Computerized Maintenance Management Systems (CMMS)

If You Can't Measure It – You Can't Improve It

As Facility Managers, we have the exciting responsibility to demonstrate our skills, and to enhance our ability to deliver on the International Facility Management Association (IFMA) core competencies of:

• Operations & Maintenance
• Project Management
• Finance
• Real Estate
• Communication
• Quality Assessment & Innovation
• Technology
• Leadership & Management
• Human & Environmental Management

Add the responsibilities of documenting processes and procedures for Sarbanes-Oxley, OSHA, and industry specific credentialing; the importance of using an integrated computerized maintenance management system, or CMMS, is almost mandated. Selecting from the growing number of products requires some simple analysis of your operations and responsibilities. Determine the advantages of a web-based offering versus an in-house server product. How would each serve your needs in communicating with outside providers or in the delivery of emergency preparedness documentation and business continuity responses in an emergency?

Assuming you don't have management software already in place, how do you intend to implement the CMMS program? Many find advantages in selecting a scalable system for the initial data gathering process and ability to grow or shrink as the business environment changes. Entering data through simple import tools may make conversion from your current Excel Spreadsheet an easy option, while others may opt to purge outdated records and implement a barcode or RFID tagging system as part of the evolution to asset management through computerized facility management. Phased implementation by department, building, or region can assure smooth transition and minimal duplicity of effort.

Establish the essential criteria for selection of the software/firmware finalists:

• Tracking internal and external work orders.
• Scheduling preventive maintenance.
• Capturing maintenance costs.
• Document maintenance history for life-cycle cost analysis.
• Project scheduling and task execution.
• Timely and accurate information for reporting.
• Asset management.
• Statistical performance metrics for trend measurement.
• Integrated performance grading systems for maintenance staff and service
• providers.
• Collaboration with service providers and tenants.
• Monitoring real estate lease expirations.
• Providing electronic evacuation plans.
• Unlimited users.
• Ability to create unique designators appropriate for your industry.
• Communications tools for critical messaging and keeping everyone informed.
• Scalable to size of facilities.

Reducing operating costs continues to be the common goal of most facility managers. Managing the allocation of staff and tracking the efficiency of outside service providers can best be documented and analyzed through reports generated from a computerized maintenance management system. This allows you to compare the true life cycle costs of similar products or devices such as fluorescent lamps or ballasts.

Project management criteria can be applied to repetitive maintenance functions such as scheduled testing of a back-up generator, so consistent levels of maintenance are enforced and documented. Integrated notification to all servicing technicians (internal staff and/or contracted service provider) of any changes in scheduling of the preventive maintenance should be associated with all dependent tasks.

Communication will always be the key to successful management. An integrated work order software system can automatically send acknowledgements of each service request, notices of assignment, and completion of the work, resulting in enhanced levels of facilities service. It also builds relationships, as more corrective maintenance functions are performed behind the scenes as exemplified through remote adjustments in temperature over Direct Digital Control (DDC) systems. It is important the requestor know their issue is being handled and corrective actions taken. Integrated call tree communication is paramount in the event of any emergency to keep management and emergency team members informed, and to coordinate critical assignments. The resultant documentation is an essential component of risk management within an emergency preparedness program.

As more out-tasking or out-sourcing permeates the industry, facility managers need internal documentation of work performed to evaluate service quality and validate invoicing. Consolidated history of maintenance on each asset reduces duplicate troubleshooting and redundant repairs. Ultimately this should reduce the time to make repairs and lower associated maintenance costs. Incorporating PDF versions of service manuals provides instant access to the technician, further expediting repairs. Requiring essential vendors to submit electronic documents and preventive maintenance routines can become a standard for future remodeling and construction projects, or preventive maintenance contracts of mission critical equipment.

Cost effective Computerized Maintenance Management Software is available today that can help you attain improved operational efficiencies to manage better with less. These measurement tools provide the means for you to make improvements and support today's fast changing business environment.