What You Need to Know About Asset Management
Asset management helps your organization get the maximum value from the assets it owns. It’s common for large organizations to have a formal CMMS asset management plan. But, it’s just as important for small and medium-sized businesses. Creating a strategic plan can impact the uptime and total life of key assets. Fortunately, CMMS makes it easy. Create a CMMS Asset Management Plan Setting up your CMMS for facility and asset management helps your organization get the most out of its investments. While creating an asset management plan might sound complicated, it actually boils down to making a few proactive decisions about your MPulse data. Identify critical assets Pick the ones that would take a significant investment to replace, and the ones that most directly impacted production capacity. Capture purchase information For each critical asset, gather information on each asset’s purchase date, purchase price, startup date, and warranty expiration date. Choose the data Identify the data you want to collect, track, and report on. Let the power of CMMS do the hard work Every job entered into the work management system created a historical record that calculates the labor costs and links the cost of the parts and inventory used for the job. Benefits of CMMS Asset Management The advantages of asset management really come into play when it’s time to make important decisions. One of the most frequent is the classic, “Do we repair it or replace it?” question. Using your CMMS data, you can determine… What was the purchase price of the asset? When did we acquire it? How much has it cost to maintain it, especially in the past year? How much downtime is the asset experiencing lately? With a little more information about operations, you can also calculate the opportunity cost due to downtime. Comparing that to the estimated cost (and potential added productivity) of a new asset would give you the answer. Additionally, you’ll have the data to back it up. If you’re thinking in terms of maximum uptime and total lifecycle cost, you’ll move beyond using your CMMS as a simple work order tracker and PM scheduler. CMMS can help you create a wealth of asset information—helping your organization make more informed decisions, and potentially saving it a lot of money. Contact us for more information on facility maintenance and asset management software. We’re here to help.
Manage Inventory: Reordering and Balancing
Managing parts and supplies is always one of the biggest challenges of running a maintenance department. But the good news is CMMS software has the tools you need to streamline reordering, make sure the right parts are on the shelf, and minimize other parts that are used less frequently. Manage inventory by reordering and balancing with CMMS. Reduce Purchasing Overhead MPulse Purchase Requisitions is a comprehensive tool for managing parts and supplies requisitioning and ordering. MPulse can help by monitoring work orders, reorder lists, and requisition records, then producing requisitions as needed. As a result, you can easily track orders and requisitions all the way through receiving and restocking. This helps you determine your current inventory levels and automatically generate purchase requisitions based on need, reducing purchasing overhead. You can set reorder points, which calculate your average daily usage rate by the part’s lead time in days. This function helps you ensure a constant restocking of high-need parts. It makes it easier to identity parts that have long lead times as well. Purchase Requisitions also can help you track shipments, vendor performance, and warranty information. Data Integration Tools However, the biggest benefit of MPulse is business data integration, providing financial visibility throughout the organization and eliminating error-prone, manual data entry. Organizations can integrate transactional data between MPulse and the accounting system. To support this effort, MPulse can help by integrating master data records, most notably Inventory Records and Purchase Requisition Records. The business data integration will keep both applications in sync so users can be confident they are working with accurate and current information. As your team enters new Inventory Items and Purchase Requisitions in MPulse, that information will flow automatically to the accounting system in a timely fashion. On the accounting side, MPulse syncs any transactions by the accounting team related to those records. The system updates relevant information and provides financial history for the Inventory Item or Purchase Requisition in MPulse. In general, whenever a related record or transaction is modified in one application, those changes should be synced to the other application. As a result, you leave the accounting to the financial application and synchronize the results back to MPulse for informational and reporting purposes. MPulse is ready to help you manage inventory by reordering and balancing with CMMS. Have questions? We have answers. Contact us.
Getting Started With A New CMMS
Getting started with a new CMMS can feel overwhelming. New software requires a lot more work after the decision is made. But, you can make it as painless as possible. These five steps outline how to implement a cmms system. How Is a CMMS System Implemented? Use this checklist to make your CMMS system implementation a success. Step 1: Determine How to Export Current Data Older software was not designed to get data out as easily as it was to get in. More current programs can export data in various file types, typically a CSV file. Often you can do this task yourself or enlist the help of a power user or an internal IT specialist. Or, if it makes more sense, you can hire some help. Step 2: Decide What Data You Want to Keep If you’ve decided to migrate to new software, there’s usually a reason. And often it’s because key needs aren’t being met by your current system and your legacy data. Now is the time to review your data and make decisions about what you really need to keep. Another option is to simply start fresh. We’ve had customers do this—their legacy data remained where it was. They simply added assets, parts, and preventive maintenance schedules to the new CMMS system. Old work orders are left behind. Step 3: Map Out the Fields Data fields aren’t necessarily the same from one system to another. So you need to map field names, sizes, types from one system to the other. We recommend using your vendor’s services to help with this process. They know their software best. Use them. Step 4: Clean Up Your Old Data Don’t underestimate the time it takes to clean up the data. You may do this step before mapping fields, but sometimes customers need to understand what the data looks like in the new system before they find issues. Take a close look at your data. Things will pop up—outdated information, incorrectly formatted data, missing data. Now is the time to get your data in good shape. Clean data pays off in accurate reporting later. Step 5: Import and Test Once your data is complete and clean, your CMMS software vendor will import it into your software. After that process is finished, it’s time to run some tests to make sure the right data is in the right place before “go live” day. We recommend testing to ensure… All field names are correct The correct data is in the correct fields Assets lists are complete Parts and inventory lists are complete Scheduled tasks have transferred correctly Key historical data is available [related-content] MPulse can help. Start by downloading our free cmms implementation guide. Make the most of our experience and knowledgeable staff. We’re not just a software vendor. We’re your partner in CMMS success. Have questions? Contact us. We’re here for you.
Understanding Your MPulse Inventory Shopping Cart
Do items seem to appear on your storeroom shelves without getting properly received? Or, do spare parts disappear or miss getting linked to work orders? On busy days, tracking what’s coming and going from your inventory room can seem impossible. But, here’s a secret to success with CMMS—you can get your fastest return on investment (ROI) by implementing inventory control management. Yep. You read that right. If you ignore inventory control management, you’re also denying yourself the fastest way to find real savings for your organization. But, the key is finding the type of inventory system that works for your organization. What is the Easiest Inventory Management System for Teams? MPulse Inventory Shopping Cart allows you to check parts and supplies into and out of inventory using an online shopping cart. As a result, your team can quickly link items and their unit costs to work orders and assets, helping you track and report on consumption of those items. Scan the part. Scan the asset. That’s how long it takes to link inventory to a new or existing work order record. This system also lets you enter inventory items as they arrive and automatically track who is performing work. MPulse Inventory Shopping Cart also lets you… Scan any item with a barcode label Scan repair parts as they’re used Quickly link inventory to new and existing work orders Print barcode labels on a laser printer Instantly enter received purchases as they arrive Automatically track who’s performing work What are the Benefits of MPulse Inventory Shopping Cart? Faster inventory check in/out with the MPulse Inventory Shopping Cart can make your operation more efficient, saving money and time for both your employees and your organization. Benefits also include… Dramatic time savings—no more data entry With data entry gone, eliminates errors Makes it easier to identify parts Saves money by reducing inventory shrinkage and bloat Additionally, many organizations are unintentionally storing surplus parts—parts the company has not used in a given period of time. Those parts just sit on the shelves, forgotten, but still costing the organization money. That’s a missed opportunity to save some cold, hard cash. Because overstocked or outdated inventory takes up extra room in the storage area and manpower to count it. It also frees up capital to use for parts you actually need. Make inventory management easy. MPulse Inventory Shopping Cart puts professional grade inventory control at your fingertips. Have questions? Contact us. We’re here for you.
Using Role-Based Access Control
With role-based access control, you can easily adjust settings in your MPulse implementation so the right people have the right access to the right records. So, you can give your employees access to what they need—and only what they need. What is Role-Based Access Control? Role-based access control puts record-level control in your hands. So, your maintenance personnel will only see the records relevant to their unique workloads. For example, one MPulse customer employs a variety of maintenance professionals with very specific job duties. With role-based access control, their plumbers only see plumbing work orders. Their electricians only see electrical work orders. Another customer with multiple facilities set up their role-based access control based on location. So the maintenance team at their Phoenix facility only sees work orders for that location, while the Denver facility team only sees the work orders for their location. Role-Based Access Control Best Practices Study after study shows that software that’s easier to use is used more often—and more effectively. Removing the “clutter” will significantly streamline data access for your teams. Using role-based best practices also can help your organization comply with legal or ethical requirements. Here’s how to implement role-based access control… Limit which records your employees see depending on their role in the organization Restrict sensitive information Filter according to departments, work order types, locations, or other fields Assign roles so people see the only their operating unit’s information Choose which data are global, and which are unique to a group Define an unlimited number of custom filters Automatically link data to a user’s area of expertise Advantages and Disadvantages of Role Based Access Control The biggest advantage of role-based access control is centralized control and enhanced security. As a result, with role-based access control in CMMS software, you’ll… Reduce errors in data entry Prevent unauthorized users from viewing or editing data Gain tighter control over data access Eliminate the “data clutter” of unnecessary information Keep your teams running smoothly While some maintenance teams may feel uncertain about setting up role-based access control in CMMS software, MPulse makes it easy with our easy-to-use interface. Or, our affordable training and implementation services can get you up and running with role-based access control quickly. Available in MPulse Advanced and Enterprise editions, role-based access control delivers the right level of access to your company’s valuable information. Contact us for more information.
Is Your CMMS Joint Commission-Compliant?
Healthcare maintenance teams need to ensure their facilities maintain compliance with all regulations related to the Joint Commission on Accreditation of Healthcare Organizations (JCAHO). It’s a challenging task, as these regulations are numerous. If that wasn’t enough, they also change relatively frequently. What is JCAHO and Why Is it Important? The Joint Commission developed JCAHO standards to help healthcare organizations measure, assess, and improve performance. The standards focus on important patient, individual, or resident care, as well as organizational functions that are essential to providing safe, high quality care. All healthcare personnel play a role in patient safety. JCAHO compliance affects each role. For the maintenance team, that includes requirements for joint commission equipment maintenance, as well as other policy and procedure requirements. How Can CMMS Software Help Meet JCAHO Medical Equipment Standards? CMMS provides a reliable central repository for your healthcare equipment maintenance and safety data. With a properly implemented CMMS solution optimized for the healthcare industry, your organization can more easily adhere to the changing JCAHO requirements. And you won’t have to scramble at the last minute to set things in order. For the Joint Commission, if it’s not documented, it didn’t happen. With CMMS, you have a traceable history of completed maintenance tasks and documented policies. As a result, you can prove that you’re acting in accordance with JCHCO regulations. Best of all, the documentation takes care of itself with CMMS. Here’s how. Inventory Management If your organization is using the Joint Commission accreditation process for deemed status purposes, then all medical equipment is required to be included in the written inventory. For organizations that do not use the Joint Commission accreditation process for deemed status purposes, then you may maintain a written inventory of either all medical equipment, or an inventory of selected equipment categorized by physical risk that includes all life-support equipment. In this case, new equipment is evaluated prior to initial use to determine if it will be included in the inventory. While hospitals may have equipment that is maintained or owned by a vendor or the manufacturer, JCAHO compliance requirements state the hospital is still responsible for listing this medical equipment on the written inventory. CMMS software offers asset management tools to purchase, operate, maintain, upgrade, or dispose of medical equipment in the most cost-effective manner. It also includes the ability to document storage locations and supplier information. High-Risk Medical Equipment Maintenance The written inventory also identifies high-risk devices. High-risk medical equipment includes all life support equipment and any other device for which there is a risk of serious injury or death to a patient or staff member should it fail. The term high-risk equipment is equivalent in scope and nature to the term critical equipment. Maintenance activities and frequencies should follow manufacturers’ instructions and recommendations for maintaining, inspecting, and testing all medical equipment in the inventory. These maintenance activities and frequencies—including an alternative equipment maintenance (AEM) strategy—are documented in writing. CMMS reporting features also can help you quickly produce reports and documents giving details or summaries of medical equipment, high-risk devices, maintenance work and more to meet Joint Commission equipment maintenance requirements. Alternative Equipment Maintenance Strategy With some exceptions, an AEM program allows a healthcare facility to “adjust its maintenance, inspection, and testing frequency and activities for facility and medical equipment from what is recommended by the manufacturer, based on a risk-based assessment by qualified personnel” (CMS 2013). This may include reduced or altered maintenance tasks, relaxed frequencies of maintenance, and run-to-fail strategies. However, the Joint Commission states that the “strategies of an AEM program must not reduce the safety of equipment and must be based on accepted standards of practice” (Joint Commission 2014). For example, an accepted standard of practice could be the American National Standards Institute/Association for the Advancement of Medical Instrumentation handbook ANSI/AAMI EQ56: 2013, Recommended Practice for a Medical Equipment Management Program. You may not use AEM for… Equipment subject to federal or state law or Medicare Conditions of Participation Imaging and radiologic equipment (diagnostic or therapeutic) Medical LASER devices New medical equipment with insufficient maintenance history to support the use of an AEM strategy Maintenance, Inspection, and Testing Documentation Regulatory bodies like the Joint Commission are requiring increasingly complex recordkeeping. With CMMS, you also have a traceable history of completed maintenance tasks and documented policies. Therefore, you can prove to external agencies that you’re acting in accordance with their regulations. CMMS helps maintenance teams stay organized and in compliance by… Tracking employee health and safety information Documenting work procedures Ensuring all safety inspections and tests are done properly and on schedule Determining when it’s time to repair or replace malfunctioning equipment Documenting preventive maintenance on key assets Creating reports for audits Archiving work history Storing employee trainings and certifications Tracking incidents Additionally, this documentation takes care of itself with CMMS. Have more questions about how CMMS software can help you with Joint Commission policy and procedure requirements? Contact us. We’re here for you. [related-content]
Should You Purchase or Subscribe to CMMS Software?
Typically, there are two ways to purchase CMMS software. You can subscribe annually or own the software outright. CMMS subscription pricing is also known as Software as a Service, or “SaaS.” When you opt for SaaS, you’re renting the software for a monthly or yearly fee. Or, you can choose to purchase a license to use the software (in practical terms, forever) for a one-time fee. Subscription vs. License for CMMS So, what are the advantages of a software subscription vs. a license? Let’s find out. CMMS Software Subscription When you opt for a SaaS subscription, you’re choosing to rent software for a specified period of time instead of buying a license to use it indefinitely. If you fail to renew your subscription, the software stops working. Advantages of SaaS 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 can try the product and the vendor without fully committing Disadvantages of SaaS Higher total cost over the long term Vulnerability to price increases You never own the software Stop paying and you lose access CMMS Licensed Purchase You’re probably more familiar with the licensed purchase option as the traditional way to buy software. You buy your CMMS licenses once and can use them indefinitely until it’s time to upgrade or replace the software. Advantages of Licensed Purchase Less expensive over the long run than the never-ending subscription. Usually it’s a 2-3 year break even vs. SaaS CMMS pricing. You own it. If your company’s budget gets tight one year and you don’t get your yearly allotment, you will still be able to use your software because you own the software license. Disadvantage of Licensed Purchase Higher upfront CMMS software costs Other Important Considerations Typically, you can also purchase or renew a yearly maintenance agreement with either option that includes software updates, tech support, hosting services, and access to training. [related-content] If you’re leaning toward an SaaS model, ask vendors if you can switch to a license purchase model if your situation changes. Also, make sure the method you choose works with your plans to host the application either in the cloud or locally. (Learn more about your deployment options and cloud-based CMMS software pricing.) CMMS system pricing can vary widely. Here at MPulse, we believe every customer should have an option that works for their situation. We also can help with financing options. If you’re looking for a way to purchase CMMS software outright, take a look at our new MPulse 0% Finance Program. Still have questions? Contact us. We’re here to help.
CMMS for Medical Equipment Management
Healthcare CMMS software enables organizations to manage maintenance for critical assets, while also meeting government regulations and safety requirements. The type of equipment found in healthcare facilities is vast. For example, medical equipment maintenance needs can range from facility HVAC systems and generators to medical equipment to electrical and plumbing repair to cleaning supplies. Healthcare maintenance management systems provide the right tools to manage maintenance for all these assets, whether it’s a critical part or a light bulb. It provides a reliable central repository for your maintenance and safety data. Healthcare CMMS Software CMMS software and maintenance information systems for healthcare excel at tracking the details of your increasingly complex healthcare operations. Phelps County Regional Medical Center (PCRMC) experienced this firsthand. The organization’s old maintenance system was overwhelmed by requests, as well as difficult to navigate. With an average of over 500 work orders per month, PCRMC had to find a better way. Their priorities were… User friendly and adaptable interface Ability to handle a large work volume Paperless work orders and reports Simple ways to prioritize work orders Easy preventive maintenance scheduling tools To improve their maintenance management, PCRMC implemented MPulse. In addition to improving their workflow, the department has experienced numerous benefits. Asset History MPulse helped PCRMC better manage assets, reducing time spent managing and tracking assets by 20%. Historical asset data also improved budgeting and tracking expenses. Vehicle Expenses PCRMC uses MPulse to track vehicle expenses, as well as vehicle replacement projections. The organization spends about 10% less time on long-range budget planning with the information MPulse provides. Key and Lock Control PCRMC customized MPulse’s Key and Lock Management module to meet the organization’s specific needs. As a result, administrators now can quickly identify the areas a specific employee can access. Traceable Information Using CMMS for Medical Equipment Management MPulse meets the needs of hospitals and healthcare organizations of all sizes. We provide affordable solutions and exceptional customer support to help companies with the complex maintenance requirements in all healthcare-related industries—including hospitals, medical offices, pharmaceutical companies, medical device manufacturers, biotech developers, and more. With MPulse, you’ll also have a traceable history of completed maintenance tasks and documented policies to prove you’re acting in accordance with industry regulations. And the best thing is, this documentation takes care of itself, so you can focus on other important things—like maintenance. Learn how MPulse can help your maintenance team promote and maintain compliance, while also reducing emergency maintenance issues and unexpected downtime. Contact us for more information. We’re here for you.
How CMMS Software Can Help You Meet OSHA Requirements
Maintenance workers are usually very familiar with Occupational Safety and Health Administration (OSHA) regulations because maintenance work affects the entire organization—whether it’s on a production line, a construction site, or in a building. And while maintenance techs are responsible for their own safety on the job, they also contribute to the safety of building occupants and visitors. That’s a lot of responsibility. Safety in the workplace requires documentation, particularly for creating procedures and recording maintenance activities. The only way to prepare for the prospect of random inspections is with a proactive safety initiative supported by consistent documentation. And there’s nothing better at documenting those tasks than CMMS software. OSHA Maintenance Requirements Inconsistent record-keeping procedures are a common cause of OSHA citations and fines. CMMS data provides both the big picture and the little details, so your maintenance tasks are both visible and verifiable. And best of all, you can access the information in minutes, instead of spending hours or even days sorting through a paper filing system. Our customers use MPulse CMMS software to… Update safety procedures Document safety training Publish safety data as a reminder to employees Standardize checklists for scheduled inspections Create a paper trail showing preventive measures Detail emergency procedures in case of a natural disaster or other incidents And best of all, much of that documentation is automated. Once it’s set up, your maintenance team is ready to go. Your maintenance technicians have custom checklists, resources like repair and preventative maintenance manuals, asset history, and safety procedures right there with the work order. Health & Safety OSHA maintenance safety is not just about protecting your organization in an audit or inspection. It’s in everyone’s best interest to be proactive about your employees’ health and safety. CMMS helps maintenance teams stay organized and in compliance by… Tracking employee health and safety information Documenting work procedures to make sure they are being followed Keeping 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 preventive maintenance on key assets Creating reports for audits Archiving work history Storing employee training and certifications Tracking incidents Related Article: Top OSHA Violations You Should Avoid in 2021 You can use CMMS software to track healthy and safety data and resolve potential risks before outside auditors do. And that means your CMMS documentation can save your organization a lot of time, money, and worry. How does your organization use CMMS software to meet OSHA maintenance requirements? Contact us today to learn more about how MPulse Software can assist with OSHA safety regulations for maintenance workers. Or get for a free trial!
What to Expect from Instructor-Led Training & Recorded Training
Instructor-led training and recording training are two of the most affordable CMMS training options. As a result, you can get virtual training you need at a price that meets your budget. What to Expect from Instructor-Led CMMS Training Instructor-led training includes live, interactive online sessions designed to help users get quickly up to speed. It also provides basic instruction on skills necessary to successfully navigate, configure, and use your software. For example, MPulse Fundamentals focuses on the core functionality of MPulse, its application to data, and maintenance management concepts. This one-day course includes six, one-hour sessions, plus attendees can ask direct questions at the end of each day. Benefits of Instructor-Led Training: Live, virtual classroom environment Focused instruction away from day-to-day operational demands Highly interactive Real-world scenario discussions Small class size No travel costs Great value To get the most out of instructor-led training, make sure your key users are available on training days. Make sure they can focus on training, and limit potential interruptions. What to Expect from Recorded CMMS Training Recording training uses a one-to-many setup that allows you to train teams small and large, regardless of location. It’s also the most flexible and affordable option. Benefits of Recorded Training: Easier to accommodate large groups and different scheduling needs. Limited time commitment Very affordable No travel However, because recorded training is offered on-demand, you’ll need to contact software support to ask specific questions. Training is the secret to CMMS success. But which training is right for you? Above all, it depends on your organization’s goals, schedule, and budget. Check out our other article about the pros and cons of instructor-led and recorded training and how to choose the right one for you. MPulse bundles our training and implementation options to serve a wide range of experience levels, asset inventories, and operational models. Whether you’ve got an experienced team spread across numerous locations or a small maintenance operation with a few employees, MPulse has a program for you. Contact us for more information. We’re here to help you achieve CMMS success.