Navigating the Transition: Dos and Don'ts of switching your CMMS/EAM system

Switching your Computerized Maintenance Management System (CMMS) or Enterprise Asset Management (EAM) system can be a daunting endeavor, often leading companies to delay the process (and benefits obtained) due to complexity or fear of disruption. However, a well-planned transition can significantly enhance operational efficiency, reduce costs, and boost overall asset performance. Here are some guidelines to help you navigate this change effectively.

Why Upgrade Your CMMS/EAM System?

1. Poor Implementation or Usage Issues

Many organizations find that their current system was not implemented effectively, leading to suboptimal usage. For instance, if maintenance teams are still using paper records or Excel spreadsheets alongside the CMMS, it indicates poor system coverage or usage.

2. User Complaints

Frequent feedback about the system being cumbersome or not user-friendly can signal the need for an upgrade. Users often complain about interfaces that are not intuitive, leading to decreased productivity.

3. Lack of Benefits

If after years of use, the CMMS/EAM does not provide clear benefits like reduced downtime, optimized maintenance schedules, or cost savings, it might be time for a change.

This situation is very common. Decisions to use the Plant Maintenance module of a corporate ERP or IT-led EAM implementations often result in a burdensome system. Users continue to use Excel, paper and sometimes self-developed small systems (for instance to manage inspections of calibration) or the company purchases add-on software. Unhappy CMMS users may be even considered normal by certain vendors and consultants, prompt to blame the maintenance team for bad attitude, lack of IT skills, resistance to change (a variant consists in talking about lack of management engagement). In our opinion, it indicates wrong project and system design and is unacceptable.

4. Obsolete Tech

Technology evolves rapidly, and systems that were state-of-the-art a decade ago might now be outdated. Lack of compatibility with new technologies or inability to integrate with other software systems can be a significant drawback.

5. High Ongoing Costs

Sometimes, the costs associated with maintaining an old system, including licensing fees, hardware upgrades, or custom modifications, can exceed the benefits it provides.

6. System Limitations

As business needs grow, the limitations of the current system might become more apparent. For example, if your current system lacks capabilities for predictive maintenance or lacks mobile access, it might be time for an upgrade.

High upgrade cost (similar cost as the initial project) and poor mobile support remain major weaknesses of large EAM solutions. In recent years many plants started to use cloud based CMMS, with apparently low subscription prices per users and no services required, which made the decision easy. Those companies quickly face limitations and unexpected costs (number of equipment that can be managed without upgrading to an expensive "Enterprise" version, escalating subscription cost if operating in TPM/Lean mode involving operators or more users, need to involve consultants and the vendors to really implement the system).

The Transition Process

1. System Selection

Start by defining what your organization needs to address existing problems and limitations. Engage stakeholders across departments to ensure the new system meets varied requirements. Look for systems with strong support, scalability, and forward-looking features (make sure it is not just PowerPointware) like mobility, IoT integration, analytics, and user-friendly interfaces.

Make mobility and usage by technicians central (as opposed to an optional add-on) to your project design, to address usability and end-user engagement as a core objective of the project. Do not simply assume mobility is easy, "every vendor has it", as it is not true.

2. Data Migration

This is often the most critical step. Ensure data integrity by cleansing old data (do NOT migrate bad data), mapping it to the new system's format, and conducting thorough testing. A phased approach might be beneficial where critical data is migrated first.

3. Process Re-engineering

Use this opportunity to streamline or re-engineer existing processes. The new system should not just replicate old workflows but enhance them. This might involve adopting best practices or aligning processes with standards like ISO 55000.

4. Training

Effective training is crucial. It should not only cover how to use the new system but also why the change is necessary. Tailor training programs for different user roles, ensuring everyone from technicians to executives understands the system's value.

5. Post-Go Live Support

After the system goes live, provide ongoing support internally or with your supplier. This includes troubleshooting, refresher training sessions, and perhaps most importantly, coaching to ensure users are leveraging the system's full potential.

All activities above require industrial maintenance knowhow from your suppliers, rather than just IT development skills. Assess your vendors accordingly during the selction process.

Accelerating Returns with Your New EAM System?

Adopt ISO 55000

Implementing your system with guidelines from ISO 55000 can ensure that your asset management practices are not just technologically advanced but also strategically aligned with your strategic needs and global best practices. This standard helps in optimizing asset performance, risk management, and lifecycle costs.

Engage Continuous Coaching

Rather than relying solely on internal IT or external IT-only consultants, opt for comprehensive coaching that includes operational insights. This approach ensures the system is not just installed but integrated into daily operations effectively.

Conclusion: Talk to us!

Transitioning to a new CMMS/EAM system is more than just a technological upgrade; it's about setting your maintenance and asset management on a path for future success. The key to a successful transition lies in meticulous planning, comprehensive training, and leveraging expert guidance. If you're considering a switch, speaking with seasoned consultants like us at Bluebee Technologies and 喜科 can provide you with tailored solutions and advice, helping you avoid common pitfalls and ensure a smooth, beneficial transition. Remember, the goal is to not just change systems but to transform your asset management strategy for the better.

UPCOMING WEBINAR:

JOIN OUR WEBINAR ON COST CUTTING YOUR MAINTENANCE COST WITH SMART O&M

Thursday, November 21 at 3:00 PM - 4:00 PM GMT+8

Unlocking Savings Potential: Optimizing?the usage of the Smart O&M solutions in manufacturing industry. A 45min webinar followed by Q&A.

Our speaker Bruno Lhopiteau (浦乐诺) has worked with CMMS, EAM, Smart O&M for almost 30 years. He has developed, implemented, audited or sold systems at over 1,000 client sites, primarily in Asia, the Middle East and Africa. He is the CEO of Bluebee Tech and Siveco China.

Register here https://events.teams.microsoft.com/event/25a840c5-5a20-45ca-9cf8-106111d32bef@3d5e214e-16e9-4bf0-b2a2-cd8a1ca953b0