Let’s talk about EAM and CMMS

Enterprise Asset Management (EAM) and Computerised Maintenance Management Systems (CMMS)

Comprehensive Enterprise Asset Management (EAM) systems are designed to deliver life cycle management for your assets, machinery and equipment from capital planning, installation, performance, maintenance, compliance, and risk management all the way through to disposal.

Choosing an EAM solution with service centre management (supporting scheduled and reactive maintenance) incorporates asset data with maintenance and stock/inventory (consumables, parts and supplies), combining data rather than just collecting it. A system that facilitates processes for ease of collection, historical storing and extraction for reporting, to improve time and cost-efficiency.

This type of holistic approach assists both management and maintenance teams in planning and reporting on work being done, and supports compliance. This in turn improves the use, accessibility, and life cycle of any asset type deemed critical to the functioning of your company operations.

Mobile work order management refers to accessing work processes for maintenance, repair and operations (MRO) of physical assets, equipment, buildings, plant and equipment etc in the field. Access to these work orders is via a mobile device in the form of mobile apps and web-based systems, hence “mobile work orders”.

More on work order management

What is the difference between scheduled and reactive jobs?

There is no hiding from scheduled (planned, preventative or preventive) maintenance. Not planning for known maintenance activities results in more reactive activities, which increases the maintenance costs to the organisation; something that should be avoided.

Scheduled maintenance activities ensure your assets are:

  1. Operating in their intended manner
  2. Operating with their intended level of performance
  3. Calibrated correctly
  4. Safe to use
  5. Fulfiling the manufacturer’s requirements to retain warranty coverage
  6. Have a lower likelihood of a breakdown
  7. Maximise asset utilisation, by reducing operational downtime or planned during out-of-operational hours
  8. In a satisfactory condition to meet the above objectives

Reactive maintenance activities on the other hand should be reserved for the day-to-day jobs required for emergencies, unpredicted failures and faults of equipment, machinery, fleets, infrastructures and facilities. These jobs need to be actioned swiftly and effectively, to ensure the workplace can continue to function safely with minimal disruption. Accessibility for all staff to raise, see and act on any faults or incidents for each asset and breakdown is critical to managing the problem promptly.

Hardcat Lebosi EAM and CMMS Flowchart
Hardcat Lebosi Flowchart


Hardcat Lebosi is an adaptable Enterprise Asset Management Cloud platform for any type of asset. Incorporating more than 36 years of asset management industry experience, Hardcat Lebosi software is proudly Australian owned and developed.

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Intelligent maintenance management leads to reduced costs

Computerised Maintenance Management Systems (CMMS) provide continuous cost-based prioritisation of maintenance activities. To succeed in the competitive global marketplace of today, it is vital for an organisation to optimise its operational costs.

A key aspect of competition in maintenance is the trade-off between cost and risk. Decision-making is dependent upon up-to-date information. It is very difficult to make optimal decisions if the information is not easily obtained and merged. Information about technical state or machine health, cost of maintenance activities or loss of production, and non-technical risk factors such as customer information, is required.

An intelligent maintenance system for continuous cost-based prioritisation of maintenance activities.

Keep track of activities such as:

  • Specific requirements during the onboarding of assets before initial deployment (i.e., attachment of unique identifier, registration of the asset into the asset register, configuration settings, performance testing, test equipment used to perform acceptance procedures, and more).
  • Regular maintenance throughout the asset’s life (i.e., inspections, electrical tagging, or performance verification tests and performance parameters).
  • Better manage asset replacement planning and disposals through reporting or notifications of end-of-life and warranty end dates.
  • Improve governance of critical maintenance activities through dashboard and reports to have real-time visibility of status and progress of Job.
  • Ensuring compliance with manufacturer warranty.
  • Ensure continuity and connections of jobs raised for related maintenance tasks to allow for better reporting.
  • Complete historical transaction retention against your assets to be available when you need it the most.

Strategic asset management is established to address asset management for long-term planning of your assets, maintenance and operations. Asset management and asset tracking is critical to a successful business strategy and builds a culture of responsibility.

Effective Asset Management – Governance, Risk and Compliance (GRC) and ISO 55000

Control over costs and reactive maintenance job requests

Reactive maintenance on the other hand is the process of undertaking service or repair work in response to unplanned events such as breakdowns. Here you want to monitor activities such as:

  1. Scheduling job requests to appropriate resources or suppliers
  2. Keeping track of progress and status of faults and repairs
  3. Managing overdue critical incidents and faults
  4. Keeping appropriate records for historical reporting and total cost of ownership

Benefits of having inventory management in your EAM system

With an EAM system in place, organisations have more control over their assets, maintenance and inventory ordering and usage. Making inventory management smarter and more cost-effective.

Inventory is the collective term for consumables such as PPE supplies or spare parts which might be consumed while servicing or repairing items and issued to people or departments for consumption.

Inventory management assists with:

  1. Setting minimum quantity thresholds
  2. Alerting to low inventory levels
  3. Report on vendors and item costs
  4. Parts storage location, usage and costs

Inventory systems provide insights on what has been purchased, from which vendor, how often and at what price. The cost savings are derived from forecasting, determining when to order goods, how much to order and the most effective source of supply. Good inventory systems are also about where and what quantities are utilised by people or departments.

Increased safety and compliance

Assets and equipment that are not properly maintained can be a risk for your employees, and place increased risk to Occupational Health and Safety and compliance on your organisation. Which leads to accidents or heavy fines being imposed. An EAM system can save your business from such risks by keeping critical assets in safe working conditions. Demonstrating regulatory compliance which saves your organisation from penalties.

Utilising personnel certifications, accreditations, courses and Impairments for controlling asset restrictions, an EAM system can be integrated into your existing HR application to easily issue and return equipment through barcode/RFID scanning.

Identifying personnel qualifications and impairments, during the issuing process, saves time and creates diligence around the responsible issuing of assets, meeting safety and compliance requirements. Providing a single source of truth and governance around the management of critical operational assets.

  • Ensure only personnel with the correct certification can have access to certain assets.
  • Manage personnel qualifications, certifications, training and expiration dates.

Check-in/check-out tools and equipment

When tools and equipment are shared between employees and departments, tracking these expensive items is crucial to reduce the impact on costs and productivity; arising out of lost items, missed calibrations and maintenance events.

Tracking ownership of these items reduces theft and/or negligence. Your EAM solution should be able to track both the location changes, as well as ownership, for accountability. Whether they are allocated, loaned, leased, or hired to individuals, organisational units, departments or external third parties (contractors, suppliers and maintenance providers).

  • Confirm the equipment is tagged and compliant with service dates at the time of issue or stopped if not at the time of issue.
  • Assess the utilisation of tools and equipment over time (i.e., quantity on hand, who has used them and how many times in a period) so you can make informed purchasing decisions.
  • Access data from the cloud with field mobility for issue/return and stocktaking.
  • Manage costs by creating accountability for workers in their use of items and inventory.

What is the Hardcat Lebosi Ecosystem?

Hardcat Lebosi™ EAM Diagram
Hardcat Lebosi EAM Diagram

Enterprise asset management software has evolved significantly. Today cloud hosting, standardised web APIs, and conducting maintenance and audits via smartphones and tablets are common features of modern asset management solutions.

Hardcat Lebosi is an adaptable Enterprise Asset Management Cloud platform for any type of asset. Our EAM software enables you to optimise the productivity of your teams, maximise asset availability and ensure a safe working environment. Experience unparalleled ROI with our EAM software thanks to quick implementation processes and seamless integrations.

Hardcat’s Lebosi software is an enterprise asset management, maintenance, inventory, and evidence tracking software solution that complements ERP and finance systems, leveraging your existing investments in enterprise software. Delivering the item and cost traceability demands of modern organisations.

More Information on Hardcat Lebosi

Incorporating more than 36 years of asset management industry experience, Hardcat Lebosi software is proudly Australian-owned and developed. Hardcat continues to grow the solution suite in-house. For more information on the Hardcat Lebosi ecosystem please view the brochure or contact us.


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