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Maintenance software features keep expanding

Computerized maintenance management companies embrace advanced technologies

Feb 27, 2025 |

Image courtesy of Smart Facility Software

Several trends are emerging regarding computerized maintenance management systems (CMMSs) in hospitals, including cloud-based solutions for improved accessibility and data management; mobile-friendly interfaces for technicians to use in the field to access equipment data and update information; predictive maintenance capabilities to improve system performance and uptime; and improved reporting and analytics.

Moreover, hospitals are moving away from standard CMMS features in favor of more robust systems that cater to health care-specific needs. For example, having compliance codes embedded into the CMMS ensures the right work is done at the right time, with the right documentation.

“Other health care-specific features include managing permits such as infection control risk assessments, pre-construction risk assessments and interim life safety measures as connected components of work order management,” says Josh Malbogat, vice president of sales at Brightly Software, a Siemens company in Raleigh, N.C. “As hospitals must do more with fewer resources, CMMSs must help streamline the permitting process.”

Many health care organizations are using advanced visual analytic dashboards that provide real-time data and key performance indicators (KPIs) such as mean time between failures, technician performance and asset maintenance costs, says Lynn O’Donnell, chief operating officer at FacilityOne in Charlotte, N.C.

Also, sustainability efforts are driving hospitals away from paper-based processes toward digitized CMMS and facility compliance software, according to Amanda Haviland, director of program management at Soleran Inc. in Overland Park, Kan. “As clinical operations become even more digital, non-clinical areas are following suit. Real-time data collection through mobile CMMS apps improves efficiency, allowing staff to track KPIs and generate reports instantly,” she says.

However, hospitals pose some challenges to CMMS vendors.

For instance, while application programming interfaces (APIs) and data exports are straightforward, the problem is access to connectivity, says Mark Clabaugh, chief information officer at Smart Facility Software in Nashville, Tenn. “There is always interest from hospital facilities managers, but it is sometimes difficult to get commitments to collaborate from all software and hardware providers.”

CMMS software providers also need to understand the challenges that hospitals face when seeking solutions, according to O’Donnell. “For example, there may be expertise constraints in hospitals that make it difficult to create dashboards, so CMMS providers need to deliver out-of-the-box, custom insights and analytics. Also, budget constraints make integrations more challenging, so it is important that vendors provide affordable solutions,” says O’Donnell.

Technology trends

Developments such as artificial intelligence (AI), the Internet of Things (IoT), digital twins and edge computing are making an impact on the evolution of CMMS. “With the world moving toward AI as a backbone of digital technology, we are seeing more demand for diagnostic recommendations,” says Tara Acree, enterprise account executive at Fluke Reliability in Everett, Wash.

AI and machine learning enable predictive maintenance, anomaly detection and automated work order generation. In fact, IoT devices integrated into heating, ventilating and air-conditioning systems can monitor air quality, temperature and humidity levels across hospital zones.

“This is especially important in high-risk areas, such as operating rooms,” says Amy Nunziata, executive vice president for the health care division at JLL in Chicago. “Also, IoT sensors attached to mobile medical equipment such as infusion pumps, ventilators or wheelchairs can provide real-time location data.”

Technologies such as AI not only drive efficiencies but also move things much further into the realm of the predictive, according to Al Gresch, vice president of health care technology management consulting at Phoenix Data Systems Inc. in Southfield, Mich. “Using AI to query the CMMS based on a particular failure, and to get a quick response regarding possible solutions, parts and equipment to facilitate the repair based on history, helps make facilities technicians more efficient,” he says.

Further improving CMMS efficiency, 5G wireless technology can support faster data transmission and facilitate real-time analysis and remote monitoring, according to Haviland. “Digital twins allow virtual models of assets for simulations, helping to optimize maintenance strategies, while edge computing reduces latency for time-sensitive insights by processing data locally. Integrating these technologies with tools, like project management and safety apps, can streamline operations and reduce costs,” Haviland notes.

Product features

The latest CMMS products incorporate many of these features. Brightly Software is working to enhance a holistic, 360-degree view of facilities compliance within its CMMS. New features include connecting The Joint Commission and other health care requirements to work orders, preventive maintenance tasks and assets. This creates digital compliance dashboards that provide managers with a snapshot of the facility’s compliance completion and documentation requirements, integrating permitting into the work order management system.

EQ2 LLC in Charlotte, N.C., has introduced HEMS One, a CMMS based on Microsoft SQL. It can be accessed via the cloud as a software as a service system hosted on Microsoft Azure or on-site at the hospital. It can be used with Windows, Android and iOS operating systems. “HEMS One contains the most desired features for asset management in one product,” says Rich Sable, product manager at EQ2. “Each user can customize the layout of the home screen and search fields. Also, each dashboard has quick links to reports and audit tracking.” EQ2 plans to release a new version of HEMS Remote, its mobile app for smartphones and tablets, designed for technicians so work can be completed in the field without a network connection and synced later.

Likewise, FacilityOne has introduced F1 Inspects, a mobile solution available for Android and iOS devices that is designed to streamline facility inspections and help maintain regulatory compliance. Managers can create personalized inspections or use pre-built templates. Technicians can complete inspections on the fly while in the field. Also, within the F1 Insights platform, the company has released a dashboard that allows managers to quickly see their compliance percentages by location and enterprise.

FacilityOne also has released an advanced auto assignment, which allows hospitals to automatically route work orders by shift, location and specialty. “Work orders are assigned quickly, without the need for human interaction to dispatch, thus increasing productivity and end-user satisfaction, and reducing costs,” O’Donnell says.

Recent upgrades to Fluke Reliability’s eMaint X5 that benefit hospitals include the offline eMaint X5 mobile application, which gives technicians access to work orders on the go. “Lengthy compliance checklists can be completed without an internet connection and automatically sync as soon as the connection is restored,” Acree says. The eMaint enhancements to the calibration module specifically benefit biomedical and radiology departments. “Users can schedule and complete tasks in-house, or contract out calibration work, and maintain compliance on medical equipment within the same solution as their facility, information technology or fleet equipment. This allows multiple departments to standardize on one solution,” Acree adds.

JLL recently entered into an agreement with MSA Safety Inc. to include MSA Parasense refrigerant tracking and compliance (RTC) in its intelligence-driven facilities management platform. As a result, JLL’s Corrigo RTC enables users to track and report refrigerant transactions directly from their CMMS, creating a unified solution.

Accessible from any device, Corrigo RTC provides a consolidated view of all refrigerant transactions and equipment service data, empowering informed decision-making. “It helps prevent refrigerant leaks and emissions through regular leak inspections and improved documentation, aligning with sustainability initiatives,” Nunziata says.

Soleran Inc. has launched Soleran Healthcare, a cloud-based platform designed to streamline compliance and processes for health care facilities. It includes six suites with 27 applications, offering real-time reporting, mobile access and dashboards with no need for API connections. Soleran also has introduced five applications that are included in the platform. One, the compliance survey dashboard, enables real-time audits, digital document reviews and report attachment to preventive maintenance tasks. The others are schedule planning report, fire safety manager, capital planning manager and site pass.

Nuvolo in Wellesley, Mass., has introduced Workplace, a CMMS that focuses on managing space utilization and optimizing facilities management, says Michele Mucia, senior director of health care strategy. Key features include real-time space analytics, mobile accessibility for facilities managers and integration with existing building management systems. The company also has upgraded its Nuvolo asset and maintenance application. Enhancements provide advanced tracking and maintenance scheduling for medical equipment to ensure that regulatory compliance is met. Key features include radio frequency identification tracking, predictive maintenance analytics and integration with inventory management systems. It includes a centralized dashboard for tracking work orders and mobile access for technicians. Nuvolo also has introduced a space and workplace application that helps managers optimize how facilities are being managed and aids compliance metrics.

Phoenix Data Systems Inc. offers AIMS 3 Automation, which is designed to streamline processes and enhance workflows. In addition to its facilities management capabilities, AIMS 3 offers biomedical CMMS software solutions. AIMS 3 also is used by many environmental services (EVS) departments. “Phoenix recently developed a request/delivery component for equipment and consumables, which ensures that clinical caregivers have timely access to the resources they need,” Gresch says.

Smart Facility Software’s CMMS is primarily focused on EVS departments. The creator of ES Optimizer, the company is developing more interoperative features and interapplication communications. “For example, with the HL-7 interface, our software receives messages that a patient is leaving a room and then notifies the appropriate employee to clean the room,” Clabaugh says. “It then monitors the arrival, progress and completion of that room. When done, it sends a message, again via the HL-7 interface, verifying that the room is ready to occupy.”

Finally, the new Flow tool from FSI in Cranberry Township, Penn., allows the creation of custom, no-code CMMS workflow automations to add new levels of efficiency in FSI’s CMMS. It adds shortcuts for the repetitive workflows that are unique to each facility while supporting facilities to maintain clean information, an essential building block for reporting and data-backed decision-making. Flow enables automations that save time and eliminate the risk of errors in manual data entry to support efficiency for maintenance departments without sacrificing accuracy or data integrity. Departments also can control access with role-based permissions, the company states.

Looking ahead

As senior staff members retire and labor shortages persist, CMMS software has the potential to enhance employee training — becoming the key tool for knowledge retention and transfer to the next generation of facilities professionals. “Offering features ranging from detailed procedures to step-by-step instructional videos will dramatically reduce the ramp up time for new staff,” Malbogat predicts.

Automated testing and maintenance, along with IoT device integration, will enable real-time monitoring of equipment performance, providing automated alerts and scheduling of maintenance tasks based on actual usage and condition, Mucia predicts. “By leveraging AI and machine learning, future CMMS solutions will analyze historical data to predict when equipment is likely to fail, enabling proactive maintenance and reducing downtime. Also, continued focus on user experience design will lead to more intuitive interfaces, making it easier for staff to use CMMS solutions effectively, regardless of their technical or compliance expertise,” she says.