Computerized Maintenance Management Systems

Facilities managers hoping to streamline their vast landscape of paperwork can expect to wade through countless software systems. But a Computerized Maintenance Management System (CMMS) will help FMs get the job done.

A 2009 study by the International Facilities Management Association (IFMA) found that nearly half of facilities managers employ a CMMS for everything from tracking down tools to responding to emergencies.

CMMS is just one of many systems under Computer-Aided Facility Management (CAFM) umbrella. Unlike systems equipped with such abilities as managing financial portfolios, a CMMS is limited to issues like tracking preventative maintenance, repairs and parts inventories.

“Usually, the larger the facility size, the more likely they are to use these systems,” says IFMA Research Director Shari Epstein. Whereas 70 percent of facilities with more than a million square feet have the system, she says, only 37 percent of those smaller than 100,000 square feet reported using one.

The Basics

CMMS software consists of modules—one for managing energy distribution, another for fleet dispatches—which can be used immediately or tapped for future use as organizations evolve.

Just about anything related to maintenance can be streamlined by CMMS:

• Asset management (HVAC, pumps, electrical equipment)—Warranty information, service contracts, and purchase dates
• Inventory control—Spare parts, tools and storage locations
• Work orders—Scheduling jobs, reserving materials and recording costs
• Preventive maintenance—Tracking inspections, instructions and check-lists

But consider the system a cultural change, as well. Whether it’s right for your organization depends on the scope and value of assets you oversee, as well as the willingness of your staff to adjust to regular computer use.

Incremental installation
As installation can take a year or more, such systems are often installed in stages with the help of an outside contractor. Brian Yellin, assistant director, facilities operations section for the Federal Deposit Insurance Corporation (FDIC), credits the system for preventing any critical system failures since it was installed ten years ago.

According to Yellin, the software was initially installed in five different buildings. When two new office towers and a multi-purpose building were constructed at the headquarters operations in 2006, the system was upgraded to accommodate another million square feet.

Lesson 1:  Research your system
According to Yellin, the most important step is to research your options and find a package that is right for your facilities. “We didn’t just buy it off the shelf,” he says. His team visited a facility that was comparable in size and function and spoke with people who were already using the system.

CMMS can be hosted internally or externally through a contractor. Two hosting tips:

• Internal hosting means your organization will go through a rigorous testing process to make sure the system is compatible with existing infrastructure
• If you’re using an external host, select a contractor in the same time zone. Yellin had considered a contractor on the West Coast, but was unable to reach the contractor in a timely manner.

Lesson 2:  Budget your time
Between web-based and classroom training, learning to use the system takes a significant amount of time.

For over a year, an outside firm entered data into the system and trained FDIC workers to use the software. Yellin was one of five managers and 50 building engineers and mechanics and administrative personnel who spent between eight and 16 hours getting trained the first week alone. Afterward, refresher training was conducted, as well.

The system administrator required the most training, since administrators use the system to add and delete staff, run special reports and follow up on any erroneous data. For example, if a critical system such as electrical switchgear or fire alarm control panel fails, they’d refer to the CMMS to determine whether critical maintenance and repairs were conducted.  

Lesson 3: Upgrade communication
Expect certain communication methods to change. Service calls have also been streamlined at the FDIC, as its system now relies on personal digital assistants (PDAs) to keep in touch with building engineers, electricians, mechanics and other contractors.

Yellin says, “Use of the CMMS and PDAs help to ensure an immediate response to an urgent facilities service call.” If a toilet is overflowing, a building engineer or mechanic contractor will receive a work order instantly from the facilities helpdesk using the CMMS.
 
Lesson 4: Double-check the data
Ideally, CMMS ensures maintenance and repair measures take place on schedule, resulting in fewer problems over the long haul. However, the system is only as good as the information it contains. If incorrect data is entered today, you may end up reconfiguring database tables a year from now.