The verdict in three sentences
In a food plant with 200 to 300 assets, the cost of unplanned downtime far exceeds that of any maintenance software. An off-the-shelf CMMS is enough if your processes are standard and your team small, but a custom CMMS costing EUR 45,000 to 80,000 pays off as soon as you need to link meter-based preventive maintenance, HACCP plans and production data. The realistic target: roughly 30% less downtime within 12 months.
What 6% unplanned downtime costs
The typical plant we work with near Cork processes dairy or prepared foods on 3 lines, on two shifts, with 240 assets (packaging machines, heat exchangers, refrigeration compressors, conveyors) and a team of 9 technicians. Maintenance is tracked in spreadsheets and an old package installed on a single PC. Preventive work is scheduled by calendar, not by usage.
| Indicator | Current value | Estimated annual impact |
|---|---|---|
| Unplanned downtime rate | 6% of operating time | about 230 h per line |
| Margin lost per downtime hour | EUR 450 to 700 | EUR 310,000 to 480,000 across 3 lines |
| Emergency spare part orders | 25 to 35% of purchases | EUR 15,000 to 30,000 extra cost |
| Technician time searching history | 3 to 5 h per week per technician | 1,400 to 2,300 h |
| Equipment-related HACCP non-conformities | 8 to 15 per year | recalls, downgrades |
| Loaded technician hourly cost | EUR 42 to 52 | Cork 2026 estimate |
The maths is clear: cutting downtime from 6% to 4.2% often brings in more than EUR 90,000 a year, before counting technician time.
Off-the-shelf CMMS or custom CMMS
| Criterion | Off-the-shelf CMMS (SaaS) | Custom CMMS |
|---|---|---|
| Initial investment | EUR 5,000 to 15,000 (setup) | EUR 45,000 to 80,000 |
| Recurring cost | EUR 80 to 150 per user per month | EUR 7,000 to 11,000 per year |
| 3-year cost (15 users) | EUR 48,000 to 96,000 | EUR 66,000 to 113,000 |
| Meter-based preventive (hours, cycles) | often an add-on | native, wired to PLCs |
| Link to HACCP plans | rare | critical control points tied to assets |
| PLC and MES connection | limited API | OPC UA, Modbus, MES exports |
| Offline mobile app | variable | yes, built for cold areas |
| Timeline | 4 to 8 weeks | 4 to 5 months |
An off-the-shelf CMMS is the right choice for an SME with fewer than 100 assets. Beyond that, and once food safety traceability comes into play, custom aligns on 3-year cost while fitting your plant exactly.
The features that reduce downtime
| Feature | Measured effect | Share of budget |
|---|---|---|
| Preventive triggered by PLC meters | 20% fewer repeat failures | 25% |
| Mobile work requests with photo | 40% faster response | 15% |
| Per-asset history and QR code | search in 15 seconds | 15% |
| Spare parts stock and thresholds | 50% fewer emergency orders | 15% |
| HACCP critical points linked to maintenance | evidence ready for BRCGS audit | 15% |
| MTBF, MTTR, OEE indicators | weekly steering | 15% |
Rollout follows 4 steps: 3 weeks of shop-floor audit and inventory of the 240 assets, 12 weeks of development, 3 weeks of PLC connection, 2 weeks of training technicians and shift leads.
Mini case study
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Sean, maintenance manager at a prepared-foods plant near Cork, invests EUR 66,000 in a custom CMMS. Unplanned downtime falls from 6% to 4.2%, recovering 207 hours across 3 lines, at EUR 550 margin per hour: EUR 113,850. Emergency orders halve, saving EUR 11,000, and the 9 technicians gain 3 hours per week, i.e. 1,200 hours at EUR 47, EUR 56,400 of time redirected to preventive work. With EUR 9,000 of annual maintenance, the net gain exceeds EUR 170,000 a year: payback in under 5 months.
FAQ
Is a custom CMMS compatible with a BRCGS or IFS audit?
Yes, it is one of its strengths. Every intervention on an asset linked to a critical control point is time-stamped, signed and exportable as PDF, cutting audit preparation from 3 to 5 days to a few hours.
Can the CMMS connect to our PLCs?
Yes, through OPC UA, Modbus or exports from your SCADA. This connection costs about EUR 5,000 to 12,000 depending on the number of lines and triggers preventive work on real hours or cycles.
How long does it take to import existing history?
Importing 3 to 5 years of spreadsheet history takes 1 to 2 weeks. Preventive routines are reviewed with your technicians during the initial audit.
Does the mobile app work in cold rooms?
Yes, it works offline and syncs when Wi-Fi returns. It is usable with gloves thanks to large buttons and QR code scanning.
Do we need an in-house IT team?
No. We handle hosting, updates and support for EUR 7,000 to 11,000 a year. One maintenance lead on site, 2 hours a week, is enough.
Let's scope your project. Send us your number of assets, lines and technicians: we will price your CMMS between EUR 45,000 and 80,000, deliverable in 4 to 5 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
