CMMS Software – Preventive Maintenance Software Overview

CMMS – Preventive Maintenance Complete Overview

This CMMS Maintenance Management Conference information discusses the design, implementation, and benefits of CMMS and Preventive Maintenance Software in outline format. Click here for additional information about these subjects.

CMMS Software Design Philosophy

The most important “feature” of COGZ Maintenance Management Software is Ease Of Use! The purpose of CMMS software is not to be difficult, but to free up the time of your maintenance staff. With COGZ, there is no need to worry about losing or wasting time managing your maintenance software.

COGZ is developed to meet the following design specifications:

  1. Minimal learning curve required.
  2. Quick and easy to setup.
  3. Easy to use with powerful features.
  4. Minimal time required to operate.
  5. Bullet proof software system that requires NO computer experience to install or maintain even on a network.

How a CMMS Program Improves Maintenance Performance?

Organizes Your Department:

  1. If the operation is organized there is less confusion and waste of time and resources.
  2. A CMMS never forgets when your maintenance is scheduled.

Makes Your Operation Manageable:

  • There are many aspects to a maintenance operation.
  • Scheduling Employees and Work Orders
  • Purchasing
  • Preventative Maintenance
  • Corrective Maintenance
  • Breakdown Maintenance
  • Inventory Control
  • Project Work
  • Organizing all of these aspects is a major undertaking. A CMMS gives you the tools to do it!

Reduces Your Workload:

By managing the daily operations of your maintenance department, the administrative workload is reduced and management has more time to spend with your maintenance staff.

What is it REALLY?

The CMMS is a tool that helps your department do its’ job as well as reduce your daily workload.

Who is Going to Make Your CMMS Successful?

Your mechanics and department management are crucial in successfully implementing CMMS software. They will also be responsible for keep your system functioning on a daily basis. With their support, your system will be dynamic and give you the ability to address the changing challenges of your facility.

Selling the Advantages of the System to Your Maintenance Department:

These systems actually make your maintenance department jobs easier and even more successful. There are mutual benefits for both your employees and company.

What Size Plant should Install a System?

Both small and large facilities must consider installing a CMMS system.

In a large facility, the shared access of data, reduction in clerical work, and management of a large maintenance effort is ideally suited to a CMMS.

The small shop must also consider a CMMS. The maintenance management is most likely performing the filing, sorting, and scheduling. These duties take away time that management could be spending with your maintenance crew.

CMMS Software Benefits

  • Reduce your plant maintenance and operating costs!
  • Properly maintain your machines to minimize downtime. Your production costs decrease!
  • Reduce your long-term maintenance operating costs!
  • Minimize your breakdowns and emergency repairs.
  • Minimize your emergency expenditures.
  • Lower your cost for parts purchased.
  • Lower your inventory holding costs.
  • Reduce your outside contractor costs since the maintenance department has more time for preventative maintenance procedures.
  • An overall reduction in your maintenance operation cost due to organization and efficiency.
  • Better planning of your jobs! Get them done correctly the first time and in a timely manner with minimal call backs.

Improve Your Quality:

  • Consistent operation of your machinery improves product quality.
  • Setup and operation of your equipment is more accurate.

Reduce Your Waste:

With proper maintenance, your machines can operate without stoppage to reduce waste in your

Reduce Your Energy Consumption:

Correctly maintaining your machinery uses less energy.

Extend Your Equipment Life:

Reduction in capital spending when your equipment lasts longer due to correct and timely
preventive maintenance.

Employee Training:

  • A good PM system database (procedures and tasks) acts as an employee training system.
  • The detailed tasks explain exactly how to perform repetitive maintenance. Your new employees
    will no longer need to guess how to do things in your department.

Reduce Your Employee Turnover:

  • Minimize breakdowns and improve employee morale by allowing them to take pride in the job
    they are doing.
  • Empower your employees by giving them modern tools to accomplish everyday tasks.
  • Management expresses interest by providing your department with the proper tools to get the job
    done (CMMS software is a tool for the maintenance department).
  • Reduce job stress with minimal breakdown and emergency repairs!

Improve the Safety of Your Employees and Equipment:

  • Machine safety increases with machine reliability.
  • A PM system can include safe work procedures and safety checks of critical
    components in order to keep your mechanics and operators safe.

Your Additional Cost Reductions:

Cost reductions come in many ways as secondary benefits of a CMMS system.

  • Worker efficiency increases since they go to a job with the correct parts and instructions.
  • Machines require less parts and repairs when correctly maintained.
  • Prices paid per part are less due to known prices previously paid. Vendors are unable
    to indiscriminately raise prices (It is not uncommon for a medium-sized plant to have
    5 to 10 thousand different purchased parts. How do you keep track of this type of
    information without a good inventory system?).
  • Purchaser of parts is more efficient due to available information (Where part is purchased,
    last price, vendor, quantity used since last purchase, other vendor prices).
  • Purchaser can spend more time researching lower prices to save on part prices.

What can you 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 your plant, quality improvement
    of the product and all the other benefits previously discussed. It is hard to calculate cost
    savings for these benefits. How do you predict what portion of the increase in sales is due
    to improved quality?

CMMS Implementation and Maintenance Training

In-house or Consultants?

  • A consultant can be used for the initial setup, if desired, but sooner or later your
  • Operating personnel must learn how to use and update their system.
  • If your maintenance department does not believe in and understand the system, you
    may hear the familiar excuse that “there was no time to do preventitive maintenance.”
  • Even the simplest PM’s can prevent minor problems from developing into major breakdowns.
  • Get your maintenance department involved from the beginning!
  • Consultants can play a part in the initial setup of the system, but do not expect them to
    fully implement a system.

Staffing Requirements:

  • The staff needed to operate the system depends mainly on the size of your department
    and how much information must be entered and processed.
  • A CMMS system will require less time to operate than a manual system, but doing either
    will require some time.
  • No matter how it is accomplished, there will be more time available to department personnel
    when breakdowns are reduced!

Coding System for Your Maintenance Personnel:

  • When setting up a coding system, try to use meaningful codes that will be easy to remember.
  • Many times the machine codes will be setup to conform to the accounting systems at the
    facility. Do this only if necessary.
  • Do not forget your main objective for installing this system.
  • 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 Your Database, the Heart of Your System:

It is common to underestimate the importance of the database. This is where all information will be stored detailing your operation. Database implementation can progress rapidly with the help of the copy equipment function and the standard PM task library. Using these methods, you can rapidly setup your PM database.

Time Required to Fully Implement the System:

  • Setup of the database can happen 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 your
    department. Are you constantly putting out fires or do you have time to dedicate to the system?
  • Speed of implementation should increase as your system is used due to a reduction in
    emergency work that will allow more time to be dedicated to system setup.

CMMS Evolution – Improving your Preventive Maintenance System

Inventory comes with time, but it is one of the most important aspects of a CMMS system.

  • The inventory is normally a secondary consideration for installing a CMMS system.
  • Inventory is a very important part of any maintenance operation.
  • When scheduling or trying to solve a breakdown a quick location of your 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 your inventory goes up.
  • The CMMS system can help control your inventory.
  • In time, the history that is developed will act as a parts catalog for your equipment.

Evolution of Your System:

  • The CMMS system is only one part of your overall maintenance operation.
  • 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 your plant and with any new information
    you have about your equipment.
  • Continuous cycle of improving database
  • Breakdown analysis and PM modifications are essential to a good operating system.

The Failure Report:

The failure report is one very important tool to constantly update the CMMS system. When the system was setup, the best information available at the time was used. As equipment is operated and repaired, more is learned 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.
  • A failure occurs
  • Repair is made, temporarily or permanently
  • Failure report is filled out
  • Report is analyzed by supervisor or foreman
  • Follow-up, if required is determined
  • Are changes required to PM?
  • Is training for personnel required? Was the PM done correctly? or is a redesigning of the
    equipment required?
  • Any follow-up work orders are input and the job is scheduled.

Your Main Objective:

It is important to remember your original objective for installing the CMMS:

  • Increase your plant efficiency
  • Reduce your costs

You will accomplish this by:

  • Involving your staff that will ultimately use and maintain your system.
  • Keeping it simple.

CMMS Overview