CMMS Requirements Checklist

Introduction

A requirements checklist should make vendors demonstrate how maintenance work will run. It should not be a spreadsheet containing hundreds of generic features marked “yes.”

Manufacturing plants need to connect equipment identity, work demand, planning, technicians, preventive tasks, spares, production access, safety controls and management evidence. Requirements differ by process, asset criticality, connectivity, systems and governance. The objective is to distinguish mandatory operating needs from preferences and future ideas, then test the highest-risk scenarios with real plant examples.

This guide can support a CMMS RFP or discovery workshop. It is product-neutral. Any reference to Titan MMS should be added after the product owner verifies the current capability and implementation boundary.

Table of Contents

1. How to write usable requirements
2. Business and scope requirements
3. Asset and location management
4. Requests, work orders and planning
5. Preventive, inspection and condition workflows
6. Parts, tools and procurement
7. Mobile and technician experience
8. Integration, data and reporting
9. Security, deployment and non-functional needs
10. Implementation and vendor requirements
11. Demo scorecard
12. FAQs

How to Write Usable Requirements

Use a simple structure:

Role + scenario + required behavior + constraint + acceptance evidence.

Weak: The system must support mobile work orders.

Stronger:

A technician must be able to view assigned work, safety instructions, asset history and reserved parts; record labor, readings, findings, parts and photos; pause with a governed reason; and complete the work on an approved mobile device. The vendor must demonstrate behavior during poor or unavailable connectivity and explain synchronization/conflict handling.

Classify each requirement:

• Mandatory: absence makes the solution unacceptable.
• High value: material benefit, but an alternative process may exist.
• Optional/future: not part of the first release.
• Regulatory/security: requires evidence and specialist approval.

Assign an owner and test. Avoid requirements copied from a vendor brochure. If nobody can explain the decision enabled by a field or report, reconsider it.

Business and Scope Requirements

Document:

• Sites, departments and legal/operating entities.
• Asset classes and approximate counts.
• Maintenance users by role and shift.
• Requesters, approvers, contractors and read-only users.
• Languages, time zones and accessibility needs.
• Current systems and migration sources.
• Required rollout waves and constraints.
• In-scope processes and explicit exclusions.

Business outcomes might include improved planned-work share, PM control, asset history, critical-spares visibility or audit evidence. Define current baseline and measure; do not insert guaranteed percentages.

Asset and Location Management

Hierarchy and identity

Requirements may include:

• Multi-site location and asset hierarchy.
• Parent/child equipment and functional locations.
• Unique asset identifiers and legacy references.
• Asset class/type templates.
• Make/model/serial, install and warranty details.
• Operational and maintenance owners.
• Status/lifecycle state.
• Criticality and risk attributes.
• Meters, units and rollover rules.
• Documents, drawings, manuals and photos.
• Relationships to parts, job plans and inspections.

Ask the vendor to import a small representative hierarchy and show search, navigation, move/retirement, history roll-up and permissions.

Asset history

Define what should appear in history: work, inspections, failures, readings, downtime, labor, parts, costs, documents, change and warranty. Determine how corrections are audited.

Tagging and field identification

If QR/barcode/NFC is required, demonstrate creation, scanning, label governance, replacement and offline behavior. The tag should resolve to the correct controlled asset—not create duplicate records.

Requests, Work Orders and Planning

Requests

• Simple request submission by authorized users.
• Asset/location selection and evidence attachment.
• Urgency guidance distinct from approved priority.
• Duplicate detection or triage support.
• Status visibility for requesters where appropriate.
• Conversion, rejection and reason tracking.

Work-order lifecycle

• Configurable but controlled types/statuses.
• Priority based on consequence and urgency.
• Assignment to team, person or contractor.
• Required fields by work type/status.
• Links between parent/follow-up work.
• Labor, parts, tools and service requirements.
• Safety/permit references and job instructions.
• Downtime and failure/problem/cause/action capture.
• Supervisor review/rejection of incomplete closure.
• Full change/audit history.

Planning and scheduling

• Backlog views by priority, age, site, asset, craft and readiness.
• Estimated labor and duration.
• Parts availability/reservation.
• Calendar/shift availability.
• Weekly/daily schedule and break-in visibility.
• Shutdown/turnaround grouping if in scope.
• Schedule compliance with reason codes.

Demo a normal corrective job and an exception: part unavailable, production access withdrawn, larger defect discovered or contractor needed.

Preventive, Inspection and Condition Work

Preventive maintenance

• Calendar and supported meter triggers.
• Fixed vs floating schedules where relevant.
• Seasonal/calendar exceptions.
• Asset groups and job-plan reuse.
• Generation lead time and duplicate control.
• Grace/defer/skip rules with authorization.
• Statutory/critical PM identification.
• PM revision and history.

Job plans and inspections

• Steps, instructions, safety notes, skills, tools, parts and estimates.
• Numeric/text/pass-fail readings with units and limits.
• Required evidence/photos/signatures where justified.
• Conditional or follow-up work from findings.
• Version control and approval.

Condition/meter events

• Manual/imported readings.
• Threshold/trend rules supported by the product.
• Event validation before work generation.
• Link from condition to inspection/work and back to result.

Do not require “AI predictive maintenance” as a checkbox. Define failure mode, signal, context, decision, warning time and evaluation.

Parts, Tools and Procurement

• Multiple storerooms/bins and site permissions.
• Part master, unit, manufacturer/supplier references.
• Min/max or reorder information.
• Issues, returns, transfers, adjustments and counts.
• Reserved/planned vs actual parts.
• Asset BOM or part associations.
• Repairable/serialized parts if required.
• Tools/calibration if required.
• Requisition or ERP procurement integration.
• Cost visibility consistent with system ownership.

Ask who owns on-hand quantity and financial value. If ERP is authoritative, require clear synchronization/error behavior rather than duplicating inventory controls.

Mobile and Technician Experience

Field usability is a selection criterion, not a late configuration task.

Test:

• Login/identity on approved devices.
• Assignment queue and priority.
• Asset search/scan.
• Instructions, history, drawings and safety content.
• Labor, parts, readings, findings and attachments.
• Voice/input accessibility if relevant.
• Pause and exception reasons.
• Offline capability and which functions/data are available.
• Sync timing, conflicts and failed uploads.
• Device security, timeout and remote-management fit.
• Performance with realistic records and attachments.

Give representative technicians hands-on demo tasks. Count steps and observe confusion rather than letting the vendor drive the screen.

Integration, Data and Reporting

Data migration

• Supported import formats/tools.
• Trial loads and validation reports.
• Asset, location, PM, job plan, parts, users, open work and selected history.
• Attachment limits and mapping.
• Error correction and repeatable load process.
• Reconciliation and sign-off.

Integrations

For ERP, MES, HR/identity, IoT/BMS/SCADA, document, GIS and analytics needs, define objects, direction, frequency, authentication, monitoring, error/retry, environment and support ownership. Request current API/integration documentation.

Reporting

Require metric definitions, filters, drill-down and export/API rather than dozens of report names. Priority views may include backlog, PM compliance, schedule, emergency work, repeat failures, downtime, labor/parts and data quality. Confirm denominators, time zones and refresh.

Security, Deployment and Non-Functional Requirements

Have qualified IT/security owners define and assess:

• Cloud/on-premise/hybrid constraints.
• Data location and subcontractors where relevant.
• Identity, SSO, MFA and role-based access.
• Site/department segregation.
• Encryption and key-management evidence.
• Audit logs and retention.
• Backup, recovery and restore testing evidence.
• Vulnerability, patch and incident processes.
• Logging/monitoring and support access.
• Availability/support targets and exclusions.
• Performance, capacity and browser/device support.
• Data export, portability and deletion.
• Accessibility, privacy and records retention.

Do not request a certification as a substitute for risk assessment; do not accept an unsupported “compliant” claim.

Implementation and Vendor Requirements

• Discovery and process-design method.
• Named roles and relevant manufacturing experience.
• Deliverables and customer responsibilities.
• Configuration/change control.
• Data migration method.
• Integration design/support.
• Test/UAT/cutover/stabilization.
• Role-based training and job aids.
• Support channels, hours, severity and escalation.
• Product release communication and regression approach.
• Reference checks with comparable scope.
• Pricing, renewal, growth, overage and exit terms.
• Product roadmap distinction between available and future capability.

Demo and Scoring Framework

Use scripted scenarios and weighted scoring:

Score critical failures separately. A high average should not hide inability to meet a mandatory safety, security or workflow requirement.

Frequently Asked Questions

How many CMMS requirements are enough?

Enough to cover critical scenarios, controls and constraints. Quality matters more than count. Combine related details into testable workflows.

Should requirements be based on current process?

Use the current process to understand work and constraints, then design the future process. Do not digitize unnecessary approvals and duplication.

What should be mandatory?

Capabilities required for safety, regulation, security, core work and critical architecture. Keep preferences and future ideas separate.

How should vendors demonstrate mobile/offline use?

Give representative users scripted tasks on realistic devices and connectivity, including sync/error scenarios.

Should pricing be part of the score?

Yes, using normalized lifecycle cost, but do not let a low price compensate for unmet mandatory requirements.

What data should be supplied during evaluation?

A controlled sample of asset hierarchy, PM, job plan, parts and representative work scenarios—without exposing sensitive data unnecessarily.

Titan MMS, Manufacturing, CMMS Implementation, CMMS Pricing, CMMS vs EAM, Mobile CMMS and Contact/readiness assessment.

Use current primary security guidance, relevant ISO asset-management context, approved OEM requirements and direct documentation for named ERP/identity/industrial systems.