10 Keys to CMMS Implementation Success

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

B E G I N . . . T H E R E S T I S E A S Y

Meet the Presenter


● 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


● CMMS – Computerized Maintenance Management System

● EAM – Enterprise Asset Management

What a CMMS is NOT:

● Financial System

● Procurement System

What is a CMMS?



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


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


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


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


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


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...


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”


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


So How do we get there?

How do you eat an elephant?


10 Keys to Success in CMMS Implementation


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


● 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


• 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


● 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


● Work Request / Work Order Management

● Planned Maintenance

○ PM’s

○ Inspections

● Inventory Management

● Purchasing and Requisitions

Basic Workflow Processes

Workflow Process Development#3


Current Business Processes

Process Improvement

CMMS Workflows

Standard Operating Procedures

New Business Processes

Workflow Process Improvement#3


● 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.


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


● 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


● 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


● 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!


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


● 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


● 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


● Multiple locations

● Data Gathering / Population Project(s)

● Integration

● Licensing Issue

● Pilot Program

● Technology / Hardware

Go Live Strategy#9Key Considerations


● 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


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


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


Thank You!

Learn more about eMaintComputerized Maintenance Management Software

www.emaint.com

[email protected]

(888) 991-1977