How do you set up a maintenance management system?
Once the company has decided which maintenance management software to purchase, the setup process begins. Most software companies will have implementation specialists to assist with the process. The following guidelines are good for any company to consider when getting started with their implementation phase of the maintenance management software.
The first step in the set up process is to create users and assign logins and passwords for the maintenance management software. Larger companies may need to assign security levels to individual employees or groups. This will allow them to access things they need while preventing access to more sensitive administrative areas. Smaller companies can make things more streamlined by providing everyone with full access.
Define the Assets to be tracked on work orders
Generally, companies will use maintenance management software to write work orders directly to a piece of equipment. Work orders can also be written to locations, but it is then more difficult to see how much was spent on each individual asset.
Administrators will need to determine what assets are critical to the operation and need to be entered into the maintenance program right away. Less critical items can be entered at a later time. Each asset should be given a unique ID so it can be easily identified. Model and serial numbers should be listed as well, if possible. In addition, attaching images or documents to the asset, such as manuals or warranties, can also be helpful.
Determine what Costs will be tracked on work orders
Within the maintenance management software, users can track the costs of labor, materials, and direct purchases. Cost tracking is very helpful because reports can be run to show exactly where the companies money is going. This information is helpful when making crucial business decisions. While setting up the software, it’s important to figure out which costs need to be tracked and which do not, then integrate that type of tracking within the program.
Labor. The labor cost comes from the employees performing the work detailed on the work order. Employees are assigned a skill or craft code, for example mechanic, electrician, millwright, or carpenter. A pay rate is associated with each of these, and then when hours are logged on the work order, the cost of labor is automatically calculated.
Materials. The cost of materials reffers to inventory spare parts. The system will track the quantity on hand, plus the unit price on each part. A unique ID number is assigned to the parts so the maintenance management software can automatically reorder parts when the minimum quantity is hit.
Purchases. A direct purchase on a work order should be included when items are purchased in order to complete the necessary work. Additionally, costs for outside contractors or vendors should be included as well.
All of these costs will be added up in the maintenance management software to show the total cost of completing the work order. Reports can be generated to show how much was spent last week, last month, last year, and for one or more areas of responsibility.
Set up Preventive Maintenance Tasks
Preventive maintenance (PM) is an important part of maintenance management. When done correctly, PM's can significantly reduce equipment downtime by preventing problems before they occur. That’s why it’s a good idea to get PM tasks set up within the maintenance management program right away. Each critical asset should be considered when setting this up. Administrators will need to determine what sort of routine maintenance is needed on each asset, as well as how often, then enter the PM task in the software and schedule it accordingly.
Consider the other factors
Here are a few other factors to consider when setting up a new maintenance management software program:
- Levels of security. Different employees may need different levels of access within the software depending on their roles.
- Add-on or advanced modules. Some software programs have more advanced features, such as purchasing, which will require some additional set up.
- Mobile applications. If the company has purchased a maintenance management mobile application along with the software program, it will need to be set up as well.
Lastly, begin to track work in the new maintenance management software program.