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Computerized Maintenance Management Software

RFP - Example Questions

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Maintenance Software Selection

Make evaluating and selecting computerized maintenance management software (CMMS) solutions faster and more accurate with these in-depth CMMS Requirements Checklist and RFP Templates that do much more than query vendors about software feature availability. Specialized for use in today's complex emergency and preventative maintenance environments, these CMMS selection templates collect information from vendors about all apects of the computerized maintenance management software implementation project they are proposing.
 
Actual screens and questions from this integrated set of RFP, requirements, and evaluation matrix templates are shown below to illustrate how they enable you to easily collect the unique metrics needed to successfully evaluate, select, and implement the CMMS software solution best suited to your company's needs.

This CMMS RFP and Requirements Checklist also include questions on SaaS/cloud computing and voice technology.

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    VIEW THE FUNCTIONALITY AVAILABLE - SAVE WEEKS, even MONTHS OF TIME by using over 1,785 of professionally written CMMS software RFP questions and criteria to communicate your CMMS software requirements quickly and accurately. No need to re-invent the wheel!   View the Main RFP Table of Contents to see how comprehensive this RFP is. Follow this link to view more RFP criteria detail!

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    IDENTIFY Feature AVAILABILITY & DELIVERABILITY. Unlike other RFPs, Infotivity RFP Masters automatically collect the information needed to identify BOTH the AVAILABILITY of software features, and their DELIVERABILITY, i.e., HOW those features will be delivered. Each RFP Master includes a Feature Support Matrix (FSM) to automatically capture this information, which can be used to create very accurate and reliable computerized maintenance management software system implementation schedules. View samples here.
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    Determine RISK and SUPPORTABILITY. RFP Masters automatically evaluate vendor response data collected to quantitatively determine the SUPPORTABILITY INDEX of each proposed software system. This index ranks the potential support problems inherent in each proposal. Accurately compare the amount of ongoing support needed to keep each proposed CMMS software system up and running. Measure the true impact of each system on your business over the long term.  View sample here.
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    WORKFLOW TOPICS ensure the proposed computerized maintenance management software can be fully integrated and utilized to enhance business procedures at all levels of the enterprise. View Workflow samples here.
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    VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor CMMS software proposals. View example here.
    EASILY CUSTOMIZED to meet your unique computerized maintenance management system needs, using basic Excel techniques.
    PROVEN MS EXCEL TECHNOLOGY. Everybody already knows Excel. Save time & effort across the board!
    No installation, no learning curve.


Included with this CMMS RFP for Free evaluation & comparison tools for more detail see below....
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    "APPLES-to-APPLES" COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed CMMS system software features side-by-side faster and more accurately with the fully automated Color Comparison Chart matrix included with this RFP at no extra charge. View a typical comparison here.
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    AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed CMMS software system matches up to your business priorities. This graph compares the overall total scores for each proposed system. This Score is based on all vendor responses except Pricing and Vendor Background. View sample 3-D Bar Chart comparison here.
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    EVALUATION RATIOS our RFP with Extended Analysis also calculate many vendor response (proposal) evaluation ratios enabling a very detailed review of each vendor RFP response (proposal).View example here.
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    Feature Delivery Methods This graph compares HOW each CMMS vendor is planning to deliver the proposed computerized maintenance management system. The bars show how much of each competing system is going to be delivered Fully Supported "out-of-the-box", how much will be delivered using the Report Writer, a Configuration option or 3rd Party product, and how much is dependant on Custom Programming & Scripting. The scores used in this CMMS comparison are based on responses to CMMS system questions only, i.e., no vendor, pricing, or support responses are utilized. View sample 3-D Bar Chart comparison here.
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    Supportability Index A proposed computerized maintenance management system could look very good on paper, but once implementation begins the reality could be very different. The ease with which a CMMS system can be implemented and maintained over it's expected life is controlled in large part by the amount of custom programming and scripting required to build & maintain the system. The Supportability Index is based on responses to CMMS Software System Features only. This graph compares the potential support effort inherent in each proposed computerized maintenance management system. View sample 3-D Bar Chart comparison here.
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    Overall Comparison This graph compares the total Weighted Score of each proposed computerized maintenance management system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed CMMS system and whether or not the CMMS system can indeed be implemented by the proposing CMMS vendor successfully. View sample 3-D Bar Chart comparison here.
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    Vendor Profile Scores This graph compares a score measuring the background, expertise, capabilities, and other data collected in the Vendor Global Issues section of the computerized maintenance management RFP. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing CMMS vendor. View sample 3-D Bar Chart comparison here.

      (See bottom of this page for pricing information.)

      A Detailed & Comprehensive List of:

Computerized Maintenance Management System Features

      Pre-defined computerized maintenance management RFP criteria ensure no important business requirements or software features "slip through the cracks".  All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare. All questions are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functions required. For more criteria detail information Click Here!


      Identify BOTH CMMS Software Features Availability and Deliverability

      Unlike other RFPs that try (and fail) to gather useful solutions data about complex computerized maintenance management system features, RFP Masters are not constrained to the use of summary-level "Yes" or "No" answers. This RFP Master uses a Feature Support Matrix (FSM) that identify BOTH feature AVAILABILITY and DELIVERY Method. This RFP Master function is useful during both the computerized maintenance management software selection AND the system implementation phases of large projects because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.


      Determine the Risk & Supportability of Proposed

CMMS Software Solutions

      Unlike other RFPs, an RFP Master can illustrate potential support problems (and risk) inherent in vendor software proposals. The Feature Support Matrix (FSM) used in each RFP Master categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, a feature delivered "out of the box" FULLY SUPPORTED is less risky than one delivered through custom programming, even if the programming is free. This RFP Master function is useful during both the software selection AND the implementation phases of a large computerized maintenance management system because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.


      Workflow Topics Included.

      The ability of the proposed software to successfully integrate with existng business process workflows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new CMMS system. This RFP Master examines all pertinent Workflow features in detail.


      Vendor Response Input Validation.

      Vendors must answer each RFP question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each enterprise/business, web, and customer relationship management software question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! Ensures vendor proposals are easy to compare and evaluate!


      Weighted Grade Score Graph

      Compares the Weighted Grade Point Score calculated for each proposed system. This is calculated as follows: The vendor response to each RFP question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this comparison. This score is essentially a measure of how well a computerized maintenance management software system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the RFP. In essence, this score measures the SUITABILITY of each proposed software system to your overall requirements. . NOTE this score measures just software functionality, and does not include any measure of vendor background, expertise, support, or programming ability.


      Color-Coded, "Apples-to-Apples" Comparison of Proposed Systems

CMMS Software Comparison

      These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each response is to your needs! Compared to the tedious task of reviewing hundreds of mono-color Yes/No answers, these colored responses allow problem areas to be spotted more easily, and risk assessment is made much more accurate. All required response comparison matrices are included and ready-to-use! Quickly and easily compare computerized maintenance management software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your project on-schedule and under-budget.


      Evaluation Ratios

      The Screen below describes all of the Vendor RFP Response evaluation ratios automatically calculated in our software RFP Masters:


      Feature Delivery Method Comparison:

      An analysis of how each CMMS vendor is proposing to deliver the system feature/function contained in their CMMS proposal. The graph below shows the percentage that is Fully Supported "out-of-the-box", the percentage to be done via Report Writer, a Configuration Parameter, or Third-Party add-in, versus the percentage to be done via Custom Coding (Scripting / Programming). This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) CMMS feature presents far less risk than that same CMMS feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.


      CMMS Supportability Index Graph:

      The Supportability Index is a forecast of how much computerized maintenance management software support and maintenance may be required to keep each proposed software system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed CMMS software, and which business processes depend on the customized software.


      Overall Comparison Graph:

      This graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed computerized maintenance management system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that CMMS system. Therefore, the more custom coding, the more expertise and capabilities a vendor should have.


      Vendor Profile Score Graph:

      The backgrounds, expertise, capabilities, and certifications of each vendor is obtained in the Vendor Global Issues section of the CMMS RFP. The computerized maintenance management vendor responses to this section are totaled separately from the software functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a vendor is probably going to be.


    Download a Free    CMMS RFP sample.

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RFP Master for Computerized Maintenance Management Software - $329.00 US         (Secure Checkout)
        If you have questions, please email    

You may also be interested in an RFP for non-mfg. ERP with integrated CMMS capabilities. If so, please follow this link to learn about the Non-Mfg ERP with CMMS


Planning on asking selected vendors to demonstrate their products? Learn about our CMMS Demonstration Script.






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