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The Importance of a CMMS as a Knowledge Management Tool

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Learn how integrating a simple checklist into your facility maintenance plan can increase productivity, decrease error, and keep employees accountable.

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The Importance of a CMMS as a Knowledge Management Tool

  1. 1. The Importance of a CMMS as a Knowledge Management Tool
  2. 2. Topics 1. Why use checklists 2. How are checklists used for knowledge transfer 3. How to apply checklists in a CMMS 4. Mobilizing your checklists
  3. 3. Why Use Checklists
  4. 4. Atul Gawande, MD and Author Author of The Checklist Manifesto https://en.wikipedia.org/wiki/Atul_Gawande
  5. 5. “Good checklists are precise. They are efficient, to the point, and easy to use even in the most difficult situations. Good checklists are, above all, practical.” - Atul Gawande
  6. 6. Ignorance A partial understanding of the world and how it works In the 1950’s, heart patients were put on bed rest for weeks in order to avoid strain to heart Ineptitude Knowledge exists yet we fail to apply it correctly In 2007, 72% of patients underwent coronary interventions within 90 minutes while in 2011 it increased to 94% http://www.aha.org/research/reports/tw/12oct-tw-quality.pdf
  7. 7. Checklists can fill the gap between error and success rate
  8. 8. “The checklist cannot be lengthy. Keep it between five and nine items, which is the limit of working memory.” - Atul Gawande
  9. 9. Benefits of Checklists Ensures consistency Used to reduce failure Aids in memory and Informational aid Completeness when attention carrying out a task
  10. 10. “If you miss just one key thing, you might as well not have made the effort at all.” - Atul Gawande
  11. 11. In the Workplace… Employees feel Workers feel organized accountable for performing inspections because there is a written record when provided guidelines on inspections
  12. 12. Source: US Dept. of Energy http://www1.eere.energy.gov/femp/pdfs/OM_5.pdf can extend equipment life Implementing a preventive maintenance checklist by 25%
  13. 13. Source: https://inspectioneering.com/content/2016-05- 23/5360/instilling-a-checklist-culture-to-improve--asset-integrity- manag Process Reliability Verifiable Compliance Operational Insight Best Practice Capture Facility Checklist Benefits
  14. 14. How Checklists Improved in Aeronautics and Healthcare
  15. 15. https://www.goodreads.com/author/quotes/3078.Atul_Gawande?page=5 Ployer P. Hill Boeing Model 299
  16. 16. “Checklists seem able to defend anyone, even the experienced, against failure in many more tasks than we realized.”
  17. 17. https://www.goodreads.com/author/quotes/3078.Atul_Gawande?page=5 5-Point checklist reduced line infections from 10% to 0
  18. 18. Checklists Used for Knowledge Transfer
  19. 19. “The volume and complexity of what we know has exceeded our individual ability to deliver its benefits correctly, safely, or reliably. Knowledge has both saved us and burdened us.” - Atul Gawande
  20. 20. Intellectual Capital Organizational Culture Information Technology Knowledge Management
  21. 21. Explicit Documentation Procedures Checklists and Inventory Training Concept Mapping Contractors, Part-time Implicit Mentoring/Coaching Job Sharing Simulator Training Storytelling After-Action Reviews Communities of Practice employees, and Retirees http://www.state.sc.us/dio/KnowledgeTransfer.htm
  22. 22. Knowledge Transfer used to… Preserve the intellectual capital of the organization Create more flexibility in the workforce Provide employees with a wider diversity of skills http://www.state.sc.us/dio/KnowledgeTransfer.htm
  23. 23. Source: Levine & Gilbert, CA at Berkley http://www.irle.berkeley.edu/cohre/knowledge.html a company When an employee leaves walks out the door with him of his knowledge
  24. 24. http://www.reliableplant.com/Read/30198/manag ing-retiring-workers Approximately 10,000 baby boomers are retiring every day
  25. 25. http://fortune.com/2015/06/23/know-your-millennial-co-workers/ Millennials will make up of the global workforce by 2020
  26. 26. Knowledge transfer is only valuable when it is integrated into a set of policies for knowledge generation and capture Source: Levine & Gilbert, CA at Berkley http://www.irle.berkeley.edu/cohre/knowledge.html
  27. 27. Applying Checklists in a CMMS
  28. 28. “Checklists provide protection against failures. They remind us of the minimum necessary steps and make them explicit.” - Atul Gawande
  29. 29. Answer 1 2 3 4 5 Inspection Report Air Handler Inspection PM - Air Handler PM Quarterly Notes Are there signs of excessive scale, pitting, rusting or corrosion? Yes / No Can you hear or see any signs of air leakage from the seal? Yes / No Inspect mounting brackets, are they secured and free of excessive corrosion? Yes / No Does the asset operate as it should with no excessive noise or vibration? Yes / No Have the dampers been cleaned and lubricated? Yes / No
  30. 30. Mobilizing Your Checklists
  31. 31. Answer 1 2 3 4 Inspection Report Air Handler Inspection PM - Air Handler PM Quarterly Notes Are there signs of excessive scale, pitting, rusting or corrosion? Yes / No Can you hear or see any signs of air leakage from the seal? Yes / No Inspect mounting brackets, are they secured and free of excessive corrosion? Yes / No Does the asset operate as it should with no excessive noise or vibration? Yes / No
  32. 32. Answer 1 2 3 4 5 Inspection Report Air Handler Inspection PM - Air Handler PM Quarterly Notes Are there signs of excessive scale, pitting, rusting or corrosion? Yes / No Can you hear or see any signs of air leakage from the seal? Yes / No Inspect mounting brackets, are they secured and free of excessive corrosion? Yes / No Does the asset operate as it should with no excessive noise or vibration? Yes / No Have the dampers been cleaned and lubricated? Yes / No
  33. 33. Answer 1 2 3 4 Inspection Report Air Handler Inspection PM - Air Handler PM Quarterly Notes Are there signs of excessive scale, pitting, rusting or corrosion? Yes / No Can you hear or see any signs of air leakage from the seal? Yes / No Inspect mounting brackets, are they secured and free of excessive corrosion? Yes / No Does the asset operate as it should with no excessive noise or vibration? Yes / No
  34. 34. Answer 1 2 3 4 Inspection Report Air Handler Inspection PM - Air Handler PM Quarterly Notes Are there signs of excessive scale, pitting, rusting or corrosion? Yes / No Can you hear or see any signs of air leakage from the seal? Yes / No Inspect mounting brackets, are they secured and free of excessive corrosion? Yes / No Does the asset operate as it should with no excessive noise or vibration? Yes / No
  35. 35. “Just ticking boxes is not the ultimate goal. Embracing a culture of teamwork and discipline is.” -Atul Gawande
  36. 36. Don’t gamble with lockout tagout
  37. 37. Don’t leave your assets to chance adopt mobile
  38. 38. Check Out these resources to help your ROI 42 ROI Statistics  Yelp Review Calculator  20 Ways Document Management Saves You Money 15 Ways to Increase Energy Savings

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