Implementing a Computerized Maintenance Management System - Five Simple Steps to Get Started

Implementing a Computerized Maintenance Management System - Five Simple Steps to Get Started

So, you've made the decision to increase the efficiency of your maintenance operation by investing in a Computerized Maintenance Management System (CMMS). You've chosen a CMMS system that meets your needs and are now wondering where to begin to gather the data you'll need to get started.

CMMS software implementations can vary in scope and complexity, but there are five (5) basic steps that are common to virtually all CMMS implementations. By following this simple outline, you will have a good foundation for entering and tracking work orders, performing preventive maintenance, tracking assets and gaining better control of your inventory.

1. Input a list of main assets.

This step is pretty straightforward. The list doesn't need to be 100% comprehensive; it only needs to be a list of your main assets. It also isn't necessary to have all related information such as manuals, etc. Once the list is complete, you can start capturing work information on the asset including work history, mean time between failures (MTBF), downtime, etc.

2. Input a list of technicians.

Simply input your list of technicians. With this list of technicians you can start capturing labor hours against assets. It will allow you to make assignments, capture labor history, measure mean time to repair (MTTR), etc.

3. Enter your Preventive Maintenance (PM) schedules

Inputting PM schedules will help automate much of the planning process. It will allow you to get a better picture of your maintenance activities and you will become more proactive. You will be less likely to miss maintenance activities. The result, once fully implemented, is increased equipment reliability and significant time savings. This is be the first step in an ongoing process over the life of the CMMS. You will want to go back and evaluate your PMs to make sure you have the right PMs in place.

4. Enter your parts

Entering your parts will allow you to capture parts usage, build bills of materials and maintain storeroom inventory. You gain a better view of the total cost of ownership (TCO) as you start to collect lifecycle costs. You can also cut down on stock outages by identifying the fast movers and minimize storeroom inventory costs by identifying slow movers. Entering parts is a process that will continue over the lifecycle of the CMMS. You can input them all in the beginning or input them as you use them. As you use the part, add it to the system, identify any suppliers, and also identify the equipment on which it goes. This will take a little more time in the beginning, but it will allow you to start building a parts list.

5. Enter the remaining contacts, assets, etc.

This is the last main step to complete before you can get start to utilize your CMMS. It is an important but easy to overlook step. It's about filling in the blanks or completing that CMMS picture. Your CMMS is a comprehensive information resource; it is a great place to link manuals, schematics, pictures, etc. By inputting the remaining assets and contacts it is going to set you up to build actionable reports and ultimately, drive business results.

Now it is time to use your CMMS on a daily basis. You should be able to measure increases in your efficiency and start seeing the results on your bottom line!

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