Addressing the Key Challenges When Implementing a CMMS: What Does Success Look Like?
12/03/2024 Fluke Reliability Solutions
by Kurt Johnson, Product Manager, Fluke Reliability
A CMMS, or cloud-based computerized maintenance management system, can transform any operation. The software helps manage processes like scheduling, planning, and reporting. CMMS software can also standardise maintenance practices across multiple locations, reduce costs, and simplify audit processes.
And yet, in spite of the well-known benefits of CMMS, implementation can be a challenge. That’s especially true when managing multiple sites.
However, there is good news: successful CMMS implementation is within reach. It may take some time and effort, but it’s worth it. New adopters of CMMS should take the time to set goals and clarify expectations beforehand so that they get it right. As part of that, it is also important that new users watch out for certain pitfalls during the implementation process.
Implementation Pitfalls
Experts estimate that about 80% of CMMS implementations fail to meet expectations. Most of the time, that’s not because of technical issues. Instead, most CMMS implementation falters because of preparation and change management issues.
Pitfall #1: Insufficient Planning
Successful implementation requires clear, comprehensive project plans. Those plans should be documented and assigned benchmarks so that teams can monitor their progress.
Specific team members should be assigned responsibilities for well-defined tasks. People need to be held responsible for those tasks and held accountable when the project does not meet its goals.
When the planning stage falters, the whole project may fall apart which results in another CMMS implementation that hasn’t met expectations.
Pitfall #2: Lack of Clear Vision
Change isn’t easy. When it comes to introducing new technology, it’s important to have a big picture vision of what the technology will do for the whole operation. Without a vision presented, the results are likely to lead to a confused, resentful workforce.
Teams will benefit from understanding their role in the larger vision. Lay out the company’s overall approach to maintenance and goals for maintenance teams. Take the time to explain how maintenance will operate when the new CMMS is fully implemented.
Document and share specific goals so that everyone in the operation is on the same page and can see the benefits of CMMS implementation.
Pitfall #3: Not Staying Goal-Oriented
It’s a good idea to incorporate specific, well-defined goals into implementation. Without clear goals, CMMS implementation can falter badly.
For example, maintenance teams may have a goal of improving uptime percentages. A CMMS can help collect the data needed to reach this goal. However, unless that goal is incorporated into the implementation plan, data cannot be leveraged correctly.
What Does Success Look Like?
Successful implementation is going to look a little different at each plant, but good implementations also share some important features.
Implementation typically starts with a clear list of goals. It’s a good idea to further break down those goals into nice-to-haves vs need-to-haves, for the sake of perspective.
Ultimately, creating a solid list of goals helps teams prioritize and save time as well as resources.
Setting Data Standards
CMMS software relies on data to create actionable insights. Before implementing, it’s important to develop strong data standards. Your data collection needs to be consistent in order to be effective.
Consulting the Experts
Tapping into the knowledge of an experienced CMMS implementer can be a game changer. CMMS software has an incredibly wide range of applications, which may not be well known, so some plants could be missing out on some possibilities. Consulting with an expert is a good way to maximise the success of implementation.
Tracking the Right Metrics
Start small, with a well-defined implementation period that enables activity to be monitored to see what’s working. Identify some of the problems in the existing operation and spell out how these hurdles could be overcome.
CMMS can then be used to track exactly how progress can happen to achieve the set goals.
This is an effective way to stay on track and keep teams focused. It’s also a good way to ensure continued participation even after the initial excitement of implementation fades.
Providing effective training
Successful implementation requires the involvement of the full team. It’s crucial to provide comprehensive training for every user. It’s also a best practice to create a dedicated implementation team to make sure that the process goes smoothly.
Ideally, an implementation team should include experts from different maintenance roles, including people who understand the different maintenance challenges within certain sites and who can use CMMS to address these challenges.
The implementation team will be instrumental in training staff throughout the process. They’ll work closely with people in every maintenance role to explain the goals driving implementation. They’ll also be able to troubleshoot and provide answers to questions.
Managing roll-out
It’s tempting to see roll-out as the finish line. In fact, roll-out is just another stage of the implementation process. It needs to be managed thoughtfully and with care.
Successful roll-out starts with migrating all the data to the new CMMS and configuring the system to ensure that it meets the users’ needs. This is also the stage when teams should begin testing to see whether the CMMS is functioning correctly.
The Phased Approach
It’s a good idea to roll out CMMS in stages. Slowing down the process gives teams the time they need to complete testing, identify possible issues, and make modifications ahead of the full roll-out.
Users should start small, in a well-defined and limited location. From there, they can build out a programme piece by piece so that teams can continue monitoring and modifying as needed.
Continuous Improvement
There is no finish line when it comes to CMMS implementation. The best way to get the most from a CMMS is to continually re-think the strategy and make small changes as they are needed.
Over time, the CMMS will generate more data-driven insights, which will drive further decisions about repairs, inventory, and asset acquisition. This will lead to a culture of continuous improvement, as teams better understand the root causes of each failure and make adjustments accordingly.
With this in mind, maintenance managers should build up a team responsible for a continual review process. This ensures that the CMMS deployment will remain dynamic and expansive. It will also help teams stay actively engaged in the CMMS deployment, even after the initial excitement fades. Additionally, it will help determine which metrics each operation should track in the future.
Tracking and Reporting
CMMS software excels at analysing data and drawing actionable conclusions from it. But since every plant is different, it’s important to customise the data that is collected.
Part of a successful CMMS implementation involves assessing the data collection process. It means considering which leading and lagging indicators are the most meaningful to particular operations.
That means tailoring the reporting capabilities, so that the CMMS produces the data and reports that each team needs. It means looking at metrics like PM:CM (the Planned Maintenance: Corrective Maintenance ratio) and tracking the organisation’s PM compliance rate. It also means looking at where each operation is currently expending the most resources.
Asking these questions will help teams decide on which metrics need tracking at particular locations. Teams should be asking these questions again and again, and making adjustments accordingly.
Final Thoughts
By now, one thing should be clear: implementing a new CMMS is not a one-and-done event. Instead, it’s an ongoing process, and it will work best when the whole team is on board. Hopefully, it’s also clear that CMMS software can transform the way plants operate, now and in the future. Successful implementation is within reach – it’s just a matter of getting started.
Print this articleFor more information, please contact:
Fluke Reliability Solutions
Fluke Europe B.V.
PO Box 1186
5602 BD
Eindhoven
The Netherlands
Tel: +49 8999616 420
Email: eric.betz@fluke.com
Web: https://fluke.com/vibration
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