COMPUTERIZED MAINTENANCE MANAGEMENT SOFTWARE CMMS as Master Data, Transctions and Reporting

This article explains what is equipment and plant maintenance management and Computerized Maintenance Management Software (CMMS). The Special focus is to explain what is CMMS, to the first-time user, by understanding the structure of CMMS and its various function, it will help in CMMS selection, Implementation preparations and Value realization. A fast ROI is just guaranteed. The manual or spreadsheet-based maintenance management is overwhelming and never can be exhaustive. It is spciasl useful for small and medium scale industries

1. A Computerized Maintenance Management System (CMMS) can be better understood by
breaking it down into its core components: Master Data, Transactions, and Reporting. Each of
these components plays a crucial role in ensuring the efficient management and maintenance
of physical assets.

1. Master Data

Master data is the foundational information within a CMMS that describes and categorizes the
assets and resources involved in maintenance operations. It includes detailed, static
information that supports maintenance activities. Examples of master data in a CMMS include:

- Asset Information:
- Asset Register: List of all physical assets, including machinery, equipment, vehicles, and
facilities.
- Asset Details: Specifications, serial numbers, model numbers, location, installation date,
warranty information, and manufacturer details.
- Asset Hierarchy: Organization of assets into a hierarchical structure, such as plant, system,
sub-system, and component levels.

- Maintenance Plans and Procedures:
- Preventive Maintenance (PM) Schedules: Detailed schedules for routine maintenance tasks
based on time intervals, usage, or condition monitoring.
- Standard Operating Procedures (SOPs): Step-by-step instructions for performing
maintenance tasks.
- Inspection Checklists: Lists of items to be inspected and criteria for evaluation during
maintenance activities.

- Parts and Inventory:
- Spare Parts Catalog: Information about spare parts, including part numbers, descriptions,
suppliers, and storage locations.
- Bill of Materials (BOM): Lists of parts and materials required for specific maintenance tasks or
for maintaining particular assets.

- Labor and Personnel:
- Employee Information: Details of maintenance staff, including skills, certifications, work
schedules, and contact information.

2. - Contractor Information: Details of external contractors or service providers, including
contact information, services offered, and contract terms.

2. Transactions

Transactions in a CMMS represent the dynamic, day-to-day activities and events related to
maintenance operations. These include the creation, processing, and tracking of maintenance
tasks and related actions. Examples of transaction components in a CMMS include:

- Work Orders:
- Work Order Creation: Generating work orders for maintenance tasks, including details of the
task, asset involved, priority, and assigned personnel.
- Work Order Assignment: Assigning work orders to maintenance staff or contractors.
- Work Order Tracking: Monitoring the progress of work orders from creation to completion,
including status updates and time tracking.

- Maintenance Activities:
- Preventive Maintenance Tasks: Scheduled maintenance activities performed based on
predefined schedules.
- Corrective Maintenance Tasks: Unscheduled maintenance activities performed in response
to equipment failures or malfunctions.
- Predictive Maintenance Tasks: Maintenance activities performed based on condition
monitoring and predictive analytics.

- Inventory Management:
- Stock Issuance and Returns: Recording the issuance of spare parts and materials for
maintenance tasks and the return of unused items to inventory.
- Inventory Replenishment: Generating purchase orders or alerts for replenishing inventory
levels when they fall below predefined thresholds.

- Labor and Time Tracking:
- Labor Hours: Recording the hours worked by maintenance staff on specific tasks or work
orders.
- Overtime and Shift Management: Managing overtime hours and shift schedules for
maintenance staff.

3. 3. Reporting

Reporting in a CMMS involves generating and analyzing data to provide insights into
maintenance operations, asset performance, and overall efficiency. This helps organizations
make informed decisions and continuously improve their maintenance strategies. Examples of
reporting components in a CMMS include:

- Maintenance Performance Reports:
- Work Order Reports: Summaries of work order statuses, completion rates, and average time
to complete tasks.
- PM Compliance Reports: Analysis of adherence to preventive maintenance schedules,
highlighting missed or overdue tasks.

- Asset Performance Reports:
- Asset Utilization Reports: Analysis of asset usage and performance, including downtime,
uptime, and utilization rates.
- Failure Analysis Reports: Examination of failure trends and root cause analysis for recurring
issues.

- Cost and Budget Reports:
- Maintenance Cost Reports: Breakdown of maintenance costs by asset, department, or
maintenance type (preventive, corrective, predictive).
- Budget vs. Actual Reports: Comparison of maintenance budget forecasts with actual
expenditures.

- Inventory Reports:
- Stock Level Reports: Current inventory levels of spare parts and materials, including critical
stock alerts.
- Inventory Usage Reports: Analysis of parts and materials consumption over time, identifying
trends and potential shortages.

- Compliance and Audit Reports:
- Regulatory Compliance Reports: Documentation of maintenance activities, inspections, and
audits to demonstrate compliance with industry standards and regulations.

4. - Audit Trails: Detailed records of changes and transactions within the CMMS, providing
transparency and accountability.

In summary, a CMMS is a comprehensive tool that integrates master data, transactions, and
reporting to enhance the efficiency and effectiveness of maintenance operations. By leveraging
these components, organizations can ensure their physical assets are well-maintained,
operational, and contributing to overall business success.