Maintenance Technology October 2015 - (Page 35)
If you're doing a
update or rollout,
basic steps can
make the project
SWITCHING TO A NEW CMMS
vendor or rolling out a system for
the first time? Jennifer Ohl, president of
Coral Gables, FL-based Midwest Software
Specialists Inc., says the following steps
will minimize expensive mistakes, costly
delays, and overruns
-Jane Alexander, Managing Editor
1. Define reporting requirements up front.
Start with the end in mind, i.e., determine what data
outputs are desired. Data outputs may be obtained as
printed reports, data extractions performed on the fly,
and visual key performance indicators (KPIs). The latter
format is becoming increasingly popular with users as
KPIs allow them to define desired target ranges and
monitor performance without having to run reports.
Solicit input from maintenance managers, as well as
stakeholders in departments that use CMMS. In plants
without a previous CMMS, providing commonly used,
standard reports to stakeholders can help them see the
possibilities and, from there, determine their unique
2. Collect and scrub data prior to 'go-live.'
Once data input and output requirements are known
and data fields determined, it's time to collect data.
For a new installation, the process can simply begin.
For sites with a previous CMMS, existing data can be
modified, i.e., "scrubbed," to meet requirements of the
Begin data collection and/or scrubbing as early as
possible-well before a projected "go-live" date. Assign
this task to personnel familiar with the data, not to IT
staff. For example, stores staff should work on parts
data; maintenance staff should work on equipment data.
Look to your IT department for technical assistance,
if needed, but make data users responsible for data
collection and scrubbing.
3. Document vendor actions and review
reports promptly. Insist on detailed written
reports from your vendor and consultants after each
project session and review them with the site's CMMS
team. All parties might assume information has been
exchanged, but if reports aren't generated and/or read,
this won't be the case.
Project-session reports should include session
attendees, topics covered, decisions made, and followup actions. Your CMMS project team must review and
discuss these reports. Having various team members
summarize vendor reports at the beginning of follow-up
meetings will ensure these documents are read.
4. Define vendor-communication methods
regarding problems. Count on problems to arise
during implementation. Work with your vendor and
consultants on how to report and handle these issues-
with specifics on what to communicate by phone, email,
or in person. Typical decisions might include whether to
report technical problems that can be resolved locally by
the consultant, or to inform the maintenance manager
of an issue that emerges in purchasing. Your communication preferences should be known, reflected in the
vendor statement of work, and strictly adhered to.
5. Recognize/reward key team members.
CMMS implementations consume enormous
amounts of time and energy from a site's project-team
members-often on top of their regular responsibilities
and duties. Try to acknowledge this additional effort in
a meaningful way. If monetary rewards aren't possible,
consider other forms of recognition, i.e., a story about
an employee's contribution in the company newsletter,
or a celebratory, post-implementation luncheon for
everyone involved. Lack of acknowledgement has been
known to cause key team members to leave organizations, taking valuable implementation knowledge and
skills with them. To that end, it's always wise to share
critical information among the entire team. MT
For more information, email jennifer.ohl@
midwestsoft.com, or visit midwestsoft.com.
MAINTENANCETECHNOLOGY.COM | 35
Table of Contents for the Digital Edition of Maintenance Technology October 2015
For on the Floor
Crushing Limestone with Reliability
Choose Reliability or Cost Control
Get To The Root of the Cause
Select the Right Safety Logic System
Simple Purchasing Practices Incite Lubrication Failure
CMMS Upgrade Tips
Maintenance Technology October 2015