Maximum CMMS: Finding Answers For Efficiency, Part 3

Published on Facilitesnet.com, the article below is the final excerpt from a three-part series written by Kris Bagadia.  

Maximum CMMS: Maintenance Mobility

Today's handheld devices bring an added level of functionality to CMMS. The mobility they allow brings greater efficiency to technicians in the field. Consider these examples of the benefits of mobile technology:

• Readings. Technicians who use handheld devices servicing equipment and assets, such as boilers and chillers, can collect key pieces of data, including pressure, temperature, and oil levels. If they find abnormal based on user-defined criteria, the CMMS will send a warning. They can also monitor security checks, perform inspection routes and record runtime data.

• Work orders. Managers and supervisors can distribute work orders using a handheld device. The technicians can perform the actual work with instructions on handhelds, enter data on time taken and work performed, and close the work orders. All the related information is transferred into CMMS, either real time or via a cradle. Departments also can generate work orders using handhelds. You can establish a completely paperless work order system if desired.

• Parts inventory. This area offers an excellent opportunity for managers to use mobile CMMS technology to save money. Storeroom attendants using handheld devices can handle parts receiving, additions and depletions, cycle counts, and annual physical inventory very efficiently. They can issue an item to an employee, work order or an account number, as well as return the issued item to the inventory.

Successfully specifying and implementing a CMMS ultimately will require top management's commitment to stay involved with the project and provide needed support and resources. If these things occurs, the result will be a CMMS that properly facilitates daily technician activities, resulting in efficiencies not possible with manual systems.

Perhaps more importantly, a CMMS also can provide comprehensive information and analysis for managers that support fact-based decisions enabling greater optimization and accountability throughout the organization.

Maximum CMMS: Finding Answers For Efficiency, Part 2

Published on Facilitesnet.com, the article below is an excerpt from a three-part series written by Kris Bagadia.  

CMMS Specification Solutions

Managers whose departments use only a fraction of a CMMS's available features did not specify the most appropriate software. It means the application has many bells and whistles the department does not need. The incorrect selection decision costs the company money on the software's acquisition, as well as user training — money the manager could have saved by specifying the most appropriate package based on department needs.

Whether you are upgrading to a newer version of the CMMS or acquiring a new CMMS, selecting the right package is crucial to a successful implementation and enabling the department to fully use the CMMS's features and functions. Managers should consider answer these specification questions:

• Is it easy to use and flexible? The CMMS should be designed for front-line maintenance technicians, not computer experts. The system has to be flexible enough to accommodate the way they carry out their daily tasks, not the other way around.

• Does it handle queries and reporting effectively? These are two very important functions of a CMMS. Once the implementation is complete, users each day retrieve the desired information and generate reports to help managers make more informed decisions. Managers should be able to retrieve any information required, when they need it and in the desired format. 

• Does it improve workflow? An efficient flow of work — initiating and approving a work request, planning, scheduling, dispatching, completing it, and following up for continuous improvement — is essential for productivity. A CMMS's work-request system enhances the efficiency of the maintenance operation, as well as the requester's productivity. Requesters must have convenient access to the status of open and completed work requests, which prevents dips in productivity by helping them identify and dispose of duplicate requests.
  
  Enabling customers to enter and view their work requests increases efficiency for both the requester and the maintenance department by substantially reducing the number of repeated requests to perform these functions. Repeated calls are a significant drain on productivity, not only due to the time they consume but also because of the unplanned interruption of work by the technician.

• Does it provide a satisfactory parts list? A CMMS should have a provision for specifying parts and tools on PM work orders so technicians can arrive on the job site prepared with required parts, resulting in less downtime.

Maximum CMMS: Finding Answers For Efficiency, Part 1

Published on Facilitesnet.com, the article below is an excerpt from a three-part series written by Kris Bagadia. 

Optimizing your CMMS 

How much of your computerized maintenance management system (CMMS) does your department actually use? The answer to that question is not as straightforward as it might seem. My national survey of CMMS users indicates 94 percent of them use only 10 percent of the software's capacity and features.

Many institutional and commercial facilities use a CMMS as a recordkeeping tool. If that is all they want, a spreadsheet might suffice. Specified, installed and operated properly, a CMMS is a powerful tool that goes far beyond recordkeeping.

By not fully using the CMMS, maintenance and engineering departments are missing out on opportunities to save time and money. And as the utilization of CMMS increases, overall productivity and profitability also increases. 

Spotlight On Benefits 

A properly implemented CMMS increases technicians' overall productivity by improving the work-process flow, helping migrate from reactive to proactive mode, and incorporating PM optimization and trending analysis, among other benefits. It also will improve efficiency and customer satisfaction by organizing, distributing and managing maintenance-related information, as well as eliminating inefficiencies arising from information bottlenecks.

A CMMS provides all stakeholders with real-time information relevant to their responsibilities and activities. Maintenance technicians can obtain a prioritized list of open work orders.  

Requesters can check status information without interrupting maintenance technicians. Service managers can view reports of backlogged work orders, including total estimated backlog hours. Top management can produce comprehensive reports profiling resource utilization and compliance requirements. 

As part of a department's continuous-improvement program, a CMMS can be an excellent tool to identify non-value-added activities and shorten process cycle-times. Maintenance and engineering departments too often spend a great deal of time waiting for parts, approval, instructions and equipment. A CMMS can help managers identify the activities and equipment costing the department the most time and money, enabling them to analyze the situation and correct it. 

A CMMS also can become a powerful tool for analyzing data and using that data to make meaningful decisions. For example, reviewing compliance with work-order schedules, ratios of PM and repair work orders compared to total work orders, and then taking the necessary corrective action. Maintenance departments frequently gather readings on a variety of equipment, such as boilers and chillers. In a paper-based system, technicians and system administrators fill out forms out and file them away, too often never to be found again. Some companies have started using a CMMS to record and save readings of say, pressure and temperature. Using this data, technicians can identify abnormal readings and correct problems to prevent failures. 

Once technicians have defined a certain range of values and criteria, the CMMS will issue a warning immediately upon the reading meeting those criteria. Maintenance planning also can automatically incorporate usage- and condition-based PM, as well as predictive and corrective maintenance, based on abnormal readings.

Predictive Maintenance Survey Reveals Drivers, Obstacles and the Future

Financial Considerations Propel the Use of Oil Analysis, Infrared, and Vibration Testing

In brief:

• PdM is the practice applying condition-based monitoring techniques to collect and analyze asset data to gain an understanding of asset performance and perform appropriate maintenance as indicated by the asset.
• In order for production to meet targets, equipment must be available and in acceptable working order.
• Efficient management of assets is critical to improving plant performance.

The global process industries lose an estimated $20 billion annually due to unscheduled downtime and poor quality. It’s no surprise that, in a joint survey by Plant Services and ARC Advisory Group, respondents indicated "improve uptime" as the primary driver for deploying predictive maintenance (PdM) solutions (Figure 1). PdM is the practice applying condition-based monitoring techniques to collect and analyze asset data to gain an understanding of asset performance and perform appropriate maintenance as indicated by the asset. The survey polled end users regarding current status of PdM programs, as well as future plans for improvement.

Figure 1. Almost 90% of survey respondents deploy PdM solutions to improve uptime.

This PdM survey provides insights on practices and maintenance management. Users should compare their operations with the survey results to gain a better understanding of best practices and obtain ideas for proven improvements.

In order for production to meet targets, equipment must be available and in acceptable working order. Ineffective maintenance accounts for $60 billion annually, according to ARC research. This PdM survey reflected that manufacturers are well aware of this, too, as "reduce operational cost” was the runner-up, followed closely by "reduce maintenance cost". A sound PdM strategy can improve workforce and financial performance. With a combined view of asset availability and other operational constraints, workers can make information-driven decisions.

PdM technology usage

PdM is frequently referred to as condition-based maintenance, but, regardless of what it’s called, these types of solutions quantitatively evaluate equipment condition relative to an established baseline or standard. The value of PdM lies in its diagnostic capabilities, which greatly aid in the maintenance decision-making process. Spending for PdM systems continues to outpace that of the automation industry in general, as manufacturers seek to leverage a deeper knowledge of equipment condition as a means of increasing asset utilization and productivity and reducing maintenance costs, according to ARC research.

The increased amount and complexity of automation equipment currently installed in plants requires a higher-order approach to maintenance provided by PdM systems. As the discipline of asset performance management (APM) matures, the process industries are exhibiting a greater understanding of its principles. As users become more familiar and proficient in condition-based monitoring techniques, they will demand more from the equipment, and suppliers must keep pace.

Figure 2. More than two-thirds of survey respondents use oil analysis, infrared, and vibration testing as part of their PdM practices.

The survey results indicate that oil analysis, infrared, and vibration are widely implemented now (Figure 2). Predictive monitoring solutions continue to expand in capability, as indicated by the interest in corrosion monitoring. The effects of corrosion cost the process industries roughly $300 billion annually in lost production, failure of key equipment, and fines for environmental and safety violations. Corrosion monitoring can significantly lengthen the life of mechanical equipment and piping, as well as prevent abnormal situations from occurring. In addition to traditional PdM technologies, reliability, predictive software modeling, and condition monitoring in EAM/CMMS were included as choices for survey respondents. Responses for reliability and CM in EAM/CMMS were very similar. However, it appears that utilization of predictive modeling as a PdM technology is not yet mainstream.

Integration enhances value of PdM

Stand-alone solutions can provide excellent value for newcomers, but may not be sufficient for sustainable improvement due in part to the islands of information stand-alone solutions create. The industry has progressed far beyond proprietary one-off connectors to certified interfaces to facilitate information exchange. In organizations where increasing physical asset reliability as a means to improve asset availability is deemed the primary goal, connecting PdM applications that directly or indirectly administrate, measure, analyze, resolve, and improve asset performance in a comprehensive fashion will drive appropriate workforce actions. The good news is that, for the most part, survey respondents are integrating PdM solutions with other enterprise systems, particularly with historians and EAM/CMMS (Figure 3).

Figure 3. Almost half of survey respondents indicate they use an historian for collected data

The current generation of plant equipment is far more intelligent than previous generations. These more intelligent assets require a more strategic, integrated management approach. Leveraging the rich information in these solutions can improve the effectiveness of each. Ideally, all solutions should be connected in real time. Integrating solutions based on function offers a practical approach. For example, PdM and EAM systems have embedded ready-made networks for the collection of disparate data. Combining reliability information with PdM solutions can improve the predictive capability of the PdM solution by identifying assets for critical assessment and thereby minimize the possibility of asset failure.

Survey respondents are integrating PdM with historians most frequently. However, what is not clear from the survey is if the historian is being utilized as a data archive, as has been the case traditionally, or as an improvement tool. With increased data throughput and higher data resolutions, historians have evolved to become a tool for managing plant assets, thanks to new visibility and trending tools. Today's historians also support techniques, such as complex event processing, which can analyze multiple streams of plant data in real time to identify and diagnose emerging problems before disrupting production. Remote access to historian data via the Web enables central management of assets, whether within a single plant or across multiple plants. PdM solutions are widely integrated with EAM/CMMS, according to the survey. EAM systems have also evolved to include greater functionality to accommodate the broad spectrum of features needed to effectively integrate and manage the different types of asset classes found throughout the enterprise. New EAM systems configured to support the maintenance business processes of an enterprise can integrate, consolidate and help prioritize data for a single version of the truth throughout the enterprise. Features such as real-time data collection, diagnostics, and analysis tools enable individual users to prioritize and track information in the context of their functions.

Equally important is integrating applications using standardized formats that permit the enterprise to undertake corporate-wide initiatives. Additional value is derived from the sharing of best practices among individual plants for continuous improvement throughout the organization. From a management perspective, the addition of risk and simulation functionality provides management with deeper insight into the financial implications of PdM before making a decision to adjust resources.

Recommendations.

Efficient management of assets is critical to improving plant performance. As a component of a comprehensive asset performance management strategy, PdM solutions offer huge benefits. However, the value realized by the enterprise is dependent upon selecting solutions that fill gaps in existing practices. Companies that adopt a strategic approach to plant assets and their management will drive the enterprise to optimal performance.

• Investigate PdM solutions and adopt those that support core objectives and goals of the enterprise. Include estimations for implementation cost and schedule, including implementation resources, regulatory requirements, the type and version of applications and systems, proprietary data sources, and types of processes that will be impacted.
• Invest in PdM solutions with real-time analytics functionality that provides the ability to perform dynamic or real-time calculations and to compare current and historical data.
• For beginners, consider implementing PdM solutions in a pilot project in one location. Measuring and quantifying the benefits realized will help build the case for future PdM deployments.
• Consider PdM solutions that express information in financial terms that can be directly correlated to recommended actions or that clearly show the cost of inaction. In some organizations, it might be possible to tie actions to financial incentives. Incentivized workers have a way of being successful, provided the goal is achievable and can be accurately measured.
• Integration remains a challenge for most enterprises, but the ability to easily integrate multiple applications is key for successful PdM implementations. Integrating allows the workforce to gain additional insight to optimize asset availability and utilization while balancing operational constraints to improve financial results.

The preceding article and it's survey was published by PlantServices.com and was written by Paula Hollywood.

Cloud CMMS Benefits and Advantages

The advantages of using a well implemented computerized maintenance management system are well known. But what are the benefits of a cloud, web based or online CMMS system? Why would I want to use Cloud Based CMMS Software over traditional CMMS Applications?

On top of the usual advantages of using a computerised maintenance system we believe that a Cloud CMMS system can give a few extra benefits to both the smaller and larger enterprise asset manager. Making the implementation of such systems even easier to justify.

According to a survey conducted by A.T. Kearney and Industry Week in the United States on 558 companies, properly implemented CMMS Software showed the average benefits bellow.

• 28.3% increase in Maintenance productivity
• 20.1% reduction in equipment downtime
• 19.4% savings in lower material cost
• 17.8% reduction in MRO (Maintenance, repairs, operational) inventory
• 14.5 months average payback time of the CMMS they used

Nice CMMS benefits and cost reductions!

Now a Cloud CMMS can improve those CMMS advantages even further by reducing the average payback time to less than 3 months in most cases.

Why less than 3 months? After all the start-up time for a cloud application can be instant in some cases? Well that is simply how long it takes to get a well provisioned system fully operational, set up the asset tree, train the staff, enter the inventory and preventative maintenance templates. After this you will see Return On Investment (ROI) that far exceeds the cost of a Cloud CMMS system. Remember that unlike traditional CMMS applications the upfront costs are much lower, if not zero.

In many cases the use of a good maintenance consultant would be well advised to achieve smooth and effective integration. Don’t be tempted to skimp on this cost unless you really have the internal expertise since it can really allow the full CMMS benefits to be realized.

Further an online asset management system is available from many locations using existing infra-structure. No application installation at all, just use your web browser.

But wait there really is more, all the hardware and software updates are taken care of by your CMMS provider. As are the backups and security. Leaving all this to a professional team is almost always going to exceed internal arrangements with less headaches.

Is there zero risk? No, risk is relative and cannot be zero. However the relative risk is that a provider whose core business is that of CMMS provider will have a lower risk than that of an internal IT team that is trying to look after a hundred other things.

The article above was originally published on CloudCMMS.com and was written by Gavin Kromhout

Reliability Excellence and the Planner/Scheduler Function

Check out the article below from ReliabilityWeb.com, happy reading!

Reliability Excellence and the Planner/Scheduler Function
by Life Cycle Engineering

Manufacturing and Facility maintenance organizations everywhere struggle with the challenge of providing operational capacity for their company or organization. Maintenance strives to accomplish this by increasing the reliability of the equipment or process through effective Preventive Maintenance and effective material and labor budget utilization.

An excellent method for enabling these efforts is through effective planning and scheduling. Qualified Planner/Schedulers in a proactive, mature, structured, and disciplined maintenance organization can greatly impact the success of meeting these challenges. It has been stated and well documented by many companies that every hour of effective planning pays back three to five hours in maintenance technician time saved or the equivalent savings in materials and/or operational downtime.

However, many maintenance organizations fail to realize this payback from their planner groups. Why is this so? There are many contributing factors to this. The first is the lack of support from the entire organization to the role of planning and scheduling. This lack of support can be manifested in various ways.

1. Planning and scheduling is not accepted as one of the three core functions of maintenance.
2. The planning and scheduling function is too low in the maintenance organization resulting in little support when key decisions are required.
3. The role is not staffed as a management position, and compensation is just above that of a day shift maintenance technician.
4. The planner function is viewed as a fill-in position for supervisors or when additional maintenance labor is needed for peak times or shutdowns.
5. The planner function is used as a parts expediter, an emergency procurement gofer.
6. Any other responsibility management doesn’t have a clear fit for.

In order for planning groups to be effective, contribute to the overall success, and impact capacity, the role and importance of the planning function has to be communicated and supported by the management.

The second factor is the quality/caliber of the individual performing the planner/scheduler function. The person has to have the technical background of maintenance and a proactive maintenance mind set. Reactive, “fire fighter”, “drop everything to save the day” attitudes do not work in an effective planning group. True planner/schedulers work in the “Next Week” and beyond time frame. Effective planners are passionate for their role as well as structured and methodical in their thought and work processes. The selection process for the right planner/scheduler should be as detailed and comprehensive as for any managerial position. The selection should not be solely by seniority and definitely not a dumping spot for someone that doesn’t fit anywhere else in the organization.

The third factor is the type and amount of training planner/schedulers receive. Newly hired planners that have met the basic requirements of the position can become unmotivated quickly if left to fend for themselves. Bad habits and work practices will become part of their routines as well. Training on the roles and responsibilities of planners, the CMMS, purchase requisitions, and workflow have to be conducted as part of new planner orientation. Instilling “Best Practices” in each area is essential to the success of the planner group. Continuing education and training is required in order to maintain proficiencies in their technical/trade backgrounds as well as staying up to date on latest technology to support the organization.

As maintenance organizations evaluate their ability to provide the operational capacity, they should not fail to evaluate how well the planning function is being supported. Do they have the full support and commitment to focus specifically on planning and scheduling? Are the planner/schedulers the best qualified for the position, and are they sufficiently trained to perform their jobs effectively and efficiently?

How well is your planner/scheduler group functioning?

Types of Maintenance Management Software

Manufacturing, service and facilities managers need to maintain the balance sheets between costs and profit in their businesses. Because so many of the processes in these types of companies is automated, a minute-by-minute tracking system needs to be in place and functioning at all times to ensure optimum operation capability.

Monitoring and maintaining the current and budgeted costs for their company's equipment, staff, stock and property is vital to business success. Also a priority? Ensuring that quality control and liability are protected during service or production to prevent expensive losses or customer dissatisfaction. Work orders: Scheduling jobs, assigning personnel, reserving materials, recording costs, and tracking relevant information such as the cause of the problem (if any), downtime involved (if any), and recommendations for future action to enhance productivity.

Maintenance Management Software is a necessary part of any facility or plant functionality. There are several different packages available that keep be used alone or coupled with other maintenance management software packages to maintain and optimize a business' processes.

Inventory Control: This particular CMMS package manages tools, spare parts, reservation of materials that are on hold for specific jobs, housing and location of all materials, purchase order requirements and tracking, shipping receipt tracking and counting of actual inventory.

Safety Monitoring: Tracking of all necessary documentation and regulations regarding safety during operations, from building codes, to equipment conditions and personnel safety procedure.

Asset Management: There is a specific need to record current data about all the equipment and the actual property itself. Knowing that warranties are up to date, when service contracts are in need of updating, the depreciation of spare parts, purchase date and expected lifetime of all equipment allow managers to assess the value of the business at current.

Preventative Maintenance: Regular inspections of equipment and jobs are necessary to maintain a handle on profits. Checklists are often employed to track this option, so staff knows when and how specific monitoring processes have to be performed. Many businesses use one of these maintenance management software packages for their facilities, but more often than not, they're employing a combination of each of these software packages to manage all aspects of their company and enhance their bottom line. Maintenance Management Software is helpful on many levels for business processes. In this article we look at four ways Computer Maintenance Management Software (CMMS) can help your business keep track of expenses and jobs through software packages.

By Ashley Combs

Organization with Computerized Maintenance Management Software

Are you tired of those maintenance work orders cluttering up your desk? Are you tired of those same work orders getting lost? Or, maybe you're tired of trying to keep accurate records by hand on maintenance procedures performed to the machinery? No matter what the case may be, if you need to add some organization to your maintenance department and possibly even simplify some of the processes, all while making the department more efficient, then computerized maintenance software is your answer.

The maintenance department is typically a very busy department within any company, and organization is the key to keeping the department and technically, the rest of the business running smoothly; therefore, special attention needs to be paid to this department. But, in the past, this seems to always be the department that gets overlooked; however, nowadays, technology has caught up and computerized maintenance programs are making lives easier and maintenance departments more efficient.

Does your maintenance department need help? If so, then contact a CMMS (computerized maintenance management software) vendor to learn more about this amazing technology that can prove to be very beneficial to any company. Learn how it can keep track of upcoming maintenance procedures or how it lets you schedule maintenance procedures during low production times. With this computerized maintenance software installed in your maintenance department, there will be no more unplanned downtime from necessary broken machinery causing your business to get behind and your losses to increase.

Any CMMS vendor that is serious about their product will provide you with a representative of their company to come into your company, install, and set up this program for you. This means that getting the program to work properly is their number one concern, because if it doesn't, it's not any good to you and they stand behind their product and their work. This is why they typically should also offer customer support 24 hours a day, 7 days a week. They know you are not a computer wizard or a software geek, and so will provide you with a superior level of customer service in order to ensure you and your company great success with this software program.

By Ashley Combs

Making a CMMS Software System Work Over the Long Term

Compiled by FacilitiesNet Staff, original article published at http://www.facilitiesnet.com

In today’s maintenance environment, a CMMS software system — also known as a computerized maintenance management system — has become one of the most important tools to proactively manage maintenance and engineering operations. But making a CMMS software system work over the long term does come with some challenges.

Here are some of the common problems that can cause a CMMS software system to fail over the long term:

Data Problems Can Kill a CMMS Software System

Many departments do not adhere to — and in some cases, do not have — work flows or processes related to maintenance data. These processes are critical for ensuring that the CMMS software system captures necessary data and that users seamlessly integrate it into the daily activities.

The goal in implementing a CMMS software system is to make it easier to collect, enter and use the maintenance data. Managers must evaluate progress by discussing flows and processes with workers to determine if they understand or have even seen them.

Lack of Training Can Starve a CMMS Software System
One common problem area that leads to the deterioration of maintenance management data is a lack of system training for users. Unfortunately, too many managers feel that the best cost-saving measure is omitting system or user training.

While this strategy does reduce the up-front costs, the long-term impact can be dramatic. Many departments purchase and implement a new CMMS with the goal of finding the right user-friendly system when, in reality, user training on the existing system might have been more cost-effective.

It is equally critical to train users on the established work flows and processes. Users must be trained based on their interface requirements with maintenance activities and the CMMS.

Managers can enhance CMMS performance by identifying the maintenance and CMMS interface requirements for all software users at the site or facility and providing training based on those requirements.

Avoiding CMMS Access Problems
Managers must determine the way any user will use the CMMS. Anyone who identifies needed maintenance work should have some level of access to the CMMS. Building occupants should have access to the system to document maintenance issues they identify at the facility. They must be trained on the correct procedures for using the established workflow or process.

Next, anyone who performs maintenance should have access. These individuals are the true users of the system. A CMMS will succeed and generate meaningful data only when these individuals enter pertinent failure, cause and action codes through work orders they complete. Reinforcing the use of work flows and processes at this level ensures the system contains information to generate maintenance management data.

Finally, all who must make informed maintenance management decisions should have access to the system, and they must receive training on how to efficiently use the system to analyze information. These individuals are the true users of the information within the CMMS.

As one can clearly see, if building occupants have no training on how to properly input requests, maintenance workers might not have the necessary means to document their results. As a result, those who must make informed decisions will have no maintenance management data available.

Source:
CMMS Solution: Build on the Basics by Michael Santangelo

Organization with Computerized Maintenance Management Software

Are you tired of those maintenance work orders cluttering up your desk? Are you tired of those same work orders getting lost? Or, maybe you're tired of trying to keep accurate records by hand on maintenance procedures performed to the machinery? No matter what the case may be, if you need to add some organization to your maintenance department and possibly even simplify some of the processes, all while making the department more efficient, then computerized maintenance software is your answer.

The maintenance department is typically a very busy department within any company, and organization is the key to keeping the department and technically, the rest of the business running smoothly; therefore, special attention needs to be paid to this department. But, in the past, this seems to always be the department that gets overlooked; however, nowadays, technology has caught up and computerized maintenance programs are making lives easier and maintenance departments more efficient.

Does your maintenance department need help? If so, then contact a CMMS (computerized maintenance management software) vendor to learn more about this amazing technology that can prove to be very beneficial to any company. Learn how it can keep track of upcoming maintenance procedures or how it lets you schedule maintenance procedures during low production times. With this computerized maintenance software installed in your maintenance department, there will be no more unplanned downtime from necessary broken machinery causing your business to get behind and your losses to increase.

Any CMMS vendor that is serious about their product will provide you with a representative of their company to come into your company, install, and set up this program for you. This means that getting the program to work properly is their number one concern, because if it doesn't, it's not any good to you and they stand behind their product and their work. This is why they typically should also offer customer support 24 hours a day, 7 days a week. They know you are not a computer wizard or a software geek, and so will provide you with a superior level of customer service in order to ensure you and your company great success with this software program.

By Ashley Combs

For more information about CMMS solutions go to AshcomTech.com.

CMMS: A Cross-Functional Footprint

“Maintenance has gotten incredibly complex,” says Craig Miller, who spent 19 years at a large baking plant and was president of the users group of the MaintiMizer CMMS from Ashcom Technologies, Ann Arbor, Mich., before becoming that company’s sales and business development manager. Decades ago, he says, “All a maintenance manager had to worry about was getting the job done by the end of the day. Today, it’s all hands on deck.”

He says companies should start with their own regulations, standards and practices before diving into the software. “Say you’ve got a 50-ft.-long Teledyne Readco oven with brownies going through it. Your CMMS details the asset — the oven, combustion details, model number, serial number, what parts are on it ... what's been replaced, performance trends to analyzed. All your PMs [preventive maintenance] would be generated based on that information, with frequency and tasks defined by and based on standard operating procedures.

“The system can't just say ‘check conveyor.’ Well, check it for what? Because if an oven’s down in a bakery, you could lose days of production.”

There is a possibility that CMMS/EAM systems can become a cross-functional documentation across the plant. Management mandates to conserve budgets and information technology standards are factors that could hasten such integration.

It’s been my goal to get our users to realize there’s a bigger spectrum here,” says Ashcom Technologies’ Craig Miller. He says sanitation, quality, research, environmental, safety and other non-maintenance personnel all can use a single CMMS/EAM system and eliminate the duplication of efforts in multiple software systems. Consider how the maintenance system can bring together these people and practices:

• Food quality/safety: Work orders can be printed with accompanying SOPs, GMPs, HACCP procedures and more. “Quality and research can actually tie into the system. Maybe there are metal detectors or check-weighers they need to maintain and calibrate for their inspectors, and they need to know who worked on them last,” Miller says.
  
• CIP/Process sanitation: The sanitation department can share documentation such as CIP procedures, which can be hosted in the maintenance system. “I coach many customers on the use of CMMS for CIP. You’d be amazed how many sanitation departments don’t use anything to document this.” It’s a no-brainer to use the CMMS to track cleaning for assets already in the maintenance system, he says. Documentation, which can include images and material safety data sheets (MSDSs), improve safety in handling chemicals as well as complying with FDA regulations and other standards.
  
• Worker safety: When an unsafe platform in front of an oven is classified as part of the oven, the safety manger may write a note or a safety work order. But it lacks the depth that a CMMS/EAM system can bring to track the problem and priority and its cause. A recurring problem can be diagnosed for its root cause. That fix can be a particular operator that needs retraining or a flawed work process that needs to be revised.
  
• Security: The CMMS can track personnel from building and site entry to exit, including through hazardous area access, providing procedures and tracking locks and gates. RFID technology can be applied to personnel, materials and assets throughout the plant.
  
• Environmental: The CMMS can record the delivery of liquid ingredients into 2,500-gallon tanks, handling of 5,000-gallon grease traps, the movement of other materials per EPA Title V operating permits (also 40 CFR part 70), air emissions and effluent. Likewise, the system can manage MSDSs and reporting under SARA Title III/the Emergency Planning and Community Right-to-Know Act.
  
• At the docks: While maintenance there is relatively low, plants still need to meet safety and cleanliness standards that the maintenance system can track, such as forklift maintenance, the use of food-grade grease when food contact is an issue, segregating food materials from cleaning chemicals and other documentation required by FDA regulations or standards such as those from AIB.
  
• Pest control: A grain manufacturer realized its CMMS could be a part of its AIB compliance when it numbered and tracked its 150 rat traps in the system. “They have to know where those traps are in the building, they can’t just put them out there and forget about them,” says Miller. A clipboard can be lost and it lacks the ability to easily track the traps and their contents.
  

This excerpt was originally published in Food Processing Magazine written by Bob Sperber.

Easing Facility Management with CMMS Maintenance Software

Managing a facility is far from easy. There is a lot that needs to be done, so it's a rather involved process. When a facility is dependent on the life of its equipment, it's very important to make sure that breakdowns don't occur and downtimes are reduced to a minimum. Usually, it is the work of the maintenance department to take care of all these specifics, but there is only so much they can do on their own. Monitoring of a building, a plant or a factory is rather complex, but with a CMMS Maintenance System, it becomes much easier.

The job of a CMMS system is to monitor the working state of your equipment and your assets. This incorporates everything from tracking inspection, regular updates on the health of said assets, and recommendations for repairs and replacements that need to be made. Of course, these are not the only responsibilities that befall a CMMS Program, but they makes up a big percentage of it. In addition to these, with a CMMS Maintenance system your scheduling needs are taken care of, including assigning of personnel, tracking of work orders, recording inventory and so on. It simplifies the processes that people can do, and minimizes the time taken to do so.

CMMS Software is unspecific with the kinds of facilities that it can work in. While this partly depends on the nature of the software itself, such a program can be used in pretty much any organization that needs a hand. This could be a school, a manufacturing plant, an import facility, a hospital, and other companies. It is good to have your specific needs addressed in the first place, before you choose the CMMS software that you want. This will help you find the most appropriate CMMS software for your needs and budget.

Longer life is guaranteed for your assets with a CMMS Maintenance system, as it has clearly been established. Perhaps to appreciate the importance of having it around, one needs to visualize the problems culminated from not having it. Your company's assets will probably go for months on end without first showing fault. But with machinery, not seeing a problem does not mean its not there. Machines usually compound their problems, instead of highlighting them one at a time. Vibration intensities may increase, temperatures may increase, some parts may be growing ineffective and some may be breaking down. These are problems that need to be nipped at the bud, and this is made possible with a system that tracks them down. As you can conclude, embarking on repairs is much better than making replacements, financially speaking.

If you are looking to cut back on costs of maintenance in your facility to maximize on the profits realized, then a viable solution lies with a CMMS system. With the preventative maintenance tool, you are guaranteed that your equipments are assets will be long protected from breakdown. Coupled with the other tools that it comes with, you get a lasting solution that not only helps with managing a facility, but increases its overall productivity as well.

Ashley Combs

Ready to learn more? Check out AshcomTech.com to learn about MaintiMizer™, our CMMS Solution!

Let the CMMS Software Do the Work for You

Running a big business is far from easy, even when you have the necessary skills to be a team leader. When your responsibility stretches beyond that of the company's personnel alone, you are left with the task of ensuring that everything is running smoothly. In a factory, that includes the equipment that does most of the work. This someone also needs to check these assets for good health and ensure that they're in perfect running condition. But as time has come to show, it does not have to be a someone, but rather, something. With the something, CMMS software, you'll have far less to worry about.

Of course the nature of the CMMS system you go for will determine how much work is taken off your hands. But speaking in a broad perspective, EAM software will at least ensure that your work orders are in place, the inventory is taken care of, and regular inspections are carried out to ensure normal functioning of the company's assets. One can only imagine how daunting a task this can be if it was left to human hands. Efficiency is improved, coupled with faster delivery time and reduced labor costs. For any profit-oriented business, that's sounds like a win right there.

When it comes to the purchasing of a CMMS program, it would be good to examine the needs of the company in detail. There are those programs that work under a web server, and those that do so, on a company's own in-house computer. Each has its pros and cons, as one would expect. If your business is spread over a large geographical area, as in with multiple locations, then a web edition CMMS would be the best solution. It would be a revenue saver, instead of getting individual programs for each branch with individual computers to accompany.

It can never be emphasized enough just how important an intuitive user interface is. While there is a sophisticated CMMS with the best CMMS tools you can think of on one side, there are also personnel and end users on the other side. Only a friendly UI can bridge this gap. Good vendors couple their CMMS products with education and training to ensure that the administrators understand every angle there is to know. Sometimes, this may come at some extra cost, but in the bigger picture, it saves time on learning how to use the software on your own.

Even in the scope of making things simpler, maintenance management software is not exactly the cheapest to find around, so it does help when it's included in the company's budget. But then again, that depends on the kind of deal that you come to with a viable software vendor. So many specificities are involved, like compatibility of the CMMS program with your existing hardware, the probability of future improvement on it, and so on. Ashcom Technologies is a reliable software developer that can get you all that you need in CMMS software. From affordable packages to highly sophisticated ones, you will have all your needs met, even beyond your expectations.

Ashley Combs

CMMS: The Benefits of Maintenance Management Software

Compiled by FacilitiesNet Staff

Very few companies relish the idea of spending money on computerized maintenance management software (CMMS). Maintenance departments are sometimes simply viewed as a cost of doing business, and in a difficult economy, maintenance departments are among the first to experience budget cuts.

Fortunately, computerized maintenance management software is one tool that can help mangers reshape the image of maintenance departments by showing how maintenance is valuable to the organization.

For example, improving equipment performance by reducing downtime is one important function of maintenance departments. This can be done by tracking the overall equipment effectiveness (OEE), which has three components:

•Availability, or the percentage of time a piece of equipment is ready to work
•Utilization, which is the rating of the machine that is available from the manufacturer
•Quality rate, which is how well the equipment actually operates. Out of every 100 hours of operation, how many of them meet company standards and requirements?

Unfortunately, U.S. companies have an average OEE of only 40 percent, which is less than one-half of the acceptable level according to world-class standards. For example, assume for every hour of downtime, the organization loses $1,000. Since it is common for equipment to be down for a few weeks each year, assume downtime of 100 hours annually.

In this example, the company will lose $100,000 in the 100 hours of downtime. Multiply that by the pieces of equipment in the facility, and the losses could be staggering. If an appropriate PM program is in place, it can minimize downtime and save a great deal of money.

How Maintenance Management Software Can Reduce Downtime

Maintenance management software can help managers assure the high quality of both the equipment condition and its performance. So maintenance management software is not just a means of controlling maintenance. It is a primary tool for improving maintenance productivity. Key maintenance management software functions include: generating, planning, and reporting work orders; developing a traceable history; and recording parts transactions.

Managers can deliver a number of benefits through the efficient use of maintenance management software. Benefits include increased labor productivity, increased equipment availability and performance, and longer equipment life.
Of these, one of the most significant is increased labor productivity. If maintenance management software provides technicians with a planned job, the procedures, needed parts and tools, they should be able to work without delays or interruptions. They also should be able work more safely, since job plans would describe all of the required safety procedures.
The additional, tangible benefits of a maintenance management software include: reduced overtime; less reliance on contractors; reduced maintenance backlog; reduced cost per repair; improved morale; better service; less paperwork; and reduced follow-up required by supervisors.

Cloudy with a 100% Chance of Enhanced Operational Efficiency

An Excerpt From: 

A Brief Introduction to Cloud Computing by Jonathan Hakim 

Software as a Service (SaaS), also commonly referred to as “cloud computing” or “on-demand services,” is sweeping through enterprises in just about every industry.  With SaaS, a customer licenses an application for use as a service on demand, either through a time subscription or a “pay-as-you-go” model, rather than purchase the hardware and software to run a standalone application on their own.

In a SaaS model, customers need only a computer or a server to download the application and Internet access to run the software.  While there is a considerable amount of hype around on-demand services, there are some very real advantages plants can leverage to enhance operational efficiencies, improve reliability and drive ROI up from their predictive maintenance and condition monitoring programs.

The catalyst behind increasing interest in on-demand services in manufacturing is plants’ requirements for services that deliver reliable information and analysis, accessible anywhere in the world 24 hours a day, 7 days a week.  SaaS technology enables this “always on” business culture and removes the responsibility of implementing and maintaining IT infrastructure, which require hardware investments, software licensing and support costs.  Rather than spending time managing an IT network, plant managers are free to take on critical projects that will help them reach their reliability and uptime goals.

The Cloud is Accessible to Everyone

One of the primary benefits of cloud computing is that only minimal PC and technical components are necessary because cloud computing resources remain on the remote data center site.  In many cases, the web services deliver content to a thin client machine via a web browser.  The client computer resource requirements are low, needing only a decent Internet connection to the data center and basic Windows components such as a Remote Desktop client and a modern web browser.

The first question many manufacturing companies have when it comes to adopting a new technology like SaaS is whether it will require major up-front capital investments.  Oftentimes, even if the application or operating systems themselves aren’t expensive, plants will need to prepare their current infrastructure for the new product’s integration, which can lead to unforeseen costs.  SaaS, however, is not one of those technologies.

Look Beyond Cost-Savings to Business Benefits from the Cloud

Though SaaS has considerable cost benefits, plants that rely on the cloud solely for that reason are selling the technology short.  The first, and most important, reason plants should evaluate SaaS for their IT infrastructure is because it enables managers and employees to better share the results of their maintenance and reliability efforts.  Rather than sharing information amongst a small group in the engineering department, general machine condition health information can be accessed by all stakeholders in the enterprise or local plant.  This way, the condition monitoring program does not operate in a bubble and is accessible to personnel from operations, management, maintenance and engineering who are then in a position to make informed decisions that affect plant production and outage planning.  This sharing of information can ensure that the plant runs smoothly, and managers outside of the condition monitoring program always have the most current machine condition information.

Remote access greatly enhances condition monitoring data analysis practices.  Cost-cutting and lean manufacturing have led to a more distributed workforce including many remote employees. In this scenario, SaaS can have great benefits because isolated employees need only an Internet connection to perform a review or analyze work.  For instance, ordinarily a technician would collect machinery health information on a data collector and download information at the end of the day to a terminal where it would then be stored for analysis.  In a cloud computing environment, the worker can upload the information using a wireless network so remote engineers can review the data in near real-time, as well as store and retrieve data history and reports.  This gives them the ability to accurately assess the situation on the ground rather than having to re-deploy a technician to fix a problem after they have come back from the field.

Tackling Fear of the Cloud

Fear of cloud computing has been widely publicized within the media.  In fact, according to the ISACA IT Risk/Reward Barometer survey, nearly half of the 1,809 US IT professionals surveyed said that the potential risks associated with cloud computing outweigh its benefits and that 25 percent of respondents do not plan to use the cloud for any IT services.  This data is misleading because SaaS is a relatively new technology for the manufacturing industry, and the benefits and risks have not been clearly defined as of yet.  The technology is maturing, but is still in its relative infancy and many companies are currently evaluating the technology to see how it fits within their IT infrastructure.  Many of the claims made against SaaS are groundless and rooted in a fear of the unknown.  With the right education and partner, a plant can easily become more comfortable about the safety, security and reliability of its data in the cloud.

The key to alleviating cloud fears is to evaluate the potential SaaS partner’s network and security model and see how well it maps to the plant’s infrastructure.  The customer’s IT department should be directly involved in these discussions from the start.  They are truly the experts and have a specific set of criteria for their own enterprise network.  Here is a quick list of questions you should be asking that are helpful in appraising a cloud vendor’s security model:
 •   Do you clearly understand how the cloud computing offering
      works from the SaaS vendor?
 •   Does the vendor meet the IT security model of your plant?
 •   Does your plant have the delegated ability to control access
      to their system?
 •   Will your plant have clear lines of communication with the
      vendor for sales and technical support needs?  Does the
      vendor have a structured change management and
      patch management process?
 •   Can I obtain a copy of my data if I need to?

Flexible Cloud Deployment Models

An under-reported benefit to deploying cloud computing within your IT infrastructure is the flexibility it offers. While many companies wring their hands when thinking about sharing their sensitive information with a third party, SaaS technology has matured to the point where manufacturing organizations can put as much, or as little, data in the cloud as they are comfortable with at any one time.

Admittedly, cloud computing is still at nascent stages of adoption for predictive maintenance and condition monitoring initiatives, so we strongly recommend “doing your homework” along with implementing a thorough evaluation of a potential SaaS partner. Customer support, uptime and security protocols should be at the forefront of your discussions when evaluating vendors, especially if this is your first foray into the cloud. A good SaaS partner is critical as it will be the key in helping your plant achieve the performance and budget goals that will catch the eye of senior management and keep your predictive maintenance and condition monitoring programs running smoothly.

To view the entire article please check out reliabilityweb.com or AshcomTech.com to learn about what MaintiMizer.com™ has to offer.

Discovering the Nature of Your CMMS Package Needs

Never has there been a simpler solution to your maintenance needs than a CMMS System. It's simplicity, convenience, reduced costs and maintenance management all wrapped up in one neat package that is designed to meet your needs. Computer Maintenance Management Software is not exactly the latest breakthrough in the software development market, but its one that has come to change how maintenance departments operate in any given facility.

When you are out looking for maintenance management software, you are guaranteed to find many options. Unfortunately, not all of them can adequately apply to your situation without falling short on one or two of the standard CMMS tools. That is why the very first step to buying a CMMS program is to understand your needs. This will help you narrow down on the kinds of EAM software the market has to offer. The next step is more important though, and that is learning the nature of the package you get.

How big do you want the CMMS program to be? Is it going to be operating in a small facility with little maintenance needs or is it going to service a huge company with hundreds or thousands of employees? This is the first question that begs to be answered as the kind of software you get has to handle all the work you throw at it without it slowing down or developing faults. Is said facility/company going to have its own server or is it going to depend on the vender for keeping the system going. There are pros and cons to having a web-server and a personal server to hold the software. If your company is spread across different locations, a web server is the best choice, since the internet will allow for geographical flexibility. That means that the same system can be accessed from different points as long as there is the availability of the internet. But if the facility is centrally located in one place, then you can have your own server and in turn, complete control of your CMMS software.

How does the maintenance management system handle the work orders? Intuitive handling of this specific component will ensure fluidity in the operations. When a scheduler carefully indicates or dispatches info on where someone is supposed to be and at what time, more work gets done. A friendly user interface with little complexities helps end users get more accustomed to using the program as well. Does the package you get offer you comprehensive coverage of your inventory? And does the preventative maintenance tool guarantee you detailed data about the equipment you are using? These are important questions to ask as you proceed with learning the nature of the package that you are in the market for.
A good vendor should understand your needs first before presenting you with the products they have. They should take your hand and guide you through their programs so that you can choose the best one. At Ashcom Technologies, that is precisely what you are guaranteed, and much, much more.

Ashley Combs

The Best CMMS for your Business

Failing to take advantage of the latest technology to improve your business is like having a car and taking the subway to work- it simply doesn't qualify as practical. Computer Maintenance Management Software is not exactly next generation, but when it comes to improving your maintenance management, it is your best companion. It's agreeable that the importance of a CMMS is beyond question, but what's a good CMMS? On a company scale, you have to think about everyone, and how easy a time they will have operating it.

Usability is the first major characteristic that you need to look for in a CMMS program. Not everyone majored or studied IT. For a database that may have high levels of sophistication, a CMMS may take some time to register with your employees, especially those that are directly going to make use of it, and probably on a daily basis. Try to get software that will be easy to understand and operate. True, some intrinsic parts like settings adjustment and may require someone with IT knowledge, but all in all it should be easy to operate and run. The shorter time it takes to understand it, the better. Some CMMS systems offer a wide variety of features, but this usually comes at the expense of increased sophistication. If it's too hard to learn, your employees won't be too happy using it- and that is the undesired outcome. The simpler, the better- questions of whether it offers many features not withstanding.

Choose a CMMS program that you can easily customize to your liking. If you purchase pre-manufactured EAM Software, it may not exactly be tailor-made for your kind of company. Some features you get might not apply while other important ones might be missing. It is well to study the CMMS tools a system has to offer before taking it in. If at all possible, get one made with your predefined specifications. If you need it to emphasize on the inventory part and the scheduling, make the request. The other option is to get one that is made to be customized. It will be easier to marble it to its most workable form as far as your company is concerned.

Decide the kind of CMMS system that works best for your business- as far as network preference is concerned. If your business is centered, within a specific geographical location, then a LAN-based CMMS might be best. If one the other hand you work on a regional scale, where the same CMMS is in employment, then web-based is best.

Budget well for your EAM software- it does not come cheap. Saying that your company will hardly be affected financially is a misstatement, especially if it is a small enterprise. A good CMMS Program with an abundance of features might set you back a couple of thousand dollars. True, it is worth every dollar when it is in full operation, but make sure that you can afford it, without running into financial hurdles down that fiscal year.

If the aforementioned describes the kind of CMMS system that you want, Ashcom Tech has you covered.

Ashley Combs

CMMS Will Work for Food

It’s always “safety first” for Ron Nelson. “The four pillars of manufacturing are safety, quality, service and cost,” says the plant manager of HP Hood’s Philadelphia plant, which processes 30 million gallons of milk and cream a year for its various dairy products and brands. “You can’t do one without the other. If you’re hurting people just to get an extra case out the door, that’s not safe, and that’s not how we operate.”
At the Philly plant, all 160 employees are encouraged to submit a safety hazard recognition report anytime they see a problem. Under Nelson’s leadership, the facility addressed more than 500 safety-related work orders last year and has gone two years without a lost time accident. The plant was recently awarded the company's President's Safety Award for its excellence in safety.
Where do all those suggestions go? Into the computerized maintenance management software (CMMS) system — it’s where action is.

Read the full article here.

Food manufacturers rejoice! Your answer to quality control lies in CMMS software! Check out Aschom Technologies' MaintiMizer™...you won't know success until you've tried it!

Is a Free CMMS Really Worth it

A business facility is considered incomplete without a coordinating system, better known as a CMMS. When we are talking about a company that has equipment to run daily activities, EAM software is the rule, not the exception. But most of the time, acquiring a CMMS program is an expensive venture. The price ascends depending on the level of sophistication. While a basic package might go for as little as $800, the figure can easily run into tens of thousands of dollars. This begs the question- can you look into free CMMS as a solution?

There are software companies that offer CMMS systems free of charge. Usually, the host is online, since part of making the package free is taking away the responsibility of creating your own host. You get some control over the CMMS tools, which you're able to adjust and customize according to your specific needs. A free package means you don't have to part with a single dime. For a product that can cost thousands to purchase, you get it for free. This can be one of two things- a blessing in disguise, or a deal too good to be true. Unfortunately it's usually the latter, which means the bad that comes along with it far surpasses the good.

For any self-sustaining enterprise which generates an insurmountable profit, relying on anything free is what you would consider business suicide. For starters, it can't accommodate the amount of responsibility you would expect of it. The basic work orders- like organizing schedules and assigning of personnel would be hard to carry out. That is to add to the deficiency of features that it would provide, and as you would imagine, a big company with thousands of pieces of equipment, however minor, cannot rely on a CMMS package that is only basic.
Because a free CMMS is usually hosted online, that would mean relying on the internet wholly. If many users log in to the program from different access points, that could result in reduced speeds due to 'heavy traffic'. Downtimes would be nightmares as that would mean a temporary paralysis of every operation. In other words, it's a risk not worth taking.
On the other hand, a CMMS system that you have to pay for does not disappoint. Granted there are some deciding factors, like the kind of program and the features it has to offer, but generally, it's a million times better than a free one. You get continuous support from the vendor you purchase it from, lessons on how to use it, and technical help to correct any hitches. Adding in the user friendliness of the system you get, together with the total number of CMMS tools you get, you have no room for disappointment. Best of all, the CMMS could be open to upgrading, meaning you don't necessarily have to replace it in the future. A free CMMS is sometimes considered to be good- but in reality, nothing could be further from the truth.

At least you can rely on Ashcom Tech not only for quality CMMS software, but for very competitive prices as well.

Ashley Combs

CMMS Training

So you've finally decided to invest in CMMS Software, Congratulations! You've taken the first step in lowering costs, & improving efficiency, but don't stop there. Don't get caught severely underusing your CMMS Software, take the time and learn about all the software has to offer so that you can get the most out of your investment. The article below is about CMMS Training....I hope it's helpful!

"Skimping on the training puts your CMMS project at risk
-Kris Bagadia

Training for users of a computerized maintenance management system (CMMS) is a multiple-phase process.

There are three areas of training needs:

1) Basic training - Make sure people who will operate the CMMS are familiar with computer basics and the operating system. If not, provide them with basic training so they are ready for CMMS application training.

2) Application (CMMS) training: This can be done in two different phases, initial training to get the system up and running and advanced training after spending a period of time with the CMMS. Long training (five to 10 days) is not recommended since most people forget the majority of the items learned. Timing of the training should be kept in mind. Don’t train too early in the day. Training should be coordinated with implementation. Trainees should leave the class and use what they have learned immediately.

3) Internal training: You also need to train CMMS users with internal processes. This is often ignored in most CMMS implementation projects. Your software vendor will only train you on how the CMMS application works. You have to do the internal training yourself. Take, for instance, equipment numbering scheme. CMMS users should be trained on numbering schemes to avoid erroneous data entry. Another good example is inventory part description. If part description data entry is not consistent, you will find a corrupt inventory database after a while. Work order data entry is another example. Descriptions such as “machine down” or “doesn’t work”, followed by a repair description of “done” or “fixed”, will not give you meaningful history. Therefore, proper and consistent job description training is important.

General training guidelines

* Be sure that every trainee is given enough help to become comfortable and confident in what he or she is doing. Even a small shortage of needed training can cause an employee to backslide, lose confidence and eventually cause project failure. The new system cannot afford that. All personnel who will use the CMMS, or maintain it or oversee its operation, should be included in the training process.
* Accept any and all training support from your vendor. You may wish to contract with your vendor for additional training support or follow-up training programs or services. Remember, while the training initially may seem like an expensive proposition, in the long run, it will not only prove beneficial, but very cost effective.
* Training should be an ongoing process. New users should receive the full course, while current users should take refreshers as needed or desired. This continuity will accommodate the inevitable personnel changes and system evolutions that will occur over the life of the system. As users leave, their replacements must be trained as thoroughly as if they had been original users. This need is frequently overlooked!
* During the training process, the newly installed CMMS can be checked thoroughly to assure that it works as planned. Feedback from trainees should be recorded and analyzed to assist in evaluating system performance and potential modification. Action on trainee responses will not only result in system refinements, but will improve the general acceptance of the CMMS."
(http://www.maintenanceworld.com/Articles/reliabilityplant/Skimping-training.html)

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