New Maintenance Management Software Package. Now How Do I Setup The System!
It can be quite a challenge setting up a CMMS system (maintenance software package) for the first time especially if you do not already have an existing maintenance management program (migrating from an existing program has its own challenges!). Organizations frequently have been using paper and pencil or spreadsheets to keep track of maintenance due before deciding on buying a maintenance management software package. After buying a maintenance software system you now have to plan on how to set it up so that your maintenance team can transition seamlessly to the new system.
8 Steps To Setup Your Maintenance Software
- Create your list: 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.
- Categorize your list: Group the equipment & facilities into different types e.g. HVAC (Heating, Ventilation & Air Conditioning), Pumps, Vehicles, etc. Sub-group them based them on similar maintenance required e.g. HVAC compressors, sewage pumps, forklifts, etc.
- Identify your maintenance work: Once you have the different sub-groups identified by type of maintenance required, you can start identifying the different types of maintenance tasks each sub-group requires – both planned/ preventative maintenance as well as unplanned/ breakdown maintenance.
- Who is doing maintenance? Identify you maintenance personnel, their skills and the calendars they may work on (e.g. Day shift, Night shift, etc.). Enter this information into the CMMS software.
- Define maintenance tasks: 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.
- Identify the most critical equipment & facilities – items whose breakdown/ unavailability will cause major problems. Similarly identify the most critical tasks – tasks if not done will cause 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.
- Start: Begin using the CMMS/ maintenance software system. Keep entering more data as you go along.
- Check regularly: Periodically review system statistics to see how you are doing. You should start seeing improvements in work order backlog, reduction in unplanned maintenance and more planned/ preventative maintenance.
Selecting The Right CMMS Software
While we have addressed the part about setting up CMMS software for your maintenance management program, finding the right CMMS/ maintenance software in the first place can also be a challenge. There are hundreds of systems available. You can download our free maintenance management software selection guide. It gives you a checklist of different selection criteria that can help you identify the right one for your needs.Download CMMS Software Selection Guide