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60 The Significance of Selecting the Right CMMS The main reason for selecting and implementing the right CMMS is to improve maintenance productivity, reduce maintenance expenses and to enhance reliability and maintainability of equipments through effective planning, scheduling, executing, tracking and controlling the maintenance activities. CMMS have evolved over the years from simple maintenance documentation software to Enterprise Maintenance Management System. When properly selected and implemented, CMMS can greatly assist in maintenance planning and scheduling, manage personnel and materials, track maintenance work order and history, generate detail cost reporting, budgeting and much more. In general, these systems provide comprehensive features and functionality to efficiently manage and track all maintenance related activities in the organization. When properly selected and implemented, CMMS is one of the most powerful cost-reduction tools in any organization. However, in reality, many CMMS implementations fail, rather than achieve success. It has been estimated that nearly 70% of all CMMS efforts fail, many within the first year. While there are many contributing factors (like ineffective maintenance procedures, lack of adequate training, etc.) several implementation failures can be traced back to ineffective selection process (Vujicic, 2005; Weir, 2004; Singer, 2000). Selecting the right CMMS system can greatly influence the overall success of CMMS implementation. However, selecting and implementing a CMMS is not a simple or an easy task. Unfortunately, the results of an ineffective selection process are usually not seen until well into implementation. Quite often, it is not until after the installation is complete, that many users realize their new system does not meet their requirements and at this stage, it is already too late to make any changes. In addition, once a CMMS is implemented, a huge investment has already been committed. With the implementation of the wrong CMMS system, maintenance will not be in a position to show the return on investments, which can greatly damage the reputation of the maintenance department. In turn, this will make it difficult for maintenance to promote itself as a profit making business unit. CMMS Selection Guidelines With more than 200 CMMS systems to choose from, selecting and implementing the right CMMS based on the operations and maintenance requirements of a company can be a daunting task. However, by selecting the right features and functions in every CMMS modules, that compliment the company’s operations and maintenance processes, one can ensure the best fit. This approach reduces the need to customize the software, and the return on investment can be faster as the system is implemented with greater opportunities for full usage. There is little room for surprises, as every possible feature of the software has been carefully scrutinized before selection. This approach also helps acceptance by all employees who would ultimately be in charge of using the system to improve and enhance maintenance productivity. The first and a very important step during the selection of any CMMS system, is to clearly define and justify the need for a CMMS and the benefits of implementing this system. During this process, it is also important to determine the expectations of implementing a CMMS system and the return on investment. Many problems can be avoided by clearly defining the need and anticipated benefits of implementing CMMS at the company. Vol 20 No 2 D. Kamalapurka, A. Houshyar, B. White, and L. Lamberson Western Michigan University, USA, d2kamala@wmich.edu
Selecting A CMMS 61 CMMS systems can be extremely expensive to implement and so it is very important that all stakeholders are fully aware of what they will get in return for the investment (both in terms of time and money). The need for CMMS should be based on realistic expectations on how it will meet the maintenance, operations and business needs of the company. A CMMS selection team should be formed and the team members must communicate effectively to understand the details on how the maintenance, operations, inventory, purchasing, and other relevant departments work and interact with each other. The senior management should be consulted and their input should be taken into account in order to get their buy-in into the system. Detail functional requirements and total system requirements should be clearly defined and agreed upon by the selection team. The selection team must understand the existing maintenance practices and procedures, the maintenance and process workflow in the company and all business processes that interact with the maintenance department. In addition, the selection team should always be open to new ideas and look for ways on improving the existing process workflow and maintenance procedures. There are several reasons why an organization may want to implement a CMMS system. However, it is extremely important to clearly define them, so that these reasons are going to be the focal point not only during the selection process, but also during implementation phase. Table 1 lists some of the reasons for implementing a CMMS in any organization. Reasons for Implementing CMMS 1 Improve the reliability, availability and maintainability of equipment 2 Increase the working life of the equipments and other assets 3 Setup an efficient Preventive and/or Predictive Maintenance programs 4 Reduce the percentage of corrective maintenance work orders 5 Setup and maintain an efficient RCM and/or TPM programs 6 Increase the percentage of preventive maintenance work orders 7 Reduce maintenance expenses and enhance maintenance productivity 8 Have better control over inventory and reduce inventory expenses 9 Have better control over short term and long term maintenance schedule 10 Able to predict and manage the maintenance budget accurately Table 1: Reasons for Implementing CMMS CMMS Main Modules In a CMMS system, many different “Modules” are utilized to plan, schedule, execute, track and control the equipment maintenance, including the personnel, inventory and purchasing management. The Main Modules in many CMMS systems are: 1. Work Request Module 2. Work Order Module 3. Equipment Module 4. Personnel Module 5. Preventive Maintenance Module 6. Inventory Module 7. Purchasing Module 8. Reporting Module CMMS Optional Modules There are many optional modules, which help enhance the effectiveness of the CMMS system. Very few CMMS systems currently available in the market contain all these optional modules. In a few CMMS systems, some of these optional modules are integrated with the main modules. (E.g. Warranty Module is Vol 20 No 2
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