CMMS vs CAFM
| System | Focus | Core Functions | Best For |
|---|---|---|---|
| CMMS | Maintenance management | Work orders, PPM scheduling, asset register, parts inventory, labour tracking | Single building, maintenance-focused operations |
| CAFM | Facility management (broader) | Everything in CMMS plus space management, helpdesk, contractor management, lease management, energy monitoring | Multiple buildings, full FM scope |
| IWMS | Integrated workplace management | Everything in CAFM plus real estate portfolio, capital projects, sustainability tracking, workplace experience | Enterprise portfolios, corporate real estate |
Core CMMS Functions
- Asset register: Every maintainable asset with ID, location, make/model, install date, criticality, expected life.
- PPM scheduling: Automated generation of planned maintenance tasks with frequencies, checklists, and assigned technicians.
- Work order management: Create, assign, track, and close reactive and planned work orders with time, cost, and outcome recording.
- Helpdesk: Occupant request logging, categorisation, assignment, and SLA tracking.
- Parts inventory: Spare parts stock levels, reorder points, usage tracking, cost allocation.
- Reporting: PPM compliance, MTTR, backlog, cost by asset/system/building, KPI dashboards.
Selection Criteria
| Criterion | What to Evaluate | Weight |
|---|---|---|
| Ease of use | Can technicians use it on a mobile device without training? | High |
| Mobile app | Offline capability, photo upload, barcode/QR scanning | High |
| Configurability | Can you customise fields, workflows, and reports without vendor help? | Medium |
| Integration | BMS, finance system, HR, energy monitoring, IoT sensors | Medium |
| Reporting | Standard KPI dashboards, custom reports, export to Excel/PDF | High |
| Scalability | Can it grow from 1 building to 50 without replacing the system? | Medium |
| Total cost | Licence + implementation + training + ongoing support (3-year TCO) | High |
| Vendor stability | How long in business, customer base, financial health | Medium |
Implementation Approach
- Define requirements before looking at products. What problems are you solving?
- Asset register first. The system is only as good as the data in it. Walk every plant room.
- Start simple. Work orders and PPM scheduling. Add modules incrementally.
- Train thoroughly. Budget 20-30% of project cost for training. Technician adoption determines success.
- Pilot on one building before rolling out to the portfolio.
- Measure adoption. If technicians are not closing work orders in the system, it is not working.
Common Implementation Failures
- No asset data: System implemented with empty asset register. No meaningful reporting possible.
- Over-configuration: Months spent customising every field. System launches late and over budget.
- No training: Technicians bypass the system and use paper. Data quality collapses.
- No champion: Without a dedicated person driving adoption, usage declines after 3 months.
- Wrong system: Enterprise IWMS for a single building, or spreadsheet for a 50-building portfolio.
References
Insights & Guidance
- CMMS = maintenance-focused (work orders, PPM, assets). CAFM = broader FM (adds space, helpdesk, contractors). IWMS = enterprise (adds portfolio, capital projects).
- Asset register first. The system is only as good as the data in it. Walk every plant room before launch.
- Budget 20-30% of project cost for training. Technician adoption is the single biggest success factor.
- Start simple: work orders and PPM scheduling first. Add modules incrementally after adoption is proven.
- Common failure: system implemented with empty asset register and no training. Usage declines within 3 months.
Without a CMMS, maintenance is managed by memory, paper, and WhatsApp. PPM tasks are missed, work order history is lost, costs cannot be tracked, and KPIs cannot be generated. A CMMS transforms FM from reactive guesswork to data-driven management.
- Empty asset register — no data means no meaningful reporting.
- No training — technicians bypass the system; data quality collapses.
- Over-specification — choosing an enterprise system for a simple operation.
- CMMS/CAFM system in active use
- Asset register populated with building equipment
- PPM schedules generating work orders automatically
- Monthly KPI reports from the system
- Is there a CMMS in use (not just installed)?
- Are technicians closing work orders on mobile devices?
- Can the FM manager show live KPI dashboards?
- What CMMS/CAFM system do you use?
- How many work orders were completed last month?
- What is your current PPM compliance rate?
- System selection — FM technology consultant.
- Implementation — vendor professional services or FM consultant.
- Data migration — data specialist with FM domain knowledge.