Choosing and purchasing a CMMS


Choose the right maintenance software with our seven steps process.

Download the sample specification sheet:

Download .xlsx

Our seven steps process of finding the right software:


7 Step Process


You have recognized that you need maintenance software and you are the one that is selecting and later implementing the software. Here is what you need to know:

The selection and implementation of new maintenance software is sometimes a rather slow process. That is because – depending on the size of your company – many stakeholders need to be involved.
Because all these stakeholders usually have different, if not conflicting demands on the software, your first priority should be to identify these decision-makers and figure out what demands and concerns they have with regards to a new maintenance software.

Every company is different but there are some similarities that we have seen when it comes to selecting maintenance software. To make it easy to follow up we have separated the process of selecting a maintenance software into 7 steps.


Sample request for quotation and specification sheet


When you evaluate different maintenance software providers, it is crucial that you know which functions are important to your company. It is important that you purchase a system that is complex enough to encompass all the processes in your maintenance department but simple enough to be adopted and used as the preferred maintenance software in your company. In our sample spec sheet, we collect the functions and requirements that we have encountered to help you evaluate which functions to look for in maintenance software:



Download the full excel specification sheet:

The process of choosing a CMMS

We need software!

Someone sees the need for maintenance software. This may be for a variety of reasons: an audit that requires maintenance data such as IATF or just an increasingly complex maintenance organization.

  • “We need to get a mean time to repair measurement for our equipment.”
  • “We need to see how much time we have spent on preventive maintenance over the last quarter compared to last year.”

Who is responsible?

In an optimal scenario, there is a formal project with a project manager assigned to 1) identify the need for maintenance software and 2) select the right maintenance software.

  • “Do we really need new software for that?”
  • “Don’t we have existing systems we can use?”
  • “Can we get a budget for maintenance software?”
  • “What different types of maintenance software solutions are out there?”

Who will use the software, and who will be involved in the selection process?

The Project manager/team identifies the other stakeholders that are needed to see the project through.

  • “Who will be influenced by maintenance software?”
  • “Whom will the software create value for?”
  • “How will support the implementation.”
  • “Who has to be involved in the decision-making process? “

What are the goals?

The Project manager/team identifies the short- and long-term goals of the maintenance department and the obstacles to these goals; If maintenance software is able to help achieve the goals of the maintenance department, continue—otherwise, no need to look further.

  • “What do we want to improve in the maintenance department?”
  • “We want to minimize downtime.”
  • “We want to minimize time to repair.”
  • “We want to have a less stressful working atmosphere.”

What are the requirements?

What are the specific requirements on the software that are needed to fulfil these goals?

  • “Create an RFQ (Request for quotation) with your requirements.”

What kind of software is out there?

Research market for vendors and analyze differences and send RFI to the most promising ones.

  • “What are the main criteria for differentiation?”
  • “Which software seems to fit us?”
  • “Does the software meet our demands?”


Invite for demo and select the most promising one.

Invite fitting software vendors for a live demo.
Make sure that the most critical stakeholders will participate in the demo event.
If possible, gather all stakeholders after the last event and make sure that you get a joint decision.

book a demo

Stakeholders of the selection and implementation process:


Selecting and implementing usually requires getting a go from a variety of stakeholders. Stakeholders are the ones that will be affected by or work with the new software. Makes sure to involve them early into the decision-making process so that they won’t have objections later on:


Maintenance Manager
  • Own and control processes
  • Oversee all maintenance activities
  • Plan personnel and resources
  • Improve overall productivity
  • Justify budget
  • Minimize downtime
Maintenance Personnel
  • Minimize administrative tasks
  • Get a daily task list
  • Quick and easy reporting
  • Access information (previous repairs, documentation, spare parts)
Production Manager / Plant Manager
  • Increase productivity by minimizing downtime
  • Statistical Data
  • Budget justifications
  • Minimizing costs
  • Informed investment decisions
  • TPM Measures
  • Certificates and audits
Production Personnel
  • Quick reporting
  • Follow up on their reports
IT Department
  • Ensure Data security
  • Know about the technical infrastructure
  • Have a permanent support partner
  • Know about access levels and license model
  • Ensure smooth data integration
  • Easy data recovery if needed
Procurement / Finance
  • Know about the license model
  • Negotiate a good deal
  • See ROI / Estimated / Other benefits (How much will it cost and how much will it save us.
CEO / Site Management
  • Understand the benefits of a CMMS
  • Data visualization
  • Get certified
Work council
  • Understand the overall goal and intention in the use of the software
  • Make sure that there is no negative impact related to the employees in using the software
  • Understand also the positive outcome of the use of the software regarding work environment etc.


Download the full excel specification sheet: