A CMMS Best Practice - Don’t Take Shortcuts

May 1, 2012

Paper reduction does not equal administrative reduction. This is a common misconception. In fact, in most cases the administrative effort will actually increase because an effective CMMS relies on good, up-to-date data. Keep in mind that the value of the system is directly proportional to the accuracy, quality, and detail of the information that the system houses. For example, work orders need to be entered into the system for all new work, and old work orders need to be closed out so the information can be accurately tracked. This expectation should be set and supported by the organization’s leadership. Users must automatically make these steps part of their work process. Time should be built into the day to allow workers to enter and update information in the CMMS, and it’s important that all users are properly trained and feel comfortable using the system. While creating and maintaining an effective CMMS does require a disciplined process and potentially a greater administrative commitment than an old process, much of the work can be done quickly and effectively via handheld devices. It’s helpful for those entering the data to understand how others will use the information. If an individual knows the data being entered will be used to complete a future task, he or she will take more care to enter accurate, detailed information. If a user views entering data as a useless activity because the data will never be needed, he or she will be inclined to skip the process or take more short cuts and omit potentially key details. It’s also essential for those using the data to continuously review how the information is used, so the process can be refined as needed and the information kept detailed and consistent. The CMMS owner should actively promote and reinforce the importance of using the CMMS.

Tip provided by: Dennis Belanger, Vice President, Management Resources Group, Inc.