Features and Functions of a CMMS

Every CMMS product is similar in terms of basic functionality, but depending on the software, alterations can be made. If the CMMS can be configured then new features can be added which support advanced processes. All that is required is for stakeholders to have a vision of where they want to go.

In the post main picture, there are red circles with numbers. This represents a process flow. The beige colors are advanced configurations and the light blue (and green) are standard setups. Each of the red circles is explained as follows:

(1)? The requester submits a service request (or work request). Upon submittal, this SR is received by the maintenance organization and automatically converted to a work order with a link back to the SR.

(2)? A CMMS application allows the creation of a standard modifier dictionary (i.e., a prebuilt library) so that this format can be applied to an asset or item record description. This SMD design makes it easier to “find” records.

(3)? An inventory part on the item master screen can be flagged as “auto spare part add”. This is a yes-no flag.

(4)? A part in inventory can be automatically reordered based on inventory balance, creating either a purchase requisition or purchase order.

(5)? The CMMS can be set up to automatically send an email to a person or role based on the record being changed. As an example, a work order written against a high-priority asset can have an email sent to the O&M manager.

(6)? PM/PdM records can be set up to automatically generate work orders once their due date equals today.

(7)? A condition monitoring work order can be automatically generated once values exceed a threshold.

(8)? A characteristic meter can be established to capture asset condition values, such as a numerical range from 1 to 5.

(9)? An asset template can be created that allows global updates of other asset records.

(10)???????? A budget application can compare budgets against actuals.

(11)???????? A communication template can be established with prebuilt message and send-to names for selection by a worker [or anyone]. This becomes an email with the sent message linked back to the work order.

(12)???????? An asset can be assigned a warranty date. If/when a new work order is written against this asset, a dialog box appears on the screen notifying the person creating the work order.

(13)???????? A dialog box will appear stating “Duplicate Work Order” if a new work order matches the same asset and asset problem code.

(14)???????? A new application can be configured called Vendor Performance. The warehouse staff can insert records describing missing packing slip or over/under deliveries. The buyer can identify late deliveries. At end of year, this information can be used to evaluate vendor performance.

(15)???????? The work order completion screen can be modified to capture technician feedback such as missing job steps, missing hazards, missing parts, maintainability issues, design flaws, etc.

(16)???????? A bad actor report can be written and linked to the CMMS. The reliability team could evaluate top 10 worst offenders and drill-down on failure mode to find cause.

(17)???????? A type-ahead buffer can be applied to entry fields on the input screen which performs Google-like searches, dynamically as each letter is typed.

(18)???????? A new asset criticality tab can be configured to show calculations made by the reliability team for determining asset criticality.

(19)???????? A new backlog ranking application can be implemented which contains the criteria for establishing a 2-dimensional matrix that creates a numerical ranking. An automation script can run nightly which re-ranks the entire backlog.

(20)???????? A new application can be configured that stores reliability strategy development (or RSD). This data typically comes from RCM analysis but could also come from PM optimization, OEM, and senior staff input. Embedding the RSD/RCM application inside the CMMS is the best way to implement a "living program". If you look closely, there is a dotted line going up from the RSD/RCM box to the PM application. If the user community enters a failure mode on each PM record which links back to the RSD/RCM app, then you can state you have a "defendable PM library".

(21)???????? By configuring the work order entry screen, a rough estimate can be captured. This data includes the lead craft, number of men, and rough estimate as entered by the gatekeeper.

(22)???????? If an item record is flagged as “auto spare part add”, this means once the part is issued against a work order [which is against an asset], then a new spare part will be inserted into the where-used dataset – provided this record does not already exist.

(23)???????? Once the PM/PdM library is populated, including craft estimates, a yearly forecast can be made, giving management a required (estimated) headcount by craft.

(24)???????? A new application can be configured called Defect Tracking. If discovered defects cannot be immediately corrected, then they can be inserted into this tracking application, for budgeting purposes. When ready, this defect record can be converted to a work order for action.

(25)???????? Ideally, the work order screen gets modified to accommodate a 3-part failure mode - which is the language of reliability-centered maintenance.

(26) This is a resource-leveled weekly maintenance schedule generator implemented directly inside the CMMS. It selects work from backlog sorting on descending numerical ranking and subtracts craft estimate from craft availability.

If there was a #27, it would be a configurable CMMS whereby the user community (or consultants) could perform these alterations and be automatically incorporated with future upgrades. For example, screens could be edited via a GUI, and database fields could be altered by a non-programmer.

CMMS Adaptation Options

When implementing a CMMS, it is helpful to configure the system to meet the needs of the organization and industry best practices. The responsibility of the core team is to have a CMMS Utilization Plan. One should not assume the software vendor knows everything there is to know about asset management. The great benefit of having a best-in-class CMMS is the ability to adapt software functionality to the organization rather than the organization having to adapt to the software. There are 3 ways to alter the system: basic setup alterations, advanced configuration tools, and customization.

Advanced Processes are Necessary to Achieve Optimum Efficiency

When senior managers ask where value is being created and extracted, decision-makers can point to the advanced processes. After go-live, when the organizations become comfortable with standard navigation, they may want to pursue advanced processes. Some reliability leaders and CMMS professionals seek certifications in asset management systems and reliability-based maintenance. This combined knowledge enables them to react to changing conditions (e.g., from competition and the marketplace) and adjust vision as they grow and reformulate. This is why it is important for decision-makers to acquire a configurable system which supports a “fit for purpose” design.

I have listed 7 examples but your decision-makers may have a different list.

Notes:

• Only some CMMS products are configurable meaning an external solution must be acquired and integrated with the CMMS.
• It is preferable not to perform any product customization as this is not upgradable.
• The vendor could modify their system but they will not do it for just one requester.

Differentiate Between Product Setup and Advanced Configuration

Note: Not shown in the 1-13 list is setting up work types for work orders, priority range, and status codes.

Standard product setups are shown in the 1-13 listing. Some of these setups are “power features” meaning they provide substantial benefit - if activated. Some leadership teams decide not to activate a power feature because their data is not accurate enough – or they do not trust the CMMS internal calculations.

Advanced configurations are shown in the 14-26 listing. This capability requires a special skill set, either by internal staff or consultants. Some configurations are straightforward and some are complex.

Advanced Processes May Require Strategic Positions

Tactical positions are the day-to-day jobs present in every maintenance organization. Examples include maintenance manager, maintenance supervisor, planner/scheduler, maintenance technician, and CMMS administrator.

Strategic positions are staff members asked to be the visionaries, reliability leaders, change agents, and decision-makers. They are the implementers of advanced processes and future planning.

The asset manager and core team, if they exist, provide the long-term direction for setting up the CMMS in support of asset management. The core team includes representation from every user group that has interest in asset management. Together they create the CMMS utilization plan, data quality plan, RACI chart, business rules, and long-range plan. The utilization plan describes (1) what applications the user groups will be using, (2) what power features will be activated, and (3) what configurations will be necessary going forward. The utilization plan also states that the reliability team will run a bad actor report to start the meeting. For those advanced processes that are too complex, they can be placed in the long-range plan.

Set up Your CMMS to be a Critical Business System and Stay Ahead of the Competition

A CMMS product can have many applications but this does not mean that the user community must use every one of these applications. My advice is to choose the ones that make sense - and create the ones that add value. A best-in-class CMMS can also be integrated with other business systems, such as an ERP, to provide a single point of entry. Bring all of this together with a CMMS utilization and data quality plan, and you are on the road to operational excellence.

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