About the State of CMMS Report

What’s your CMMS Score? The CMMS Score grades and guides maintenance teams on how they’re using maintenance management software to improve operational process—ranging from asset management to preventive maintenance (PM) and beyond.

In only five minutes, you can gauge where you rank and compare against other maintenance professionals in your industry—and from there, take action on improving to the next level.

So, what does your CMMS Score mean? Are you just now discovering that a CMMS may help improve your maintenance procedures? Then, you may be an Apprentice. Or have you successfully implemented the tool across your organization and seen measurable results? Congratulations, you may be a CMMS Master.

Learn more about the CMMS Score and read the State of CMMS Report below.

Learn About the CMMS Personalities



At the Apprentice level, organizations most likely just started their CMMS research and implementation. Many may also be relying on static spreadsheets or paper-based work order systems. Apprentices are quickly learning how CMMS can streamline work order tracking, improve asset management, save on overall maintenance budgets and implement preventive maintenance schedules. But, understanding these benefits is just the start. To level-up from an Apprentice to Mover (and beyond), organizations must focus on utilizing the CMMS more heavily across their maintenance teams to drive adoption and bottom-line results.

Continue your journey from Apprentice to Mover by checking out these resources


Movers have likely gained buy-in from management, successfully onboarded the team to the tool, and are right on the cusp of realizing potential CMMS benefits and savings. CMMS Movers likely possess these traits:

  • Replacing paper-based legacy systems and processes
  • Starting to configure some assets in the tool
  • Trained and confident in using the tool
  • And dabbling in system-wide asset management and reporting

To gain momentum and move to the next phase of CMMS bragging rights, organizations must focus on configuring all assets in their CMMS, eliminating paper-based work orders completely, and realizing value in terms of proven reliability, better inventory management and more.

Continue your journey from Mover to Journeyman by checking out these resources


Journeymen have fought an uphill battle of technology adoption across the maintenance team, and are starting to realize bottom-line organizational value for program implementation. For example, many will have fewer emergency work orders due to better planning. They’ve achieved an increase in satisfaction among internal departments or between facilities due to a streamlined service request process. With initial onboarding and implementation behind them, Journeymen are set to realize benefits of greater uptime, asset life, labor efficiency and more. As they work to collect top-level results to show management, they may also be able to identify underutilized features or inefficient processes to take their program to the next level: CMMS Leader.


CMMS Leaders realize the full program value, and can tie results to bottom-line business impact. They’re armed with reports and KPIs that prove results and cost savings across assets, processes, labor and more. CMMS Leaders exhibit the following common characteristics:
  • Nearly all assets are configured in the CMMS;
  • Teams have shifted to a completely digital work order tracking system
  • Able to use automated reports, such as technician efficiency to improve resource allocation
  • Believe they can prove the ROI of the CMMS investment
  • Getting familiar with the potential of mobile features for a mobile workforce
  • And exploring how to utilize inventory features on a CMMS or the benefits of integrating an ERP system for better parts management
To finally make it to the finish line, organizations must focus on implementing preventive maintenance schedules to prove with hard evidence that the tool has helped diminish downtime.

Continue your journey from Leader to Master by checking out these resources


Masters have implemented the CMMS, seen system-wide adoption, are enjoying the benefits of mobile deployment and proven program value in terms of bottom-line impact. On top of that, they’ve overcome one of the greatest hurdles of maintenance programs across the globe—graduating from a reactive to a preventive maintenance program. The CMMS Master has it all, including:

  • A well trained and efficient team
  • Smart inventory and parts managed strategy (or an integration with an ERP system)
  • Improved reliability and uptime and extended equipment life
  • Ability to meet maintenance budgets
  • Positive preventive-to-reactive maintenance ratio
  • Data to prove to management efficiencies are up and savings are being realized

The CMMS Master makes it look easy, but it took a lot of time, patience and a top-notch implementation team to get them there. The end result? Total system reliability and sky-high maintenance efficiency.

Executive Summary: State of CMMS Report

The CMMS Score Survey was created for maintenance and facility professionals to understand how their maintenance software delivers value for their facility's operations.

  • Is the CMMS software fully rolled out with key features?
  • Has the facility achieved any measurable benefits from the software implementation?
  • To what degree is the user satisfied with the software or the program's success/failure?

Table of Contents
Part 1: About the Respondents
  • Maintenance team size and job profiles
  • # of assets, work orders, and budgets by industry
Part 2: CMMS Scores & ROI Assessment
  • Apprentice to Journeyman to Master - Groups by industry
  • Dollars saved, compared to score group, industry, and preventive ratio
Part 3: CMMS Feature Implementation Compared to Business Benefits
  • See 6 compelling charts, depicting how those that scored high in a feature implementation, also scored high on the associated benefit.

The State of CMMS Report describes and highlights:

  • How 1000 maintenance professionals rated their maintenance program
  • Across dozens of industries including facilities in Healthcare, Education, Government, Manufacturing, Energy, and more
  • Across small to large maintenance teams, from 1 to 20 to 50+ personnel
  • Across asset and work order counts, under 100 to 1000+
  • Across 40+ CMMS vendors
  • What challenges users face with their maintenance software and preventive maintenance program
  • What measurable return on investment and cost savings are achieved

Just a Few of the 1000 Organizations Represented In the Report

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Part 1 of 3: About the Respondents

Maintenance Department Size Varies Considerably By Industry

The 1000 respondents to the survey span 10 major industries. Roughly 50% of organizations in education have more than 30 maintenance employees. 40% of government maintenance organizations have more than 30 team members as well. Meanwhile, at the other end of the spectrum, not for profit organizations that participated in our survey have small maintenance teams; roughly 82% of organizations have fewer than 15 maintenance employees.

of education organizations have 30 or more maintenance employees

Majority of Respondents Work With Maintenance Operations Daily

Roughly 81% of respondents work in a maintenance-related role, such as maintenance manager, technician or operations. Presumably, these individuals are very familiar with the day-to-day maintenance activities within their organizations. And, accordingly, provide more accurate answers to questions presented in the survey.

of respondents work in a maintenance-related role

More Assets Equates to More Open Monthly Work Orders and Bigger Budgets

For most industries, there is a correlation between number of assets managed, number of work orders processed per month and maintenance budget. However, there are exceptions. Notably, organizations from the energy industry have the biggest budgets, but also the fewest number of assets to oversee and the lowest number of work orders to process per month. This is intuitive if you consider the large, capital-intensive assets the energy sector deals with (as opposed to say, replacing dormitory light bulbs at a university).

These charts also generally reveal which industries are more maintenance-intensive. Healthcare, government, and education industries have the largest number of organizations with 500 or more monthly open work orders. Not for profit organizations don’t seem to have significant maintenance needs (as indicated by low budgets, few work orders and few assets).

Naturally, Bigger Teams Have Bigger Budgets, More Assets and More Work Requests

There’s a significant difference in maintenance demands between the smallest teams and the very next size group. For example, 50% of organizations with 1 to 5 employees manage less than 100 work orders per month. This drops quickly to just 23% for the next size group of 6 to 15 employees. Below, we share details about CMMS Scores for small maintenance teams and whether labor resources impact organizations’ ability to achieve a high score.


Interested to learn more about CMMS Score and the State of CMMS Report? We uncover the preliminary data from our recent CMMS Score survey and provide an overview of the rankings. Join us to hear some of the findings and learn what your CMMS Score means. Every participant will walk away with some excellent resources to help achieve maintenance mastery.
Watch the webinar recoding!
30 minutes

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Part 2 of 3: CMMS Scores & Return on Investment Assessment

Significant Opportunity Awaits Majority of Respondents

Becoming a Maintenance Master is reserved for elite maintenance organizations that have fully implemented a computerized maintenance management system (CMMS) and that have measurably realized benefits, such as increased asset uptime, improved labor efficiency and a strong return on their technology investment.

Only 12% of organizations have achieved this status, however. The majority fall into the Journeyman or Leader categories, signifying an important opportunity for advancement in operational performance and cost savings.

of respondents ranked as Journeyman or higher

Energy and Manufacturing Organizations Prevail as CMMS Leaders and Masters

The energy and manufacturing industries are neck and neck with 51% and 49% of organizations, respectively, achieving Leader or Master Scores. At the opposite end of the spectrum, a majority of nonprofit organizations stand to improve their CMMS Score (and subsequently realize maintenance improvements and cost savings). To be fair, they also had the smallest departments, smallest budgets and fewest assets to manage.

of Manufacturing & Energy organizations rank ask Masters or Leaders

Small Maintenance Teams Can Become Masters, Too

While small maintenance teams have the highest number of Apprentice Scores, many of them were still able to achieve Leader and Master status. So, regardless of budget and labor resources, maintenance teams of any size can reach the highest, most respectable CMMS Score of Master.

of smaller maintenance departments rank as Masters or Leaders

Masters Save Millions

Alliteration aside, organizations that achieve Master Scores realize the strongest return on their CMMS investment. Indeed, 24% of Masters reported savings of “millions of dollars” when asked to quantify the value of their CMMS investment. And, there is a clear correlation between CMMS Score and return on investment (ROI). The better the score, the stronger the ROI. Therefore, organizations should strive to improve their CMMS Score by improving the utilization of their CMMS (e.g. number of assets configured in the software, personnel trained and using the software, etc.).

of Masters report measurable & significant cost savings from their CMMS implementation

Industries With Highest Scores Realize Strongest ROI on CMMS Investment

Look familiar? The energy and manufacturing industries lead the way in number of organizations achieving Leader and Master Scores. And, as illustrated in the previous chart, there is a strong correlation between high scores and CMMS ROI. It’s not surprising to see these two industries also leading the way in savings from their CMMS investments.

of facilities that have substantially rolled out a CMMS report significant cost savings, from tens of thousands to millions of dollars.

Preventive Maintenance Also Driver of Strong CMMS ROI

Organizations that perform more preventive maintenance, versus reactive or corrective maintenance, realize a stronger ROI on their CMMS investment. And, not surprisingly, organizations that achieved a high CMMS Score also have a high number of preventive maintenance activities configured in their CMMS. This should incentivize maintenance teams to develop PM procedures, schedule them in their CMMS, establish performance metrics and finally, build (or automate) PM reports in their CMMS to understand problem areas and opportunities.

of facilities that have 50% or greater preventive ratio report significant cost savings from their CMMS, from tens of thousands to millions of dollars.

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Part 3 of 3: CMMS Feature Implementation Compared to Business Benefits

Equipment Life Increases as More Assets Are Configured In CMMS

We asked respondents a series of questions about utilization of their CMMS, and if they experienced corresponding benefits. For example, we first inquired about the number of assets configured, and how that has helped extend the life of equipment and assets. The results are clear. Organizations that have more assets configured in the software also realize increased asset life.

of organizations that configure most assets in their CMMS report strong improvements to equipment life span.

How Maintenance Managers Extend Asset Life and Decrease Downtime with CMMS

The manufacturing industry is the sixth largest employer in the United States. In 2016, the manufacturing industry contributed $2.1 trillion to the economy. Because of this, a solid maintenance strategy is critical for manufacturing facilities to perform at peak performance and meet customer demands.
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Service Satisfaction Improves as More Service Requests Managed in CMMS

Next, we asked respondents about the number of work orders and service requests managed through the software, along with how this has improved customer satisfaction with the service request process. The outcome here is more dramatic. A slight improvement in managing work orders in the CMMS, from “none” to “few,” has a significant impact on customer satisfaction. The general trend here is also obvious. Customer satisfaction improves as more work orders and service requests are managed in a CMMS.

of facilities that configure most work orders in their CMMS report strong improvements to service satisfaction.

See How Maine Medical Improved Their Work Order Process with Maintenance Connection

Watch as a Maintenance Connection Customer Describes How Easy it is to Manage Work Orders and Improve Efficiency with their CMMS System.
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Investing in CMMS Training Significantly Impacts Work Scheduling and Labor Efficiency

What about your most important assets: your employees? Our research shows organizations that invest in CMMS training see improvements in labor efficiency. Specifically, we asked respondents about the number of maintenance and operations personnel trained and using the software, along with how their work scheduling and labor efficiency has improved. Again, even a small amount of training, from none to few, can have a significant impact.

of facilities that have most technicians trained on their CMMS report strong improvements to labor efficiency.

Digging Out of Deferred Maintenance: 3 Steps to More Preventive, Proactive Schedules

While nearly all maintenance managers strive to be proactive and efficient in their work, many end up falling short. Maintenance managers can shift reactive measures to preventive maintenance (PM) schedules. PM schedules help boost team productivity, decrease machine downtime and improve budget in comparison to reactive maintenance.
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Mobile CMMS Use Also Positively Impacts Labor Efficiency

Continuing with the topic of labor efficiency, we asked organizations how many of their maintenance employees use a mobile CMMS. Those with a greater number of personnel using a mobile CMMS also reported greater improvements in labor efficiency. This is not surprising if you consider how a mobile CMMS allows technicians to access and update work orders from the field.

of organizations that actively use mobile CMMS report strong improvements to labor efficiency.

Meanwhile, 40% of Organizations Still Don’t Use a Mobile CMMS

Despite the clear benefits and ubiquity of mobile devices, roughly 40% of organizations still don’t employ a mobile CMMS system. However, this is actually better than what we reported last year. Based on respondents answers, roughly 75% who took our 2016 State of CMMS survey were not using a mobile CMMS.

Why Your Maintenance Management Needs a Mobile App

Mobile has surged as our channel of choice—and apps our new currency. Mary Meeker’s 2015 Internet Trends report illustrates a few ways the workforce is getting more tech-savvy with mobile...
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Improve Parts Availability and Time-to-Fix with Better Inventory Management

No surprises here. The more inventory you track in your CMMS, the more you’ll improve part availability and repair time. In fact, 85% of organizations that have all inventory managed in their CMMS have realized a “strong” or “maximum” benefit of improved parts availability and time to fix.

of facilities that have most spare parts managed in their CMMS report strong improvements to parts availability and time to fix.

3 CMMS Features Facility Managers Should Rely on for Inventory Management

Managing inventory is a labor-intensive task that requires accuracy and efficiency. Statistics show that sales representatives typically spend 65% of their time on non-customer facing activities, such as inventory control.
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What Gets Measured Gets Improved

If your management team cares strongly about getting better insights into performance, then you should put more effort into capturing and reporting key metrics and KPIs in your CMMS. Nearly 70% of organizations that put forth the most effort also realize the most benefits.

15 Top-Tracked CMMS KPIs for Manufacturers

Manufacturers have a wide range of systems in place that drive the success of the business and keep uptime performance on the upswing. And while individual manufacturers may have a different goal that defines success—an efficient team, decreased operational downtime or zero inventory stockouts—one factor remains true: success must be measured.
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Maintenance Connection Customers Achieve
Higher CMMS Scores Than Their Industry Peers

Whether you’re new to CMMS and ranked as an Apprentice, you’re starting to see benefits like a Journeyman, or you’re on the road to success as a Leader, any CMMS user can become a Master with Maintenance Connection.

Average CMMS Score by Industry: Maintenance Connection vs Others

How likely are you to recommend your CMMS to a colleague?

CMMS Features

Work Order Management

Work order management gives you the capability to digitally create and track work orders with ease. Improve your process with automated scheduling. Include critical details such as requester, asset location, maintenance procedures, labor costs, and more.

Enterprise Asset Management

Enterprise asset management makes record keeping simple. Store details about your organization's assets in a single, online repository for safekeeping. Options like search and filter let you view historical information and upcoming maintenance schedules.

Equipment Inventory Management

Inventory management measures accurate quantities of equipment on hand by location. Powerful barcoding adds the ability to perform quick inventory counts and conduct check in/out procedures for parts needed to complete tasks.

Preventive Maintenance

Preventive Maintenance (PM) equips you with valuable insights to save time and money. Easily create schedules, track procedures, set maintenance routines, balance workloads, and more with auto-generated schedules and PM notifications.

Predictive Maintenance

Predictive Maintenance (PdM) empowers you to identify issues before equipment fails. This approach scans equipment data for performance trends and uses condition-based monitoring to trigger alerts so you can fix issues before they occur.


Maintenance reporting puts powerful data in the hands of those who need it. With over 200 canned reports available for automated scheduling, you can run reports that are proven to monitor work, set benchmarks, and uncover opportunities to improve maintenance operations.


Mobile CMMS equips technicians with the ability to create, update, and complete work orders from the field. Reduce work order completion times with access to asset and equipment details on any mobile device. Improve efficiency via automatic recording of time and materials.


Security in CMMS allows you to protect your vital maintenance data at all potential access points, from physical server access at data centers to permission controls in the software to encryption of data transmitted over the Internet.