CMMS/EAM Implementation : Visibility and Reporting

Do your reports consist of rummaging through boxes of paperwork, endless spreadsheets or shrugging your shoulders….”no idea”?

A well configured system will allow you to not only record data and information quickly and accurately, it should give you better visibility in understanding the health of your asset and maintenance operations.

In this article we discuss best practices for the visbility and reporting of the data collected through your CMMS/EAM.

Don’t be afraid to tell the facts

So you have your CMMS system installed, all the staff have been instructed how they should use it and you’re collecting enough information daily to fill the MCG three times over. Before too long, someone will ask the question about what is the point of all their effort. This is where a good reporting mechanism can dispel the myth that the CMMS is simply a black hole where an infinite amount of material will disappear, never to see the light of day again. By having daily or weekly Work Order reports and longer term failure analysis available to all staff, they can begin to see the value of their input. These reports can either be accessed directly from their work terminal, displayed on a large central screen or printed and published on notice boards. The main thing is to get the information out there so that everyone can see the fruits of their labour. Too often in a factory environment you are assaulted with numerous Production efficiency charts, lost time injuries charts and tonnage shipped reports. It’s about time that the Maintenance Department started to show that their actions are improving Pro-active/Reactive work order ratios or that response times to high priority jobs has decreased from 13.0 minutes to 7.5 minutes over the last four months. And if the news isn’t all good then don’t hide it. You might find that that once the facts are out there about problems being experienced, that people are more forthcoming with possible solutions.

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Spread the news, both good and bad

All too often we want to tell the good and hide the bad. Without an effective CMMS system, the bad news is overstated by someone who has a gripe or hidden by someone who is afraid of the consequences. While no reporting system is infallible, one which can present results based on collecting facts is much more reliable than an amalgamation of anecdotal statements. Analysis of the data over a reasonable period is more credible if the source information can be traced and corroborated. If a significant variation is evident in the statistical data, more in-depth investigation can be carried out from the relevant Asset or Work Order information. This can help to identify whether the abnormality is due to a particular failure or equipment group, a variation in the operation of the business or simply poor recording methods. Staff and management are more likely to respond favourably to suggestions for improvement if they have confidence in the accuracy of the data. So by telling the good with the bad, the maintenance team are able to justify their request for staff and equipment when it comes to dividing up the pot of money at the annual budget review.

The feedback loop

One of the steps to implementing a system is to create Procedures relating to regular servicing. For example, your car service will have a list of inspections and servicing to be carried out, parts that are required and an estimate of the time it will take. This service procedure is a result of the manufacturer’s testing and an estimate of the vehicles reliability and operational environment. However it is simply based on statistical analysis of how long the vehicle can be driven before the individual parts start to fail. Car manufacturers are constantly monitoring data coming from their dealerships to identify any inherent problems with various models and the rate of failure of components. Over time this analysis can result in a variation to prescribed service periods or in the worst case a recall of vehicles due to premature failure. This is where the feedback loop in all CMMS systems comes into play. A review can be carried out by reporting on all instances of a particular Procedure being used. The report can contain a history of the time taken, materials and tools used, any non-standard parts required and a summary of the labour reports. By eliminating any data which is deemed to be extreme or an error, a review of all other data can determine if a variation to the original Procedure is warranted. This is particularly important where equipment is operated outside its normal working environment and the Manufacturer’s recommended service schedule is not appropriate to its current application. A system of regular review and optimisation should always form part of a maintenance planning regime.

Reward the achievement

Part of effectively managing your maintenance staff is to acknowledge when targets are achieved. The implementation of a CMMS system can be one of the biggest changes that a business can undertake. While management may source and make the final decision as to which software package they purchase, it is always the maintenance staff who will determine how effective it will operate. We have discussed previously about the importance of ensuring that good work practices are established and data collection is complete and accurate. So how can this be promoted? Well every working environment is different, but I always look at ways that we can use their input to highlight their achievement. If your work flow process requires that a Supervisor or Administrator is responsible for closing out a work order, make sure that feedback is given back to the serviceperson regarding their input into that work order. All too often the only time they hear anything is if they have done something wrong. The benefits of a well-documented service report can be invaluable in identifying the reliability of equipment and any potential problems which may influence production. For those staff, who demonstrate good work practises regarding system operation, they could be utilised in the analysis and review process. More often than not, they will be the ones who understand the significance of their actions and are good candidates for promotion in the company. By emphasizing the positives, hopefully a culture will develop where the CMMS system is not seen as an extra part of their work, but an integral component of change.

If you’re interested in learning more about our CMMS/EAM visibility and reporting solutions for your business or organisation, connect with an MC Global Consultant below: