A complete guide on preparation, planning and execution of a computerized maintenance management system with examples and illustration of the program modules interaction and the way these programs operate.

1. Prepared by Eng. Mohammed Hamed Ahmed Soliman
Email: mhamed206@yahoo.com
Mob: +201001309903

3. Benefits (Savings) derived from a CMMS:
1. Reduction of overtime. ‫الفاقد‬ ‫الوقت‬ ‫تقليل‬
2. Reduction of outside contract work. ‫الصيانه‬ ‫عقود‬ ‫تقليل‬
3.Reduced maintenance backlog. ‫الصيانه‬ ‫عمليات‬ ‫تنفيذ‬ ‫فى‬ ‫التأخر‬ ‫تقليل‬
4. Reduced cost per repair. ‫التكلفه‬ ‫تقليل‬
5. Improved morale of employees by diffusing employee frustration; a
happy worker is a productive worker. ‫االحباط‬ ‫وتقليل‬ ‫العاملين‬ ‫معنويات‬ ‫رفع‬
6. Better service to other departments. ‫واألقسام‬ ‫االدارات‬ ‫لجميع‬ ‫الخدمات‬ ‫توفير‬
7. A significant reduction in paperwork to make the most productive use
of employee time. ‫الورق‬ ‫مأل‬ ‫فى‬ ‫الفاقد‬ ‫الوقت‬ ‫تقليل‬
8. Effective utilization of maintenance and supervisory personnel’s time. ‫تقليل‬
‫االشراف‬ ‫وقت‬
9. Reduced follow-up role required of the supervisor.‫المتابعه‬ ‫فى‬ ‫الفاقد‬ ‫الوقت‬ ‫تقليل‬
10. A useful step to the ISO certificate. ‫العالميه‬ ‫الجوده‬ ‫شهاده‬ ‫على‬ ‫الحصول‬ ‫تسهيل‬

4. CMMS Modules
Basic CMMS includes:
A. Equipment data management*
B. Preventive maintenance*
C. Labor*
D. Work order system
E. Scheduling/planning
F. Vendor
G. Inventory control*
H. Purchasing
I. Budgeting

5. Wait a moment!, what is CMMS?
CMMS isn’t a SAP or Maximo or Oracle or others, it’s any kind of program
used to save date on a data base system and initiate reports for different
purposes.
It can be a simple program like Visual Basic or complicated one like SAP or
Oracle or Maximo, but all should be connected to a data base program
such as Oracle, SQL, or Access….most of big programs like SAP or
Maximo use the Oracle Data Base.

7. Important of codes:
 Shortcut for many activities
 Unify all things so it doesn’t matter what the technician is writing.
 A failure code can let you know the history of how many times this failure has occurred for several
years ago if used with the CMMS or maintenance software effectively.
 Facilitate dealing with the data inside the maintenance software or CMMS.
 Reduce searching time inside the maintenance software.
Codes for: Equipments, Work classes, WO, Priorities, Locations, cost centers,
failures, PM.

8. Equipments Coding Methodology (Functional & Geo Functional Codes)
XXX-XXXX
Sequential
Equipment no( ‫الرقم‬
‫للمعده‬ ‫)التسلسلى‬
Equipment
Location or Type
or Both.
If you choose to use the equipment’s location, then plant areas or the plant’s cost
centers should be designated the first three digits.
EX. Coding a Compressor in Factory 2.
CMP-02-001 Air Compressor#1-160KW
or
CMP-001
‫ملحوظه‬:‫مكان‬ ‫على‬ ‫اعتمادا‬ ‫التكويد‬ ‫أبدا‬ ‫يتم‬ ‫فال‬ ‫مستمر‬ ‫يشكل‬ ‫يتم‬ ‫المعدات‬ ‫أماكن‬ ‫تغيير‬ ‫معدل‬ ‫كان‬ ‫اذا‬
‫المعده‬.‫الصناعيه‬ ‫الخدمات‬ ‫كمعدات‬ ‫ثابته‬ ‫المعدات‬ ‫كانت‬ ‫اذا‬ ‫التكويد‬ ‫فى‬ ‫المكان‬ ‫يستخدم‬.
AAA-NNN-NNN
AA-NN-NN
AANNNN

9. PM Coding Methodology
X-XXXXXXX-XX
PM
Eq code
PM level
EX. First Weekly maintenance for a compressor in factory 2
Code=P-CMP001-W1
Weekly=W, Monthly=M, Quarterly=Q, Semi Annually=S, Annually=A
5A=Scheduled every 5 yrs.

10. Failure Coding Methodology ‫العطل‬ ‫كود‬ ‫أهميه‬:
‫ال‬ ‫حجم‬ ‫مدى‬ ‫لمغرفه‬ ‫يستخدم‬ ‫شىء‬ ‫أبسط‬failure‫ال‬ ‫أم‬ ‫العطل‬ ‫حجم‬ ‫مع‬ ‫متناسب‬ ‫الصيانه‬ ‫فيه‬ ‫تمت‬ ‫الذى‬ ‫الوقت‬ ‫وهل‬ ‫بالمعده‬ ‫حدث‬ ‫الذى‬
‫ال‬ ‫أم‬ ‫بزمن‬ ‫عطل‬ ‫هو‬ ‫وهل‬ ‫ايقافها‬ ‫بدون‬ ‫عمله‬ ‫يمكن‬ ‫كان‬ ‫أم‬ ‫المعده‬ ‫اليقاف‬ ‫ضرورى‬ ‫كان‬ ‫العطل‬ ‫هذا‬ ‫وهل‬‫ال‬ ‫ويسهل‬downtime
reporting‫تكرارا‬ ‫األكثر‬ ‫األعطال‬ ‫حاله‬ ‫فى‬..
No CODE DESCRIPTION
1 ARLK Air Leak
2 ALRM Alarm or Problem Indicator
3 BRNG Bearing Problem
4 CALB Calibration Problem
5 DIRT Dirt or Foreign Matter Problem
6 ADJS Equipment Adjustment Required
7 CUTO Equipment Cutting Out
8 JAMD Equipment Jammed
10 XLUB Excessive Lubrication
12 VIBR Excessive Vibration
13 LLUB Lack of Lubrication
14 WIRE Loose or Broken Connection or Wire
15 ALIN Misalignment
16 NAIR No Air
17 NPWR No Power
18 OLLK Oil Leak
19 OPER Operator Error
20 XHOT Overheating or Smoking
22 SHRT Short Circuit

11. Tips of Failures Coding:
•Limit the code number or character to 4 or 5 digits.
•Make codes related to failures.
•You can create list of problems (symptom) & list of failures (causes).
•List of problems will be more general & failures will be more deep.
•You can add 1,2,3 to specify the failure criticality.
•You can add A, B, C to specify the shift which the failure occurred to.
EX.
Excessive Vibration take code VIBR
But VIBR1, VIBR2, VIBR3 will indicate the grade of vibration and the priority of
failure.
And VIBR-A mean in the first shift, VIBR-B mean in second shift.
And VIBR1-A mean excessive vibration with priority 1 & occurred in the first
shift.
Or Another way failure codes can be divided by groups.
For Ex.
‫لألسانسير‬ ‫بالنسبه‬,‫بالرمز‬ ‫لها‬ ‫ويرمز‬ ‫الفرامل‬ ‫مجموعه‬ ‫أعطال‬BRKE‫من‬ ‫مجموعه‬ ‫عمل‬ ‫يتم‬ ‫الجروب‬ ‫هذا‬ ‫داخل‬
‫برمز‬ ‫عطل‬ ‫لكل‬ ‫ونرمز‬ ‫األعطال‬:
•‫الفرامل‬ ‫تيل‬ ‫تاكل‬ ‫عطل‬‫بالرمز‬ ‫له‬ ‫ونرمز‬PDWR
•‫الرمز‬ ‫له‬ ‫ونرمز‬ ‫الفرامل‬ ‫دسك‬ ‫تاكل‬ ‫عطل‬DCWR
‫األلى‬ ‫للجلى‬ ‫بالنسبه‬,‫بالرمز‬ ‫لها‬ ‫يرمز‬ ‫البستم‬ ‫مجموعه‬ ‫أعطال‬CYLR‫بالرمز‬ ‫عطل‬ ‫لكل‬ ‫نرمز‬:
•‫العامود‬ ‫تلف‬ ‫عطل‬STWR
•‫هواء‬ ‫تسريب‬ ‫عطل‬ARLK
ISO:14224

12. You can add cause code: sources of problems, this will be used for root cause
analysis & continuous improvement.
Adding action code is also useful: nature of the work that remedied the problems.
Benefits:
Perform failure analysis to disclose formerly unknown weaknesses in
business processes, system design, operational utilization.

13. Work Requests/Work Orders Coding.
Use numeric numbers 1,2,3,4..and put notes under each work order number to
specify whether it was urgent or emergency or planned corrective or preventive
work order.
EX.PM01
PM101(breakdown stopped the line).
PM102(breakdown didn’t stop the line).
PM02
CBM201(Predictive)
CBM202(Improvement)
PM03
PM301(Planned Preventive Maintenance).
PM302(Preventive Maintenance Inspection).
PM303(Preventive Maintenance Calibration).
PM304 (Preventive Maintenance Lubrication).
PM305(Preventive Maintenance Overhaul).
PM04
PM401Projects
PM402Commisioning
PM Stands for Plant
Maintenance
Note: this coding
system is a real one
taken from SAP
CMMS.
PM Stands for Plant
Maintenance
Note: this coding system is a
real one taken from SAP ERP.}
Can be changed
to normal
corrective to
match current
Asfour system till
we apply CBM
CP: work done to correct an equip
defect as a result of PM/PdM
action.
‫بالغ‬ ‫ان‬ ‫حاله‬ ‫فى‬
‫االنتاج‬ ‫من‬ ‫العطل‬
PM02
PM201 (Corrective Maintenance)
PM202 (CP Maintenance)

14. Coding should depend on the initiation type & the originator.
Notification from Production in case of emergency or line stop=N1
Notification from maintenance inspection team for corrective maintenance that
didn’t cause line stop=N2.
Work Request/ Notification Coding

15. A- Equipment Data Required
•Equipment ID ‫المعده‬ ‫تعريف‬ ‫كود‬
•Serial no ‫المتسلسل‬ ‫الرقم‬
•Model no ‫الموديل‬ ‫رقم‬
•Purchase data ‫المعده‬ ‫شراء‬ ‫تاريخ‬
•Installation data ‫التركيب‬ ‫تاريخ‬
•Warranty ‫ومدته‬ ‫الضمان‬
•Eq criticality or priority ‫المعده‬ ‫تصنيف‬
•Spare parts list
•Spare parts price
•Safety considerations (OSHA) ‫األمان‬ ‫اعتبارات‬
•Condition monitoring parameters
•Attachments
} CMMS program use this data to determine the cost of the
WO, perform MRA (material replacement analysis, and
perform salvage analysis
Vibration limits, temp limits…etc.
Drawings & others.

16. Equipment
Module
Inputs
Equipment Code (ID)
Eq
Serial
No
Eq model
Eq Purchase
Date*
Eq
Installation
Date*
Eq
Criticality
Eq Warranty*
Eq Spare Parts
List
Eq Spare
Parts Price
Safety tips*
Condition Monitoring
Parameters*
Drawings*
Eq Hierarchy

17. List
of
Eq
ID Serial Model Spare
parts
list
Purchase
Data
Spare
parts
Price
Eq
Installation
Date
Eq
Criticality
Eq
Warranty
Safety
Tips
CM
Parameters
CMMS Equipment Data Preparation Sheet

18. Sample for equipment model

19. Spare parts
code
Spare part
description
Availability in
warehouses

20. Determination of the maintenance cost effective based on the maintenance
cost data & equipment price, depreciation data.
‫المعده‬ ‫استهالك‬ ‫معدل‬ ‫قيمه‬ ‫فى‬ ‫التناقص‬ ‫اجمالى‬
‫المعده‬
‫االستهالك‬ ‫بعد‬ ‫المعده‬ ‫قيمه‬
‫اصالحها‬ ‫أو‬ ‫المعده‬ ‫اعمار‬ ‫عمليه‬ ‫جدوى‬ ‫مدى‬ ‫بحساب‬ ‫البرنامج‬ ‫يقوم‬ ‫السابقه‬ ‫البيانات‬ ‫على‬ ‫بناء‬....‫تكل‬ ‫كانت‬ ‫فاذا‬‫فه‬
‫ذلك‬ ‫باظهار‬ ‫البرنامج‬ ‫يقوم‬ ‫المعد‬ ‫تكلفه‬ ‫من‬ ‫أعلى‬ ‫االصالح‬.

21. Equipment
Module
Outputs
Equipment Mean Time
Between Failures
Equipments
Reliability
Equipments
Availability
Equipments no
of Failures
Eq
Depreciation
Equipment List
of Failures
Equipment
T.Cost
Equipment Meter
reading & life
time estimation
Equipments Mean
Time to Repair
Equipment
CM/PM Ratio
CM WO/PM
WO

22. Cost (equipment number, date installed, original cost, LTD cost)
Equipment failure (equipment number, description, failure codes: with report
queries you can get details of failures).
Equipment hierarchy (equipment number, location, description. Top level
equipment and its children are listed).
Failure count (displays number of failures for each piece of equipment in a
given time period)
Equipment warranty (equipment number, description, warranty expiration
date).
Equipment availability (equipment number, description, times available during
a specified period).
Special tools (equipment number, description, special tools required).
Meter reading (equipment number, description, date, current meter reading,
previous date, and meter reading).
Location (equipment number, description, location, department).
Summary (equipment number, description).
Master (all fields).
Equipments Reports

23. B-Preventive Maintenance Data
•Procedure
•Priority
•Frequency PM will be performed by meter or time based
•Tools or parts
•Labor
•Contractor
•Route. PM Enter routine maintenance steps that are being done
daily by the maintenance team or the operators.
Enter PM steps
CMMS use this to define job or WO priority
Tools needed for PM job
Technicians assigned for each PM job
If this type of PM is performed by an outsourcing contract.
Labor & Tools data will be used by the CMMS program to
determine the cost of the WO.
Labor data will be used by the CMMS program to determine the
loading rate.

24. PM
Module
Attachments
PM
Priority
PM. Routine Maint
PM Contractor
PM Labor
PM Tools
& Parts
PM Frequency
PM Steps

25. Sample for the PM module

26. PM
Module
OutputsList of all PM
actions in a
specific time*
PM Material
Projection
PM Labor
Projection*
Cost of PM (material, labor..etc)

27. PM reports
■ PM list (list of all PM jobs that are due in a specified period of time)
■ PM labor (details including money spent on PM labor)
■ PM material (details including money spent on PM material)
■ PM labor projection (forecast labor requirements for a specified period. This report can
be further broken down by craft category or individuals)
■ PM material projection (forecast material requirements for a specified period.)

28. C-Labor Data

29. Labor Data:
•Job title
•Dept
•Employee or not
•Location
•Address
•City
•Telephone
•Email
•Craft code
•Hourly rate
•Attached photo
• Labor vacation
•Sick time information
ELEC Electrician
MECH Mechanic
CARP Carpenter
This is employee hours wage, CMMS should
accommodate overtime (OT), double time, call in, or
other applicable rates.

30. Labor
Module
Inputs
Labor Attached
Photo
Labor
Hourly
Rate
Labor Craft Code
Labor Telephone
No
Labor
Address
Labor
Location
Labor
Employment
Status
Labor Email Labor City
Labor DeptLabor Job
Tile
Sick time information
Labor
Vacation

31. Labor
Module
Outputs
Labor summary by
calendar*
Labor
productivity
Labor Skills*
Labor
Overtime*
Labor Vacation*
Labor Summary
by Employee ID
Labor Summary by
Eq
Labor
Summery by
account no

32. Labor overtime (employee ID, name, OT taken, OT refused)
Labor vacation (employee ID, name, hours earned, hours scheduled,
hours used)
Labor skill (employee ID, name, craft code, skill level)
Labor summary by account number (employee ID, WO number, hours
queried by account number)
Labor summary by employee ID (employee ID, WO number, hours queried by
employee)
Labor summary by calendar (employee ID, WO number, hours queried by specific time
period)
Labor summary by equipment (employee ID, WO number, hours
queried by specific equipment)
Labor productivity (can be used to monitor performance based on estimated
and actual hours)
Labor master (all fields)
Labor Reports

33. D-Work order system (WO):
WO is heart of a CMMS. This module would allow you to generate, print, and complete WOs.
It stores all preventive and corrective maintenance WOs while work is either going on, or
planned for in the future. It can also serve as a powerful tool for cost estimating. Once you
enter the labor, material, and outside cost information, the system will calculate the
estimated cost of the project. You should be able to accommodate both unplanned work
(emergency) and planned work (scheduled). All the work requests are generated through
work request module or WO module. The information stays in there until the work is
finished. Upon completion, the record is transferred into the work history file. “Mobile
technology with CMMS” section of this book shows how a CMMS with mobile technology
can minimize the steps in WO completion process. You can have a completely paperless WO
system
Electronic work
requests
Status
update CMMS
System
View work
orders
Work
performed
Manager Update work order
Paperless work order system.
‫ال‬ ‫اصدار‬ ‫يتم‬WO‫االصالح‬ ‫أو‬ ‫الطارئه‬ ‫والصيانه‬ ‫الوقائيه‬ ‫للصيانه‬,‫ع‬ ‫فى‬ ‫المستخدمه‬ ‫والمعدات‬ ‫االدوات‬ ‫تحميل‬ ‫ويتم‬‫مليه‬
‫االصالح‬+‫ف‬ ‫المعده‬ ‫لهذه‬ ‫االجماليه‬ ‫التكلفه‬ ‫معرفه‬ ‫وبالتالى‬ ‫الشغل‬ ‫ألوامر‬ ‫تكلفه‬ ‫حسابات‬ ‫فى‬ ‫جدا‬ ‫مفيد‬ ‫وهذا‬ ‫العماله‬‫سنه‬ ‫خالل‬ ‫ى‬
‫مثال‬.

35. Work
Order
Generated
Planner
Print
Work Performed
End of Shift
Paper Work
Data Entry
Filling
Paper Work Flow for Work Orders

36. WO module.

37. Priority.
Priority code for this job. Assign the importance of the job (you may use a number
from 1 to 10 or any other scheme your CMMS provides).
Status.
Indicates the status of this WO. For example, waiting for approval and waiting for
material. This makes it easier for any one to access the system and view the
status of a job.
Category.
Work category for this job, for example, PM, emergency, repair, and project. These
should be user defined.
Failure code.
Failure code suitable for this job. Explains what is wrong with the
equipment/asset. These should be user defined.
Action code.
Action code for this job, explains the action taken, that is, what was done to fix
the problem. Over a period of time, you build useful history
WO Associated Data ‫الشغل‬ ‫بأوامر‬ ‫المرفقه‬ ‫البيانات‬
‫ال‬ ‫أهميه‬ ‫درجه‬WO‫على‬ ‫وتتوقف‬criticality‫الصيانه‬ ‫ونوعيه‬ ‫المعده‬(‫اصالح‬,‫وقائيه‬)‫على‬ ‫تكون‬ ‫وقائيه‬ ‫كانت‬ ‫واذا‬
‫ال‬ ‫حسب‬PM priority‫ال‬ ‫فى‬ ‫المعرفه‬PM module
‫عمل‬ ‫يتم‬update‫لل‬WO‫وحالته‬(‫عمله‬ ‫تم‬ ‫أو‬ ‫االنتظار‬ ‫واسباب‬ ‫انتظار‬.....‫الخ‬.)
‫ال‬ ‫تصنيف‬WO‫وقائى‬ ‫أو‬ ‫اصالح‬ ‫كان‬ ‫اذا‬
‫بالمعده‬ ‫الخاص‬ ‫العطل‬ ‫كود‬ ‫ووضع‬ ‫المشكله‬ ‫توضيح‬ ‫يتم‬ ‫عطل‬ ‫الصالح‬ ‫الشغل‬ ‫أمر‬ ‫كان‬ ‫اذا‬.

38. Labor.
Allows you to enter the ID of the person, who is scheduled to perform this job, and the
estimated hours required to complete the job. You can enter multiple crafts. For example, a
machine installation job might require an electrician, a mechanic, and a carpenter. Once the
job is completed, you can record actual labor time spent.
Material.
Allows you to enter material required for each WO. Upon completion or as
material is withdrawn, you can record that in the system.
‫فى‬ ‫المستغرقه‬ ‫العمل‬ ‫ساعات‬ ‫وعدد‬ ‫العماله‬ ‫تحميل‬ ‫ونسب‬ ‫التكلفه‬ ‫حسابات‬ ‫فى‬ ‫يفيد‬ ‫وهذا‬ ‫الشغل‬ ‫أمر‬ ‫مع‬ ‫العماله‬ ‫ارفاق‬ ‫يتم‬
‫الصيانه‬.
‫الصيانه‬ ‫فى‬ ‫المستخدمه‬ ‫واألدوات‬ ‫الغيار‬ ‫قطع‬ ‫وضع‬.

39. Material cost.
Based on the material used for this WO and the unit cost information entered in
the inventory file, the program computes the total cost of material.
Labor cost.
Based on the actual time spent by each technician and the corresponding hourly
rate entered in the labor file, the program computes the total cost of labor.
Outside cost.
Any outside cost incurred for this job. This provides the ability to track
maintenance costs performed by outside contractors. This cost is added to the
material and labor cost when calculating the total cost.

40. Total estimated cost.
This is sum of estimated material, labor, and outside costs.
Total cost.
This is the sum of actual material, labor, and outside costs. Total cost is computed
after the job is completed.
WO completion.
You go through a process of initiating, approving, completing, and closing a WO.
Typically, WOs can be closed individually or as a batch. Batch completion allows
you to select a number of WOs and close them with one touch of key.
Downtime.
You should be able to track both planned and unplanned downtime. Planned
downtime means equipment is scheduled to be available for maintenance work.
Unplanned downtime means the equipment goes down unexpectedly. Reducing
unplanned downtime saves you money. You can track downtime, analyze
downtime trends, and take action to reduce unplanned downtime in the future.
You can analyze the data to find the total downtime for a piece of equipment,
cause of downtime, and the cost of downtime to your company. This kind of
analysis will help you make decisions on rescheduling PMs and replacing existing
equipment.

41. WO
Module
Inputs
WO Type or Category
WO Completion
Status Update
Material
Cost
Labor
Cost
Material
Labor
Outside Cost
Failure
Code
DowntimeAction Code

42. WO
Module
OutputsEquipments
Performance*
WO Overdue*
Equipments
Downtime
Summary
Eq
Depreciation
*
Equipment List
of Failures
Equipment
T.Cost
Equipment
CM WO/ PM WO*
WO
Performance*
Equipment
History
Equipment Meter
reading & life
time estimation*

43. WO reports ‫الموديل‬ ‫هذا‬ ‫طريق‬ ‫عن‬ ‫عليها‬ ‫الحصول‬ ‫يمكن‬ ‫التى‬ ‫التقارير‬
■ WO parts shortage (WO number, part number quantity required, quantity on hand,
quantity on order, quantity short).
■ Active WO (all WOs pending during a specified time period).
■ Overdue WO (all WOs that are overdue at a specified date).
■ WO material requirement (part number, WO numbers, quantity required, quantity on
hand, quantity on order).
■ WO labor requirements (craft categories, WO #, required and available hours).
■ WO detail (WO number, date, work description).
■ Downtime summary (WO number, lost operation hours, cost).
■ Account history (account number, WO numbers, category, failure code, cost).
■ Activity (category, number of WOs, percentage of WOs by categories).
■ Performance [WO number, date required, date completed, difference (days), percent
completed in time].
■ Cost summary (WO number, labor cost, material cost, outside cost, total cost).
■ Labor summary (WO number, hours, labor cost) Material summary (WO number, part
number, material cost).
■ Equipment history (equipment number, WO numbers, category, failure
code, cost).
■ Cost variance (WO number, estimated cost, actual cost, percent variance)

44. F-Vendor Module:
Stores information about suppliers & outside contractors. It contains all vendor
information such as name, address, fax, telephone, email..etc.
Vendor reports
■ Address labels (print address labels for all or selected vendors)
■ Contact reports (vendor ID, name, contact, address)
■ Cost variance (percentage of cost increases)

45. G-Inventory
Managing inventory is an important part of maintaining any
plant/facility. Inventory control keeps track of items in stock, indicates
when stock falls to user-defined reorder points, creates POs to restock
needed items. It keeps track of locations for each part. This module
keeps track of quantities in stock. You can specify a reorder point
(ROP) and an economic order quantity (EOQ) for each item. When the
parts reach ROP, CMMS generates a requisition for those parts and a
PO upon approval.
Inventory module interacts with
equipment, WO, planning/scheduling,
and purchasing.

46. Inventory Module Function
•Issues. Keep track as items are depleted from inventory. Items are typically
withdrawn against WOs.
•Receipts. Add items to inventory as parts are received. Items are typically
received against purchase orders (POs).
•Allocations (reserve). Items are reserved for WOs.
Inventory Data Entry
•Description.
•Substitute.
•Where Used
‫الغيار‬ ‫قطعه‬ ‫وصف‬(‫سير‬,‫بليه‬,‫بلف‬.....‫الخ‬)
‫الضروره‬ ‫حاله‬ ‫فى‬ ‫القطعه‬ ‫هذه‬ ‫محل‬ ‫تحل‬ ‫أن‬ ‫يمكن‬ ‫التى‬ ‫البدائل‬
‫حاله‬ ‫فى‬ ‫مفيد‬ ‫ويكون‬ ‫الغيار‬ ‫من‬ ‫القطعه‬ ‫هذه‬ ‫تستخدم‬ ‫التى‬ ‫المعدات‬ ‫أرقام‬ ‫كل‬ ‫كتابه‬ ‫يتم‬
‫أخرى‬ ‫معده‬ ‫من‬ ‫قطعه‬ ‫فنأخذ‬ ‫متوفره‬ ‫غير‬ ‫غيارها‬ ‫وقطع‬ ‫بالمعده‬ ‫عطل‬ ‫وجود‬

47. • Transfers
• Vendor
• Cross reference
• Open WOs
• Open POs
• Physical counts
‫المخزن‬ ‫والى‬ ‫من‬ ‫النقل‬ ‫وسيله‬ ‫تحديد‬
‫غيار‬ ‫قطعه‬ ‫كل‬ ‫مورد‬ ‫اسم‬ ‫تحديد‬
Between your code, catalogue code & manufacturer
code.
Show all open WOs
Show all open WOs
Use mobile technology or paper based work
• Location
• Unit of measure
• Re Order level
• Quantity ‫عمل‬ ‫لكل‬ ‫المحدده‬ ‫الكميه‬job
‫شراء‬ ‫طلب‬ ‫عمل‬ ‫يتم‬ ‫الطلب‬ ‫حد‬ ‫عن‬ ‫الكميه‬ ‫تقل‬ ‫فعندما‬ ‫الطلب‬ ‫حد‬ ‫معدل‬ ‫تحديد‬
Gallon, feet, rolls, m, cm
‫مخزن‬ ‫كذا‬ ‫فى‬ ‫المخزون‬ ‫متابعه‬ ‫من‬ ‫نتمكن‬ ‫حتى‬ ‫القطعه‬ ‫مكان‬ ‫كتابه‬

48. Inventory
Module
Inputs
Open WOs
Spare parts
Cross
Reference
The Vendor Name
Quantity
Spare parts
Unit of
Measure
Spare
parts
Location
Spare parts
Place of Use
Transfer Method Re Order
Level
Spare parts
Substitutes
Open POs

50. Inventory
Module
Outputs
Parts usage
history*
Obsolescen
ce Parts*
Below ROP* Parts usage
history by
Eq
Spare Parts Cost
Spare Parts
Location*
Inventory on
hand*
Parts Allocation*
Inventory
Transactions*

51. Inventory reports
■ Below ROP (part number, description, quantity on hand, ROP, quantity on
order)
■ Location (part number, description, location, shelf/bin)
■ Inventory on hand (part number, description, quantity, unit cost, extended cost)
■ Part cost (part number, description, vendor, cost)
■ Obsolescence (part number, description, date last used, date last received)
■ Summary (part number, description)
■ Parts usage history (part number, description, number of transactions, quantity
used, quantity on hand, extended cost)
■ Parts usage history by equipment (same as the preceding point, queried by
equipment number)
■ Inventory transactions (part number, addition, subtraction, quantity)
■ Parts allocation (part number, description, WO number, quantity available, quantity
allocated)
■ Print labels (part number, description, location)

52. H- Purchasing
There are two steps to purchasing with CMMS:
■ Requisition
■ Actual issuing of the POs
First, a requisition is generated for all parts below ROP (When quantity on hand
plus quantity on order is less than the reorder point, the system sends a flag
requesting that the item be reordered.). This becomes a request for purchasing
items. Someone must then approve this request. Once approved, the PO is
issued. With one key command, a CMMS should be able to issue all POs that are
due and
approved.
You should be able to revise a PO before the vendor processes it. Some CMMS
have provision to receive price quotes. A request for quotes is sent out to
vendors in the database. This is how a CMMS saves you money in purchasing
parts. The vendors are aware of competition and you get the best prices.
ROP detected
Purchase
Request
Requisition ManagerApproval
request
PO Issued
To the Vendor
(request for
quotation)
Parts received
and arrived to
the store house

53. Purchasing Module benefits:
•Dates.
•PO status.
•Receiving.
•Blanket PO.
•Currency.
•Closing POs.
Track data required, data promised, data
received.
Using codes defined by user (status codes).
When parts received, cost is updated, quantity is
updated so inventory activity is recorded as well
Convert between different currencies.
Like WOs, you go through a process of initiating,
approving, receiving, and closing a PO.
Complete report

54. Purchase
Module
PO Closed
Currencies
Parts
Receiving
PO Status
Update
Purchase
Order Date
Purchase Order
Date Received

56. Purchase
Module
Outputs
Vendor
Performance*
Cost
Variance*
Parts Received*
This module interact with Inventory, Budget & WOs
Open PO*

57. PO reports
■ Open PO (PO number, PO date, vendor, required date, promised date, cost)
■ Parts received (PO number, PO date, part number, quantity ordered, quantity
received)
■ Cost variance (PO number, part number, price promised (or last price), price
charged, percentage of variance)
■ Vendor performance (PO number, date promised, date delivered, late days,
percentage variance)

58. Interaction Between Purchase, WO, & inventory
Modules.

59. I- Budgeting
This module allows you to set up various budget accounts and allocate
funds to each account (e.g., repairs, PM, projects). Every time a transaction takes
place (e.g., WO, parts issue), the cost is charged to the appropriate account
number. CMMS keeps track of money spent toward each account . It serves two
purposes:
1. To control the expenditure
2. To help set up budget for the following year
1. To control the expenditure ‫االنفاق‬ ‫معدالت‬ ‫فى‬ ‫التحم‬
2. To help set up budget for the following year ‫الماليه‬ ‫االحتياجات‬ ‫متوسط‬ ‫معرفه‬
‫سنويا‬

60. Budget
Module
Outputs
Budget Variance
Budget Cost
Material Variance
Labor Variance

61. Integration of Modules: ‫االموديالت‬ ‫بين‬ ‫الربط‬
‫أهميته‬:‫الموديل‬ ‫بباقى‬ ‫ربطها‬ ‫عند‬ ‫الى‬ ‫عليها‬ ‫الحصول‬ ‫اليمكن‬ ‫موديل‬ ‫كل‬ ‫مخرجات‬ ‫من‬ ‫الكثير‬.
Equipment
PM
Labor
Planning
Inventory
Purchasing
Vendor
Budjet
WORK
ORDER
For Ex.
To get cost data you have to connect WO with Labor & Pm & Equipment.
To get Maintainability KPIs you have to connect WO with Pm & Equipment.

62. Condition Monitoring in the System
‫ال‬ ‫فى‬ ‫دمجها‬ ‫يتم‬tasks‫عمل‬ ‫يتم‬ ‫مشكله‬ ‫اكتشاف‬ ‫وعند‬ ‫معده‬ ‫لكل‬ ‫الوقائيه‬ ‫بالصيانه‬ ‫الخاصه‬Work order‫لتنفيذ‬
‫ال‬ ‫ضمن‬ ‫الحاله‬ ‫هذه‬ ‫فى‬ ‫ويندرج‬ ‫المناسب‬ ‫الوقائى‬ ‫االجراء‬PM WO‫فحص‬ ‫نتيجه‬ ‫عمله‬ ‫تم‬ ‫انه‬ ‫مالحظه‬ ‫ويضاف‬
‫الوقائيه‬ ‫الصيانه‬ ‫باستخدام‬.
By the Mean of CMMS:
PdM Inspection
Report
CMMS (CBM
Module)
PM WO (Automatically Initiated)
Condition monitoring parameters
are known and recorded for each
equipment.

63. Common CMMS Programs Available in the Market:
ERP CMMS
ERP CMMS

65. Maintenance Performance Evaluation Parameters “KPIs”
Indicator Current Value Target Value
Reliability/Maintainability
Eq Availability % <98%
Eq Reliability % <95%
Mean Time Between Failures MTBF (Eq hrs) Increasing trend
Mean Time Between Failures MTBF (Operating hrs) Increasing trend
Mean Time To Repair MTTR (hrs) Decreasing trend
Mean Time Between Repair MTBR Increasing trend
Overall Equipment Effectiveness (OEE)
Preventive Maintenance (include PdM)
CM/PM (number) 3-10%
CM/PM (duration) <10%
CM/PM (Cost) <10%
CM WO/PM WO (number) 3-10%
CM WO/PM WO (Cost) <10%
Backlog Ratio

66. Indicator (Continue) Current Target
Work Order Overdue (number)
PPM Labor Hrs/ Emergency Labor Hrs 9:1
PPM WOs / CM WOs from inspection 6:1
Planning & Scheduling
Planned/schedule Compliance- All Labor Hrs Actually Completed to Schedule/
Total Maintenance Labor Hrs Available
>90%
Planned Work- Total Labor Hrs Planned/ Total Labor Hrs in Scheduled >95%
Maintenance Supervision
Maintenance Control-Planned Labor Hrs/ Unplanned Labor Hrs 1:9
Crew Efficiency- Actual Hrs Completed / Estimated Time
Financial
Maintenance Cost/ Net Asset Value
Over Time Hrs as % of Total Labor Hrs <5%
Process Availability %- Actual Production/ Total Planned Production
Downtime Losses Trend
Annual Maintenance Cost/ Total Operation Cost Trend
Total Maintenance Labor Cost/ Total Maintenance Cost

67. Indicator (Continue) Current Target
Performance Indicators
% of Emergency WOs <10%
% of Planned Work >80%
% of Up Time >90%
 % of Predictive Planned Maintenance Work

68. KPI Source of Information Optimum Value
Total No of Downtimes Covered
by WOs / Total No of
Downtimes.
Work Order & Production Data 100%
Percentage of Total
Maintenance Hours Covered by
WOs (Total Labor Hrs Covered
by WO/ Total Labor hrs).
Work Order 100%
Ratio of fake or inaccurate WOs
to Pertinent WOs.
Work Order
Percent of Work Orders
Covered by planned job
packages
Work Order not less than 80%
Percent of Total Paid
Maintenance Hours Captured
by Work Order Charges
Work Order & Account Dept 100%
Work Order System Evaluation Parameters “Used for The Operational Level”

69. Downtime Analysis by Work
Classes
PPM
PdM
Inspection
Lubrication
Cleaning
Corrective
Breakdown
Calibration
Overhaul
Test
Emergency
Urgent
Critical
Environment
Improvement
Adjusts
Minor repairs

70. Downtime Analysis by Equipment:

71. 0 5 10 15 20 25 30 35 40
Inspection
Routine
Planned PM
Unplanned
Training
Maintenance Labor Hrs Analysis:
Hours

73. Calculate total software costs:
■ System analysis and definition
■ Program installation and testing
■ Data entry (plant personnel or outside help)
■ Software acquisition cost
■ Installation cost
■ Cost of modification, if any
■ Training cost
■ Operating cost
■ Software maintenance cost
■ Calculate total hardware costs:
■ Hardware
■ Maintenance
■ Supplies
Calculate total cost & include every possible cost factor.
Determine net savings. Subtract total fixed cost from total savings to find net
savings.
Compute return on investment (ROI). A ROI calculation for justifying a CMMS
project results in a value that represents the savings (benefits) received from a
CMMS against the total cost of implementing it.

74. total savings total costs-total costs
ROI% = -------------------------------------------------- x100
total costs

75. ‫أمرى‬ ‫لى‬ ‫ويسر‬ ‫صدرى‬ ‫لى‬ ‫اشرح‬ ‫رب‬
Eng. Mohammed Hamed Ahmed Soliman
The American University in Cairo
Email: mhamed206@yahoo.com
m.h.ahmed@ess.aucegypt.edu
https://eg.linkedin.com/in/mohammedhamed
Tel: +201001309903