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TRANSCRIPT
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.
