By Tom Singer

Readers often ask me for advice on low-cost CMMS packages. I hesitate to make recommendations because I have limited knowledge of this sector. Most consultants may share this limitation since we typically deal with maintenance operations requiring higher-end software.

At least two motives underlie these inquiries: Either the reader has a small maintenance operation, or management will not approve a major software purchase for maintenance. The latter reason occurs too frequently in the real world of maintenance management.

But these aren't the only reasons a maintenance operation might seek a low-cost CMMS package. A maintenance department might be able to cost-justify a high-end CMMS solution, but the capital for the acquisition won't be available for some time. Also, an organization may already have purchased the licenses for an expensive CMMS/EAM package, but can't devote the resources for implementation. This may seem incongruous, but it happens. For example, a company purchases a new ERP package with a plant-maintenance module. The ERP rollout may take years and the plant-maintenance module may be the last piece of functionality implemented. In this event, maintenance may want to consider a low-cost CMMS package to use as an interim tool.

There are hundreds of commercially available CMMS packages, with prices ranging from less than $100 to well over six figures. "Low-cost," of course, is a relative term. For some maintenance operations it may mean free or nearly free; for others, it could be any package under $10,000. For the sake of this article, I propose that low-cost means any single-user package under $1,500 or networked solution under $3,000. This is an arbitrary categorization, but there are many solutions that fall within these price boundaries. Some offer impressive functionality, while others are more limited, but dirt cheap.

Following are examples I've found, based on a Web search. This information is not an endorsement, just an illustration of what can be obtained for a few bucks. I have only causally looked at these packages. I cannot speculate if they will work for your organization. Furthermore, this list is not all-inclusive. There are more low-cost solutions available. I would appreciate any feedback on packages that I have missed. I will share this information with readers in future columns.

Free or nearly free

Clueword Dotcom Sdn Bhd, a Malaysian firm, makes its Cworks CMMS package available for free download on its Web site (www.cworks.com.my). Cworks offers the basic functionality needed to run a small maintenance operation. Its work-order module defines general-request information and capture labor and material costs. Its PM module supports calendar-based scheduling. It also provides basic asset tracking, work-order history, employee information, and a dozen standard reports.

Cworks requires MS-Access 2000, so it is not truly free to prospective users who cannot meet this requirement. Also, Clueworld Dotcom encourages users to purchase an expanded version of their program, called Cworks Pro. This upgrade provides more advanced inventory and PM scheduling capabilities for $199 without source code and $399 with source code. The company provides custom programming services for $12.50 per hour.

CheckMaint from Hoffman Innova-tions (www.hoffman-innovations.com) is a $99 preventive-maintenance management solution that supports calendar-and meter-based scheduling. It also provides the ability to capture material and labor requirements. CheckMaint utilizes an Access 97 database, but does not need a full MS-Access package to be installed on the target PC.

Maintenance Tracker from Triska Technologies (www.mtrackcmms.com) is a DOS-based solution written in a compiled version of dBase. For $99 it provides elementary work-order, inventory, asset and technical manuals, and drawings tracking. Work-order procedures, equipment settings and other information are captured in notes-like memo fields. Maintenance Tracker comes with an on-line manual and sample database. Additional network licenses are available for $49 per user.

Mpsis Software's (www.mispis.com) Maintenance Manager can build multi-step work plans that can be assigned to corrective or PM work orders. It supports either a Paradox or MS-SQL Server database, and costs $195 per user. A five-user network license is available for $695.

Entry-level software

Though attractively priced, the above solutions may not provide some small maintenance organizations with adequate functionality. Additional CMMS capabilities can be had for a relatively modest price. There are a number of offerings in the $500-$1,500 price range, for example. Some come from vendors who target the lower end of the CMMS marketplace, while others are limited or entry versions of an extended product line.

Smartware Group's (www.smartwaregroup.com) Smart Maintenance provides many features found in higher-end packages, such as equipment history analytical reporting and e-mail alerts. It has optional mobile and Internet request modules. The Smart Maintenance single-user edition costs $1,195, a five-user network license for $2,995 and annual support for 15% of the license fee.

Mapcon Technologies (www.mapcon.com) offers a full-featured CMMS package, called Mapcon, and a variety of companion products. Mapcon pricing starts at $4,550. Mapcon Lite, an entry- level product is priced by module. Its base Work Order and PM system costs $495. Optional Inventory, Purchasing, Costing, Timecards and Security modules are available for $195 each. A completed bundled Mapcon Lite package can be purchased for $995.

Other considerations

Many other CMMS products can be found by entering "affordable CMMS" or "low-cost CMMS" on a Web search. You'll discover packages like American Quality Systems' ProVIEW (www.aqsinc.com) and SMGlobal's FastMaint (www.smglobal.com). You can also review shareware and freeware sites like www.shareware.com and www.download.com for potential solutions.

When comparing these CMMS offerings, consider the real resources involved in selecting and implementing any CMMS package, even a free one. Remember that the primary investment required is your time. An "affordable" initial price tag will do little good if the solution doesn't work for you or you can't get the training or support. If price must be a critical consideration, be sure that what you select comes as close to matching your current and future needs as possible.

•• Tom Singer is an Information Technology consultant who specializes in the design, development and implementation of Computerized Maintenance Management System (CMMS) and Warehouse Management System (WMS) solutions. He is a principal of Tompkins Associates, an international supply-chain consulting firm headquartered in Raleigh, NC. Tom invites IMPO readers to e-mail their CMMS questions to: tsinger@tompkinsinc.com.

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