Category Archives: Facilities Management – Advice

Why Your Maintenance Management Needs a Mobile App

Mobile has surged as our channel of choice—and apps our new currency.

Mary Meeker’s 2015 Internet Trends report illustrates a few ways the workforce is getting more tech-savvy with mobile:

  • We’re using personal devices for work: 45% of millennials and 18% of older generations.
  • We’re likely to download applications for work: 41% millennials and 24% older generations.
  • Connectivity is up 830%+ since 1995 (from 9% to 84%).

And connectivity via mobile devices is up 255%+ since 2009 (from 18% to 64%).

In the U.S., we’re spending an average of 151 minutes looking at our smartphone screen. Any time we want a status update or notification, we check our phone. Last year, we checked them an average of 85 times a day! It’s an obvious and preferred mode of connection, research and productivity. So why do so many maintenance organizations and maintenance managers fall back to Excel, printouts, or handwritten notes when there’s likely an app for that?

For maintenance managers and planners specifically, it’s essential to know the current status of all jobs in the backlog. This type of data (and more) has traditionally been stored in a computerized maintenance management system (CMMS).

Now, all of that valuable information is available in the pockets of maintenance planners and technicians alike, with mobile CMMS applications. As CMMS goes mobile, keeping a pulse on your organization’s truly current job status is possible. Mobile CMMS brings opportunities for better, real-time insights; improved department-wide productivity; and a connected on-the-go workforce.

3 Reasons to Take Your CMMS Mobile

Companies that integrate mobile for CMMS surge ahead of the competition, and future-proof facility operations. They save time, have better access to information, leave a kinder environmental footprint—and at the end of the day, are more productive because of it.

1. Save time. When it comes to building a world-class organization, uptime is a top priority. Think in terms of operations and employees—and making the most of each moment.

With mobile, managers and techs spend less time receiving instructions, gathering tools or materials, traveling to and from the site, etc., and more time completing maintenance tasks. How does mobile make a difference? Techs now have in-app access to mobile work order signatures, can log wrench time with a stop-start timer, and can upload images or video using the device’s camera. Technicians can receive alerts about new work assignments instantly, and work requesters can obtain minute-by-minute status updates.

2. Gain insights, access to critical information. From on-the-go techs to management, one of the biggest advantages of mobile is immediate access to real-time information. For example, technicians can access critical documents from the field. Or, do a global database search from the field should a complexity pop up (when it’s often most needed). With an asset’s complete work history at your fingertips, mobile CMMS becomes an incredibly useful tool. And the ability for techs to update job progress gives organizations access to critical metrics, such as average response times, average completion times, and total downtime. Overall, access to information fosters an organization-wide culture of productivity and collaboration.

3. Go green. Think of the cabinets full of asset records, work histories, and more (who knows what you’ll find if you dig deep). A new job pops up on the calendar, and it’s status quo to find documentation, print copies for a tech, then re-file new paperwork once the work order is completed. It’s a vicious cycle, and one that limits scalable growth.

A mobile platform is essential if you’re committed to going paperless. Rather than copies and printouts, disseminate job information with the click of a button. Files are stored direct to a tech’s device—convenient and eco-friendly. These digital documents, attached to work requests, can be accessed from anywhere. The entire process saves time, supports growth and enables a mobile team. At then end of the day, paperless processes makes the job easier and soften an organizational footprint.

Are you ready to get started with a top-notch mobile CMMS? Test drive Maintenance Connection with a free trial today!

How Preventive Maintenance Saves Money

How Preventive Maintenance Saves Money

Preventive maintenance is often still viewed by many companies as an unnecessary expenditure that is a waste of time and resources. In most cases, this is far from the truth and can prove to be a very costly mistake to make. Many companies tend to focus solely on the immediate issues that come up – repairing or replacing parts when something goes wrong in operations and reacting to other urgent matters. While this form of reactive maintenance is necessary in certain situations, transitioning to preventive maintenance is a strategy that will save both time and money, as well as help operations to run more smoothly. The transition from reactive to preventive maintenance can be a smooth transition to make with the help of the right preventive maintenance software. In this article, we’ll take a closer look at preventive maintenance with a spotlight on how it can save a company or other organization a lot of money over the long term. 

What Is Preventive Maintenance?

Preventive maintenance is not about fixing problems. Its focus is on preventing those problems from ever happening in the first place. It includes activities such as cleaning, lubrication, adjustments, repairs, and parts replacement. Each of these activities is performed in order to keep the equipment running in top condition and to prevent downtime and reactive fixes.

Preventive maintenance software is available to help you facilitate a good preventive maintenance plan. Instead of having to keep track of things with paper files, all data can be input into a preventive maintenance software program which then regularly schedules all preventive maintenance tasks and work orders. With preventive maintenance software, you can organize duties, record maintenance information and have everything together in one convenient location. 

How Preventive Maintenance Saves You Money

Now that you understand how preventive maintenance is different from reactive maintenance, it’s time to talk about the benefits in terms of how this new system and way of thinking can save your company money.

1. Reduced Downtime

When it comes to production, the phrase ‘time is money’ rings true. Every time machinery goes down for maintenance, you’re losing money both from employee wages (since employees have to wait for the equipment to be fixed) and from products (which cannot be produced when the equipment goes down). Preventive maintenance drastically reduces downtime because the entire purpose is to prevent downtime.

2. Increase Operational Efficiency

When preventive maintenance is properly implemented, equipment is routinely maintained so it can run in optimal condition at all times. When machines run more efficiently, they don’t have to use as much energy and resources. This means cost savings as well as improving your environmental footprint. 

3. Reduce the Risk of Expensive Reactive Maintenance

Reactive maintenance is incredibly expensive. When something breaks unexpectedly, you have the costs of your maintenance crew (which can include overtime pay), the cost of the extra time it takes to diagnose the problem, and the cost of the parts (which can include expedited shipping charges). Preventive maintenance can dramatically reduce the risk of these costs. Using preventive maintenance software, your crew will perform routine checks and planned maintenance at convenient times, steps that help you avoid large and expensive fixes down the road. 

4. Increase the Life of Equipment

In addition to reducing downtime and expensive fixes, preventive maintenance will also increase the life of your equipment. When everything is up to date and working properly, you will maximize the lifespan of your machinery, helping you get the most out of your investment. 

5. Improved Customer Service

Your customers are putting their trust and confidence in the goods or services you provide. They expect that these things will be delivered on time, and no one wants to hear that the products will be delayed because of machinery failures. When you can consistently provide quality, on-time service to your customers, you’ll end up with happier customers, better reviews, more referrals, and ultimately more sales. 

Implementing a Preventive Maintenance Program

If you’ve been relying on reactive maintenance but want a solution that will save you money, time and stress, it’s time to turn to preventive maintenance. While there are some initial costs to get started, you will end up saving a lot in the long term.

The best way to get started with a preventive maintenance plan is to first research your preventive maintenance software options. When you choose the right preventive maintenance software for your business, the transition will be a smooth and easy one to make.

You also don’t have to worry about fully transitioning to preventive maintenance right away. After you get your preventive maintenance software, you can work on setting up your equipment one by one on a preventive maintenance schedule. This way you won’t be overwhelmed, and you can work at your own pace.

As you can see, preventive maintenance offers many important benefits, but the most important of which is that it can improve your bottom line. Make the switch today, and you’ll see the cost savings start to add up quickly for your business or organization.

Famous Operations: What can we learn?

Facility Maintenance

Let’s face it: Not every facility is the same. While the concept of preventive maintenance may seem pretty cut-and-dried for the layman, in reality, it can be pretty complex and open to interpretation based upon the type of facility you are in charge of. With that in mind, sometimes, it is a good idea to tour other factories and buildings to get a sense of what other companies are doing and maybe take a few of their tricks back to your department. You never know: You may just learn a thing or two!

All around the globe, factories and warehouses are brimming with reliability professionals, all after the same goal: keeping their business up and running and trying to make their department a profit center instead of a resource drain. Companies can live and die based on their preventative and proactive maintenance plans; production errors, too much downtime, and workplace injuries can be more disastrous to a company than bad PR or a poor sales quarter.

Fortunately, there are industry leaders to look at and study worldwide to see what their maintenance managers are doing to help keep things on track. For instance, food facilities have to put an extra focus on handling and preparation procedures as well as food safety protocols, whereas a chemical manufacturer may emphasize work safety and spill prevention.

In reality, all facilities need to worry about core issues: reducing downtime, keeping grounds safe for workers and customers, increasing production, properly managing assets, and efficiently managing machine or equipment maintenance.

Hershey is a great example of a large company that you can learn a thing or two from in terms of managing a facility. One of the largest chocolate providers in the world, Hershey produces a large array of edible goods, each requiring its own set of custom molds and production processes. Chocolate goes through heating and cooling steps to ensure that your candy bar arrives not only delicious but with a certain consistency and appearance as well. Because of this, keeping the assembly line flowing is pivotal; any shutdown can result in ruined batches of candy and a significant loss of profits.

Cross-contamination is another concern for food manufacturers. Chocolate producers, such as Cadbury, whose main production facility lies in Bournville, England, must be careful to ensure that plain chocolate products do not accidentally take on peanut dust during manufacture, as consumers with nut allergies could be negatively affected. Strict quality standards must be in place to ensure that this delicious but hazardous breach does not occur!

Boeing may not be in the food business, but they can certainly teach us a thing or two about the importance of eliminating downtime or, at the very least, responding to emergencies rapidly. Across the globe, thousands of airplanes are preparing to take off at any moment. Some carry passengers, while others carry cargo, but at the end of the day, any delay in operation can cost a business thousands of dollars per minute. With that in mind, Boeing not only needs to produce quality parts and machinery but respond rapidly when a vendor needs an emergency part to get their plane up and running again. Having a supply network in place to handle incidents such as this is crucial to a company like Boeing and possibly to your own business as well.

Meanwhile, Dow Chemical is a producer of many household products that we use in the home and office everyday. By the very nature of their business, their employees must deal with potentially hazardous chemicals night and day (the word is even in their name, folks). When spills happen, it isn’t just a matter of lost profit, but it can be a safety hazard as well. Having procedures in place and training employees on proper materials handling and cleanup is of utmost importance to a company like Dow. Managing safety gear and keeping up to date with the latest compliance standards are equally important, and you can bet your last dollar that Dow Chemical maintenance pros have a top-notch system in place to keep track of these things.

So next time you are visiting a new city or are away on travel, consider taking a tour of a local factory or manufacturer. Let the company know you are “in the biz” and maybe they will give you a behind-the-scenes peek at how they keep their organization in tip-top shape. Maybe you can bring something back to your own facility to make your maintenance processes even better!

Taking on Root Cause Analysis with Preventive Maintenance Software

Preventive Maintenance Software Analysis

Whenever an organization has a major failure of any sort, the top priority is to recover from the immediate damage or problems. From there, the next step is to keep it from ever happening again. Root cause analysis is a vital corrective step, allowing you to identify where losses are taking place and how they can be mitigated to improve equipment reliability and performance.

Root cause analysis is a maintenance troubleshooting method that helps organizations identify and control the systemic causes of a maintenance problem. When you experience a problem, you have to start by asking why the problem occurred. You repeat this process until you uncover the underlying cause. Toyota made the “5 Whys” method of root cause analysis famous. This method involves asking, “Why did this happen?” repeatedly until the cause is determined. Then you can come up with a long-term corrective action that will fix the underlying issue.

It’s important to go beyond the lowest level root cause because you could experience similar breakdowns again in the future. A string of failures usually leads to the problem, so it’s necessary to find a solution at each level of a root cause analysis.

Data is the Key

In order to conduct an effective root cause analysis, data is vital. Indeed, the more data that is available from an unbiased source, the better the chances of identifying the appropriate root cause of any failure. Unfortunately, finding an unbiased source of data can be problematic, as all people are by definition biased from their experiences and perspective.

In the context of asset failure, this is where preventive maintenance software becomes invaluable. All the relevant data for a given asset or class of assets is an ad hoc report away. If it has been utilized properly, the preventive maintenance software will contain a complete history of the asset, as well as detail the maintenance that should have been completed on the asset, according to both industry standards and/or manufacturer suggestions. The information contained in a CMMS system can be leveraged to carry out a root cause analysis. The solution that results can then form part of the equipment knowledge base.

Providing a Platform for Informed Decision Making

The end goal of any root cause analysis is to identify the changes that need to be made. These changes generally flow into one or more of the following categories: people, processes, and technology.

  • People: It is possible that the appropriate processes were established to prevent this type of failure, and that the technology was correctly identifying steps to prevent the failure, but that one or more individuals did not follow through on the correct actions.
  • Processes: Conversely, the data provided from the preventive maintenance software could point out a flaw in the processes associated with preventive maintenance. For example, the software could exclude the maintenance profiles for certain asset classes, or maintenance technicians may be instructed to only follow the maintenance processes identified by the software instead of also applying their expertise.
  • Technology: While any CMMS software is only as good as the data entered into it, it is also possible that the preventive maintenance software was not functioning properly. Perhaps integration across the various systems was incorrectly applied, or your organization has simply outgrown the software.

The effectiveness of root cause analysis largely depends on the amount of time spent preparing for it by carrying out a thorough investigation, collecting sufficient evidence, identifying the correct team members, and properly planning a root cause analysis meeting with the right people involved. It is of utmost importance to gather and analyze all relevant data in order to determine which of these factors played a part in the failure.

Perform Root Cause Analysis with the Help of Preventive Maintenance Software

If you are looking to implement maintenance software in your organization, DPSI can help. We have been in the industry for nearly 30 years and have over 50,000 satisfied users in 50 countries.

CMMS 101: 12 Maintenance Software Terms You Should Know


This article was written by Hippo CMMS and appeared on their blog. We are sharing it because we think the content can benefit people new to computerized maintenance management systems and more experienced users.

If you are new to the computerized maintenance management software (CMMS) world, you’re likely being inundated with acronyms and terms that are unfamiliar to you. To clear the confusion, we’ve developed a CMMS software cheat sheet outlining 12 common maintenance software terms that are likely to appear during your software search. We hope this list gives you a broader understanding of what’s to come as you get more involved with your CMMS software.

Term #1: CMMS, Computerized Maintenance Management System

CMMS is a database that streamlines and tracks all aspects of an organization’s maintenance operations.  As operations become larger and more complex, the need for a centralized database and access to key information increases. CMMS software assists maintenance managers and workers to perform their day-to-day jobs more effectively by providing real-time data on machine and equipment downtime, inventory levels, upcoming scheduled and preventive maintenance, work order status and more.

Term #2: EAM, Enterprise Asset Management

Although the terms CMMS and facility management are commonly used in place of EAM, enterprise asset management is a much broader term.  It refers to software that enables managers to view and control a company’s assets holistically, while optimizing the efficiencies of the entire operation, not just maintenance and facilities management.

Term #3: CAFM, Computer Aided Facility Management

This is software designed to help facility managers optimized the utilization of space and facilities, plan preventive maintenance, better manage reactive maintenance, and improve facility’s management processes. CAFM is a term used more outside of North America.

Term #4: FMS, Facility Management Software Systems

North Americans often use Facility Management Software (FMS) as opposed to CAFM. Both of these terms, however, describe an almost identical system. Facility management software systems come equipped with maintenance management, space management, utilities tracking, inventory management and other tools.

Term #5: MMS, Maintenance Management System

Maintenance management systems refer to manual methods for tracking maintenance operations as opposed to computerized methods. 20 years ago when CMMS was not as common, MMS was a frequently used term. Its use is declining with more companies adopting maintenance management software.

Term #6: PM, Planned Maintenance

Planned maintenance is pretty straight forward. It refers to maintenance activities that have been planned or scheduled in advance. Most often planned maintenance involves routine preventive maintenance tasks or inspections.

Term #7: PPM, Planned Preventive Maintenance

This is just another term for preventive maintenance or planned maintenance. Some call it PPM, so we thought we’d include it in the list. Planned preventive maintenance refers to regular and routine inspection, detection and correction of equipment and facilities in order to prevent breakdown and failure and extend asset life.

Term #8: PdM, Predictive Maintenance

CMMS can help you predict when maintenance will be required. Predictive maintenance forecasts when equipment failure will occur, and allows you to intervene by taking preventive measures. Having a predictive maintenance strategy allows companies to save on maintenance costs, cut costs on parts and supplies and reduce equipment downtime.

Term #9: KPI, Key Performance Indicator

Key performance indicators are metrics used by managers to help them evaluate the performance within the company. CMMS software, if configured and used properly can allow managers and other users to view real-time KPIs on dashboards and reports. Some of these include equipment downtime, labor utilization, work orders completed on time, maintenance costs, and a few more complicated ones listed below.

Term #10: MTBF, Mean time between failures

This is a metric that shows the projected time between failures of equipment or a machine. For example, if a machine broke down after 200 hrs., and the next at 250 hrs., and then at 300 hrs., the MTBF is 250 hrs. Knowing the mean time between failures will help you predict future maintenance. Basically, the higher the MTBF, the better!

Term #11: MTBR, Mean time between repairs

This is very similar to MTBF and often causes some confusion. The MBTR calculation seems to be counting the necessary instances of repairs during a period of time and dividing the latter number by the former. Mean time between repairs differs from MTBF in that MTBF typically counts only how long a machine operates before failure, whereas MTBR includes the time spent on repair, which can have a significant effect on the results.

Term #12: MTTR, Mean time to repair

As you get deeper into your CMMS software you can extract metrics like Mean Time to Repair. It represents the average time to repair equipment. To calculate MTTR take the total unplanned or corrective maintenance time of failures and divide it by the total number of corrective or unplanned maintenance work orders. As you start extracting MTTR you should be aiming to achieve lower figures.

Master these 12 common terms and you’ll be well on your way to finding the perfect maintenance software for your organization. For more information on CMMS software and successful implementation strategies, be sure to check out our CMMS Expert Series or contact a Software Specialist.

Asset Criticality and Risk Ranking – Recorded Webinar

Wouldn’t it be useful to know precisely how much time and resource should be applied to each of your assets?  With Asset Criticality, organizations are able to rate assets to determine how critical each piece of equipment is to areas such as safety, product quality, customer issues, environmental issues, and production.

During this 40 minute recorded session, guest speaker Terry Harris from Reliable Process Solutions LLC provides an overview of Asset Criticality and Risk Ranking and discusses how to:

  1. Derive the criticality rating for each piece of equipment
  2. Understand which equipment is important and critical to the process
  3. Assign resources and time based on equipment criticality value

4 Ways Mobile Improves Maintenance Management

Workers are on the move today. Literally.

Entrepreneur magazine reported on an updated forecast from International Data Corporation that “the global mobile workforce grew from one billion in 2010 to an estimated 1.3 billion in 2015.” Technology has played a role in that mobility, and continues to transform the way people work with availability across a wide range of devices.

The maintenance sector has been affected in particular. What once required paper logs or terminal access can now be managed on the shop floor, on the road, at an offsite location – or while on vacation. Today’s modern mobile CMMS is helping pave the way for maintenance professionals to operate even more efficiently and more effectively.

“Technology…continues to transform the way people work.”

Four of the most important ways mobile CMMS can improve maintenance management include:

  1. So Long, Paper

    You may be well aware of colleagues with large stacks of paper work orders (or you may have such a stack of your own!), despite the time-consuming and laborious effort associated with maintaining these documents. Mobile CMMS access can enable you to reduce or altogether remove your reliance on printing and filing paperwork, thereby eliminating the operational barriers it creates.

  2. MRO Inventory On-the-Go

    Check in/out your spare parts easily through bar code technology. Physical count quantities may be updated using your smartphone or tablet, as well as the addition of new parts or tracking availability on the fly. This data can then be used for CMMS parts inventory reports on usage, costs, valuation, and more.

  3. Asset Management Mobility

    As you’re well aware, being a stickler for asset and equipment updates as conditions change is imperative for well-organized maintenance operations. Whether you need to update locations, a criticality status or another field, getting the right data into your system at the right time is critical. With a smartphone or tablet,  you can get directly to the asset detail page and make the updates quickly when you’re nearby or when it’s simply top of mind. Scan your tagged machines, view related maintenance requests or open work orders, or even the asset’s entire work order history. Perhaps the job requires more labor or extra parts to complete – with mobile, you can append the work order to add these items and more at any point.

  4. Maintenance Requests When You Need Them

    The need for maintenance activity can strike at any moment. Now you don’t need to go back to a desk, terminal, or even call personnel to report a broken machine or leaky pipe. Make a request for maintenance activity whenever – and wherever – you are through the convenience of your mobile device. Any requestor user can log his/her request, attach an image or associated file, and follow up on the status of their request at any given time. This means less time fielding requests and more time spent working on maintenance priorities.

While these four points highlight the top benefits users can see with mobile maintenance, how else has your operations been impacted through the use of modern, mobile CMMS?

Watch your step! Common preventive maintenance pitfalls and how to avoid them.

pitfallPreventive maintenance, otherwise known as scheduled maintenance, is arguably one of the most important features that a CMMS provides its users. Preventive maintenance is a proactive approach to maintenance management, ensuring that assets and equipment are routinely inspected to avoid downtime and increase their reliability. With all the benefits of a PM system, it’s surprising to learn how many pitfalls await account admin’s and system users both before account setup and after. What’s even more surprising is the amount of clients we see who fall into one or more of these common pitfalls and who become complacent with system inefficiency.

That’s why our team of Hippo experts wants to give you the facts about PM. Read on to learn more about common PM pitfalls and how to avoid them.

Pitfall #1: Your database is overwhelmed.

THE CHALLENGE: “Cluttered” and “chaotic” are two words that you never want to use when describing your database. Unfortunately many of us fall into this category by being too ambitious, either scheduling way too many PMs or scheduling them much too frequently. We also overwhelm our database by not utilizing simple features built into the system to alleviate this very issue.Talk about system overload!

TIP #1: Work as a team, select the right equipment/ assets

We recommend getting all organizational stakeholders, from maintenance techs to healthcare workers, involved in determining the equipment or processes that should receive routine maintenance checkups and extra care. With advice from multiple team members, you can create a robust system that works on multiple levels and covers all processes.

TIP #2: Schedule thoughtfully

It’s important to schedule each PM at the right frequency level. Work with your staff to understand the timelines of each task and assign reasonable frequencies to each. It’s great to strive for ambitious goals, but a dose of reality can really help a system stay on track and give accurate information. If you’re still unclear about the correct frequency of a task, a more standardized approach may be needed. In large organizations such as hospitals and manufacturing complex’s, one of those approaches is to utilize a risk ranking system. The system assigns a risk score to each piece of equipment based on a specific criteria set. In healthcare this set usually includes equipment function, failure risk and past maintenance history. Take time to determine your own additional criteria so that you have an accurate risk score. Equipment with higher scores will be scheduled more frequently (daily or weekly), while equipment with lower scores will be scheduled less frequently (monthly or semiannually).

TIP #3: Make it easy on yourself, close it out!

Make sure your team is closing out their work orders when completed. We often find the biggest reason why clients have copious amounts of overdue PMs is not that their staff hasn’t done the work, but because they have forgotten to tell the system the task is completed. Make sure each person who interacts with the system is properly trained and comfortable with the CMMS. A little knowledge can go a long way in maintaining an accurate system.

Pitfall #2: Your processes aren’t as efficient as they could be.

THE CHALLENGE: A good CMMS has some simple features that, when utilized, become huge time savers for both the administrators who set up the system and the maintenance techs who complete the work. We often see inefficiencies such as an uneven distribution of workload and too much time spent on creating multiple PMs. Prevent your system from becoming more of a burden than a blessing by following the tips below.

TIP #1: Know your software, utilize basic PM functions

For starters, the “generate multiple” feature has several nifty functions to make a system more efficient. If you have hundreds of pieces of the same type of equipment, they probably need to be serviced the exact same way.  It would be tedious and a waste of valuable administrative time to create a separate PM for each piece of the same equipment, as each would contain the exact same task checklist and parts associated with the particular model. If you use the “generate multiple” feature, you need only create one PM associated with all equipment. This robust feature also lets you track all equipment information separately, such as maintenance history, work order progress, additional comments, etc., allowing you to leverage the time-saving benefits without compromising detailed tracking and accurate reporting.

So as not to overwhelm one resource while under utilizing another, “generate multiple” lets you reassign each piece of equipment to a different maintenance tech. This is particularly helpful if the equipment is multifaceted and requires different vendors to service its different components.

“Floating” or “shadowing” is a feature that prevents another PM from generating before the first one is completed. Without it, there are huge implications if a PM is set to generate each day but hasn’t been closed out in a long time. Make sure to check off these boxes to easily gain the benefits of these simple tools.

Pitfall #3: Your data analysis falls short.

THE CHALLENGE: Once you get over the initial hurdles of generating timely and efficient PM schedules, the next step is to ensure adequate tracking of information and accurate data reporting. One of the main reasons large-scale organizations implement a CMMS in the first place is to gain detailed analytical insight into their operations. Although you would be hard-pressed to find a manager who doesn’t believe in the benefits of data reporting, you might be surprised how many do not report on the right data.

TIP #1: Reporting is key, but targeted reports are better

Since a CMMS can report on all of your asset information, it is important to use a targeted approach to provide you with an in-depth analysis instead of a general overview. To do this, one must first set measurable objectives — things the organization wishes to achieve or better understand about its processes. It is important to work with key players in different departments to determine goal priorities. From this point, determine your key performance indicators to track these objectives and run your reports accordingly. Monitoring the progress of your objectives is critical in achieving success. It can also highlight potential pitfalls, allowing you to correct a process before it becomes an issue.

When we spoke with one of our clients, Armtec Infrastructure Inc, they told us about the importance of their PM system. Leo Logashov, the National Operations Excellence Manager at Armtec during this process, explained, “Seeing if something is overdue gets management’s attention. We run current work order reports to see open PM’s, overdue PM’s and how many days overdue they are. It tells us what each plant is doing, which is what management really cares about.” To learn more about Armtec’s client success story, click here!

TIP #2: All good things take time, so give it some

Finally, it is important to leave enough time to perform thoughtful analysis and gather the right data. Administrators can be so busy fulfilling their maintenance responsibilities that higher-level performance analysis is left behind. Make sure that you carve out adequate time to analyze data and pull good information from your CMMS. To make this a little easier, utilize the scheduling function that automatically generates and sends reports at a predetermined frequency. You’ll definitely get brownie points from management when they open their emails on Monday morning to find a simple PM report on last week’s activities.

With any sophisticated software, potential pitfalls may exist that make your work routine more difficult than it has to be. By giving a little love to your system during the setup process, utilizing helpful features to organize your PM scheduling and creating objectives ahead of time to analyze the right data, you can not only avoid these pitfalls but also optimize your system and truly increase maintenance efficiency.

To learn more about Hippo CMMS and how we can improve your preventive maintenance program click here .

Is Your Property Management Business Mobile Friendly?

Mobile Capabilities Of Property Management Businesses

Renters are becoming more and more mobile, and swapping out their desktop computer for smartphones and tablets. If your property management business is not able to stay up with these new technology trends, you will not be able to attract a large portion of renter’s to your business. Make sure that your property management business includes these top mobile capabilities.

  • Mobile website – not all websites are optimized for mobile viewing, which can make it very bothersome and hard to meet the needs of renters on the go. Make sure that your website is properly optimized for mobile viewing.
  • Online applications – give potential renters the ability to apply for a home on their phone with a mobile application process. This will also help your renters upload any important documents on their phone.
  • Online payment options – give your renters the option to pay their rent online, as well as pay for any application fees. Credit card payments and eCheck payment options allow your business to get paid while making it very easy and convenient for renters.
  • Web-based workflow software – keeping your workflow software online helps to make sure that all employees know exactly what needs to be done by simply looking at their phone, which means that they can work from anywhere.
  • Online maintenance request – if something goes wrong, an online maintenance request can help to ensure that you find out about it as soon as possible. It is also a much easier and cheaper way to keep track of what gets done.
  • Mobile inspections – choosing a property management software that allows for mobile inspection capabilities can help you easily document any damage with pictures, labels, and files for all onsite inspections.

EAM and GIS: Connecting the dots


The role of Geographic Information Systems (GIS) has changed profoundly—from basic mapping applications to becoming an integral part of enterprise decision making. Why? Because these systems have evolved to the point where they can be combined with other data to help identify patterns—where customers are buying, where your organization is spending, where waste is occurring, how to deploy personnel, where coverage areas exist, and how to prioritize issues.

An enterprise asset management (EAM) system combined with GIS greatly improves maintenance efficiency by helping you easily identify and pinpoint widely dispersed assets for preventive maintenance and regular inspections, and by consolidating field work assignments based on job groupings in a selected geographic area. The ability to access assets right on a map–creating work orders and viewing asset history from the map objects—is a real time saver, and provides a big-picture view of emerging patterns.

Discover how Infor EAM enables your customer service representatives, field service planners, schedulers, and field technicians to quickly and efficiently find information, keep better records, create work orders, plan routes, and address issues.

To learn more about Infor EAM GIS, read the brochure.