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Use of Computerized Maintenance
Management Systems in Low
resource Countries:
A Workshop
3rd WHO Global Forum on Medical Devices May 10, 2017
Bill Gentles, Claudio Meirovich,
Martin Raab, Jitendra Sharma
Presentation Outline
Introduction
Benefits of using a CMMS
A survey on the use of CMMS in low resource settings
Cost effectiveness of implementing a CMMS
Essential features of a CMMS
A discussion of the features of some free/open source
systems
Strategies for collecting Inventory Data
Further topics led by audience requests
2
Introduction
Benefits of using a CMMS
1. Inventory management
2. Reliability comparisons
3. Equipment replacement planning
4. Maintenance management
5. Custom reports
6. Cost savings
3
Results of a Survey
43%
57%
Type of Organization
Private
Public
Private 18
Public 24
Total 42
0
2
4
6
8
10
12
14
16
1. < 1000items
2. 1.000 -5.000 items
3. 5.000 -20.000items
4. >20.000items
no data
Public
Private
Items by type of Organization
Results of a Survey
-
0.50
1.00
1.50
2.00
2.50
3.00
3.50
1 10 100 1000 10000 100000 1000000
Indicator Cost (Cost per Item)
Indicator Cost (Cost per Item)
-
2,000.00
4,000.00
6,000.00
8,000.00
10,000.00
12,000.00
14,000.00
16,000.00
1 100 10000 1000000
USD x year
USD x year
Results of a Survey
33%
4%
21%
42%
Type of CMMS used in a Public Organization
A commercial product
Locally writtensoftware
Open source or freesoftware
Spreadsheet
A commercial product 8
Locally written software 1
Open source or free software 5
Spreadsheet 10
Total 24
59% 12%
6%
23%
Type of CMMS used in a Private Organization
A commercial product
Locally writtensoftware
Open source or freesoftware
Spreadsheet
A commercial product 10
Locally written software 2
Open source or free software 1
Spreadsheet 4
Total 17
Results of a Survey
Developed economies 14
Developing economies 28
Total 42
Results of a Survey
11%
67%
22%
Developing Countries
Developingeconomies 1 year toless than 2 years
Developingeconomies 2 years ormore
Developingeconomies Less than6 months
Developing economies 9
1 year to less than 2 years 1
2 years or more 6
Less than 6 months 2
84%
8% 8%
Developed Countries
Developed economies2 years or more
Developed economies6 months to less than 1year
Developed economiesLess than 6 months
Developed economies 13
2 years or more 11
6 months to less than 1 year 1
Less than 6 months 1
Results of a Survey
37%
50%
13%
Developing Economies Number of items
Developing economiesBetween 1000 and5000 items
Developing economiesLess than 1000 items
Developing economiesMore 5000 items
Developing economies 24
Between 1000 and 5000 items 9
Less than 1000 items 12
More 5000 items 3
36%
64%
Developed Economies Number of items
Developed economiesBetween 1000 and5000 items
Developed economiesMore 5000 items
Developed economies 14
Between 1000 and 5000 items 5
More 5000 items 9
Cost Effectiveness of CMMS
Annual Cost of any CMMS could be 0.5% to 2.0
% of the asset value depending upon
characteristics desired
The characteristics could include- simple
inventory to linkages with HR payroll, accounting
packages for financial management and spare
parts vendor payouts
Open Source CMMS could reduce this to less
than 0.1% as only maintenance costs is required
Essential Features of a CMMS
1. Equipment inventory module
2. Unique asset number for each device in the
system
3. Standardized equipment names, manufacturer
names, model names
4. Network addresses and software versions
5. Planned preventive maintenance module
6. Unscheduled maintenance module
11
Essential Features of a CMMS
7. Spare parts inventory and management
module
8. Contract management module
9. Standard and custom reports
10. Ability to import and export data in standard
excel spreadsheet format.
11. Multiple security levels
12. Simple backup procedure
12
An Overview of some
Free/Open Source systems
openMEDIS (Swiss TPH development, 2008, http://openmedis.scih.ch)
Rationale Realize a free, easy to use, and flexible model solution
/ framework for CMMS
Complement with „Implementation-Kit“ (Training, Customization, Administration, Operation)
Solve nomenclature problem, reduce device diversity
Collect, merge data on larger scale (information system)
Build a basis to improve HTM
Better allocation of scarce resources ->
better quality of care ->better access to
health services delivery
openMEDIS – Main Features
Open source (PHP and MySQL)
Translate, scale or extended the application
No license cost
Integration of useful databases
Nomenclature
Generic device lists
Supplier database
Import and export functions
Low hardware requirements and compatibility with most operating systems
openMEDIS – Main Features
Management overview /
dashboard
Inventory taking and control
Tracking of consumables stock
Maintenance management
Incidents/vigilance tracking
User configurable „Essential
Equipment List“
Forms and guidelines for paper-
based operation
Reports on inventory,
maintenance processes and
essential equipment list gaps
CMMS open source rollout
strategy
CMMS: the power of visualised
data for decision making!
17
An Overview of some
Free/Open Source systems
BMEMS
http://www.bmems.co.in/home/
Component Advantages Limitations
Inventory Nomenclature Taxonomy existing No change possible
Inventory Management Scaled at various levels No linkage to Codes
Spares & Components Tagging Possible Vendor Tagging not
possible
Interface Post event entry/offline With other systems
Storage Cloud Hosting may be expensive
Quality Control Auditable Not expandable
Feedback Failure recordable Feedback limitations
An Overview of some
Free/Open Source systems
TaskMaster
http://www.ebme.co.uk/downloads/categor
y/10-miscellaneous
TaskMaster
Pros Cons
Full Featured Built on FoxPro, an obsolete platform
No internet connection required Steep learning curve
Standalone Free but not “Open Source”
Can set risk levels for equipment UMDNS Codes not integrated
Can import data from spreadsheets Asset numbers are not generic
e.g. LTU-03-001
Can export data to spreadsheets Reports are primitive
Can manage data from multiple sites
Difficult but not impossible to
integrate data from multiple sites
Tracks maintenance costs Impossible to fully implement in
languages other than English
TaskMaster
The challenge of collecting
Inventory Data
Limited capacity in many settings
of technicians/engineers on the
ground
Weak HTM and managerial
structures not valuing inventory
“Traditional” paper inventories
non-existent/ fragmented
Continuous nature of inventory
taking and control requiring strong
maintenance structures including
supervision, quality assurance, …
Audience Discussion
GAPS analysis (comparing essential equipment lists with actual inventory)
Interoperability (linking of CMMS to MIS, such as DHIS2)
Mobile solutions
Data security
Workload implications of implementing a
CMMS
Thank You!
Bill Gentles – [email protected]
Claudio Meirovich -
Martin Raab - [email protected]
Jitendra Sharma -
