CMMS Implementation Services: What Maintenance Managers Should Know
Maintenance managers know it’s critical to have the right tools—and the right skills—for the job. The same is true when it comes to CMMS implementation services. That’s what Nick told me. As the maintenance director for a large, multi-site corporation, Nick knows his maintenance strategy is only as good as his people and the tools they use. “I don’t send my plumbing guy with a pipe wrench when I need to replace a circuit breaker,” he joked. Nick isn’t new to CMMS software. But when it was time to upgrade recently, he wanted his team to focus on their jobs, not configuring software. So, Nick decided to let the MPulse experts do what they do best—set up his CMMS software exactly how his team needed it. Which means his techs could do what they do best—maintenance. Smooth Transition, Strong Foundation MPulse has different levels of CMMS software implementation, and each customer’s needs are unique. Nick went for turn-key implementation, so our MPulse team helped him with everything from planning, data migration, and installation to training and “go-live” day. “It made financial and operational sense,” Nick explained. “Our CMMS software was set up correctly from the beginning, which reduced frustration during the transition. We also had the support we needed if we ran into any problems.” I’ve shared my perspective before about the value of CMMS software training and implementation services. It’s something that, honestly, you can’t afford to not do. Nick agrees. “It was more than just setting up software,” he said. “MPulse helped us set up measurable goals and create reports to track our progress. Now I know at a glance where we’re meeting expectations and what we need to focus on.” Compounding Benefits While reducing disruptions during the upgrade was a major advantage, there’s another one. The value of Nick’s investment grows every day. Nick describes it as “compounding benefits,” like compounding interest. “We started strong by investing in CMMS implementation, and we add to the value of our CMMS data with every work order,” he said. “Now our crew has a solid foundation that we’re still building on today, just like interest earned in a bank account.” CMMS software is a tool. And just like a wrench or a hammer, it only works when the right person is using it for the right job. Give your organization the best chance to make the most from maintenance software. Explore MPulse’s implementation services and see how we can make your maintenance team the most productive they’ve ever been.
Investing in Maintenance Software Pays Off in the Long Run
Investing in maintenance software pays off in the long run. Several years ago, my town was struck hard by a recession. Businesses closed. Unemployment grew. You could see the effects in the business district—empty storefronts and office buildings. The town had a glut of business space. And, as demand fell, so did the prices. My friend and MPulse customer, Rebecca, owns several properties downtown. But Rebecca stayed afloat when many others did not. Over coffee recently, I asked Rebecca how she survived when others failed. Timing and sound business practices helped. But so did something else that was much simpler. “We kept up on our property maintenance,” she said. “It makes a difference when you need to attract and keep tenants.” Facility Maintenance is an Investment Buildings are assets, and nothing is better for managing assets than CMMS software. Rebecca invested in MPulse CMMS software about 10 years ago before the downturn hit. “But when things were tight, it became more important,” she said. “It was easier to see where we need to spend money to keep things up, and we also knew where to cut back to stay solvent.” Rebecca used MPulse Software, Inc for… Employee schedules Elevator inspections HVAC maintenance Security Landscape Vendor management Custodial services Repair cost history Documentation Service requests Keeping her properties in good condition helped Rebecca maintain the value of her investments. Her current tenants were happy and more likely to stay. And new tenants were attracted to the property. This strategy sounds simple, and it is. But it’s a business practice that not everyone follows—which gives property owners like Rebecca a competitive advantage. The proof lies in similar properties that weren’t maintained. When the market turned a few years ago, their owners had to spend more to make sure their facilities could compete. At least, those that survived. Plenty did not. CMMS Software Improves Service Request Management Rebecca’s facility management strategy included something else that often gets overlooked—good customer service. “Responsiveness is a big part of property management,” she said. “MPulse helped our maintenance manager track service requests and communicate with tenants. Our track record of good customer service kept us operating during a difficult time.” Rebecca’s investment in maintenance is paying off now as the market continues to expand. Her buildings are full, and she increased her rates as demand grew. It’s a position too many others failed to achieve. How could CMMS software help you stay competitive? Leave a comment or contact us.
The Hidden Costs of Free Maintenance Software
You’ve heard the saying, “There’s no such thing as a free lunch.” That’s what a new MPulse customer, James, said to me last week. James is researching maintenance software—his team still uses mostly paper and pencil. He knows it’s time for a change. So, he did what many maintenance managers before him have done. He typed “free maintenance software” in a Google search box. I get it. When you’re new to CMMS programs, you want to test them out. Take it for a test drive, so to speak. And free maintenance software from the Internet seems like an easy way to do that. But also like many maintenance managers before him, James discovered that free maintenance software isn’t always what it seems to be—and its hidden costs sometimes mean paying a higher price. Why Don’t I Want Free CMMS Software? It’s hard to get a realistic perspective on the true capabilities of maintenance software with free CMMS software. “Free” sounds like a great deal, until you consider… Limited tools and functionality Lack of scalability No training or support Absence of security features to protect data Inability to sync with other business systems So, after all that effort, you’re missing out on finding the right maintenance software for you. Not to mention, you’re wasting time and energy—two things typically in short supply for maintenance managers. That’s what James discovered. “I’m trying not to think about the time I’ve wasted testing out software that didn’t have the features we really needed,” he told me. “That was an expensive lesson.” But What If I Just Want to Try It Out? I understand why James wanted to try out free maintenance software. But there’s a better way—free software demos. When you test drive a car, you don’t just randomly take any car you found on the Internet out on the road. You don’t want to waste time test driving station wagons when you really need a 4-wheel drive with a 6.0L, 8-cylinder engine. Your time is valuable, and it’s important that you spend it wisely. When you do your research on CMMS software, you’ll soon see the benefits of scalable CMMS software with an easy-to-use interface and advanced tools. That’s why MPulse Software, Inc offers free trials and great customer service to make sure your software purchase means your needs. Because we know how to make your CMMS implementation a success—and we’re happy to share our experience with you, so you’re on the right path from the very beginning. And that’s something you can take to the bank.
Is It Time for a CMMS Software Upgrade?
Sometimes change feels risky. But not changing carries risk too—the risk of becoming uncompetitive because your business practices haven’t kept up with the times. We’ve experienced a lot of change lately with the release of our new MPulse 8 CMMS software, so change is a topic that’s on our minds. It’s on the minds of our customers too. [related-content] Our “early adopters” are already upgrading their MPulse CMMS software. But plenty of our customers are trying to decide when’s the right time to upgrade. These folks are the majority—they’re looking to see how new software fits in with their workflows, and they’d like to avoid as much disruption as possible. Me too. You Need More from Your CMMS Software Maintenance managers know better than anyone how new things (equipment, personnel, processes, or procedures) can affect your operations. Such is the case with Leo, a customer with an older version of MPulse that he’s waited to upgrade because of time and budget constraints. But Leo knows the time is near where he simply can’t wait anymore. Generally, CMMS software upgrades tend to happen when a need arises that can’t be met by the current version or an organization makes changes that the old software is not capable of handling. Whether that’s more capacity, new features, or faster connections—you need something more. Your Maintenance Operations Change Leo needs more because his maintenance department looks a lot different than it did when he first invested in CMMS software several years ago. When I asked him how things have change, he listed four things. Leo’s organization has expanded, which has increased his team’s workload. New IT and Internet infrastructure has improved his organization’s connectivity. His department has experienced a fair amount of staff turnover, and his younger techs are more comfortable doing things differently. His manager’s reporting needs are becoming more complex, and so are his requests for maintenance information from Leo. “We’ve made a lot of changes around here, especially in the past few years,” Leo explained. “We need to keep up with the growing demands on our crew.” So when did Leo reach the point where he knew it was time to upgrade his MPulse software? I’ll share more of his story next time. In the meantime, how has your maintenance operation changed? Leave a comment below or contact us.
Creating CMMS Software “Super Users”?
In a recent post, I shared Ken’s story about finding efficient ways to train his new maintenance employees. It’s a situation more maintenance managers are finding themselves in. If you haven’t yet, you will soon. We’re all dealing with staff turnover as older employees retire and new ones come on board. To recap if you missed it, one-third of Ken’s maintenance staff was new to his organization. And the usual hands-on, peer-to-peer training wasn’t as effective as he needed it to be to get everyone up to speed quickly. Formal classroom training ended up being the right choice for Ken to get his large group of new users up and running. But Ken had another problem. Among those retirees were three of Ken’s maintenance software “super users”—staff members who knew how to get the most out of their MPulse CMMS software. [related-content] These were Ken’s go-to people whenever he had questions or needed data for everything from replacement budgets to asset life cycle forecasts. In fact, they were the whole organization’s go-to people for anything related to maintenance. “They really pushed the limits of the software,” Ken said. “They knew it inside and out. Those are big shoes to fill.” What’s a CMMS Software “Super User”? Ken’s super users were what we call “MPulse champions”—they were directly involved in the original software implementation, they trained other users, they provided internal technical support when needed, and they “championed” the use of the software to others. Their enthusiasm for the software and its capabilities was catching. It helped Ken get his whole team on board with the initial implementation. And it helped the whole organization discover the value of CMMS data—and the decisions it helped make. Super users are the hardest ones to replace after they retire or move on. So it’s really important to train new ones. How Do I Create CMMS Software “Super Users”? Ken is already on the path to creating new CMMS software super users by investing in classroom training. Formal training is the first step to developing employees who are knowledgeable and enthusiastic about their job and the software tools they use. It’s also important to support people who are likely to become super users with time, continuous training, and hands-on experience. You know who they are—they are approachable, open to learning, responsible, and knowledgeable about their organization and how to contribute to its success. In general, maintenance managers should encourage employees who have… A strong understanding (or potentially strong understanding) of workflows A belief in the value of technology and data-driven management An enthusiastic attitude and strong communication skills Good problem-solving capabilities Flexibility and adaptability to change Desire for continued learning and skill development It takes time and experience to get there. But Ken can encourage the development of his new super users with training and opportunities for growth. Who are your CMMS software super users? How have you helped them become successful? Leave a comment or contact me.
Software Support and CMMS Success
I’ve helped thousands of maintenance teams implement CMMS software over the years, and I’ve answered more questions than I can count about software features and the implementation process. But there’s another part of the CMMS software buying process that is easily overlooked—vendor software support. We’re proud of our support services here at MPulse, and we’re thrilled Software Advice recognized our efforts in The 4 Best Vendors for CMMS Support. Not only is it great to be appreciated, but it’s also good to know industry experts agree with our philosophy that support services are an essential part of any software purchase. We’re Here for You At MPulse, you’re not just a customer—you’re our partner in CMMS success. We want to keep the customers whose business we’ve worked so hard to earn. So we’ll be here for you tomorrow, just like we are today. That’s why we offer… Live phone advice from a real human being when you have a question or a problem Email support requests if you don’t have time for a phone call A searchable knowledge base of helpful articles, a how-to video library, and access to software downloads if you prefer the do-it-yourself approach Talk to Our Customers Our goal is to go beyond answering questions to find real-world solutions. But don’t take my word for it. The best measure of our success is to talk to current MPulse customers. “When it comes to working with me, MPulse is very responsive. I can call the support guys and get someone right away. They are very helpful.” Vic Carrescia, Siemens Building Technologies Group “The support team is absolutely wonderful. They showed me a few things, and I was up and running.” Becky Newman, St. George Steel “They are extremely responsive and take the time to ensure we are happy with the solutions offered. They always sought to get to the bottom of our concerns and frustrations as quickly as possible.” Leslie Devonshire, DISH Network Manufacturing So when you’re looking for new CMMS software or researching a possible upgrade, remember to look beyond products and prices. CMMS software support is critical to your long-term success. What’s your experience with software vendor support services? Leave a comment below or contact me. I’m here for you.
Keep on Top of Fire Safety Inspections with CMMS Software
When I visit with MPulse customers, I ask a lot of questions like, “What takes up the most time in your day?” I almost always hear the same response from facility managers—fire protection systems and safety inspections. It makes sense. Fire protection is a key component of the health and safety of building occupants. So spending that time wisely makes a big impact on your workload. “Fire safety and related systems take up about 15-25% of my work week,” said Joe, a facility manager for a medium-sized healthcare organization in the Southwest. “Making those tasks more efficient has a big impact on what I can accomplish.” Time management was one of the biggest reasons Joe’s organization invested in CMMS software about four years ago. “We had Excel spreadsheets and printed checklists,” he said. “But keeping the paperwork updated was taking more time than doing the actual tests and inspections.” Fire Protection Systems Maintenance Joe’s team of 12 maintenance technicians are responsible for the inspection, testing, and maintenance of the organization’s fire protection system—which includes fire extinguishers, automatic sprinklers, fire alarms, heat sensors, and other equipment. “Letting these tasks fall through the cracks is not an option,” Joe said. “People’s lives are at stake.” When Joe started using MPulse, he began by documenting all fire safety equipment as well as the inspections and tests that needed to be done on a regular basis. He also recorded vendor information, such as the company he uses to conduct standpipe flow tests, which are required every five years. “It took some time,” Joe said. “But it paid off. Having that information at my fingertips makes all the difference when things are busy. And things are always busy around here.” For example, Joe’s team maintains more than 500 fire extinguishers alone. The location and equipment information of each one is documented in MPulse—helping his team quickly see what needs to be tested, what needs to be replaced, or what has gone missing. “Imagine trying to keep track of that information with just a spreadsheet,” Joe said. Fire Safety Regulations for Healthcare Organizations Like all facilities, Joe’s organization is subject to audits to make sure it’s compliant with local fire codes as well as the standards of the Joint Commission, an organization that accredits and certifies U.S. healthcare organizations and programs. “When the auditors are here, our CMMS documentation is vital,” Joe said. “Everything is recorded, and we can answer any questions with just a few clicks. It’s not only a time saver. It reduces the stress level because we know we’re compliant before they walk through the door.” That’s what I like to hear from facility managers—reduced stress levels when you know what needs to be done. How does CMMS software help your facility maintain its fire protection system? How does it reduce your stress level? Leave a comment or contact me.
How CMMS Helps You Answer Questions You Didn’t Know You Should Ask
Most organizations implement CMMS software because they need to solve a problem. Maybe it’s improving work order management, capturing real-time repair data, or streamlining preventive maintenance schedules. Maybe it’s establishing better inventory control or documenting maintenance procedures. Once you solve one problem, however, something else inevitably comes up. And new problems mean you need to ask new questions that you might not have considered. But with CMMS software, now you have a powerful tool in your corner. Value of CMMS Data The power of CMMS software is in the data you collect. And the value of that data compounds over time—just like compounding interest on your bank account. That’s what MPulse customer Cathy discovered. Her department bought CMMS software about three years ago to track—and control—their cost of maintenance. With MPulse, Cathy could easily monitor the company’s key performance indicators (KPIs) and run monthly reports for her managers. “In the beginning, our needs were simple,” she said. “We were looking for work order management, preventive maintenance scheduling, and service requesting capability. MPulse had all of those things, and more.” But things changed. New Questions, Same CMMS Data “After about a year, we reviewed our standard KPIs—PM completion rates, emergency repairs, response times, etc.,” Cathy said. “Then our management team began asking other questions—questions that we didn’t even know to ask when we started using MPulse.” Those questions dug a little deeper and included things like inventory counts, regulatory compliance documentation, and labor performance. Some of those questions prompted Cathy’s organization to add MPulse’s software extensions. “We upgraded to Advanced Inventory to expand our inventory control processes,” she said. “We realized how important inventory control was to our larger goal of cost control.” But other questions were answered by creating new reports with the same data they’d already collected. “Labor performance was a big one for us,” she said. “We knew some of our techs were faster at specific tasks. But when we looked at our labor data, we realized we needed to cross train more employees so more than one person could do the work. We also created standard repair times for specific tasks, which helped set realistic expectations for the team.” As a result of reviewing their CMMS data, Cathy’s organization ended up refining their training process and improving their maintenance procedure documentation. She said it’s made a difference in measurable ways—like improved response times—as well as ways that are harder to measure, like employee morale. “That’s just one example of what we’ve found by mining our CMMS data,” Cathy explained. “I know we are just skimming the surface. Tomorrow we’ll be better able to answer other questions that haven’t even occurred to us today.” How has CMMS data helped you answer questions about maintenance management? Leave a comment or contact us.
Using CMMS Software to Support Lean Manufacturing
How do you eliminate waste in your organization? That’s the basic tenant of lean manufacturing—an idea that continues to develop after decades of refining by some of history’s top business managers. The term was coined by James Womack in his 1990 book, The Machine That Changed the World, although its roots lie in the Toyota Production System of the 1950s. In a nutshell, lean manufacturing considers the use of resources for any goal other than the creation of value for the end customer to be wasteful. It will come as no surprise to maintenance professionals that lean manufacturing has a tremendous impact on their department. From increasing asset life cycles to reducing scrap material, the maintenance team continually works towards reducing waste. In fact, I’d go so far as to say that maintenance teams were working under the lean manufacturing philosophy long before the concept was named. “Our management team embraced lean manufacturing during the recession,” explained Ed, a maintenance and engineering manager for a multi-national manufacturer. “But it wasn’t a new idea for the maintenance crew. We were already looking for inefficiencies—or waste. It’s our job to eliminate as much inefficiency as possible.” Lean Manufacturing and CMMS Software One of Ed’s biggest tools? His MPulse CMMS software, which pinpoints areas where productivity can be improved. CMMS applications help his maintenance team find and eliminate inefficiencies, or waste. But Ed is the first to admit that defining waste isn’t always simple. Lean manufacturing is a journey, not a destination, he explained. “Now we’re focusing on other forms of waste,” he said. “There’s obvious stuff, like stocking unneeded parts and tracking your annual inventory turns. But there’s also wasted time—when someone has to finish one task before someone else can do another task. Or when the production team needs something repaired to get things moving again.” The Categories of Waste Lean manufacturing experts categorized waste into eight types, many of which directly relate to maintenance tasks: Overproduction Wait time Inventory Transportation Over-processing Movement between tasks Defects Workforce All of these elements boil down to one thing—money. Waste costs your company money, and eventually it costs your customers as well in terms of higher prices and/or delays. And both pricing and availability, of course, are directly related to your organization’s ability to compete in the current business environment. Not Just for Manufacturers In spite of the name, the lean manufacturing idea doesn’t just apply to manufacturers. I’ve seen lean manufacturing ideas applied in facility management, professional services, and other businesses. That’s because every organization wants to streamline workflows—thereby reducing wasted materials, time, energy, etc. Does your organization subscribe to the lean manufacturing philosophy? How do you eliminate waste or inefficiencies with your CMMS software? Leave a comment about the many applications of our CMMS or contact us.
How CMMS Software Helps with Asset Disposal
When I talk to maintenance managers researching CMMS software, we usually discuss work order management, preventive maintenance scheduling, inventory management, and the many other benefits of streamlining maintenance workflows—all with the goal of production. But down the line, it also helps when it’s time to dispose of assets. That was the situation facing Nate, a maintenance manager at a medium-sized healthcare facility in the Midwest. While Nate is relatively new to his job, his company was an early adopter of CMMS. So Nate is experiencing the benefits—and the challenges—of decisions made by someone else more than a decade ago. “We’re upgrading some equipment and reconfiguring our office space,” he told me. “Which means now I have all this equipment that needs to go… well, somewhere.” Asset Disposal Options Asset disposal is inevitable. Nate has seven choices for each piece of equipment: Redeploying or reusing somewhere else in the organization Refurbishing or reconditioning equipment to extend the life cycle Participating in the manufacturer’s “buy-back” program, where available Selling on the open market or using an auction service (locally or online) Reclaiming or recycling Trading in the old equipment as part of the purchase of new equipment Sending it to a landfill. The Value of CMMS Data When it’s time to make the right choice for asset disposal, your CMMS data becomes very valuable. CMMS software can document the purchase price, the total cost of maintenance, and… with a few calculations, it’s value at the time of disposal. Additionally, there’s the added benefit of providing all the maintenance records to the new owner—potentially increasing the sale price. Thanks to some foresight on his predecessor’s part, Nate knows a lot about his assets: in-service dates, warranty information, original costs, etc. Additionally, he has years of maintenance data gathered with each work order as well as hazardous materials documentation. “They did a great job of setting things up,” Nate said. “Plus, now I understand what I really need, so I can start now to make my job easier later on.” Resale Value In the future, Nate plans on using his CMMS data to calculate the total cost of ownership (TCO), which will help him forecast when it’s time to repair or replace equipment. His organization will benefit from these data-driven decisions that will minimize disposal costs as well as increase an asset’s potential resale value. How could your organization benefit from CMMS software to manage the cradle-to-grave costs of your assets? Contact us. We can help.