Scenario
We have a lot of existing data – equipment, locations, tasks, parts and more. It will be very tedious to enter them one by one. What is the best way to bring my data in and start using FastMaint CMMS?
How to start with CMMS software setup
It will be useful to start a step-by-step process as outlined below to simplify the CMMS setup process. Depending on whether you are just evaluating the system or setting up a production (live) system for the first time you may decide to bring in some or all of your existing data.
Using Import from comma delimited files (CSV files) as mentioned below or the Clone function on an item can be a quick way to bring in a lot of data into the system. The Import function can also be an easy way to bulk update/ correct existing item data already in the system.
1. Start with the most critical items
Above all you do not need to enter everything before you get started!
Firstly begin with the most critical equipment, facilities, maintenance jobs and parts.
Secondly create work orders and update them in the system.
Subsequently keep entering more assets and information (maintenance tasks, parts and so on) as you go along.
2. Enter the most essential information first
For example, for equipment try to collect & enter the most critical information starting off. For instance equipment names, locations, category, model & serial numbers, maintenance tasks & frequency, equipment manual pages to refer to, links to additional information (if required) and so on.
As you use the system, you can start entering in more details, insert pictures and so on.
3. Import items from text files
Equipment manufacturers may or may not provide you the information in an easily importable format. However, if you can get the critical information in a comma delimited file (first row with field labels, subsequent rows with field data for each item), you can import much of it into FastMaint CMMS.
Similarly you can create import files for locations, maintenance tasks, parts and more.
As you get more information and enter it into the file, you can re-import the file again and again to update the existing data!
4. Create import files from spreadsheets
You can edit & create comma delimited (also known as comma separated values aka CSV) files with MS Excel, Google Docs, etc. They usually have the .csv extension (e.g. mydata.csv) and are text files that you can open even with Notepad.
Import CSV files rather than Excel spreadsheets (files with the extension .xls or .xlsx e.g. mydata.xlsx) to reduce problems with different data formats.
Remember that you can save an Excel spreadsheet/ workbook as a CSV file.
5. Import items in proper order
If you have data in CSV files and are trying to import them, do it in this in the following order. This will help avoid errors such as “location not found when importing an equipment“, “category not found when importing a task” and so on:
1) Create Calendars
2) Import Categories
3) Import Locations
4) Import Parts
5) Import Equipment
6) Import Tasks
How To Import Data: Standard/ Professional edition, Web/ Cloud edition
6. More helpful setup information
See the following articles from our blog for more information & tips:
