Software

There are many options to manage the asset inventory data:  

• • • commercially available software 
    • generic database software 
    • spreadsheet software 
    • GIS software 
    • handwritten inventories 

The key to a useful asset inventory is to structure it to provide information the system needs in an easy to retrieve fashion. If the data is not easily accessible, staff may not use it, and the inventory does not provide benefits to the utility. 

The table below shows an example of a software comparison chart. This type of comparison can help utility staff determine if software is needed for Asset Management purposes. 

Table 8: Software Comparison

Some commercially available software programs can include other features that may contribute to a robust asset inventory. 

• • • • A work order system can be integrated into an asset management inventory program. The inventory can provide information for the work order and upon repair completion, the updated information is put into the asset inventory. 

      • GIS integration in asset management programs can enhance your asset inventory by visualizing your data in a map format. This can provide your utility with a view of your entire system, segments of your system, or specific assets. 

      • Some asset management programs can integrate many forms of Computerized Maintenance Management System (CMMS) software. 

If your utility opts to use commercially available software, it is important that you know how staff will use and interact with the software and what features are needed in a program to effectively build an asset inventory. Understanding the features that best suit your needs can help compare with the features a software program offers. Choose a program that meets your utility’s needs and avoid programs that define asset management for you. 

Also consider that commercial software programs may not be “plug and play”. Utility staff may have to work with the software company to design the program to suit the utility’s needs and to troubleshoot issues that may arise. 

Choose the software that meets your asset management program needs, rather than let the software define asset management. The system should determine what software attributes are necessary, which are desirable, and which are only needed if they come with the software.  

The CMMS Software Selection Toolhttps://swefc.unm.edu/home/wp-content/uploads/2021/06/CMMS-General-Recommendation-Report.pdf will likely be helpful.  

You can read about CMMS options and selection in the 3-part blog series:  

Part 1: What is CMMS software? 

Part 2: How to pick the right CMMS software. 

Part 3: Contacting CMMS Companies.