What is repair tracking software?

The term repair tracking software, when used in an industrial or manufacturing context, refers to a software platform that manages the process of maintaining and repairing complex, industrial machinery. It’s also often called maintenance software, field service software, or work order tracking software. This type of solution is primarily used to plan, schedule, prioritize, assign, and record all maintenance activity associated with equipment or a facility.

What are the common features of repair tracking software?

Most repair tracking software solutions have the following features:

  • Work order scheduling: This feature lets you create maintenance schedules for your repair crews. These work orders can either be created automatically using pre-determined triggers (e.g. event or metrics-based), created via work order request forms, or scheduled manually.
  • Job monitoring: Repair tracking software can monitor the repair status of open work orders and help call attention to potential issues, whether those are related to cost, time, or asset status.
  • Repair parts inventory management: Many repair tracking software solutions can help keep an accurate inventory of replacement parts, and notify teams when stock is low. Some platforms can even be set up to automatically order more when inventory dips to a specific threshold.

How maintenance teams can use repair tracking software

Here are some of the most common ways maintenance teams use repair tracking software:

Controlling repair backlog

When left to fester, repair backlogs or deferred maintenance can be demoralizing, costly, and dangerous. That’s why reducing backlog is of utmost importance to a maintenance team, and that’s where repair tracking software can help. It helps you collect, schedule, and track every repair request and repair job in one place. You can eliminate paper-based processes, make sure no tasks fall through the cracks, and be more effective at scheduling jobs. The result is a healthy backlog instead of an overwhelming one.

Speeding up repairs

Downtime costs the business a lot of time and money, so it's important for repairs and inspections to be done as quickly and efficiently as possible. Repair tracking software allows technicians to access an asset’s repair history and standard operating procedures. It also helps the technician quickly locate the necessary parts in your storeroom.

Reduce repair costs

Some repair tracking software platforms can help you control maintenance costs by accurately tracking inventory stocks and usage. You’ll be able to see how quickly your inventory is being used, which assets are using them up the most, and which of your inventory is slow-moving.

Examples of repair tracking software

Computerized maintenance management system (CMMS)

A CMMS is an all-in-one maintenance management platform that can handle many different areas of a maintenance operation. This includes inventory data, work order processes, performance tracking, and technician scheduling.

Enterprise asset management (EAM)

Enterprise asset management platforms focus on the lifecycle of specific assets, starting from design and installation all the way to maintenance and eventual replacement. It tracks repairs, but from a high-level view as occurrences in the asset’s lifespan.

MRO inventory software

MRO inventory helps repair teams procure, track, use, and replenish their inventory. Some platforms also include vendor management and reporting analytics, as well.

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How to choose repair tracking software

Always keep in mind the following considerations when buying repair tracking or work order management software:

Features and capabilities

It’s important to test whether or not a given repair tracking software can do all of the things you need in the way that fits your workflow. For example, a given software product might have digital work order forms, but if it won’t let you customize them to fit your process, then you’re still going to be hobbled-just in a different way.

Cost versus value

When evaluating repair tracking software, don’t just look at the price tag. Look at what you’re getting for your money. Is the software inexpensive, but loaded with features you don’t need? Or will the savings from what it can do for your maintenance operation offset the initial investment?

Always decide based on the net effect the software will have on your business. That way, you can be certain that you’ve gotten your money’s worth.

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