Manage Vendors and Service Level Agreements with CMMS Software


I really enjoy talking to maintenance managers who use our CMMS software in the real world. There’s really no better way to learn about the challenges you face, so we understand how we can help make your work lives easier.

Such was the case with Andrew, a relatively new MPulse customer. His company buys assets that typically are purchased with extended warranties and service contracts. Those service contracts usually last 3‒5 years and include scheduled vendor maintenance tasks.

When I asked Andrew how his MPulse software helps with his workload, his answer was straightforward.

“I couldn’t manage our vendor documentation and warranties without it,” he told me.

Manage Service Level Agreements

Before his company purchased MPulse, Andrew’s maintenance team relied on paper and pencil as well as an Excel spreadsheet to manage their vendor information and schedules.

Today Andrew manages all his service level agreements in MPulse—which documents contact information, personnel, rates, and more. Plus, he connects those records with asset history and warranty information as well as scheduled preventive maintenance (PM) tasks.

The result is an improved and automated system that links Andrew’s vendors and the work orders generated by his CMMS system. He can assign work to vendors and email work order details quickly and easily.

“Steve, it’s freed up so much time,” Andrew said. “I can run a quick report, and I know who needs to do what and when. I see the reminders, and I can schedule vendor visits in advance. No more vendor PM tasks slipping through the cracks because someone forgot to update an Excel spreadsheet or there was a data entry error. No more warranty problems because we missed a PM task.”

Track Vendor Information

Even if your maintenance operations don’t rely on service level agreements, vendor management helps document which vendors provide specific goods and services for quick reference when you need it. Plus, it’s easy to contact vendors directly as well as view historical information on previous work.

“With MPulse, everything is at my fingertips,” Andrew continued. “No more searching through filing cabinets or looking up phone numbers and email addresses on the Internet. I can focus on more important things now.”

Andrew also uses MPulse’s report generation features to track warranty expiration dates, related costs, response time, and other key performance indicators that measure how effective his vendors are.

“My team is a lot happier because they know what to expect and when,” he said. “It’s significantly reduced the stress level around here.”

How are you managing vendors and service level agreements? Leave a comment, or share your experience with me.