Maintenance and Reliability Engineering

Chapter 9 : Computerized Maintenance Management Systems

(CMMS)

Instructor : Dr. Faiza Mohamed Benabdallah

ISE 432

ISE Department, 13th level/ 5rd year, Academic year 2022-2023

1
Introduction

The objective of maintenance organizations is to maximize uptime in the most cost effective manner. To
accomplish this objective, the following strategies must be clearly specified:

1. Effective maintenance strategies derived from equipment condition and history.

2. Efficient techniques for planning and scheduling of work orders and utilization of resources.
3. Monitoring of maintenance activities, data collection, and performance reporting to support
continuous improvement.

A Computerized maintenance management system (CMMS) is basically information systems adapted to

serve maintenance. CMMS aids in the process of data collection, recording, storing, updating, processing,
communicating, and forecasting. It is essential for planning, scheduling, and controlling the maintenance
activities. Through effective reporting, a CMMS can provide maintenance managers and engineers with the
information needed for sound decision making to control and improve the maintenance process.

2
Introduction

Most organizations today have some sort of computerized maintenance support and may have failed to reap
the full benefits of a CMMS. The main reasons for that are the following:

▪ In many cases, the system does not meet the maintenance requirements.
▪ The system is not user-friendly.
▪ Maintenance planners and engineers are not well trained to use the CMMS.
▪ CMMS reports are not used for maintenance improvement.

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Overview of CMMS

The success of a CMMS can be measured by its ability to support the maintenance process.

Two important elements are essential for an effective CMMS :

▪ ability to support the main activities in the maintenance process,
▪ ability of the software and hardware configuration in terms of their reliability, friendliness (ease) of use,
quality of information, and timely processing.

A CMMS can be centralized for small organizations or completely decentralized and distributed systems
for large ones. It can run on mainframe, microcomputer, workstations, and personal computers. Also, it can
be a stand-alone system or a network in a client server environment. A typical PC-LAN (network) may
have several terminals, remotely located with perhaps over fifteen users and several printers. The software
can be menu-driven or window based. A typical CMMS is linked to inventory, payroll, purchasing, and
accounting. Experience has shown that the system reliability, timeless, and friendliness enhance the
utilization of CMMS and increase its benefits to the organization.

4
Overview of CMMS
In terms of support to the maintenance process, CMMS usually includes the following functions:
▪ Equipment identification and bill of material
▪ Preventive maintenance
▪ Work order management
▪ Planning and scheduling
▪ Inventory control and purchasing
▪ Labor and job standard
▪ Equipment history
▪ Costs and budget
▪ Performance reports
▪ Quality reports

CMMS consists of five models. These are as follows:

1. Equipment management
2. Work order control
3. Crafts management
4. Material supply and control
5. Performance reports.
5
CMMS Modules

The structure CMMS consists of the above five modules that

interact together to support the maintenance process. the
CMMS has security and file creation systems.

Maintenance management information system structure 6

CMMS Modules
1. Equipment Management Module

This module provides information about equipment

identification, location, installation date, status, technical
information, equipment history and preventive
maintenance schedule, special tools, and safety
procedure. Additional information can be stored about
lubrication program specifications, lubrication oil, and
method of application, standard jobs, and repair history.

This module tracks equipment lubrication and preventive

maintenance. It interacts with work order planning and
controls in order to generate the needed work orders.

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CMMS Modules
2. Work Order Control Module

The work order control module automates the process of work order generation. This module is the heart of the CMMS
since it is responsible for the execution of the work order system, which is the heart of the maintenance control. The
work order serves the following functions:
1. Documenting the process of work requests and authorizing the work to be performed.
2. Planning, monitoring, and controlling the actual work.
3. Helping in data collection about maintenance performance and costs.
4. Providing the needed information for feedback and continuous improvements.

The work order requires two types of information used for :

▪ planning and scheduling,
▪ identification.

This module initializes the work order by feeding the necessary information regarding new jobs.

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CMMS Modules
2. Work Order Control Module

The categories of information are

listed below:
▪ Work order number
▪ Date
▪ Problem definition and tool
needed
▪ Equipment number, work plan,
and location
▪ Estimated man-hours and
estimated costs
▪ Craft code
▪ Material

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Flowchart work order control
CMMS Modules
3. Crafts Management Module

This module keeps track of craft status in order to provide the planner/scheduler the information needed for
scheduling work orders. The planner/scheduler, when executing the work order control module, needs to interface
with this module to know manpower availability. The craft status report is given in Table 1 as an example for such
information. Table 2 shows a personal file for a craft.
Table 10.3 Characteristics of the work order management

Table 1 : Weights for CMMS functions

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CMMS Modules
3. Crafts Management Module

Craftsmen status report Craftsman personal file

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CMMS Modules
4. Material Supply and Control Modules

Material requirement planning and inventory control are critical for overall performance of the maintenance system.
A CMMS must provide an effective inventory and material supply.
In the process of planning a work order, the planner identifies the needed spares and material. Then, he checks the
availability of spares and material in the needed amounts prior to opening the work order. The availability of spare
parts and material is critical and essential for smooth planning, scheduling, and controlling of maintenance work.

The system must have the capability of classifying spares according to their use and cost. An ABC analysis of all
ledger maintenance stock and stores should be made. This type of analysis helps in identifying class A items which
are the fifteen percent of all items that share the major inventory cost (70–80 % of the cost of all items). The class A
items should effectively be controlled using a perpetual computer control system. Maximum and minimum levels for
such items must be maintained and an economic order quantity should be used for restocking them.

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CMMS Modules
4. Material Supply and Control Modules

Such supply modules can provide

information about critical items and
stock checks when needed. Typically,
such modules are linked to purchasing
in order to initiate purchase requisitions.
The basic functions of the module are
the following:

▪ Indicating material availability.

▪ Providing information on ordered
material and their status.
▪ Deleting open purchase orders.
▪ Performing inventory adjustments.
▪ Initiating purchase orders.
▪ Searching for work orders waiting
for material and change their status
upon material arrival.

Flowchart for material received Flowchart for purchase order 13

CMMS Modules

5. Performance Reporting Module

This module of CMMS interacts with all other modules to monitor the maintenance activities and provides various kinds of
cost and performance reports. The module can be customized to generate all needed reports.

1. Cost reports. The system provides details about the maintenance costs. The costs can be prepared by equipment or by
cost center where the equipment is located. The cost includes labor, spare parts, material, and facility costs.
2. Completed work orders. This is a summary of work orders completed in a specified time window.
3. Backlog report. This is a summary of work orders in the maintenance backlog. The work orders can be classified
according to the cause of their backlog, which could be spare parts, crafts, or other technical reasons.
4. Work order status report. This includes the progress of all work orders.
5. Craft performance report. This report includes a summary of craft productivity.
6. Distribution of maintenance work by priority.
7. Estimated versus actual hours report.
8. Plant availability report. This report provides information about equipment availability.
9. Plant reliability report. This report provides information on major equipment reliability and mean time between failure a
10. Quality reports. This report provides information about repeat and substandard jobs and training records.

Other reports can be generated by using the system. These reports include work order delays, suspended jobs, and trends in
utilization of crafts and others. The output of the CMMS should be utilized for improvement purposes. The reports
generated by the CMMS can be a useful input for the monthly maintenance report on any deficiency analysis. 14
Evaluation of Computerized Maintenance Management Systems

Let i = 1, …, n : specific requirements or functions desired from a CMMS.

Functions : work order management, preventive maintenance management, craftsmen management, inventory
management, maintenance management reports, vendor evaluation, quality management, and general considerations.

Let w1, w2, …, wn : respective weights or relative importance of these functions according to their intended use.
For each function, let j = 1, …, m : major characteristics which the system should offer for its effective use. The
availability or effectiveness of these characteristics may vary from one system to another. These characteristics of a
function are not equally important for every user.
Let b1, b2, …, bm be the relative weights of these m characteristics. In order to compare or select an appropriate CMMS
from those available, assign a score out of ten to each of the characteristics based upon its availability through
perfectness.

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Evaluation of Computerized Maintenance Management Systems

Let Sij be the score out of a possible ten score for characteristic i of function j. Then, the total score for a function can be
calculated as :

The composite score for a CMMS is

The composite score (CS) can be calculated for all the available maintenance management systems, and the one with the
highest CS is be preferred over the others.

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Evaluation of Computerized Maintenance Management Systems

Preventive maintenance management (PM)

Inventory management

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Evaluation of Computerized Maintenance Management Systems

Quality control management

Maintenance reports

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Evaluation of Computerized Maintenance Management Systems

Vendor and service evaluation system

General considerations

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Evaluation of Computerized Maintenance Management Systems

Functions of computerized maintenance management systems 20