Why implement a CMMS/CAFM

More than just Installation, right implementation process is key to a successful CMMS/CAFM deployment!!

Below are the points to be considered on implementing a CMMS/CAFM system:

• Decide your objectives:

1. Priorities of the new system(ex: reducing the cost run, increasing the efficiency, etc,)
2. Key issues to be addressed like, unclear business process and workflows..
3. Decide the counter measures and reports that you want to obtain from the CMMS/CAFM system
4. Consider the communication flow you want to build between departments like HR to increase the utilization rate of the integrated tool
   

• Set your Expectations

1. Remember to input only required amount of information that can be efficiently maintained
2. Firstly manage your own expectations and eventually other’s expectations of what the software is actually proficient in doing
3. Although CMMS/CAFM can greatly improve processes, it can’t actually do the routine work for you more efficiently quicker

• Gathering information

1. Play it safe by keeping in touch with a CAFM consultant to gather information that is required.
2. Should you need to integrate your CMMS/CAFM application with third party software or indeed importdata from other applications into your CMMS/CAFM system? A formal review of any additional software that might be required for the system to work effectively should always be undertaken.

• Define Standards
  

1. This step is important for data terminology so that the same terms are used throughout the system
2. Decide the hierarchies that you wish to report to and the codes that are going to be used to categorize resources and maintenance faults
3. Asset, property and facilities information should be clear and recognizable by the team on retrieving relevant information from the CMMS/CAFM system

• System and Data accuracy

1. Authorize limited people to enter the required information in the system's database and to maintain the updates regularly. This ensures consistency and check in accuracy
2. Decide on the implementation timescales of the new system and subsequently schedule and execute the associated administrative and training tasks
3. Check for the accuracy of all the data and for its updation upto latest information, prior to loading

• Online integration

1. Decide whether the system will be standalone or networked(web based).
2. Fix on the number of users, who will need access to the system from different departments
3. Decide on the access rights of all users
4. If there is a requirement for varying levels of access, then the system’s security options will need to be reviewed. Perhaps establish a dedicated project team/group within the organisation.

• Training

1. Success of the implementation of the CMMS/CAFM system depends on the level and rate of utilization of the system, by your users
2. Some staff might demonstrate reluctance to change and to adapt the new working practices and changes in the workplace
3. Users must feel they are getting personal gain from the software and that it is improving the quality of their work on a daily basis
4. Training is essential; it may be useful in many cases for the CMMS/CAFM supplier to setup two sets of data on the system; one for training purposes and another for live data (This will allow the staff to practise on the system prior to going live, without impacting the live data)

• Process Management
  

1. Freeze the timeline of going live with the CMMS/CAFM.
2. Preferably split phases in your "go live" process provided the data size is huge
3. Please note that it is often worth piloting the implementation in a controlled environment or having a trial run of the new system before launching it across your organisation.

• Time for being futuristic

1. Keep up regular updation of your system
2. Archive information when no longer in use
3. Look to the future for opportunities to improve efficiency, reduce cost run

This will secure the product’s initial and future success and positively reflect on the facilities department.

Conclusion

If your company has made the decision to install a CMMS/(CAFM) system, or is in the process of making the decision, the chances are you are fully aware of these above important points of uimplementation so that it helps you in bringing: a reduction in costs and eventually improved productivity.