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.