What Is CMMS Software?

Before learning how to build an ideal CMMS team, it’s first necessary to learn what CMMS is. Computerized Maintenance Management Software is an application specifically designed to help make maintenance management easy, efficient and cost effective. It is commonly referred to as CMMS or EAM, which stands for Enterprise Asset Management software. As the name implies, it uses computer technology, which provides an excellent platform to track, manage and analyze various maintenance processes in order to save both time and money.

Planning for Change

Implementing CMMS software is a major change for the maintenance department as well as other departments associated with the maintenance function. Getting staff on all levels to accept CMMS means taking time to discover the advantages and how it can assist them in their job performance, sometimes requiring a new way of thinking. Change in the work environment and adapting to change takes time and may cause uncertainty among some of the staff.

When members of the various departments cooperate and participate in the planning phase, the transition can be seamless. All those being affected by the implementation of CMMS need to understand how this software can have a positive effect for their team and the future of the organization.

Project Plan Key to Successful CMMS Implementation

Creation of a project plan that involves all stakeholders, both departments and staff, is the single most important step in ensuring the success of the new CMMS system. Part of the CMMS project planning phase is to determine who will be part of the CMMS team and the role that will play both in the implementation and ongoing usage of the system.  The first step is to appoint a project manager who will lead the creation of the project plan and implementation of the plan, making sure that milestone objectives are achieved, a building block to creation of the ideal CMMS team.

Creating the Ideal CMMS Team

While each company will be different, there are common elements to creating the ideal CMMS team. Each team member needs to understand their role in making the overall implementation successful as well as the benefits that will be reaped for the company.

Management – The management team, either corporate or local, must understand the benefits and support the implementation of the CMMS system and have buy-in in order to ensure success. Upfront, this will involve time and a cash outlay, as well as changes to current business practices. Once the CMMS system is operational, management can review summary level dashboards and reports to monitor ongoing maintenance metrics and costs.

Selection Team – A team should be appointed by management to define the company’s needs for CMMS software.  This could be the project manager, a separate team or a combination of both. Once needs are compiled, this team will review CMMs software vendors for adherence to defined needs and ability to assist in the role out and continued support of the system.

Project Manager – The project manager has a key role in the success of the project as they will create a detailed plan with milestones in order to track the success of the project. Once a CMMS vendor has been chosen, they can also assist and advise in the planning phase due to their expertise in CMMS implementations and services they can provide.

Department Managers – Department managers will work with the project manager to assign personnel for each task in the project plan, including staff that will be assigned, beginning and ending date and expected duration. This could include IT for migration of data, set up of computer hardware and possible integration touch points, accounting to define cost related data and reports needed from the CMMS system, maintenance manager for definition of current practices and establishment of new SOPs, etc.

System Administrator – A system administrator should be appointed in the project planning phase. This person will be responsible for learning the entire CMMS system, including system setup options, so that they can work with department manages and other CMMS team members during the implementation phase and ongoing live usage of the system. The administrator will need to be well training by the CMMS vendor in system admin options as well as end user training. Tasks that the administrator will perform include set up of users, security options, system menu options for individual users based on their usage role, customization of forms if desired, etc.

CMMS end users – Individual users will need to understand the new process once the CMMS is implemented, preferably with defined SOP’s, and be trained based on their role for usage of the new system. This could include all company staff who can enter a work request when issues are found, maintenance technicians who will perform maintenance tasks, store room clerks who issue parts, staff who handle purchasing and receipt of parts, etc.

CMMS Vendor – Your selected CMMS vendor will become an important part of your CMMS team. They can provide project planning assistance, assistance with data migration and integrations, administrator and end user training including training based on end user roles, and ongoing support and training as needs evolve. Ideally, your CMMS vendor will welcome suggestions for new features and functions and continue to grow their product offerings.

What Makes DPSI the Ideal CMMS Vendor?

DPSI’s, a global leader in CMMS and EAM solutions since 1986, provides the features and functions necessary to effectively manage your maintenance management needs. Not only do we provide CMMS software, we provide the services to ensure that you are successful including project planning, implementation assistance, upfront and ongoing training, customer support, a customer user advisory board and ongoing enhancement of our software. Interested to see how DPSI’s CMMS software can be part of your ideal CMMS team? Contact us to get started with a free trial today!

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