Still don't have a CMMS?
January 1st 2006 Lack of funds? Don't really think you need one? Think again. Louise Pierce of FMS Systems explains the potential benefits of a carefully selected Computerised Maintenance Management System
When it comes to obstacles to implementing a CMMS, top of the list is usually lack of funds, closely followed by the belief that a system really isn't required. Some companies we speak to consider their operations to be too small to justify a system or believe that the manual, paper-based system they currently use fulfils their requirements.
In the past, the main benefit of implementing a computerised maintenance management system was usually cited as reduction in downtime but today this is just one of many benefits any company implementing a system can expect - which on the whole fall into 3 main categories: - Business benefits which will improve company performance
- Operational benefits to improve personal performance
- Fulfilment of Statutory and Quality audit requirements
As well as an increase in up-time, a CMMS should ensure fewer disruptions to production, a faster purchase cycle, a reduced inventory value and overall improved product quality. All these benefits will help improve a company's overall performance.
Users of the system can expect to see personal benefits too. Improved planning, better quality and easier and faster access to history, clearer and more useful reports, fewer breakdowns and reduced stock outs should help to make the CMMS user's life a little easier.
These days many of our customers are subject to Statutory inspections, be they for Health & Safety or Environmental reasons. A CMMS will hold evidence of compliance and ensures that the information is kept in one place, making it easy to locate during an audit. Similarly a system can be used to hold information to demonstrate compliance to procedures and guidelines set down by bodies such as ISO9000, FDA and GAMP.
Selecting a suitable system
Once you've accepted that a CMMS is going to bring benefits and that you really can't afford not to get one, the next question will be "Which one?" Anyone who's started to look at potential systems will tell you that there are numerous suppliers out there and as many of the systems look, and indeed are, very similar, choosing the right one can appear to be a daunting task.
So what should you be looking for when evaluating suppliers and systems? The key here is to remember it's not just the system you're evaluating but the supplier too. No system, no matter how wonderful it is, will be a success without the right supplier behind it, guiding you through the implementation. Make sure that the supplier you choose is not just a software supplier but is a company with engineering competence, implementation experience (preferably in your line of business), a professional support team and a flexible approach. They should understand both your business and personal needs.
What about the system itself? It's all too easy to focus on checklists and long lists of functional requirements. Sure, you want the software to meet your requirements in terms of what it will do functionally, but that's really only part of the overall picture.
Other questions you should be asking are: Is the system intuitive and easy to use? How long has the system in its current format been in existence? A newly reengineered system promising the latest in technology and functionality will be an attractive prospect for those who are willing to tolerate at least some level of teething trouble, but a slightly older system may prove more reliable. Is the database behind the system an industry standard one and will it cope with the data you expect to collect in the years to come? Is the system fully scaleable for possible future expansion of your company and it's needs? Does the system provide value for money? All too often companies buying a CMMS for the first time concentrate on their immediate needs but it's worth asking yourself (or your potential supplier) some of the questions above if you are to avoid having to replace the system a few years down the line as it fails to cope with expansion.
For anyone thinking of implementing a CMMS in the next year or so, FMS Systems run a half-day seminar every other month dedicated to this topic.
Sessions on winning essential benefits in maintenance, selecting a system and planning an implementation project are covered during the seminar. The next seminar is being held on 7th February with other seminars planned for 4th April and 6th June. For more details see: www.fmssystems.co.uk/events or contact Louise Pierce on 0117 9309312 or louise.pierce@fmssystems.co.uk.
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