There are a number of factors that can stop a CMMS implementation in its tracks in the preliminary stages. Cases where no business or maintenance objective are defined, or when the development of strategies is shelved with no desired outcomes outlined. Not having these pathways outlined can really throw a spanner in the works and will only result in inaccurate, unusable data that does more harm than good to your maintenance practices.

In cases where systems are inherited, there is a real margin for error as culpable staff end up inheriting a CMMS with little or no documentation to clarify the aims or outcomes expected of the system. With the advancement of maintenance practices a management strategy that suited an organization at one point in time now needs to be reviewed as it may no longer be valid to the company's maintenance practices.

All these factors make maintenance harder to report on, complicate equipment maintenance scheduling and need to be considered, carefully planned out and most of all a desired outcome agreed to. Ask yourself, what is the desired outcome?

• Do you want to be able to report on maintenance effectively
• Be able to pull out the right KPI's to oversee operation
• Or have the ability to easily and effectively create overlapping maintenance schedules for your equipment.

Once you have decided the outcome, be it a single goal or a combination of many, there is a simple yet practical approach in bringing them to achievement. It's a process we like to call ovERSEER. Examine Record SEcurE Review.

Examine/Analyze Your Data

Start by analyzing your data's integrity. Look at the Outcome(s) you have chosen and identify the data you need fed into the system to achieve the desired outcome.

Review Document Standardized Procedures

There is nothing worse than having a system setup with no documentation accompanying it. In most cases companies realize the lack of documentation when key staff leave and your staff are left with no formal guidelines as to how to go about using systems or to carry out tasks. During the implementation and as you go along, standardize data input procedures as well as informative “how to guides” in accessible documents so that required outcomes are achievable through following these instructions.

Secure Your System

If someone does not need to work in a particular module or system, lock them out. There is nothing more destructive then have a user displayed a part of the system he/she really does not need to see as they can enter in the wrong data or worse delete valuable records.

Lock down the system with strict security rules and not only safe guard the system, but simplify the users view of the system, allowing them to get in, do their job and enter the right data, save it and get out.

Constantly Review Practices

Most importantly set reviews to at least a six monthly period to allow management to stay on top of your CMMS procedures and adjust any operational changes accordingly.

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MEX Management Cycle

MEX Consultants are here to Help you

Here at MEX we have expert consultants with years of experience that are eager to help you develop an efficient system management cycle and cater your MEX system around your maintenance or business goals. Contact us today if you're interested.

Any Questions?

If you have any questions about the System Management Cycle or any other topic covered in this article please contact the MEX Support team at support@mex.com.au or call +61 7 3392 4777.