Assets Management

Assets Hierarchy

Assets Register

Include Assets Spesification

Attach images & assets document to Assets record

The statistics are startling — up to 80 percent of all computerized maintenance management

system (CMMS) implementations have failed. When considering the costs associated with a
CMMS project, an 80-percent failure rate is a tough number for any company to overcome,
but with simple steps for a well thought-out implementation plan, anyone can harness the full
potential that CMMS can bring to an organization. What follows is an introduction to the
steps you can take to ensure your CMMS implementation is a success.

1) Determining the Scope of Your Project

Rushing to purchase a CMMS package often leads to a rush to implement. Stop and think
before you buy. One of the top five reasons for implementation failure is wrong CMMS
selection. You need the right CMMS for your application, and the scope should be defined
before you select the package. What exactly are you looking for your CMMS to do? What
modules are critical to your business now — equipment, preventive maintenance, etc.? Can
some modules such as purchasing wait awhile? How do you see your company using CMMS
after two or even five years? Will you be interfacing it with other systems or using mobile
technology in the future?

2) Getting Management Commitment

Often executive management doesn’t have a clear conception of CMMS and the types of
initial and ongoing resources that must be committed to the project. Aside from the
acquisition software cost, there are ongoing costs for maintenance, training, data gathering
and data entry, to name a few. Make sure these costs are included in the project estimate to
give upper management a full picture of the time and budget required for your project. This
will help you to receive their commitment for the full project.

3) Planning Your Project

Think about your implementation from start to finish. What are the key milestones?
Determine who will be implementing the CMMS, who will be gathering data and what types
of data they will be gathering. Figure out a parts numbering scheme, an equipment ID
scheme, location schemes, and labor and material charge accounts. Define code tables as a
team during the planning phase such as work order type, work order status and completion
remark codes. Some initial planning can reduce confusion later.

4) Preparing for Change

Don’t make the assumption that all of your employees will welcome the CMMS with open
arms. Employees may see the CMMS as a tool that will replace them in the future, and
workers are fearful of anything that may put them out of work. It’s important to get all of
your employees involved early, publish informational memos about the change, and hold
question-and-answer sessions to get employee input so workers take ownership in the project
and are excited about the positive change that CMMS can bring. What obstacles can your
current maintenance workers visualize in terms of data gathering and data entry? Are certain
workers resistant to the change? One resistant worker now can cause unnecessary obstacles
later, leading to failure.

5) Training
CMMS is a sophisticated application and will require training for all employees using the
system. Don’t make the mistake of underestimating your training requirements. There will
need to be initial software training from the CMMS vendor and ongoing (or internal) training
for your employees. Every organization implements CMMS in a different way, and your
employees need training on your specific CMMS use. Training employees on the way your
company uses terminology is important. The distinction between a “bulb,” a “light” and a
“compact fluorescent” may seem like splitting hairs now, but can lead to confusion and
purchasing errors down the road. As new employees are hired, they will need training, too.
Timing of training is also important.

6) Data gathering
Gathering all of the necessary and usable data your employees will need to enter into the
CMMS is usually the biggest culprit in any implementation project failure. Effectively
gathering all of the data will usually require six to 12 months of committed manpower
resources. Determining what data will be gathered (equipment model, serial numbers, cost,
warranty data, preventive maintenance, procedures and frequencies, parts and parts
information) and how that data will be gathered is a key component of your implementation
plan.

7) Data Entry
You’ve planned out your implementation, purchased your system and gathered your data.
Having a solid plan for how to enter the data into the system will deter confusion later.

Initially, there is a massive amount of work required for entering in all of the data you have
gathered. Who will do this job? There are outside contractors to consider, current employees
to tap or temporary hires. Fortunately, this large amount of work only needs to be done once.

Next, you need to determine the best method of entering in the necessary day-to-day
information that the CMMS will manage. Should an administrative assistant enter in
completed work orders at the end of the day or will each maintenance technician enter in his
or her own completed work orders? Consider each possible solution to determine the pros and
cons of your specific situation.

8) Reports and Analysis

Having four or five effective and usable reports is far more productive for your system than
having hundreds of reports that no one will access. Think about who will be analyzing these
reports on a day-to-day basis. What decisions will be made based on the analyses? Before
you even set up your system, figure out what you need the system to do for you. Tailor your
reports accordingly. Also, ensure that your reports are giving you the information you need to
understand short- and long-term trends in maintenance operation.

9) Follow-up and Continuous improvement

Don’t just use the CMMS as a record-keeping tool to keep lists of your assets and their parts.
Spreadsheets can do that. Make sure your employees know the full functionality of a CMMS
and plan ways to improve your use of it in the future. A CMMS gives you the ability to look
at a massive amount of trackable data. Is someone looking at the data? How can you spot
trends, analyze them and take corrective action? For example, are there failures with a
specific piece of equipment or a part? The CMMS can help you determine why those failures
are happening. Are you constantly monitoring and improving upon your maintenance
operation?

10) Links and Attachments

Take advantage of all that a CMMS has to offer. Some systems allow you to add various
types of documents (Word, PDF, scanned copy, digital pictures, audios, videos or Web links)
to records. Is Bob the only maintenance technician on the floor who can repair a specific
machine? What happens when Bob retires? With CMMS attachments, after a few years,
anyone can access the information saved by Bob to see how the repair can be completed. The
attachment tool is also handy for attaching PDF versions of original manuals, training guides
and other paper-only materials that can easily be lost.

Section 1.2 contains the system requirements outlining the needs of the OWNER. The Vendor

must includeand name all necessary software required to fulfill the Vendor responses in the

System Requirement section of this RFP. All software needed to fulfill these requirements must

be listed and priced on the Project Cost Sheet.

 Work Orders

o Manage open, update, complete and close activities

o Include costs for labor, material, parts, equipment, vehicles, tools and outside

resources

o Include asset ID on work order to create history

o Attach to service requests to provide lifecycle history of problems

o Route work orders to the field crews

o Schedule work to be done on a calendar that allows the user to change the day, time

or crew by activating the work order from the calendar view.

o Link several assets to a single work order.

 Service Requests/Customer Service

o Create a service request for internal and external work requests

o Connect service request to subsequent work order to provide ability to update

original requestor

 Asset Register

o Include vertical and horizontal assets

o Include asset characteristics and name plate data as required

o Allow the creation of asset hierarchies

o Ensure that each asset has a unique ID

o Attach images and documents to an asset record

 Preventive Maintenance (PM)

o Set up PMs by various criteria such as by date, hours, readings or miles.

o Include appropriate labor, materials, parts and other requirement work components.

o Set various PM start date types, e.g. days, weeks, months, etc.

 Inventory/Parts

o Designate any area or vehicle as a store room or warehouse

o Include vendor and manufacturer information with a part

o Lower stock on hand figure based on use through a work order

o Allow parts to be transferred between storage areas

City of Columbus, Nebraska

Request for Proposals for

Computerized Maintenance Management System/Enterprise Asset Management

ATTACHMENT 1

SYSTEM REQUIREMENTS

Page 17of 31

o Store manufacturer and vendor history

o Assign bin location in a warehouse

o Inform user when minimum parts level is reached

 Asset Inspections

o Store information and images about various asset inspections

o Use information and images created by OSLDs QUES CCTV system

o Apply a condition assessment rating to an inspection found defect

o Create a condition rating report

 Reports and Key Performance Indicators (KPI)

o Allow users to create ad hoc reports

o Store ad hoc report queries and change as required

o Review all reports before they are printed

o Include pre-defined general system reports that can be customized by the user

o Create and update key performance indicators (KPIs)

o Send reports to printer, file or email

o Provide compatible file formats for exporting reports

 Workflow Management

o Store and use business process workflows

o Support rules based workflow routing

o Create document packages such as work orders, maps, special instructions, safety

instructions and other for routing and approval

 Building Permits

o Store and use business process workflows

o Support rules based workflow routing

o Complete Inspection Permitting process

o View permits through inspection process

o View all types of incomplete or complete permits

o Archive completed permits

o Access permits, parcel information, utility information, GIS map in field work

o Complete brake down of monthly, annual reports, invoices, billing statement and

correction orders

o Create document packages such as work orders, maps, special instructions, safety

instructions and other for routing and approval.

City of Columbus, Nebraska

Request for Proposals for

Computerized Maintenance Management System/Enterprise Asset Management

ATTACHMENT 1

SYSTEM REQUIREMENTS

Page 18of 31

 City Engineering

o Work Orders for street operations, repairs, and maintenance

o Sign Inventory

o Road Condition Inventory

o Fleet Maintenance Functions

o Document Inventory

 As-builts

 Future Project Management

 Construction Project Management