CMMS Implementation Guide Ebook - Compressed
CMMS Implementation Guide Ebook - Compressed
CMMS Implementation Guide Ebook - Compressed
Advanced
CMMS Metrics
CMMS
Implementation
Guide
A complete
resource for indicators
all the information
need to research,
source,"
The key performance
(KPIs) foryou
maintenance
excellence,
and
set-up
at CMMS.
how and
you excel
can measure
them with your CMMS.
Table of Contents
Part I: Introduction 3
Phase 1 Discovery"
Phase 2 Data Migration"
Phase 3 System Configuration"
Phase 4 System Training / Going Live"
Phase 5 Project Close
Part I:
What is a CMMS?!
A Computerized Maintenance Management System(CMMS) is a software tool
to help manage and track maintenance activities such as scheduled
maintenance, work orders, parts inventory, purchasing and projects. The
CMMS gives full visibility and control on maintenance operations so everyone
can see whats already been done and what still needs to be done.
Dashboard KPIs help measure current performance against those defined goals. The CMMS also helps
maintenance managers get more organized by reducing their dependence on paper, whiteboards and
memory by automating many mundane daily activities. A CMMS also helps users identify recurring tasks that
need to be done or prioritized, ensuring nothing is overlooked. One of the biggest benefits of a CMMS is
increased labor productivity as the system can help plan and track work so technicians can complete their
tasks without interruption.With proper planning and tracking, the maintenance team is a lot more organized.
More importantly, a CMMS can help an
organization become more health and
safety compliant in a number of ways.
Safety procedures can be included on all
job plans ensuring technicians are aware
of the risks ensuring the organization is
compliant and ready for those audits.
Using a CMMS, you can schedule
preventive maintenance work orders and
get alerted automatically when PMs are
due. You can also see all the work done to an asset in the past so you can optimize maintenance schedules or
troubleshoot existing breakdown issues. CMMS software also tracks how much time and money is being spent
on which assets helping organizations make those repair versus replace decisions effortlessly. Rather than
trolling through receipts and dockets at the end of a year, the manager can simply run a costing report in the
CMMS to see where the budget was spent and what needs to be improved. Business intelligence reports built
into the CMMS can be used to analyze and refine your maintenance strategy.
Objectives of
CMMS Implementation
Part II:
The Implementation Process!
Many CMMS implementations fail as companies struggle to fully understand
the implementation process. CMMS implementation failure rates from 60% to
80% have been reported in various maintenance resources.
Reasons for failure include cost overruns, time overruns, poor end user utilization, little or no change from
management, lack of support from management, insufficient end user training, failure to achieve the promised
benefits, or failure to become an every day part of the organization. This CMMS implementation guide is a
logical process created to help maximize the rate of success of implementing a CMMS software package into
your organization. The process has been designed to be as comprehensive as possible so nothing is missed
and your organization can realize the full potential of a CMMS system.
Phase 1 - Discovery
1. Prepare the Business Case
The first step in any CMMS implementation is to
prepare your business case. Does your organization
need a CMMS, or maybe something similar like EAM
or CAFM software? What objectives do you want to
achieve with a CMMS implementation? A CMMS
can benefit an organization in a number of areas.
Define the goals in terms of cost savings, efficiency gains, scrap reductions, inventory optimization, return on
investment (ROI), health and safety improvements, standardizing work practices, compliance tracking or
environmental objectives. This will determine whether the CMMS is worth implementing, and if so, the
corresponding budget.
For example, say your organizational goal is to improve equipment reliability. Lets say the business
requirement would be to ensure that the CMMS could do both time based and condition based
maintenance. The KPI or metric to measure against is Mean Time Between Fail (MTBI).
Each plant will have its own specific set of KPIs that can be used to make informed decisions that
impact employee safety, employee productivity, plant efficiency and budget planning and forecasting. You
must select a CMMS that has the ability to output the metrics you need. You may want to track costs
incurred against an individual asset or track costs incurred against a cost center. Some organizations are
more interested in measuring the availability of your assets as it directly impacts the ability to meet orders.
There are 5 main maintenance KPIs that will satisfy 90% of organizations. They are Mean Time to Repair,
Mean Time Between Failure, Overall Equipment Effectiveness, PM Compliance and Planned Maintenance
Percentage. The author has written about these five key metrics in detail in the Advanced Maintenance
Metrics e-Book.
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Setup-&-Configuration-Phase
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Conduct'MA-CMMS'Training'for'Admin'
personnel
Review'daily'management'of'MA-CMMS'
operations
Data'Gathering
Data'Cleansing'(from'existing'programs'or'
excel)
Data'Entry'R'table'codes,'and'system'control'
information
Perform'any'Customizations'&'Security'
configurations
Support'client'development'of'internal'
procedures
Train'end'users
Go-Live-Phase
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
16 Data'Review'/'Sanity'Check
17 Perform'User'Acceptance'Testing
Review'responsibilities'of'users'in'functional'
18 department
19 CMMS'Go'Live
20 Onsite'Monitoring
21 On'the'Job'Training'(OJT)
Project-Close
Conduct'post'implementation'audit'to'
22 ensure'all'requirements'have'been'met
23 Project'Review'Document
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Six-Month-Review
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7. CMMS Discovery
There can be a considerable number of factors to consider when researching CMMS applications.
Creating a matrix of requirements and scoring each item by importance will make the process faster and
more accurate. This score is essentially a measure of how well a computerized maintenance management
software system fits your business requirements. The matrix and scoring system will let you quickly and
easily compare CMMS solutions side-by-side, and help you make the right decision first time.
Feature set
Vendor profile
above.
Add-on Features
Support
Complexity
Integration
Training
the future?
Technology
Another major consideration is the decision to go with on-premise or cloud hosted CMMS software.
Traditional on-premise CMMS software can be a handful to manage. You need to provide the IT
infrastructure to run the application, configure the network to enable users to access the CMMS and then
install any upgrades or security patches when they become available. And if the hardware fails, you could
be waiting days to get back online. Many organizations dont have the bandwidth or expertise to manage
complex processes like this. Today, cloud CMMS applications are garnering more interest as they oer
numerous advantages such as a lower total cost of ownership, unlimited scalability, and regular product
upgrades. With cloud CMMS software, there is no need for complex server set up and configuration; you
simply sign up, log in and start using it immediately. There is no big upfront payment. Instead, you pay a
manageable monthly subscription to access the software, which is hosted on the vendors servers.
Application Training
Security
License renewals
Hopefully youll find this list of CMMS considerations helpful. It may seem like a long list to go
through for a small to medium sized business that just wants a better handle on their
maintenance, but putting in the research is worth the time it takes to get the best CMMS for
your needs.
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8. CMMS Selection
When you have scored all your vendors using your selection matrix,
simply select the vendor with the highest score and move to the next
stage of the implementation process. Weve already done some of
the work for you. Check out the link in the sidebar for a link to a free
CMMS feature scoring matrix worksheet.
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Selecting a dedicated team of maintenance and IT professionals will safeguard the projects success. By
involving the software vendor for training & consultancy services, you can borrow their expertise when needed.
Youll need a project manager, one or more system implementation specialists, data gathers, project
champions, trainers and end user testers.
Data Cleansing
Data Gathering
CMMS Set Up and Configuration
Testing
Monitoring
A. CMMS Trainer
The training director will be responsible for development and instruction of all CMMS training classes at your
site. Ideally, the trainer should be a maintenance management professional with both strong IT skills and
extensive industry experience. In many cases, the CMMS vendor can provide either onsite or remote training.
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2. Data Cleansing
(from Existing Programs or Excel)
Garbage data from a prior system or legacy application is a common discovery during a CMMS
implementation. Existing data can be imported directly into most CMMS applications using the import tool,
however, some manipulation of the data may be needed before the import. Where prior data exists, assume
the data is of poor quality and will require data scrubbing before it can be uploaded to the new CMMS
system. Add the appropriate time to complete this to the project tracker.
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2. Core Configuration
Major steps include configuring the asset hierarchy, work order workflows, email notifications, scheduled
maintenance procedures, inventory triggers and system settings. For example, when building PM
maintenance for an asset, the trigger must be configured so it executes the work order at the correct
interval. Each organization is unique so features and functionality can be toggled on and off as needed to
fit your business requirements. Some customizations may be required to ensure the efficient integration of
software into existing work processes.
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Part III:
Extras: Tips & Tricks!
Tip #1 Look for Mobile CMMS
Select a CMMS vendor with a mobile app. Mobile CMMS gives the
user access to the CMMS in the field or on the shop floor while they do
the work, eliminating the need to print out work orders or take notes
only to enter them into the system later. Technicians can log data such
as repair notes and meter readings in the system in real time,
eliminating the redundancy and double jobbing associated with paper,
and freeing up time for the technician to more productive tasks.
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Part IV:
Conclusion!
A CMMS is an inexpensive, but incredibly useful tool and in time can help drive
down the cost of maintenance but its not a magic bullet that will eortlessly turn
your maintenance department into a well-oiled machine simply by using it. Asset
management is an ongoing process of continuous improvement and a CMMS is the
tool to help manage it. In time, the CMMS becomes a database of maintenance
related information that can be used to outline best practices, identify workflow
improvements, pinpoint cost savings and eliminate waste.
This guide has been specifically written as a comprehensive implementation
overview so nothing is overlooked. It will help you reduce the time needed to
implement a CMMS, reduce outside consultancy fees, and reduce the chances of
costly mistakes. Follow the plan diligently to greatly increase your chances of
CMMS implementation CMMS.
Remember, if you are considering upgrading or implementing a CMMS for the first
time, cloud-based software provides distinct advantages and cost savings over
traditional on-premise software. The reliability, mobility and lower total cost of
ownership that comes with cloud-based CMMS can give you the competitive
advantage you need to take your asset management strategy to the next level.
Consider it a critical cog in your maintenance and reliability program that can pay
huge dividends in improving plant performance and eciency whilst increasing
productivity if employed correctly.
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Contact!
Maintenance Assistant
35 Golden Avenue
Toronto, ON, Canada
"
P: 1-(855)-884-5619"
E: info@maintenanceassistant.com
ABOUT THE AUTHOR
Je O'Brien is a product specialist,CMMS evangelist
and industry blogger at Maintenance Assistant Inc.
Maintenance Assistant develops and delivers
maintenance software solutions that are used by
thousands of asset-intensive businesses around the
world to transform their maintenance operations,
eliminate waste and costly downtime, and manage
risk. You can contact Je via emailor LinkedIn.
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