CMMS Optimization
Many companies set up their CMMS or EAM systems the wrong way or don’t use them at all. They might track if maintenance tasks are completed on time but miss how these tasks were done. They also don’t check if the maintenance actually stopped or reduced failures, which is the main goal. Because of this, they can't tell how well their maintenance works or use the data to avoid failures caused by poor system setup.

CMMS Common Issues
Common issues include confusion over which system to choose. Many know they need a CMMS but struggle to pick the right one. Often, systems are not set up properly, with shallow asset hierarchies and missing data like nameplates or bill of materials. Without proper data, the system loses value. Asking for good metrics and reports becomes impossible. Failure codes are often unclear or don’t accurately describe issues because they haven’t been customized for each equipment type. It’s hard to know which failures could have been prevented or caught early through PM or PdM. If the CMMS isn’t set up correctly, workers may perform PMs just for the sake of checking boxes instead of preventing failures. Without proper setup, the whole system loses its purpose and efficiency.

Improve Decision-Making
An Optimized CMMS delivers accurate, timely data that helps you make smart decisions about maintenance and operations. It automates common tasks, tracks history, and lets you sort through large amounts of data quickly for analysis. If you haven't used a CMMS before, there are over 400 options to choose from, each with different features, costs, and strengths. This variety lets you find a solution that fits your organization’s needs without overspending.
The value of a CMMS relies on the quality of its data. Consistent, accurate, and complete information makes the system effective. How you set it up and use it directly affects data quality and how well it supports best practices. Each part or module should be checked regularly for accuracy and proper data flow. Proper setup and ongoing checks ensure your CMMS performs at its best.

TLX is Your Guide
TLX Maintenance Specialists has developed a proven process for companies that already use a CMMS. This process draws on over 30 years of planned maintenance knowledge and experience. It involves interviews with staff, watching operations firsthand, reviewing documents, and analyzing existing data. The CMMS Condition and Utilization Evaluation checks each module or area for proper setup, data accuracy, and how well it integrates with other systems. Our goal is to see if they follow best practices. Afterward, we develop a detailed CMMS Implementation & Optimization Plan. This plan outlines what needs to be done, how long it will take, the order of tasks, and the resources needed. The plan is structured like a project.
The evaluation usually covers all key modules or areas of the system. We focus on several important factors. These include:
- The quality, consistency, and use of data.
- We also review the presence and completeness of Standard Operating Procedures (SOPs), workflows, and processes.
- Accuracy of costing data and security settings are checked too.
- We look at how well training, documentation, and support are provided.
- The assessment includes how data connects with other systems and whether data fields are set up to support best practices.
- We also examine the use of Key Performance Indicators (KPIs) or metrics. All findings and recommendations are documented, analyzed, and organized into a report. This report acts as both a guide and baseline for improving the CMMS.
Understanding asset importance and creating a hierarchy is key. Equipment Process walkabouts help gather information about assets and their connection to the CMMS. We collect data directly from equipment nameplates for accurate recordkeeping. We also work with teams to rank assets by their criticality and risk. This helps prioritize work orders that prevent failures and reduce risks.
For successful CMMS implementation, proper setup is essential. TLX Maintenance Specialists provides guidance to maximize your investment. We have extensive experience helping organizations implement CMMS and EAM systems. Our focus is on creating a system suited for maintenance work, not just accounting or IT needs. We often assist in fixing poorly set up systems and making them more effective. Proper configuration helps ensure the system supports your maintenance goals fully.
Contact us for a free consultation!
Let our experts help you optimize your CMMS system and improve your maintenance operations.