When Is It Time to Call in the Experts?
Expert consulting services can jumpstart software implementation or reconfigure current workflows. Maintenance professionals know you don’t send a plumber to deal with an electrical issue. It’s the same when it comes to CMMS software. It’s also far more cost effective to get an expert to do it right the first time. Expert Consulting Services A successful maintenance management program requires a solution set up right to work with your company’s assets and business processes. So, MPulse expert consulting services can help. Dedicated Account Manager Your MPulse Dedicated Account Manager is your personal MPulse consultant. The combination of your Dedicated Account Manager’s detailed knowledge about your organization and MPulse expertise ensures the ongoing success of your CMMS software implementation. So, you are always working with someone who understands your organization and has the knowledge to implement our software to meet your needs. MPulse Reset Expert Consulting Services Our MPulse Reset service helps you reconfigure your workflows and benchmarks, and then determine where adjustments to your software can help. It’s great for existing MPulse customers who’ve already worked through any of our other MPulse Software training and implementation services. MPulse Assess, Adjust, and Implement (AAI) Program The MPulse Assess, Adjust, and Implement (AAI) program begins with a comprehensive assessment of your current state and then concludes with training and services to assist you in implementing improvements. AAI is for MPulse customers who want to get more out of their implementation. It’s also an ideal option for “rebooting” a waning program or finding ways to squeeze more efficiency out of an already successful one. Expert CMMS Implementation Services If you’re just getting started with CMMS software, then MPulse has a wide range of expert implementation services to help. Assured Implementation Program The MPulse Assured Implementation Program (AIP) takes you from software purchase through successful implementation, without missing any critical steps along the way. Our most comprehensive program, AIP gets you through planning, data migration, installation, training, and “go-live” day. Multi-site Implementation Program This program also standardizes your workflow processes and reporting across locations. The MPulse Multi-site Implementation Program (MSIP) will take you from software purchase through successful implementation across two or more site locations, without missing any critical steps along the way. Data Migration Our data migration services will help you transfer your data safely and cost effectively, as well as reduce business disruption. Our data specialists perform data migration efficiently with minimal impact on your business operations. [related-content] Call in the experts! It keeps your maintenance staff doing what they do best—maintaining your critical assets to keep things running smoothly.
Cloud CMMS vs. Local Install: Which is a Better Fit?
Is a cloud or local CMMS software installation the best fit for your organization? The answer will depend on your needs. Cloud CMMS vs. Local CMMS Cloud CMMS software (sometimes called web-based CMMS software) is hosted by the vendor and accessible via any device with an Internet connection. Local installation (sometimes called on-premise or client-server software), however, requires your organization to host the software on its server and use its own network and hardware. Five Questions to Answer So, which one is right for you? Here’s five questions to answer. How much IT support do I have? Some organizations have extensive IT support options, but many do not. If you have an internal IT department, work with them to find the right option for your network. If you don’t, cloud CMMS software runs on external servers, so you don’t need IT support. Cloud CMMS also automates software updates, so you don’t have to worry about it. Do my users need to access the software via mobile devices? Mobile technology is a natural fit for the maintenance industry. Cloud CMMS enables maintainers to access data anytime and anywhere with Internet-enabled devices. However, whichever you choose, make sure it has an “any device” user interface that works on laptops, smartphones, or tablets. What’s the plan for data security and back-up? Your organization may already have a data security and back-up plan if you have an internal IT department with those skills. If you don’t, however, data is backed up and secured in a professionally managed environment with cloud CMMS. Therefore, you don’t have to worry about hard drive failures or data-loss catastrophes. How quickly will my needs change? The scalability of cloud CMMS means the software can accommodate changes in size or volume as your needs change. However, ask questions about scalability if you think a local install is right for you. What’s my budget? Every organization wants to maximize the budget. Web-based CMMS usually doesn’t require upgraded hardware in the office. Also, improved web-based and app-based user interfaces that mimic popular personal-use applications can minimize the learning curve on hardware and software, which reduces the cost of training. Options One option doesn’t fit all, so MPulse remains committed to giving our customers choices. Identify your organization’s needs to find what would work best for your maintenance team. Have questions? Leave a comment or contact us.
Lessons from a Reactive Maintenance Strategy
A reactive maintenance strategy is simple—when something breaks, fix it. And it’s still very common today in many maintenance departments. Replacing non-essential lightbulbs, fixing broken windows—a reactive approach works fine and makes sense for plenty of maintenance tasks. There’s a time, however, when it becomes more effective to move from reactive to proactive. That’s what happened to MPulse customer Gerry. The Value of Proactive Maintenance If you’ve ever had a day where something breaks at the wrong time (production equipment during the busy season or an HVAC failure during a heat wave), the value of proactive maintenance becomes clear. Gerry’s team had that day. They had six breakdowns on high-use assets that brought production to a screeching halt. His techs were trying to troubleshoot problems or find replacement parts, while Gerry and his foreman were on the phone with frustrated coworkers, angry bosses, and vendor reps. “We called it D-day,” he said. “The ‘D’ stands for dreadful—or for something else not suitable for polite conversation.” Afterwards, the team decompressed by talking about what they could do to prevent it from happening again. The first step was easy. Gerry explained, “We needed a proactive maintenance program that worked for us.” Getting a preventive maintenance program off the ground can feel intimidating at first. Gerry’s team started like many maintenance departments, with simple spreadsheets. But the limits of this manual system were soon evident. So, Gerry turned to CMMS software. CMMS Software for Preventive Maintenance CMMS software will generate a schedule of PM tasks, making it simpler to follow the manufacturer’s guidelines. Scheduling preventive maintenance (PM) tasks—replacing filters, conducting safety inspections, check oils and fluids—often prevents those stressful situations and emergency repairs, not to mention the expenses related to these types of breakdowns. You can schedule maintenance intervals based on time, usage, or on asset/part condition, which triggers a work order just before the point when system inefficiencies or failures begin to occur. Regular preventive maintenance tracking also ensures equipment is properly calibrated and lubricated. Ignoring preventive maintenance leads to more breakdowns. That translates into lost dollars and intense pressure on the maintenance team to get production running again. Proactive maintenance lowers costs, improves reliability, and helps with compliance reporting. Contact us to learn more.
MPulse Joins Other Local Companies to Support the McKenzie River Trust
MPulse Software, Inc (www.mpulsesoftware.com) believes strongly in supporting our local community by giving back. As part of that tradition, MPulse and other Silicon Shire companies are launching a two-week campaign to raise money for the McKenzie River Trust (MRT). MPulse looks forward to supporting the McKenzie River Trust each year. During the Silicon Shire for the River campaign, MPulse will join with other Silicon Shire companies to offer a gift-matching challenge. Every donation made to the campaign before October 11, 2019, will be matched dollar for dollar up to $5,000. The money will support MRT’s efforts to conserve and restore critical habitat and scenic lands in the McKenzie basin of western Oregon. “We’re proud to be a part of the Silicon Shire and its efforts to continue to make Eugene a great place to live, work, and play,” explained Jason Johnson, MPulse President. “We enjoy the outdoor activities and scenery of this special area, and we’re dedicated to preserving that experience for our current and future employees, their families, our customers, and the community we live in.” Located in the southern Willamette Valley, the Silicon Shire encompasses the Eugene-Springfield metropolitan area. Shire companies are technology businesses of all kinds that work together to expand the local infrastructure necessary to build and grow hi-tech business in the area, and to promote Eugene-Springfield as a hi-tech hot spot. “Projects like the Silicon Shire for the River campaign help us to maintain and improve the terrific quality of life we enjoy in this special region. That’s one of our biggest assets, and it truly helps attract great talent and great companies to the area,” Jason Johnson said. “Shire companies are dedicated to ensuring that what makes this place so extraordinary will always be here.” MPulse would like to invite everyone to participate in the Silicon Shire for the River campaign by… Spreading the word on social media with the hashtag #SiliconShireForTheRiver Learning more on social media at… Twitter: @McKenzRivrTrust Facebook: McKenzie River Trust Instagram: instagram.com/mckenzierivertrust/ Donating online via the Silicon Shire on the River fundraising page. Donating by mail: McKenzie River Trust at 1245 Pearl St, Eugene, OR 97401
Take Multisite Inventory to the Next Level
As maintenance managers know, inventory is one of the most challenging parts of any maintenance operation. But when you are trying to manage inventory across multiple sites, however, the challenges are exponentially larger. So, that’s where CMMS software can help. CMMS software is the best tool for tackling inventory management across multiple sites. MPulse Multisite Connector MPulse Multisite Connector provides a universal framework, which connects all the locations across your distributed enterprise. That means you can have truly global settings, global reporting, and—yes, that’s right—enterprise-wide inventory search and transfer. So, you’ll know what inventory is available across the company, not just in your local storeroom. Enterprise Inventory Transfer Manager is a feature of MPulse Multisite Connector. It allows you to do things like… Discover available inventory in other storerooms across the enterprise Issue an inter-office request to retrieve parts Track the fulfillment and transfer process Save Time & Money Across the Enterprise MPulse Enterprise Inventory Transfer Manager helps you prevent time- and money-wasting problems like… Running out of parts Searching for lost parts Duplicating inventory you didn’t know you had Plus, you ‘ll have all the standard capabilities of our Parts & Supplies Inventory Management feature—such as stocking levels, reorder points, storage locations, and supplier information. You can also track various units of measure for a single inventory item. For example, you might purchase oil by the barrel, but use it by the quart. In conclusion, Enterprise Inventory Transfer Manager can help quickly identify what you need for which piece of equipment, no matter where it’s located. Most importantly, when an emergency arises, this information provides critical data for making cost-efficient decisions. Additionally, it helps your organization save time and money by improving tracking, stocking, ordering, and inventory processes. As you know, many organizations have multiple locations—like storerooms, warehouses, offices, or buildings. So, managing inventory across the entire enterprise helps your entire organization maximize resources and minimize costs. What challenges could Enterprise Inventory Transfer Manager help you solve? Leave a comment or contact us. We’re here to help.
Tracking the True Cost of Maintenance
How To Track Maintenance Cost Maintenance Managers are asked to make two fundamental decisions when presented with a maintenance-related problem: Should we repair or replace the malfunctioning item? Should we do the work internally or should we outsource it to a supplier or vendor? Of course, there are many factors in making these decisions. However, there is one factor that stands out above all else and that is the cost. Translated simply, it is dollars (insert your country’s currency here). “What will it cost to alleviate the problem and prevent it from returning?” When figuring the cost of a job you must include all the costs, including internal labor costs. Related: MPulse’s Preventative Maintenace Feature The Need for Labor Management Software I have worked with many maintenance departments and maintenance managers over the years setting up CMMS and EAM systems. During initial planning, a discussion point that is often contentious is whether to enter labor hours and labor charge rates. This is especially true when it comes to tracking and reporting on the cost of internal labor on work orders. Most department managers are more than willing to track the direct cost of parts, supplies, and outside labor consumed to complete a job. The argument against entering internal labor costs is “internal labor is on the payroll anyhow, so there is no additional cost.” While the statement may be correct, the action is incorrect. Tracking only the additional cost of a job really has no value other than possibly matching up invoices for your Accounts Payable department. There is certainly no value in reporting on, and making decisions based on, cost information that only includes an additional cost. There is not a maintenance manager in the universe who has not come under fire for keeping maintenance costs down. This directive is not to keep the additional cost down, it is for the total cost. The cost of labor in a maintenance department can run as high as 80% of the total cost. How can you manage costs if you are not tracking them? Remember, if you are not tracking costs, then someone above your pay grade is! So what rate should be used as the multiplier for labor hours to calculate the labor cost of a job? Here are some thoughts: Individual employee wage—this is probably the least desirable option as it severely understates the true cost of labor. Also, using employee wages in your CMMS is a real security breach and may be against the internal HR policies for your organization. Another problem with using actual employee wages is sorting out which hours are at straight time and which are at one or more overtime rates. This can be a real bookkeeping nightmare. Individual loaded labor rates—the loaded labor rate usually includes things such as wages, taxes, benefits, overtime, and other direct costs to employee the person. Using the loaded labor rate is much closer to the reality of the true cost of labor. Loaded labor rates are typically computed by multiplying an employee’s salary by a department-wide factor of typically around 1.5 – 3.0. Your finance department can most likely provide you with this factor. Shop rate—this is used in many industries and can be used quite successfully by a maintenance department. When you enter an automotive repair facility, the shop rate is generally posted as their labor charge rate. I recommend the use of ‘shop rate’ as the multiplier for determining the cost of labor on a job. Using shop rate masks individual compensation from visibility; it includes administrative overhead, and it typically includes the entire cost of doing business. You can find many articles on the internet for methods to determine your shop rate. Using shop rate is the best way to compare what a job costs you to do internally versus what it cost by contracting it out. By tracking internal labor costs, along with all additional charges, on all your work orders you are providing yourself with meaningful comparative data. Remember, the CMMS is not a bookkeeping system, it is a maintenance tracking system for you to use to make data-driven decisions. This is why you need the whole picture. How do you calculate the total cost of a job, especially internal labor? Contact us for more information today!
Unleashing Team Productivity with CMMS: A Guide on Performance Management
Performance management is a long-established approach to measure employee efficiency and productivity. But the maintenance team has historically flown under the radar, and many maintenance managers haven’t focused on performance management. But the emergence of data-driven management (i.e., making management decisions backed by reliable data) has changed that. Technological advances—like CMMS software—have continued to make more and more detailed, relevant data available. And with that increased capability comes increased opportunity to improve organizational performance at all levels, and in all departments—including the maintenance team. Performance Management in the Maintenance Department For your organization’s executive and management team, performance management is a process where the organization identifies its goals and objectives, determines available resources (including labor, inventory, materials, etc.), and sets priorities. For the maintenance manager and technicians, it’s an opportunity to clarify the department’s goals and the competency, skills, and knowledge required to meet those goals. Performance management in the maintenance department achieves five things. Communication: CMMS software helps maintenance managers communicate with employees about their goals, job responsibilities, key deliverables, and performance standards. Development & Training: With solid performance management data from CMMS software, maintenance managers can identify areas to improve employee performance through formal training, mentoring, coaching, etc. Administrative & Human Resources: Performance management systems are often the basis for human resources and administrators to determine an employee’s promotion, demotion, salary increment, transfer, or termination. Goal Setting: Performance management reviews provide maintenance managers with the information needed to plan for the future—including setting new benchmarks, designing training programs, and creating goals for both employees and the department as a whole. Documentation: The performance management process enables maintenance managers to track safety training records, certifications, attendance, overtime, and productivity. This information also helps organizations follow standards for regulatory agencies like the Occupational Safety and Health Administration (OSHA). Beyond these practical purposes, a performance management system also can help maintenance managers show people in positions of authority what your maintenance program does and the value you bring to the organization. It’s another way to share your projects, goals, accomplishments, and results for both the department and for your team members. And that comes in handy when you need approval for pay increases, new equipment, or special projects. How could your organization use performance management? Contact us!
EPAC Software Technologies Acquired by the JDM Technology Group
MPulse Software announced its parent company, JDM Technology Group, has acquired East Greenwich, RI–based EPAC Software Technologies, provider of award-winning CMMS and EAM software. The transaction closed as of June 28, 2019, after approval by EPAC’s founders and owners, C. Paul Oberg and Robert B. Lane. EPAC Software Technologies has been providing maintenance software since 1999. The EPAC team has collectively been involved in the maintenance business for 75 years working in plants, facilities, or government. With these deep-roots in the maintenance business, the EPAC team knows and understands the complex requirements of today’s maintenance technicians. The acquisition strengthens the JDM Technology Group with a broader offering of maintenance management software solutions to its global customer base. “We are pleased to have found a good home for the EPAC business moving forward,” said C. Paul Oberg, co-founder of EPAC. “EPAC has been committed to serving our customers with the best software solutions for maintenance since 1999. Joining the JDM Group represents a great opportunity for our customers and employees, with access to additional resources, technology, and expanded global footprint to ensure the continued growth and longevity of the business.” Having acquired numerous companies since 2004, the JDM Technology Group has established a proven strategy for integrating acquired companies into its existing infrastructure. EPAC will continue to operate as a separate brand with its existing staff, while combining with the resources of MPulse Software, a JDM Technology Group company based in Eugene, OR, with which EPAC shares a similar customer and product focus. Jason Johnson, President of MPulse Software, will lead EPAC and oversee day-to-day operations of both EPAC and MPulse. C. Paul Oberg will continue with the company during the transition period in a consulting and advisory capacity. “Our strategy to Buy and Build great software businesses ensures that customers will have access to the best technology globally. In addition, by retaining the EPAC staff and organization, customers will continue to receive service and support from the same people they are used to,” said David McFarlane, Vice-President of Corporate Development of the JDM Technology Group. “We do not end-of-life products, allowing customers to continue use of their preferred software. The JDM Group’s long-term focus in conjunction with our Buy and Build strategy continues to make us a great home for vertical market software companies focused on the construction industry and built environment.” MPulse Software welcomes EPAC to the JDM family.
Building a Sense of Ownership with Your Maintenance Employees
When your employees are invested in your organization’s success—and their own—they have to build a sense of ownership in their work that provides a solid foundation for your work group. While you can work on building a sense of ownership anywhere, let’s focus on the maintenance team and their needs. Your maintenance employees need to feel like they have a stake in their work—and the workflows, tools, and software they use to get that work done. Here’s some advice from current MPulse customers, who’ve worked to create a sense of ownership in their employees. Listen.Rich, MPulse customer: “You may not be able to do everything your employees want. But you can listen and understand their concerns. I incorporate their suggestions when I can—even on the little things. People want to feel like they’re heard, even on small things like where the tools are kept or the names of our customized fields in MPulse.” Train.Jan, MPulse customer: “Training is constant. That includes both formal training—like classes and workshops, and internal training like peer mentoring in the shop. Be sure to invest in good training and let your team know they’ll be getting it. It’s a long-term investment.” Foster a positive perception of maintenance work.Luis, MPulse customer: “Maintenance suffers from a perception problem, so it’s our job to change that. We start in our own department by emphasizing our team’s contributions, and we work hard to do the same thing with our management team. It’s almost an internal PR campaign. It’s particularly important to our younger employees who want to feel like they’re making a difference.” Show the results.Juan, MPulse customer: “Maintenance doesn’t get a lot of recognition for their work—we often feel undervalued and unappreciated. So, it’s important to show your team how their jobs impact the entire company. We emphasize the results of the work they put in and share MPulse reports that show reductions in downtime, labor hours, inventory costs—anything and everything.” Communicate.Jack, MPulse customer: “Everyone talks about communication, so sometimes it feels like a cliché. But it’s the foundation. Ask probing questions to understand your team’s perspective, particularly when there’s a lot of change happening. Sometimes establishing the right expectations is half the battle.” How have you worked towards building a sense of ownership with your maintenance team? Leave a comment or contact us.
IIoT Solution Drives Vehicle Maintenance Improvement | NexTraq
Busy construction companies need reliable equipment to deliver quality work on budget and on schedule. Paul Battista, founder and CEO of Brothers Paving and Concrete, knows firsthand that staying on top of planned maintenance. Performing repairs quickly on critical assets is key for any company that wants to compete effectively. In March 2018, Brothers implemented MPulse to streamline maintenance operations. At the same time, Brothers invested in NexTraq vehicle and asset tracking software, and IIoT that drives vehicle maintenance improvement. This software uses GPS technology in vehicles to help fleet managers track mobile assets and monitor driver behavior. IIoT Software Integration Both software platforms offered big advantages to Brothers. However, the company realized it could get even more value by integrating the two solutions. By doing so, the maintenance team could trigger work orders automatically. As a result, they could get trucks in from the field for maintenance on a more reliable schedule—one driven by actual mileage, not driver-reported mileage or time intervals. The MPulse-NexTraq Industrial Internet of Things (IIoT) integration enables tire rotations, oil changes, lubrication, and other critical maintenance activities to get done when they should. As a result, the company reduced its breakdowns due to overdue maintenance. It also keeps low-mileage equipment in the field and working, instead of sitting in the shop for maintenance that isn’t yet necessary. Brothers was able to use MPulse DataLink Integration Adapter to easily map to NexTraq mileage data to the mileage fields in MPulse. And with that data coming in automatically, MPulse could trigger work orders and notify drivers when vehicles needed to come in for scheduled maintenance. “It just took a phone call to MPulse,” said Dorthy Battista, Brothers fleet manager. “It was such a smooth process, which kind of surprised me. I’d heard so many integration horror stories, but this was really easy.” Benefits for the Maintenance Team MPulse CMMS software helps maintenance managers organize and make sense of what to do with large volume of data gathered by IIoT devices. That enables maintenance teams to take action when conditions on assets show problems or when the assets need routine maintenance. “The biggest benefit for us is not having to worry about the mileage because the data is automatically updated,” Dorthy Battista said. “I don’t have to trust the driver to tell me when a vehicle needs an oil change. I can sleep at night knowing my trucks are going to be maintained.” Learn more about how MPulse integrates with other software. Contact us.