CMMS Implementation – Tips For Success

CMMS Implementation Is A Multi-Step Process

When an organization purchases CMMS software (maintenance management software) besides the usual features comparison, ease of use and other criteria there are a other items that you need to consider for a successful CMMS implementation. These items if ignored during the software selection, evaluation and initial setup can result in much grief at a later date.

CMMS Implementation – Selection & Evaluation

1. Maintenance database

Different CMMS software products use different database systems to store the maintenance data. Ideally you want the type of database to be a well known and well supported platform e.g. Microsoft Access, Microsoft SQL Server, Oracle, IBM DB2, MySQL, SQLite, PostgreSQL and so on (see DB-Engines current database rankings). This will become very crucial in case you have database problems or need to integrate other applications with the database.

A popular and well supported database system will have a wealth of third-party consultants who can help you with troubleshooting, optimization, setup and integration. You will also have a variety of third party tools that can be used to extract information, create custom reports and so on. Make sure to have some process in place for regular database backups. Databases are not invulnerable and can sometimes get damaged or corrupt.

2. Software as a service (SaaS)/ Cloud based CMMS

If you are looking at SaaS applications (e.g. CMMS software hosted on a vendors website) remember that your data will be on their servers. You should take periodic backups of this data and download the files. This will provide you some level of protection in case the SaaS vendor runs into problems and goes out of business.

If one of the reasons you chose a SaaS application is to allow remote access or multi-device support, check performance with a lower bandwidth network subject to connection drops (e.g. a cell phone network) as well as the devices you plan to use. See if the support and help pages are usable on smart phones if you plan to use them.

3. Upgrade path

Frequently you may start with a more limited edition of the CMMS software. However, as you use it you may need to upgrade to an edition with more capabilities. Ensure that the vendor has a good upgrade path. You do not want to lose your existing data if you have to upgrade to a different software edition.

4. Transferring data

When purchasing a CMMS software package you should also consider how easy it will be to bring in any existing data you may have. Most CMMS packages will allow you to import much data in comma delimited formats. You also want to consider how data can be exported from the system. This will be useful if you need this data in a separate system (e.g. purchasing, costing, etc.) or in the worst case you decide to move to a new maintenance software package at a future date!

5. Adding more users

How easy is it to add more users? Some packages may require you to move to a completely different product if you want to upgrade from one user to multiple users. You should check and see if the pricing and ease of adding users makes sense if you plan to do this soon.

6. Hardware & software required

Make sure you have the technical skills available to manage any special hardware or software that may be required. Keep track of installation disks, software downloads and passwords. We frequently have found that administrator passwords are lost and no one in the organization knows them! Losing downloads and installation disks is less of a problem since most software vendors will be able to provide you software download links for even old versions if you have proof of purchase.

CMMS Implementation – System Setup

It can be hard setting up a CMMS system (maintenance management program) for the first time. This is especially true if you do not already have an existing maintenance management program. However, even migrating from an existing CMMS program has its own challenges!

Based on our experience helping new customers get started with our FastMaint CMMS software below is a step-by-step plan how to set it up. This way your maintenance team can transition seamlessly to the new system. This plan is not specific to FastMaint so you can follow it even if using another maintenance program.

Before you begin the following steps you should have made a few decisions on how the maintenance program will be used. You should have an idea of the main maintenance stakeholders and their roles and responsibilities. See “How To Start Using CMMS Software In Your Maintenance Program” for more details.

1. Create your list of equipment & facilities

Go through all your facilities and equipment to get a list of all the equipment & facilities you wish to maintain. While this need not be an exhaustive list of everything you have, it should be quite comprehensive and have the major items that need maintenance. You can always add to this list at a later date.

2. Categorize your equipment & facilities by maintenance needs

Group the equipment & facilities into different types. For example HVAC (Heating, Ventilation & Air Conditioning), Pumps, Vehicles and so on. Then sub-group them based them on similar maintenance required. For example HVAC compressors, sewage pumps, forklifts, etc.

3. Define the maintenance work required

Now you have a list of different sub-groups identified by type of maintenance required. You start defining the different types of maintenance tasks each sub-group requires. This covers both planned or preventative maintenance as well as unplanned or breakdown maintenance.

4. Who will be doing maintenance?

Here you review your maintenance personnel. List their skills and the calendars they may work on (for example Day shift, Night shift and so on). Enter this information into the CMMS software.

5. Define maintenance tasks to be done

Expand each maintenance task to identify frequency (e.g. weekly/ monthly, based on a meter, unplanned, etc.), how it is done (best practices), spares & supplies required, people required and time required. This will allow you to calculate costs & identify dependencies.

6. Identify the most critical equipment & facilities

These will be assets whose breakdown/ unavailability will cause major problems. Similarly identify the most critical tasks. These are tasks if not done will result in major maintenance failures. Start entering data into the CMMS/ maintenance software for the most critical equipment, facilities and maintenance tasks. Many maintenance packages should be able to import a lot of data from spreadsheets or text files.

7. Begin using the CMMS/ maintenance software system

You will begin using the CMMS system. You do not need to enter everything before you get started! Begin with the most critical equipment, facilities and maintenance jobs. Create work orders and update them in the system. Keep entering more assets and information (maintenance tasks, parts and so on) as you go along.

8. Regularly review system statistics to see how you are doing

You should start seeing improvements in work order backlog. There should be reductions in unplanned maintenance and more planned (preventative) maintenance work. Use the maintenance metrics you get to make improvements. For example if you see that task estimated times do not match the actual time taken, fix the estimates. Look for patterns, for example some tasks are always delayed being completed. Maybe the same maintenance technician is doing them or they require some parts you have difficulty getting.

CMMS Implementation – Avoiding Failure

Common errors made in implementing a CMMS software program will frequently cause more problems down the road.

1. CMMS Software Misuse

When we use maintenance software properly it is a very useful tool. Resource management, budgeting, materials management, maintenance cost reporting become easier. However, when staff fail to follow procedures and policies many things can go wrong. 

Above all equipment operators & maintenance technicians should know what is expected of them. So they should understand the use of the CMMS system. They need the know how to input and retrieve the data needed. Often employees are not aware that the CMMS system is just a tool. Therefore, it cannot handle everything. Wrongly done work procedures waste time and money. We must update information, enter data, and retrieve data properly and on time.

But that’s just part of the story…

The CMMS system cannot perform the actual maintenance for your team. You must define maintenance best practices and benchmarks. The CMMS software may ease maintenance management. But it will not prevent poor work habits. For example technicians may fabricate data. The software cannot guard against this!

2. Project Management Failure

As with any process for improvement, someone from upper management must own the project to identify, purchase, setup and use the CMMS system from start to finish. Most importantly, this will help ensure success.

For instance, a common mistake is failing to convince every stake holder of the value of the program. They must want the benefits that it can provide.  Project managers may also fail to make clear what role each person has to play. Or they fail to describe how each person’s contributions to the project would be evaluated.

In short failure is imminent from the beginning if not enough support is being shown by all participants.  Therefore the project manager must communicate with the team and anyone whose job is going to be affected. They should provide information about the project and its importance. Most importantly they should properly address issues and concerns. This will help get everyone eager and fired up to make the project a success.

Good communication is the key to success. That is to say messages must be consistent, regular, and reinforcing. Regular communication helps the project manager pass the implementation efforts to the right people with plenty of time for them to act or respond. Messages remains consistent when the wordings, look and feel remain the same.

3. Cutting Corners on CMMS Implementation & Training

Another mistake is assigning someone with no maintenance knowledge to setup the system. For example it requires a skilled person to define an equipment hierarchy and create the right maintenance tasks. 

Some companies rely on minimal training and initial preparation. They underestimate the work required to implement the CMMS program.  This is most likely going to fail. Due to lack of training and skills, each person in the maintenance staff ends up developing their own approaches for using the software. This leads to a more complicated and messy database. The time-saving features you paid for will end up unused. People will not be aware that such features exist. Or they will not know how to use them.

CMMS are usually easy to navigate and user-friendly. However, they still need some basic training. This way staff members can get familiar with their features and functions.

Make sure all maintenance staff get time to do some training with the software. They should review what they have learned and understood with each other. Build in time for this process to get everyone up to speed. Firms that cut the budget by limiting time & expenses for this training & familiarization may reduce the initial costs. But the long term effects of such cost cutting may turn out to be more expensive!

4. Inadequate CMMS Implementation Time & Resources

When enough resources are not allocated, the CMMS implementation becomes a job to do when nothing more urgent is going on. For instance there will always be other work to do, especially in a reactive environment. So staff will need to dedicate longer hours to complete the implementation. The result is poor quality, low morale, and corner-cutting. Objectives such as increasing equipment availability and improving maintenance operations will not be achieved.

It may make sense to bring in outside consultants to help setup the system. Or free some of the maintenance personnel from their regular work schedules. This way they can work without interruption and get the system setup correctly.

Simpler Implementation With FastMaint CMMS

Frustrated with complex maintenance software that’s hard to set up and use? Try FastMaint CMMS with a free trial and see how easy it is to get started. In just minutes, you can begin managing assets, reducing downtime, and streamlining maintenance tasks. Many customers report seeing real results within days!

Additional Resources

1. How to implement a Computerized Maintenance Management System (EquipmentWorld.com)
2. Developing CMMS Implementation Templates (PlantMaintenance.com)
3. 10 Keys to Successful CMMS Implementation (ReliablePlant.com)