8 Reasons How System Integration & CMMS Can Improve Productivity
System integration means your maintenance software and your other systems share the information they both need, instead of someone retyping it from one screen into another. Here is what changes when they do.
In today’s business world, Computerized Maintenance Management System (CMMS) software plays a very important role in building successful collaboration with other computer systems. This leads to better operational management of your service department while improving processes, increasing employee efficiency and productivity, and lowering costs.
Today, companies are looking for more efficient ways to improve processes within their organizations and individual departments. Some departments, such as accounting, may be using specially designed software to help them better manage their business applications. With modern software, different computer systems should easily be able to communicate with one another securely so that managers in the various departments of any organization can select the very best software that meets their specific needs.
With integration, companies now realize they can have centralized data without having to centralize their software packages into a jack of all trades software program. Centralizing software reduces efficiency and can be a tremendous waste of money and time and resources trying to implement. Centralizing software has huge risks that can easily be avoided with data integration where different computer systems share the needed data between each other.
Today, the power of CMMS software makes it easier to integrate and share specific data from multiple system applications both within and across separate departments. The eWorkOrders CMMS software not only does the best job at managing your service department’s operations, but it also can automate data integration with the other systems within and outside of your service department.
What Is System Integration?
System integration is the sharing of needed information between the different software applications so that you can use the best software for your specific applications. The objective is to access data in real-time, streamline processes, eliminate the task of entering duplicate data into numerous systems, reduce errors and save time.
There are many applications that can be integrated with a CMMS. Below are a few examples.
CMMS & APIs
An API is the connection that lets your CMMS exchange data with any hardware device or software application — importing readings straight from machine sensors, or exporting maintenance data to another system. It is the most common way an integration is actually built.
For what an API does in detail and the eight things that improve once you have one, see 8 Reasons Why You Can Benefit From A CMMS & An API.
Condition-Based Maintenance
Condition-based maintenance uses sensors and meters to track actual equipment usage, such as run hours and mileage, as well as real-time equipment conditions, such as vibration, temperature, and pressure.
Using a CMMS to communicate with any production system, including PLCs, SCADA systems, and industrial sensors, eliminates the uncertainty of manual readings.
ERP Systems
Enterprise Resource Planning (ERP) software organizes all the different elements of a business, like inventory, accounting, sales, human resources, and more. The main business function of ERP systems is accounting.
Connecting your CMMS into an ERP enables you to see data from every part of the organization, and the rest of the organization can see relevant information from the maintenance team. An ERP streamlines the process of purchasing, organizing, and spare parts inventory management.
Other Third-Party Integration
Many organizations have their own specific applications that they would like to integrate with their CMMS. There are many technologies used today to connect CMMS software with other software applications, but integrating the systems depends upon a company’s needs and budgetary limitations.
This world of CMMS third-party integration has opened up new opportunities for maintenance managers who want to further automate their operations.
Benefits of CMMS Systems Integration
Access Through One Portal
One user-friendly interface makes it easier to access multiple systems and reduces the chance of errors.
Energy Efficient
CMMS programs that interface with existing energy management and control systems allow for condition-based monitoring of equipment. Making necessary adjustments or repairs to equipment can reduce energy consumption and bring significant energy savings.
Reduce Labor Costs
With the streamlining of operations and better time management, companies see a reduction in overtime and other labor costs.
Real-Time Data
With the centralization of data, information is updated in real-time and accessible 24/7 from anywhere.
Performance & Better Data Analysis
Information is gathered and shared instantly across organizations, giving organizations accurate information immediately to make business decisions.
System Collaboration
The integration of systems creates a workflow of information for specific teams and members, providing more accurate tracking, reducing labor time, minimizing errors and providing for easier data analysis.
Access to Multiple Locations
With CMMS integration you have access to multiple sites throughout any location.
Improved System Security
The integration of systems in a CMMS gives users one system to easily manage their security tools and permissions.
The Eight at a Glance
| Benefit | What Changes |
|---|---|
| Access through one portal | One interface instead of several logins, with fewer errors |
| Energy efficient | Energy management systems can trigger condition-based work |
| Reduce labor costs | Less overtime and less time spent on duplicate entry |
| Real-time data | Information is current and reachable 24/7 from anywhere |
| Performance & data analysis | Information shared instantly, so decisions are made on current data |
| System collaboration | One workflow across teams, with more accurate tracking |
| Access to multiple locations | Every site visible from one system |
| Improved system security | Security tools and permissions managed in one place |
CMMS Systems Integration Concerns
CMMS system integration can be very easy or very complex and depends on the complexity of the application. Some integrations may depend on importing a spreadsheet, where other applications may require the skills of an IT manager to make the links between the databases of the systems.
Once systems have been properly integrated, the system should run seamlessly. There may be potential problems as the integrated applications are upgraded to newer versions, but the company making the change will generally provide the necessary information for any modifications.
Worth asking before you start: which system owns each piece of data, and what happens to the integration when either side upgrades. Those two questions decide whether an integration is a one-off job or something you maintain.
CMMS Integration Tips
eWorkOrders is a leader in CMMS software providing the tools that simplify the integration process for numerous applications. The ability to import and export data from other files, applications, and databases has made it easier to integrate maintenance software with accounting, purchasing, payroll, and other software systems.
With the new era of CMMS integration, this gives maintenance operations managers the opportunity to improve communications and automate administrative tasks. Today’s powerful eWorkOrders CMMS software makes maintenance operations and tasks more manageable and affordable. The eWorkOrders team is here to take you to the next step and will analyze your system requirements and provide a solution for your CMMS system integration.
New to eWorkOrders? Our New Customers page has everything you need to get started fast.
Frequently Asked Questions
What is CMMS system integration?
It is the sharing of needed information between different software applications, so a company can use the best software for each job rather than forcing everything into one program. The objective is real-time data access, streamlined processes, no duplicate entry into multiple systems, fewer errors and less time spent.
What systems can a CMMS integrate with?
The common ones are ERP and accounting systems, energy management and control systems, and production systems such as PLCs, SCADA and industrial sensors. Beyond those, most organizations have their own applications they want connected, and whether that is practical depends on the company’s needs and budget.
Do I need to centralize all my software into one system?
No, and that is the point of integration. Centralizing software into a single jack-of-all-trades program reduces efficiency and can waste a great deal of money, time and resources to implement. Integration gives you centralized data without centralized software — the systems share what they need and each department keeps the tool that suits it.
How difficult is a CMMS integration?
It ranges. Some integrations are as simple as importing a spreadsheet. Others need an IT manager to link the databases of the two systems. The complexity of the application decides which one you are dealing with.
What happens when one of the integrated systems is upgraded?
An upgrade on either side can affect the connection. In practice the company making the change generally provides the information needed for any modifications, but it is worth knowing before you build the integration rather than after.
What is the difference between an integration and an API?
Integration is the outcome — two systems sharing data. An API is the most common way that outcome gets built: a connection that lets the CMMS exchange data with another application or a hardware device, such as importing readings directly from machine sensors.
Ready for CMMS System Integration?
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