How to manage the outsourcing of maintenance thanks to a CMMS?

Outsourcing maintenance is an increasingly widespread practice, as it has numerous advantages. But for it to be truly profitable for businesses, it is essential that the activity of subcontractors be perfectly monitored and managed. Community-based CMMS software can help you considerably in this area.

Outsourcing and subcontracting of maintenance

Maintenance outsourcing consists in a company subcontracting all or part of the maintenance activities of its machines or equipment to an external contractor.

The benefits of outsourcing maintenance

If businesses are increasingly tending to outsource their maintenance, it's because they see many advantages in doing so.

Have qualified personnel

Over time, maintaining fully operational in-house technical services is becoming more complex, and recruiting qualified personnel is becoming more and more difficult. Ensure that the level of qualification of the personnel remains adapted to the needs of the company and in accordance with technological and normative developments may therefore prove to be too complicated for some businesses.

In this case, using a subcontracting company specializing in the maintenance of the equipment to be maintained can therefore be a very good solution.

Reducing costs

The creation and management of an internal technical service represents significant and recurring costs, especially in terms of training. The outsourcing of the upkeep and maintenance of installations allows reduction in expenses resulting from the optimization and synergy of the tasks to be carried out. It allows moreadapt costs according to the level of activity, and therefore to reduce them during difficult periods or, conversely, to benefit from punctual reinforcement in the event of a peak of activity.

Delegate part of the maintenance

Depending on the constraints of a company, it may be useful to subcontract a specific part of its maintenance. This may be the maintenance of certain specific equipment that requires specific qualifications that are not available internally, or certain types of maintenance. Some companies thus outsource, for example, their preventive maintenance.

Maintain equipment compliance

To ensure the conformity of buildings, machines and equipment according to the evolution of standards, companies may have an interest in using specialized external speakers.

The disadvantages of outsourcing maintenance

The main disadvantage of outsourcing maintenance lies in difficulties in organization and supervision that it involves. It can also lead to a lack of control over intervention methods (deadlines, instructions, data security).

To overcome these drawbacks, it is necessary to set up genuine collaboration that makes it possible to maintain control of the information and activities carried out by subcontractors. This transparency can be greatly facilitated by the use of a community CMMS software.

How Mobility Work CMMS helps to better manage maintenance outsourcing

Beyond its numerous functionalities, a CMMS makes it possible to standardize processes and centralize information through a single solution.

Follow the interventions of subcontractors

Thanks to “Service provider” profile (free), ordering companies can integrate their maintenance subcontractors into their CMMS network. They thus record their intervention reports in the tool used by the whole company, which thus has a complete monitoring of all their activities.

Provide the information and instructions necessary for interventions

Conversely, Mobility Work CMMS allows the company to very simply transmit the requests for intervention and the necessary information to its subcontractors. To do this, simply assign the required technicians to the tasks expected of them, and to associate the corresponding documents and checklists.

In addition, a feature of Internal chat is available to all staff to communicate easily when needed.

Guarantee the security and traceability of information

By using Mobility Work to manage their relationships with their subcontractors, companies ensure that the information exchanged is secure and perfectly traceable. Each intervention report, for example, is signed by the technician who carried it out. In the event of a dispute or the need to analyze the history of machine interventions, all the necessary information can easily be found.

In addition, the application is easily configurable, so that external actors only have access to the information strictly necessary for their activities.

Analyze maintenance costs

Thanks to the integration of all maintenance activities, both internalized and outsourced, and to the use of labels to differentiate them, Mobility Work CMMS makes it possible toanalyze maintenance costs according to various criteria. Businesses can thus more easily make the decision to internalize or outsource the various activities, according to the criteria that interest them, in particular their financial cost.