How a Major U.S. Agriculture Grower Centralized Asset Tracking and Maintenance KPIs With eWorkOrders
One of the largest agriculture growers in the United States operates across multiple departments — maintenance, growing, and operations — managing thousands of assets, tools, and equipment records that directly affect daily productivity and the company’s bottom line. With a sprawling operation, aging spreadsheet-based systems, and no reliable way to measure downtime, leadership recognized that managing maintenance with disconnected tools was costing them visibility, accountability, and money.
This case study examines how the grower implemented eWorkOrders CMMS to consolidate asset records, control tool inventory, track maintenance KPIs, and share data across multiple departments — all from a single cloud-based platform with role-based permissions.
Customer Challenge
The grower’s leadership team came to eWorkOrders looking for a single system that could replace the patchwork of spreadsheets, paper logs, and shared drives that had grown up across the company over time. The specific problems were familiar to any large agriculture operation:
Scattered asset records. Manuals, equipment documentation, warranty information, and photos were stored across multiple locations — file cabinets, individual computers, and shared network drives. Finding the right document for a specific tractor, irrigation system, or piece of processing equipment took time the maintenance team didn’t have.
No visibility into tool inventory. Tools were tracked in spreadsheets, which meant the team had no real-time view of what was in inventory, who had checked tools out, or when they were expected back. Critical tools went missing. Jobs got delayed. Replacement costs added up.
No reliable downtime tracking. Equipment downtime directly affects an agriculture operation’s bottom line — especially during planting, growing, and harvest windows. Without a system capturing failures, repairs, and resolution times systematically, leadership had no way to measure downtime, let alone reduce it.
Cross-departmental data sharing without privacy problems. The grower needed to share a single database across the maintenance department, the grower’s department, and one additional team — but each department needed to see only its own relevant information. Maintenance shouldn’t see the grower’s inventory. The grower’s team shouldn’t see maintenance work orders. Leadership needed visibility into both without forcing everyone to use the same dataset.
The eWorkOrders Solution
eWorkOrders delivered a single cloud-based CMMS that consolidated every asset record, work order, tool, and inventory item into one centralized system — with permissions controlling what each department sees and what they can change.
Centralized Asset Records Accessible From Anywhere
Every piece of equipment now has a complete digital record stored in one location and accessible from any computer or mobile device. Manuals, documents, photos, warranty information, and full service history live with the asset they belong to. Technicians in the field can pull up exactly the documentation they need without returning to the office.
Real-Time Work Orders and Scheduling
Work orders can be created, prioritized, reassigned, or modified at any time. Schedules update in real time as conditions change. Technicians see the same information from the field that supervisors see from the office — eliminating the lag between what’s happening and what’s known.
Built-In Checklists for Routine Tasks
Routine maintenance work orders include attached checklists so technicians complete every required step the same way every time. Work orders don’t close until the checklist is finished, creating an automatic audit trail for compliance, quality, and continuous improvement.
Tool and Inventory Control With Accountability
Tools are tracked alongside equipment in the same system. Each item shows who has it, when it was checked out, when it’s expected back, and current inventory levels. The grower can run reports showing tool location, check-out history, and responsibility — replacing the spreadsheet system that gave them none of that visibility.
Maintenance KPI Reporting and Dashboards
eWorkOrders includes hundreds of built-in reports, including standard maintenance KPIs like Mean Time to Repair (MTTR) and Mean Time Between Failures (MTBF). Dashboards display real-time work order status, equipment performance, and team productivity. For the first time, the grower’s leadership team could quantify maintenance performance and pinpoint where downtime was actually happening.
Role-Based Department Access
Permissions are configured by role and department. The maintenance team sees maintenance information. The grower’s department sees grower information. Leadership sees everything across both. The same database serves multiple departments without breaking down departmental boundaries — and adding new departments or facilities as the company grows is straightforward.
The Outcome
The grower chose eWorkOrders because the standard solution covered their needs without expensive customization, and because the platform was flexible and scalable enough to support future growth. After implementation, the operation has:
- A complete, searchable digital record of every asset across the company
- Real-time visibility into tool inventory with full check-out accountability
- Measurable maintenance KPIs (MTTR, MTBF, work order completion rates) the team can track and improve
- A shared database that works for multiple departments without compromising data privacy
- Mobile access for technicians working across thousands of acres
Why Agriculture Operations Choose eWorkOrders
Large agriculture and agribusiness operations face maintenance challenges that generic CMMS platforms aren’t built for — seasonal deadlines that can’t slip, equipment spread across thousands of acres, mixed fleets of high-value machinery, and small maintenance teams covering large territory. eWorkOrders supports unlimited users on a single subscription (so seasonal staff and contractors can access the system without per-seat fees), deploys within 24 to 48 hours, and includes U.S.-based support that understands how agricultural operations actually work.
For a complete overview of how eWorkOrders supports farms and agribusinesses, see the Agriculture & Farming features page. For more customer success stories, visit our CMMS Case Studies library.
Ready to Centralize Your Agriculture Maintenance Operations?
Schedule a free demo to see how eWorkOrders can consolidate asset records, track maintenance KPIs, and give your operation full visibility across every department — or call 888-333-4617 to talk through your specific challenges with a CMMS specialist.
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