How can you use maintenance management software to improve your preventive maintenance program?

Here are several ways in which you can leverage such software to improve your preventive maintenance efforts: Automated Scheduling and Reminders, Asset Tracking and Management, Work Order Management, Inventory Management for proper parts management, Periodically Equipment Condition Monitoring, Mobile Accessibility for better communication even in the field, Performance Analytics and Reporting, Integration of CRM with other Systems such as ERP, Training and Documentation, Continuous Improvement,

Firstly, a quick review of the purpose of the PM’s: - Equipment Reliability & Prevention of Breakdowns - Cost Reduction & Minimization of Downtime - Extended Equipment Life - Safety, Compliance & Regulatory Compliance Now, CMMS supports the PMs and Maintenance Management, through: - WO Management. - Asset Management - Planning & Scheduling - Inventory Management - Data collection & Analytics, Kpis - Mobile Accessibility - Integration with IoT & Sensors By leveraging the capabilities of CMMS, organizations can streamline PM processes; but there is big challenge in the setup of the CMMS, I mean; For instance, Equipment Hierarchy up to the maintainable item (ISO 14224), Failure Modes, Failure Codes, Standard Maintenance processes, etc.

From my experience as a CAFM Coordinator, I've learned that maintenance management software greatly improves preventive maintenance for biomedical equipment. It automates scheduling, ensuring regular maintenance without manual tracking, and keeps detailed records to prevent overlooked or duplicated tasks. Reminders ensure timely maintenance, crucial for equipment reliability and safety. The software also helps predict maintenance needs by analyzing equipment performance data, preventing unexpected failures. Efficient inventory management ensures necessary parts are always available, reducing downtime. Overall, the software enhances maintenance efficiency and reliability, ultimately improving patient care.

Maintenance management software transforms your preventive maintenance (PM) program, here's the roadmap to success: Foundation 1. Establish a Clear PM Workflow (WF): 2. Communicate the benefits of the new WF ensuring your team understands how it will improve their work lives. 3. Analyze the WF to uncover bottlenecks, inefficiencies, and sources of errors. 4. Select software that tackles your specific pain points above & facilitates compliance with your PM workflow. 5. Configure the software to align with your established processes. 6. Provide role-specific training on the software and establish ongoing support channels. 7. Establish KPIs and use the software to produce them. Implement changes for continuous improvement.

Maintenance management software significantly enhances preventive maintenance programs by automating scheduling and tracking of maintenance activities. For example, companies like Siemens use CMMS to systematically schedule inspections and service for critical machinery based on operational hours or calendar intervals. This proactive approach helps in preventing equipment failures and minimizing unplanned downtime. Moreover, CMMS provides a centralized database that stores detailed records of all maintenance activities, which can be analyzed to identify trends and improve maintenance strategies.

For me, inventory management is the backbone for managing your money inside your business. so you have tips and tricks . Set Reorder Alerts: Automate low-stock notifications. . Update Records: Keep inventory data current. . Use Barcodes or QR: Track parts quickly and accurately. . Categorize Parts: Organize by type or location. . Monitor Suppliers: Evaluate supplier performance. Adopt Just-in-Time: Order parts as needed. . Analyze Usage: Track trends for high-demand parts. . Integrate Procurement: Streamline ordering with procurement systems. . Track Lifecycles: Monitor parts usage and replacement. . Audit Regularly: Reconcile physical and recorded stock.

Preventive Maintenance also requires craft as resource; Using the same software than for corrective (which is the expectation!) allows optimisation of craftmen in the plant.

Providing technicians with enough and the right parts is of course critical for appropriate maintenance. It balances with minimising stock levels. This is done trough a thorough MRP (Material Resource Planning) where stock demand and availability is reviewed periodically - preferably weekly. This induces a continuous improvement cycle. ⚙️🔧

Understanding what material needs for preventative maintenance will help in several areas. When the correct preventative consumables are not on hand for scheduled work, businesses are wasting money in equipment downtime and labor. If a technician starts planned work and has to stop due to material shortage, that equipment cannot be used until it is returned to an operable state. If the maintenance is critical, the excess costs in expediting the material and lost time in equipment usage are costs that can be avoided with proper inventory management. Companies that understand what consumables are needed for their PM's can also take advantage of reducing stock among like equipment and spreading out planned maintenance.

Maintenance software plays a crucial role in organizing inventory and streamlining maintenance operations. For instance, maintenance kits containing the necessary parts and materials for specific maintenance tasks can significantly improve efficiency. Maintaining accurate Bills of Materials (BOMs) within the software also helps organizations ensuring that inventory levels are sufficient, reorder parts as needed, and avoid delays due to missing or incorrect items.

Adding some numbers from our experience. The use of CMMS in general, and data analysis in particular, helps reduce the cost of support contracts by 20%, decrease the amount of equipment in transition and losses by 5 times, and reduces overall relevant infrastructure downtime by 33%.

There are two areas that may be overlooked when examining the costs associated with equipment. First, what is the cost to maintain this equipment on an ongoing basis? At a certain point, there is a loss in the value of maintaining the equipment versus buying new. For example, a commercial kitchen may experience increasing failures over time on their range/oven. When calculating the cost of parts and labor, they may find it is more cost effective over a period of time to purchase new equipment and not have to pay for the increasing repairs. The second area is the cost of maintenance versus new. For low dollar equipment, it may be best to run to failure. The value gained over time is more than the loss in downtime.

Over multiple different businesses, industries and software packages the common theme I’ve seen is data quality issues. Analysing the vast amounts of data stored and collected in a CMMS/EAM can be a very powerful tool, however the quality and integrity of the data must be considered, and process put in place to both maintain and improve on.

Going to stay really high level focusing on grass roots of data, rather than the leading/lagging use of. Data must be treated as an asset in itself, and as an enabler for your organization. Your choice of CMMS, EAM, ERP must be capable of achieving all data aspects for your PM program. Trust me many software developers do not cover the full spectrum need to transpose source into bug data or LLM large language models. Organizations must ensure truth data by quality, accurate and resiliency to be able to measure 1-to-1 performance. Easier in a single faculty organization, super challenging in large organizations where possible acquisition of many software platforms can add to the list of obstacles.

Analisar dados e tendências tem sido um ponto-chave no sucesso dos meus programas de manutenção preventiva. Usando o CMMS, consegui gerar relatórios detalhados que me permitem acompanhar KPIs essenciais, como taxas de conclusão, tempo de inatividade e custos operacionais. O grande valor está em identificar padrões. Com esses insights, pude ajustar processos, focando nos equipamentos que exigem mais atenção e nas tarefas mais propensas a erros. Além disso, o monitoramento contínuo do desempenho dos técnicos possibilitou alocar os mais qualificados nas atividades críticas, aumentando a eficiência e a precisão das operações.

Think about this Your CMMS/EAM provides nameplate data for assets, history of maintenance/operations interventions, preventive/basic care/condition monitoring by asset, costs of these corrective/preventive/others tasks, including failures lost time, people (skills) and parts deployed, the root causes, and the outcome. Analysis of this data can provide the worst to best ‘bad actors’ in terms of cost, lost time, safety, environmental history. Once these bad actors are recognized your PM program, including condition monitoring/basic care can be adjusted accordingly, perhaps eliminating many of your current tasks and certainly adjusting/modifying current practices, thus ‘optimizing’ your program. I posted a 'how to' article on LinkedIn.

We use cmms to manage our maintenance program. As long as following conditions are good then it will become effective. 1. Detail information If you set detail schedule (no. of day, no. of week) it can manage how many work per day for technician. If you set detail methode, parts, and tools, quantity, standard it will helpfull for technician in their works 2. Consistent to fill correctly If we input correctly the inspection result, failure, cause, and action taken in every work order then after sometimes we can collect correct data and able to make correct decision fo give more focus in certain equipment that need more attention. 3. Consistent to monitoring Somebody need to ensure the execution and analyse the data to make decision.

The information and data collated within your Maintenance Management Software / CMMS is the ideal Resource to assess AND improve Maintenance effectiveness! Assessment With your Maint. data being critical; - What data is being captured, and is this adding Value? - What data does not add Value, and can cease being collected? - What data assessment is being done? Improvement What are the opportunities to take the next step forward in your Maintenance Strategy …Remembering that major leaps are rare; - What additional data needs to be captured to support the next step? - What further assessment can be done, to provide further insights? - What opportunities do you need to resource and develop within your team? - When is the next Review date?

Industrial equipment may often need maintenance based on the hours of usage. PM software can track the hours of use to determine when the next maintenance activity should occur. If the equipment hasn't been in use for 3 months since the last PM, then conducting a quarterly PM is a waste. Consider that the equipment may experience downtime or reduced usage over that same time period that would push a quarterly PM to 5 months of real-time use. Now, when that is coupled with sensing equipment, such as a vibration monitor or gap sensors, that quarterly may slide in either direction based on how well the preventative maintenance strategy is working.

PM software is a great place to save historical information pertaining to equipment. Technicians can share their information on previous work performed or use the system to create corrective maintenance requests. This historical information is valuable when trying to understand past events, problems found, and improvement opportunities in the maintenance planning. Enterprise resource planning software, such as SAP, allow businesses to manage all aspects of maintenance, purchasing, budgeting, and human resources.

L’emploi du GMAO permet de fluidifier les échanges entre le responsable de maintenance et ses équipes car il présente plusieurs informations nécessaires à l’exécution des tâches (durée et lieu de travail, rechanges et outils utilisés, ateliers d’intervention, risques associés…). Aussi, il contribue à réduire les tensions entre le service de maintenance et celui de production ce qui améliore le climat de travail au sein de l’entreprise. Dans le même registre, le GMAO assure une traçabilité des interventions.

The aim of integrating different systems is to achieve a more efficient exchange of information. When done correctly, integration also has the following effects: - faster access to information, - possibility to use the same data in different contexts of company development, - reduction of information duplication, - elimination of paper circulation of documents, - increased accuracy and reliability of information, - possibility to make better decisions in a shorter time. A high degree of computerisation of a company increases production flexibility and allows better management of its resources.

Within traditional CMMS platforms, communication often remains siloed within the maintenance team. To truly improve your program, you can consider leveraging a new EAM platform with built-in communication features to foster real-time collaboration. Enable technicians to document observations, share photos and videos of potential issues, and tag relevant engineers directly within work orders. This streamlines problem-solving, facilitates knowledge transfer across teams (e.g., maintenance & operations), and empowers faster decision-making, ultimately leading to more efficient and effective preventive maintenance by ensuring everyone is on the same page, in real-time.

One of the most important facets of any program. This is where you separate the wheat from the chaff. Proper collaboration with all stakeholders impacted by program is required. It is common to see maintenance set KPI’s based on their measures when organizations objects extend outside the single discipline value. Many times communication is simply KPI or a dashboard. Cannot be more? Application on performance across all disciplines in organization, like PM performance relative to extending asset life which has a major contribution to capital projects & allocation, end of life performance affecting environment for circular economy GHG emissions and repurposing of assets in you organization or to another division within.

More than that...Maintenance managers and their team of planners and coordinators can also help out the software owners/developers to upgrade their tool. Sometimes maintenance management processes for complex equipment asks for top notch tools that don't even exist as turnkey maintenance management products. Reference made here with my experience with IBM Maximo SaaS tool that had to be upgraded with functions capable to support our customers maintenance on their engines.

By improving the preventive maintenance software we must select the technical skills required, spare parts required in the inventory, tools for work preventive maintenance with effectiveness and must be scheduled compliance

CMMS software are there to easy maintenance programs Maintenance team with skills are capable of doing things right to ensure equipment reliability than Maintenance team with CMMS Program but no skills on how to run maintenance.

What is being described here is more of a Learning Management System (LSM). While it is true that most maintenance management solutions have accommodation for attachments such as manuals, procedures, videos, etc. to support maintenance activities, they do not have "quiz" or other training-like functions. Not to say that the solution couldn't be used to support training by using it during new hire orientation to show the alignment of the organizations processes with the software solutions in place.

(1) Create a defendable PM library by linking records to RCM analysis. (2) Initiate formal work order feedback procedure that captures technician feedback including ? Valid strategy ? Activity steps were correct and in proper sequence ? No missing parts ? No missing hazards/precautions (3) Electronically route feedback to appropriate job/role such as planner, HSE manager, warehouse supervisor

There is always more or less communication tension between the maintenance department and the production area. CMMS-class systems with visualisation modules can help to reduce this communication tension.

In the end the solution you choose needs to fit your current and not-too-far-out future plans. There may be feature/functions that you will need to grow into, but not have so many that you will never use all of them. Especially true with enterprise level solutions... there may be duplicative features that are already in place in other systems. A good requirements list up front is a key input into the decision making process.

Implement a Maintenance Management Software. IBM Maximo, leading maintenance management software, empowers organizations to make data-driven maintenance decisions, improve asset reliability & optimize maintenance planning. By leveraging predictive and preventive strategies, can enhance overall efficiency & extend the useful life of critical assets. The primary building blocks of MMS can include the following: 1. Locations 2. Assets 3. Maintenance Work Instructions 4. Preventive Maintenance Programs 5. Resources (Manpower, Material, Tools & Spare Parts) 6. Work Management Procedures & Processes 7. Analytical Reports & KPIs The correct implementation of the software plays a vital parameter in the successful maintenance management operations.

Maintenance management software boosts preventive maintenance programs by automating scheduling and task reminders, ensuring timely completion and reducing missed activities. It tracks asset performance, generates detailed reports, and analyzes data to predict failures and optimize maintenance efforts. The software streamlines resource allocation, manages materials and personnel, and maintains comprehensive asset records. Additionally, it ensures compliance with industry regulations through meticulous documentation and integrates with other systems for a unified view of operations, ultimately enhancing efficiency and extending equipment lifespan.