ENGINEERING MANAGEMENT DEPARTMENT

COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS)

WRITTEN BY :

IBRAHIM KHALIL ALEBIDY 5472 SALEEM AYAD ELWERSHEFANI 6532 MANAL FARAG 5333 Dr. Omar M. EL-DYNALi

SUPERVISED BY :

-Introduction -CMMS Needs Assessment -CMMS Capabilities -CMMS Benefits -CMMS implementation -CMMS Modules -Evaluating commercial CMMS -Design plan of locally developed CMMS

-Challenges facing the implementation of CMMS

-CASE STUDY

Introduction
A computerized maintenance management system (CMMS) is a type of management software that performs functions in support of management and tracking of O&M activities.

CMMS Needs Assessment

In determining the need for a CMMS, facility managers should mode of operation. Key questions to ask include :assess their current. -Do you have an effective way to generate and track work orders? How do you verify the work was done efficiently and correctly? What is the notification function upon completion? -Are you able to access historical information on the last time a system was serviced, by whom, and for what condition? -How are your spare-parts inventories managed and controlled? Do you have either excess inventories or are you consistently waiting for parts to arrive?

-Do you have an organized system to store documents (electronically) related to O&M procedures, equipment manuals, and warranty information? - When service staff are in the field what assurances do you have that they are compliant with all life, health and safety issues (e.g., lock and tag) and are using the right tools/equipment for the task? - How are your assets, i.e., equipment and systems, tracked for reporting and planning? If the answers to these questions are not well defined or lacking you may consider investigating the benefits a well implemented CMMS may offer.

CMMS Capabilities
CMMS systems automate most of the logistical functions performed by maintenance staff and management. CMMS systems come with many options and have many advantages over manual maintenance tracking systems. Depending on the complexity of the system chosen, typical CMMS functions may include the following: -Work order generation, prioritization, and tracking by equipment/component. -Historical tracking of all work orders generated which become sortable by equipment, date, person responding, etc.

-Tracking of scheduled and unscheduled maintenance activities. -Storing of maintenance procedures as well as all warranty information by component.

-Storing of all technical documentation or procedures by component.

CMMS Benefits
One of the greatest benefits of the CMMS is the elimination of paperwork and manual tracking activities, thus enabling the building staff to become more productive. It should be noted that the functionality of a CMMS lies in its ability to collect and store information in an easily retrievable format. A CMMS does not make decisions, rather it provides the O&M manager with the best information to affect the operational efficiency of a facility.

Benefits to implement a CMMS include the following: -Detection of impending problems before a failure occurs resulting in fewer failures and customer complaints. -Achieving a higher level of planned maintenance activities that enables a more efficient use of staff resources. -Affecting inventory control enabling better spare parts forecasting to eliminate shortages and minimize existing inventory. -Maintaining optimal equipment performance that reduces downtime and results in longer equipment life.

CMMS implementation

What follows is an introduction to the steps you can take to ensure your CMMS implementation is a success.

1) Determining the Scope of Your Project Stop and think before you buy. One of the top five reasons for implementation failure is wrong CMMS selection. You need the right CMMS for your application, and the scope should be defined before you select the package. What exactly are you looking for your CMMS to do? What modules are critical to your business now equipment, preventive maintenance, etc.? Can some modules such as purchasing wait awhile? How do you see your company using CMMS after two or even five years? 2) Getting Management Commitment Often executive management doesnt have a clear conception of CMMS and the types of initial and ongoing resources that must be committed to the project. Aside from the acquisition software cost, there are ongoing costs for maintenance, training, data gathering and data entry, to name a few. Make sure these costs are included in the project estimate to give upper management a full picture of the time and budget required for your project. This will help you to receive their commitment for the full project.

3) Planning Your Project Think about your implementation from start to finish. What are the key milestones? Determine who will be implementing the CMMS, who will be gathering data and what types of data they will be gathering. Figure out a parts numbering scheme, an equipment ID scheme, location schemes, and labor and material charge accounts. Define code tables as a team during the planning phase such as work order type, work order status and completion remark codes. Some initial planning can reduce confusion later. 4) Preparing for Change Employees may see the CMMS as a tool that will replace them in the future, and workers are fearful of anything that may put them out of work. Its important to get all of your employees involved early. Are certain workers resistant to the change? One resistant worker now can cause unnecessary obstacles later, leading to failure.

5) Training CMMS is a sophisticated application and will require training for all employees using the system. Dont make the mistake of underestimating your training requirements. There will need to be initial software training from the CMMS vendor and ongoing (or internal) training for your employees. Every organization implements CMMS in a different way, and your employees need training on your specific CMMS use. As new employees are hired, they will need training, too. Timing of training is also important. 6) Data gathering Gathering all of the necessary and usable data your employees will need to enter into the CMMS is usually the biggest culprit in any implementation project failure. Effectively gathering all of the data will usually require 6 to 12 months of committed manpower resources. Determining what data will be gathered (equipment model, serial numbers, cost, warranty data, preventive maintenance, procedures and frequencies, parts and parts information) and how that data will be gathered is a key component of your implementation plan.

7) Data Entry Youve planned out your implementation, purchased your system and gathered your data. Having a solid plan for how to enter the data into the system will deter confusion later. Who will do this job? There are outside contractors to consider, current employees to tap or temporary hires. Next, you need to determine the best method of entering in the necessary day-to-day information that the CMMS will manage. Should an administrative assistant enter in completed work orders at the end of the day or will each maintenance technician enter in his or her own completed work orders? 8) Reports and Analysis Having four or five effective and usable reports is far more productive for your system than having hundreds of reports that no one will access. Think about who will be analyzing these reports on a day-today basis. What decisions will be made based on the analyses? Also, ensure that your reports are giving you the information you need to understand short- and long-term trends in maintenance operation.

9) Follow-up and Continuous improvement Dont just use the CMMS as a record-keeping tool to keep lists of your assets and their parts. Spreadsheets can do that. Make sure your employees know the full functionality of a CMMS and plan ways to improve your use of it in the future. A CMMS gives you the ability to look at a massive amount of track able data. Is someone looking at the data? How can you spot trends, analyze them and take corrective action? For example, are there failures with a specific piece of equipment or a part? The CMMS can help you determine why those failures are happening. 10) Links and Attachments Take advantage of all that a CMMS has to offer. Some systems allow you to add various types of documents (Word, PDF, scanned copy, digital pictures, audios, videos or Web links) to records. Is someone the only maintenance technician on the floor who can repair a specific machine? What happens when he retires? With CMMS attachments, after a few years, anyone can access the information saved by technician to see how the repair can be completed. The attachment tool is also handy for attaching PDF versions of original manuals, training guides and other paper-only materials that can easily be lost.

CMMS Modules
A basic CMMS includes:1. Equipment data management 2. Preventive maintenance 3. Labor 4. Work order system 5. Scheduling/planning 6. Vendor 7. Inventory control 8. Purchasing 9. Budgeting

1-EQUIPMENT DATA MANAGEMENT

-This module is used to define all pieces of equipment/asset, spare parts, run time, and safety procedures, and to set up schedules for PM. -You can add new pieces of equipment to the database, define relationships among equipment, enter and track equipment locations. -You can maintain complete maintenance history on equipment through WOs, which enables you to make decisions on replacing or repairing equipment. -This kind of reporting can save time in analysis during an equipment life cycle. -Equipment module interacts with PM, labor, WO, inventory, and purchasing .

2-PREVENTIVE MAINTENANCE
-Most equipment need periodic maintenance to ensure uninterrupted efficient operations. - You can use the PM module to create PM records and generate WOs. - PM records contain task description, material, and labor information. - A PM record specifies work to be performed regularly based on calendar time or run time such as hours or miles. -The PM interacts with equipment, WO, labor, and inventory modules.

3-LABOR
This module keeps track of maintenance employees information including the hourly wage rates for cost calculations upon closing or updating a WO. You can create craft categories representing group of employees, for example, mechanics. You can also enter shift, vacation, and sick time information, which can be used for scheduling purpose. This module can be used to generate time cards for maintenance employees.

4-WORK ORDER SYSTEM

WO is heart of a CMMS. This module would allow you to generate, print, and complete WOs. It stores all preventive and corrective maintenance WOs while work is either going on, or planned for in the future. It can also serve as a powerful tool for cost estimating. -Once you enter the labor, material, and outside cost information, the system will calculate the estimated cost of the project. You should be able to accommodate both unplanned work (emergency) and planned work (scheduled). WOs can be created for a piece of equipment/asset. -All the work requests are generated through work request module or WO module. - If a work request module is used, each request gets converted into a WO. The information stays in there until the work is finished. Upon completion, the record is transferred into the work history file. Mobile technology with CMMS shows how a CMMS with mobile technology can minimize the steps in WO completion process.

5- SCHEDULING/PLANNING
-CMMS allows you to plan and schedule WOs based on available resources such as manpower, parts, and equipment. -The information required for this purpose comes from other modules such as equipment (availability), PM (schedule, material, and labor requirements), labor (manpower availability), inventory (material availability), and purchasing (parts on order information) .

6-VENDOR

This module stores information about your suppliers. These are companies you purchase parts, equipment, or services (such as maintenance or outside contractors) from. It contains information such as name, address, phone, fax, email, and payment terms for each vendor.

7-Inventory control
-Managing inventory is an important part of maintaining any plant/ facility. -Inventory control keeps track of items in stock, indicates when stock falls to user-defined reorder points, creates purchase orders (Pos) to restock needed items. -It keeps track of locations for each part. -This module keeps track of quantities in stock. -You can specify a reorder point (ROP) and an economic order quantity (EOQ) for each item. -When the parts reach ROP, CMMS generates a requisition for those parts and a PO upon approval. -Most CMMS treat ROP and EOQ as input. -The calculations of these can be complex and there are many different models for these computations.

8-Purchasing
The purchasing module enables you to create and process purchase requisitions, and Pos . You can order, receive, and track both materials and services. There are two steps to purchasing with CMMS: Requisition . Actual issuing of the purchase orders (Pos) .

9-Budgeting
This module allows you to set up various budget accounts and allocate . funds to each account (e.g., repairs, PM, projects). Every time a transaction takes place (e.g., WO, parts issue), the cost is charged to the appropriate account number. CMMS keeps track of money spent toward each account It serves two purposes: 1. To control the expenditure . 2. To help set up budget for the following year .

Evaluating commercial CMMS

Vendor reputation & experience . technical support (mail, phone, remote access,) . Investment timeline and total cost of ownership. Software (user friendly) What modules are covered (standard or option). Need special software or standards software such as Microsoft . Fit work flow? Accept data from existing CMMS? number of users (unlimited?). Training (more detailed specifications in CMMS document).

Design plan of locally developed CMMS

If no commercial package meets the needs of the user, a CMMS can be developed locally by an internal software development team or with a contractor. If the decision is to go with an internal team, it is important to recognize that a team of professionals will be responsible for defining the requirements for the application, testing, and eventually maintaining and updating the software. If such support will not be available in the long term, it is better to consider an external contractor. In either case, during development, a significant amount of staff time is required for design and testing of the system. .

Any additional work expected of staff should be planned with regard to their normal work activities. Once designed, the institution must ensure that the source code is updated and stored securely . In order to benefit from the experiences of others, a review of the literature on locally and commercially produced CMMS is best performed before locally developing a package . Once the basic design is accomplished, the automated procedure is operated with test data and the whole design is improved according to feedback obtained from system users.

In general, the decision to develop a local CMMS is justified only when commercial packages do not meet the specific requirements of the organization.

Challenges facing the implementation of CMMS

Locally developed or commercial CMMS There is no one standard solution . Commitment is a major challenge -Need to raise awareness . Budget limitations -Proper budget planning and allocation is needed

IT infrastructure -Study IT infrastructure and then decide connection .

Limited feedback in case of locally developed CMMS -Must establish internal feedback and update mechanism . -Make use of commercial CMMS features and updates . Ownership of source code -This must be clearly stated in the contract .
Language of CMMS -Locally developed CMMS have advantage here .

CASE STUDY

COGZ software

File: The File Menu provides access to all functions of system setup including purges, resets, and access to COGZ optional modules.
Edit: The standard Windows edit menu. Setup: This is where the support databases are located. Work: The Work Order Menu provides access to the Work Order system . . Equipment: The Equipment Menu provides access to the Equipment/PM system. Inventory: The Inventory Menu provides access to the Inventory system.

Purchase: The Purchasing Menu provides access to the Purchasing system. Report: All reports are located here. Window: The standard window control menu.

Clear: Closes open Windows to clear the desktop. WOs: Provides quick access to the Work Order List. Equipment: Provides quick access to the Equipment List.

Inventory: Provides quick access to the Inventory List.

PO's: Provides quick access to the Purchase Order List. Vendor: Provides quick access to the Vendor List.

Notes: Provides quick access to the General Note List.

Requests: Provides quick access to the Work Order Request system.