PRESS-RELEASE.JULY10th.

2015
MANAGING MAINTENANCE WITH A CMMS –
COMPUTERIZED MAINTENANCE MANAGEMENT
SYSTEM
THIS TOPIC IS VERY BROAD, WE COULD WRITE AN ENTIRE BOOK ON IT…
HOWEVER, WE WILL BE OBJECTIVE AND FOCUS ONLY IN THE PROCESS OF
CHOOSING A CMMS AND WE’LL GIVE YOU A SET OF RECOMMENDATIONS AND
STEPS THAT MUST BE TAKEN IN A CMMS IMPLEMENTATION.
CMMS cannot be seen as a trend or like some miracle that will come and solve all our main-
tenance problems. CMMS exist to support the manager in the Organization and Maintenance
Management of his assets.

First of all, we should clarify the question: “Why a CMMS?”

- ... is it because there is a legal obligation that forces you to computerize maintenance?
- ... is it because your neighbor has a CMMS and you want one too?
- ... is it because you want to replace current use of resources like Excel and / or Word and just
centralize all information in one database?

The important thing is to be aware of the need to implement a CMMS and obviously be in
agreement with the Company’s Top Management.

Choosing a CMMS
The process of choosing a CMMS is something quite time consuming.
Usually, companies check with at least three companies/vendors, either maintenance management
consulting companies or software houses. The support given in the implementation stage should
absolutely be carried out by a company that has know-how in maintenance management.

What should a CMMS assure

In general, the main goals of a CMMS implementation in any company are to centralize and
systematize all maintenance information, standardize processes, optimize maintenance manage-
ment and introduce best practices in the department.

In what software features are concerned, the CMMS must enable the Asset Manager to:

• Code, record and continuously update the inventory of his assets, with technical data
sheets, preventive maintenance plans, recording readings, relate the assets with the spare
parts/materials used;
• Code, record and continuously update the inventory of materials used in maintenance,
relate materials with the assets where they are used and keep track of their suppliers;
• To plan and manage all maintenance work regardless of their nature (Planned or not
Planned);
• Report all activity (all work), indicating times, man-our effort, materials used and/or
third-party services hired
• Compute maintenance management indicators (KPIs) that allow the Manager to feel the
‘pulse’ of his maintenance: number of failures, downtime, preventive / corrective ratio
(%), breakdown rate, cost and financial history, among many others.

Of course, regarding the software interface, the easier for the end user, the better. An interface with
simple and direct operations is the best way to go, not because the end user is less skilled or less agile
to carry out this task, not at all, but because the end users (in most cases, the maintenance techni-
cians) must dedicate almost all their time to carry out tasks where they actually use their technical
skills and talent and use what is left of their time to record information in the software – and not the
other way around …
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MANAGING MAINTENANCE WITH A CMMS

Some recommendations that should be taken into account when choosing a CMMS:

• Rule out developing a software ‘in-house’. This is a time consuming process that can
easily develop into something ‘painful’, demotivating and, in most cases, it is an endless task.
• Rule out adjusting softwares, programs or other features that are not specific to mainte-
nance (spreadsheets, your calendar with reminders, softwares for project management, etc…) – in
the short run, they will be insufficient. Besides, they can be powerful tools but usually there is one
person – one only – in charge of ‘developing’ and recording information in this tool, and only this
one person knows how it works.

Here are the main goals and expectations you should have when you decide to implement and use
a CMMS. In other words, here are the opportunities that such management system can bring:

• Encourage, among the maintenance team (and even your Company), the use of up-to-
date concepts, both maintenance concepts and management concepts
• Obtain knowledge/information on your maintenance, systematize it and make it available
for anyone, anywhere – and no longer needing to rely on people’s heads;
• Introduce improvements in the Organization, starting immediately with the Implementa-
tion process
• Automatically produce reports and KPIs for Management
• Increase productivity

Like everything in life, there may be resistance imposed by the people around the Asset Manag-
ers… reactions like “That will never work here!” or “We don’t have time to record things in the
software!” or “Nobody will stick to this!”, etc. Well, famous Portuguese poet Fernando Pessoa
once said: “Stones on the way? I will keep them all and one day I will build a castle”. Author Jim
Collins, in his massive bestseller book “Good to Great”, describes to us his extensive research on
specific characteristics that made some companies transition from being average to become great
companies in their business sectors, one of which applies very well to this resistance we are talk-
ing about: to confront the brutal truth of the situation, yet at the same time, never give up hope.
Implementing a high-level maintenance management usually takes 3 to 5 years, you must not be
discouraged.

Steps for an effective CMMS Implementation

Now that we have considered all of the above, it is time to get to work. Now that the CMMS has
been chosen, we will encounter other questions … Where to start? Which way to go? What can
be delegated? Who will do what?

When implementing a CMMS, these and many other questions will rise, but we believe the an-
swer is simple and straightforward:

Follow, with discipline, the steps we describe below, one by one. They are the solid result of almost
30 years of experience in CMMS implementations in more than 30 different business sectors all
around the World.
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MANAGING MAINTENANCE WITH A CMMS

Step 1 – Outline the project and assign key people

Set the «scope» and the goals of the project and identify the people that will be involved: project
coordinator, technician(s) involved, who is your consultant, your IT guy …

Step 2 – Prepare the background information

Obtain the background information required for the CMMS configuration and use, whenever
possible, the same coding system already in place for Cost Centers, Employee’s names and codes,
Suppliers, company’s organization chart, technical intervention areas, etc..
At this stage, you should also decide on the coding system for your Assets.

Step 3 – Set the sequence in which you will collect the technical data
(Data Collecting)

Set a convenient sequence for collecting the technical data on your assets. For example:
a) Main Production equipment
b) Electricity, Water, Gas and/or Fuel Meters
c) HVAC equipment
d) Safety equipment
e) Etc.

Step 4 – Set a Chronogram for the implementation project

Specify scheduled dates for the Start and End of specific stages of the implementation.
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MANAGING MAINTENANCE WITH A CMMS

Step 5 – Start Asset data collecting

Gather all available information (paper, spreadsheets, files and folders, etc. ...) on your equipment
and have it available. Stick to your decision in Step 3.
Gather your most up-to-date asset list, technical datasheets, information on maintenance plans,
plants and schematics of your facility(ies), etc…

Step 6 – Define Functional Systematization of your facility(ies)

- Agree on abbreviations identifying the facilities (facility, building)

- Create functional Groups within each facility mentioned above
- From the facility’s schematics obtained in Step 5, create Systems within each Group, with
suggestive descriptions

Source: FSys – Facilities Systematization (http://www.manwinwin.com/bfo.htm) – available in

English language

Step 7 – Record Maintenance Assets in the CMMS

- Validate information collected in Step 5: you should go there to check, confirm, verify,
assess the condition of the equipment – in some cases, this leads to some corrections
- Record the Assets in the CMMS, including:
- The equipment code (coding system set in Step 2)
- Technical datasheets of the equipment
- Attach photo of the equipment and/or related documents (manuals, certificates, any
document)
- Label/Tag your equipment with identification codes from your CMMS
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MANAGING MAINTENANCE WITH A CMMS

Tips:
- When recording your maintenance assets, we recommend you choose one System (in the
Functional Organization) and record all assets in that System – example: the system «Air Han-
dling Units System (AHU)» will only be complete with:
• The AHU itself
• The Ventilator, driving motor and transmission
• Heating and refrigerating coils
• Specific humidifying and de-humidifying equipment
• …

Step 8 – Record materials in the CMMS

- Before any record and before managing any material or spare part, you should set spaces
and storage locations within your warehouse(s)
- You then must set a material coding standard
- Record the materials in the CMMS, including:
- The material technical data
- Photos of the materials attached
- Label/Tag your material with identification codes from your CMMS

Tips:
- Whenever possible, relate the materials with the Assets where they are applied/used

Step 9 – Preventive maintenance plans

Prepare the maintenance plan for each maintenance asset; avoid setting periodicities you and your
team won’t be able to carry out.

Step 10 – Start recording meter readings and running records in the CMMS

- Start recording energy and fuel consumptions (among others)

- Start recording running records on assets whose preventive maintenance is scheduled by
records

Tips:
- You should at least record 1 (one) reading in the end of each month, minimum.

Step 11 – Implement Preventive Work Orders

From the Preventive maintenance plans created in Step 9, schedule the Word Orders (WOs) in
the CMMS
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MANAGING MAINTENANCE WITH A CMMS

Tips:
- Evaluate if you have the necessary human resources to carry out the preventive mainte-
nance plans set in Step 9
- Absolutely avoid implementing WOs that will result in a Work Schedule impossible to
carry out

Step 12 – Implement Corrective Work Orders

Implement procedures in your department so that all corrective interventions are properly re-
corded in the CMMS

Step 13 – Implement Maintenance requests

Implement procedures in your department so that all maintenance requests are centralized and
recorded in the CMMS
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MANAGING MAINTENANCE WITH A CMMS

Step 14 – Set your maintenance analysis and indicators (KPIs / Balanced Scorecard)

- Set a Balanced Scorecard (BSc) with the KPIs that your company decides to monitor,
starting with the usual ones: MTBF, MTTR, MWT, etc.
- Establish the goals you wish to achieve
- Analyze the data you have gathered and evaluate each indicator’s trend line

When you complete all the above steps, one by one, your maintenance will be completely sup-
ported in your CMMS.

To sum up:

Is it easy? Yes.

Is it simple? Yes.

It does however require work and, above all, discipline. But you can have results 1 month after the
initial kick off…

FOR FURTHER INFORMATION OR IMAGES, PLEASE CONTACT:

ALEXANDRE VERÍSSIMO CARVALHO
SYSTEM IMPLEMENTATION COORDINATOR
E: [email protected]

About Navaltik Management

Navaltik Management is a Portuguese Engineering consultancy company, which started off in
1981. It specializes in maintenance management and organization as well as maintenance
management software (CMMS) development and implementation. ManWinWin software re-
ported revenue of almost 700 thousand euros in 2014, which represented a growth of 32% com-
pared to last year, it currently has a team of 10 people and estimates to grow more than 20% this
year. Today, Navaltik Management has hundreds of clients in more than 20 countries worldwide,
including global companies like Alstom, Essilor, Dupont Group, Four Seasons, etc., and it has
actual market presence, through partners, in Brazil, Morocco, Romania, Saudi Arabia, Australia
and South Africa, all of which report to its Head Office in Lisbon, Portugal. More market repre-
sentations are projected for 2015 in Asia, Middle East and Spain.