CMMS Tech Tips for 2024: Start the New Year Right


Fourteen Tips to Optimize Your Mainsaver CMMS in 2024

As we step into a new year, maintenance management teams across industries are setting resolutions and goals for increased efficiency and streamlined operations. For those leveraging the Mainsaver CMMS (Computerized Maintenance Management System), achieving your maintenance management goals is within reach. We are here to help with professional services, and a CMMS customer training workshop coming up in March 2024.

In the meantime, here are fourteen housekeeping steps specifically designed for Mainsaver Users that you can take right now to get your new year off to a good start. From closing work orders to optimizing PM module records, these steps will empower you to make the most of your Mainsaver CMMS and enhance your overall maintenance processes in 2024.

1. Efficiently close old work orders:

  • Check for all open work orders. Utilize the ‘WO Open Like Y’ query combined with a date qualifier.
CMMS Tips 2024 - Filter for Open Work Orders
  • Leverage the mass close function in the Work Order module’s Action Section to close multiple work orders simultaneously.

CMMS Tips 2024 - Mass close work orders in Mainsaver

2. Manage purchase orders effectively:

  • Query on ‘Status Not Like C’ to identify open purchase orders.
  • Close purchase orders as appropriate by either receiving or using the close purchase order button. Use the Mass Close button for a quicker process.

3. Ensure asset status accuracy:

  • Check for assets not in service that really should be in service.

Filter by Asset Status - Mainsaver CMMS

  • Run the Assets out of Service report or perform a query for Asset Status like ‘OS%‘ in the Asset module. Then rectify assets that should be in service, maintaining accurate asset records.

4. Validate employee charge rates and status codes:

  • Verify and update employee charge rates and status codes in the Personnel module.
  • Charge rates are used when time is posted to populate labor costs. Ensure accurate cost calculations by maintaining up-to-date employee information.
Update charge rates for the new year.


5. Optimize preventive maintenance module records:

  • In the PM module, check for PM master records where the default status of the PM work order will be set to CLO or CNX. The PM should be set to ‘DEA’ status so it will not generate.
  • If a PM is no longer needed, delete the master record or set the PM status to ‘DEA’.
  • If the asset is deactivated, the PM record(s) can be deleted.

6. Complete year-end posting:

  • Make sure all timecard records and misc. material records are posted. These transactions are held in unposted status in Mainsaver to allow edits before final posting. They should be posted at the end of the year so that the expense hits the work order and asset records.

7. System administration cleanup:

  • Maintain a streamlined and relevant dropdown menu for efficient data entry.
  • Clean up dropdown lists of cost centers, accounts, work types, and priorities in the System Administration module using the ‘disable’ checkbox.  

8. Streamline database searches and queries:

  • Delete irrelevant global queries in all modules. This will reduce the number of queries in the dropdown lists making it easier to find data.

9. Discover where your maintenance dollars are being spent:

  • Run the asset cost summary report to identify high-cost assets. Use the Reports Menu in Management Reports.

10. Prep your budget period for 2024 and beyond:

  • Use the copy command to create future year budget period calendars in the Security System Administration > Security and Settings Menu > Budget Periods.

CMMS Tips 2024 - Budget Period Duplicate Command

  • Do not edit existing calendars, only create new ones for the future. This avoids getting the error message below on January 1 of the new year.
Error message - no budget period set up for the current year


11. Monthly closing and budget period advancement:

  • Conduct monthly closing procedures in the Utilities menu of the System Administration module. This updates the asset cost accumulator fields and the material YTD and LTD KPI statistics.

CMMS Tips 2024 - YTD Usage of Part - Packing Set Wheatley Plunger Rod Record

12. Stay updated with software releases:

  • Regularly check for software updates, ensuring all Mainsaver clients are on the latest release.

13. Database backup and disaster recovery drill:

  • If the Mainsaver database is on a company server, review the database backups and perform a test restore. How many backups are stored on the server?
  • Ensure a robust disaster recovery plan for unforeseen events.

14. Professional services site review and training:

These are your Mainsaver CMMS tips for 2024!

We hope these fourteen tips, tailored for Mainsaver CMMS users, serve as a practical guide to propel your team toward heightened efficiency and success in 2024. Need assistance?  Contact our customer support team. We’re here to help!