cmms training module
TRANSCRIPT
Computerized Maintenance Management SystemPresented By [Presenter Name] [Presenter Title]
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Computerized Maintenance Management System | January 11, 2012
Introduction - summary Topic placement within HTM tools Definition of CMMS Importance and purpose of CMMS CMMS implementation CMMS modules Evaluating commercial CMMS Design plan of locally developed CMMS Challenges facing the implementation of CMMS Available resources Case study from Jordan Working group session Acknowledgments and contact
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Computerized Maintenance Management System | January 11, 2012
Topic placement CMMS is found within the maintenance block in the flow chart (next slide). It can be used to automate: Inventory management of equipment and spare parts Corrective maintenance including all phases of the work order Preventive maintenance programs Follow up of equipment status
Other elements can also be included to establish a fully automated HTM such as: needs assessments donated or procured equipment equipment replacement3|Computerized Maintenance Management System | January 11, 2012
Innovative technologies
Regulations of medical devices Research and development based on needs
Approved high cost Medical devices
Approved Medical devices lists
Needs Assessments/ Selection Donations
Post market surveillance and Adverse event reporting
Installation, Health Technology Assessment Procurement Inventories; CMMS, Maintenance
User training and clinical effectivenes s
Decommissioning , Replacement Policies of medical devices Human resources for Medical devices Glossary on Medical devices
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Computerized Maintenance Management System | January 11, 2012
Definition Definition of Computerized Maintenance Management System (CMMS) CMMS is a software package that maintains a computer database of information about maintenance operations In HTM, the CMMS is used by clinical engineers to collect, store and analyze data on the inventory, corrective and preventive maintenance in addition to other activities related to medical devices
HTM involves complex parameters: Class No, Priority, risk, down time, HTA, safety of patient & clinical staff, adverse events,5|Computerized Maintenance Management System | January 11, 2012
Importance Allows for standardization of all information within a HTM program Allows for assessments of equipment reliability and performance using measures such as: Down time (DT), mean time between failures (MTBF), mean time to repair (MTTR), Life Cycle Cost (LCC),
Identifies user training needs based on failures due to user error Tracks clinical engineering staff performance Minimizes downtime because 6|
it improves maintenance practices helps staff to respond fasterComputerized Maintenance Management System | January 11, 2012
Purpose of document The purpose of this document is to provide a tool to guide clinical engineers, in adopting and implementing a CMMS. The reader will get an understanding of the CMMS different components. The reader will get an understanding on how to select or locally develop a CMMS that best suits their needs. High-level managers and policy makers may wish to read this document to further their understanding of managing medical equipment and to enable informed decision-making.7|Computerized Maintenance Management System | January 11, 2012
CMMS implementationPhase 1 Evaluation Phase 7 Training Phase 3 Data collection Phase 6 Data entry Phase 5 Configuration and customization8|Computerized Maintenance Management System | January 11, 2012
Phase 2 Selection
Phase 4 Installation
Inventory module Basic elements of the inventory module 9|
Equipment inventory number Equipment description (type) and class code Manufacturer's name and code to identify manufacturer Model and serial numbers Manufacturer & vendor details (name, code, ) Purchase price & installation date & location Warranty expiration date as indicated by the purchase order PPM procedure reference Maintenance responsibility Status flag to indicate the current status of the equipment Other customizable fields
Computerized Maintenance Management System | January 11, 2012
Table infrastructure for equipment inventory moduleEquipment model table
Equipment type tableEntered values Equipment code and name
Entered values Manufacturer name and code Equipment model number Stored values Safety responsibility Parts list Trained staff names and codes
Equipment location tableEntered values Facility name and code Building code Department name and code Stored values Building default values Trained operator Peripheral store code
Stored values IPM procedures IPM frequency Risk level Staff responsible
Entered values Inventory number (auto- generated) Installation date Seller code and name Accessories and software Purchase order number (purchase price)
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Computerized Maintenance Management System | January 11, 2012
Work order moduleEquipment fault Clinical engineering dept. notified Equipment fault logged on CMMS
InventoryCMMS
IPM schedule
Work order generated
IPM procedures Work order manager Pending work order (IPM or corrective)
Equipment history screen
Reporting system
Work order c losed
Spare parts order manager
Assign service provider
Yes
No Stores manager Parts required to complete job? No Yes Parts available?
Job Completed?
Yes Parts received
Job exec ution
No
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Computerized Maintenance Management System | January 11, 2012
Other possible modules Contracts management module Spare parts management module Quality assurance Technical (safety of medical equipment) Equipment performance DT, LCC, compliance, failure analysis Cost monitoring
Planning (needs planning, technical specifications) Other modules according to size, structure and scope of responsibilities of the clinical engineering department12 |Computerized Maintenance Management System | January 11, 2012
Reporting Types of CMMS reports Pre defined Customized
Export report selected data fields in different formats for report generation by (e.g. MS Excel, MS Access, Fox Pro, etc.)
Characteristics of the reporting system: Speed of report generation Range covered by reports Flexibility of customizable reports Ease of use and simplicity
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Computerized Maintenance Management System | January 11, 2012
Evaluating commercial CMMS Vendor reputation & experience (HTM field & region) technical support (mail, phone, remote access,) Investment timeline and total cost of ownership (annual fee,..) 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? Scalable, single / multi-facility, number of users (unlimited?) Training (more detailed specifications in CMMS document)14 |Computerized Maintenance Management System | January 11, 2012
Design plan of locally developed CMMSHTM systemActivity 1 IPM Activity 2 Corrective maintenance Activity 3 Quality control Activity n
Individual procedure steps
Determine fields referred to in procedure
Determine procedure activities
Determine needed approvals
Determine output data
Design database tables
Create screen required for activities
Program fields
Program activities fields
Assign primary and secondary fields
Program activities of procedure
Determine personnelapproval link
Design report screens
Design tables cross-referencing
Design data entry screen
Design screen cross-referencing
Establish follow-up activities
Establish security levels
Program report fields
Consult clinical engineers
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Computerized Maintenance Management System | January 11, 2012
Challenges Locally developed or commercial CMMS Detailed literature search on available 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 Consider phases
IT infrastructure Study IT infrastructure and then decide connection16 |Computerized Maintenance Management System | January 11, 2012
Challenges 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
Time of clinical engineering staff when developing local system must be taken into account when deciding to develop local CMMS17 |Computerized Maintenance Management System | January 11, 2012
Resources available1. Duke University Health System, Clinical Engineering. Durham, NC, Duke University Health System Department of Clinical Engineering, 2010 (http://clinicalengineering.duhs.duke.edu/). 2. Cohen T et al. Computerized maintenance management systems for clinical engineering. Arlington, Association for the Advancement of Medical Instrumentation, 2003. 3. Barta RA. A computerized maintenance management systems requirements for standard operating procedures. Biomedical Instrumentation and Technology, 2001, xxx. 4. ECRI Institute (http://www.ecri.org) 5. Mobarek I et al. (2006). Fully automated clinical engineering system.Journal of Clinical Engineering, 31:4660
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Computerized Maintenance Management System | January 11, 2012
Case study JordanAll elements of the national HTM system are automatedTender Requirements
Equipment Planning
Equipment Reception
Reporting System
Warranty Control
Equipment inventory
The Automation System
Preventive & corrective Maintenance
Technical library control Contract Managemen t
Quality Control
Equipment Scrapping
Spare Parts Control
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Computerized Maintenance Management System | January 11, 2012
Screen exampleEquipment history screen
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Computerized Maintenance Management System | January 11, 2012
Working group session4 working groups Group 1: commercial CMMS & Group 2: locally developed CMMS Advantages & disadvantages Implementation challenges & recommendations
Group 3: impact of CMMS on HTM & group4: impact of CMMS on health system Cost effectiveness Safety (patient & user) Challenges and recommendations21 |Computerized Maintenance Management System | January 11, 2012
End
WHO Medical Device technical SeriesTraining module of : Computerized maintenance management system Developed by Dr Iyad Mobarek April 2011 Global Initiative on Health Technologies, WHO Supported by the Bill & Melinda Gates Foundation
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Computerized Maintenance Management System | January 11, 2012
Thanks!Contacts: http://www.who.int/medical_devices/en/ mailto:[email protected] Phone: + 41 22 791 1239 Fax: +41 22 791 48 36 Skype: WHOHQGVA1 (then dial 11239) Other: (presenters name and email) Objective: to ensure improved access, quality and use of medical devices.23 |Computerized Maintenance Management System | January 11, 2012