Unleashing the Power of Your CMMS

Facility CMMS Systems

What Can Your CMMS System do for You?

Published On 11/01/2018 To White Papers

Facilities best can be summed up as a vast array of moving parts, pieces and people all working toward the common goal of helping to build a successful organization. This complex mix often makes managing a facility a challenging task. At any point in the day, something can (and usually does) go wrong and the impact has the potential of being felt throughout your organization.

“78% of facilities that configure most of their assets in a CMMS report strong improvements in equipment lifetime…”
– Maintenance Connection, CMMS Best Practices

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Monday, it’s an AC unit that goes out, Tuesday you walk in only to find a worn roof with an annoying leak. Wednesday comes and the pipe system bursts and you spend the rest of the week trying to fix that mess. Whenever any of these things need repairing, they fall into the lap of the facility manager.

Over the years, new technologies have been introduced to lessen the challenge of managing a facility, including CMMS systems. CMMS systems have several different functions including:

  • Equipment Data Management — Storing key maintenance data including processes and warranties and technical documentation.
  • Preventive Maintenance — Preventive care scheduling that preserves the life of the equipment used to manage the facility.
  • Labor — The labor component of a CMMS system gives managers the ability to best manage their human capital resources.
  • Work Order System — Phone calls, spreadsheets, and meetings become obsolete when a CMMS system is used.
  • Scheduling/Planning — Work order generation, prioritization, and scheduling of tasks.
  • Vendor Management — Synching with vendors to maximize those relationships and improve facility efficiency.
  • Inventory Control — Inventory integrity that saves time and money and preserves the bottom line.
  • Purchasing — Triggers that give management an accurate read of what’s on hand and what needs to be ordered.
  • Capital Planning — CMMS systems can track costs and provide historical data that allows managers to project their needs and manage the facility while adhering to capital planning goals.
  • Asset Tracking — Tracking of physical and human assets through bar codes, RFID and other technologies.

A CMMS system can be one of the most powerful tools in a facility manager’s arsenal—but in too many cases, it’s the most underutilized. They’re huge investments—so why aren’t more companies using them to the fullest?

Gaining the Trust of Your Staff

The first step in getting the most out of your CMMS is taking the power away from it—and giving it to your staff. Staff paradigms can be a major deterrent to consistent use of a CMMS system. Most facility managers are comfortable using tried and true methods including phone calls, pencils, notes, and spreadsheets.

“Involving the staff that will be expected to use CMMS and assuring them that it’s being implemented to make their lives easier, not monitor their activities will make your staff more willing to accept it…”
– Maintenance Connection, CMMS Best Practices

They view CMMS systems as a threat that can be used to monitor their performance as opposed to a tool that can enhance it.

In other cases, facility managers and their subordinates are afraid that time used trying to understand the various nuances of a CMMS system will take away from their primary duty of maintaining their facility.

Empowering Your Staff is the First Step, Using Your CMMS is the Final Step… but the One in Between may Actually be the Most Important Step of All: TRAINING.

The lack of effective training keeps managers from fully utilizing a CMMS system. When they’re properly trained they’ll be much more apt to use the system. This translates into increased staff efficiency and stronger ROI’s for your organization.

“Flagship implemented a robust CMMS solution at 13 nationwide locations for a major auto manufacturer and provided training to key members of their staff…”
– Don Toole, SVP of Sales and Marketing
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The Benefits of a CMMS System

“Flagship installed a mobile version of a CMMS for a worldwide leading brand, giving the staff the ability to create work orders, view assets, and more effectively communicate…”
– Bill Benson, SVP of Integrated Facility Services
  1. Increased Efficiency — With a CMMS system in place, the workflow drastically improves, and the staff is free to move and operate in a far more efficient manner. No more guesswork about where the bottleneck will be and how to solve the day-to-day challenges as a CMMS system captures historical data and allows managers to plan accordingly.
  2. Better Control of Your Inventory — A good way to understand how firm of a grasp a facility manager has on his facility is to start a conversation on inventory levels. If this person has trouble communicating where their inventory levels stand and how they’re being managed and maintained, it’s a safe bet that there are other parts of the operation that are in just as much if not more trouble. A CMMS system provides inventory control features that add can add a much-needed layer of integrity to this important piece of the facilities mix.
  3. Synching of the Environment — Managing a facility comes with several different challenges. At any point, one could arise and threaten the productivity of the entire operation. Communication is a key to an efficient environment but, in many cases, assumptions rule. A CMMS system brings a synching component and a measure of transparency to the environment that ensures all parties are on the same page.
  4. Improved Productivity — With a CMMS system in place, productivity increases exponentially. Face-to-face communication is no longer necessary as mobile devices and synched work stations give each member of the team an accurate assessment of the needs of the facility and allows them to plan accordingly.
  5. Positive Impact on Workplace Safety — When maintenance isn’t performed it puts the staff at risk. If a staff member is injured, the resulting insurance costs and decline in productivity due to their absence can adversely impact an organization’s bottom line. CMMS systems can manage the maintenance schedule of equipment and protect the most important asset any organization has: its people.
  6. Reduction in Man Hours: — Managing overtime can be a challenge for facility managers but with a CMMS system in place, overtime due to maintenance and repairs reduces drastically.
  7. Workload Balancing — Historical workload balancing information can be stored on CMMS systems. This type of information can be used to prepare for peak times of the year and prevent unplanned expenditures including overtime and outsourcing fees. This feature also helps deliver a clear, concise report to stakeholders with regards to the performance of their facility and where improvements can be made.
87%
“87% of organizations that use CMMS systems see improvements in work scheduling and labor efficiency…”
– Maintenance Connection, CMMS Best Practices
“The CMMS system that Flagship installed for a major client gave them better control of their human capital planning processes…”
– Kevin Barton, VP of Operations
67%
“67% of facilities that have most of their spare parts managed in a CMMS report strong improvements to parts availability and time-to-fix…”
– 2018 Limble CMMS and Maintenance Report

All CMMS Systems are not Created Equal

Just like all facilities are not created equal, all CMMS systems are not created equal. Having a CMMS system in place is important but what’s even more important is making sure you have the right one in place. The mistake that many organizations make, and one that in some cases cause their staffs not to use them, is having a CMMS system that does not fit their environment. Before making this investment, spend time with your staff assessing your facility. Based on those findings, invest in a solution that addresses your primary areas of need.

There are several things to consider including the following:

Size of Your Business

Take time to understand the size of your company. Is your company one that needs all the bells, whistles, and features…or will a solution that offers maintenance, scheduling and work order capabilities better suit you?

Types of Users

In some cases, facility managers will need to interface with finance, accounting and other departments. Make sure your CMMS system choice gives all the necessary parties the ability to communicate effectively.

Technology

Does the solution offer a mobile component? This is important to know as so much of facility management is being impacted by mobile technology. How scalable is the solution and how can it evolve with the needs of your business? Your organization is a living entity that will grow and change over the years. You’ll need a CMMS solution that can do the same.

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Work Order Segmentation

Although the CMMS system is a highly-interactive platform, segmenting data, specifically work orders by areas of need is pivotal to the success of the process. Knowing where the work was needed, capturing that data and adding it to a historical repository gives users the ability to better plan work and manage the facility. From an accounting and expense perspective, this also helps track those areas so that when budgeting periods come, proper financial allocations can be made.

“64% of facilities that configure most work orders in a CMMS report strong improvements in customer satisfaction…”
– Maintenance Connection, CMMS Best Practices

CMMS systems also come with hierarchal features that aid in decision-making and prioritize work orders based on severity and potential impact of delays in responding. Is it mechanical, is it electrical, or is it a combination of the two? With a CMMS system in place, you’ll be able to address the nature of the need and address it accordingly.

Understanding the Life of an Asset

Here’s a scenario. Say you’re charged with managing a facility that houses accounting, finance, marketing, sales and a host of other departments that are needed to make your organization go. You come in one summer morning and notice the temperature is much warmer than usual, so you move toward the thermostat, thinking the system must have been shut off overnight.

No worries, you switch the thermostat setting to on and wait for the office to cool before the other occupants arrive. Minutes turn into an hour and as the temperature begins to rise even higher—that’s when you realize your HVAC unit has gone out.

“Using a CMMS solution, Flagship was able to inventory 2,500 assets at Mercedes-Benz, ranking them by age, condition, and criticality during the startup phase…”
– Bill Benson, SVP of Integrated Facility Services

You call out a repair vendor, they review the situation and tell you if only you had followed routine maintenance and preventive maintenance, the kind you’ll be privy to when using a CMMS system, these unwanted expenses that you’re about to incur wouldn’t be necessary. That’s
one of the many virtues of a CMMS system. It provides you with a means to accurately assess and track the life of your assets and take appropriate actions to preserve them. True, purchases will need to be made, but understanding where you are with regards to making those purchases and the role a CMMS system plays in that process can’t be overemphasized.

Going Mobile

The world as we know it is going mobile and that includes facilities. If you’re going to integrate a CMMS system into your environment, it’s important that this solution can run efficiently on mobile devices. This includes tablets that are becoming more and more prevalent in today’s facility environments.

Connectivity is sometimes an issue when dealing with the mobile component. With so many layers of concrete and other materials that are not as amenable to wireless technology, making and maintaining connections can at times be a hassle. This is especially true of secure areas where access and reception may not always be the best.

With that said, when choosing a CMMS system, be sure it can be used offline during those periods when access to the Internet may be interrupted. This will help maintain the integrity of data and help you build a more stable environment.

93%
“93% of organizations using a mobile solution also realize increases in labor efficiency…”
– Maintenance Connection, CMMS Best Practices

The Biggest Payoff of All

For years, facility managers have labored in a cycle of reactivity.

  • They react when a piece of machinery needs repairs…
  • They react when man hours need to be increased…
  • They react upon noticing inventory levels have been improperly managed…
  • When work orders unexpectedly need to be processed, they react…

Throughout the course of each day, the facility manager reacts…but if they had a CMMS system in place, their environment would quickly transition from reactive to preventive and the impact would be felt immediately. When your facility becomes preventive, you take control and begin to deliver true value to your shareholders. You’re able to better plan your day and emergencies that in years past would’ve derailed your operation can now be planned for. Being preventive also gives your organization a competitive advantage and positions you to better serve your internal and external customers. Moving toward building a preventive environment as opposed to operating in a reactive mode is important as those that have made the change report a significant year-to-year cost savings.

CMMS Systems Download

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Take the Unleashing the Power of Your CMMS White Paper with you, download a PDF version of it now.

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“The Best or Nothing” – Mercedes-Benz is Feeling the Impact of

Flagship Facility Management System Powered by Angus Anywhere

Challenge

  • Multiple Locations across 12 States Nationwide
  • No Fully functioning CMMS Platform for shared or collected data
  • Relied on phone calls, emails, and spreadsheets for Preventative and Corrective Maintenance
  • Higher use of sub contractors making consistent information and procedure flow difficult
  • Lack of knowledge for capital decisions and strategy
  • Previous provider had been onsite for 7 years with no implementation completed

Solutions

  • Engaged Flagship and our People Process and Procedures
  • Implemented Intuition-CMMS Tenant Request System within first 8 weeks
  • Within 12 weeks completed Inventory Conditions Assessment and Tagging within 12 weeks for all locations
  • Conditions Assessments were ranked and categorized in the following 6 weeks
  • Onsite Customer training completed at each site for maximizing utilization of CMMS platform for their needs

Outcomes

  • Within 7 months Flagship had completely implemented both the desktop and mobile versions of the Flagship Intuition CMMS Platform
  • Over 3000 Assets were tagged and updated in system
  • Data share of critical parts inventories readily available and visible across all locations
  • Within the first year a 5 Year Capital Planning Analysis was generated from system for each site

Conclusion

Integrating a CMMS system into your environment and properly utilizing it is the key to taking your facility to the next level of success.

This is a major decision that should not be taken lightly and could benefit from the assistance of a reputable Facilities Services vendor familiar with various CMMS systems and their peculiarities. These professionals are trained in the various nuances of facilities and are up to date on the latest CMMS technologies. They also have the requisite skills needed to survey, project, and report key findings on your facility that you might not otherwise be able to uncover. Armed with this information, you’ll be able to make smart, informed decisions about your future capital expenditures.

“It is projected that in 2018, 44% of organizations will perform preventive measures rather than reactive, up from 36% in 2016…”
– 2018 Maintenance Connection, CMMS Best Practices

In many instances, the infrastructure is in place, the investment has been made but the tool is not being fully utilized. This could be due to a lack of training, an unwillingness to learn or adapt or any number of reasons. With that said, partnering with a Facilities Services provider who can communicate the value that a CMMS system can bring to your facility who’s also capable of providing adequate training is a must.

“87% of facilities outsource at least one part of their maintenance operations…”
– 2018 Limble CMMS and Maintenance Report

Instructions and 800 numbers are great, but nothing beats the presence of a provider who possesses a clear vision as to how you will derive value from the CMMS system investment that you’ve made. When you outsource, capital planning and asset management become far easier and you begin to better understand the needs of your facility and how to address them.

Your facility is the second most valuable asset you have (after your employees of course). Introducing it to a CMMS system that manages, activates, accelerates and unleashes that systems power will allow you to begin realizing the benefits and insight potential it holds.

CMMS Systems Download

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Take the Unleashing the Power of Your CMMS White Paper with you, download a PDF version of it now.

Download PDF

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