This helpful presentation covers CMMS best practices, the implementation process for a CMMS, and 8 critical steps to follow to ensure a successful CMMS implementation.
If you're planning to purchase a computerized maintenance management system in the near future and want to make sure you purchase the best CMMS possible and have a successful implementation, please visit www.micromain.com today.
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8 Steps to Successful CMMS Implementation
1. 8 Steps to Successful CMMS Implementation
with Craig Shepard
We will begin the webinar shortly.
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2. About MicroMain
• Headquarters in Austin, TX
• We’ve been providing facilities with award-winning asset
maintenance and facility management software since
1991
• MicroMain offers CMMS, CAFM and Capital Planning
software and services
• Special version for Healthcare
4. Implementing new CMMS?
Today we’ll review best practices in CMMS use, the
implementation process and provide 8 important steps
you’ll need to take to ensure successful CMMS
implementation.
5. CMMS Review
• Define requirements including:
• Goals
• Expectations
• System configuration (hardware and software)
• Training
• Choose a CMMS that meets your requirements
6. Use a CMMS to:
Effectively manage day-to-day maintenance
• Creation and execution of work orders
• Performance of Preventative Maintenance (PM)
• Assets (buildings rooms, offices, equipment)
• Appropriate parts inventory
• Timely creation of purchase orders
• Inspection performance, including inspection failures
• Fleets
Long-term:
• Create reports to acquire data that helps you improve
performance and processes and reduce costs
8. 1. Take Inventory / Do your Homework
Review the properties, equipment, parts, labor and vehicles
you want to manage with the CMMS
Consider any unique situations
Many CMMS implementations fail because the database is
improperly set up to manage daily activities and report on
items critical to success
9. 2. Outline Critical PMs
Schedule PMs to keep your equipment up and running
Use the Auto Task Scheduler to automate PM work orders
A primary source of cost savings from a CMMS is the direct
result of effective PM and inspection management
• Reduce failures and emergencies
• Increase the useable life of your assets
10. 3. Consult With IT
Even if you implement a hosted solution, you may still need
support from IT to ensure your network can deliver good
performance at peak times
Determine who will provide support when issues arise
Understanding all of the technical components of your
CMMS will help you avoid delays if problems occur
11. 4. Prepare Data
Clean up data before you import to ensure your data is
accurate and in appropriate data fields to provide the
results you expect
Consult with your vendor: a CMMS vendor can add
significant value when helping you prepare to import data
CMMS implementations are often delayed when parties
don’t fully consider data import requirements
12. 5. Test the System before Go-Live
Don’t waste valuable training time on a new CMMS system
until data is imported and the system is tested
All CMMS vendors have stories about arriving on site to
train and having to start by taking the server out of the box
Make good use of your training dollars by completing
installation prior to scheduled training
13. 6. Determine Reporting Needs
Discuss what types of reports will help you mange daily
activities and long-term process improvements goals
Get input from staff, managers, and accounting
Thinking about reports ahead of time will help ensure that
the system is set up, configured, and used in a way that will
get you the information you need
14. 7. Get Trained
Consider both depth and breadth when designing your
training plan
You’ll want to get enough people trained so they can help
each other with daily tasks -- plus a few key personnel
trained on all aspects of the system and its administration
Consider purchasing future training, perhaps 6 months
after implementation to create power-users
Make sure you are getting the most out of your CMMS by
adequately training all users.
15. 8. Audit your CMMS
Are you using the latest version of the software? Are you
getting the reports you need? Are you fully utilizing the
software’s capabilities?
Check with your users -- determine if anyone has questions
or needs additional training
Performing periodic audits of your CMMS protects your
investment and maximizes the maintenance savings for the
organization.
16. CMMS Implementation Checklist
Take Inventory / Do your Homework
Outline critical PMs
Consult with IT
Prepare data
Test the System before Go-Live
Determine Reporting Needs
Get Trained
Audit CMMS Performance
17. Thank You
Are there any questions?
Chat your questions now or contact us:
Email: Info@MicroMain.com
Phone: 888-888-1600 x271
Web: www.micromain.com
A link to the recording of the webinar will be emailed
to you tomorrow.
Notas do Editor
Introduce yourself and establish MicroMain as a subject matter authority
Make sure the software includes the main functionality you are looking for today as well as any features you may need in the future.
Keep in mind this is a long term investment and you will be using this tool for many years to come.
Another thing to consider is add-on functionality that may be important with initial purchase or that you may want to add down the road. MicroMain offers a few add on modules including Work Request which allows unlimited people to submit work orders through a web along and Mobile functionality for creating or updating work orders on a smart phone or tablet.
Create and manage work orders: track and report on services -- who does the work, parts used out of inventory and other costs like materials or rental equipment needed to do the job.
Preventative maintenance: set up PMs either as calendar based (daily, weekly, monthly, yearly) or meter based (odometer or hour meter readings)
Asset management: assets can be area assets like a room, building, office or equipment assets like air handlers or any other equipment you maintain.
Parts inventory: parts you keep in your stockroom. Keep up with suppliers, cost, min/max levels so you don’t have a lot of money sitting on your shelves – but have the parts you need, when you need them.
Purchase orders: Issue timely purchase orders to order parts, services or assets
Inspections: Routine tasks like inspections, such as property or building inspections along with any equipment inspection.
Fleet management: manage maintenance of vehicles like fork lifts or trucks.
Reports: General the reports you need to manage daily operations and to meet long term goals, execute process improvements and reduce costs.
Every equipment manufacturer has recommended maintenance schedules, but no one knows better
than you what is necessary to keep your equipment up and running.
Consult with your IT Department to determine if your company wants to purchase an on-premise version (installed at your site) or go with Software as a Service hosted solution otherwise known as SaaS, software hosted by a vendor. Both options have advantages and your IT Department can help you decide which is best for your organization.
Determine if you want to migrate data from an existing database, spreadsheets, or start from scratch.
Be sure to communicate the data source with the vendor.
If moving from a previous CMMS, don’t repeat data errors that don’t provide the results you need. A new perspective is helpful to create a system that meets all od your needs – today.
Ideally, the system also allows for future growth.
Be sure to have the software installed and tested before the trainer arrives, unless that is part of the services package.
It’s also a good idea to train the users on a sample database so they aren’t making mistakes in the production database.
I remember hearing stories from our trainers about customer trainings. Sometimes they would arrive at the customer site and realize that the customer didn’t have the training room set up. Sometimes the software wasn’t installed, so the trainer would take time to install and test the software, which of course cut into training time.
Other times, everything was smooth sailing. Everything went according to the plan, software was up and running with a classroom set up with computer loaded with a sample database for users to be trained on.
The point is to be organized, formulate a plan, and stick to it.
Be sure to have at least 1 or 2 key people trained on the entire system so they can become the expert and help the other users when needed.
These people are usually the contact with the support team or the dedicated customer account manager to get any questions answered.
Do you have new employees that would benefit from training to maximize their use of your system?
Consider adding Mobile software for smart phones or tablets. Mobile software puts your CMMS in the field where the work is performed. Mobile software helps improve accuracy and efficiency.
Are your using Work Request to provide online, on-demand work orders submission?