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Topic 3 notes

A Computerized Maintenance Management System (CMMS) is a software tool that

organizations implement to control maintenance activities and assist in effective asset
 CMMS Software consists of a number of modules, which the organisation can adopt and
implement to fit the specific requirements and complexity of their business.
 Enterprises Asset Management Systems (EAMS) have a wider scope than CMMS.
EAMS will typically include some or all of the following in addition to CMMS functionality

Asset Performance Management System (APMS) seeks to integrate the data stored within
the CMMS system with Asset Performance tools such as RBI, RCA, Risk Analysis, FMEA etc.

In its most simple terms the CMMS typically contains master data for equipment and records of
work done and cost of work. The APMS is the system that is used for the development of
maintenance plans. So you have risk analysis, RBI, RCM etc. in the APMS system, and then work
management in the CMMS.

A CMMS is a modular system that typically comprises the following elements:

 Asset Register.
 Work Orders.
 Preventative Maintenance Schedule.
 Job Plans.
 Maintenance History.
 Technical Data.
 Spare Parts Listing.
 Reporting.
The Asset Register utilizes a hierarchical structure (e.g. Factory – Plant – Production line –
Machine, ) to allow any particular asset to be found easily by “navigating” through the tree
A maintenance work order will typically comprise the following components:-
 Work priority
 Status
 Related asset
 Description of fault or preventative maintenance schedule work detail
 Any other information required for processing and executing the work.
The Preventative Maintenance (PM) Schedule stores and implements the organisation’s
maintenance policy. It is a list of pre-planned and authorised work orders together with their
execution frequencies and schedule dates.
Job Plans are work instructions detailing precisely how to carry out the maintenance, testing
and conditioning monitoring tasks. When a work order is created it may be linked to an existing
Job Plan or a newly created job plan may be added to the library.
Maintenance History comprises the completed work orders and typically includes free text and
coded information input at work order sign off. Accurate history is vital for achieving
continuous improvement by recording problem areas and providing sufficient data and
information to allow analysis via key performance indicators and other reporting.
Technical Data may include Manufacturer, Model, Design parameters (temperature, pressure,
and flow), Design standards, Set points and references to Inspection reports and Drawings and
Manuals .This type of information is mainly required in a read-only mode which can simplify the
interfacing from the CMMS to external systems as there is no requirement to update data.
The Spare Parts Listing contains lists of spare part fitted to each asset. This allows CMMS
users to quickly display a list of all the parts used by the asset they are working on. The spare
part might be the whole asset if full change-out is a possibility, or a component of that asset.
Reporting from a CMMS database comprises both routine and ad-hoc reports
Typical routine reports might include Ad-hoc report examples might include:
 Listings of work orders and their details,  Lists of equipment where overtime was
 Backlog reports, worked,
 Man-hours reported.  A list of all assets to which a particular
 Cost of materials consumed on maintenance spare is fitted,
tasks.  A MTBF or availability report.

The Benefits of a CMMS

Benefits are usually listed under two categories:
Administrative (fairly easy to realise); Strategic (harder to specify and achieve).
 Reduction in numbers of clerical personnel These are typically harder to realise because
 On-line access to information from any complex analysis and medium term monitoring
location within the organisation of maintenance data is necessary.
 Elimination of transcription errors during  CMMS play a role in implementing the
the work order/materials scheduling aspects of the maintenance
 Procurement/ contract initiation etc. strategy
 Instant communication from one location to  Evaluation: CMMS database help in
another. measurement of effectiveness and evaluate
 Security of recorded information -no more which aspects should be adjusted as time
lost forms or files borrowed and not goes on.
returned.  Continuous Improvement or progress
 Saving of time taking to complete towards the organisation’s strategic goals
paperwork (subject to adequate keyboard is the real benefit that the CMMS should
skills not usually a problem to the Internet deliver.
generation!)  KPIs relating to asset issues are likely to
 Interfacing to other computer systems (e.g. be derived from data recorded within the
Financial, Materials & Document CMMS and hence reinforcing the need for
Management) comprehensive and accurate data to be
captured in the CMMS
The Work Order Cycle:
No Stage Typical CMMS
1 Initiation 1. WO Number
Work orders may be initiated by whoever observes a defect or 2. Asset reference
breakdown 3. Fault Description
Initiators will create a work order (sometimes referred to as a 4. Target Completion
“Work Request” prior to authorisation 5. Initiator ID
6. WO Status
2 Authorisation 1. Fault Description
Work order must be authorized by operations staff or the area 2. Priority
authority for the plant involved. 3. Target Completion
A priority or time to execution will be assigned at this point. 4. Authority ID
5. WO Status
3 Planning 1. Task List
Involves planning the task to an appropriate level of detail and 2. Resource List
specifying all the resources: labour, contract, material, services, 3. WO Status
information and permit requirements.
4 Scheduling 1. Short Term
Scheduling of work orders is performed to ensure planned work is Schedule
completed as near as possible to the date required. 2. Schedule Date
For preventive maintenance work orders the intent will be to 3. WO Status
complete work by the due date as documented in the Preventative
Maintenance schedule.
For corrective work the window of opportunity for execution will be
an integral part of the planning process, taking into account why
the work is required, availability of the asset and any subsequent
business impact.
Scheduling can be considered to fall into two categories:
1. Scheduling the tasks to be completed during plant outages or
Best practice is for the planning and execution of this category
of work to be managed as a project and carried out separately
from the day to day work.
2. Routine/day to day maintenance work (the short term
The planner will be responsible for allocating resources to work
on a regular basis.
5 Execution 1. Issue Resources
The asset will be prepared for work by the operations team and the 2. Record progress &
work delivery team will organise all materials and enabling works costs
(scaffolding, craneage etc.) When all is ready and a Permit to 3.
undertake the work is issued the Work Delivery teams will
complete the task, using the CMMS to obtain information and
request additional resources as may be required.
6 Close out 1. Record History
When the maintenance task is complete it must be recorded as 2. RecordTest
such in the CMMS. parameters
There will be a requirement to record additional information 3. WO Status
depending on the nature of the task. 4. Acceptance
Topic summary:
• In all organisations a CMMS will underpin and be an essential tool in supporting and
delivering the business’s goals. Its effectiveness will be dependant on a good business fit
and the commitment of all user parties whether it be for management of work at the shop
floor or for review and analysis of asset/equipment reliability reports by the discipline
engineers for refinement of maintenance strategy.
• There are further systems that can extend the functionality of a standard CMMS
installation. These should be implemented with the same rigour and project style
approach as applied to the original CMMS software installation.
• The effectiveness of an installed CMMS is significantly influenced by the quality of data
that is input.