Key Takeaways:
- Who: This guide is for municipal organizations seeking efficient maintenance management solutions.
- What: Learn how to select a computerized maintenance management system (CMMS) that fits your needs.
- Benefit: By following this guide, you can enhance compliance, reduce manual data entry, and improve asset management.
The management of maintenance for roads, buildings, parks, and other assets can be challenging. Service requests and work orders are often stored and tracked in several tools, spreadsheets, or paper files, which can feel messy and slow.
Many towns and public sector groups are now using maintenance management software to bring this data into one place. A computerized maintenance management system (CMMS) helps staff do the right work on the right assets at the right time. That can raise service levels and lower long-term costs.
Some common problems include:
- Daily data gets lost across software, spreadsheets, and paper files
- Key staff cannot get the information they need to do the work
- Reports for leaders take too long to build
- Old, legacy software is hard to use, so staff do not want to use it
A CMMS can make administrative work easier. It can also help teams share data and keep better records for long-term planning.
When looking for a CMMS for your organization, there are core features and functions that should be considered.
Features to Look For in a CMMS Platform
Convenient and Easy to Use
- Connects with other software
- Simple and clear interface
- Mobile access
- Ability for users to attach files to work orders
Workflow Management
- Work orders and service request tickets
- Staff time sheets and assignments
- Asset inspections
- Preventive maintenance scheduling and tracking
Organization and Resource Planning
- Vendor and supplier management
- Resource and inventory management
- Fleet and facility management
Reporting and Data Management
- Easy access to data for all staff
- Bulk data upload
- Cost checks and savings review
- Custom reports
Additional Features
- Road maintenance and route patrol tools
- Customer service management tools
- GIS tools to map assets and work order sites
Citywide Maintenance is a CMMS built for towns and other public sector groups. It offers the features above and flexible options, and is designed to help public teams work better.
Additional Considerations
With any big choice that affects your community, many factors matter. Stakeholder approval, staff buy-in, and budget all play a role. The best answer may also depend on size, location, climate, and the type of local government.
Here are a few things to talk about with staff and stakeholders:
Grant Funding
Over the past few years, grants have been available for upgrade work. One example is Ontario’s Municipal Modernization Program, which ended in 2021. It was aimed at smaller and rural communities that wanted to improve service delivery with new technology.
Because software costs depend on available funds, it is smart to watch grant news closely.
New funding can come at any time. Subscribe to alerts from your province and the federal government, if they offer them.
Legislative Requirements and Liability Protection
Rules are different in each province. For example, Ontario has road maintenance rules under O.Reg 366/18 Minimum Maintenance Standards for Municipal Highways. Other provinces may not have the same rules, but local or regional rules may still apply.
Some examples of provincial road maintenance standards include:
- O.Reg 366/18 – Minimum Maintenance Standards for Municipal Highways – Ontario
- Highway Maintenance Specifications – British Columbia
- Highway Maintenance Specifications – Alberta
- Municipalities Act – Saskatchewan
- Department of Transportation and Infrastructure Renewal – Nova Scotia
Having a computerized maintenance management system to track these rules can protect your local government from liability. It can also help lower insurance costs. For example, if there is a winter crash on a main street and people say the road was not sanded, you can use the records.
With the Citywide Route Patrol add-on for Citywide Maintenance, you can show when the road was last plowed and sanded, plus the condition notes entered by your field staff. That can help defend the local government in a claim.
Detailed records for playground and sidewalk repairs can also help in a liability claim.
Staff and Capacity
PSD Citywide clients often say the right staff and skills must be in place before new software is bought and used. The tool can help a lot, but its value drops if not enough people use it well.
When you review a software tool, make sure to decide who will manage it, who will use it each day, and which teams must be involved. At this stage, you may name an internal champion to lead the project and work with the vendor.
Early conversations should also cover whether you need new hires. If so, build a business case for them. You should also find any skill gaps and fix them with internal training or vendor training.
Getting support from key groups such as management, administrative staff, and field staff is needed for long-term success. It’s also important to show value to all affected groups. Discuss what each group wants. Key stakeholders may want better service for citizens. Management may want cost and time savings. Operations staff may want simpler steps and less work. These are good starting points, but all stakeholders should be part of the process.
After you review all of these factors, your team can choose the software that fits the size and scope of your group.
Change Management
Any large project needs a clear timeline and a plan for change. The phrase “biting off more than you can chew” fits software rollouts too. If your group tries to do too much too fast, the work can feel hard and stressful.
A phased CMMS rollout can help keep the team calm. If staff get too much at once, they may lose interest in the project and the buy-in you worked for may fade. Small changes are best. A good vendor will support you with planning and change management.
Find the Best Fit for Your Organization
We know towns and other public sector groups have different needs. A one-size-fits-all plan does not work well. A flexible CMMS is key. You need a tool that helps your team meet all of the needs you have found. The right software vendor will work with you during rollout and after it ends so you get the most from your investment.
