ManWinWin Software

What is asset management and how should it be done ?

Asset management refers to the systematic and strategic approach of maintaining and optimizing physical assets within an organization. It involves the effective planning, implementation, and control of maintenance and other activities to ensure the reliability, availability, and performance of assets throughout their lifecycle.

The goal of asset management is to maximize the value derived from assets while minimizing costs and risks associated with their operation and maintenance.

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Asset management with ManWinWin Software


The goal of asset management is to maximize the value derived from assets while minimizing costs and risks associated with their operation and maintenance. It encompasses various processes and disciplines, including preventive maintenance planning, condition monitoring, asset performance management, and spare parts inventory management.

In this context, maintenance plays a crucial role in asset management by ensuring assets are operating at their optimum level and minimizing the risk of failures or downtime. It involves routine inspections, repairs, and replacements based on maintenance strategies tailored to the specific needs and characteristics of each asset.

Effective asset management in maintenance perspective involves utilizing data and analytics to make informed decisions, optimizing maintenance schedules, prioritizing actions based on asset criticality, and adopting proactive approaches to prevent failures and extend asset lifecycles.

1. Asset Identification and Classification

Asset identification and classification is a fundamental aspect of asset management. It involves implementing a systematic approach to identify and categorize assets or equipment within an organization. The process begins by assigning unique identifiers, such as asset tags or barcodes, to each asset to enable accurate tracking and monitoring. Key specifications, such as make, model, serial number, and purchase date, are documented to provide a comprehensive record of asset details.

Classification plays a crucial role in grouping assets based on specific criteria, such as asset type, criticality, or functional group. This enables organizations to prioritize maintenance efforts, allocate resources effectively, and make informed decisions regarding asset management strategies. Assets may be classified as critical, essential, or non-critical based on their impact on operations or safety.

By establishing a consistent and well-defined asset identification and classification system, organizations can streamline asset management processes, enhance asset visibility, and improve decision-making. This systematic approach ensures that assets are properly identified, categorized, and managed throughout their lifecycle, contributing to increased operational efficiency, minimized downtime, and optimized resource utilization.

ManWinWin Software is the result of 40+ years of experience and know-how

With thousands of users in 120+ countries in the World. Created by Portuguese Engineers has been improved with  implementations, and listening to thousands of clients worldwide using the system, their day-to-day struggles, their needs and wants.

Christian Schilling

ManWinWin Software actively challenged our way of thinking and guided us to focus on what was most important, ie on what we really needed.

Project Manager

2. Asset Tracking and Monitoring

Asset tracking and monitoring is a critical component of asset management, enabling organizations to maintain control and visibility over their assets throughout their lifecycle. It involves the implementation of systems and processes to monitor the location, status, and usage of assets in a reliable and efficient manner.

Effective asset tracking utilizes various methods such as barcoding, RFID (Radio Frequency Identification) tags, or GPS tracking. Each asset is assigned a unique identifier, such as a barcode or RFID tag, which allows for easy identification and tracking. These identifiers can be scanned or read using appropriate devices to capture asset information and update its location and status in real-time.

By utilizing advanced tracking technologies like GPS, organizations can monitor assets’ movements and geolocation, especially for mobile or high-value assets. This enables better asset utilization, reduces the risk of loss or theft, and facilitates timely asset retrieval when needed.

Asset tracking and monitoring provide several benefits, including improved asset utilization, optimized maintenance planning, reduced asset downtime, and enhanced accountability. It enables organizations to make data-driven decisions regarding asset deployment, allocation of resources, and replacement strategies based on accurate asset information.

Overall, effective asset tracking and monitoring systems ensure visibility and accountability throughout an asset’s lifecycle, allowing organizations to maximize asset efficiency, minimize losses, and streamline maintenance operations.

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Application Development





3. Maintenance Planning and Scheduling

Maintenance planning and scheduling is a crucial aspect of asset management, focusing on developing comprehensive strategies to ensure the effective and efficient maintenance of assets. It involves various activities aimed at optimizing asset performance, minimizing downtime, and maximizing availability.

  • The first step in maintenance planning is to define maintenance tasks required for each asset. This involves identifying preventive maintenance activities, inspections, repairs, and replacements needed to keep the asset in optimal condition. Maintenance tasks are often based on equipment manufacturer recommendations, industry best practices, and historical performance data.
  • Once the maintenance tasks are defined, resource requirements are estimated. This includes determining the necessary labor, tools, spare parts, and equipment needed to carry out the maintenance activities effectively. Proper estimation ensures that resources are adequately allocated, reducing delays and maximizing productivity during maintenance operations.
  • Setting appropriate maintenance intervals is another critical aspect of planning. Maintenance intervals are determined based on factors such as asset criticality, operational demands, environmental conditions, and regulatory requirements. Balancing preventive maintenance with operational needs is essential to minimize disruptions while ensuring asset reliability.
  • After defining tasks, estimating resources, and setting intervals, the next step is to create a maintenance schedule. This involves coordinating maintenance activities, assigning tasks to maintenance personnel, and allocating time slots for each task. A well-structured schedule ensures that maintenance activities are performed in a timely manner, minimizing downtime and optimizing asset availability.
  • Optimizing maintenance planning and scheduling requires the integration of various factors, such as asset criticality, resource availability, operational constraints, and historical data. It also involves leveraging technology, such as computerized maintenance management systems (CMMS), to automate scheduling, track progress, and generate maintenance reports.
  • By implementing effective maintenance planning and scheduling practices, organizations can achieve several benefits, including increased asset uptime, improved reliability, reduced maintenance costs, and enhanced operational efficiency. It ensures that maintenance activities are performed proactively and systematically, leading to optimized asset performance and extended asset lifecycles.

4. Asset Performance Analysis

Asset performance analysis is a vital aspect of asset management that involves analyzing data to assess the health, reliability, and overall performance of assets. By evaluating key performance indicators (KPIs), organizations can gain valuable insights into asset performance, identify trends, and make informed decisions to optimize asset management strategies.

  • KPIs such as uptime, reliability, mean time between failures (MTBF), and mean time to repair (MTTR) provide quantitative measures of asset performance. They offer insights into how often assets experience failures, how quickly they can be repaired, and the overall availability of assets for operational use.
  • Analyzing these KPIs allows organizations to identify potential areas of improvement, optimize maintenance strategies, and allocate resources effectively. By tracking performance trends over time, organizations can proactively identify recurring issues or patterns and take preventive measures to avoid future failures or disruptions.
  • Data-driven decision-making based on asset performance analysis helps organizations prioritize maintenance activities, plan for equipment upgrades or replacements, and allocate resources efficiently. It also facilitates the identification of critical assets that require special attention or investments to enhance their performance and extend their lifespan.

Asset performance analysis enables organizations to monitor and assess the health and effectiveness of their assets. By leveraging data and KPIs, organizations can proactively manage assets, reduce downtime, improve reliability, and optimize maintenance strategies for better operational efficiency and cost-effectiveness.

João Borrego

We now control important KPIs and discuss them with our Management every Friday. Also, Production and Maintenance departments are in sync.

Methods and Continous Improvement
Essilor Portugal


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5. Risk Assessment and Mitigation

Risk assessment and mitigation are integral components of asset management, aiming to minimize potential failures and optimize asset performance by effectively managing risks. This topic involves several key aspects to ensure asset reliability and safety.

The first step is conducting comprehensive risk assessments to identify potential risks and failure modes associated with assets. This includes assessing factors such as asset criticality, operational environment, regulatory requirements, and historical failure data. By understanding the risks, organizations can prioritize their mitigation efforts and allocate resources accordingly.

Identifying potential failure modes is crucial in risk assessment. This involves analyzing asset components, systems, and operational conditions to determine potential modes of failure. By understanding these failure modes, organizations can develop targeted risk mitigation strategies to address specific vulnerabilities and reduce the likelihood or impact of failures.

Once potential risks and failure modes are identified, organizations can implement risk mitigation strategies. This involves selecting and implementing appropriate measures to control, mitigate, or eliminate identified risks. These strategies may include preventive maintenance activities, equipment upgrades, enhanced monitoring systems, or procedural changes to minimize risks.

Developing contingency plans is another critical aspect of risk assessment and mitigation. Contingency plans outline actions to be taken in the event of asset failures or unexpected events. These plans help minimize downtime, reduce operational disruptions, and ensure swift response and recovery.

Regular review and monitoring of risk mitigation strategies are essential to adapt to changing conditions and identify emerging risks. Organizations should continuously assess the effectiveness of implemented measures and make necessary adjustments or improvements as required.

By effectively assessing and mitigating risks, organizations can reduce the likelihood of asset failures, optimize asset performance, enhance safety, and minimize operational disruptions. Risk assessment and mitigation strategies play a crucial role in ensuring asset reliability, extending asset lifespan, and maintaining a safe working environment.

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6. Asset Maintenance Budgeting and Cost Control

Asset maintenance budgeting and cost control are essential components of effective asset management. This topic revolves around estimating maintenance costs, developing budget plans, tracking expenses, and implementing cost-effective strategies to optimize maintenance spending while maintaining asset performance.

The first step is estimating maintenance costs, which involves assessing various factors such as labor, materials, equipment, and external services required for maintenance activities. Accurate cost estimation helps organizations allocate resources appropriately and establish realistic budgets.

Developing a comprehensive budget plan is crucial to ensure that maintenance activities are adequately funded. This includes considering planned maintenance tasks, potential unplanned repairs, equipment replacements, and any regulatory or compliance requirements. A well-defined budget plan enables organizations to have a clear financial roadmap for managing their assets.

Tracking and monitoring maintenance expenses are vital for effective cost control. By analyzing actual expenditures against the budgeted amounts, organizations can identify any discrepancies or cost overruns and take necessary corrective actions. This helps in maintaining financial discipline and identifying areas where cost-saving measures can be implemented.

Implementing cost-effective strategies is another important aspect of asset maintenance budgeting and cost control. This includes exploring opportunities for preventive maintenance to minimize reactive repairs, optimizing maintenance schedules to minimize downtime and maximize resource utilization, and considering alternative sourcing options for materials or services.

Regular analysis of maintenance costs and performance indicators can provide insights into the effectiveness of cost control measures. Organizations can identify areas for improvement, track cost trends, and make data-driven decisions to optimize maintenance spending while ensuring asset performance and reliability.

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7. Asset Disposal and Replacement

Asset disposal and replacement is a critical aspect of asset management as assets eventually reach the end of their useful life or become outdated. This topic involves developing strategies to effectively manage asset disposal, replacement, or refurbishment processes.

The first step is to assess the condition of assets nearing the end of their life cycle. This assessment includes evaluating factors such as asset performance, reliability, maintenance costs, and technological advancements. By assessing asset condition, organizations can determine if assets can be refurbished, sold, or need to be replaced.

Evaluating replacement options is an important consideration. This involves analyzing available alternatives, considering factors such as performance capabilities, cost-effectiveness, energy efficiency, and compatibility with existing systems. It is essential to select replacements that align with organizational goals, operational requirements, and long-term asset management strategies.

Managing asset retirement or sale is another aspect of asset disposal. This involves implementing proper processes for asset decommissioning, removal, and responsible disposal. Organizations need to consider environmental impact, adhere to relevant regulations and guidelines, and explore opportunities for recycling or repurposing assets whenever possible.

Considerations of environmental impact and regulatory compliance are critical in asset disposal and replacement. Organizations should ensure compliance with applicable laws and regulations governing asset disposal, such as waste management, hazardous material handling, and data security requirements. Implementing environmentally sustainable practices is also essential to minimize the impact on the environment.

By effectively managing asset disposal and replacement, organizations can optimize their asset portfolio, reduce operational risks, and maintain efficient operations. Proper planning and execution in this area contribute to cost savings, improved asset performance, and adherence to environmental and regulatory standards.

What are the benefits of asset management with manwinwin software

ManWinWin is a computerized maintenance management software (CMMS) that offers several benefits for asset management. Some of the advantages of using ManWinWin maintenance software include:

Improved Asset Visibility: ManWinWin provides a centralized platform to store and manage asset information, including specifications, maintenance history, and documentation. This enhances asset visibility, making it easier to track and monitor asset performance, maintenance activities, and relevant data.

Streamlined Maintenance Processes: The software helps streamline maintenance processes by automating tasks such as work order generation, scheduling, and resource allocation. It facilitates efficient communication and collaboration among maintenance teams, improving response times and reducing downtime.

Enhanced Maintenance Planning: ManWinWin enables effective maintenance planning by providing tools for preventive maintenance scheduling, task prioritization, and resource optimization. This results in improved maintenance strategies, reduced breakdowns, and extended asset lifecycles.

Data-Driven Decision Making: The software offers comprehensive reporting and analytics capabilities, allowing users to analyze maintenance data and generate insightful reports. This empowers organizations to make data-driven decisions regarding asset management, performance improvement, and resource allocation.

Increased Productivity and Efficiency: ManWinWin helps streamline workflows, automate manual processes, and eliminate paperwork, resulting in increased productivity and efficiency for maintenance teams. It also minimizes administrative tasks, allowing maintenance personnel to focus more on proactive maintenance and value-added activities.

Cost Optimization: Effective asset management with ManWinWin can lead to cost optimization. By implementing preventive maintenance practices, reducing breakdowns, and optimizing maintenance schedules, organizations can minimize emergency repairs, extend asset lifecycles, and optimize resource utilization, ultimately reducing maintenance costs.

Regulatory Compliance: The software supports compliance with regulatory requirements by providing features for tracking and managing regulatory inspections, certifications, and documentation. This ensures that assets meet legal and safety standards


ManWinWin maintenance software for asset management brings benefits such as improved asset visibility, streamlined processes, data-driven decision making, increased productivity, cost optimization, and regulatory compliance. It empowers organizations to effectively manage their assets and maintenance activities, leading to improved asset performance and operational efficiency.

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