how to successfully implement & use a cmms
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How to Successfully Implement & Use a CMMS. Yorick de Tassigny, FMP, SFP John Rimer, CFM. Introduction. Yorick de Tassigny, FMP, SFP 11 years facility management experience in the public sector Involved in the implementation and management of CMMS in two different organizations - PowerPoint PPT PresentationTRANSCRIPT
How to Successfully Implement & Use a CMMS
Yorick de Tassigny, FMP, SFPJohn Rimer, CFM
IntroductionYorick de Tassigny, FMP, SFP 11 years facility management experience in
the public sector Involved in the implementation and
management of CMMS in two different organizations
John Rimer, CFM 17 Years Facility Management Numerous Industries & Various Roles Owner, FM360 Consulting Implemented & Managed Multiple CMMS
Installations
Agenda
Value of a CMMS Common Reasons for Failed Systems Steps to Select & Implement City of Boise Example Resources Q&A
Why a CMMS?
“The Nervous System of a Facility Program”
A Necessary Business Tool for Today’s FM
Assess Efficiency & Effectiveness
Drive Business Decisions
Operations & Capital Budgeting
Market FM Program
Key Functions of a CMMS Maintain Asset Information & History Exhibit Hierarchy & Relationships Store Procedures & Practices Submit & Track Service Requests Prioritize, Schedule, & Dispatch WOs Document Work Performed Capture Labor & Mat’l Costs, Notes, etc. Capital Renewal Planning Reporting & KPIs
Key Performance Indicators (KPIs) PM/CM Ratio Backlog % Utilization Discovery Mode SRs by Type Failure Modes/Causes Labor & Mat’l Costs
Common Reasons for Failed Systems
Wrong System for the Job Old, Slow System Change Paralysis Budget to Install but not to
implement Insufficient planning &
Stakeholder buy-in Lack of Knowledge & Experience
Steps to Implement
Identify Stakeholders Define the Processes Develop System Requirements Create Assessment Matrix Identify & Evaluate Qualifying
Vendors Perform Test Fit
Budget & Schedule for Success Training & Support
Solicit help
Example - City of Boise
Overview Enterprise solution – multiple departments
with similar needs: Airport, Parks, Public Works, Police and Fire
Project spearheaded by IT Compliance with Clean Water Act and
new stormwater regulations is key driver RFP released in 2013 Product has been selected Implementation slated for late 2014
Example - City of Boise
Identify Stakeholders Define the Processes Develop System Requirements Create Assessment Matrix Identify & Evaluate Qualifying
Vendors Budget & Schedule for Success Solicit help as needed
Example – City of BoiseIdentify Stakeholders Leadership (buy-in, purse strings) Formation of core team (subject
matter experts) Identify communication process to
keep everyone informed
Example – City of BoiseDefine the Process Mapping the workflow – hired
consultant to help with process documenting (AS IS)
Objective is to find opportunities for improvement
Lesson learned? Completing process diagrams before vs. after selection process
Example – City of Boise
Example – City of Boise
Example – City of BoiseDevelop System RequirementsWord of caution: Be careful not to allow an existing process influence your requirements Core Team worked with respective
departments Identified areas of overlap and
combined Prioritized Included items that will improve
process
Example – City of Boise
Work Orders Need Want Work order details (one screen view: notes, parts, labor, etc.) Assignment (ability to assign work order to an individual or group)* Requestor information (name, phone#, email, etc.)* Printable file attachment (ability to support all file types)* Configurable work codes (i.e. electrical, preventive, emergency, inspection, etc.) Submit, track and approve work requests Multiple work order completion* Work order/PO integration Priority codes (i.e. high, normal, low, urgent, etc.)* Configurable workflow (ability to create status types: parts pending, work on hold, etc.)* Service items (ability to check off items, quick and easy entry and reportable) Work order/preventative maintenance forecasting Costs (labor –in-house and contracted, parts, shipping charges, taxes, etc.) Mobile capabilities (ability to access work orders via smart phone, tablet, etc.)* Actual vs. estimated hours/costs display*
Example – City of BoiseIdentify and Evaluate Qualified Vendors RFP – Requirements became
specifications Assessment matrix
Example – City of BoiseAssessment Matrix
Example – City of Boise
Example – City of BoiseIdentify and Evaluate Qualified Vendors Evaluated total cost of ownership:
IT & business resources required to maintain the system past implementation
Complexity of system to maintain, configure, update
Maintenance cost over 10 years Consultant vs. software developer Shortlisting of vendors Vendors given scripts to follow for
their 2-day presentations
Example – City of Boise
Example – City of BoisePlan for Successful Implementation Met with key stakeholders (the ones
that control the purse strings) to reaffirm funding and support for project
Standardization of nomenclature Defined process using PMI Standards
and ADKAR Change Management methodologies
Use Microsoft Project and SharePoint for project management tools
Resources IFMA’s FMJ – March/April Issue
“CMMS – Realizing the Value”
FacilityU.com
“CMMS – A Necessary Business Tool for Today’s Facility Manager”
“CMMS is Not a Four-Letter Word”
Thank you!Yorick de Tassigny, FMP, SFP
John Rimer, CFM
fm360consulting.com