When implementing a computerized maintenance management system (CMMS) into a facility, one of the largest tasks involved is entering the data into the system. This is a two-part task that first requires the one-time entry of the initial data that has been gathered. The second task is the entry of the ongoing information required to use the CMMS to its full potential.
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.
Make forms to collect all the data you are planning on entering into the CMMS, have technicians fill out these forms, and then decide on a data-entry method. Who will do this job? There are three basic options that can be considered.
Using your current employees to enter in the data will work if you have committed them to this project. Using them on a “need basis” doesn’t work effectively. Temporary employees are cost-effective and work well especially if the initial data gathering provides them with clearly filled-out forms to follow. Turnkey operations complete the entire implementation process from start-to-finish. Each has its pros and cons, and only you can decide which is best for your situation.
Next, you need to determine what will be the best method of entering in the necessary day-to-day information that the CMMS will manage. Every time a technician completes a job, the information regarding the actual job done, the amount of time it took, specific parts used and any additional details the technician includes will need to be entered into the system. The two most common methods include having an administrative assistant enter in all of the information or having each technician enter in the information.
One big misconception is the thought that having one person do the data entry (such as an administrative assistant) will save time and money in the long run. After all, having one person spend one day a week entering in all the information seems easier than having 20 maintenance technicians spend five to 15 minutes entering in each of their information daily.
However, by having an administrative assistant enter in the data, this requires the technician to record everything on paper. In addition, the time required for the technician to correctly fill out the paper and submit to the administrative assistant could have been used to simply enter the information directly into the system.
The information may be illegible due to handwriting or environmental issues such as oil or grease getting on the paper. The paper may even get lost. At this point, the administrative assistant will need to track down the appropriate technician (which may not be an easy task) to get the correct data. Valuable time is wasted because of the process in place. Or, perhaps the data is just entered incorrectly because of guesswork or frustration. By using paper, there could easily be a backlog of documents that need to be entered, which can lead to inaccurate data analysis as the data is not current.
Having the technicians enter in the information themselves allows quicker access to data in the system. The time required to document the data is reduced, along with paperwork. The information is also fresh in their mind and potentially more technically correct than if an administrative assistant is entering in recorded data. One concern employers have is giving technicians the freedom to use computers. That “freedom” is misused sometimes by the technicians who stay on the computers for hours when entering data should only take a few minutes. But, with the proper supervision and training, this concern can easily be negated.
Having a solid plan for how to enter initial data into the system, as well as managing the ongoing data entry requirements, will deter confusion later. Review your work process flow carefully to decide the best method that will work in your situation.
When the setting up phase is done, the maintenance phase requires continuous training and awareness program as well. Part 2 of this entry is another article from Kris.
Training for users of a computerized maintenance management system (CMMS) is a multiple-phase process. There are three areas of training needs: basic training, application (CMMS) training and internal training.
For instance, take equipment numbering schemes. CMMS users should be trained on numbering schemes to avoid erroneous data entry.
Another good example is inventory part description. If part description data entry is not consistent, you will find a corrupt inventory database after a while.
Work order data entry is another example. Descriptions such as “machine down” or “doesn’t work,” followed by a repair description of “done” or “fixed,” will not give you meaningful history. Therefore, proper and consistent job description training is important.
Basic Training
Make sure people who will operate the CMMS are familiar with computer basics and the operating system. If not, provide them with basic training so they are ready for CMMS application training.Application (CMMS) Training
This can be done in two different phases — initial training to get the system up and running, and advanced training after spending a period of time with the CMMS. Long training (five to 10 days) is not recommended, since most people forget the majority of the items learned. Timing of the training should be kept in mind. Don’t train too early in the day. Training should be coordinated with implementation. Trainees should leave the class and use what they have learned immediately.Internal Training
You also need to train CMMS users with internal processes. This is often ignored in most CMMS implementation projects. Your software vendor will only train you on how the CMMS application works. You have to do the internal training yourself.For instance, take equipment numbering schemes. CMMS users should be trained on numbering schemes to avoid erroneous data entry.
Another good example is inventory part description. If part description data entry is not consistent, you will find a corrupt inventory database after a while.
Work order data entry is another example. Descriptions such as “machine down” or “doesn’t work,” followed by a repair description of “done” or “fixed,” will not give you meaningful history. Therefore, proper and consistent job description training is important.
General Training Guidelines
- Be sure that every trainee is given enough help to become comfortable and confident in what he or she is doing. Even a small shortage of needed training can cause an employee to backslide, lose confidence and eventually cause project failure. The new system cannot afford that. All personnel who will use the CMMS, maintain it or oversee its operation should be included in the training process.
- Accept any and all training support from your vendor. You may wish to contract with your vendor for additional training support or follow-up training programs or services. Remember, while the training initially may seem like an expensive proposition, in the long run it will not only prove beneficial but also very cost effective.
- Training should be an ongoing process. New users should receive the full course, while current users should take refreshers as needed or desired. This continuity will accommodate the inevitable personnel changes and system evolutions that will occur over the life of the system. As users leave, their replacements must be trained as thoroughly as if they had been original users. This need is frequently overlooked.
- During the training process, the newly installed CMMS can be checked thoroughly to assure that it works as planned. Feedback from trainees should be recorded and analyzed to assist in evaluating system performance and potential modification. Action on trainee responses not only will result in system refinements but also will improve the general acceptance of the CMMS.
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