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T Takes A Village TO Implement CMMS: Jared Heller, PE, ENV-SP - AE2S Sherry Spaulding - GHD Inc

This document discusses implementing a computerized maintenance management system (CMMS) and outlines key steps for success. It begins by noting that 40-50% of CMMS implementations fail or do not achieve objectives. A framework for success is presented that includes establishing an effective team structure, conducting strategic planning, procuring software, implementing, integrating systems, and sustaining the system long-term. Key lessons learned are to plan for the long-term, seek input from all levels, and assign a CMMS administrator. When implemented successfully, a CMMS can streamline processes, improve asset insights, optimize maintenance work, and preserve institutional knowledge.

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52 views27 pages

T Takes A Village TO Implement CMMS: Jared Heller, PE, ENV-SP - AE2S Sherry Spaulding - GHD Inc

This document discusses implementing a computerized maintenance management system (CMMS) and outlines key steps for success. It begins by noting that 40-50% of CMMS implementations fail or do not achieve objectives. A framework for success is presented that includes establishing an effective team structure, conducting strategic planning, procuring software, implementing, integrating systems, and sustaining the system long-term. Key lessons learned are to plan for the long-term, seek input from all levels, and assign a CMMS administrator. When implemented successfully, a CMMS can streamline processes, improve asset insights, optimize maintenance work, and preserve institutional knowledge.

Uploaded by

marryvessa
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 27

IT TAKES A VILLAGE TO

IMPLEMENT CMMS
Jared Heller, PE, ENV-SP | AE2S
Sherry Spaulding | GHD Inc.

November 21, 2013

AGENDA
Framework of Success
Team Structure
Why a CMMS?
Strategic Planning
Pitfalls of CMMS
Software Procurement
Selection and
Implementation Planning
Implementation
Implementation
Learned Lessons 1 & 2
Systems Integration
Sustainability

Introduction

Learned Lessons Continued


Benefits
Questions

INTRODUCTION
Current State of CMMS Industry
40-50% of CMMS implementations are either failures
or do not achieve business objectives
Clients have less money, less staff need for
productivity improvements

DEFINITIONS
ASSET MANAGEMENT:
Sustainable Decision Making
Assessment of Utility Assets
Identification of Critical Assets
Lowest Lifecycle costs for Assets
Develop a long-term funding strategy

DEFINITIONS
COMPUTERIZED MAINTENANCE
MANAGEMENT SYSTEM (CMMS):
A Tool to Effectively Maintain Assets
Through Their Operating Life

Corrective and Preventive Maintenance Work Orders


Track Costs to Operate Assets
Information at Fingertips for Operators
Reporting analysis key to improved decision-making

WHY a CMMS?

A Structured Program
to Minimize the Cost
of Asset Ownership, Improve
Service Reliability, and Sustain
Infrastructure

A key puzzle piece in any good Asset


Management Program

WHY a CMMS?

Doing the RIGHT work


At the RIGHT Time...
Click to add headline
With the RIGHT Resources!

Pitfalls of CMMS
40-50% of
Implementations Fail

WHY?
Dont involve all stakeholders
Dont plan for the long term
Dont anticipate necessary effort for
planning, setup, and data entry
Dont change business practices to take
advantage of new systems
Dont integrate or transact with other
key business systems

Learned Lesson 1
k
r
o
w
e
m
a
Fr
a
h
s
i
l
b
a
t
Es
s
s
e
c
c
u
S
rt
o
p
p
u
S
l
l
i
that w
he
t
t
a
t
r
a
t
S
and
,
)
n
o
i
t
c
e
l
e
-s
e
r
p
,
c
i
g
e
t
ra
t
s
(
g
n
i
n
n
Begi
le
d
d
i
M
e
h
t
n
not i
)
n
o
i
t
a
l
l
a
t
s
n
,i
n
o
i
t
c
e
l
e
s
(after

Learned Lesson 2

e
g
a
n
a
m
&
Plan for
change:
ange
h
c
t
s
i
s
e
r
erally
n
e
g
e
l
p
elling
o
p
Pe
m
o
c
o
s
ion is
s
i
v
e
h
t
l
new
i
t
e
h
un
t
o
t
o
g
ant to
w
y
e
h
t
t
a
of
th
n
i
a
p
e
h
t
l
i
unt
the
s
d
place, or
e
e
c
x
e
same
e
h
t
g
n
i
y
a
t
s
ange
h
c
f
o
n
i
a
p

SUCCESSFUL
CHANGE

C Current Situation
Understanding
V Vision of the Desired
State
S Solution that is Believable
P Plan for Implementation
U Urgency to Move from
the Status Quo

AGENDA
Introduction

Why a CMMS?
Pitfalls of CMMS
Selection and
Implementation
Learned Lessons 1 & 2

Framework of Success

Team Structure
Strategic Planning
Software Procurement
Implementation Planning
Implementation
Systems Integration
Sustainability

Learned Lessons Continued


Benefits
Questions

FRAMEWORK of Success
Information
Systems

Team Structure

Lifecycle
Process &
Practices

Data &
Knowledge

Software Selection
TOTAL ASSET
MANAGEMENT
PLAN

Implementation Planning
Implementation
Sustainability

People
Issues

Organizational
Issues

Commercial
Tactics

Sustainable Best Value Service Delivery

EFFECTIVE Team Structure


Project
Sponsor

Project
Manager

Implementation
Team

Steering Committee

Post
Implementation
Auditing Team

CMMS
Administrator

Core Team

Core Team

Core Team

(Procurement Rep)

(IT Rep)

(Finance Rep)

CHAMPIONS/
SMEs

Core Team
(Departmental
Leaders)

SOFTWARE Selection
Evaluate Needs and
Develop Functional
Requirements
Support RFP
Development
Develop shortlist
vendor demonstration
script/instructions and
scoring approach
Perform reference
checks, site visits
Select and award

FUNCTIONAL REQUIREMENTS
Example Tools

RFP EVALUATION
Example
Tools

VENDOR DEMONSTRATION

Examples of Tools

IMPLEMENTATION Planning
STRATEGIC PLANNING
Vision, mission, project success factors
SWOT analysis
Level of service performance measures
Change management planning
Risk management
Lessons from other projects

BUSINESS PRACTICE DESIGN


Perform detailed business process and integration design
Develop, document data standards

IMPLEMENTATION
Software installation
System configuration
Data QA/QC and import
Custom report development
Mobility implementation
Custom training aides / tool
development
End-user training
Go-live tasks
Post go-live monitoring and reviews

INTEGRATION Business Optimization

SUSTAINABILITY
Evolve Team Structure from selection,
implementation to

long-term sustainability and growth


Post-implementation reviews, auditing, user surveys
(six months)
Plan change to meet evolving business issues,
changing workflows, reporting requirements, available
upgrades, and post-implementation review findings
Utilize a Steering Team to facilitate change

AGENDA
Framework of Success
Introduction
Team Structure
Why a CMMS?
Strategic Planning
Pitfalls of CMMS
Selection and
Software Procurement
Implementation
Implementation Planning
Learned Lessons 1 & 2 Implementation
Systems Integration
Sustainability

Learned Lessons Continued


Benefits
Questions

LEARNED Lessons

Plan for the long term

Seek input from all levels of the


organization

Assign a CMMS administrator

LEARNED Lessons (cont.)

Form a Steering Team

Implement Asset Management Functions


within CMMS

Do not force existing processes into new


CMMS because.

Take advantage of the opportunity to


implement and incorporate strategic work
and asset management practices

AGENDA
Framework of Success
Introduction
Team Structure
Why a CMMS?
Strategic Planning
Pitfalls of CMMS
Selection and
Software Procurement
Implementation
Implementation Planning
Learned Lessons 1 & 2 Implementation
Systems Integration
Sustainability
Learned Lessons Continued

Benefits
Questions

SUCCESSFUL CMMS
Successful CMMS selection and
implementation will result in:
Streamlined business processes which improves
decision making
Improved insight into asset health
Optimized maintenance work
Balanced resources at optimal availability and
maximized resource utilization
Preserved institutional knowledge
(aging workforce)

QUESTIONS?
Jared Heller, PE, ENV-SP
Advanced Engineering and Environmental Services, Inc
1-701-306-7523 (mobile)
[email protected]

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