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8 Steps to Successful CMMS Implementation
The document outlines an 8-step process for successful CMMS (Computerized Maintenance Management System) implementation, highlighting best practices and essential actions. Key steps include defining requirements, selecting a suitable CMMS, preparing accurate data, and ensuring thorough training and system testing. It also emphasizes the importance of ongoing audits to maximize software utilization and maintenance savings.
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8 Steps to Successful CMMS Implementation
- 1. 8 Steps toSuccessful CMMS Implementation with Craig Shepard We will begin the webinar shortly. 1 Eastern 12 Central 11 Mountain 10 Pacific For audio: In U.S. and Canada dial 1-866-740-1260 International dial 303-248-0285 Access code 3283235
- 2. About MicroMain • Headquartersin 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
- 3. Our Customers • Over3,700 customers worldwide Walter Reed Hospital
- 4. Implementing new CMMS? Todaywe’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 • Definerequirements including: • Goals • Expectations • System configuration (hardware and software) • Training • Choose a CMMS that meets your requirements
- 6. Use a CMMSto: 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
- 7. CMMS Implementation Process Identity yourneeds Research & contact vendors Schedule web demos Choose a vendor Prep Implementa tion Implement Review
- 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 CriticalPMs 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 WithIT 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 Cleanup 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 theSystem 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 ReportingNeeds 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 Considerboth 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 yourCMMS 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 TakeInventory / 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 thereany 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.
Editor's Notes
- #3 Introduce yourself and establish MicroMain as a subject matter authority
- #6 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.
- #7 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.
- #10 Every equipment manufacturer has recommended maintenance schedules, but no one knows better than you what is necessary to keep your equipment up and running.
- #11 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.
- #12 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.
- #13 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.
- #15 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.
- #16 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?
- #17 Review webinar content: covered these points
- #18 Q&A Review chat questions