For shipping companies, choosing between a PMS, CMMS, or ERP system is not simply a technology decision – it’s an operational and compliance-critical one. While these systems are often discussed together, they serve very different purposes and are not interchangeable. Confusing their roles can lead to poor crew adoption, incomplete maintenance records, and increased regulatory risk.
The reality is that PMS, CMMS, and ERP systems each solve a specific problem within a modern maritime IT architecture. The challenge lies in understanding where each system adds value – and where it does not. This guide explains the key differences, outlines how shipping companies should use each system, and shows how the right combination supports safe, compliant, and cost-effective fleet operations.
What Are PMS, CMMS, and ERP?
In maritime operations, three acronyms frequently surface in technology evaluations: PMS, CMMS, and ERP. While they may sound similar, they exist to solve very different operational and business challenges.
PMS (Planned Maintenance System)
How shipping companies keep vessels safe, compliant, and operational.
A PMS is designed specifically for mobile, regulated assets such as ships and offshore units. It mirrors vessel structures, machinery hierarchies, and operational workflows while ensuring compliance with Class, Flag, ISM, and OEM requirements. PMS platforms focus on planned maintenance, defect reporting, running hours, certificates, and audit readiness – making them mission-critical for maritime safety and compliance.
CMMS (Computerised Maintenance Management System)
How maintenance teams manage work execution and assets.
A CMMS supports maintenance execution through work orders, job planning, asset registers, and spare parts tracking. These systems are widely used in industries with fixed or land-based assets, such as manufacturing or facilities management. While CMMS platforms are strong maintenance tools, most are not designed to meet maritime compliance or vessel-specific operational needs without extensive configuration.
ERP (Enterprise Resource Planning)
How the business runs financially and administratively.
ERP systems operate at the enterprise level, managing finance, procurement, HR, payroll, budgeting, and reporting. They provide financial governance and strategic oversight but are not built to manage maintenance workflows or vessel compliance. ERP systems record outcomes – such as spend and budgets – but lack the operational depth required onboard vessels.
PMS vs CMMS vs ERP. The Key Differences
The challenges
A common misconception in shipping is that ERP systems – or generic CMMS platforms – can replace a dedicated maritime PMS. In practice, this leads to:
- Low crew adoption due to poor usability onboard
- Shallow or inconsistent maintenance records
- Increased audit and inspection risk
- Operational data living outside core systems
- Reliance on spreadsheets, paper logs, and messaging apps
When systems don’t align with how crews and technical teams actually work, data quality and compliance inevitably suffer.
A clear system architecture avoids these pitfalls:
- PMS / CMMS = Operational System of Truth
- ERP = Financial System of Record
This separation ensures maintenance and compliance are managed where they belong, close to the asset, while ERP consolidates financial outcomes without driving operational workflows.
ERP explains the cost. PMS explains the cause.
Feature Comparison
The table below highlights how PMS, CMMS, and ERP systems differ in focus, depth, and typical use within shipping organisations.
| Dimension | PMS | CMMS | ERP |
|---|---|---|---|
| Primary Focus | Preventive maintenance & compliance | Maintenance execution & assets | Entire enterprise |
| Typical Users | Superintendents, crew, technical teams | Maintenance managers, planners | Finance, execs, operations |
| Maintenance Depth | ⭐⭐⭐⭐ | ⭐⭐⭐⭐ | ⭐ |
| Compliance & Audit | ⭐⭐⭐⭐⭐ | ⭐⭐⭐ | ⭐⭐ |
| Inventory & Spares | Integrated (maintenance-led) | Strong | Financially driven |
| Financials | Limited / integrated | Limited / integrated | ⭐⭐⭐⭐⭐ |
| Asset Insight | ⭐⭐⭐⭐⭐ | ⭐⭐⭐⭐ | ⭐ |
| Operational vs Strategic | Operational excellence | Operational efficiency | Strategic & financial control |
Which System Do Shipping Companies Need?
Choose a PMS if:
- Your assets are mobile and subject to regulation
- Safety, compliance, and uptime are business-critical
- You operate vessels or offshore assets
- You must satisfy Class, Flag, and ISM requirements
Choose a CMMS if:
- You manage primarily fixed or land-based assets
- Maintenance execution is the core requirement
- Regulatory compliance is industry-specific rather than maritime
Choose an ERP if:
- You need enterprise-wide financial control
- You want to consolidate procurement, HR, and finance
- You understand ERP should not replace maintenance systems
Can PMS, CMMS, and ERP Work Together?
Yes - and they should.
Modern maritime IT strategies focus on integration, not replacement. Each system plays a defined role:
- PMS manages maintenance, compliance, and asset condition
- CMMS (where applicable) supports maintenance execution
- ERP consolidates financial data and reporting
When connected properly:
- ERP tells you what was spent
- PMS tells you why
- CMMS tells you when and how
AMOS™, for instance,
connects maintenance, inventory, and procurement into a single operational platform while remaining fully ERP-compatible – giving shipping companies financial visibility without compromising compliance or crew usability.
Discover why we are the UK’s leading maritime asset management experts and see how we have helped hundreds of shipping companies optimise fleet performance.
Explore how AMOS™ delivers the operational control required to run safe, efficient, and compliant fleet operations.
Book a free consultation to find the right system architecture for your fleet.
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FAQs
Can I use ERP alone for vessel maintenance?
No. ERP systems lack the maintenance depth, compliance handling, and operational workflows required for vessel operations, leading to poor records and increased risk.
What’s the real difference between PMS and CMMS?
All PMS are CMMS, but not all CMMS are suitable as maritime PMS. PMS platforms reflect vessel structures and are built for Class, Flag, and ISM compliance.
Why does crew adoption matter?
If crews don’t use the system, the data doesn’t exist. That breaks audit trails and forces untraceable manual workarounds.
Should I buy PMS and CMMS separately?
In maritime environments, PMS and CMMS should be a single integrated solution. Separating them increases complexity and total cost of ownership.
