The top 10 best maintenance practices for a CMMS

The question that comes up for most clients at the beginning of implementation of a CMMS system is ‘what do I do first?’ There are a lot of critical problems to solve from a maintenance and reliability standpoint, which is what the systems are designed to help organizations manage. Some typical components and areas of functionality in a system may include, but are not limited to:

The key is implementation is to have a long-term view of what to do in order to put all of the foundational components into place.

There are ten best practices to help ensure success with a CMMS system.

Who is the person in the organization who owns the system?

Organizations often build a plan to support implementation of a CMMS that begins with the selection of the software, and ends with the Go Live of the system. In reality, the Go Live is only their beginning of the effort. To ensure success, organizations must have a long term plan in place that addresses the following:

Many organizations use only a small percentage of the functionality of their systems because they view the implementation as the end of the road. Treat the implementation as the beginning of the journey to help ensure long term success. For example:

A CMMS is a complex integrated system that is designed to manage advanced maintenance practices. Getting the full use of the system requires a continuous improvement process that will move the organization through the journey to a high performing organization.

1. Start with the Original Concept
2. Move on to Planning
3. Follow up with Execution
4. Then Review/Redefine
5. Revise Concept

Many organizations view the CMMS as an administrative burden and go out of the way to reduce this burden by taking shortcuts. These shortcuts significantly impact the value and accuracy of the system. Instead, ensure that:

During implementation, a focused understanding on a operation’s culture and how it can make or break CMMS success is critical. For a deeper understanding of how a CMMS “tells the story of maintenance,” check out eMaint’s webinar “Using Your CMMS to Influence Culture.” eMaint Sr. Consultant in Professional Services Roy Rothwell shares common pitfalls to avoid, and tips for organizations to promote a positive culture with a maintenance management system.

Accuracy and consistency of data is the foundation of the system. If data collection is not correct and to the proper level of detail, the system will not be able to deliver it’s designed value. Commit to building and maintaining foundational data to have a valuable and sustainable system.

• Location Hierarchy – clearly defines the system
• Master Equipment List – the core of the system
  • Class, subclass, attributes, descriptions (see examples)
  • Drives: reporting analysis, contracting, failure tracking, reliability, strategy deployment, asset comparison, RCPA
• Item Master – contains stock and non-stock item records
  • Stock and nonstock items
  • Classification attributes, consistent descriptions, technical detail
• Bill of Materials – the most valuable data component
  • Increases planner productivity, improves quality of repair, key info for inventory management, critical to emergency response
• Failure Hierarchy – class / subclass specific
  • Problem, Cause, Remedy (FMEA based)
  • Advanced starting point for RCFA

Detailed process flows and descriptions with clear roles and responsibilities definition are instrumental for getting the organization to a common understanding of use and processes. Design processes that will support improved practice objectives.

• Work Management
  • Identification, Approval, Planning, Scheduling, Completion, Documentation
• Materials & Storeroom Management
  • Purchasing, invoicing, payment, invoice matching
  • Ordering, receiving, kitting
  • Min / max & stock level analysis tied to reliability strategy
  • Issuing, returns, all parts in system
• Reliability Management
  • Post Maintenance Testing
  • Technical Analysis and Use of Data
  • Repetitive failure finding
  • Failure tracking and coding
  • Management of change

CMMS software is only as good as the business practices it supports. Don’t just automate current practices… evaluate, improve, and enhance. Major changes are easier to implement when they are coupled with the changes of new system.

• Proactive work management practices with proper staffing
  • Dedicated planners, integrated maintenance, and production planning
  • Properly trained planners
  • Detailed work plans
• Integrated procurement practices
  • Total cost of ownership vs. lowest cost
  • Integrated with work management
• Secure storeroom with proper staffing
  • Tightly integrated with work management process
  • Stocking strategy tied to the reliability strategy
• Reliability Management with proper staffing
  • Someone responsible for reliability and performance of the assets
  • Data driven analysis and improvement
  • Technical approach to definition of maintenance tasks
  • PdM & CBM

1. Improve practices
2. Define processes in detail
3. Build high quality accurate data
4. Don’t forget culture change
5. Don’t take shortcuts
6. Use spiral learning
7. System training vs. software training
8. Build a long-term plan
9. Paper reduction ≠ administration reduction
10. Put someone in charge