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<strong>AMMJ</strong> Strategic Maintenance Reporting 20 Strategy Reinforcement Whilst the strategy above serves an excellent base for measured improvement, the key to achieving real success lies with all parties working towards the same goals. Much effort needs to be placed in ensuring that CMMS users understand what data they are entering and managers at all levels need to fully aware of what they are managing! This can be achieved in a number of ways: • Process Training and Feedback It is critical that standard processes are defined, taught and reinforced. Basic user training must cover these together with strong reinforcement around data integrity. All users should understand the importance, for example, of defining a work order as reactive and appreciate the importance of timely close out of work orders. On the same vein users and workshops should receive feedback on their performance. The workshop communication board can be invaluable here. • Report Pack Explanation A standard document should be developed that clearly outlines the reporting strategy. Each reporting area should be explained, and an overview of the intent and data format of each report should be provided. With this simple “handbook” all levels of management can be fully cognisant of their business reporting requirements. • Senior Manager Training Training sessions must be held to engage senior managers. They must understand the strategic significance of the report pack and more importantly be able to understand trend variances and take necessary actions where needed. As part of business sign off during this national project was the prerequisite that senior mangers attend a formal session on the maintenance system/processes and reporting. Senior managers must be engaged. Report Delivery The report packs should be scheduled monthly (in this case on Day 6) to be automatically emailed to the recipients. Most report systems have this facility and it is important to remove the need for manual running. Figure 4 Work Order Classification Trend Management Report (Costs of damage i.e. by operators) Vol 24 No 1
<strong>AMMJ</strong> Strategic Maintenance Reporting 21 Whilst the core content was not varied the reporting content was set up to be dependent on the recipient’s management level. This ensured that all reporting communication was targeting the same content, the same KPI’s and ultimately the same goal. It should be not uncommon for a “red circled” report to be emailed down the line to seek explanation! Examples of these reporting levels are explained below: • Regional Manager – to receive a report pack reporting regional KPI trends, then drilling down to businesses • Business Manager - to receive a report pack reporting business KPI trends, then drilling down to sites • Site Manager - to receive a report pack reporting site KPI trends, then drilling down to departments Examples of this data “levelling” can be seen in the report examples presented. Benefits • The amount of effort put into the reporting focus can reap large and sustained benefits. With a common set of reports targeted to all levels of business (from regional managers to workshop supervisors) the advantage in having “one language” to trend and debate maintenance is realised. • Strengths vs. weaknesses are easily identified, with managers easily able to drill down within their responsibility scope. This enables true national (even international) benchmarking. • Tangible results are presented which can be discussed at management meetings. • Outcomes from initiatives can easily be trended. • Report outcomes can be linked to job performance management. • A successful reporting strategy can lead to sustained improvement. If you would like a full “report pack” together with detailed comments and example reports (in pdf format) please email Jim at the address below. APMMS (Asset & Process Maintenance Management Solutions) has offices in Sydney and Newcastle, and provides services in process, maintenance and inventory management. See www.apmms.com.au or contact Jim Harper (Director/Principal) at jimapmms@primusonline.com.au. Figure 5 Missing and Late Meter Reading Score Management Report (Bar) by Location Vol 24 No 1
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