computerized maintenance management systems: (cmms) essential … · computerized maintenance...

Computerized Maintenance

Management Systems:

(CMMS)

Essential Features

and

Pitfalls to Avoid

Bill Gentles

ACCE

Presentation Outline

Introduction

Why Is a CMMS a useful Tool?

Why not Just use a Paper System or a simple

spreadsheet?

Essential Features of a CMMS

Develop your own system - Pros and Cons

Pitfalls to avoid in implementing a CMMS

Open discussion

2

Introduction

Background

3

Why Is a CMMS a useful Tool?

1. Inventory management

2. Reliability comparisons

3. Equipment replacement planning

4. Maintenance management

5. Custom reports

4

Why not Just use a Paper System

or a simple spreadsheet?

1. Paper system may be adequate for small

inventories

2. Inability to generate reports

3. A spreadsheet may be adequate for

initial inventory data collection, but has

serious limitations

5

Essential Features of a CMMS

1. Equipment inventory module

6

Essential Features of a CMMS

2. Unique asset

number for each

device in the system

7

Essential Features of a CMMS

3. Standardized

equipment names,

manufacturer

names, model

names

8

Essential Features of a CMMS

4. Network addresses

and software

versions

9

Essential Features of a CMMS

5. Planned preventive maintenance module

10

Essential Features of a CMMS

6. Unscheduled maintenance module

7. Spare parts inventory and management

module

8. Contract management module

11

Essential Features of a CMMS

9. Standard and custom reports

10. Ability to import and export data in

standard excel spreadsheet format.

11. Multiple security levels

12. Simple backup procedure

12

Develop your own system - Pros

1. Complete control of functionality and content

2. Ability to integrate unique features and function into the system

3. Financial savings on purchases, upgrades and licenses of an off-the-shelf product

4. Ability to refine and modify the product over time to meet changing requirements and demands

5. No risk of a commercial software maker discontinuing a product or support

13

Develop your own system - Cons

1. Time and money for design and development

2. Costs of software development tools

3. Possible risk of not being able to keep up with

changing needs as software development is

not the primary role of the department

4. Dependency on a single person who may have

written the package, and risk of that person

leaving the organization.

14

Pitfalls to avoid in Implementing a

CMMS

1. Lack of a champion

for the system who

will troubleshoot

problems during

implementation and

who will set up the

backup procedures.

15

Pitfalls

2. Inadequate resources allocated to training.

3. Failure to recognize the cultural change that

will be required for successful implementation.

4. Failure to acknowledge the increased

workload of a CMMS

5. Failure to involve the IT department in the

initial planning

16

Pitfalls

6. Failure to select a system appropriate to

the computer resources available

7. Inadequate resources allocated to the

task of taking the initial inventory.

8. Inadequate resources allocated to

maintenance of the software

17

Pitfalls

9. Lack of standard systems and

procedures prior to implementation.

10. Lack of standardized names to describe

medical devices.

18

Pitfalls

11. Lack of standardized asset tagging and

numbering system.

12. Lack of an effective backup procedure.

13. Choosing a system that was not

designed for the healthcare environment

19

Pitfalls

14. Choosing a system that was primarily

designed for Facilities Management.

15. Choosing a commercial system that was

designed for healthcare in a different

economic environment.

20

Summary

Why Is a CMMS a useful Tool?

Why not Just use a Paper System or a

simple spreadsheet?

Essential Features of a CMMS

Develop your own system - Pros and

Cons

Pitfalls to avoid in implementing a CMMS

Bibliography

1. “Computerized maintenance management

system”, WHO Medical device technical series,

World Health Organization 2011, http://www.who.int/medical_devices/management_use/en/

2. Ilir Kullolli , “Selecting a Computerized

Maintenance Management System”, Biomedical

Instrumentation & Technology, July/Augst, 2008,

pp. 276 – 278.

Questions?

Discussion?

Billgentles@sympatico.ca

23