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Maximo vs UpKeep

Last Updated: November 18th, 2024

Our analysts compared Maximo vs UpKeep based on data from our 400+ point analysis of EAM Software, user reviews and our own crowdsourced data from our free software selection platform.

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Product Basics

Maximo by IBM helps manage physical assets like facilities, vehicles, equipment and machinery. It offers features like space management, storeroom management, integrations, inventory management, task management and more. It improves asset lifespan and operation availability as well as reduces risk through preventive maintenance and lifecycle management.

UpKeep is a cloud-based CMMS (computerized maintenance management system) software designed to streamline various tasks involved in facility and equipment maintenance. It caters to businesses of all sizes, from small startups to large enterprises, particularly those managing multiple locations or equipment types.

It offers a comprehensive suite of tools to help teams manage work orders, track assets, schedule preventive maintenance and monitor inventory levels.

Users can access the software from any device with an internet connection, promoting remote accessibility and team collaboration.

Compared to similar CMMS solutions, the solution is praised for its user-friendly interface, ease of implementation and affordability.

While pricing details may vary depending on specific needs, the system generally falls within a competitive range and offers subscription tiers based on the number of users and desired features.

$3,150 Monthly

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$45/User, Monthly

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Product Insights

Energy and Utilities Speciality: Access pre-built data models and tailored dashboards for energy and utilities. Analyze operational data to visualize asset health and view scoring models to determine risk factor. Monitor critical assets, asset health and failure predictions.
IoT Platform: Store IoT data for 30 days and get an overview on all assets. Access sensor, consumer, enterprise and industrial entities, with alerts to detect when asset data reaches or falls below set thresholds.
Efficient Scheduling: View a graphic representation of work orders and PM schedules. Manage shutdowns, outages, maintenance and other large projects across multiple locations. Check the status and schedules of multiple projects on the dashboard and accomplish end-to-end work management.
Linear Asset Management: Gain visual control over assets like roads, pipeline, rail lines and transmission lines. Track labor, materials, tools and asset conditions by linear measures.
Managed Service Provider: Manage customer agreements, service deliveries, billing and supplier contracts. Decide response plans, billing and price schedules as well as create bill batches for recurring costs.
Improved Safety: Manage safety, reliability and environment performance in compliance with regulations. Prepare for audits and surveys, catch defects, investigate incidents, and define lockout and tagout operations.
Asset Configuration: Manage near-real-time configuration of assets like aircraft and rail vehicles. Access technical records, create task cards that prompt manual reviews and get automatic displays of a record’s status.
Calibration: Stay on top of calibration history, data sheets, reporting, and all the requirements for traceability and reverse traceability.
Spatial Asset Management: Visualize and locate assets, locations, work orders and service requests on maps.
Data Visibility: Ensure all data is visible to all parties with IBM Maximo Registry, which stores a subset of transaction data entered on blockchain.
Equipment Maintenance Assistant: Support asset management programs with artificial intelligence.
Mobility: Multiple mobile apps supporting role-specific tasks in the work management process are available on Android and iOS. Available online and offline, they provide flexible access to work orders, inventory, asset data management, work approvals, barcode capabilities and more.

Streamline Work Order Processes: Create, assign and prioritize work orders to address maintenance tasks promptly. Customize workflows to follow standardized work order procedures, minimizing errors and ensuring consistency across teams and locations.

Real-World Example: The system helped a food preservation company create, track and manage work orders digitally, saving valuable time. The company also used filtering capabilities to quickly identify completed, pending and overdue work orders, further enhancing efficiency.

Limit Downtime: Schedule and track of preventive maintenance tasks to reduce unexpected equipment failures. Integrate with sensors and IoT devices to monitor equipment conditions in real time to detect anomalies at an early stage.

Real-World Example: The system helped Alto Products implement preventive maintenance for their paper press area, leading to fewer reactive calls and breakdowns.

Optimize Inventory Management: Gain real-time visibility into inventory levels, locations and usage to make informed reordering decisions, avoiding stockouts and overstocking.

Real-World Example: The solution enabled Layfield Group's technicians to instantly check the availability and location of replacement parts using their mobile devices, eliminating time-consuming manual searches. This streamlined process allowed them to initiate repairs quickly.

Make Data-Driven Decisions: Use custom dashboards to monitor maintenance spending over time and by asset to identify cost-saving opportunities and allocate budgets effectively.

Real-World Example: The system’s analytics module enabled Aesop’s Store Maintenance Coordinator to gain detailed insights into various aspects of maintenance operations, such as work order completion times, costs and categories. This data allowed her to identify trends, assess the effectiveness of maintenance strategies, and justify the need for additional resources.

Improve Communication: Enable technicians and managers to communicate with each other on the go via the mobile app. Update work order statuses, request assistance or access relevant information without being tied to a desk.

Real-World Example: The application enabled McDonald’s managers to track repair progress. It also helped technicians communicate updates or request assistance in real time. This streamlined communication loop ensured that everyone was on the same page and could work together to resolve issues quickly.

Asset Management: Manage asset operations, conditions, work centers, applications and inventory. Give restricted access to the system and menu options.
System Administration: Provides a framework to share items and data as well as manage communication templates. Includes site and organization setup, bulletin boards, classification hierarchies for assets, locations and work orders, query tickets, item type configuration, and a calendar to track labor, activities and equipment working time.
Asset Lifecycle Management: Stores information like asset number, location, parent and vendor, as well as tracks asset location and arranges them in a logical hierarchy. Also helps:

Define physical features like guard rails and mile markers and associate those features with one or more linear assets.
Add or modify meter names and sets of attributes that define the meter.
Define multiple measuring points, specify alarm limits and set acceptable meter readings.
Build and construct failure hierarchies and understand root problems.

Analytics: View scheduled reports and monitor KPIs to analyze the maintenance and lifecycle of assets.
Task and Activity Management: Plan, review and manage tasks, activities and work orders.
Contracts Management: Manage labor, purchases, leases, pricing, warranties, rental, service and software contracts. Includes blanket and master contracts, rule definition for each type, and a historical view of contracts.
Financial Management: Define and set currency codes and exchange rates, set general ledger account fields and track project costs to determine the resources needed for project execution.
Integration: Connect with enterprise systems and set up flows between apps. Supports multiple communication modes, UI-based integration, and bulk export and import of data.
IT Infrastructure Management: Specify rules for creation and management of relationships between configuration items. Offers service requests, incidents and work orders as well as grants full control over records like items, assets and location configurations.
Inventory Management: Provides data entry via barcode, service item records, tool records, item grouping, supplier lists, pick lists and more. Also helps:

Create and manage information about stocked, non-stocked and special order items.
See when an item is below a specified level with notifications.
Store information on item locations and view stocked items in the storeroom.

Job Planning Management: Manage plans, detail work descriptions and view assets that require a stop during inspection or maintenance checks.
Preventive Maintenance: Account for labor, materials, service and tools to better plan, manage, budget and schedule regular maintenance. Master records provide a template for future maintenance.
Purchase Management: Features include purchase processing, requests for quotations and invoices. Stores information about companies that make purchases, enables buying materials from suppliers and vendors, and matches invoices to POs and receipts.
Safety Management: Define hazards and safety precautions to prevent a workplace mishap with plans that explain how to take work assets in and out of service.
Security Management: Controls access to sites, applications and menu options. Employees can be in one or more security groups.
Service Request Management: Create requests for configuration, change of an asset and equipment repair. Requests show status and correspondence for better visibility.
Service Desk Management: Oversee processes and save work performed in the asset’s record. Templates help standardize common service requests and incidents.
Release Module: Enables task and activity management. Provides classification and attributes for categorization, PM and scheduling details, task assignment, follow-up records, work logs, communication entries, and requirements for labor, services, materials and tools.
Task Management: Offers activities, tasks, work orders and historical records of work performed.
Work Orders: Available for assets and locations and includes the number of hours worked by contractors or employees. Report on open work orders or small jobs and capture the history of work orders.
AI-Powered Asset Monitoring: Monitors remote assets and operations, automates task execution, and performs anomaly detection. Also provides:

Customizable monitoring dashboard.
Rule-based alerts for data tied to specific standards and KPIs.
Data filtering and root cause analysis based on hierarchies.
IoT data for processing, direct access, historical storage and archiving.
Alerts to produce events and create service requests.

Asset Health Insights: Manage the health of assets using IoT data, work history and asset data. Offers:

Health scores, real-time sensor data and alerts from SCADA systems.
Maintenance history, weather incidents and subcomponents with historical context.
Integration with PM systems to access data and manage maintenance schedules.

Predictive Maintenance Insights: Manage future failures and determine asset failure factors that could affect operations. Capabilities include:

IBM Watson, which scans for patterns in usage, environment and other asset-specific data to predict future failures.
Data provided by IoT sensors, OT, ERP and EAM systems.
Predictive model templates, visualizations and a library of analytics APIs to build custom models.
Machine learning and analytics for operational data generated by critical assets.
Prescriptive analytics and anomalous behavior detection.

Workers Insights: Offers dashboards, interacting reporting tools, data export, filters and configurable shield parameters. Includes predefined and customized shields that help detect if a worker’s life might be in danger. Tracks data such as:

Hazards and statistics of hazards via a map.
Averages and counts for workers, hours and hazards.
The location of an object or a worker through beaconOS and GPS.

MRO Inventory Optimization: Includes:

Part and stock management using automation and analytics.
Inventory segmentation based on criticality and business impact of MRO spares and materials, along with inventory value calculated based on inherited items, average cost and other criteria.
Lead time tracking to manage asset downtime.
Reports, dashboards and KPIs for all important metrics.
Configuration of work queues and screens.
Column-oriented databases, summarization engines and elastic searches to filter, sort and update records.

Migration Tool: Transfer product customizations and configuration from development to production for testing. Access a standard rollout environment and repeatable rollout processes that help in monitoring, documenting and managing regulatory compliance.
Storeroom Management:

Monitors item availability, records physical counts and balances inventory.
Offers details on cost, issue and order units.
Reconciles recent physical count after every completed transaction.
Includes parent and child storerooms to create hierarchies.
Supports adding multiple items to a hierarchy and reordering items from a single storeroom.

Service Requests: Features include notifications upon completion or close of a request, multimedia support to upload photos and videos, and resolution monitoring. A security group template grants users access to service requests, work centers, tools and tasks.
Managing Inspection Forms: Offers specific questions to choose from, revisions to active forms by adding conditions, templates for reuse, and the ability to edit questions and instructions. Forms can be associated with assets, locations and work orders.
Business Analysis Work Center: Analyze work efficiency, supply rates, inventory balance and more to improve operation and user performance. View the analyzed data in charts and download it in an image format.
Data Set Designer: Includes filters and sorting to configure content and build sets, which can have an application query applied to them. Supports exporting in CSV format.
Application Analysis: Enhances operations with queries for situations like overdue POs and upcoming reactive work. Incorporates KPI tracking, Query by Example and export to Excel for further analysis.
Reports and Dashboards: Embedded reporting offers more than 100 report types, which can be customized, saved, shared and downloaded. Dashboards summarize business data while storybooks format content in useful ways. Access to Cognos BI provides advanced business intelligence capabilities.
IBM App Connect: This ready-to-go connector enables integration with distributed databases, infrastructure environments and hundreds of third-party business systems such as JIRA, Salesforce, SAP, QuickBooks and Workday.

Work Order Management: Receive requests directly from clients or create them as needed. Visualize work orders on a calendar for better scheduling and resource allocation. Track work order progress, update statuses and add comments for real-time visibility. Filter and sort work orders by asset, technician, or location or easy organization. Control who can close work orders by setting role-based permissions.
Asset Management: Store and manage asset information, including model, serial number, location, purchase date, warranty details and maintenance history. Use barcode or QR code scanning to streamline asset identification and data entry. Track asset performance (uptime and downtime).
Parts and Inventory: Track inventory levels, locations and usage in real time. Automatically update counts when parts are used in work orders. Set minimum quantity thresholds for each part and receive alerts when levels are low or reach a reorder point. Create and track purchase orders directly within the system.
Preventive Maintenance: Schedule routine maintenance tasks based on time intervals, meter readings or custom triggers. Automatically generate work orders for recurring maintenance tasks, saving time and ensuring consistency. Schedule maintenance based on calendar dates or time intervals. Create standardized checklists for technicians to follow during preventive maintenance inspections.
Analytics and Reporting: Create personalized dashboards to track the specific KPIs that matter most to the organization. Access pre-made dashboards to quickly visualize key metrics such as work order completion rates, maintenance costs, technician productivity and inventory levels. Export reports in various formats (PDF, CSV, etc.) for further analysis or sharing.
Safety and Compliance: Generate reports to demonstrate compliance with regulatory requirements, such as OSHA or ISO standards. Store and manage safety documents, permits and certifications. Build customizable checklists for safety inspections, audits and other compliance-related tasks.
Cost Analysis and Forecasting: Compare depreciation data with downtime data to assess asset life span and determine whether it’s worth repairing, selling or scrapping. Track depreciation and repair cost data to make more accurate cost predictions for purchasing future assets. Track technician hours and break down work time on different tasks to identify problem areas.
Integrations: Integrate with 500+ other platforms, including Google Workspace, Slack, QuickBooks Online and Zapier to avoid duplicate data entry. Integrate with Okta, Google or other SAML providers to set up single sign-on to avoid getting distracted by multiple login screens. Access Webhooks and API for real-time data sync.

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Analyst Rating Summary

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Analyst Ratings for Functional Requirements Customize This Data Customize This Data

Maximo

UpKeep

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100%

67%

33%

71%

14%

15%

71%

29%

88%

59%

35%

17%

83%

17%

83%

88%

41%

59%

100%

38%

62%

67%

17%

16%

33%

67%

100%

67%

33%

80%

20%

17%

83%

100%

67%

33%

Analyst Ratings for Technical Requirements Customize This Data Customize This Data

43%

57%

14%

43%

User Sentiment Summary

87%

of users recommend this product

Maximo has a 'great' User Satisfaction Rating of 87% when considering 978 user reviews from 5 recognized software review sites.

91%

of users recommend this product

UpKeep has a 'excellent' User Satisfaction Rating of 91% when considering 2575 user reviews from 5 recognized software review sites.

n/a

5.0 (14)

4.4 (507)

4.5 (944)

4.18 (76)

4.6 (1332)

4.2 (72)

n/a

4.3 (259)

4.7 (248)

4.3 (64)

4.3 (37)

Awards

Synopsis of User Ratings and Reviews

Asset Management: Every user who mentioned this aspect appreciated that the system helps reduce asset downtime.

Customization: Extensive customizations help users fit the software to their company, according to every review referring to this feature.

Tracking: All users mentioning tracking liked that the system helps keep track of site issues, inventory, assets and expenses.

Easy to Use: More than 90% of reviews on usability said the solution has an easy-to-use interface.

Reports: Reports have helped in analyzing the expense on individual assets and more, as stated by more than 70% of users referring to this feature.

Integration: Integration with multiple systems like SCADA has helped smooth out various processes, according to more than 60% of reviews mentioning this feature.

User-Friendliness: Approx. 60% of reviewers appreciate the system’s intuitive interface and ease of use, with multiple mentions of how easy it is to input information, create work orders and navigate the platform.

Improved Communication: 20% of users praised organizational capabilities such as centralized document storage, making it easier to keep track of maintenance records, inventory and other important information.

Robust Preventive Maintenance Capabilities: Approx. 20% of users appreciated robust scheduling and maintenance tracking capabilities.

User Interface: More than 60% of reviewers referring to the interface felt that it needs to be improved so novice users can easily adapt to it.

Implementation: The implementation process is hard and has a steep learning curve, according to all users referring to this aspect.

Pricey Licensing: More than 80% of reviewers felt that the cost of licensing was on the higher end.

Attachments: It’s difficult to link external documents like Word and Excel, and attaching images takes awhile, according to every review referring to this feature.

Technical Issues and Bugs: 40% of reviewers report encountering technical issues, including scrolling problems, bugs and errors in uploading items.

Delayed Customer Support: Some users express dissatisfaction with customer support, citing slow response times and inadequate solutions to technical problems. One reviewer specifically mentions waiting five weeks for references and receiving limited assistance from support representatives.

Feature Limitations: While the mobile app is generally praised, some users find it requires a constant internet connection, limiting its usefulness in areas with poor connectivity. Other reviewers point out specific limitations, such as difficulties in generating reports, lack of custom security options, and issues with inventory management features.

IBM Maximo Asset Management helps users perform preventive repairs to extend asset lifespans, monitor assets and equipment, manage contracts, and control inventory. It excels in asset management, tracking and reports. With an intuitive design, plenty of integrations and a high degree of customization, it provides flexibility and ease so users can get the most out of it. However, the UI can be difficult for new users and the cost for licensing is on the higher end. Reviews also cited difficulty with attachments and a complex implementation process as drawbacks. Overall, it’s a good fit for businesses looking for a CMMS with plenty of features that go far beyond asset management.

UpKeep is a robust maintenance management solution that addresses key challenges faced by organizations with diverse asset portfolios. The platform's user-friendly interface, combined with features like streamlined work order management and preventive maintenance scheduling, simplifies maintenance operations and boosts team productivity.However, the platform isn't without its shortcomings. Technical glitches, delayed customer support and limitations in mobile functionality have been reported by some users, potentially hindering the overall user experience.Overall, UpKeep seems to offer a promising solution for businesses seeking to enhance their maintenance operations, but potential users should weigh the pros and cons carefully to determine if it's the right fit for their specific needs and priorities.

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FAQ

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