CMMS Software Implementation – What Are The Steps?
What Can We Actually Expect to Gain by Implementation?
Actual surveys * have shown a 10%-20% reduction in maintenance labor costs and a 10%-15% reduction in parts cost. *(Thomas Marketing Information Center). Justification for purchasing a system is adequate on these reductions alone. The largest cost savings comes from improved efficiency of the plant, quality improvement of the product and all the other benefits previously discussed.
Steps to Implementing CMMS Software!
Should you use in house resources or consultants? Consultants can play a part in the initial set up of the system, but do not expect them to fully implement a system. A consultant can be used for the initial setup if desired but sooner or later the operating personal must learn how to use and update the system. If the maintenance department does not believe in and understand the system, you may hear the familiar excuse that “there was no time to do preventative maintenance”.
Even the simplest PM’s can prevent minor problems from developing into major breakdowns. So it’s important to get the maintenance department involved from the beginning.
The staff needed to operate the system depends mainly on the size of the department and how much information must be entered and processed. No matter how it is accomplished, there will be more time available to department personal when breakdowns are reduced!
What about Coding Systems?
When setting up a coding system try to use meaningful codes that will be easy to remember. Many times the machine codes will be set up to conform to the accounting systems at the facility. Do this only if necessary. You do not want your mechanics hunting through lists of codes that mean nothing to them. Remember, if it is easy to use, it will be successful.
Building the Database is the Heart of the System.
It is common to underestimate the importance of the database. This is where all information will be stored detailing your operation. You should try to setup the database rapidly. Actually writing the PM’s and integrating them into your work schedule will take a bit longer. Much depends on the present status of the department.
Are you constantly putting out fires or do you have time to dedicate to the system? Speed of implementation should increase as system is used due to a reduction in emergency work that will allow more time to be dedicated to system set up.
The inventory is normally a secondary consideration for installing a CMMS system, but it is very important. When scheduling or trying to solve a breakdown quick location of parts is essential. When parts are not in stock there is an increase in machine downtime and worker inefficiency. If too many parts are in stock, the cost of the inventory is up. The CMMS system can really help control inventory. In time, the history that is developed will act as a parts catalog for the equipment.
For the system to function correctly it must be continuously updated. The system is only as good as the data that you put in it. The system must keep up with any changes made in the plant and with any new information you have about the equipment. There should be a continuous cycle of improving the database. Breakdown analysis and PM modifications are essential to a good operating system.
Key CMMS Software Tool – The Failure Report.
The failure report is also one very important tool to constantly update the CMMS system. When you set up the system you use the best information that you have at the time. As you operate equipment and repair it you learn more about it. The failure report is used for analysis and as a means to keep the database current. Most PM changes are performed as a result of this analysis.
A typical example of how a modification to a CMMS system would occur using the failure report is outlined below.
- A failure occurs
- Repair is made, temporarily or permanently
- Failure report is filled out.
- Report is analyzed by a supervisor or foreman
- Follow-up, if required, is determined.
- Are changes required to PM?
- Is training for personnel required,? Was the PM correctly done? Or is redesign of the equipment required?
- Any follow up work orders are input and the job is scheduled.
It is important to remember the objectives for installing CMMS Software are to increase plant efficiency, reduce downtime and reduce costs.