6 Facts to Know About CMMS Fleet Maintenance Software

6 facts to know about CMMS fleet maintenance software

In the world of transport and logistics, trucks play an essential role. After all, thanks to them and everyone involved in this industry, our society can function and have food for every meal. From trucks transporting goods long distances to heavy machinery used in construction, these heavy vehicles represent a vital part of the global economy. However, a worrying reality remains: maintaining them is often a major challenge for businesses, leading to costly downtime and significant productivity losses. According to a recent study by the American Transportation Research Institute (ATRI), the costs associated with downtime for commercial heavy-duty vehicles and equipment in the United States total more than $74 billion annually. Faced with this situation, companies are increasingly turning to CMMS fleet maintenance software to simplify their maintenance processes and maximize the operational availability of their heavy vehicle fleet.

1. What is CMMS Fleet Maintenance Software?

Heavy vehicle and equipment shop management software are computer systems designed to help organizations effectively manage their fleet’s preventive and corrective maintenance operations. These systems allow organizations to plan, organize, and monitor maintenance activities, manage spare parts inventories, generate detailed analysis reports, and optimize work processes in the garage.

These programs, also called “heavy-duty shop management software,” are typically used in trucking, construction, bus, heavy-duty repair shops, leasing companies, and other industries that use heavy vehicles. Heavy-duty shop management software comprises several complementary features, each useful for a company managing garages.

Among the essential functionalities of heavy-duty shop management software are modules allowing you to plan preventive and corrective maintenance, manage work orders, manage units and all their history, manage purchase orders and warranties, and generate personalized reports. Some software like MIR-RT offers very interesting additional features for organizations that want to optimize their processes further: management of inventory, tire tracking, wheel retorquing, invoicing, vehicle leasing, etc.

2. Why Heavy-Duty Shop Management Software is Important?

Using heavy vehicle shop management software has many advantages over traditional maintenance management methods, which have had their day. Gone are the days when upcoming maintenance was noted on a whiteboard in the garage or in a panoply of paper documents lost in filing cabinets. Turnkey options are available to the most minor and prominent companies maintaining heavy vehicles and  equipment. With these powerful maintenance software, you can automate many manual tasks, saving time and reducing human errors. You can also better manage your costs by knowing how your money is spent in real time. Additionally, by enabling proactive maintenance management, heavy vehicle maintenance software helps reduce downtime and maximize the availability of vehicles and equipment on the road. This gives you a competitive advantage and inevitably results in increased productivity and improved profitability.

3. How to Choose the Right Heavy-Duty Shop Management Software?

Before selecting a heavy vehicle shop maintenance software, it is essential to identify your company’s specific needs and preferences based on your current maintenance management processes, your existing digital ecosystem, and the resources available to ensure the supervision of your computerized maintenance management system (CMMS). Once the needs have been identified, it is appropriate to compare the different solutions available on the market according to the criteria that best represent the reality of your organization. For example, it is generally valuable to compare software according to its usability for managers but also for mechanics who use it daily. The diversity and relevance of the functionalities offered and the total cost of ownership are also elements to keep in mind.

💡Friendly advice: remember to compare existing and possible integrations between the solutions you are considering because these integrations will allow you to centralize your data and increase efficiency. If you still need to decide between the solutions available, comparing the training offered may be interesting. Are they carried out remotely, via a computer, or does a trainer take the time to provide personalized in-person training according to your needs? Does the supplier offer any financing options? These are all relevant elements that are not necessarily provided with every software.

4. What Are the Main Trends in Heavy-Duty Shop Management Software?

The field of heavy vehicle shop management software is evolving rapidly, with the introduction of new technologies and innovative features that contribute to optimizing the work carried out in the garage. Here are two current trends that should not be overlooked:

Use of the Internet of Things (IoT) and Sensor Technology

Maintenance software is increasingly integrating the Internet of Things (IoT) and sensor technology to monitor the health of vehicles and equipment in real time. These technological advances allow for the early detection of problems and more efficient maintenance planning. For example, Hunter Engineering is a pioneering company with a range of products dedicated entirely to heavy vehicles. Among these products, the Quick Check Commercial allows garages to measure tire thickness by passing a heavy weight over a detection plate linked to terminals equipped with intelligent sensors.

VMRS Standards

Another trend that has gained momentum in recent years is the standardization of maintenance and repair classification methods by a set of codes called “VMRS standards.” This standardization allows fleet managers to better control maintenance operations and the associated costs by finding consistency in the documentation carried out by the different mechanics.. If you are interested in this trend, we recommend reading our article on VMRS standards.

5. How Much Does Heavy-Duty Shop Management Software Cost?

The famous question that must burn on your lips now that you know more about heavy vehicles and equipment maintenance software is: how much does heavy-duty shop management software cost? The answer is straightforward: it depends on several factors.

Factors Influencing the Acquisition Cost

The amount to invest in acquiring heavy-duty shop management software will change mainly depending on the number of licenses required, that is, the number of people who can use the software simultaneously. The size of your fleet will also be a determining factor, which goes hand in hand with the number of licenses required.

Subsequently, your desire to obtain additional features that enhance your experience, such as personalized dashboards, will also affect the acquisition cost. The same goes for your desire to link your new maintenance program with your existing digital ecosystem (accounting, dispatch, telematics (ELD) etc.) through integrations, avoiding double information entry.

Different Billing Methods

Some vendors charge their customers an upfront acquisition cost that allows them to use the software for as long as they want. Although this approach may initially seem intimidating, it offers a significant ROI from the first years, thanks to the savings provided by reduced maintenance costs and increased warranty claims.

Other providers offer different monthly plans with a cost based on the size of your fleet. This method can be advantageous in the short term but has the disadvantage of making you pay for the software throughout your use. So, unlike the first method, after several years, you risk paying for the program more than once.

6. How Does Training Work With the Purchase of Heavy-Duty Shop Management Software?

When you purchase a heavy vehicle and equipment heavy-duty shop management software, you must learn how to use it properly to get the most out of it. The difference between using such a system with and without complete training is significant and decisive in achieving your maintenance optimization objectives.

Some heavy-duty shop management software solutions suppliers offer remote learning through informative videos. These videos are relevant but generic and very little personalized to your needs and industry. Other providers, such as DataDis, are recognized for their comprehensive face-to-face training directly in your company. This way, you can be sure that your team will be equipped to use the tool to its full potential and thus get a return on your investment much more quickly.

At DataDis, training takes place in several phases. From the start of the implementation project, a project manager is assigned to you to prepare the collection of information necessary to create your database in the MIR-RT software. Then, your project manager will visit you in the company for a few days/weeks depending on training needs to train the different members of your team. The training is intended for your mechanics, shop supervisors, shop managers and any other team members involved in maintenance. These practical training courses are personalized according to the different stakeholders’ use of the software. The training process finally ends with a “Go-Live”, a trial day in which your team practices the software with the project manager trainer to answer their questions. We recommend that you take the time to read our article detailing 6 steps to effectively prepare your team for the implementation of mechanical workshop management software.

In conclusion

Heavy vehicle shop management software has become essential for companies wishing to optimize their maintenance operations, reduce downtime, and maximize the availability of their vehicle fleet. By choosing the right software and leveraging the latest technologies and industry trends, businesses can improve operational efficiency, reduce costs, and stay competitive in a market that requires continuous process improvement.

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