CMMS/CAFM - Day-to-Day data entry

Nice blog post on Important considerations for CMMS data entry

The above post deals with two forms of data entry
1. Initial data entry
2. Day-to-Day data entry

Initial data entry is a large task, but making a good commitment to the initial data gathering will make the job easier.

There is a massive amount of work required between gathering and entering this initial data. After all, there will be equipment data such as model number, serial number, equipment ID, purchase date, installation date, warranty, etc. Included in the data should be information on preventive maintenance on each asset (what needs to be done, how often work should be performed, etc.). There will also be inventory parts information including part number, description, location and reorder point. Labor information including each technician’s name and basic employee information also should be incorporated.

Coming to the Day-to-Day data entry, you have couple of options

1. Have a administrative assistant to enter the data. Here the data needs to be recorded on paper by the technician who is on the job and hand over the paper to the assistant.
2. Have the technician enter the data into system at the end of his/her work.

Will not be easy if they can directly enter the data into the system from the field using a PDA. This will be the ideal scenario where no information is lost, no recording of data on paper (Go Green) and no extra manpower (Administrative assistant) is required.

Now you know the real use of PDA integration in FacilitiesDesk. You can access FacilitiesDesk from your iPhone or Blackberry and update the system on the go.

Easy Work Request

Why I need to login to a CAFM/CMMS to send a work request
Why I need to open a mail client to send a work request.

Above two have their own merits we will cover it in subsequent posts. How often we as employees thought of the above.
I look at a problem in a common area (Water leak in rest room) and i want to report. Here I am just passing the message to the concered team to take note. For this type of reporting common problems, wont it be easier to just click a link, type the problem and Send. Instead of going through the whole process of login or opening up email client, composer etc.

This is the main reason behind Self Service Portal / Customer Portal in FacilitiesDesk.

Facilities team can post the link in the intranet or in their website. Users can click on that link which will bring up the Customer portal, no login required. Here, you can type the probem and submit a work request to FacilitiesDesk. Thatz easy work request, isnt it.

Using this Self Service Portal / Customer Portal, you can also browse common solutions or instructions to frequently occuring problems and you can resolve it by yourself. Minimising your facilities team work.

Its not just about having a facility software

By now we have seen several reasons for opting a Facility Management System for our workplace…Let’s take a serious dimension to it where we will be addressing the impact in business.

Every organization has its own business drivers, however most organizations will have these objectives in common:

• Increase productivity
• Reduce operational cost run
• Improved customer satisfaction

Each functional group within an organizational structure will have its own objectives in place, designated to play a part in a collective effort to address these key business drivers.

For Facility Managers, their on-going objective is to improve the operational efficiencies of their facility services. Improvements can be made in different ways, including:

• A re-organization
• Implementing process improvements
• Investing in an IT solution – takes care of above two objectives too, resulting in improved operational efficiency

In most cases improvements will come about by addressing a combination of the above. IT solutions clearly play an important part, however it is rarely the sole reason for improvement within FM operations.

IT is an enabler; it will exaggerate both good and bad operational practices. If an organization applies technology to an inefficient operation it is unlikely to see any return on its investment.

However, apply technology to a well-organized operation and the service provided will go from strength to strength, delivering increased productivity, reducing operational costs and increasing customer satisfaction.

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.

Go-Green and FacilitiesDesk

Naturoconomy demands "Going Green" to be one of the top priorities in every corporates agenda.

From FacilitiesDesk we too want to contribute to "you", our users in acheving "Greener Work Environment". With that vision let me tell you about our little steps towards the mission...

Having FacilitiesDesk installed in your PC helps you in having all your Contracts, Purchase Orders and Maintenance Work-Orders done on the web.

No printing of work orders, access your work orders and update them from your PDA or Handheld device. Create reports, share it or email it to your higher ups, all done in a mouse click.

Print only on demand and just the required. Forget about docking piles and piles of papers, disregard the old system of punching and filing papers in hundreds and thousands of files, naming them and finding them manually. Avoid overlooks of information by searching them from stocked files placed in pegion shelves.

Have all information needed and documents done in a mouse click on the go!! Have a paper free working and do your little part in saving the resources of mother nature...