CMMS Maintenance Management 👉 www.manwinwin.ro

Maintenance management is a complex subject that has been written about in books. Modern maintenance management is computerized. Let's look at how to choose the right CMMS (CMMS (Computerized Maintenance Management System)for your organization.

CMMS should not be seen as a trend or a miracle tool that will solve all maintenance problems. CMMS is a tool for the Manager to plan and manage his interventions and equipment.

De ce ai nevoie de un CMMS? 👉 află mai multe here 

Because you want to centralize all your activity in one database. Without using countless excel spreadsheets or doing everything on paper?
As well as because there is a legal or audit requirement that requires computerized maintenance?
Because another company uses a CMMS and you want one too?
The most important thing is to be clear about the need to implement a CMMS.

Alegerea unui CMMS 👉 contactează-ne

The process of choosing a CMMS takes time. Most of the time companies consult with other companies/vendors. Either companies providing maintenance management consultancy services or software developers.
Support during the implementation phase should be provided by a company specialized in maintenance management.

What a CMMS should provide

In general, the main objective of a CMMS implementation in any company is to centralize and systematize all maintenance-related information. To standardize processes and optimize maintenance management. By introducing best practices within the department.
In terms of the features of the software chosen, the CMMS must simplify for the Manager:

Continuous coding, recording and updating of asset inventory. With technical data, preventive maintenance plans and correlation of equipment with materials used;
As well as the coding, recording and continuous updating of the inventory of materials used in the activity. Matching materials to equipment where used and evaluating suppliers;
Plan and manage all maintenance activities regardless of their nature (planned, accidental, quality, etc.);
Reporting all activities, indicating time worked, labor and materials used, and even third-party services;
Calculating maintenance management indicators (KPIs) that allow the manager to feel the "pulse" of his activity. Such as number of defects, downtime, preventive/corrective ratio (%), failure rate, financial and cost history and much more.

As far as the software interface is concerned, the easier for the end user, the better. An interface with simple and clear operations is the best option. Not because the end user would be less skilled or less agile in using the application. But because end users (in most cases, maintenance technicians) have to devote almost all their time to perform their tasks. As well as using only a small amount of time to record information in the software, and not the other way around.

Some recommendations to consider when choosing a CMMS::

Exclude the development of "in-house" software. This is a time-consuming process that can easily turn into something "painful", demotivating. In most cases, it becomes a never-ending task.
Also, the exclusion of custom software, programs or functionalities that are not maintenance specific. Excel, calendar reminders, project management software, etc. In the short term these will be insufficient. On the other hand, they can be important tools if there is only one person in charge of the project.

Main objectives and realistic expectations to be considered when deciding to implement a CMMS:

Encourage all members of the maintenance team (or even the whole company). Use up-to-date data, both related to maintenance and general management.
Obtaining knowledge/information about existing maintenance. Systematizing information and finding a way to make it accessible to everyone, everywhere.
Introduce improvements within the organization, starting with the implementation process itself.
Automatically obtain reports and KPI indicators for Management.
Increase productivity.

Like anything new, there can be resistance from team members. With reactions like "This is not going to work here!". "We don't have time to record everything in software!". "No one will follow these steps!".

Here are the steps for an effective CMMS implementation:

After deciding on a CMMS, the following questions arise: Where to start? Which direction do we take? What can be delegated and what can't?
When implementing a CMMS, it is natural that a lot of questions arise. That's why we recommend following these steps. They are the result of more than 30 years of experience in CMMS implementations.

STEP 1
Outline the project and establish the key team/people

Establish the purpose, objectives of the project and identify who will be involved. Project coordinator, technicians involved, CMMS consultant, IT representative.

STEP 2
Preparing the start-up information

Obtain the basic information needed to set up the CMMS. Use of a uniform coding system, valid for Cost Centers. Employee names and codes, suppliers, company organization chart, technical department structure. As well as existing specialist areas, etc.
At this stage it should also be decided how to code the goods/equipment in the organization.

Step 3
Establish the order in which technical data will be collected

Decide how and in which order the technical data of the equipment will be collected. For example:
Main production equipment
Auxiliary systems: water, electrical, etc.
HVAC equipment
Safety systems and equipment.

Step 4
Carry out planning for the implementation project

Specify scheduled start and end dates for specific implementation milestones.

Step 5
Collect data on assets held

Now collect all existing information and keep in mind the order established in Step 3. All information should be updated.

Step 6
Define the functional structure of the organization in software

Establish abbreviations to identify the elements of the structure (buildings, business area: production, customers, etc., auxiliary systems);
Detail the structure within each main group, "Systems" with suggestive descriptions.

Step 7
Record maintenance items in CMMS

Validation of the information collected in Step 5. This data should be verified in the field, we recommend checking the condition of the equipment at the time of recording.
In the equipment record we will find: code, technical data about the equipment, with the possibility to attach a photo and various documents related to the equipment.
Labelling the equipment with the specific code.
Tips: 
When registering maintenance items, it is recommended to choose a System (in the organizational structure). Register all equipment in that system.

Step 8
Register materials in CMMS

Before any registration and before using a material or spare part the physical organization of the warehouse must be done. A coding standard shall be established and used.
Registration of materials in CMMS includes: technical data, photographs, labelling of materials with specific codes.

Step 9,
Preventive maintenance plans

Prepare maintenance plan for each equipment with tasks and resources required. We recommend to avoid setting a timeframe where verification is not possible.

Step 10
Start recording operating data (counter) and work performed 

Next record operating hours, fuel consumption, etc.
Then start recording maintenance plans for equipment scheduled for the next period.

Step 11

By means of the preventive maintenance plans from Step 9,Work Sheets are released in the CMMS.
Tips:
Check that the human resources are available to carry out the maintenance plan set out in Step 9. Do not schedule Work Sheets in software that cannot be accomplished.

Step 12
Implement corrective Worksheets

Establish and implement clear maintenance procedures in the department. So that all corrective actions are correctly and regularly recorded in CMMS.

Step 13 
Implement maintenance requests

Establish and implement procedures in the department so that all maintenance requests are recorded and centralized in the software.

Step 14
Maintenance analysis and indicators

Establish a Balanced Scorecard with the KPI indicators the company wants to monitor. Starting with the usual ones: MTBF, MTTR, MWT, etc.
Setting the targets, you want to achieve.
Analyzing the data collected up to that point and evaluating the results, with trend/turnover lines established.