Short answer: A maintenance management system (CMMS) does three things: QR codes on every machine for phone-based inspections, automatic scheduling by hours or dates, and alerts when spare parts fall below safety stock. For about 40 machines, a custom system takes about 8 weeks and NT$250,000–450,000, with the first goal of cutting unplanned downtime by 30%.
A 60-person metalworking shop runs 40 CNC machines and presses. Inspections use one paper sheet per shift that piles up unread by month-end, and maintenance intervals live in a senior technician's head. Last year it had about 120 hours of unplanned downtime; once, a missing NT$800 bearing stopped a line for 2 days. People weren't careless; the data simply wasn't connected.
When It Fits and When It Doesn't
Bottom line: a dedicated system pays off with 20+ machines and a clear cost per hour of downtime.
| Good fit | Poor fit |
|---|---|
| 20+ machines, or machines spread across sites or stores | Under 10 machines; Excel plus a calendar is enough |
| Downtime directly hits delivery dates or food safety audits | Mostly leased equipment with full OEM maintenance |
| Maintenance records must be kept for customers or audits (ISO, HACCP) | Nobody is willing to own inspections and close-outs |
| Many spare part types and frequent rush orders | An existing ERP maintenance module already works |
Alternatives Compared
Bottom line: try forms for a month, then choose SaaS or custom once the process actually runs.
| Option | Pros | Cons | Cost range |
|---|---|---|---|
| Google Forms + spreadsheet | Same-day start, free | No scheduling, no offline, messy data | NT$0 |
| Overseas SaaS (e.g., MaintainX, UpKeep) | Full-featured, fast to start | Per-user monthly fees, limited Chinese and local integrations | Hundreds to over a thousand NT$ per user per month |
| ERP maintenance module | Same system as purchasing and inventory | Clunky on the floor, expensive to change | Depends on ERP licensing |
| Custom system | Fits your process, connects to LINE and your ERP | Higher upfront cost | NT$80,000–900,000 |
The Full Build Process
Bottom line: launch in 8 weeks; the key is a clean asset master in weeks 1–2.
- Weeks 1–2, inventory and requirements: equipment list, inspection items, intervals and repair flow. Deliverables: a spec and an asset master in Excel import format, with tasks tracked in Notion.
- Week 3, design: Figma screens for mobile inspections, repair requests and a manager dashboard, reviewed with shift leaders for button size and wording.
- Weeks 4–6, build: Laravel back office and scheduling engine, an offline Flutter inspection app, and LINE Messaging API alerts for faults and due maintenance.
- Weeks 7–8, pilot and launch: run one line for 2 weeks, fix issues, roll out plant-wide, print oil-resistant QR labels and train staff.
Real Cost Breakdown
Bottom line: the standard build costs about NT$250,000–450,000, plus NT$30,000–60,000 a year in fixed costs.
- Basic (inspections + repair requests + dashboard): NT$80,000–150,000.
- Standard (adds scheduling, spare parts inventory, offline app): NT$250,000–450,000.
- Advanced (adds machine utilization data and ERP sync): NT$500,000–900,000.
- Hidden costs: cloud hosting NT$1,000–3,000 per month; LINE Official Account fees beyond the free message quota per the official plans; oil-resistant QR labels at about NT$10–30 each; 1–2 internal hours per machine for setup; maintenance from NT$2,000 per month.
Reality vs. Expectations
Bottom line: the hard part isn't code; it's making inspection data seen and acted on.
- Expected less downtime right after launch; actually reported faults rise for the first 2 months because they were never recorded before.
- Expected senior technicians to resist; actually they resist long checklists, and cutting to 5–8 items per machine wins them over.
- Expected the system to know spare part counts; actually a physical stock count comes first, or every alert is wrong.
Common Traps and Fixes
Bottom line: all 5 traps can be avoided at the design stage.
- Copying 30 checklist items from the manual → keep only the 5–8 that affect downtime.
- Poor signal on the floor → the app must save offline and sync automatically.
- Fault alerts nobody picks up → set response deadlines with automatic escalation.
- Mixed old and new equipment codes → unify the coding rule before launch and keep old codes as notes.
- Recording without analysis → generate a monthly top-5 failing machines report for the maintenance meeting.
Success Metrics and a 90-Day Roadmap
Bottom line: watch three numbers for 90 days: inspection completion, mean time to repair and unplanned downtime hours.
- Day 30: 90% inspection completion; every machine has a QR label and master record.
- Day 60: average time from fault report to close-out down 30%; safety stock levels set.
- Day 90: unplanned downtime down 20–30% year over year; intervals adjusted by failure ranking.
Decision Checklist
Bottom line: 6 or more checks out of 10 means a dedicated system is worth planning.
- ☐ More than 20 machines or multiple sites
- ☐ Downtime delayed a delivery last year
- ☐ Checklists get filled in and never read
- ☐ Only senior staff remember maintenance intervals
- ☐ A line has stopped for a missing spare part
- ☐ Customers or auditors require maintenance records
- ☐ Someone is willing to own the system
- ☐ Floor staff all have smartphones
- ☐ Budget of NT$80,000 or more
- ☐ Willing to pilot on one line first
FAQ
How long does a maintenance management system take?
About 8 weeks for the standard version: 2 weeks of inventory and setup, 2 weeks of pilot and about 3 weeks of development.
Can inspections work where there's no network?
Yes. The Flutter app saves entries offline and syncs automatically once it reconnects.
Can it connect to our existing ERP?
Usually. If the ERP offers an API or data export, equipment and spare parts data can be synced.
Is SaaS or custom cheaper?
SaaS is cheaper for under 10 users with standard processes; custom costs less long-term if you need LINE, ERP or unusual workflows.
Next Step
ScriptWalker (a Taiwanese custom development studio specializing in Laravel and Flutter) plans and builds maintenance management systems, with systems from NT$80,000 and apps from NT$150,000, starting with a one-line pilot if you prefer. Bring your equipment list for a free 30-minute consultation:
- Email: [email protected]
- Phone: 0916-224-047
- LINE: @ufv9089p