Real World Examples of Productivity Gains with Blue Mountain RAM Nick Kilmer, Project Manager II September 17, 2013

Introduction

   Based on actual customer before/after configurations Examples from a wide range of customers Various upgrade paths

Overview

       Asset inductions System integration Equipment labeling Out of Tolerance investigations Work request tracking Equipment check-in Harmonized multisite implementations

Asset Inductions

 Process for adding new assets into the CMMS

Original Process

No consistent entry point

Improvements With BMRAM

One standard form that all users are required to use Regularly receive requests with missing or incomplete information Required fields enforce that all requested information is provided Built-in rejection process with notifications Manually route form to required groups for review / approval Automatic e-Signature routing with email notifications

Asset Inductions

Original Process

Manual transfer of information from “request” to CMMS

Improvements With BMRAM

Automatic creation of asset upon approval with automatic transfer of relevant information.

Create equipment file to maintain original request form (if any form exists) and to organize associated manuals and documentation Instant traceability from asset to original request Embed associated documentation within the record to make it available electronically

System Integration

 Automatic data transfer between two systems (ERP to BMRAM)

Original Process

Asset records are created twice, once in each system

Improvements With BMRAM

Asset is added to ERP system and automatically transferred to BMRAM Changes must be made in both systems Changes are made in the ERP system and automatically changed on the record in BMRAM Users must have access to both systems to view work history Work history is automatically reflected in ERP system upon completion in BMRAM

Equipment Labeling

 Process for generating labels (asset tags, calibration labels, out of service)

Original Process

Users manually look up information for and hand-write labels

Improvements With BMRAM

Labels are electronically generated directly from BMRAM Users have to type ID from label into BMRAM search fields Barcoded labels allow users to scan ID for entry into search fields Metrology required to replace labels frequently because of cleaning process New label media resists fading and wear and tear better than traditional labels

OOT Investigations

 Process for tracking / investigating Out of Tolerance events

Original Process

Manual decision by technician / reviewer to initiate an OOT

Improvements With BMRAM

Defined criteria to automatically initiate an OOT at the appropriate point in the workflow Manually populate OOT with information from work record Automatic transfer of relevant work information to OOT with instant traceability Inform owning department, QA, management via email / phone / OOT form Automatic notification at the point the OOT is generated to all affected users / groups

OOT Investigations

Original Process Improvements With BMRAM

Manually route form to required groups to populate required information, review and approve Workflow state controls notify and allow the appropriate groups to enter their relevant information Investigation requires manual review of historical records Electronic records allow for generation of historical trending reports Requires oversight to ensure investigation is completed within the required period of time Electronic record captures all action dates to allow monitoring of the length of the investigation Inconsistent process for making required changes to the affected asset in a timely fashion When changes are required, change request is automatically initiated in its own workflow

Equipment Check-In

 Process for tracking equipment brought to the lab / shipped to vendor

Original Process

Coordinator calls/emails individual owners to notify of events due User manually populates a check-in form when the instruments are brought to the lab

Improvements With BMRAM

SSRS subscriptions automatically email owners with lists of their specific items due An electronic check-in form is created and automatically imports relevant asset information Transcribe information to separate shipping form / packing list for vendor calibrated items Generate shipping form report from BMRAM with all relevant information

Equipment Check-In

Original Process Improvements With BMRAM

No traceability between form and location of instrument / status of work Workflow of check-in form indicates status and is linked to the associated work record Users call/email lab to inquire about the status of their instruments Coordinator calls/emails individual owners to notify for pickup Users can log into BMRAM to view the status via the check-in form or workspace Workflow automatically emails owner when check-in form reaches appropriate status Forced to estimate turn times for the work completion process Lab records all action dates on check-in form which allows for generation of metrics

Equipment Work Request

 Process for requesting / tracking unplanned maintenance

Original Process

User prints and populates work request form and delivers to maintenance Planner reviews request and follows-up via phone/email

Improvements With BMRAM

User submits electronic work request form that is displayed in planner’s workspace Workflow allows for “rejection” or “approval” with automatic notifications Planner references manuals, SOPs, other documentation to identify the steps that are required Planner browses predefined bill of materials for parts and associates predefined Work Plan Template(s) (WPT)

Equipment Work Request

Original Process

Planner distributes paper form to the assigned technician

Improvements With BMRAM

Planner assigns technician to electronic request Work is displayed in technician’s workspace Paper form must be routed to calibration / validation to verify additional requirements Upon completion of maintenance, request is automatically routed to appropriate group No link between request and all work that has been completed Request form is linked / traceable to asset and all associated work

Multisite Implementations

 Harmonized implementation for multisite organizations on shared hardware

Original Process

Different CMMS’ or different versions of the same CMMS across the organization

Improvements With BMRAM

One standard version for all sites Duplicate validation effort for initial implementation / ongoing changes Leverage harmonized configuration to reduce validation effort for subsequent sites Site specific SOPs / work instructions, training materials, reports Global documentation and shared reports

Multisite Implementations

Original Process

Inconsistent data entry forces manual metrics generation / estimates

Improvements With BMRAM

Consistent data entry in one database allows for global metrics report automation Technical / user support issues require localized administration Harmonized implementation allows for global support and faster resolution of issues

Group Discussion

Questions / Comments