FastMaint CMMS Software - Maintenance Management Software - From $995
Equipment & Facility Maintenance Work Order Software For Utilities, Manufacturing Plants, Industrial & Commercial Facilities

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What Is A Workflow?

setting up maintenance management workflowsA workflow consists of an orchestrated and repeatable pattern of business activity enabled by the systematic organization of resources into processes that transform materials, provide services, or process information. (source Wikipedia)

A well organized maintenance management system will have fairly typical workflows (see the graphic below). For example – maintenance work requests are received from external users or customers, preventive maintenance is scheduled, work orders are created and completed and so on. Failures in these workflows can have a variety of consequences. In the graphic below we can have failures during each flow (represented by an arrow).

maintenance management workflows

What Do These Workflow Failures Mean?

  1. Work requests or breakdown reports ignored: External users (customers, equipment operators, etc.) can submit requests for maintenance work or report equipment breakdowns. When you have several of these coming in each day is possible for some of these requests to get lost in the queue. So the maintenance work never gets done. Cascading equipment failures can occur because an alarm or condition reported on a critical equipment was ignored. This is where maintenance software can be very useful. It can keep track of these requests and reports and allow you to use the information provided to create maintenance work orders for maintenance technicians. See How Maintenance Services Should Manage Maintenance Request Forms for more information.
  2. Planned tasks not scheduled: Different equipment and facilities have different planned maintenance needs e.g. changing filters regularly on HVAC units, checking oil levels on specific machines and so on. Missing this preventive maintenance or not scheduling them properly can result in equipment breakdowns and other operational issues. CMMS software can be used to schedule such planned maintenance and generate the work orders needed. See Using CMMS Software To Schedule Preventive Maintenance Work Orders for examples.
  3. Work orders not sent out: Maintenance work orders once created have to be dispatched to the right maintenance technicians. Your CMMS program can email these or send them as text messages to the technicians or outside contractors. Alternatively you can print out the work orders and distribute them manually.
  4. Technicians forget to do work or send back completion status: Maintenance software can be used to keep track of pending work orders and receive status updates from technicians. These updates could be received as email or text updates and used to update and close pending work orders. So if they forget to complete a work order or report the status you can have the CMMS program send out reminders.
  5. Bad or missed reporting to management: Your management team is going to want regular and easy to understand reports on the maintenance departments performance. Trying to do this manually can be quite a challenge. CMMS software can be used to generate standardized reports and show performance comparisons with prior periods. See Key Maintenance Management Statistics For Maintenance Planners for the information you may need to provide.

We can see that many of these workflow failures can have a significant impact on your maintenance program. Dropped or incomplete maintenance can result in cascading breakdowns or a perception of incompetence in the maintenance department. Inability to provide good and timely reporting to management also results in similar perceptions. In addition decisions can be made on maintenance budgets based on inadequate information that will have severe impact on the maintenance department. A good CMMS software package can help maintenance managers and maintenance planners to prevent or reduce such problems.

Maintenance Management Software Selection Guide

Looking for CMMS software for your maintenance department? With hundreds of programs available making the right choice can be quite difficult. Software review sites are not what they seem – many are advertiser funded so you are likely to be guided to products that may not be suitable for you. This free “CMMS Software Selection Guide” has a variety of tips that you can use for your own evaluation to find the right product fit for your needs.

Download CMMS Software Selection Guide

 


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