computerized maintenance management system | may 15, 2015 1 |1 | computerized maintenance management...

Computerized Maintenance Management System | April 18, 20231 |

Computerized Maintenance

Management System

Computerized Maintenance

Management SystemPresented By

[Presenter Name][Presenter Title]


Introduction - summary 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


Topic placementTopic 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 replacement


Innovative

technologies

Research and development based on needs

Health Technology Assessment

Regulations of medical devices

Approved Medical devices lists

Needs Assessments/

Selection

Procurement

Donations

User training and clinical effectiveness

Decommissioning, Replacement

Installation,

Inventories; CMMS, Maintenance

Post market surveillance and Adverse event reporting

Human resources for Medical devices

Glossary on Medical devices

Policies of medical devices

Approved high cost Medical devices


DefinitionDefinition

• 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,…


ImportanceImportance

• 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– it improves maintenance practices– helps staff to respond faster


Purpose of documentPurpose 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.


Phase 1

Evaluation Phase 2

Selection

Phase 4

Installation

Phase 3

Data collection

Phase 5

Configuration and customization

Phase 6

Data entry

Phase 7

Training

CMMS implementation


Inventory moduleInventory module

Basic elements of the inventory module – 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


Table infrastructure for equipment inventory module


Work order module

Equipment fault logged on CMMS

Equipment fault Clinical engineering dept. notified

IPM procedures

Work order generated

IPM schedule

Pending work order (IPM or corrective)

Work order manager

Assign service provider

Inventory

Equipment history screen

Work order closed

Reporting system

Spare parts order manager

Stores manager

Parts receivedJob execution

Parts required to complete job?

Parts available?

No

No

YesYes

CMMS

JobCompleted?

Yes

No


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 department

Other possible modulesOther possible modules


• 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

ReportingReporting


Evaluating commercial CMMS 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)


HTM system

Activity 1IPM

Activity 2Corrective maintenance

Activity 3Quality control

Activity n …

Individual procedure steps

Determine fields referred to in procedure

Design database tables

Program fields

Assign primary and secondary fields

Design tables cross-referencing

Design data entry screen

Design screen cross-referencing

Determine procedure activities

Create screen required for activities

Program activities fields

Program activities of procedure

Establish follow-up activities

Determine needed approvals

Determine personnel-approval link

Establish security levels

Determine output data

Design report screens

Program report fields

Consult clinical engineers

Design plan of locally developed CMMS Design plan of locally developed CMMS


ChallengesChallenges

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 connection


ChallengesChallenges

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 CMMS


Resources availableResources available

1. 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 system’s 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.

J ournal of Clinical Engineering, 31:46–60


Case study – JordanAll elements of the national HTM system are automated

Case study – JordanAll elements of the national HTM system are automated

The Automation System


Screen example Equipment history screen

Screen example Equipment history screen


Working group sessionWorking group session

4 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 recommendations End


WHO Medical Device technical SeriesWHO Medical Device technical Series

Training 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


Thanks!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.

computerized maintenance management system | may 15, 2015 1 |1 | computerized maintenance management...

Documents

maintenance operations

maintenance practices

maintenance block

inventories cmms

medical devices htm

topic placement cmms

developed cmms challenges

cmms different components