Common Traps of CMMS Selection and Implementation

Brian Brzinski, AMSS Consulting
Tags: CMMS and EAM

Maintenance has historically been viewed as a repair center, and the adage that it is a "necessary evil" has plagued manufacturing for decades. However, as consumer demand increases, maintenance teams discover new challenges with the increased production and asset numbers.

To help manage the workload efficiently, many facilities are turning to Computerized Maintenance Management Systems (CMMS). A CMMS provides a centralized platform for managing and monitoring maintenance activities, which can improve the efficiency and effectiveness of maintenance operations

Specifically, most CMMS are designed to assist maintenance teams with:

Organizing and tracking maintenance activities
Scheduling preventive maintenance tasks
Managing work orders
Tracking inventory and assets
Generating reports for analysis and decision-making

While CMMS can seem straightforward, adopting and deploying this system presents many challenges, and it's not uncommon for CMMS implementation to fail. But, by understanding the challenges, facilities can appropriately educate and prepare themselves to make the most of these critical systems.

The Business Situation

To better understand the CMMS implementation process, let's look at an example from my career.

I had a large company contact me for advice on increasing operational efficiency at one of their facilities specializing in producing heavy machinery. With an extensive equipment fleet and complex maintenance operations, the company was facing several challenges, including:

Manual Processes: Maintenance operations were primarily managed through paper-based systems, leading to inefficiencies, data inconsistencies, and difficulty retrieving historical maintenance records.
Lack of Visibility: There needed to be more real-time visibility into equipment status, pending work orders, and maintenance schedules, which hindered effective decision-making.
Reactive Maintenance: Without preventive maintenance planning, the company experienced frequent breakdowns and unplanned downtime, which impacted production schedules and profitability.
Inventory Management: Tracking and controlling spare parts and inventory levels were challenging, leading to stockouts, excess inventory, and increased costs.

Why CMMS Implementation Fails

When properly implemented, a CMMS is a powerful tool for organizing, documenting, and tracking maintenance activities. However, as much as 80% of CMMS implementations fail to meet their objectives.

Common reasons for a failed CMMS implementation include:

Lack of Clear Goals and Objectives
Too Large of a Project Scope
Poor Execution
Inadequate Training
Inadequate Planning
Lack of User Acceptance
Lack of Ownership
Changes in Priorities
Changes in Key Personnel

The Solution

After evaluating the company's solution and challenge points, I was able to plan a successful CMMS implementation using these steps:

Needs Assessment: I comprehensively assessed the client's maintenance requirements, identified pain points, and defined specific CMMS implementation goals. The client identified needed improvements in maintenance efficiencies and reduction of downtime and wanted to streamline inventory management.
Software Selection: After evaluating various CMMS software options presented by myself, the client selected a robust and scalable system aligned with their requirements. The chosen CMMS offered features such as work order management, preventive maintenance (PM) scheduling, inventory tracking, and reporting capabilities.
Data Gathering and Migration: The client collected and organized existing maintenance data, including equipment lists, maintenance history, and spare parts inventory. The data was migrated to the CMMS database, ensuring accuracy and completeness.
Configuration and Customization: I configured the client's CMMS to suit their specific workflows and needs. Asset hierarchies were established, maintenance tasks and schedules were defined, user access levels were set up, and data fields were customized to capture relevant information.
Training: I conducted training sessions for maintenance personnel to familiarize them with the CMMS software. The training covered various aspects, such as creating work orders, performing preventive maintenance tasks, utilizing inventory management features, and generating reports for analysis.
Testing and Pilot Phase: The CMMS implementation underwent thorough testing to identify and rectify any issues or bugs. A pilot phase was initiated in one department, allowing a select group of users to test the system's functionality and provide feedback for further improvements.
Deployment and Integration: The CMMS was rolled out across all departments following successful testing and user feedback. Integration with existing systems, such as the ERP software and asset management systems, was ensured for seamless data flow and synchronization.
Monitoring: To monitor the effectiveness of the CMMS implementation, the client established key performance indicators (KPIs) to track and evaluate maintenance performance. These KPIs included metrics such as equipment uptime, maintenance response time, preventive maintenance (PM) compliance, and inventory turnover. Regular reporting and analysis of these metrics allowed the company to identify areas for improvement, make data-driven decisions, and optimize maintenance processes.

The Business Impact

As a result of successfully implementing their CMMS system, the client received tangible benefits including, but not limited to:

Improved Maintenance Efficiency: The CMMS streamlined maintenance processes, eliminated manual paperwork, and reduced administrative tasks. Maintenance personnel could easily create work orders, track their progress, and schedule preventive maintenance (PM) activities, improving efficiency and reducing response times.
Increased Equipment Uptime: The client significantly reduced unexpected breakdowns and equipment downtime by implementing preventive maintenance schedules. Proactive maintenance planning and timely repairs enhanced equipment reliability, minimizing production disruptions.
Enhanced Inventory Management: The CMMS enabled accurate tracking and management of spare parts and inventory levels. Automated reorder alerts and optimized inventory control reduced stockouts, excess inventory, and associated costs.
Data-Driven Decision-Making: Real-time access to maintenance data and comprehensive reporting capabilities empowered management to make informed decisions. The ability to analyze historical maintenance records, track performance trends, and identify areas of improvement allowed the client to optimize resource allocation, budgeting, and long-term equipment planning.
Improved Compliance and Safety: The CMMS facilitated better compliance with regulatory standards and safety protocols. It ensured that maintenance tasks were performed in a timely manner and documented appropriately, reducing the risk of accidents, liability, and non-compliance penalties.
Cost Reduction: Through better maintenance planning, optimized inventory management, and reduced equipment downtime, the client achieved cost savings. They minimized emergency repairs, avoided production delays, and optimized spare parts inventory, ultimately improving profitability.

The successful implementation of the CMMS at the client's facility addressed their maintenance challenges and significantly improved efficiency, equipment uptime, inventory management, and decision-making. They transformed from reactive maintenance practices to proactive strategies, resulting in cost savings, enhanced productivity, and improved customer satisfaction. The CMMS has become a vital tool for the organization, providing real-time visibility, data-driven insights, and streamlined maintenance operations.