Computerized Maintenance Management Systems: (CMMS) Essential Features and Pitfalls to Avoid Bill Gentles ACCE
Presentation Outline
Introduction Why Is a CMMS a useful Tool? Why not Just use a Paper System or a simple spreadsheet? Essential Features of a CMMS Develop your own system - Pros and Cons Pitfalls to avoid in implementing a CMMS Open discussion 2
Introduction
Background
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Why Is a CMMS a useful Tool? 1. 2. 3. 4. 5.
Inventory management Reliability comparisons Equipment replacement planning Maintenance management Custom reports
4
Why not Just use a Paper System or a simple spreadsheet? 1.
2. 3.
Paper system may be adequate for small inventories Inability to generate reports A spreadsheet may be adequate for initial inventory data collection, but has serious limitations
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Essential Features of a CMMS 1.
Equipment inventory module
6
Essential Features of a CMMS 2.
Unique asset number for each device in the system
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Essential Features of a CMMS 3.
Standardized equipment names, manufacturer names, model names
8
Essential Features of a CMMS 4.
Network addresses and software versions
9
Essential Features of a CMMS 5.
Planned preventive maintenance module
10
Essential Features of a CMMS 6. 7.
8.
Unscheduled maintenance module Spare parts inventory and management module Contract management module
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Essential Features of a CMMS 9. 10.
11. 12.
Standard and custom reports Ability to import and export data in standard excel spreadsheet format. Multiple security levels Simple backup procedure
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Develop your own system - Pros 1. 2.
3.
4.
5.
Complete control of functionality and content Ability to integrate unique features and function into the system Financial savings on purchases, upgrades and licenses of an off-the-shelf product Ability to refine and modify the product over time to meet changing requirements and demands No risk of a commercial software maker discontinuing a product or support 13
Develop your own system - Cons 1. 2. 3.
4.
Time and money for design and development Costs of software development tools Possible risk of not being able to keep up with changing needs as software development is not the primary role of the department Dependency on a single person who may have written the package, and risk of that person leaving the organization. 14
Pitfalls to avoid in Implementing a CMMS 1.
Lack of a champion for the system who will troubleshoot problems during implementation and who will set up the backup procedures.
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Pitfalls 2. 3.
4.
5.
Inadequate resources allocated to training. Failure to recognize the cultural change that will be required for successful implementation. Failure to acknowledge the increased workload of a CMMS Failure to involve the IT department in the initial planning
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Pitfalls 6.
7.
8.
Failure to select a system appropriate to the computer resources available Inadequate resources allocated to the task of taking the initial inventory. Inadequate resources allocated to maintenance of the software
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Pitfalls 9.
10.
Lack of standard systems and procedures prior to implementation. Lack of standardized names to describe medical devices.
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Pitfalls 11.
12. 13.
Lack of standardized asset tagging and numbering system. Lack of an effective backup procedure. Choosing a system that was not designed for the healthcare environment
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Pitfalls 14.
15.
Choosing a system that was primarily designed for Facilities Management. Choosing a commercial system that was designed for healthcare in a different economic environment.
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Summary
Why Is a CMMS a useful Tool? Why not Just use a Paper System or a simple spreadsheet? Essential Features of a CMMS Develop your own system - Pros and Cons Pitfalls to avoid in implementing a CMMS
Bibliography
1. “Computerized maintenance management system”, WHO Medical device technical series, World Health Organization 2011, http://www.who.int/medical_devices/management_use/en/
2. Ilir Kullolli , “Selecting a Computerized Maintenance Management System”, Biomedical Instrumentation & Technology, July/Augst, 2008, pp. 276 – 278.
Questions? Discussion?
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