Once your organization has purchased a CMMS (computerized maintenance management system), the next step is to decide what to store and track within it. According to experts with MAPCON Technologies (mapcon.com, Johnston, IA), this involves meeting with all departments that might be using the CMMS, understanding fully what each of them hopes to get out of the system—then making a decision on which data to include. Regardless of those departmental wish lists, however, keep in mind that every CMMS should cover these basic items:
List of assets
To be an effective tool, a CMMS should include a list of all plant assets, i.e., equipment, tools, locations, and cost centers. Generally, that means anything that can have a work order written against it.
Each asset on the list, ideally, should also carry a short description (especially if the organization has more than one of these items, such as a motor or forklift), and if possible, its location. Having this data for individual assets will help avoid confusion and ensure the right item is worked on when necessary. Many systems will also allow users to attach photos or documents to an asset, which can be very helpful to personnel.
Preventive-maintenance (PM) tasks are a critical part of any CMMS. PM tasks are regular maintenance work scheduled periodically on an asset. For example, a PM might be scheduled to replace a belt in a machine every three months, as a way to avoid reactive maintenance and machine downtime. The tools required to do the job should also be included. This lets technicians know what they need before they travel to the point where the PM is to be performed. Requisite tools can be gathered and laid out beforehand, which is also a time saver.
Unfortunately, some degree of reactive maintenance is unavoidable. To ensure repairs are made in a timely manner, it’s important for a CMMS to track it.
When reactive maintenance occurs, a work order will need to be dispatched to the repair technician, and a CMMS is an effective way to do it.
Having a history of repairs completed on an asset can be a big help when it comes to business-intelligence analysis. For example, reports can be run that show the cost of repairs on a piece of equipment over time. Based on that, your operations personnel can decide whether it is more economical to keep the old equipment or invest in something new.
Additionally, having a repair history on an asset can assist with future repairs. When a repair is needed, personnel can go into the CMMS and review the history to learn what previous repairs were made. This not only increases a technician’s efficiency, it reduces equipment downtime. Noting that employees completed past repairs also assists, if needed, with similar repairs going forward.
When all is said and done
A CMMS can be an important asset in its own right for an organization—but only if the correct data is stored within it. When deciding exactly what that information should be, it’s best to start with the four basic items above, then add those other key performance indicators (KPIs) that various departments want to track. MT
For more information on a range of CMMS topics and solutions, visit mapcon.com.