10 keys to cmms implementation success
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B E S T P R A C T I C E S W E B I N A R
CMMS ImplementationBegin...the Rest is Easy!
B E S T P R A C T I C E S W E B I N A R
Presented by:Greg Perry
CMMS Implementation SpecialisteMaint Enterprises
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Meet the Presenter
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● Maintenance Professional with over 12 years experience providing leadership in Maintenance & Operational “best practices”
● Dedicated to establishing positive relationships while bringing to the table a broad base of experiences in maintenance and operations
Greg PerryCMMS Implementation Specialist at eMaint
B E G I N . . . T H E R E S T I S E A S Y
● CMMS – Computerized Maintenance Management System
● EAM – Enterprise Asset Management
What a CMMS is NOT:
● Financial System
● Procurement System
What is a CMMS?
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What is the Purpose of a CMMS?
● Maintenance Tool
● Provides a central storage location for the majority of data and information for your assets
● Manages and controls your work and materials management processes
● Tracks maintenance activity over the lifecycle of an asset
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Typical CMMS Environment
Work Request PM Setup
Work Order
Work Order Backlog
PartsResources
Assets
PM Generation
WO Complete WO Charges
WO Close
History & Analysis
Tasks
PartsLabor
Manager / Engineer
Stores
CMMS Planner / Scheduler
Technician / Vendor
CMMS Administrator
History
Parts Issues
Parts Returns
Cycle Counting
Parts Reordering
Purchasing
Purchase Orders
Invoice Matching
InventoryManagement
Parts Receipts
Approve / Reject
Supervisor / Manager
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Why an Organization Needs a CMMS
● Helps customers to improve preventive and predictive maintenance, extend the life of their equipment and achieve a lower Total Cost of Operation (TCO) and greater Overall Equipment Effectiveness (OEE)
● Reduce equipment downtime, and inventory requirements while improving service intervals
● Organizations are in a position to make more informed decisions and adjustments that optimize maintenance and operations
B E G I N . . . T H E R E S T I S E A S Y
1. Identify and Document immediate Needs that:
2. Drives the Want to:
3. Feed the Wishes in order to support:
Continuous Improvements towards Overall
Equipment Effectiveness (OEE) and reduced Total
Cost of Ownership (TCO).
The Wish...Want...Needs...Synergy
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Maintenance wishes...
■ World Class Wrench Time is 55-65%● Most Companies are between 18-33%
■ Work Requested / Planning: 80% processed in < 5 days
■ Work Scheduled: 80% of man-hours applied
■ Work Completion: > 95%
Why you wish to take the first step…
Want to move towards World Class
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Maintenance Wants...
● Want to improve your maintenance performance based on DATA
● Want to track and manage the maintenance BACKLOG
● Want to automate maintenance WORKFLOWS and PROCESSES
● Want to track Projects and associated Maintenance COSTS
● Want to Prioritize work and manage RESOURCES
● Want to track and control use of Maintenance MATERIALS
Why you want to take the first step...
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Maintenance Needs...
● Costs● Failures● Downtime● Work Identification● Work Planning● Work Scheduling● Work Execution● Performance Analysis
Why you need to take the first step…
“Measure what you Treasure”
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Poll Question
What is your most important driver for implementing or seeking a CMMS?
A. Increase Overall Efficiency
B. Streamline and/or Automate Workflow
C. Increase Visibility and Accountability
D. Capture Maintenance Costs
E. Regulatory
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So How do we get there?
How do you eat an elephant?
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10 Keys to Success in CMMS Implementation
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10 Keys to Success in CMMS Implementation
1. Implementation Team2. Core Team Familiarization3. Workflow Process Development4. Standard Operating Procedures5. Implementation6. Configuration7. Data Population & Validation8. Training Main Users9. Go Live Strategy
10. Process Auditing
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● Selected from a cross-functional array of internal team members
● Members may come from a variety of departments including:○ Maintenance○ Operations○ Materials Management○ Information Technology○ Planning○ Purchasing○ Finance○ Management○ Consultants○ Software Vendors
Implementation Team#1
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• Senior Leadership
• Maintenance Leader(s)
• Champion(s)
• System Administrator (future)
• Project Leaders
• Project Manager
• Analyst
• Subject Matter Experts (SME’s)
• IT Staff Member(s)
• Implementation Consultant(s)
Approves/provides funding
Advocates the advantages of system
Manages how the system is used
Assures implementation is on track
Gathers requirements
Define how the system is used
Provide system environment
Provide specific expertise
Implementation Team#1
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● System overview training
● Lay the framework ensuring system capabilities are understood
● The Core Team will become your site’s system experts and future trainers
● Don’t know what you Don’t know
Core Team Familiarization#2
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● Work Request / Work Order Management
● Planned Maintenance
○ PM’s
○ Inspections
● Inventory Management
● Purchasing and Requisitions
Basic Workflow Processes
Workflow Process Development#3
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Current Business Processes
Process Improvement
CMMS Workflows
Standard Operating Procedures
New Business Processes
Workflow Process Improvement#3
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● Defining Maintenance Coding● Defining Workflow Procedures● Who is responsible?● Defining Hierarchies
○ Defining Assets and Criticalities○ Defining Locations
● Defining Materials Usage
Standard Operating Procedures#4
Documenting Phase that captures all definitions developed during the implementation phase.
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Area
Plant
Building
Room
Air Handling Unit
Pump
Motor
Electrical Harness
Fire Extinguishers
LOCATIONS
ASSETS
PARTS
LOCATION/ASSET
ASSET/PART
Defining Assets
Standard Operating Procedures#4
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● Define your approach
● Defining phase to develop all pertinent data standards to ensure consistent data collection
● Again, you don’t know what you don’t know
● Leverage the experience of an experienced CMMS Implementer for guidance
Implementation#5
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● Forms, Fields, Dropdowns, Tabled Data
● Derived from standards defined during implementation phase and documented in SOPs
● Users of System vs. Users of Data - Purpose is to ensure data entry consistency with established data standards
Configuration#6
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● Data about your assets is critical for the success of your CMMS implementation but only if you have the right amount of good quality data
● All data that goes into the system needs to be maintained and all maintained data needs to go into the system
● Conduct a thorough testing of the established Processes and Procedures developed to support the maintenance function
Data Population & Validation#7
Garbage In…Garbage Out!
B E G I N . . . T H E R E S T I S E A S Y
1. Determine which data elements (Core) you need about your assets in the CMMS to support the business processes that you defined earlier
2. Determine where these data elements are currently stored.• Attribute Data to follow
3. Clean up data BEFORE importing the data into the new system
Preparing Data for CMMS
Data Population & Validation#7
Importing DataIncludes the population of system data such as equipment lists, equipment histories, PMs, employee information, vendor and supplier lists and materials
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● End user training is a critical step you should strongly consider to ensure your organization’s investment in the system
● Training Options
○ Online Training
○ On-Site Training
● Train the Trainer
○ Your internal trainer needs to become proficient with the new CMMS at a level higher than that required of the end-users
○ Your internal trainer needs to possess the soft skills in communications and organization
Training Main Users#8
CMMS
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● Go-Live Support and Coaching
● May encompass soft “go lives” in regards to certain areas of use within the CMMS
● You will NEVER be fully Implemented○ Soft Go-Lives = Implementation Milestones○ Continuous and ongoing
Go Live Strategy#9
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● Multiple locations
● Data Gathering / Population Project(s)
● Integration
● Licensing Issue
● Pilot Program
● Technology / Hardware
Go Live Strategy#9Key Considerations
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● Continuous improvement● Keep momentum going Year Over Year● Using data to drive decisions● Define key metrics (include examples)● Establish a review process and team (CMMS User
Group) - responsible for SOPs● Establish IMMEDIATELY after Go-Live to ensure
bad habits are not allowed out of the gate
Process Auditing#10
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CMMS Success Story
● Centralized database facilitates faster implementation of company-wide changes and standardized procedures
● Tracked completion and compliance of PMs (safety, quality, environmental) at a plant and regional level
● Established a baseline reliability quality requirement for condition of equipment through standards
Cintas Successfully Rolls Out CMMS to Over 160 Production Facilities
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Poll Question
Where are you in your journey to Reliability or Operational Excellence?
A. Recognize need to change culture from Reactive
B. Initiative Launched - Seeking better tool to manage
C. Planning to Re-Implement a Reliability Initiative
D. Initiative Successful - Continuous Improvement Mode
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Thank You!
Learn more about eMaintComputerized Maintenance Management Software
www.emaint.com
(888) 991-1977