001.cmms_best_practices (9P) - Reliabilityweb.com PO Box...

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Unformatted text preview: Reliabilityweb.com PO Box 07070 Fort Myers FL 33919 USA tohanlon@reliabilityweb.com http://www.reliabilityweb.com CMMS Best Practices By Terrence O'Hanlon, CMRP Reliabilityweb.com © Copyright 2003 NetexpressUSA Inc. All rights reserved 1 Reliabilityweb.com PO Box 07070 Fort Myers FL 33919 USA tohanlon@reliabilityweb.com http://www.reliabilityweb.com Introduction A Computerized Maintenance Management System or CMMS is designed to manage maintenance transactions the same way an Accounting Information Management System manages financial transactions. In the case of maintenance, the transactions are work orders instead of invoices. Inventory is the work backlog and spare parts instead of raw material used in manufacturing. Accurate information is critical to making decisions that ensure the reliable operation of equipment. Developing strategies and tactics for ensuring equipment function can be made easier with accurate maintenance transaction details. Summary reports allow maintenance managers to spot troublemakers; the “critical few” trouble spots that are causing the greatest problems. Planning and scheduling jobs can also be more effective with a fully functional CMMS. Although creating a proactive maintenance culture is possible without a functional CMMS, it is very rare. CMMS ROI 60% of recent survey responses reported that the CMMS implantation failed to generate the anticipated return on investment (ROI). Only 20% characterized their CMMS implementation as successful. © Copyright 2003 NetexpressUSA Inc. All rights reserved 2 Reliabilityweb.com PO Box 07070 Fort Myers FL 33919 USA tohanlon@reliabilityweb.com http://www.reliabilityweb.com Many companies have been sorely disappointed with the results of their CMMS implementations. In some instances, the complex system capabilities and functions that can assist management are rarely used. The advantages of leveraging maintenance transaction information are often reduced by poor CMMS work practices. In an effort to uncover some of the causes that reduce the return on investment and affect the promised productivity increases from CMMS, Reliabilityweb.com, Cmmscity.com and Maintenancebenchmarking.com launched the largest independent CMMS Benchmarking survey with responses from over 600 participants from around the world. Reliabilityweb.com (www.reliabilityweb.com) is the solution oriented asset reliability web site for the plant maintenance community with a member network of over 10,000 maintenance and reliability professionals. Tracking Maintenance Transactions The survey found that only 20% of respondents track 100% of maintenance and repair work in their CMMS. Tracking maintenance and repair work creates accurate labor and materials cost information. It also captures valuable preventive maintenance, corrective maintenance and failure information that will be used to develop optimized maintenance activity. © Copyright 2003 NetexpressUSA Inc. All rights reserved 3 Reliabilityweb.com PO Box 07070 Fort Myers FL 33919 USA tohanlon@reliabilityweb.com http://www.reliabilityweb.com Additionally, half of the survey participants reported that only 50% of maintenance and repair spares were tracked in the CMMS. Inaccurate information about spares on hand can cause an expensive “over stock” situation or worse, not having a spare part available when it is required. Maintenance and repair inventory can cost an additional 25% of its value per year to carry. That is a real cost and in today’s rapid delivery world, provides a significant opportunity for maintenance operations to improve quickly. It is important to have the right parts at the right time to ensure availability. A CMMS cannot support enhanced maintenance productivity without complete and accurate information. Imagine the chaos created by a similar lack of detail in your companies accounting information system. Track 100% of your maintenance activity and 100% of maintenance and repair spares in the CMMS to get the greatest return. Required CMMS Functions Some CMMS companies offer advanced functions that are out of this world. These functions may seem impressive; however it is useful to ask yourself if that function has any relationship with a current maintenance activity. Adding new activities while implementing a CMMS may be an invitation for failure. © Copyright 2003 NetexpressUSA Inc. All rights reserved 4 Reliabilityweb.com PO Box 07070 Fort Myers FL 33919 USA tohanlon@reliabilityweb.com http://www.reliabilityweb.com Survey participants highlighted 6 key functions that are “must have” for any CMMS. Work Order Management Planning Function Scheduling Function Budget/Cost Function Spares Management Key Performance Indicators (KPI) These are common sense elements that are generally part of any existing maintenance program. When asked how effective each of these functions is handled with the current CMMS, less than 50% characterized the performance as excellent. There seems to be large disconnect between, must have functions and their actual implementation. 4 Keys for CMMS Success Four key areas emerged to ensure CMMS success, that like the “must have” elements seem obvious in terms of common sense but often get lost in the complex CMMS bidding and acquisition process. Ease of use Management Support © Copyright 2003 NetexpressUSA Inc. All rights reserved 5 Reliabilityweb.com PO Box 07070 Fort Myers FL 33919 USA tohanlon@reliabilityweb.com http://www.reliabilityweb.com Low Learning Curve A Defined Maintenance Work Process Ease of use and a low learning curve speak to that fact a system will get more use if it does not require complex learning. It is the job management to support the CMMS and to communicate the expectation that everyone involved will keep data accurate and current. If you suffer from poor maintenance work practices, a CMMS will simply automate the process so disaster happens faster and with less effort. Explore, improve and document maintenance work process before implementing a CMMS. CMMS Paradox 62% Changed Their Maintenance Work Process to Fit the CMMS 66% Customized the CMMS to Fit the Work Process Changing work processes while trying to implement a CMMS will complicate the project and create frustration among users, who may lay the blame on the CMMS, reducing buyin and productivity. Choose to get the CMMS up and running smoothly before you change too many work processes. The other alternative is to master the new work processes prior to implementing a CMMS. © Copyright 2003 NetexpressUSA Inc. All rights reserved 6 Reliabilityweb.com PO Box 07070 Fort Myers FL 33919 USA tohanlon@reliabilityweb.com http://www.reliabilityweb.com Customizing a CMMS can also be an invitation for trouble. Support is more difficulty and upgrades may not be available. It may be a good strategy to see what an off the shelve system is capable of before you customize a CMMS. Implementation Resources Managing a maintenance department is a complex activity and requires specialized skills and resources. Implementing a CMMS is also a very specialized skill and is not part of the core skill sets usually found in a maintenance department. The survey found that less than half of the respondents utilized the CMMS vendor for implementation and only 20% used a third party. Although most companies have Information Technology (IT) Departments that are capable of the installing complex CMMS Software, it is dangerous to leave important configuration decisions to them. They are not familiar with the context that maintenance operates in and base decisions on their own criteria and best judgment. Implementing CMMS is a highly specialized skill. To increase the ROI and productivity of a CMMS, consider using the vendor or a third party. Find an implementer who will partner with you for long term success. © Copyright 2003 NetexpressUSA Inc. All rights reserved 7 Reliabilityweb.com PO Box 07070 Fort Myers FL 33919 USA tohanlon@reliabilityweb.com http://www.reliabilityweb.com CMMS Training Less than 40% of survey respondents offer formalized CMMS training for new maintenance employees. 41% budget less than $10,000 per year for ongoing CMMS training. This is a huge area for improvement. Training makes any system easier to use, and if people are comfortable using the system, they are more likely to participate in its success. Training will teach users how to make the CMMS work for them rather than them seeing the CMMS as extra work. Develop a strategy for CMMS training on a continuing basis for improved productivity. Summary Many maintenance practitioners log dissatisfaction about specific brands of CMMS software, however this survey points out huge opportunities to improve the productivity of any existing CMMS. Use specialized CMMS support and training consultants to lower the learning curve and make the CMMS easier to use and solicit management support. Commit to a 100% level of use, then start leverage the information to review and improve maintenance work processes. If you are shopping for a CMMS, we hope this information will help you cut through the fog of hype and massive information surrounding most CMMS implementation projects. © Copyright 2003 NetexpressUSA Inc. All rights reserved 8 Reliabilityweb.com PO Box 07070 Fort Myers FL 33919 USA tohanlon@reliabilityweb.com http://www.reliabilityweb.com If you are a current CMMS user, we hope you can use this information to improve your system. If you are interested in learning more about the CMMS Best Practices Survey, please feel free to email me at the address below. Bio: Terrence O’Hanlon, CMRP, is publisher of Reliabilityweb.com, www.reliabilityweb.com the solution-oriented asset reliability web site for the plant maintenance community. He is the manager of IMC-2003, www.imc-2003.com the 18th International Maintenance Conference, December 7-10, 2003, in Clearwater Beach, FL. He is also the director of strategic alliances for and an executive member of the Society for Maintenance & Reliability Professionals (SMRP). He can be reached at tohanlon@reliabilityweb.com CMMS Resources on the Web Cmmscity.com www.cmmscity.com MaintenanceResources.com www.maintenanceresources.com Reliabilityweb.com www.reliabilityweb.com Maintenancebenchmarking.com www.maintenancebenchmarking.com Upcoming Reliability and Maintenance Events 18th International Maintenance Conference December 7-10, 2003 Clearwater Beach FL www.imc-2003.com © Copyright 2003 NetexpressUSA Inc. All rights reserved 9 ...
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