5 Mistakes to Avoid When Implementing a New CMMS
Managing your maintenance operations with a CMMS establishes visibility. You can learn what’s going right, when you need to make improvements, and where you’re spending your dollars. However, CMMS success requires careful planning. Here are five common mistakes that we’ve seen organizations make, and how to avoid them. #1: Fail to lead One of the biggest issues we’ve seen with CMMS implementation is a lack of leadership. Technical difficulties, management turnover, employee resistance, and adjustments in company direction are predictable. Managers need to stay on their toes and quickly address changes to maintain momentum. It’s your responsibility to maintain an open dialogue, set and manage expectations, and clearly communicate what you need from stakeholders. We recommend Including members of the production, planning, purchasing, operations, and IT departments on your CMMS implementation team, because these departments are most affected by a new solution. Let them tell you which business processes need improvement. Then hammer out agreeable objectives mapped to new business processes. #2: Choose the wrong vendor Whether you’re considering a large vendor or a small one, there are many ways to assess whether a company will be a good long-term partner. We recommend choosing a company you’re certain you’ll be happy with over the long haul. Shop for a financially secure vendor with proven ability to expand the solution as your company grows. Beware of providers that rely heavily on partners for key functionality. When considering industry-specific software, make sure to find out if it really delivers on its promise. Talk to other corporate users in your field. Try out the software. Choose enough functionality to meet your business needs without sending your IT department on endless quests for the Holy Grail. #3: Budget unrealistically To create a realistic budget for CMMS software, you need to consider more than just the price of the software itself. Typically, you’ll pay for the base software and then the number of user licenses you need. However, to ensure CMMS success, also consider the costs of start-up training, integration services, data migration from legacy systems, hosting, and maintenance/support agreements. CMMS customization and integration with existing software are two big expenses that you should consider carefully. We also recommend calculating exactly how CMMS will benefit your business. Strive to answer this question in terms of measurable ROI (return on investment). What will really improve your bottom line is how your CMMS helps your employees use maintenance data more effectively. That can help with the budget approval process. #4: Implement too quickly Change is never easy. In the case of CMMS, employees especially may fear the accountability involved in posting data that exposes true performance. Start your CMMS initiative in a single department that stands to benefit the most in the short term; then follow with a zealous, company-wide CMMS proponent. When others witness the initial success of the first department, bringing everyone on board will be much easier. Market CMMS to employees and deliver ongoing training. It may sound obvious, but it’s important to remember that employees have to use the solution in order for it to work. Clearly communicate how it will help them succeed, and start CMMS training early on. This way, you’ll chip away faster at the 18 to 24 months it typically takes employees to adopt new business processes. #5: Import inaccurate or unnecessary data If you’ve decided to migrate to new software, it’s usually because key needs aren’t being met by your current system. Now is the time to make decisions about what you really need to keep. Or, another alternative is to simply start fresh. Your legacy data and old work orders can remain where they are for historical reference, and you simply add assets, parts, and preventive maintenance schedules to the new system. Maintenance data is the backbone of CMMS. Most companies store duplicate and outdated data in multiple locations. Putting this data in a unified database, scrubbing it, and making it available to the entire organization before implementation will make for a smooth rollout. If necessary, get help from vendors who offer data-cleansing services. Follow these guidelines to streamline that process and avoid the typical pitfalls that kill new CMMS initiatives. Start by contacting MPulse or try our ROI Calculator to find out how we can help you implement your new CMMS.
When to Use a CMMS App, Part 2
Last time we talked about why many users don’t need a CMMS app. However, sometimes a CMMS app is the best solution. If your job involves working off site or in areas with low connectivity, a CMMS app can make your job a lot easier. With smartphones and tablets, you can capture information on the spot—instead of jotting it down on paper to be input later. Maintenance happens in the field or on the plant floor. If you want to streamline workflows away from the office, a CMMS app works great if your team needs to… Open, access, and complete work orders Send or upload photographs of failed components View available parts inventory Access historical data on assets Get up-to-the minute alerts and reports Update inventory using barcode scanning and online ordering systems Access maintenance and repair manuals Record locations automatically with a GPS-enabled device. What to Look for in a CMMS App A CMMS app should give you everything you need to get the job done, even if you can’t connect to the Internet. That last bit is important, as most maintenance professionals work in environments where connectivity can be an issue. When looking at a CMMS app, consider these key features… Automatic syncing between the app and your CMMS software when online Reporting problems in the field Capturing data when and where it happens Documenting work with pictures and videos Receiving and updating work assigned to you Completing work orders with all required data Tracking hours worked with activity timer Finding and linking inventory using barcodes Working offline with seamless background synchronization Controlling access With any app, security is always a paramount concern. You’ll want to understand the app’s security features to ensure you can confidently control access even when you can’t physically control the location of your devices. Work with your CMMS vendor and IT team to identify the right security tools to keep your data safe. CMMS App Training Mobile device designers have focused heavily on improving ease of use, so it’s likely your employees will need minimal training on a CMMS app. Many will have already used smartphones and tablets in their personal lives, and increasingly standardized application interfaces mean that lessons learned navigating one app are easily transferable to new ones. CMMS apps can offer big benefits for maintenance professionals. Contact us to learn more about how MPulse can help your team get the job done. [related-content]
How to Use Reliability Centered Maintenance (RCM) to Build Efficiencies
Globalization and economic pressures are forcing companies to build efficiencies wherever possible. As a result, the reliability of assets will become even more important than ever. What is Reliability Centered Maintenance? Reliability centered maintenance (RCM) defines maintenance as the means to maintain an asset’s functions in a defined operating context. Therefore, companies can focus resources on equipment that would cause the most disruption if it failed. Learn more: What is Reliability Centered Maintenance? Building efficiency with RCM can result in cost savings and improved reliability of your assets. However, it takes tracking, monitoring, and auditing your maintenance program to reap the benefits of RCM. What Are the Benefits of CMMS Software for RCM? CMMS software offers the best tools to track and monitor your RCM program. Additionally, as CMMS automatically gathers data with every work order, you can see what’s working, and what needs more attention. As a result, you can quickly produce status reports and documents giving details or summaries of your team’s maintenance work, like… Who’s doing what and how long it takes them to do it How much that asset really costs, and when it’s more cost-effective to replace it Which parts are overstocked or understocked, and which parts need longer lead times What’s the inventory turn rate How much the department is spending and on what Which assets are pulling their weight, and which ones aren’t How much a breakdown really costs What to do to prevent those breakdowns before they happen Evaluation Criteria for Reliability Centered Maintenance Maintenance teams can set up their CMMS software to evaluate their RCM program. The technical standard SAE JA1011, Evaluation Criteria for RCM Processes outlines the evaluation criteria… What is the item supposed to do and its associated performance standards? In what ways can it fail to provide the required functions? What are the events that cause each failure? What happens when each failure occurs? In what way does each failure matter? What systematic task can be performed proactively to prevent, or to diminish to a satisfactory degree, the consequences of the failure? What must be done if a suitable preventive task cannot be found? Setting Up Audits for RCM Maintenance managers know their operations will change over time. Employees come and go. New equipment arrives. Vendors and suppliers change. Therefore, the auditing process for RCM enables organizations to determine how those changes impact operations. It’s also a chance to identify new areas to improve. An audit should analyze assets individually to identify potential issues. Next, identify the appropriate maintenance strategy to ensure the asset can function at its maximum capacity. Scheduled audits should also offer a chance review those decisions to make changes and updates as necessary. RCM and Condition-Based Maintenance Condition-based maintenance (CBM) is one tool that can augment an RCM program. CBM keeps tabs on the actual state of your critical assets by recording the output of any meters and gauges on that asset. For example, sensors attached to equipment will use methods like vibration, viscosity, ultrasound, thermography, and other technologies to determine any changes to the condition of that asset. In combination with CMMS software, maintenance teams can use that data to identify patterns that could lead to machine failure. When an asset’s condition changes outside of specified ranges, your software lets you know immediately with CBM assessments. As a result, you can react to prevent breakdowns before they happen. You also can use CMMS software 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 That data goes a long way to set up an effective RCM. Therefore, you can continue to monitor and audit your program to build efficiencies. Data-Driven Decision Making Organizations can use RCM to reduce maintenance costs, minimize downtime, streamline and increase production, maintain safety standards, and improve profitability. CMMS and RCM also can help organizations by providing data-driven decision-making. Data-driven management simply means making management decisions backed by reliable data. Technological advances continue to make more and more detailed, relevant data available. Additionally, with that increased capability comes the opportunity to improve organizational performance at all levels, and in all departments. This type of maintenance management also helps organizations compete in increasingly complicated and competitive markets. Have questions about setting up an RCM program or improving your current one? Contact us to get started.
How to Calculate Downtime
Calculating asset downtime offers new insights into your maintenance operations, and how you can make improvements. But how do you calculate downtime? And what can you do with that information? Here’s what you need to know. What Is Equipment Downtime? Downtime refers to any period when a system fails to perform its primary function. For your maintenance operations, you’ll want to measure unexpected downtime that occurs any time production stops due to asset failure. You also might track planned downtime, which means equipment remains offline while preventive maintenance or other planned tasks occur. Why You Need to Track Equipment Downtime While your managers likely want to track equipment downtime, it holds benefits for the maintenance team too. Maintenance is on the frontline when things aren’t working, and it directly affects our workload. Tracking equipment downtime helps with… Determining which workflows are working and which ones aren’t Evaluating the effectiveness of PM schedules Identifying areas for improvement Lowering maintenance costs How Much Downtime is OK? You can’t avoid downtime, but you can minimize it. Most enterprise organizations aim for 10% or less for unscheduled downtime, which they calculate on the basis of number of operating hours. How to Calculate Asset Downtime To calculate asset downtime, you need data. You’ll find some of this data in your CMMS software, and your accounting department can help with the rest. This data should include: Employee costs per hour: The average employee salary divided by number of hours worked, multiplied by the number of employees. Average revenue per hour: An estimate of how much revenue your company generates in a given hour. Employees affected by downtime: An estimate of the percent of employees who would be unable to work due to shut down machinery. Revenue affected by downtime: An estimate of the percent of revenue lost due to machine downtime. Number of units produced per hour: An estimate of the number of units produced in one hour. Average profit per unit: The amount of profit earned for each unit produced. Number of hours of downtime: The number of hours of downtime expected. Maintenance managers plug in these estimates and generate an average cost of machine downtime per hour. Simple Downtime Calculation Not everyone needs to calculate downtime at the same level. If you need something a little simpler, try this equation that only takes a few numbers: (Hours of downtime / Total period measured) * 100 = percentage of downtime How to Reduce Downtime Once you have the basic calculations, you can identify ways to reduce downtime. MPulse customers have successfully reduced downtime by… Optimizing their MPulse CMMS software to collect more data Improving preventive or predictive maintenance schedules and completion rates Using condition-based maintenance tools Improving documentation of unscheduled downtime for better insight into what can be improved Using mobile CMMS tools to improve response time and provide better access to data Utilize Smart Maintenance Scheduling to Reduce Downtime Smart maintenance scheduling can help reduce equipment downtime and increase asset efficiency, as well as extending their usable life. With the help of CMMS software, maintenance managers can automate preventive maintenance schedules that contribute to the upkeep of assets, balance workloads, reduce confusion and errors, create benchmarks, and track repair times. Ultimately, these proactive measures help sidestep serious problems that arise as a result of neglect and delays in more expensive maintenance, and can cut down the time to respond to emergency repairs. CMMS Features: Smart Maintenance Scheduling Reduces Downtime MPulse CMMS software makes maintenance scheduling easy by collecting information and turning it into actionable data. These features include… Dashboards are highly configurable “command center consoles” that your most important data front and center, where you don’t have to dig for it. In addition to charts and graphs, you can link videos, photos, documents, and websites to Dashboards as well. Asset Status Board provides a single-screen view of the health of your entire production line, facilities footprint, or fleet of vehicles. Square boxes (“cells”) are color-coded according to criteria you’ve defined. Work requests can be processed directly from the ASB. Condition-Based Maintenance (CBM) keeps tabs on the actual state of your critical assets by recording the output of any meters and gauges on that asset. When an asset’s condition changes, MPulse lets you know immediately, so you can react before breakdowns happen. DataLink Integration Adapter enables your MPulse administrator or local IT team to quickly and easily move data in and out of MPulse using a familiar, intuitive interface. It also works with Industrial Internet of Things (IIoT) devices—collecting data faster and easier than ever before.
How To Get The Most Out Of Your Scheduling Software
Service scheduling software always tops the list of essential maintenance management tools. Every major asset has a recommended maintenance schedule. CMMS makes it simple to schedule services based on time or usage, so the maintenance team knows what needs to happen and when. Benefits of Scheduling Software The biggest benefit of service scheduling software is automating preventive maintenance scheduling and work order management. However, you can use it for much more, including… Tracking work orders Viewing progress Automating communication Creating reports Handling service requests Managing inventory/supplies Documenting asset repair history Service scheduling is the first step towards improving productivity for your entire maintenance operations. Here’s how to get the most out of your software. Set Up Scheduled Maintenance Maintenance managers have been scheduling maintenance for decades. Technological advances, however, have automated the service scheduling process, making it more efficient and sustainable. Start by setting up scheduled or preventive maintenance tasks. Your software will generate a schedule of PM tasks, making it simpler to follow the manufacturer’s guidelines. As a result, these schedules and inspections help spot issues before they occur. CMMS software enables you to schedule maintenance intervals based on time, operating hours, or part condition—triggering a work order just before the point when system inefficiencies or failures begin to occur. (See our previous blog post for more information on how to do that in MPulse.) Convert Scheduled Task to a Work Order When a task is due, you’ll want the software to convert it to a work order. Luckily MPulse makes this easy. Go to Scheduled Maintenance in the main menu. Click on Open Scheduled Maintenance. Choose the date range you want: Overdue, Today, Tomorrow, This Week, This Month, Next Week, Next Month, or Custom Range. Select the records to convert and click on Convert to Work Order Click Yes to confirm Now you have an open work order ready for your technician. Automate This Process While that process is simple, you can make it even easier by automating it. When a scheduled task is due, MPulse will automatically convert it to a work order. From the main menu, choose Workflow / Scheduled Maintenance Options Click Enable Scheduled Maintenance conversion Note that you can choose to convert scheduled tasks automatically on the due date or any number of days before the due date. These changes will impact all scheduled maintenance records. Print Work Orders If your team members still receive printed copies of work orders, you can also make this process more efficient in MPulse. From the main menu, choose Workflow / Scheduled Maintenance Options Click the box for Enable Automatic Print after Conversion Black Out Dates Most companies close on specific days or major holidays. MPulse makes it easy to set blackout dates that will adjust due dates and work order conversion accordingly. From the main menu, choose Workflow / Scheduled Maintenance Options / Blackout Dates Click the Add icon Enter your preferred date ranges The blackout date has been added to the list. MPulse will use blackout dates to push any scheduled maintenance record that comes due on those days to the next available date. Properly maintained assets perform more efficiently, use less energy, and fail less often, which also extends their usable life. When a maintenance team establishes and regularly performs tasks that contribute to the upkeep of assets, an organization may be able to sidestep serious problems that arise as a result of neglect as well as delay more expensive maintenance. Contact us to learn more.
How Important is Your CMMS Support Team?
MPulse customers have a secret weapon in their journey to CMMS success—our customer support team. These professionals help new users successfully implement their new CMMS software, as well as continue to use it effectively. We’re proud of our MPulse Support Team and their accomplishments. Here’s what we think you should know about them. Three Ways to Contact MPulse Support Team Our MPulse Support Team is there for you when you need them. We want to keep the customers whose business we’ve worked so hard to earn—so expert MPulse employees are available from 5 a.m. to 5 p.m. Pacific Time every workday to support you. They love helping you succeed. Just ask them! Additionally, the MPulse Support Portal provides a searchable knowledge base of helpful articles, a how-to video library, access to software downloads, and forms to submit support requests when you don’t have time for a phone call. As one customer said, “Always a pleasure to talk to the folks at MPulse. All of the MPulse team members that I have communicated with over the course of the last 2 years have been outstanding.” You can reach out to MPulse Support by… Emailing [email protected] Calling Support at (800) 944-1796 Creating or updating a case in the MPulse Support Portal at Support.MPulseSoftware.com Support Team Members The MPulse Support Team helps you keep your MPulse Software optimized, and your organization on track to reach its CMMS goals. One MPulse customer shared why they appreciate MPulse’s software support for their facility maintenance management team: “They are very knowledgeable, very friendly and always ready to help and most important is that they answer all my questions and teach me how to use some of the features.” Here’s more detail about the people on the other end of the phone or the support portal. Evan Newsome, MPulse and TeamWORKS Technical Support Engineer Evan came over to MPulse with TeamWORKs and has been with MPulse since 2020. Our customers say: “Evan has been extremely helpful to me as I navigate using this new program. I am new at my position with the school district. Evan is a great resource!” Matt Miller, MPulse and EPAC Support Service Engineer Matt has been with MPulse since 2021. Our customers say: “Very knowledgeable and fixed our issue quickly. Matt was a great help.” Isac Pederson, MPulse and TeamWORKS Support Service Engineer Isac has been with MPulse since 2021. Our customers say: “Isac was very knowledgeable and was able to walk me right through my issue within about a minute. Highly recommended for a great job.” Wayne Cifelli, MPulse and EPAC Support Service Engineer Wayne came over to MPulse with EPAC and has been with MPulse since 2019. He also provides services with MPulse and EPAC. Our customers say: “Wayne Cifelli is wonderful to work with. Professional and responds quickly.” Elijah Thornton, MPulse Support Service Engineer Elijah has been with MPulse since 2024. Our customers say: “Elijah was super helpful and got me the answer I was looking for!.” Christina Thomas, Director of Support Services Christina joined MPulse in 2017. Our customers say: “Christina was so knowledgeable and courteous in helping me with my MPulse issue. She’s great! Kudos to her for her positive attitude and excellent support!” We’re proud that 9 out of 10 MPulse customers renew their support or SaaS subscription every year. Our employees love working here so much, they almost never leave. Our 5-year employee retention rate is above 95%. That’s why our customers say: “You guys are my BEST VENDOR!!!!!!” Contact us to learn more. Get a Free Custom Quote
How Your Maintenance Team Can Get the Most Out of Your Part Inventory Management Software
Like many maintenance professionals, you’ve decided it’s time to start or expand your part inventory management system. However, you want to get the most out of your investment. So, what should you do to get started? Meet yourself where you’re at. Just Getting Started Maybe your organization doesn’t do any part inventory management for maintenance. Your techs simply order the parts they need when they need them. Maybe they also buy an extra one, which usually sits on the shelf, forgotten and unused. Hey, you aren’t alone. Lots of organizations have worked that way for decades. If this scenario sounds familiar, it’s time to start with the basics. For example, use parts inventory management software to create simple records of inventory items that let you track and report on consumption of those items. That’s it! You’ve just started an internal inventory control management system. Congratulations! Make It Even Easier As easy as that sounds, maintenance parts inventory software can make it even faster with barcodes and scanners. 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. Even with these simple workflows, your organization will save time and eliminate errors by reducing tedious data entry. Additionally, your team will be able to identify needed parts faster. You’ll also save money by reducing inventory shrinkage and bloat. Take Inventory Management to the Next Level Maybe you already have a system of inventory control management in place. However, you can improve your return on investment by taking your inventory control management to the next level. Parts inventory management best practices outline advanced inventory control features to track stocking levels, reorder points, storage locations, and supplier information. You also can track various units of measure for a single inventory item. For example, you might purchase oil by the barrel, but use it by the quart. Now you are playing in the big leagues. Your inventory management software is helping 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. With advanced inventory control features, you’ve moved your organization from being reactive (ordering parts as needed) to proactive—where your inventory and parts data help you forecast, manage, and monitor inventory. Inventory Shopping Cart If you want to make inventory management a snap, the MPulse Inventory Shopping Cart allows you to check parts and supplies into and out of inventory using an online shopping cart. Quickly link items and their unit costs to work orders and assets using this intuitive shopping cart system, helping your team track and report on consumption of those items. MPulse Inventory Shopping Cart serves as your virtual stockroom manager by allowing your team to easily scan parts in and out of stockrooms with a mobile device or barcode scanner. 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. You’ll always have an accurate count of all the parts coming and going, and you can quickly link them to the associated work orders and assets. MPulse Inventory Shopping Cart can make your operation more efficient, saving money and time for both your employees and your organization. You’ll benefit from… Faster inventory check-in/out Accurate counts of all parts and inventory Ability to quickly link parts to the associated work orders and assets Documented records of inventory items Tracking and reporting capabilities Data-Driven Decision Making Whatever system you use, you now have easy access to the information you need to make important decisions. As a result, your organization can save time and money by improving tracking, stocking, ordering, and inventory processes. When an emergency arises, easy access to part inventory data gives you critical information for making cost-efficient decisions. Additionally, parts inventory management reports give you the high-level picture you need. You can accurately assess how your department is functioning and where you might make changes to improve. With solid data and easy-to-read reports, you can make good decisions based on hard evidence. As a result, you can manage your maintenance department effectively and efficiently. Sometimes maintenance professionals worry about the effort involved in implementing an inventory control management system. However, the gain far outweighs the pain. CMMS software is the best tool you have for gathering, analyzing, and reporting data about your maintenance operations. Let the power of parts maintenance inventory software do the hard work, and you’ll see the rewards. Contact us to learn more or get a free trial!
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
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.
How to Find the Maintenance Reports You Need
Maintenance reports in CMMS software give you easy access to the numbers you need to make important decisions. You can quickly produce status reports and documents in MPulse, giving details or summaries of your team’s maintenance work. MPulse helps you create simple, easy-to-read graphic reports with just a few clicks. Let’s learn how. How to Prepare a Maintenance Report To prepare a maintenance report in MPulse, start by choosing Report Widgets from the main menu. In the top left corner, you can choose the type of report you need (financial, production, planning, etc.). If you want to, change the type of report in the Report Area field at the top right side. To save your report, simply click the Save button at the top right corner of the screen. Also check the Add to Dashboard box if you want the report to display on your personal dashboard. That’s it! Couldn’t be easier. How to Customize Your Maintenance Report Many customers also want custom maintenance report writing, which is also easy to do in the MPulse Report Builder. Start by selecting the closest report under Report Widgets. That gives you a good starting point to build your report. Edit the report to include the data you need and the time period you want. You also can add custom information to the Description field. Next, you have several choices for customizing a facility maintenance report, equipment maintenance report, financial report, etc. in the Data Area section. Select the Graphic Report Type you want. Choose the Record Area and Field you want for the x-axis of your chart. Pick the Display Range and Display Sort. Enter the Calculated Area and Calculated Field you want for the y-axis of your chart. Choose the Summary of Calculated Field #1 for the type of summary data you want. If you want a second calculated field, click on Add Calculated Field (#2) and follow the same steps to set the parameters. Finally, under Options, you can… Click Show data labels, if you want to display labels. Set the Access Type to control who can access or edit the report. Creating a report on maintenance management gives you the ability to accurately assess how your department is functioning and where you might make changes to improve. CMMS software also can help reduce operational costs by using detailed tracking tools for financial and business metrics. For example, a maintenance audit report can help you run your maintenance team, as well as measure and use key performance indicators (KPIs). Contact us to learn more. Get a Free Demo!