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What are the most common mistakes when transitioning to a computerized maintenance management system?

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A computerized maintenance management system (CMMS) can help you optimize your plant operations, reduce downtime, and improve asset performance. But transitioning from a manual or paper-based system to a digital one can be challenging and prone to errors. Here are some of the most common mistakes when switching to a CMMS and how to avoid them.

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1 Not having a clear goal

Before you invest in a CMMS, you need to have a clear vision of what you want to achieve with it. Do you want to automate your preventive maintenance schedules, track your inventory and spare parts, monitor your energy consumption, or improve your compliance and reporting? Having a specific and measurable goal will help you choose the right CMMS for your needs, set realistic expectations, and measure your progress and results.

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Jamshid Masoumian

Maintenance Planner, Asset Reliability Engineer, CMMS Developer
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one of the common mistakes in CMMS implementation is; When the employees are not familiar with the benefits of these systems and consider it only mandatory from the higher levels of the organisation.

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2 Not involving your team

Your maintenance team is the one who will use the CMMS on a daily basis, so their input and feedback are essential for a successful transition. You need to communicate the benefits of the CMMS to them, train them on how to use it, and address any concerns or resistance they may have. You also need to assign roles and responsibilities, define workflows and procedures, and establish accountability and incentives. By involving your team, you can ensure a smooth adoption and a positive culture change.

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Kyle Pickard

Facilities Coordinator at United Cooperative Services
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The biggest failure of a CMMS is not getting the team on board. If only half of the team is using the system properly then their is a lack of information and you are now having to do twice the work load to catch everything up. It is most important that your team has a clear understanding of the benefits to the team and each member before starting the process of switching things to a CMMS. I have found it helpful to get the system up and running before making it available to people outside of the team and let them practice on it and play with it so they can familiarize themselves with it before they are expected to use it.

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3 Not migrating your data properly

One of the biggest challenges of transitioning to a CMMS is transferring your existing data from your old system to the new one. You need to make sure that your data is accurate, complete, and consistent, and that it matches the format and structure of the CMMS. You also need to decide what data to keep, what to update, and what to discard. You may need to clean, verify, and standardize your data before importing it to the CMMS, or use a data migration tool or service to help you with the process.

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Kyle Pickard

Facilities Coordinator at United Cooperative Services
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In my experience it is best to dedicate someone to be the "data checker" during this transition. If it has been a while since you have updated the information in the CMMS or spreadsheet that you were using previously, it is important to have someone recheck the data so that you are not starting off with out of date information. In a lot of cases assets get renumbered during this process, this is a step that can cause lots of issues if not addressed early. Let the "data checker" go through the assets and make sure all of the information is correct and up to date. This is a great time to start relabeling the assets as well.

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4 Not configuring your CMMS correctly

A CMMS is not a one-size-fits-all solution. You need to customize it to fit your specific plant operations, assets, and maintenance needs. You need to configure your CMMS settings, such as your asset hierarchy, categories, codes, priorities, statuses, notifications, permissions, and integrations. You also need to set up your CMMS features, such as your work orders, schedules, inventory, inspections, reports, and dashboards. You may need to consult with your CMMS vendor or a professional consultant to help you with the configuration.

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5 Not updating your CMMS regularly

A CMMS is not a set-it-and-forget-it tool. You need to keep it updated and maintained to ensure its reliability and functionality. You need to update your data, such as your asset information, inventory levels, work order details, and maintenance history. You also need to update your software, such as your patches, upgrades, security, and backups. You also need to review your CMMS performance, such as your key performance indicators, metrics, and feedback. By updating your CMMS regularly, you can avoid errors, bugs, and gaps, and enhance your efficiency and effectiveness.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Gary Brown

EAM Manager at ExxonMobil
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In my experience, deciding what equipment is maintenance significancant and the criticality of that equipment is one of the most important exercises going into a CMMS implementation. Maintenance significance will determine if the equipment even needs to have a record in the CMMS. Criticality will drive the amount of effort you will put into the rigidness of your maintenance program for that equipment. For example for a high criticality piece of equipment you may decide you need to maintain BOMS, a rigid maintenance program, critical spares, and very detailed failure/cause information. For a low criticality piece of equipment you may decide to run to failure. It will prioritize your effort during the implementation.

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Elton Dsouza, MBA

MBA l Oil & Gas I Marine I RCM l Integrated Logistics Support I Asset Integrity I Digital Enthusiast I
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Most important is the Quality of data captured in the CMMS. CMMS should have a thorough clean up of all placeholder meta data before operations are started. It should exactly reflect what is exists on ground for the particular asset.

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What are the most common mistakes when transitioning to a computerized maintenance management system?

1

2

3

4

5

6

1 Not having a clear goal

2 Not involving your team

3 Not migrating your data properly

4 Not configuring your CMMS correctly

5 Not updating your CMMS regularly

6 Here’s what else to consider

Plant Operations

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What are the most common mistakes when transitioning to a computerized maintenance management system?

1

2

3

4

5

6

1 Not having a clear goal

2 Not involving your team

3 Not migrating your data properly

4 Not configuring your CMMS correctly

5 Not updating your CMMS regularly

6 Here’s what else to consider

Plant Operations

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