DON’ T MISS THE RE VOLUTION

The maintenance
manager’s guide to
digital transformation
 Table of contents

INTRODUCTION
The revolution has begun 3

CHAPTER 1
The evolution of maintenance 5

CHAPTER 2
Why digital maintenance? 9

CHAPTER 3
A blueprint for controlling costs 12

CHAPTER 4
The path to increased efficiency 15

CHAPTER 5
Creating a safer workplace 18

CHAPTER 6
A roadmap to harnessing knowledge 21

CHAPTER 7
The key to reducing downtime 24

CHAPTER 8
Where to go from here 27

CONCLUSION 32

LEARN MORE/GET IN TOUCH 33

I N T RO D U C T I O N

The revolution has begun

Maintenance is changing.
Make sure you change with it.

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Introduction: The revolution has begun

A cautionary tale

One of the most deadly phrases in business How do you do this? Embrace digital
is, “That’s how we’ve always done it.” Just ask transformation.
Blockbuster Video.
While technology continues to progress at a
The video rental company was at its peak breakneck speed, the maintenance industry
in 2004 with over 9,000 locations. By 2014, is slowly but surely joining the revolution. In
only 50 remained. Meanwhile, Blockbuster’s a recent study of maintenance professionals,
competitor Netflix embraced innovation 57% of respondents say they’ve already
and became a household name. Where swapped legacy systems for a digital solution
Blockbuster stuck to the status quo and as their primary method of organizing
failed, Netflix adapted to new realities in the maintenance. In other words, if you don’t act
market and thrived. now, you might never catch up.

The way we work is rapidly changing and But don’t worry, we’ve got your back. In
this is just one example. Continually evolving this e-book, we’ve outlined exactly what
and modernizing is no longer optional — digital transformation is, what it looks like in
it’s necessary, regardless of your industry. maintenance, why it’s important, and how to
No one wants to be Blockbuster. Everyone implement it. By the end, you’ll have all the
wants to be Netflix. tools you need to join the revolution
and never look back.
Maintenance is no different. In order to
conquer inefficiency, generate value, and
overcome the daily headaches of the job, you
must ditch old-school thinking and take a
step forward.

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CHAPTER 1

The evolution of maintenance

Exploring where maintenance has been,
where it is now and where it’s going

5
Chapter 1: The evolution of maintenance

The past, present and future of maintenance

Maintenance has existed for as long as humans have valued things and wanted to keep those things valuable. But maintenance hasn’t always stayed the same. It’s grown
and evolved for millenia. But why should you care what maintenance looked like in the 1800s? Well, understanding the past and present is incredibly important for creating a
better future. Here’s how maintenance has evolved:

Maintenance in Industry 4.0

Maintenance in Industry 2.0
Maintenance relies primarily on a combination of
Maintenance systems rely on pen and paper and/ different digital systems (ie. CMMS and The Internet
or basic digital platforms (ie. Excel spreadsheets). of Things). Formalized procedures with a centralized
Formalized procedures, but no centralized system. Maintenance is primarily predictive with a
system. Maintenance is primarily reactive balance of reactive and preventive. Total productive
with some preventive maintenance. Limited maintenance is well-established. Maintenance
maintenance technology. technology is fully integrated into all operations.

Maintenance in Industry 1.0 Maintenance in Industry 3.0

A loosely organized maintenance system using Maintenance relies primarily on digital, cloud-
pen and paper or nothing at all. No centralized or based, and mobile solutions. Formalized
formal maintenance system. Limited or nonexistent procedures with a centralized system.
knowledge transfer. Maintenance is largely basic, Maintenance is primarily preventive and includes
routine and reactive. Maintenance technology is reactive and predictive maintenance as well.
non-existent. Total productive maintenance is encouraged.
Maintenance technology used extensively.

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Chapter 1: The evolution of maintenance

Common maintenance strategies

Now that you’ve seen how maintenance has evolved, it’s time to see which strategies have stood the
test of time. Let’s take a look at four common maintenance strategies that have risen to the top of
the maintenance food chain.

Preventive maintenance Total productive maintenance (TPM)

Maintenance regularly performed on equipment to The idea that everyone in a facility should participate
prevent asset failure and unexpected downtime. It in maintenance. TPM uses the skills of all employees
is performed while the equipment is still in working to incorporate maintenance into the everyday
condition. Preventive maintenance is planned on a performance of a facility.
time, meter, or usage-based trigger.

Maintenance
Types
Predictive maintenance (PdM) Reactive maintenance
The aim of PdM is to predict when equipment failure might Assets are deliberately allowed to operate until broken,
occur and prevent the failure by performing maintenance. at which point maintenance is performed. Reactive
Ideally, predictive maintenance keeps maintenance maintenance can be part of a healthy maintenance
frequency low while reducing time spent on unplanned program if a plan is in place ahead of failure so assets
maintenance and preventive maintenance. can be fixed without production issues.

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Chapter 1: The evolution of maintenance

The next frontier of maintenance:

Digital transformation
For you, digital transformation might mean trading your pen and paper
method for a computerized maintenance management system (CMMS)
What is digital transformation? Long story short, digital transformation in an effort to cut costs. For another maintenance manager, it could
in maintenance means getting the right technology in place to solve your mean swapping Excel for enterprise asset management software to
biggest problems. boost reliability. The great thing is, no matter what your journey looks
like, the DNA of digital transformation stays the same.
In today’s world, it’s no longer a question of if you should embrace
technology, but rather how? The way you answer that question is the
definition of digital transformation. Because every operation is unique, you’ll
probably answer this question differently than every other maintenance
manager. There are, however, some elements that are common to all
maintenance teams.

The rules of digital transformation in maintenance

• It replaces legacy systems, like pen and paper, Excel spreadsheets or even
out of date software with a digital solution.

• It provides a solid structure to improve key processes, such as collecting

data or managing workflows.

• It is a natural step forward for your team and workplace, building on your
needs and capabilities.

• It sets your maintenance operation up for success in the future and
provides opportunity for digital growth.
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CHAPTER 2

Why digital maintenance?

What it means for you and your operation,
now and in the future

9
Chapter 2: Why digital maintenance?

Why should you make a switch now?

The short answer; legacy systems, like pen and paper or Excel spreadsheets, no longer cut it in today’s maintenance landscape. They might have worked okay in the
past, but these methods have very real limits and these limits can hurt your maintenance program in a variety of ways.

Paper and pen

Whiteboards
Records and work orders are easily lost
No record of tasks. Not easy to access.
or misfiled. Data input and reporting are
No task tracking. Limited task visibility.
labour-intensive. Slower response to work
Limited accountability. Makes for a slow
orders. Limited ability to prioritize, track,
response to work orders.
record and access tasks and resources.

Spreadsheets On-premise software

Limited access to records, data and Harder to use and manage. Requires separate
resources. Data input and reporting are IT infrastructure and frequent upgrades.
labour-intensive. Limited ability to track Higher likelihood of hardware failure. Limited
the progress of work orders. ability to manage complex processes.

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Chapter 2: Why digital maintenance?

Digital maintenance in real life

The good news is that there is a cure to a dependence on legacy systems. More and more
maintenance teams are ditching the old way of doing things, going digital, and reaping the rewards.

But don’t just take our word for it. Here’s what some maintenance professionals are saying about
the benefits of adopting a digital solution:

“We’ve hardly had any critical “The biggest and swiftest benefit we “We’re able to foresee problems now,
breakdowns...we have complete saw after implementing the system instead of them just popping up all the
visibility into downtime, and it’s much was...an 8% increase in productivity, time....I’ve seen a return of astronomical
easier to record and keep tabs on it.” and we project that will increase to proportions just in terms of a reduction
15% over the next three months.” of downtime.”

SEAN SIMON, VP OF OPERATIONS, SCOTT BRITTON, GM OF OPERATIONS, JUSTIN MCCORMICK, EQUIPMENT AND
CIG LOGISTICS RAMBLER METALS & MINING PURCHASING MANAGER
CALLAN MARINE

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CHAPTER 3

A blueprint for controlling costs

How going digital can help your operation
maintain a healthy bottom line

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Chapter 3: A blueprint for controlling costs

Controlling costs with digital maintenance systems

Boosting the bottom line will always be one of your main goals, no matter what else is
going on. Here are a few ways maintenance software can help you control costs. Calculate important KPIs
and spending trends
Maintenance software tracks
and calculates maintenance KPIs,
metrics, and expenses, which are
Control backlogs used to identify inefficiencies,
Deferred jobs can build up fine-tune PMs, cut costs and
and result in extensive repairs. improve reliability.
Maintenance software allows for
greater visibility of unfinished
projects, reducing forgotten work
orders and expensive backlog. Make smarter
inventory decisions
Technology ensures low
inventory costs by eliminating lost
documents, preventing duplicate
ordering, guaranteeing minimum
Reduce scrap and rework levels are met, and avoiding last
minute orders for critical parts.
Scrap and rework increases energy
costs and reduces output. Digital
solutions allow teams to effectively
schedule PMs to reduce breakdowns Reduce energy consumption
that lead to scrap and rework.
Digital platforms keep PMs on
schedule, which keeps assets
efficient and reduces energy use.
Less energy means fewer costs.

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Chapter 3: A blueprint for controlling costs

CONTROLLING COSTS BY THE NUMBERS

Tools and techniques for controlling

$890K
costs with maintenance software

Reporting and metrics can be saved by the typical manufacturing

facility every year with the increased uptime
Software helps users create reports that forecast
maintenance software provides.
maintenance and sort equipment by repair costs. Users can
track which assets break down most so repair or replace

$100K
decisions can be made and labour costs are maximized.

Inventory management tools

can be saved by the maintenance
These tools allow users to see if a part is available anywhere,
at any time, eliminating redundancies and improving the department annually by going digital and
ordering process. Inventory costs are lower and there’s no eliminating the need to file, store, recreate
need to invest in another costly system. and find paper documents.

$70K/YR
Scheduling and calendar
This module enables users to coordinate PMs when it’s
best for production. Work is done on time, downtime is
reduced, and there are fewer costs for scrap and rework in energy costs can be saved by
and energy consumption. manufacturing facilities by using sensors to
detect leaks in air compressors.

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CHAPTER 4

The path to increased efficiency

Start spending your time on the things that
really matter with better technology

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Chapter 4: The path to increased efficiency

How investing in digital transformation can boost efficiency

With so much to do in so little time, you have to make sure you’re being as efficient as possible. Here’s a rundown of the ways digital transformation can give you and your
maintenance team the tools you need to spend your time better and be more productive.

Organize work orders Create reports faster

Digital work orders can be accessed from Creating reports from paper or
anywhere and their status and priority spreadsheets is time-consuming and
can be determined quickly with the touch reduces accuracy. Software tracks data in
of a button, helping to quickly start and real-time and sorts it easily and accurately
complete tasks. into reports.

Make preventive Eliminate paper and spreadsheets Provide repair assistance

maintenance more efficient
Creating and sorting through paper and/ A digital solution enables you to attach helpful
Maintenance software helps schedule or spreadsheets for every task can take resources to assets, such as manuals and
preventive maintenance more efficiently. PMs a lot of time. Digital systems allow you to checklists. They are quickly accessible and time
and repairs are only done when necessary, document, organize, access, and archive is not spent retrieving documents or using
redundancies are eliminated, and there are this information digitally. trial-and-error.
fewer breakdowns.

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Chapter 4: The path to increased efficiency

CREATING EFFICIENC Y BY THE NUMBERS

Tools and techniques for creating
efficiency with maintenance software
Maintenance managers can save
an average of 450 hours annually
by automating reports using
Mobile work orders
maintenance software.
Create, organize and track work orders from a mobile
device to cut down on the time spent creating and
completing tasks. PMs can also be scheduled and
technicians can be alerted from their mobile device.
39% of maintenance professionals
Stock levels and minimum quantities say it takes too long to find parts.
Maintenance software allows users to set Software eliminates this problem
stock levels and automatically trigger low stock
notifications by setting minimum quantities.
by making inventory numbers
Storeroom visits can be less frequent, and less time more visible.
is spent entering data.

Requests for quotes

A digital system allows users to automatically An average of 18 minutes per day
trigger RFQs to suppliers when parts run low. is spent retrieving information with
This saves time when tracking parts and creating legacy systems. Going digital can
requests, and cuts the wait time for equipment.
eliminate this time and save the typical
technician over 73 hours every year.

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CHAPTER 5

Creating a safer workplace

How to keep you and your team safe by
modernizing your maintenance

18
Chapter 5: Creating a safer workplace

Digitally designing maintenance for safer work

Safety first! Ensuring everyone is safe, healthy and compliant is critically important to any successful maintenance program. Check out all the ways maintenance software
can improve health and safety.

Make information more accessible

Software allows employees to easily
follow safety protocols by making them
Strategically organize employees more accessible. Documentation is Standardize tasks and checklists
simpler and workers are notified of new
Going digital enables you to create a procedures. Without standardization, PMs and repairs
health and safety database and track are often done incorrectly, leading to
employee training so you can ensure unsafe work. Adding checklists to a digital
everyone is compliant and assign tasks platform allows users to complete tasks in
only to qualified workers. a safe, efficient way.

Collect better data

Create a better system for assets
Data about asset condition and
Software allows you to map assets,
history, accidents, near misses, and
create naming conventions, and add
safety concerns can be collected with
safety notices, so equipment is easy
software so you can plan better, make
to find, hazards are identified, and
improvements, and provide better
technicians don’t rush risky tasks.
safety training.

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Chapter 5: Creating a safer workplace

IMPROVING SAFET Y BY THE NUMBERS

Tools and techniques for improving safety
with a digital maintenance solution

Maintenance software makes it easier

Task groups
Task groups ensure the consistency, accuracy and completeness
to coordinate and track maintenance
safety training, which leads to a 24%
reduction in injury rate.
24 %
of maintenance tasks, which creates a safer environment. Task
groups can include checklists, an asset’s safety record and
required PPE. Sign-off sheets are created, helping users build a
record of compliance.

The OSHA handed out over 58,000

Attaching documents to assets
The ability to attach documents, videos, links and other
resources to an asset’s profile provides technicians with the
58k violations for non-compliance in 2016.
Maintenance software can help your
company avoid being part of that number.

information they need to safely complete a work order or

preventive maintenance.

Health and safety user profiles Deficient documentation accounts

15 %
User profiles can be managed to include health and safety for 15% of all maintenance-related
injuries. Going digital provides
information, including a user’s safety records, training, and
increased access to documents so you
certifications. Employee skills can be tracked, appropriate training can eliminate this issue
plans can be built, and specific tasks can be assigned only to
qualified workers.

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CHAPTER 6

A roadmap to harnessing knowledge

How to take full advantage of your team’s
know-how with a digital solution

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Chapter 6: A roadmap to harnessing knowledge

Harnessing knowledge with a digital approach to managing maintenance

Make audits easier

Implement standardization
A digital solution makes audits
smoother by placing all data in one Checklists standardize repair processes and
place, so it’s easier to create reports, improve data capture. The ability to send
flag issues, standardize processes, and company-wide alerts also ensures everyone is
set up training. aware of standards and procedures.

Smoother work order process

Software makes it easy to prioritize work
orders, assign tasks to qualified technicians,
and organize inventory to reduce the wait
time for parts.

Create a library of resources Reduce accidents

Maintenance software makes it possible Checklists also standardize PMs and repairs,
to attach files to assets to assist in the leading to fewer accidents. Alerts about
repair process, including videos, manuals, policies or hazards can be distributed.
schematics, and notes. Accident reports prepare users for potential
risks and create safer processes.

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Chapter 6: A roadmap to harnessing knowledge

Tools and techniques for harnessing HARNESSING KNOWLEDGE BY THE NUMBERS

knowledge with maintenance software

The average turnover of

Naming conventions maintenance professionals in

70%
manufacturing industry is 22%.
Naming conventions provide a streamlined
Software cuts the cost of training
process for finding information. Software users
a new employee by 70% by
can identify assets, track inventory, locate improving the consolidation and
documents, and build reports in a snap. transfer of knowledge.

Electronic documentation
Maintenance teams can save
Documentation, like SOPs and checklists, can
be assigned to assets and tasks using software
and can be accessed remotely. This saves time,
$
8 . 5k up to $8,500/year for each
employee by making information
accessible digitally.
reduces downtime, and improves safety.

Root cause analysis

Going digital leads to a 17.8%
This tool allows users to note the problem,
reduction in MRO inventory
cause and action for each work order, enabling
them to analyze historical data and plan 17. 8 % by allowing organizations to
construct accurate and accessible
effective PMs/repairs. inventory databases

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CHAPTER 7

The key to reducing downtime

Conquer unplanned maintenance by
swapping spreadsheets for software

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Chapter 7: The key to reducing downtime

The benefits of harnessing maintenance knowledge with a digital approach

If you’re being honest, the prospect of downtime is often the thing keeping you up at night. Get a better night’s sleep with these digital tools that can help
you reduce downtime.

Improve work order processes Establish accountability

Paper-based work orders take a while to get Digital platforms enable you to assign work
noticed, which increases downtime. Digital orders and establish a level of project ownership
work orders can be submitted, prioritized and accountability not possible with pen and
and sent to technicians from anywhere, so paper or Excel, resulting in fewer forgotten
work is done faster. projects and less downtime.

Capture reliable data Increase efficiency Track inventory

Software allows you to obtain and analyze Retrieving information and completing tasks Downtime is prolonged when a part can’t
asset data more effectively than paper or out of order can exacerbate downtime. be found or is out of stock. Software
Excel so you can determine the right level Software makes it easy to access files and automatically updates and orders
of preventive maintenance, flag issues, and checklists, improving standardization and inventory, displays available parts and
increase reliability. quality of work. sets minimum levels.

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Chapter 7: The key to reducing downtime

Tools and techniques for REDUCING DOWNTIME, BY THE NUMBERS

reducing downtime

Implementing a CMMS can

Scheduling and calendar
save manufacturing facilities

160
This tool allows users to automatically trigger work orders
more than 160 hours of
and coordinate maintenance with production schedules.
Maintenance teams can perform preventive work efficiently
downtime per year.
while avoiding excessive backlog, lost production and
unplanned downtime.

Going digital can eliminate an

average of 70 gauge reading

70
Inventory tracking
errors every year, leading to
This module helps maintenance teams skip the time required to
physically check stock levels when performing repairs or PMs. better data, less downtime and
Users can automate purchasing so they are never stuck without improved asset reliability.
a piece. All this adds up to reduced downtime.

Centralized work orders Using maintenance

With this tool, work order requests can be sent, viewed, software leads to a 20.1%
prioritized, assigned and tracked in real time. Alerts ensure
technicians are aware at every step. This makes the process 20 .1% reduction in equipment
downtime on average.
smoother, improves reliability and cuts downtime.

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CHAPTER 8

Where to go from here

Establishing digital transformation
at your facility

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Chapter 8: Where to go from here

The path to digital transformation

Now that you’ve seen how far digital transformation can take your
maintenance program, it’s time to create a plan of action. Change is
never easy, but knowing what obstacles lay ahead, how to overcome
them and what tools to utilize will help make the transition from
legacy systems to a digital one much smoother. In this chapter,
we’ll look at some of the common challenges associated with digital
transformation, how to conquer them, and some tips on choosing the
best solution for your operation.

As with any journey, the road to digital transformation has its

share of challenges. But that shouldn’t stop you on your quest for
better maintenance. The following are some of the most common
barriers maintenance managers face when implementing digital
transformation and how you can overcome them.

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Chapter 8: Where to go from here

The challenges of digital transformation and their solutions

CHALLENGES SOLUTIONS

•H
 aving the resources and skill sets in place
to monitor, evaluate and act on data. • Most facilities have personnel who have the required data,
but don’t have systems in place to store and share this
Data monitoring • Assets require the ability to capture data. knowledge.
and evaluation
•P
 rocesses must be in place so data is used • Develop strategies to organize this pre-existing data.
to improve operational efficiency and
maximize investment in technology. • Use this system when transitioning to a digital solution.

CHALLENGES SOLUTIONS

•D
 igital transformation often requires • Provide proof that maintenance can move from a cost
purchasing new technology and/or centre to a value centre.
upgrading equipment.
Cost and availability • Move slow, become familiar with new platforms and evolve
of technology •A
 dapting to advanced systems requires slowly from simple to complex data analysis.
time, patience, and both human and
• Establish a pilot program to implement and scale digital
financial capital.
transformation in a low-risk environment.

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Chapter 8: Where to go from here

The challenges of digital transformation and their solutions

CHALLENGES SOLUTIONS

•N
 ew skill sets are required to properly run • Inform and consult stakeholders and maintenance team,
systems. These skill sets are difficult to and be clear about possible changes.
find, take time to develop or require
Expertise, training and outside providers. • F ind technology that will be easy for the maintenance team
workplace culture to adopt.
•T
 here are often growing pains when
establishing buy-in from staff and training • E xplain the benefits of digital solutions and provide
staff to use new systems. exceptional training to make new systems less daunting.

CHALLENGES SOLUTIONS

• Take the time to create a strategy for cybersecurity and

build a plan ahead of implementation.
•S
 afeguarding access and adopting proactive
• Look at the processes and procedures in place for other
Security cybersecurity strategies requires time, skill,
software systems in your organization and base your
effort and financial resources.
strategy on these systems.
• A ssess and understand potential threats and solutions.

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Chapter 8: Where to go from here

Choosing the right solution

Committing to digital transformation is just the first step; the next one is choosing the right solution for your operation. Determining which technology or combination of systems is right for your facility
is a big decision. Start your search by considering your workplace culture and the willingness of your team to buy into new technology, the needs, goals and priorities of your team and your budget. Then
consider the following maintenance technologies used for digital transformation and determine which one will make the most impact for you.

Computerized maintenance management system (CMMS)

A CMMS manages all maintenance during the operational

part of an asset’s life. A CMMS’s duties include automation,
scheduling, inventory management, and record keeping.

Enterprise asset management (EAM) Enterprise resource planning (ERP)

EAM software provides a view of a facility’s ERP software manages day-to-day business
assets through their entire life-cycle, activities, such as accounting and manufacturing.
including design, construction, operation, ERP systems enable the flow of data between
maintenance and replacement. processes, including maintenance.

Asset performance management (APM) New and emerging technologies

An APM solution ties advanced software Other technologies being used in maintenance
tools together to improve asset reliability and include 3D printing, embedded sensors, and virtual
availability. It collects and analyzes real-time reality. These technologies can be used with or
data to assess value and risk. without other solutions.

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Conclusion

Conclusion
It’s time to join the
maintenance revolution!

Change is never easy, but it’s worth it to ditch pen and paper
and spreadsheets for modern maintenance technology. When
you choose the right platform and take small steps toward
going digital, it’s easy to maximize your team’s potential,
including better spending, data collection, time management,
reliability and safety.

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Learn more Want to chat?
Get in touch with Fiix.
Visit www.fiixsoftware.com for information on
getting the most from maintenance software and 35 Golden Ave Suite A-201
other tips for maintenance professionals.
Toronto, ON, Canada
Visit our case studies page to see how other M6R 2J5
organizations have benefited from digital
Local: +1 (647) 317-9055
transformation, at www.fiixsoftware.com/
resources/case-studies. Toll Free: +1 (855) 884-5619
[email protected]

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