7 Key CMMS Tips and Tricks
Have you every wondered how quickly you could get a CMMS up and running? Most people thing it’s a long process that takes months. Well, depending on the CMMS you choose, you might be right. But with Maintenance Assistant, it takes hours, not days and weeks. We’ve made a CMMS Tips & Tricks eBook available to you that helps you get up and running smoothly and quickly.
Here’s a quick preview of some of the CMMS tips you’ll find inside:
#1 – Multiple Assets of the Same Type
If your facility has multiple assets of the same type, then it makes sense to try use the copy function to reduce the amount of steps you need to take to populate your CMMS. Follow these steps to reduce your implementation time considerably:
- Create an Asset. Add custom fields, and any documents, images or links to files etc.
- Create your BOM parts list for the asset and add it to the asset
- Create its Task lists for the asset’s scheduled maintenance
- Populate the Scheduled Maintenance with the task list etc.
- Use the copy function on the asset line item to copy the asset and its associated scheduled maintenance over in one go.
If you use task lists, then any changes in the future will be reflected in all the scheduled maintenance for that asset type.
#8 – Use Asset Categories to Sort Assets of the Same Type
Asset Categories are a simple way of grouping similar assets together. If the asset hierarchy is like your folders on your PC, then the asset category is like the file type. During the implementation stage, you could leave all equipment assets in the main equipment category. Overtime, you could create categories that better define the equipment types. Categories are useful when comparing like with like using reports – you can then make informed decisions on similar equipment such as repair or replace. Custom fields are also tied to asset categories.
#14 – Locating Assets in the CMMS
Locating that generator unit in the sub facility in your CMMS when all your generator units are called “Generator” can be a nightmare. This is a common problem that organizations have when they start using their CMMS for the first time. The answer to the problem is to create an asset labeling convention during the CMMS implementation process. Basically, this is just a way to name your assets in your database so they can be identified quickly. For more information, see our asset labeling convention blog.
#17 – Create Standardized Checklists or SOP’s using Task Groups
By our very nature, humans tend to forget things. Checklists act as an informational aid to help counteract the limits in human memory and attention. In Maintenance Assistant CMMS, standardized checklists, procedures or task groups, help reduce errors by ensuring consistency and completeness in carrying out a task. They also eliminate the need to input the same information multiple times. They can be used for:
You can then pull these checklists directly into work orders or scheduled maintenance by clicking the double add icon at the bottom of the task pane. If additional tasks needed to be added down the line, you only need to change the task group and it follows through to all scheduled maintenance actions and any new work orders that are created. You won’t need to change each PM individually.
#19 – Inspection Rounds
The primary goal of a maintenance inspection is to identify reliability issues that, if left unattended, could develop into major fail. Early problem detection is crucial in preventing potential major issues, thus reducing maintenance costs. But what happens when you are performing inspections on a number of different assets? How do you handle this in your CMMS? You create a scheduled maintenance for each asset but this is time consuming and not an efficient use of the software. Alternatively, create one scheduled maintenance with all designated assets using a multi asset function. This means the user gets one work order every time the PM triggers. For more info on Multi Asset Work Orders, see the Multi Asset Work Order blog post.
#38 – Automated Recovery Checklists
Automated recovery checklists are used to ensure all system checks are completed before a system goes back to production. This improves the reliability of the system and limits the amount of scrap. Using Task Groups, you can create recovery checklists and auto populate all work orders for a particular asset category type. Simply:
- Create the checklist
- Assign it to an asset category
- Every time a work order is created for any asset in that asset category, the checklist is auto populated.