author: liam fitzpatrick - pemac · pdf file3 what is a mms? a computerised maintenance...
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PEMAC Whitepaper
Comprehensive CMMS Guide
Author: Liam Fitzpatrick
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What’s Inside?
What is a CMMS
Key Benefits of a CMMS
CMMS Basic Features
Asset Management
Fleet Management
Inventory Management
Work Order Management
Preventative Maintenance
Reporting
CMMS Advanced Features
ERP Integration
Maintenance Intelligence
System Validation & Compliance
Calibration
PEMAC Assets
Managed Maintenance. Simplified
Author: Liam Fitzpatrick
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What is a CMMS?
A Computerised Maintenance Management System (CMMS) is a software
developed specifically to simplify, streamline and improve maintenance
management processes and procedures. A CMMS will allow your staff greater
vision and help decrease maintenance cost, reduce downtime and increase
the amount of planned maintenance you undertake.
In the past, many organisations overlooked the maintenance department and
saw it as almost a separate entity. The necessity of having a CMMS has grown
in recent years due to the adoption of lean strategies with maintenance
departments coming under scrutiny in an attempt to increase productivity and
decrease costs.
CMMS Software has evolved over time and now enables organisations to use
maintenance data to make better, more informed decisions and improve the
bottom line. Return on Investment (ROI) for expensive equipment is
maximised through computerised maintenance management system software
by achieving minimal equipment downtime and extending asset life.
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7 Key Benefits of a CMMS
Implementing the right CMMS can have a very positive effect on operational
performance within an organisation. A CMMS can help your organisation run
smoothly, increase productivity and save money.
Reduce downtime and increase equipment life
Use a combination of preventative and predictive maintenance to ensure you
get the most from your valuable assets. By keeping assets in good condition,
you prolong the asset lifecycle. This can benefit the bottom line greatly
through ROI, an increase in uptime, a more effective maintenance program
and an increase in production.
Better control your resources
Through effective management of spare parts and leaner stock control, Make
sure you keep the right balance based on the predictions of your CMMS.
Automate the ordering of parts and stock which will reduce labour and
material cost.
Increase Accountability and Transparency
Understand your equipment and how to get the most out of it, ensure your
staff are held accountable for actions and are focused on completing the task
with a reliable, proven solution rather than spend money needlessly on
repairs. If it needs to be replaced, replace it.
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Increase Vision – Improve Decision Making
A CMMS should have a built-in business intelligence tool that allows you to
track progress and KPI’s at numerous levels across the organisation.
Maintenance information will be collected, using historical data to provide
insights and analyse how processes work. From the maintenance team to top
level management, these insights can help and lead decision-making for long-
term business success.
Integrate with third party systems
Top CMMS software packages integrate with all well-known third party
financial, production, supply chain, spares management and smart systems.
This real-time integration improves the efficiency, accuracy and economic
benefit of maintenance management system.
Ensure Compliance and Higher Standards
Full asset and part history should be available at the click of a button, this is
particularly important in regulated industries. Show how you inspect, repair
and keep track of all equipment. Health, safety, and environmental standards
tracking (FDA or ISO 9000) are available for certain industries.
Reduce your Carbon Footprint
Become more environmentally friendly and reduce waste and power
consumption. Many operations are going green, CMMS will empower good
practice and make this possible. Ensure and prove certain condition and
standards are met, for example, corrective work orders on potentially
hazardous equipment.
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CMMS Basic Features
Asset Management
Productivity and reliability are key factors that determine the success of a
company. Competition is at an all-time high with the improvements in
technology, growth of knowledge sharing and increased threat of new entrants
all coming together in what is now a global marketplace.
It is imperative that companies get the most from their important assets.
Assets can be:
Office / Store Equipment
Factory Machinery
Buildings
Fleets
All Assets need regular, recurrent maintenance and eventually will need a full
replacement. With a CMMS this is a data-driven strategy to ensure you get the
best from all of your assets and effectively managing the lifecycle.
Asset Management helps Maintenance Managers and Engineers track the
following:
Asset Register (history, warranty, lifetime information, purchase
information)
Machine Spare Parts (location, cost, re-order time)
Service History and Contracts
Asset Monitoring
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Fleet Management
A fleet is a collection of vehicles owned or leased by an organisation. The
following are a few examples of fleets that benefit from the use of a CMMS:
JCDecaux (Dublin Bikes) Domino’s Pizza Delivery Postal Service Airline Fleets
Understanding your equipment is key here. A CMMS can help a company’s
fleet of vehicles by:
Managing Maintenance – Replace Parts before breakdown – keep your fleet
serviced right
Storing vehicle history including service history, fuel history and ensuring
compliance
Scheduling: optimise and track routes and times to provide a better service
to customers
Accident and injury prevention – track driver performance
Infrastructure Management
This is focused on assets such as:
Roadways Bridges Dams Sewer Lines Processing Plants
These can be either government or private owned and is of the utmost
importance to our environment and to society, very often going unnoticed
until something goes wrong.
Key infrastructure assets need to be as economically efficient as possible.
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Inventory Management
This is different to asset management as it is focused on the storage,
transportation and supply of products to be sold or shipped. Asset
management refers to tools, parts and equipment.
Inventory management can make or break a company’s bottom line.
Ensure your stores are stocked and ready to go
Order the right amount of inventory
Manage store room space
Provide a full picture of ordering, stocking and tracking for management
Predictive Management
Predictive management is the next generation of inventory tracking /
management. This platform will automate the processes involved in ordering
inventory and will take into account:
Length of time production will take
Delivery time (including potential delays)
Quality Control
Optimum reorders time
GeoPost – CMMS Success Story
“Since implementing PEMAC we can see exactly what stock we hold and where it’s held. It has given us greater visibility across multiple sites. We can track all costs associated with our spare parts inventory and because spares are linked to the asset they are used on, we can measure the cost of maintaining each specific piece of equipment”.
Over the years, the level of service we have received has been excellent and this was central to our decision to roll out the system to a number of our other sites
I would highly recommend PEMAC to any company as it enables effective stock and spare parts management which will save you time, money and manpower”.
Maintenance Manager, GeoPost
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Work Order Management
Maintenance Managers handling work orders can see their workloads peaking
at certain times, meanwhile, they don’t have time for in-depth scheduling but
need to be on top of everything as most companies cannot afford to have any
downtime.
Routine preventative maintenance on the right machines, at the right time,
needs to be organised and a maintenance manager needs to have full control
over factories or warehouses and get the most out of valuable assets.
A work order can be defined as a request to perform maintenance on an asset.
Work orders generally fall into two categories:
Corrective – It’s broken, so you fix it
Preventive – It’s not broken but you carry out a regular service to ensure it
doesn’t break
The focus is to move to preventative completely, however, you can always be
taken by surprise with an unplanned event that needs to be resolved quickly.
Work Order Management, key outcomes:
Producing Orders
Generating Reports
Tracking
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Preventative Maintenance
Preventative maintenance will allow you to:
Extend the lifetime of important assets
Reduce Downtime
Increase production levels
Reduce Maintenance cost over time.
Preventative maintenance will help schedule repairs ahead of time and at the
right time using a number of key factors, a CMMS will analyse and create this
strategy. Key factors taken into account are age, frequency of use,
maintenance history etc.
Alerts
Following preventative maintenance, a critical aspect is that a CMMS will notify
the right people at the right time along with a calendar function to plan repairs
when your asset needs maintenance.
Schedule maintenance at non–critical times for your machine.
Reporting
A key function of a CMMS System and quite possibly the most important.
Accurate and timely information are key if a CMMS is to support decision
making. Big data is a big thing, we need a reporting feature to analyse this.
A good CMMS will have a number of pre-set reports focusing on KPI’s and the
option to generate custom reports, quickly and easily.
Common KPI’s measured:
Work Orders Mean Time to Repair Mean Time Between Repair Maintenance Costs vs Replacement
Downtime vs Uptime Asset Availability / Lifespan Inventory Total Cost to Maintain
Liam Fitzpatrick
Marketing Manager
Tinryland Carlow
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CMMS Advanced Features
Technology continues to advance at an alarming rate and new products and
features are coming to the market on a day to day basis. It is now more
important than ever for an organisation to adopt lean manufacturing, reduce
costs where possible and increase output.
CMMS has moved to the cloud, with a multi-tenant architecture numerous
clients can access the same application through their unique accounts and
have access to all the same features. Clients no longer need a dedicated IT
team and vendors are offering support at a faster and higher level than ever
before.
Features offered by top CMMS Vendors:
Lower storage costs
Fast implementation
Mobile Access
Predictive Maintenance
No unplanned downtime
Affordable Monthly Packages
Integration Options
Cloud or In-House server options
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ERP Integration:
The value of effectively integrating your CMMS with other enterprise systems
throughout your organisation is huge. A top provider will handle this
integration for you.
Key benefits of ERP and CMMS Integration Include:
Maintenance Managers, Technicians and Engineers will benefit from having data from your ERP and other systems, but only need to use and understand a single system – your CMMS
You will have an overall view of your operational facility as the power and data from your ERP will combine with the accuracy of your CMMS increasing operational vision and giving you the opportunity and information necessary to make big decisions
The reporting process is simplified - automatic syncing between the two systems will result in real time updates and correlated information
Redundant data entry will be a thing of the past as your systems will feed into each other, automating this process entirely
Increase in levels of responsiveness, both internally and externally as data is analysed in real-time
Huge increase in accessibility to data; various business functions can take advantage of access to maintenance data and in turn, the maintenance department can take advantage or enterprise driven data
All suppliers can be invoiced through one system – purchases and orders from the maintenance department will be mapped directly to the ERP system for action
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Maintenance Intelligence
Maintenance & Engineering are often seen as a cost to the Business rather than bringing value. This perception can be changed with the right approach and planning.
An advanced CMMS will enable you to move away from 'fire fighting'. Preventative Maintenance isn't about spending a budget. It’s about visibility, availability and value. It's about Maintenance Intelligence.
Existing Approach
Asset Register allows you to record
key assets with key information link in
manuals and Risk Assessments.
Asset Register allows you to record
spares used on the asset along with the
status of all work related to the asset.
The Work Order module allows work
to be planned, allocated and
prioritised.
History of Work completed to be
used in Audits, show completion levels
and track costs.
Maintenance Intelligence Approach
Helps set the Preventative Maintenance
interval by showing you the Mean Time
Between Failure (MTBF) for each Asset.
Display the current cost of Maintenance
versus the replacement cost of the asset
allowing you to justify Capital Replacement
decisions.
It should predict bottlenecks and
display the volume of Planned and
Unplanned Work, helping to identify
patterns and manage your workload.
The History module should
automatically identify high failing assets,
recurring problems and exceptional costs
prompting the correct remedial action.
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System Validation & Regulatory Compliance
An advanced CMMS will come pre-validated for industry specific regulatory
compliance your organisation may adhere to. This will result in a smoother
installation and lower costs for you. As the validation will be upgraded it makes
the system more cost effective to maintain and increases compliance levels
within your organisation.
CFR 21 Part 11
For example, in order to be 21 CFR Part 11 compliant a CMMS must ensure
that:
Any change to any record is captured in the audit trail and these entries are time stamped with additional information including operator name and why the record was changed.
The system provides adequate security to prevent unauthorised modification by ensuring role-based access and preventing users from directly updating the database.
The software employs electronic signatures for any transaction into the system.
Vendors must also plan for disaster recovery and analyse and remedy potential risks.
ISO 55000 Standards for Asset Management
The ISO series is comprised of three standards:
ISO 55000 provides an overview of the subject of asset management and the standard terms and definitions to be used.
ISO 55001 is the requirements specification for an integrated, effective management system for assets.
IS0 55002 provides guidance for the implementation of such a system.
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Calibration
In a regulatory environment where the accuracy of instruments is a critical
aspect to the safety and quality of an end product, a calibration management
system can be crucial.
Regulations
21 CFR Part 211: “Current Good Manufacturing Practice for Finished
Pharmaceuticals”
21 CFR Part 11: “Electronic Records; Electronic Signatures”
Annex 11 in the EU GMP Guidelines
FDA/EMEA regulations
ISO 9001:2008
Benefit of using a CMMS with Calibration Management?
Organisation Wide:
Reduce Cost
Improve Quality Levels
Increase Efficiency
Calibration Management Level:
Analysis
Documentation
Execution
Decision Making
Future Planning
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PEMAC have been in operation for over 30 years and are experts in asset
management and health and safety software
PEMAC Assets is a 5th generation, dedicated Enterprise Asset
Management System.
Web-based software product used to support cost reductions by
enabling companies to manage maintenance effectively and ensure that
manufacturing operations run with minimum downtime.
PEMAC can Integrate with 3rd Party systems for ERP, Purchasing,
Manufacturing Execution (MES) using our API
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PEMAC Food and Beverage Clients
PEMAC Pharmaceutical Clients
PEMAC Manufacturing Clients
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PEMAC Success Stories
“We’re very satisfied with the success of the implementation. It not only enabled us to achieve our
objectives, but it has continued to provide us with significant additional benefits for our operations. PEMAC
provided us with a high level of support throughout the process and continues to do so today. We would
have no hesitation in recommending PEMAC and their innovative software solutions to any company.”
Maintenance Manager, Rottapharm
“Since implementing PEMAC, I have the information and key data that is required at Production meetings. I
can provide a full overview on all the work completed, in progress and what work needs to be assigned.”
Engineering Manager, CG Power Solutions
“Since implementing PEMAC we can see exactly what stock we hold and where it’s held. It has given us greater visibility across multiple sites. We can track all costs associated with our spare parts inventory and because spares are linked to the asset they are used on, we can measure the cost of maintaining each specific piece of equipment”.
Over the years, the level of service we have received has been excellent and this was central to our decision to roll out the system to a number of our other sites
Maintenance Manager at GeoPost
www.pemac.com
Author: Liam Fitzpatrick