Published: August 23, 2022  Updated: May 20, 2025

The CMMS Journey: A Phased Approach to Maintenance Management

The successful adoption of a Computerized Maintenance Management System (CMMS) shares several parallels with undertaking a marathon. Both endeavors require methodical preparation and a commitment to seeing the process through to completion. While a marathon has a definitive finish line, the journey with a CMMS takes on a phased approach to maintenance management. It evolves continually, delivering lasting benefits to an organization's operations. This exploration details the five crucial stages involved in deploying and leveraging a CMMS.

Planning: Charting the Course for Maintenance Success

Before any significant undertaking, careful planning sets the foundation. For a CMMS, this means assessing current maintenance operations and identifying areas for improvement. Organizations often recognize the limitations of manual systems as equipment failures increase, stockrooms become disorganized, and productivity declines. This is the moment to plan. Review your department and list areas needing better control, such as:

• Asset Maintenance:

  A manufacturing plant wants to reduce downtime by improving preventive maintenance schedules and tracking meter readings.

• Inventory Management:

  A hospital's biomedical engineering department struggles to find parts, delaying repairs. They need to organize their stockroom and reduce search time.

• Purchasing and Vendors:

  An airline's maintenance division wants to manage its own parts acquisitions, consolidate vendor information, and create blanket purchase orders for efficiency.

• Maintenance Strategy:

  A commercial real estate firm needs to prioritize work requests and track costs for major projects like HVAC overhauls.

• Human Resources:

  A utility company needs to track employee time, skills, and workload, assigning specific jobs to qualified crews.

• Cost Centers:

  A national retail chain seeks timely and accurate maintenance cost data for its numerous stores to improve budgeting.

• Bar Codes:

  A food processing facility needs to connect a CMMS to a barcode system for accurate inventory tracking.

• ERP Integration:

  A construction firm wants to integrate its CMMS with existing ERP and accounting systems to eliminate duplicate data entry.

The specific features needed in a CMMS vary by industry and company. Careful planning ensures the system aligns with your unique operational requirements.

Implementation: Bringing the Vision to Life

With plans laid out, the implementation stage sets the CMMS in motion. This involves populating the system with fundamental operational data. Organizations load information on equipment, inventory, vendors, PM schedules, users, and employees. Many CMMS providers offer assistance with data import, which saves time and helps personnel become familiar with the system's interface.

Example: Commercial Airline Fleet Maintenance

A major airline inputs detailed information for each aircraft, including maintenance records, component lifespans, and a comprehensive inventory of spare parts. They also add vendor details, PM schedules, and user profiles for all maintenance personnel. This data entry creates a complete digital representation of their fleet maintenance operations.

Training: Cultivating Proficiency for System Utilization

Just as with any new skill, learning the intricacies of a CMMS is essential for its effective application. Training ensures users understand the system's functions and best practices. Options include in-house training at the vendor's site, onsite sessions, or online modules. Asking questions during training is crucial for comprehension.

Example: Large University Facilities Department

A university's facilities department, with diverse staff skills, uses a blended training approach. Supervisors receive in-house training on system administration, while onsite sessions focus on specific modules for maintenance teams. Online modules provide ongoing, self-paced learning. This ensures all personnel can effectively use the CMMS.

Discover how streamlined maintenance processes can elevate production. Learn more.

Go Live: Launching Daily Operations with the New System

This is the activation moment: putting the CMMS into active use for daily maintenance tasks. This includes creating work orders, tracking parts, and managing inventory. Mobile applications enhance accessibility for field technicians. Expect and embrace initial adjustments and refinements; this period allows for identifying and resolving any early challenges, ensuring a smooth transition.

Example: Municipal Water Treatment Plant

A water treatment plant initiates its CMMS by logging all repair requests directly into the system. Technicians use mobile apps to receive work orders and update statuses in real-time. Minor glitches, like incorrect asset tags, are promptly addressed. This immediate immersion helps quickly identify and rectify any operational issues.

Ongoing Support and Innovation: Sustaining and Evolving the CMMS

The CMMS journey extends beyond initial deployment. After active use, evaluate performance and identify improvements. Consistent expert assistance from the CMMS vendor is vital. As businesses grow, the CMMS should also evolve with updated versions and new features. Ongoing training, especially for new users or significant updates, ensures continued proficiency. Verify that the vendor offers various training options.

Example: Global Pharmaceutical Manufacturer

A pharmaceutical manufacturer regularly evaluates its CMMS performance by analyzing metrics like mean time to repair. They rely on vendor support for new equipment integration and regulatory changes. They anticipate CMMS updates with features like predictive analytics. Flexible training options ensure all users remain proficient, supporting uninterrupted production.

Unlike a marathon, the CMMS journey is continuous, delivering lasting positive results. However, like marathon preparation, methodical steps lead to achieving maintenance management goals.

Mapcon Technologies can assist organizations in this endeavor. With over forty years of experience in providing superior CMMS solutions and exceptional service, Mapcon Technologies offers guidance through all five stages, helping maintenance departments regain control and achieve their desired operational efficiency.

Regarding running a marathon, that pursuit remains a personal challenge. However, this discussion provides a structured approach for those embarking on the demanding but rewarding journey of CMMS implementation and effectiveness.

Mapcon / 800-922-4336