How to Successfully Implement & Use a CMMS

Yorick de Tassigny, FMP, SFP John Rimer, CFM

Introduction

Yorick de Tassigny, FMP, SFP  11 years facility management experience in the public sector  Involved in the implementation and management of CMMS in two different organizations John Rimer, CFM  17 Years Facility Management    Numerous Industries & Various Roles Owner, FM360 Consulting Implemented & Managed Multiple CMMS Installations

Agenda

 Value of a CMMS  Common Reasons for Failed Systems  Steps to Select & Implement  City of Boise Example  Resources  Q&A

Why a CMMS?

“The Nervous System of a Facility Program”

 A Necessary Business Tool for Today’s FM  Assess Efficiency & Effectiveness  Drive Business Decisions  Operations & Capital Budgeting  Market FM Program

Key Functions of a CMMS

 Maintain Asset Information & History  Exhibit Hierarchy & Relationships  Store Procedures & Practices  Submit & Track Service Requests  Prioritize, Schedule, & Dispatch WOs  Document Work Performed  Capture Labor & Mat’l Costs, Notes, etc.

 Capital Renewal Planning  Reporting & KPIs

Key Performance Indicators (KPIs)

 PM/CM Ratio  Backlog  % Utilization  Discovery Mode  SRs by Type  Failure Modes/Causes  Labor & Mat’l Costs

Common Reasons for Failed Systems

 Wrong System for the Job  Old, Slow System  Change Paralysis  Budget to Install but not to implement  Insufficient planning & Stakeholder buy-in  Lack of Knowledge & Experience

Steps to Implement

       Identify Stakeholders Define the Processes Develop System Requirements Create Assessment Matrix Identify & Evaluate Qualifying Vendors  Perform Test Fit Budget & Schedule for Success  Training & Support Solicit help

Example - City of Boise

   Overview  Enterprise solution – multiple departments with similar needs: Airport, Parks, Public Works, Police and Fire  Project spearheaded by IT  Compliance with Clean Water Act and new stormwater regulations is key driver RFP released in 2013 Product has been selected Implementation slated for late 2014

Example - City of Boise

       Identify Stakeholders Define the Processes Develop System Requirements Create Assessment Matrix Identify & Evaluate Qualifying Vendors Budget & Schedule for Success Solicit help as needed

Example – City of Boise

Identify Stakeholders  Leadership (buy-in, purse strings)   Formation of core team (subject matter experts) Identify communication process to keep everyone informed

Example – City of Boise

Define the Process  Mapping the workflow – hired consultant to help with process documenting (AS IS)   Objective is to find opportunities for improvement Lesson learned? Completing process diagrams before vs. after selection process

Example – City of Boise

Example – City of Boise

Example – City of Boise

Develop System Requirements

Word of caution: Be careful not to allow an existing process influence your requirements

  Core Team worked with respective departments Identified areas of overlap and combined   Prioritized Included items that will improve process

Example – City of Boise Work Orders

Work order details (one screen view: notes, parts, labor, etc.) Assignment (ability to assign work order to an individual or group)

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Requestor information (name, phone#, email, etc.)

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Printable file attachment (ability to support all file types)

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Configurable work codes (i.e. electrical, preventive, emergency, inspection, etc.) Submit, track and approve work requests Multiple work order completion

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Work order/PO integration Priority codes (i.e. high, normal, low, urgent, etc.)

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Configurable workflow (ability to create status types: parts pending, work on hold, etc.)

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Service items (ability to check off items, quick and easy entry and reportable) Work order/preventative maintenance forecasting Costs (labor –in-house and contracted, parts, shipping charges, taxes, etc.) Mobile capabilities (ability to access work orders via smart phone, tablet, etc.)

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Actual vs. estimated hours/costs display

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Want

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Example – City of Boise

Identify and Evaluate Qualified Vendors  RFP – Requirements became specifications  Assessment matrix

Example – City of Boise

Assessment Matrix

Example – City of Boise

Example – City of Boise

Identify and Evaluate Qualified Vendors  Evaluated total cost of ownership:  IT & business resources required to maintain the system past implementation  Complexity of system to maintain, configure, update     Maintenance cost over 10 years Consultant vs. software developer Shortlisting of vendors Vendors given scripts to follow for their 2-day presentations

Example – City of Boise

Example – City of Boise

Plan for Successful Implementation   Met with key stakeholders (the ones that control the purse strings) to reaffirm funding and support for project Standardization of nomenclature   Defined process using PMI Standards and ADKAR Change Management methodologies Use Microsoft Project and SharePoint for project management tools

Resources

 IFMA’s FMJ – March/April Issue  “

CMMS – Realizing the Value

”  FacilityU.com

“CMMS – A Necessary Business Tool for Today’s Facility Manager” “CMMS is Not a Four-Letter Word”

Thank you!

Yorick de Tassigny, FMP, SFP [email protected]

John Rimer, CFM [email protected]

fm360consulting.com