities need to be maintained in addition to machines and the maintenance schedule affects available resources.


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. This department is a stakeholder in the acquisition of a CMMS because they are responsible for ensuring that the hardware and software infrastructure is adequate for installing and maintaining the CMMS.

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.