How to Optimize your CMMS viewer copy
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The document outlines steps for optimizing a Computerized Maintenance Management System (CMMS), including hiring an expert, creating an optimization plan with stakeholders, and educating users on the system. It emphasizes defining roles, verifying processes, establishing key performance indicators, and the importance of management support. Proper implementation and training are crucial to ensure the successful use of the CMMS and to avoid project failures.
How to Optimize your CMMS viewer copy
- 1. How to Optimize your Current CMMS? By Ricky Smith CMRP World Class Maintenance Copyright 2020 Sponsored by UpKeep
- 2. The Founding of the 1st Fully Integrated CMMS World Class Maintenance Copyright 2020
- 3. Test True / False 1. ___ The Preventive Maintenance module of a CMMS is the main module through which all the data flows. 2. ___ Maintenance Planning and Scheduling is key to effective use of a CMMS. 3. ___ A Maintenance Analysis/Assessment is required for an organization after the CMMS is implemented. 4. ___ In-house development of a CMMS is the method used by most companies to obtain their CMMS. 5. ___ Most companies can save money on CMMS training, since most users can become proficient by reading the manual. 6. ___ One of the most common reasons for CMMS failure is that the company fails to purchase a CMMS for future needs; instead, they focus on current business processes. 7. ___ When selecting the CMMS, the Information Systems department can best specify what functionality the maintenance department needs in the product. 8. ___ Without the management support necessary to enforce certain disciplines that the CMMS requires, the quality of the data in the CMMS reports will be suspect. 9. ___ Future users of the CMMS should test the product before it is purchased, since they will have to use it to perform their jobs in the future. 10 ___ Failure to properly estimate the time or cost to load the data prior to CMMS start-up has caused many projects to fail. False True False False False False True True True True World Class Maintenance Copyright 2020 Source: AFE - Association Facilities Engineering
- 4. CMMS Requirements 1. Implementation is everything 2. Roles and Responsibilities must be defined for all users 3. Equipment walkdown, load ALL assets, with Equipment Data, and Parts Data into the CMMS 4. Asset Hierarchy must be established 5. Asset Criticality must be defined 6. Create a CMMS Users Manual / Education Module and train everyone in use of it 7. The Maintenance Department is Accountable for the Use / Application / and Management of the CMMS 8. All Work Order Data verified by Maintenance Supervisor before input into CMMS by the Maintenance Planner World Class Maintenance Copyright 2020
- 5. Step 1: Hire an Expert Step 1: Hire an organization or individual who knows all the functions of a CMMS, all Maintenance Processes from “Work Identification (PM/PdM/OP Care)” to FRACAS World Class Maintenance Copyright 2020
- 6. Step 2: Create the CMMS Optimization Plan with all stakeholders 1. Use a Project Management Software to Create and Manage the Plan and Post for all to see 2. Create a plan with all Stakeholders (or a person who can “sign the check”) with targets and goals by date 3. Define the Steps required to Optimize the current CMMS 4. If Maintenance Process Maps do not exist, create or purchase them. 5. Identify the Roles and Responsibilities for each Stakeholder using the RACI Process World Class Maintenance Copyright 2020
- 7. Step 3: Create an Education Plan Step 1: Create a training/education plan for all stakeholders Step 2: Educate the team through different methods and they must be targeted to the audience through training by a maintenance expert that knows the functionality of your CMMS Step 3: Create RACI Charts and all stake holders, Tool-Box Talks, etc. Step 4: Post a Dictionary of terms and words which may be interpreted differently by different individuals Examples (Source: SMRP Metrics) “Planned Work” is maintenance work that has gone through a formal planning process to identify labor, materials, tools, and safety requirements. This information is assembled into a job plan package and communicated to craft workers prior to the start of the work. “Preventive Maintenance” is defined as actions performed on a time- or machine-run-based schedule that detect, preclude or mitigate degradation of a component or system with the aim of sustaining or extending its useful life through controlling degradation to an acceptable level. World Class Maintenance Copyright 2020
- 8. Step 4: Execute and Manage the Plan Define Expected Outcome Verify Asset Hierarchy ISO 14224 Walk Down Assets / Collect Asset Info. Restructure CMMS Data Verified Maintenance Process Maps Establish Leading/ Lagging KPIs 1. Educate all stakeholders the what/why/how in CMMS Execution Plan 2. Use a Project Software to track the project and update weekly 3. Identify Leading and Lagging KPIs which will be impacted by this new software 4. Post the Project Plan Board on Plant Monitors or large Charts for everyone to see when they enter the plant World Class Maintenance Copyright 2020
- 9. Proactive Maintenance Process Step 5: Verify Your Current Maintenance Process 1. Ensure you have a Proactive Maintenance Process 2. Map/Verify all Processes in Proactive Maintenance and Define Metrics for Each Function 3. Define Metrics for each step in the Proactive Maintenance Process 4. Make Changes as Needed PM/PdM/OpCare Inspections Maintenance Planning Maintenance Scheduling Work Execution FRACAS PM/PdM Compliance % Planned Work Schedule Compliance Rework MTBF MTTR Parts Turns “If a step in a Process is Skipped or Performed at Substandard level It creates defects known as failures, the output of Proactive Maintenance Process is optimal reliability at optimal cost” Proactive Maintenance Process
- 10. Step 6: Create KPI Dashboards for All Processes Maintenance Dashboard Plant Dashboard Example
- 11. Next Steps 1. Confirm whether your current KPIs MATCH with what you see in the Plant 2. Confirm you have EFFECTIVE Maintenance Process Maps 3. Confirm you have a SIMPLE “CMMS Users Guide” for specific users 4. Create RACI Charts for all Processes to define and align everyone’s thinking World Class Maintenance Copyright 2020
- 12. Questions / Comments “The Journey of a Thousand Miles Begins with the first Step” - Lao Tzu 600BC
- 13. Questions / Comments Open for Questions / Comments Now or email me at rsmith@worldclassmaintenance.org