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The MicroMain Blog is pleased to announce our new guest blogger series. We are reaching out to third party industry experts for their take on maintenance management and how it can complement a quality CMMS system. Dale R. Blann, Principal/CEO of Marshall Institute, an asset management consulting and training company, is our first guest blogger. In this blog, the first in his “world class maintenance” series, he covers the three steps to achieving maintenance excellence.

Guest Blogger: Dale R. Blann, Principal/CEO, Marshall Institute Inc.
dblann@marshallinstitute.com  |  www.marshallinstitute.com  |  919-834-3722

The benefits associated with improved maintenance management have been identified and documented for years. Studies I’ve seen, and projects I’ve worked on have identified benefits:

?  Equipment downtime reduction: 20-50%

?  Reduced materials costs: ~20%

?  Maintenance productivity improvement: 30-50%

?  Inventory reduction: 15-20%

Other benefits include reduced spare part obsolescence, reduced maintenance overtime, and improved quality. Balance sheet ratios are improved commensurately, as well, adding value to stockholders and stakeholders. 

Clearly, with benefits like these, maintenance can play a major role in increasing production capacity and throughput, and improving overall plant productivity and profitability, not as an “also ran”, but as a primary contributor.

Three Steps to World Class Maintenance

World Class Maintenance is not just a concept; it has measurable attributes, knowable characteristics, and achievable criteria. We know from benchmark studies such as A.T. Kearney and the now-institutionalized NAME (North American Maintenance Excellence) Award derived from it (and others like it) all we need to know about what World Class Maintenance looks like. We don’t have to figure it out by ourselves; we don’t have to “reinvent the wheel.” It’s been done already, by mortals just like you and me. All we need to do is figure out how to get there.

So how do you get there? I like to think of it in terms of three steps:  

1. Getting Your Act Together—Maintenance Excellence
Getting the Internal Systems in Place as the Foundation for Improvement. Establish Good Maintenance Management Practices

2. Getting Beyond the Boundaries—Operator Excellence
Sharing the Mission, Creating the Partnership Between Maintenance and Production, Making Maintenance an Integral Part of the Overall Plant Strategy.

3. Fixing the Process, Not Just the Problems—Strategic Excellence
Establishing the “Zero Breakdown Mentality”; Improved Precision Through TPM, RCM/PMO, RCA and Reliability Management.

Nothing, of course, is as simple as one, two, three; it would be naive to think so. But in looking at how maintenance can be improved, integrated into the overall organizational mission, optimizing its contribution (rather than minimizing its cost), these three steps are at least a useful framework for constructing the ‘vision’ of what could/should be and organizing the effort. It is a useful paradigm for making the journey to World Class Maintenance. It is a journey; a journey of three steps! I wouldn’t say it is going to easy, but it’s not complicated. It’s 1-2-3: (1) get your act together, (2) get operators engaged, and (3) keep improving!

Stay tuned. We’ll be discussing each of the steps in turn over the next few blogs—what they mean, how to achieve them, and what the benefits are. We’ll top it all off with some advice on successful organizational change.

Article source: http://www.micromain.com/2012/02/framework-achieving-world-class-maintenance/

In this second “Profiles of Success” Blog Post, we will share valuable feedback received from Wellmont Health System, a leading healthcare provider in the Tri-Cities region of Northeast Tennessee and Southwest Virginia. Wellmont has been a customer of Maintenance Connection since 2007.

Customer: Wellmont Health System

What system (if any) was in place before Maintenance Connection was implemented?

The system we were utilizing prior to implementing Maintenance Connection was a Windows 95, Microsoft Access-based program called “Facilitate.”

What were some of the main business drivers for implementing CMMS?

The main business drivers for changing from “Facilitate” to Maintenance Connection’s CMMS were:

• Greater operational efficiency
  
• The ability to access and query specific documentation regarding service requests and preventative maintenance
  
• Our need for a consistent platform to present information to regulatory surveyors
  
• Overall cost efficiency
  

What were your top reasons for choosing Maintenance Connection over other CMMS options?

We chose Maintenance Connection after looking at several different mainstream products. We even debated building our own system in cooperation with a consulting firm.

• Maintenance Connection successfully paired the versatility and cost-effectiveness that we needed in order to successfully handle our growing system.
  
• Their reporting modules provided us the ability to present both comprehensive and discrete facility information at all levels, which was extremely helpful.
  
• Its labor and materials costing and charging functions streamlined our ability to provide our services to customers outside of our facilities. This result alone has benefited us tremendously since implementation.
  

Describe the general usage of Maintenance Connection within your organization?

We are currently running 9 major hospitals, 5 outpatient centers and wards, and nearly 100 billable outside accounts with this system. This CMMS is also managing work orders and PMs for 60 employees. Since January 1, 2008 we have generated approximately 51,000 work orders, which shows how critical this software is to our business’ operations.

In addition to maintenance activities, we are using this software (and its customizable dashboard program) to track the real-time status of our “Joint Commission Environment of Care” project. We recently received 30,000 lines of “Environment of Care” data from this program and successfully integrated it into the Maintenance Connection dashboard. This provides a great example of how great their software is, and how easily everything can be customized.

List a few improvements that your company has experienced as a result of implementing Maintenance Connection’s CMMS?

Since implementing Maintenance Connection’s CMMS, we have noticed:

• Greater efficiency in generating preventative maintenance work orders.
  
• A 50% cut in the time spent generating work orders.
  
• A substantial increase in billing accuracy.
  
• Charges have increased by 20%.
  
• Since implementing this CMMS, we have been able to implement a JIT inventory supply by utilizing Maintenance Connection’s Inventory module. The inventory module has allowed us to utilize consistent pricing across our system.
  
• The reporting function from Maintenance Connection has allowed us to successfully track overdue work orders. As a result, our weekly overdue work orders reduced by 75%.
  
• This CMMS has also given us the ability to expand by combining our “Joint Commission Environment of Care” Program, which has given us instant access to data that helps us suggest process improvement projects to our leadership.
  
• Finally, the online requesting and auto-paging of our dispatchers and technicians has increased our capabilities by reducing the steps involved with creating and issuing a work order from 12 steps down to 5.
  

How was your experience during implementation, from the initial purchase through “go-live”?

Overall, our implementation and conversion from our old software went very well without any major issues. We began working with Maintenance Connection in November of 2007, discussing how their CMM software could apply directly to our company’s needs. After realizing the capabilities of their CMMS, we decided to install the on-site version and began the process of migrating our old data into this new and more efficient program.

Overall, Maintenance Connection did a fantastic job working with us and meeting our goals. For example, it was critical that everything be accessible through our intranet server and home page. This ultimately proved to be no problem for their staff and support team, as they conveniently came through with what we needed. After this, we then brought on our two largest facilities and had them up and running on the same CMMS in January, 2008.

Since this new addition, our company has been extremely impressed with Maintenance Connection’s superior customer service and overall attention to detail.

Do you have any suggestions for someone just beginning the implementation of CMMS?

The best suggestion we have for anyone implementing Maintenance Connection is to take full advantage of the import capabilities their system offers. The key to success is for your organization to begin coding and cleaning all pre-existing data as early as possible. This will help ensure that the transferred data is user-friendly and easy to use. How clean, well-structured, and overall consistent your import data is presented, the more efficient your transfer between systems will be.

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Article source: http://blog.maintenanceconnection.com/2012/02/29/profiles-of-success-wellmont-health-system/

There are plenty of Free CMMS programs on offer today. It’s not that hard to throw a few things together to get the basics of a CMMS. However, I suggest that you don’t spend more than a few hours checking Free CMMS programs out, because when it really comes to where they excel, you will be let down. A Computerized Maintenance Managemant System has the ability to totally transform the way a maintenance department is run; don’t limit that by being cheap with the CMMS!

One of the first things I want to mention is that a CMMS takes some serious time and effort to set up, and get running. Things like adding the assets, parts that make up assets, suppliers, prices, bin locations and the list goes on all take a lot of time to add in. However, once they are in you never have to do it again, right? Not always. Lets say you put hundreds of hours into getting a Free CMMS to hold all of your information, only to find that it doesn’t do what you want it to. There is a reason that the paid CMMS programs cost serious money – a lot of time goes into researching what works, programming and making the changes that customers want. I have seen many people invest hours and hours of their time into getting a Free CMMS running as best as it can, only to find that they are let down by what is offered.

Think about updates too – what happens when the person who created the free computerized maintenance management system decides that they don’t want anything to do with it any more? By sticking with a well known, reputable CMMS program you can be sure that there will be regular updates and improvements that will continue to make maintenance easier.

Of course, what I am suggesting does depend on the level of maintenance that needs to be done. If you only run a tiny plant with minimal trades and spare parts then perhaps a free program will fill your needs. I still don’t recommend it, because a well run program has the potential to save you more money than hours of work can. It is worth, however checking out the Free CMMS programs to see what they offer. This will give you a bit of a taste and show you what you should be looking for in a paid CMMS. There are that many options that you may become a little confused – just look for the right service, right price and a lot of support!

You can find out more information about a Free CMMS on my blog, but if you want to see what real Maintenance Programs can do, just have a read.

Author: Harry G Johnston
Article Source: EzineArticles.com
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Hazardous materials and situations are something that most companies and organizations have to deal with. MicroMain’s software has the tools to help you manage these situations and materials.

MicroMain Facilligence is our 100% web-based CMMS/EAM offering. It is designed for larger entities and organizations with multiple maintenance offices, especially in the public sector. Facilligence contains a Hazard module containing information about the different types of hazards employees may encounter at your facility.

Hazards can include materials posing a threat to human health or the environment, as well as dangerous attributes, such as high voltage or confined spaces. These are carried onto workorders via linked parts or items to satisfy OSHA regulations and keep employees informed.

Facilligence’s comprehensive and integrated hazard management features help keep employees safe and hazards documented.

For more information about Facilligence and how it can help you, contact a MicroMain expert.

Article source: http://www.micromain.com/2011/12/managing-hazards-cmms-system/

January 12, 2012
by Brad Squires 0 Comments

Let’s face it; most business managers despise the software that runs the various aspects of their company. Executives are forced to accept the shortfalls of software that runs their internal processes because they don’t have much else in the way of choice. Business has to roll forward and implementing a new system can seem like a heady task. As a result, there are many that have thrown their hands up in disgust and simply settled on the idea of work order software being a necessary evil. That doesn’t have to be the case, though.

The headaches usually erupt from software controlling the synergy between groups of different systems. One kink in the line and the whole thing can go down. It can be challenging to turn everything into a well-oiled machine, but one element that you won’t have to worry about once you partner with Maintenance Connection is work order software. You don’t want ordering issues backing up production, preventing you from running your store or holding up projects/contracts.

We understand where you’re coming from, and that’s why we set out to create software that was effective, reliable and simple. You don’t need to be a computer software engineer in order to comprehend how our software works. And why should anyone have to be? We analyzed what was out there on the market and determined that most of the systems that were available were simply too convoluted for daily usage by facility managers. That’s not a slight against the managers; it’s the unfortunate reality of where work order software was before we got involved in the game.

Our comprehensive software will get your materials ordered and on their way. This allows you to put worries about low stock out of your mind and get back to focusing on plowing ahead. Give us a call for a full explanation of how you can cut out unnecessary distractions and get back to business.

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Article source: http://blog.maintenanceconnection.com/2012/01/12/work-order-software-made-easy/

Computerized maintenance management software (CMMS) is an essential tool to every Maintenance Manager. Many believe that the systems are a one trick pony, used exclusively for manufacturing plants but a wide range of industries can benefit from implementing a CMMS system. A CMMS is a facilities management system that can be tailored to achieve extraordinary results for hospitals, airports, banks, state agencies, churches, etc. Though there are dozens of advantages, here are five benefits of a CMMS for facilities managers to consider.

1. Efficiently manage work requests

A CMMS will allow any designated workers to submit work requests directly into the system. The requestors will receive automatic status updates via email, which will drastically reduce the volume of inbound phone calls that a facility maintenance manager would have to respond to. Work requests can also easily be prioritized based on type. For instance, at Slidell Memorial Hospital, the maintenance department gets over 200 work requests a month. However, they are readily prioritized and assigned through their CMMS so the the Facility Manager can complete safety requests first such as fixing patients beds or repairing fire alarms.

2. Plan and schedule recurring maintenance activities.

Facilities management systems allow maintenance departments to automatically schedule recurring activities by auto-generating PMs (preventive maintenance procedures) as work orders as they are due to be completed. These can include periodic inspections and preventive repairs (such as changing filters in HVAC equipment). The ability to store “checklists” and procedures are a feature of equipment tracking software that help ensure that the work is performed in a consistent and timely manner and the equipment is being properly maintained.

3. The ability to analyze data and trends to justify replace vs repair decisions.

Using facilities management systems to analyze historical data can help point out problem areas such as rising costs, constant repairs of the same equipment, and low productivity. Frequently, maintenance activities are seen as an expense in a company and Facility Managers face strict budgets. However, with a facilities management system, managers can track equipment breakdowns as well as costs and justify a replace vs repair decision. Backup data can prove that in the long run the company would save money by replacing an asset instead of constantly repairing it. A historical database can help any facilities maintenance department troubleshoot repairs by searching for similar failures.

4. Better manage spare parts inventory

Often Facility Managers face disorganized and undocumented storerooms and have difficulty finding the supplies they need when they need them. With equipment tracking software, managers can track Furniture, Fixtures and Equipment (FFE) that needs to be maintained and set up automatic reordering of parts based on the usage and need. A CMMS will also allow facilities to plan an effective budget for spare parts by monitoring current levels of inventory and common usage throughout the year. Orange County Container Group was able to save over $2 million in spare parts inventory by implementing a CMMS that allowed them to have visibility of spare parts across multiple facilities.

5. Meet safety and environmental regulations.

Regulatory compliance and periodic audits are tasks that all facilities managers face and often dread. A facilities maintenance management system can reduce the amount of paperwork and preparation needed when faced with an audit. Rather than unwieldy binders and filtering through papers, Facility Managers can easily generate a report or audit trail of work performed and when it was completed, making adhering to standards simpler. For example, each year Rapid City Regional Airport, must pass an FAA audit. Utilizing a CMMS they quickly take the regulator through historical data to demonstrate they have been monitoring and adhering to specific guidelines such as the length of the grass and the condition of the runway.

Facilities management systems have hundreds of benefits that can be tailored to any facility within any industry including manufacturing plants, hospitals, banks, airports, churches, hotels, resorts and state agencies. These are just a few of the immediate and ongoing benefits that can be achieved with a flexible and customizable maintenance management system.

Lisa Williams is the author of this article, and she is an industry expert on CMMS implementation and system maintenance software.

Author: Lisa Sa Williams
Article Source: EzineArticles.com
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The ability to work from anywhere at anytime has revolutionized the workplace in the modern age. As we continue to reinvent and restructure the workplace, it will become increasingly important to manage and track the responsibilities and duties of those you work with. A Computerized Maintenance Management System (CMMS) is the perfect solution for such a task.

A CMMS program need not be implemented to keep tabs on your employees as they shirk their duties. Hardly. Rather, CMMS software helps you know when projects are completed and when another team member can begin their portion of the project. Working in a group often involves stagnation and slow reaction time. CMMS programs can track the project’s progress and clearly exhibit when it is time to move on.

CMMS products keep costs low as you are allowed to work in a variety of areas efficiently. You may consider online CMMS products. This type of solution provides cost effectiveness on a few levels. There are web-versions of CMMS that allow businesses to rent the system on a month-to-month basis, keeping costs low and removing the need to take up room on the server for a downloaded program. This option is a great way to test the effectiveness of CMMS products for a business before signing into a contract agreement.

Whether you are a managing supervisor or a newly hired account representative, your team can work harder and faster with a CMMS solution. Integrating a managing system will keep project moving forward and communications at a highly visible level.

Ashcom Technologies provides knowledge-based business solutions to clients through a multitude of strategies and tools. In the process, clients receive a sustainable competitive advantage through the implementation of proactive strategies & technologies. CMMS plays a large role in this process.

3917 Research Park Drive
Ann Arbor MI 48108
Phone: 1800-366-0793

Author: Ashley Combs
Article Source: EzineArticles.com
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The decision whether to host your CMMS system on your own servers or use external servers and the cloud is an important one. There are pros and cons for each methods, from security to control and ease of use. Assessing your own needs and reviewing the options is the first step.

Having your CMMS and database in the cloud, hosted or as using SaaS (software as a service) all come with the same advantages and disadvantages.

Positive items for having your software hosted include: 

• Reduced burden on internal IT resources 
• State-of-the-art data security, automatic back-ups, and guaranteed connectivity 
• Support and training made easy with direct access to your database(s) 
• Hassle-free software updates and maintenance 

On the other hand, if you have the resources of an IT department and are desire the control of having your servers at your site, hosting the software is the best option. 

Some pluses for hosting internally would include: 

• More complete control 
• Servers located on-site  
• Can be accesed from intranet

MicroMain has solutions for both methods. 

• MicroMain Facilligence, our 100% web-based CMMS, ideal for multi-site organizations 
• MicroMain Maintenance Management, purchase-host (you buy the software, we supply the hosting) 
• MicroMain Maintenance Management, hosted software  (nothing to buy, pay monthly for software access) 

If you want help determining which option if best for your organization, contact a MicroMain expert.

Article source: http://www.micromain.com/2012/01/hosted-vs-locally-installed-cmms/

When it comes to maintaining your fleet, MicroMain Maintenance Management is the equivalent of cruise control. A fleet can mean anything from a tugboat to an apartment complex golf cart to your standard everyday diesel electric locomotive. If it takes fuel, has wheels, and needs the occasional part replacement or work request, it’s part of your fleet. MicroMain’s CMMS software is your automated preventive maintenance-generating pit crew.

The first step to getting full use out of MicroMain’s comprehensive fleet management feature set is to have all your vehicles, fluids, and tires entered into your database. Naturally, MicroMain can help with the collection and entry of this information.

The fleet management tools are easily accessible via the main screen. Just click on “Fleet” and all the vehicle assets in your database will appear.

Double clicking on each vehicle brings up a wealth of information. You can track its location, warranties, fuel, tires, who it’s assigned to, and more. You can even insert a picture of the vehicle.

Selecting “Fuel/Fluids” brings up a list of all the fuels and fluids used in your fleet. This includes oil, lubricants, gasoline, diesel fluids, etc. — any liquid you rely on to keep your fleet running. Selecting “Tires,” meanwhile, brings up all the tires in your fleet, as well as all the information you need to keep them up-to-date.

Fleet management is the solution for efficiently tracking the mileage, maintenance history, and fuel usage of your vehicles. And it’s more than just a great way to ensure you’re not missing a forklift. A good fleet management system will reduce repair and replacement costs, optimize usage of fleet-related consumables (fluids, tires, etc.), and extend the life expectancy of your vehicles.

If you want to know more about using surveys or MicroMain products, contact a MicroMain expert.

Article source: http://www.micromain.com/2012/01/fleet-management-cmms-system/

by Brad Squires

Maintenance issues can get pricy, especially when a mission critical piece of equipment goes down. It’s only sensible that companies would constantly be working to better their maintenance management system. After all, DuPont reported in the mid-nineties that “the largest, single controllable expenditure in a plant is maintenance, and in many plants the maintenance budget exceeds annual net profit.” A budget that spirals out of control is unacceptable, and that’s why we’ve worked so hard to help companies get their maintenance systems under control for years now.

At many organizations, the individuals who work in facility maintenance routinely have to operate in fire-fighting mode. They are constantly running around dealing with prioritized emergencies that must be dealt with in a hurry. The result is that they are left with virtually no free time with which to work on preventative maintenance. That’s no way to run things, but many managers and professionals are stuck in a never-ending cycle and it seems as though there is nothing they can do to break out of the rut and make time to prevent future disasters from occurring.

What they need is a streamlined maintenance management system — one that tracks all happenings relating to their firm’s facilities. The software we offer here at Maintenance Connection is designed to ease the flow of day-to-day management and keep you prepared for those inevitable emergencies that always seem to crop up at the worst time. Our professional maintenance management system will set you up with the tools you need to seemingly be everywhere at once and keep business running as usual. Forget about stomping out fires every time you turn around, and focus on preventing them from ever happening.

Listen, things are going to wrong on occasion and we know that; but it disaster recovery need not be a part of your everyday routine. Put our system into place and get back to being proactive.

Article source: http://blog.maintenanceconnection.com/2011/12/15/get-workplace-disasters-under-control-before-they-happen/