What are the most important considerations when implementing a CMMS system?

Implementing a Computerized Maintenance Management System (CMMS) can be a game-changer for efficient maintenance operations. Here are some key considerations: • Clearly Define Objectives • User-Friendly Interface • Data Accuracy and Consistency • Mobile Accessibility • Integration with Existing Systems • Scalability • Training and Change Management • Customization • Vendor Support and Updates • Security Maintenance data often includes sensitive information. Ensure that the CMMS adheres to security standards and protocols to protect your data. • Reporting and Analytics • Cost-Benefit Analysis Remember, the success of a CMMS implementation goes beyond just the software—it involves people, processes, and a commitment to continuous improvement.

Studies indicate 70% of CMMSEAM owners/users aren't happy with theirs. WHY? Initial requirements were not established or they were defined as goals without clear definition. Taking the time to (1) identify stakeholders (Finance, Project Management, Inventory/Purchasing, Operations, Maintenance, HR, Supplier management..) and form them into a team (2) giving that team the resources/time to develop requirements, minimum necessary functionality, of a CMMS/EAP (3) create a cost and benefit analysis to own/lease CMMS/EAP, implement , train and maintain (4) establish policy and governance will set the foundation for a CMMS/EAP that will delight rather than disappoint

CMMS revolutionizes the FM approach nowadays. Not all systems are applicable to all organization so it's vital that the specific goals are set first prior implementation. 3 things I always consider are: 1. Financial capability - How beneficial and applicable to the organization the CMMS platform. 2. Work efficiency - How efficiency in work translates to savings of the company 3. Sustainability - Technology is fast changing therefore you need to know how sustainable and compatible the integration technology used in the CMM system.

Set data goals. As you consider implementing a CMMS its easy to add extra data collection requirements additional steps designed to gather more data to maximize the decision support benefits of the program. One of the components of LEAN Six Sigma is to ensure that each step or action brings meaningful benefit to the process. If you create an additional step to gather data there is likely a cost, so ensure it provides an offsetting benefit. For example if you don't plan to use the maintenance costs of a unit as a decision support element don't expend the time of the finance clerk or technician to track it. On the other side if you collect it use it to improve and make data driven decisions.

When Implementing a Computerized Maintenance Management System we need to have some consideration. - It should be user friendly. - The data should be easily compiled is and when required. - It has to be customisable as per user. - Report should be prepared on the click of button. - It can be integrate with any other application like Microsoft office etc. - It would be an advantage if each client can see their assets and its periodic maintenance.

Just to add. Through stakeholder engagements, the team could also identify opportunities to further optimise the CMMS system for other tenancy/workplace management functions. Metrics/data could be tracked could be rental collection, occupancy, utility consumptions etc. This would ensure better value for money out of this solution, and accuracy of data by housing all information on a single platform.

When implementing a Computerized Maintenance Management System (CMMS), there are several important considerations to keep in mind: 1. Define your goals and requirements: 2. Conduct a thorough needs assessment: 3. Involve key stakeholders: 4. Research and evaluate vendors: Remember, successful CMMS implementation requires careful planning, involvement of key stakeholders, and ongoing evaluation and improvement. By considering these important factors, you can maximize the benefits of your CMMS system and improve your maintenance management processes.

We must ensure that stakeholders are identified and engaged before any CMMS is decided. I have seen failure when we operate in silos. Two documents are important here for this to be effective: 1. Stakeholder Register which identifies the importance of each stakeholder their interest and influence. 2. Benefits Register. everyone wants to know why we are doing something.

Engaging your stakeholder is very key, you need to be sure everyone is on board and provide the necessary training for the utilization of the software, the training and feedback has to be a continuous process until set goals and criteria is met

It is very crucial that all stakeholders are aware of the CMMS goals right from start so that the compliance to standards and best practices are met. However, the actual as-built facility may not display the intended targets. Relevant tests, inspections using instruments during installation stage by experts ensure the intended results are achieved. Apart from stakeholder engagement during the installation stage, POE keeps a check of maintenance costs that may highly reduce operational costs during the entire lifecycle. Retrofits or similar projects benefit from such an assessment of the efficiency of fixtures and equipments. Overall, stakeholders can adopt responsibilities matrix and process charts to deliver user needs.

In addition to this point. Your reference for maintaining your assets and recoding its maintenance needs in your CMMS should come from references like SFG20, SFG30, NFPA, and manufacturer manual.

By establishing clear guidelines and standards for data collection to ensure consistency, reliability and accuracy of data by cross-refer the data from different sources or conducting spot checks.Ensure effective training of staff involved in data collection to understand the importance of accuracy and consistency. Ensure they follow established protocols and are aware of the significance of reliable data.using of technology in storing of data to reduce human error and ensure data are cleaned regularly by removing duplicate and correcting error to maintain data integrity. Perform quality check to identify any error. This will help to maintain high standards of data quality.

Do we have a facilities register? This is most important for a CMMS successful implementation. We need to have the data and quality of the data. I always recommend this document should be maintained by a key resource.

Data quality with QA/QC in FM contracts, maintenance programme, operational needs, record keeping, condition surveys, codes, rating and energy surveys, with proper Data formats, interoperability, access and security are crucial for implementation of CMMS. Finally, the real purpose is to facilitate health and safety and energy efficiency by following standards like ISO 41001:2018, BS 8544, uniclass naming conventions, GovS 004, CIBSE Guide M and BS EN ISO 19650‑3:2020 for Asset maintenance management. Reliable information can be embedded in as-built BIM models, AIM and finally in Realtime image capture of the built facility through laser scans of the installed equipments.

Be mindful of the users. It's been said of it's hard it's less likely to occur. Make data collection easy. Prefilled fields, bar codes, drop down boxes, and check boxes etc make it easier, less time consuming and will likely improve data collection.

When it comes to setting up a CMMS system, the real key to success lies in the onboarding part of the process. Believe it or not, around 70% of whether you'll nail this implementation is tied up in training, testing, and team skills certification. But here's the clincher: the enthusiasm and buy-in of your team are what make the difference. Never roll out a CMMS without including a solid training package and at least six months of support. It's the smart move that will pay off in the long run.

We need to have a training workshop for this to be successful. Clear outcomes and a coaching system should be designed after the training.

So agree. Training is critical and it needs to be relevant to the user. Nothing worse than being told to use a system you don’t understand and you can’t relate with.

Vendor should also provide 24/7 troubleshooting support to minimise downtime as far as possible, on top of training resources.

Training should be a continues process, especially for new intakes, training of new staff should be incorporated into the onboarding process for new recruit

Regularly review CMMS performance and gather feedback from users. Use the information and identify areas to improve and update the system accordingly.

It is important to monitor progress and improvement by having define and track able KPR.Thus ensuring maintenance and other facts affect operation are responded in a timely manne without delay and with client and occupant satisfaction. Have feedback mechanisms to gather feedback from occupants, employees, and stakeholders to understand their needs and concerns regarding the facility. Use surveys or meetings to gather this information and have team briefing to ensure changes are made on areas where improvement is required.Theough this will ensure ongoing improvements within a facility.

One thing to add in the monitoring and controlling the system is made all stakehokders have a similar understanding on the objective and goal of the CMMS system. And also Everybody who are in the front line means data encoders to those of who can correct the faults (who took remedial action) and decision makers to have to participate in the feed back analysing and performance evaluation process.

Consider joining and/or creating a local user group to openly discuss ways to enhance the user experience and address data quality. New use cases are a key benefit from manufacturer user groups as well as the opportunity to make future iterations more usable. The developers genuinely want users to get the most out of the product, so consider those companies that invest in communicating with the customer.

CMMS Integration is a must in today’s times! With the ease of today’s system integrations (Open APIs), It is important to ensure your needs are met when it comes to the operation of your property. It is critical to track and trend everything you can! “The more information we have the better decisions we can make!” These new integrations can help create future operations and maintenance plans. It must have automatic, quick, and easy to read graphs that utilize both trending and frequency reports. For example, this is what I typically integrate to my CMMS: • BMS/BAS (Building Management System) • RCU/RMS (Room Control Unit) • FLS/FDAS (Fire life Safety) • Refrigeration equipment • Elevators • Inventory control

One major thing that designers of CMMS systems, as well as executives is ease of use and change management. If front line staff cannot operate the system, or find it overly complex, then data input starts to fail and the ability to interrogate the system becomes harder. False data and no data do not benefit you.