Signs Your Company Is Ready for Predictive Maintenance
We’ve discussed why you might not need a predictive maintenance program, and how to do it right if you do. But, how do you know if your company is ready for a predictive maintenance strategy? Start by looking for these signs your company is ready for predictive maintenance. Sign #1: An Effective Preventive Maintenance Program If your company already uses effective preventive maintenance, then you might be ready for a step up to a predictive maintenance solution. An effective preventive maintenance program is the first step in maintenance management. When a maintenance team establishes and regularly performs PM tasks that contribute to the upkeep of assets, an organization may be able to sidestep serious problems that arise as a result of neglect. Additionally, it can delay more expensive maintenance. Preventive maintenance software will generate an automatic schedule of PM tasks. As a result, it’s simpler to follow the manufacturer’s guidelines. These schedules and inspections also help spot issues before they occur. Maintenance intervals can be scheduled based on time, operating hours, or part condition—triggering a work order just before the point when system inefficiencies or failures begin to occur. An effective preventive maintenance program gives you the foundation you’ll need for predictive maintenance tools. Sign #2: Good Inventory and Parts Management Much like preventive maintenance, inventory management is another key element of advanced maintenance management. The biggest benefit of parts and supplies inventory management is controlling your cost of maintenance. You also can get your fastest return on investment (ROI) by implementing inventory management. That’s because for most organizations, a large portion of capital sits in the stockroom. Parts and supplies inventory management helps your organization save time and money by improving tracking, stocking, ordering, and inventory processes. With effective inventory control and parts management, you prevent time- and money-wasting problems like running out of parts, searching for lost parts or duplicating inventory you didn’t know you had. Most importantly, when an emergency arises, this information provides critical data for making cost-efficient decisions. Inventory management is a hot topic in maintenance management, and it can be tricky to implement. If your company is already streamlining its inventory management processes, you’ll be prepared for the next steps involved with a predictive maintenance program. Sign #3: Advanced CMMS Features If you’ve moved beyond the basics and started implementing advanced features in your CMMS software, you can likely upgrade to the features needed for predictive maintenance solutions. In addition to preventive maintenance and work order management features included in CMMS software, advanced features might include things like advanced reporting, purchase requisitions, cost center tracking, data integration, and condition-based maintenance. Predictive maintenance technology also requires some advanced software features. If your organization is already working with similar tools, you’ll be ready for the technology involved. Sign #4: Use of IoT Devices The Internet of Things (IoT) is changing the way maintenance professionals collect asset information and exchange data with other systems. If you’re using, or are planning to use, IoT devices, you’re likely moving towards a predictive maintenance strategy. Predictive maintenance software supports data collection from IoT devices by analyzing real-time readings so maintenance teams can react faster. The combination of the IoT and CMMS software helps maintenance technicians spot issues and prevent more serious breakdowns and repairs. Data from the IoT helps with… Improved scheduling and less unplanned overtime Accurate tracking of spare parts and inventory More accessible information on asset conditions Clearly defined benchmarks As things all around us are outfitted with sensors to communicate what’s happening within and around them, this valuable data has the potential to shape your maintenance team’s productivity and efficiency. Predictive maintenance software is the next step on this journey. Sign #5: Training Plan We’ve talked about the importance of training in maintenance. And, it’s true for predictive maintenance tools as well. Most predictive maintenance software use technology like infrared thermography, vibration analysis, or lubrication analysis. To be successful, a comprehensive predictive maintenance program must include monitoring and diagnostic techniques. You’ll need to evaluate the resources you’ll need, assign roles and responsibilities, and provide education and training. Investing in predictive maintenance tools without training your people to use it is penny-wise and pound-foolish. Some stakeholders may need more direction than others, so plan accordingly. If you need help, start by calling our industrial technology experts at (800) 944-1796 (USA and Canada) or +1 (541) 302-6677 (outside of USA and Canada). We’re happy to share our secrets to success. Planning your strategy for implementing predictive maintenance software can feel overwhelming, but MPulse is here to help. Contact us. We’ve worked with our customers, both large and small, to integrate predictive maintenance technology in their maintenance operations. We’ll get you where you need to be at a pace that works for you. Get a Free Custom Quote
How to Do Predictive Maintenance — The Right Way
Not all organizations are ready for predictive maintenance software. However, some companies are. If you’re one of them, then here’s how to do it the right way. Step 1: Get Your Stakeholders on the Same Page The first step requires digging deep on the meaning of predictive maintenance before you get started. It will prevent a lot of confusion down the road, because people will define it differently. Some people define predictive maintenance as the analysis of how long an asset will last using one or many types of measurement. A classic example is electrical transmission grids. Engineers analyze detailed information about equipment failure rates, so they can program software to predict when similar assets will fail in the future. Others describe predictive maintenance as gathering data on the actual condition of equipment to determine when maintenance is needed. You might also hear it called condition-based maintenance (CBM). CBM tools and CMMS software can analyze how the asset is working—maybe by measuring operating temperature or oil viscosity, etc. This data helps spot signs of potential problems, and then CMMS software sends alerts before breakdowns occur. CBM allows you to track meters and gauges on assets, and to trigger work orders at specific points. Because CBM monitors an asset’s real-time condition, there’s a predictive element to it (hence, the confusion). Step 2: Identify Your Goals Define your long-term goals for predictive maintenance solutions. Decide where they can translate into significant operational improvements for your organization. Some examples include… Less downtime Fewer repairs and lower repair costs Longer asset life A more comprehensive view of asset health for better maintenance planning The opportunity to use staff more effectively and efficiently by focusing them on the assets that really need attention Pick one or two long-term goals, and then write down your questions about how predictive maintenance tools can help you get there. Also, determine the obstacles you’re facing. These questions can be general or specific, and they’ll serve as the basis for the next step. Step 3: Create a Pilot Program Select 1-5 assets to form a pilot predictive maintenance program. These assets should be key elements of your operations—ones that will have an impact on uptime, operations, and production. These assets should have conditions that can be monitored for performance, and any changes should be observable in the data to prevent failure. Build predictive maintenance strategy around these assets first, investing in the right hardware and software to monitor the elements that you want to watch. Determine what sensors you’ll need to determine any changes to the condition of that asset, such as… Oil viscosity Vibration Radiography Motor circuit analysis Thermography Ultrasound Laser interferometry Electrical condition monitoring Electromagnetic measurement Work closely with your CMMS vendor to integrate the data with your software to evaluate current conditions of critical assets and when failure may occur. Repeat these processes to improve your predictive maintenance program as you collect more data. Step 3: Train Your Team Training your team is so important, we’re including it as a separate step. Investing in predictive maintenance tools without training your people to use it is penny-wise and pound-foolish. Different users will need to learn different things about the process. Management will need more information about data and reporting functions, whereas technicians need to focus on how predictive maintenance solutions can help with repairs. Some stakeholders may need more direction than others, so plan accordingly. Training directly impacts your success—and your bottom line. It’s the real secret to predictive maintenance success. Step 4: Start Asset Monitoring Things are getting exciting now. Your sensors are working and sending data to the cloud. Your predictive maintenance software is analyzing this data and creating reports and insights. Now you should be able to… Monitor multiple meters (e.g., revolutions, psi, hours) on a single asset Specify multiple conditions, triggers, and responses Automatically generate work orders based on specified triggers Use data analysis tools to identify potential problems Set up automatic notifications Produce status reports and documents Take time here to evaluate how things are going. Make changes as necessary. While you may be tempted to start expanding your predictive maintenance strategy rapidly, the long-term benefits of making improvements early will pay off later. Step 5: Expand Your Predictive Maintenance Strategy Now, you’re at the point where your predictive maintenance tools are running pretty smoothly. Start expanding it to other key assets by choosing another 1-5 and repeating the process. If you’ve done your due diligence, you’ll be able to expand more quickly now. Establishing a predictive maintenance solution can feel overwhelming. But there’s no better source of valuable information than real-world experience. Also, take advantage of other people’s experience to make your own journey a little smoother. You can start by calling our predictive maintenance technology experts at (800) 944-1796 (USA and Canada) or +1 (541) 302-6677 (outside of USA and Canada). We’re happy to share our secrets to success. Planning your strategy for implementing predictive maintenance software can feel overwhelming, but MPulse is here to help. Contact us. We’ve worked with our customers, both large and small, to integrate predictive maintenance management technology in their maintenance operations. We’ll get you where you need to be at a pace that works for you.
Why Your Company Doesn’t Need Predictive Maintenance
We’ve all been in situations where technology exceeds our needs. Do you need a refrigerator that tells you when it’s low on milk? It’s a cool feature, but it’s providing a solution to something that may not be a real problem. And the cost of that cool feature may be more than it’s worth to you. In a similar vein, organizations need to determine when technology will pay off—and when it’s simply not what they really need. That’s often the case with predictive maintenance. Don’t get us wrong. Predictive maintenance sounds cool. Want to know when your industrial machinery starts to break down and fix it before it actually fails? Sign us up. But if you’re not a Fortune 500 company, the payoff of such precise monitoring doesn’t pencil out when you consider how much infrastructure you need for predictive maintenance. Cost of Predictive Maintenance One of the biggest problems with predictive maintenance—and the top obstacle to implementing it—is the cost. Predictive maintenance requires a combination of gauges, meters, or other measurement techniques like infrared thermography, vibration analysis, or lubrication analysis. Plus, you need to store the data in CMMS software. And, it requires some technical knowledge to use it correctly, so factor in consultants and training costs. Like any business investment, you need to calculate the return on investment (ROI) to determine if the cost will pay off in the long run. Note that predictive maintenance is gaining more attention as organizations want sensors on key assets and use the power of the Internet of Things (IoT) to collect the data to feed into their CMMS software. CMMS combined with IoT is an excellent way to help maintenance teams to foresee asset failure and proactively perform maintenance. But you don’t need predictive maintenance to benefit from IoT data. Related: What Maintenance Teams Need to Know about the Internet of Things (IoT) Time Required to Set Up Predictive Maintenance Money isn’t the only thing that might not pencil out in favor of predictive maintenance. If there’s one thing that’s in short supply around the maintenance department, it’s time. Implementing predictive maintenance requires time to research solutions, convince management, overcome concerns and obstacles, buy equipment, set it up, test it, train employees, and much more. Again, if you don’t have that time, predictive maintenance isn’t for you. Start with Preventive Maintenance It turns out “predictive” means different things to different people. A lot of customers say “predictive maintenance,” when they really mean preventive or condition-based maintenance. Preventive maintenance (PM) software is usually the right choice for small and medium-sized companies. It’s routine, scheduled maintenance performed to lessen the possibility of equipment or asset failure. Preventive maintenance software will generate a schedule of PM tasks, making it simpler to follow the manufacturer’s guidelines. These schedules and inspections help spot issues before they occur. Don’t Fall for Buzzwords It’s important not to get caught up with industry buzzwords. Instead, focus on the tried and true ways to manage maintenance. You can make the biggest difference with maintenance scheduling software and preventive maintenance strategies that can help… Reduce emergency downtime Monitor parts inventory Track warranty claims Decrease product quality issues Improve operations planning Promote safety Lengthen asset life cycles Reduce maintenance costs Predictive maintenance isn’t for everyone. And software for preventive maintenance or facility maintenance is the best place to start. Have questions? Talk to people who understand the challenges of maintenance. Contact us.
Knowing Your Stakeholder: IT Department
When you implement CMMS software, your IT department will provide technical support at some point. Even hosted/cloud solutions require access through your organization’s network. That’s IT’s domain. So, it’s important that you understand your IT department’s needs—and their concerns—to streamline the CMMS buying and implementation process. Strategy #1: Loop IT in Early We recommend involving your IT stakeholders in the buying process early, even before you start researching vendors. That starts with a simple conversation. You need to solve a problem. You’re looking for solutions. IT has some of the answers. Consider this first conversation a “fact finding” mission. You want to understand IT’s concerns and the parameters they have to work with. Ask questions like… How will IT be involved in the project as a stakeholder? How will CMMS affect the IT department in terms of the management of the software? Is it likely to affect the IT team’s daily workload positively or negatively? How might this software threaten someone’s job, work performance, or domain of responsibility? Is it possible that the IT team might have emotional reasons to oppose a change? What could they be? Strategy #2: Outline Technical Specifications As stakeholders in this project, IT will have questions for you too. They probably don’t care about how much software costs, or even how much it will improve company performance. They’re much more likely to ask questions like… How will it impact my IT infrastructure and to what extent? Will I be required to provide technical and usability support? As a result, IT will have technical specifications that you need to know. Remember, they need your new CMMS software to work within their IT system, which includes platforms, networks, firewalls, other software, and much more. The biggest issue for the IT department will be hosting. You don’t need to understand all the details, but a document outlining the hosting requirements from your IT team will go a long way when it’s time to talk to vendors about their CMMS solutions. Strategy #3: Find the Right Hosting Option With the information you’ve gathered from #1 and #2, you can now look at your options. Start with hosting. When you’re researching CMMS, you’ll find vendors typically offer two different deployment options: cloud-based or on-premise software. Cloud-based CMMS software (sometimes called web-based CMMS software) is hosted by the vendor and accessible via any device with an Internet connection. On-premise software (sometimes called client-server software) requires you to host the software on your own server and use your own network and hardware. Your IT team will have valid reasons for going with an on-premise or a cloud-based solution. Knowing what they need will help you stay on the right course towards getting your software. Strategy #4: Determine the Benefits to IT CMMS software offers benefits to the IT team too, so it’s important to explain these to them once you start narrowing down your software choices. The vendor can help you with this process. For example, common CMMS benefits for the IT department include… Improved web-based and app-based user interfaces that mimic popular personal-use applications can minimize the learning curve on hardware and software. That means fewer support calls to the IT team when you need help. Modern CMMS software makes tasks like adding a new user or expanding reporting capabilities easy, so you need less support from your IT team to keep up in a fast-changing environment. If your IT team prefers cloud-based CMMS, these applications are located elsewhere. So, maintenance operations no longer need to enlist IT support to set up and maintain technology infrastructure. Also, many organizations have discovered they spend less on hardware in the office with cloud-based software, particularly on PCs and internal servers. Your vendor may offer support options that remove some of the burden from IT teams. These options may include automated updates, security features, real-time data backups, etc. Inventory management software features can help your IT department with improved tracking, stocking, ordering, and inventory processes. If your IT department supports your team with any of these functions now, CMMS will make their jobs a lot easier too. Strategy #5: Share Concerns with Vendors Don’t hesitate to voice your IT team’s needs to sales reps when shopping for software. Most will be glad to arm you with all the information you need to fend off any IT concerns. They’ll likely also be happy to speak directly with your IT manager, if that’s a better approach. To win over your stakeholders in the IT department, you’ll need to reassure them that the CMMS solution you’ll choose is designed to integrate seamlessly with existing infrastructure and won’t place undue demands on their network. They also need to know that your vendor has excellent user support, current technology, and rock-solid security features. Maximizing your CMMS investment means ensuring you’re getting software that’s going to work for the long term. That’s why it’s important to engage with stakeholders throughout the process. Have questions? We’re here to help. Contact us. Get a Free Custom Quote [related-content]
Successfully Pitch CMMS to Your Team
You know CMMS software can help your maintenance team. However, you need to convince others in your organization. But your stakeholders may be interested in other factors than your maintenance department’s software success. We are here to help you successfully pitch CMMS to your team. When it’s time to make your pitch, watch out for these potential roadblocks. Roadblock #1: Not Listening to Stakeholder Concerns The CMMS buying process includes numerous stakeholders, including your users and managers, but also key people from the IT, procurement, financial, and legal/compliance departments. It’s vital you listen carefully to their concerns during this process. You can prepare by thinking about how maintenance management software will impact each role. Start with these three questions to help you avoid pitfalls. How is this program likely to affect each person’s daily workload positively or negatively? How might this program threaten each person’s job, work performance, or domain of responsibility? Is it possible that this person might have emotional reasons to oppose the program? What could they be? Answering these questions will help you address their concerns before they become roadblocks in your way. Think about how helping others achieve their goals will make them look good, which will motivate them to nurture and support your CMMS implementation efforts. Roadblock #2: Missing Stakeholders or Including Them Too Late A closely related roadblock is missing stakeholders or including them too late. If you’re the one in your organization tasked to find software, don’t underestimate the importance of knowing your internal audience. You’ll need to meet both their business and emotional needs if you hope to be truly successful in your procurement and implementation. Often, simply involving stakeholders in the buying process at the appropriate time can prevent many issues. Take these three steps to make sure you’re covering all your bases… Make sure you know your stakeholders in the software buying process and do your best to meet their needs. Do your homework—take the time to know and understand your stakeholders and their motivations. Listen to and understand their needs. Then address these needs directly. For example, Finance is the department responsible for the budget, typically headed by a Controller or CFO. Including Finance early in your process can prevent show-stopping holdups down the line. Mostly, this amounts to making a courtesy call to ensure funding has been approved. Doing so will help you validate there’s money earmarked in the budget to make the software purchase. Roadblock #3: Not Understanding Organizational Values You’ve probably already done a lot of research on CMMS software, but you also need to research what your organization values. Upper management usually looks at the achievement of quantifiable goals. For example, that could include… Units produced Savings generated Revenue generated Net gain in productivity Quality (measured in various ways) Cycle time For example, count on your company’s management to care about the return on investment (ROI) for CMMS software. CMMS will affect the organization’s numbers—especially the ones important to them. They’ll need assurance that the new software will impact performance in a positive direction. We recommend simply asking. Sometimes just making the effort to find out what’s most important will be enough. And you’ll likely come away from the discussion with a much clearer idea of what they’ll want from a maintenance software solution. A few good questions to start with: What key business metrics do you watch most closely? What top three things would you want to achieve with a new CMMS? How would you like the CMMS to improve company performance? Does the product need to include certain reports? Roadblock #4: Underestimating Your IT Department Whatever solution you buy, IT Managers know they’ll be required to provide technical support at some point. Even hosted/cloud solutions require access through your organization’s network. That’s IT’s domain. IT managers are likely to care very little about how much software costs, or even how much it will improve company performance. They’re much more likely to ask questions like… How will it impact my IT infrastructure and to what extent? Will I be required to provide technical and usability support? To win over these stakeholders, you’ll need to reassure them that the CMMS solution you’ll choose is designed to integrate seamlessly with existing infrastructure and won’t place undue demands on their network. They also need to know that your vendor has excellent user support, current technology, and rock-solid security features. Don’t hesitate to voice these concerns to sales reps when shopping for software. Most will be glad to arm you with all the information you need to fend off any IT concerns. They’ll likely also be happy to speak directly with your IT manager, if that’s a better approach. Roadblock #5: Not Following the Rules Another roadblock in the software buying process is whether or not you know the administrative steps to follow. Familiarizing yourself with how the purchasing process works will avoid delays and bureaucratic roadblocks. Do your due diligence on questions like… What are the key things you need to understand? Which forms do you need to fill out? What “gotchas” do you need to avoid when filling out the forms? How does procurement issue a purchase order from your company to the software vendor? What’s the lead-time from purchasing decision to issued order? It doesn’t hurt to get to know the people responsible for enforcing these rules early in your search for software. An established relationship and a proactive approach may save you weeks when it’s time to actually make the purchase. For example, Legal and Compliance departments make sure laws, policies, and regulations are followed. Their job is to ask a couple specific questions: Are we abiding by legal/governmental regulations? Are we abiding by internal company policies and guidelines? Again, think “courtesy call.” Make sure concerns are heard before you get too far into the buying process. Your goal is to avoid late-stage show-stoppers that may derail your procurement. Roadblock #6: Not Explaining the Benefits Users are any staff that’ll be operating the
How CMMS Complements Your Organizational System
Organizations use a management system to achieve objectives. While these systems vary, they all include a set of policies, processes, and procedures for an organization’s operations like financial, production, quality, safety, regulatory compliance, human resources, etc. CMMS software provides a tool that can be used in any management system. Sometimes you’ll hear vendors claim their CMMS software will guarantee compliance with a specific management system, but that’s not really true. Instead, CMMS complements the system. However, the benefits of CMMS software can work for any management system. Some of the most common include… Lean Manufacturing Total Productive Maintenance Process Safety Management System Quality Management System Total Quality Management Six Sigma SAE Standard for Reliability Centered Maintenance Kanban Agile For example, your company might use the Lean Manufacturing system, which incorporates management principles to eliminate waste, optimize processes, cut costs, boost innovation, and reduce time to market. Maintenance plays a role in all of these principles, and CMMS software supports your team with Lean policies, processes, and procedures. For example, CMMS works in conjunction with the philosophy of Lean Manufacturing as it pinpoints areas where productivity can be improved, thereby helping eliminate waste. Why Use a CMMS Software Solution? CMMS software excels at tracking the details of your increasingly complex maintenance operation. CMMS also helps promote and maintain policies, processes and procedures with the features your maintenance team needs, including… Tracking employee health and safety information Documenting work procedures to make sure they are being followed Keeping production equipment safe and reliable Ensuring all safety inspections and tests are done properly and on schedule Determining when it’s time to repair or replace malfunctioning equipment Documenting work orders and preventive maintenance on key assets Creating reports for audits and other regulatory compliance needs Archiving work and asset history Storing employee training and certifications Tracking incidents Enabling user-defined permissions, access, and login control Supporting electronic signatures with limited access to a specific signature field to enter approval The advantages of using CMMS software benefit organizations in multiple ways that contribute to management objectives. For example, CMMS offers financial benefits by efficiently scheduling and tracking preventive maintenance tasks on your critical assets. Your CMMS system also notifies you in a timely manner when these services are due, so your team is on top of it. Additionally, staying current on your PM services helps your assets work better and more efficiently for longer—saving money and energy as well as reducing emissions along the way. Waste reduction is another big area. For example, you can reduce material waste by improving the tracking of purchase orders and inventory. Knowing exactly what you have on hand prevents over-ordering and stocking unneeded parts or materials. Not only do you prevent waste of inventory, but you also save the energy needed to transport and store unnecessary stock. Additionally, when you start using electronic records and mobile devices for work order management and inventory management, you reduce the use of office supplies like paper and ink. Regulatory Compliance Even if your organization doesn’t follow a specific management system, everyone must work with guidelines from regulatory agencies. CMMS also offers operations benefits that can help organizations maintain compliance with agencies such as … OSHA ISO FDA FAA USDA CMMS software provides a reliable central repository for your maintenance and safety data. That’s why CMMS software is the right solution to help companies cope with complex guidelines from their industry’s regulatory agencies. With CMMS, you’ll have a traceable history of completed maintenance tasks and documented policies. Then, you can prove that you’re acting in accordance with an agency’s guidelines. Have questions? Contact us. We’re here to help.
How to Pitch CMMS Software to Your Boss
You know you need CMMS software. But your boss isn’t so sure. So, how do you get them on board? Starting by considering how to help them achieve their goals. It will make them look good, and it will motivate them to nurture and support your CMMS implementation efforts. What Does Your Boss Need? For maintenance workers, getting the job done means checking things off the list. The value of the work is a job completed. Executive managers, however, think about costs versus benefits. The value of the work is the return on investment (ROI) for the organization. Managers are responsible for coordinating resources (assets and personnel) toward the achievement of quantifiable goals. If your senior managers are doing their jobs well, they’ll primarily be concerned with “hitting their numbers.” Depending on their level or their title, those numbers could include any of the following: Units produced Savings generated Revenue generated Net gain in productivity Quality (measured in various ways) Cycle time Count on your company’s senior managers to care how CMMS will affect the organization’s numbers—especially the ones important to them. They’ll need assurance that the new software will impact performance in a positive direction. What is the Pain Point? When you purchase or upgrade CMMS software, you always have a problem, or a pain point, that you’re trying to solve. Your boss has pain points too, but they may be different. Usually, the catalysts for change fall into one of four pain points: Functional: A functional pain point occurs when an existing system isn’t delivering on a core maintenance-related function. Technological: A technological pain point occurs when the system you’re currently using is no longer a match for the way you need to conduct the management, execution, and tracking of maintenance. Organizational: Organizational pains are ones that “roll downhill” to you from other places in the organization. You inherit them from someone else who’s feeling pain and requires you to fix it. Scalability: Scalability pains are driven by organizational growth, which causes you to make system and process changes. You probably know your pain points, and you may have more than one. But your boss may have different pain points. The more specific you are about the problem, the easier it will be to find the right solution for both of you. How Can CMMS Help? So how can you satisfy their specific demands—without having to earn an MBA? Simply ask. Sometimes just making the effort to find out what’s most important to them will be enough. And you’ll likely come away from the discussion with a much clearer idea of the reports they’ll want from a maintenance software solution. A few good questions to start with: What key business metrics do you watch most closely? What top three things would you want to achieve with a new CMMS? How would you like the CMMS to improve company performance? Does the product need to include certain reports? Using that information, ask yourself how your boss is likely to be affected—and how they might react to the coming changes in systems or processes. A little time thinking about “why” will go a long way towards getting support from your boss. When you find the right CMMS software for your team, you’re on your way to creating an efficient and productive maintenance department that can cope with the constant change of modern maintenance. And that’s the bigger goal of every manager. Contact us to learn more about how MPulse can help your organization. Get a Free Demo! [related-content]
Decide which CMMS Digital Licensing Fits Your Business
When you purchase CMMS software, you’ll need to buy a certain number of user licenses for the people who will use it. But there’s more than one type of software license. Deciding which CMMS digital licensing fits your business is crucial. Here’s what you need to know about CMMS software licensing. Per-Seat Licenses Not so long ago, most organizations sold “per-seat” licenses. Each person—or seat—needed one license. Five people needed five licenses… ten people needed ten licenses… and so on. And you needed more licenses for casual users who only needed access on a sporadic basis. It was a simple system, and it worked fine when software was installed on individual desktop computers with minimal connectivity. But it’s not as effective for our modern world. Organizations now want the benefits of cloud technology and the ability to access software from multiple devices or locations. They don’t want the administrative hassle of buying licenses when an employee leaves or a device is added. Concurrent Licensing Concurrent user licensing is a newer approach with the potential to save you money. The number of concurrent licenses you need is based on the number of users accessing the software at the same time. For example, if you have a maintenance team of 25 techs who all need CMMS software licenses, you’d have to buy 25 licenses under the per-seat licensing plan. But concurrent user licensing offers more flexibility. Say seven of those techs worked the night shift, while the rest were on the day shift. You’d only need 18 licenses because the night shift won’t be using the system at the same time. If someone leaves and you hire someone new, you don’t need to buy new licenses because the number of users accessing the software at the same time hasn’t changed. Concurrent software licensing offers some big benefits for busy maintenance departments, like… Flexibility for light or infrequent users to access the software without having to purchase more licenses Easy access the software from different devices and locations Improved historical documentation or archiving by retaining legacy user information Faster implementation for new users Improved cost effectiveness with fewer licenses When purchasing concurrent licenses for CMMS software, you’ll need to calculate how many people will need concurrent access. If you buy too few, some employees won’t have access when they need it, slowing their productivity. If you buy too many, you’re paying too much for access you won’t need. Maintenance departments tend to prefer concurrent user licensing because it’s far more cost effective and flexible, particularly for organizations who have employees on different shifts or in different time zones. All digital licensing options are not equal, so it’s important to understand what you’re really buying—and how you can save some money and a lot of time. We are here to help you decide which CMMS digital licensing fits your business best. Contact us to learn more about how concurrent licensing can help your maintenance operations. Get a Free Custom Quote
Five Red Flags to Look for in Maintenance Management Software
When you’re buying maintenance management software, you’re looking for a solution to your pain points. But the maintenance department is a busy place. Sometimes maintenance managers want to get up and running quickly, so they rush the process. We get it. While it’s often easier to ignore red flags, in the long run you’re making more work for yourself when the software or the vendor support doesn’t meet your needs. That’s why it’s vital to pay attention to that small, but important, voice in your head when things don’t feel right. Take the time to look for these red flags in maintenance management software to avoid common CMMS failures. Red Flag in CMMS #1: Usability A system that’s difficult to learn and navigate won’t be adopted quickly by the people who’ll be logging in the most—your users. And software that’s not used will never produce the desired results. If you’re seeing potential problems with usability in a software demo or trial, take the time to address them now. You might think you can make do with a few minor annoyances. But the truth is, a bad user experience will slowly but surely drive everyone up the walls. Those “minor annoyances” you noticed when you tested the maintenance software are going to keep getting in the way every time you need to use the software. Red Flag in CMMS #2: Too Little or Too Much Functionality You want to make sure the software has all the functions you need, without paying for overcomplicated features that will never get used. Look for that sweet spot, where you have the features you want with a little room to grow into new functionality later after the maintenance software becomes part of your workflows. If the functionality isn’t where you need it to be, your software is no longer a tool. It’s just another obstacle in your way. Instead of using your software to accomplish your goals, you’ll have to work around the software to get the end result you need. And that means you’ll waste more time making up for what the software lacks. Red Flag in CMMS #3: Inflexible or Incomplete Reporting One of the ways that poor functionality and usability often cause issues is reporting functionality. Look for limitations on what you can report in the program, or how much reporting you can actually do, or how many reports you can generate in a month. If your software restricts your reporting such that you have to go back to the old reporting techniques, then really, what’s the point of having the software in the first place? Maintenance software should enable you to collect and report on data across your entire asset inventory, providing numerous measures to help you make better decisions and answer business-critical questions. That includes data on emergency maintenance, preventive maintenance, labor hours, parts and inventory, employee productivity, and more. Red Flag in CMMS #4: Vendor Responsiveness A “great” company is no good to you if it doesn’t respond to your requests for help. Take note of a company’s responsiveness during the sales process. Because it’s likely to be the same after the sale. However, if you asked a question that the sales rep couldn’t answer, that shouldn’t necessarily be a red flag (unless it was a really easy question). What you want to scrutinize is whether the sales rep responds in a reasonable time with a reasonable answer. If they don’t, either the individual is disorganized, or he/she doesn’t have technical resources readily available. If that’s the case, it could indicate a poorly funded, poorly manned organization, or a poorly trained staff. That’s a recipe for miserable tech support. Red Flag in CMMS #5: Lack of Scalability Software that doesn’t scale as your needs change will hold you back sooner rather than later. Make sure your maintenance software can accommodate changes in size or volume. Whether it’s adding user licenses or expanding functionality, it’s more affordable to scale up your CMMS software instead of starting from scratch every time. It’s not uncommon for organizations to start with simpler versions of maintenance software. Then, once they are up and running, they see the benefits of more advanced features or enterprise management capabilities with global settings, global reporting, and enterprise-wide inventory search and transfer. Ask what options are available to you down the road. Trust Your Gut Whether you’re considering a large vendor or a small one, take the time to assess whether the company will be a good long-term partner. Ultimately, you should select a vendor you’re certain you’ll be happy with over the long haul. Have questions? Contact us.
Roadmap to Choosing a CMMS in 2022
After nearly two years of COVID-19 related challenges, maintenance professionals are looking to make changes in 2022. Many of their wish lists include buying or upgrading CMMS software. Here’s a roadmap to help you navigate the CMMS selection process. Start researching CMMS management systems by outlining your needs from the product, the price, and the software vendor. The Product To achieve the best results with maintenance/asset management software, your staff should be able to use the software easily, and the software needs to have a comprehensive set of features and functions. Your CMMS software requirements will serve as the basis for your search. Start with realistic expectations about what your organization needs, and what your team will use. Ease of Use You can be the best judge of this one because you know your staff. Ask yourself these five questions to guide your decisions. 1. How computer savvy is my staff? If some of your staff are unlikely to use any computer, make sure the software you’re considering accommodates users who will only be comfortable with paper processes. For instance, you should be able to print out work orders and easily incorporate their use with online usage. 2. How important is mobile usage to my team now and in the future? A growing number of users are at the other end of the spectrum from “paper-only” users. They only want to enter and view data on handheld devices or tablets. Mobile technology is fast becoming the most important interface for maintenance professionals who do most of their work away from the office computer. Make sure your vendor has a mobile app that’s purpose-built for the devices your team will be using. 3. Will I be able to easily configure the software to my custom needs? Be sure to ask your vendor how easy it is to configure the system to match your workflow, terminology, security, and language needs. You should be able to customize these settings yourself, without relying on your IT staff or the vendor, or incurring service fees. 4. Is the software I’m evaluating purpose-built for maintenance and asset management? Employees are generally happier with software that’s written specifically for the jobs they’re doing. Be wary of general-purpose software that has been retrofitted for asset management or maintenance tracking usage. 5. Is the software easy to access from any computer? Today’s leading solutions offer access through a standard web browser. It’s the easiest way to access software and doesn’t require special software installed on your desktop or laptop machine. It’s best to find a vendor that offers both the option to install the software locally on your company servers, or to have it professionally managed on a hosted server. Comprehensive Feature Set When your CMMS implementation process is successful, the last thing you’ll want to learn later is that you don’t have room to grow. Ask yourself these three important questions when you’re evaluating the depth and breadth of an application’s features and functions. 1. Does the software include advanced features—or the option to add them? Advanced features like condition-based maintenance, cost center budgeting, and advanced inventory tracking can become important as your organization matures. You may not use these functions initially—and shouldn’t have to pay for them right out of the gate—but make sure there’s a reasonable upgrade path. You might need to add them later. 2. Will I be able to easily integrate it with other systems? If software becomes an “island,” its usefulness is limited, and staff may be forced to learn and use other systems. Look for software based on industry-standard technologies so it can easily integrate with other standard software applications, like accounting, HR, and building automation. Ideally, you should be able to set up integrations and data exchanges yourself, without calling on your IT staff, the vendor, or expensive consultants. 3. Will the software share data across multiple sites? If your organization has multiple sites, each with their own maintenance manager, you’ll need software that allows each site to operate independently, but still allows easy information sharing across sites. Be sure you can consolidate reporting at the regional or corporate level, if needed. The Price When you’re beginning your evaluation of a software package, it’s fair to expect sales reps to provide price-range estimates. Of course, you’ll have to cooperate by answering questions about your specific needs. The more accurate answers you give, the better price estimate you’ll get. Early quotes that include optional features and “add-ons” may provide more precise estimates, but they can also add complexity early in the discussions. If you decide to include such items in preliminary quotes, be willing to devote some extra effort to understanding the details. If the range of the estimate is in your ballpark, you can feel confident about going forward with evaluating the product and company. Once you’ve narrowed down your choices to a few favorite vendors, ask each sales rep to refine her pricing. Make sure you calculate the five-year total cost of ownership. Include startup training, integration services, data migration from legacy systems, hosting, and maintenance/support agreements. Pricing Models Typically, there are two ways to purchase software. Subscription Pricing This purchase method is often referred to as Software as a Service, or “SaaS.” When you opt for SaaS, you’re actually renting the software and you pay a monthly or yearly fee. This is a common option with many applications today—but it may not be the best one for you. Advantages Easier on cash flow up front and over the first 2-3 years. May be able to purchase it without a formal procurement process (i.e., you’re just signing up for a service). You get to try out the product and the vendor without fully committing. Disadvantages Higher total cost over the long term. Vulnerability to price increases. You never own the software. Stop paying and you lose access. Licensed Purchase With this option, you will purchase a license to use the software (in practical terms, forever) for a one-time fee.