How do you implement a CMMS?
After the company picks which CMMS software to purchase, implementation begins. Most software companies will have specialists to help, but the following guidelines are good to consider when any company is getting started with a new CMMS software system:
When setting up a new CMMS system, it’s best to create users first. During this step, administrators can assign logins and passwords as well as security levels to groups or individuals.
Decide what assets to track
CMMS application administrators will need to decide which assets are critical and need to be in the CMMS software program. Each should be assigned a unique identification number so it can be easily identified. Other pertinent information, such as serial numbers, can be added as well. In addition, documents such as images or manuals can also be attached to the asset.
Decide what costs will be tracked
Many programs allow users to track costs of materials, labor, and direct purchases, which is helpful because reports can be generated to show exactly where money is going. This information can be helpful when making critical business intelligence decisions. During the setup phase of the CMMS software, it is important to see what costs need to be tracked, then integrate that specific type of tracking within the system. The main costs that may need to be tracked are labor, materials, and purchases.
- Labor. The labor cost refers to the employees completing the work. After employees are assigned a skill or craft code, a pay rate is added and then when hours are logged on the work order, the labor cost is calculated.
- Materials. The materials cost is the cost of any parts associated with completing the work order.
- Purchases. When parts and materials necessary to complete work on an asset are no longer in-stock, a purchase will need to be made, which will need to be tracked on the work order within the CMMS software. Costs for outside contractors or vendors would also fall under this category.
When all of these costs are added up in the CMMS, users will know the total cost of completing the work order. Reports can be run which will show spending trends over certain periods of time.
Add Preventive Maintenance Tasks
One of the most important parts of a CMMS software program is preventive maintenance (PM). Each critical asset should be considered when setting up PM tasks within the software. The type of preventive maintenance needed, as well as how often it is needed should be considered for each asset. Once that is determined, the PM task can be entered into the software program and scheduled accordingly.
Consider other factors
Depending on the needs of each company, there are a few other things that should be considered.
- Mobile Integration. Many providers offer a mobile application version of their software which may also need to be set up.
- Security. Depending on the needs of the company, different employees may need different levels of access within the CMMS program.
- Add-on or advanced modules. Some CMMS programs have advanced features or add-ons, which will require additional set up.
— Edited by Lisa Richards.