5 Signs It’s Time to Replace Your Maintenance Solution

5 Signs It’s Time to Replace Your Maintenance Solution

You know the benefits of preventive maintenance (and maybe even predictive maintenance) first hand.

How? Your facility has a computerized maintenance management system (CMMS) in place to help reduce downtime and organize workflows.  However, like most technology, your maintenance software may become outdated — which can cost you in the long run.

 

Reasons to Replace Your Maintenance Solution

Often your CMMS will become outdated for two reasons:

  1. The solution’s vendor isn’t keeping up with market trends.
  2. Your workplace has had a major change that impacts maintenance.

If you asked the vendor about its product’s evolution before implementing, you likely already know how conscientious the vendor is about market trends and changes. If not, you can find this information by checking recent product updates or feature releases mentioned in the vendor’s PR (public relations) announcements, on community forums, or on social channels like Facebook and Twitter.

Frequently, when an organization undergoes a major change — like business growth, a mass hiring or a facility upgrade — it will outgrow the technology it’s currently using. Some maintenance solutions can scale to meet the changing demands of the business. However, this isn’t always the case, forcing some businesses to choose a new solution altogether.

Though these two reasons are usually clear to see, it’s not always apparent that your maintenance solution is falling behind. This can set your maintenance ROI on an unexpected downturn. Here are five signs that will let you know it’s time to replace your maintenance solution.

1. You don’t have real-time visibility.

Most modern business solutions offer real-time analytics to easily create status reports and make quick decisions. This is no different in the maintenance industry.

Today, many maintenance solutions allow managers and technicians to track and check various facility and equipment metrics such as failure codes, inventory, equipment status levels, completed work orders and more. Without real-time visibility, it’s hard to make quick decisions to keep everything at peak efficiency. But more importantly, you may be risking the health of your equipment or the safety of your technicians.

2. You have compliance issues.

If you have a maintenance solution, you probably already track the warranties, inspections, routine maintenance and repair history of your equipment. However, if keeping up with compliance codes and industry regulations is more of a manual process, you may consider replacing your maintenance solution.

Many CMMSs can automate most compliance tasks by setting notifications, scheduling routine maintenance, tracking a repair history log and organizing important documents (e.g., equipment manuals, spec sheets, ID tags) for each of your assets. This won’t only save facility managers time and boost compliance rates, it will also make inspections and audits a breeze since everything is documented and easily accessible.

3. Your technicians are doubling work with paper processes.

When technicians use paper forms on the floor or in the field, and then come back to the office to input all the data digitally, it’s a sign your maintenance solution needs an upgrade.

Doubling up with paper processes not only causes redundant work for technicians, it also wastes valuable time and resources since the rest of the team is working with outdated data. Upgrading to a cloud-based maintenance solution will allow everyone to have access to necessary information when they need it. Taking this one step further, having a mobile CMMS will allow technicians to check and update data with smartphones, tablets and other mobile devices, anytime, anywhere.

4. Your work orders are falling behind.

How your organization manages work orders can make or break your whole maintenance operation. If you notice that your work orders are getting backed up, it’s probably time to look into a new CMMS.

When your work orders are falling behind, usually it’s a sign that the current workflow is insufficient or the necessary data isn’t accessible until it’s too late. Many modern CMMSs serve as central hubs for asset management, inventory management, work order management and preventive maintenance management, so managers and technicians alike can make sure all the necessary parts, time and equipment are available to finish a work order.

5. The solution has little or no integrations.

Usually, a maintenance solution can integrate with other business systems you use, such as property management or accounting software. These integrations allow you to make maintenance decisions that better serve the whole business.

If your CMMS doesn’t have native integrations, check to see if there is a flexible application program interface (API) available. This will allow your organization to create custom integrations with your current business applications.

However, if both avenues are extremely limited or nonexistent, you may consider looking at a different maintenance solution for your team.

 

The Bottom Line

Sometimes a CMMS that was great to start with doesn’t have the ability to hold up after major business changes. Keeping an eye out for these signs will make it more apparent when you need to replace your maintenance solution.

 

Author Bio: Elizabeth Mazenko is an editor with Better Buys, a trusted source of maintenance software news and research. Follow her at @ElizMazenko for more on enterprise software and related technology research.

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Maintenance Connection Completes 15th Annual User Group Meeting

October 17, 2017 (Davis, CA)   Maintenance Connection just held its largest ever annual user group training conference, Checkpoint, in Seattle, WA. The computerized maintenance management software company (CMMS) has been holding successful, nation-wide user group meetings annually for 15 years. Each class provides expert guidance and training in order to help clients maximize their investment and utilization of Maintenance Connection’s CMMS platform. This year’s event welcomed over 300 users from around the world, ranging from new customers to longtime clients.

The Checkpoint user group meeting provided the opportunity for users to attend a wide variety of training sessions, each pertaining to their specific use of the CMMS system. Our Chief Customer Officer, Brian Kincaid, states that “The courses this year were tailored to each individual so that everyone can take home skills that they can use immediately.”  More than fifty sessions were offered with state-of-the-art interactive examples, presented by highly skilled trainers, that offered take-home guides to benefit users of all levels. In addition to the training that took place inside the sessions, attendees had invaluable opportunities for personal interaction with fellow users and the Maintenance Connection staff. Customers were given opportunities to spend dedicated time with MC’s support staff within the “Live Support” area which was conveniently set up throughout the duration of the event. This gave users easy access to find answers to questions about functionality and new features with a true support person. Attendees were also given the opportunity to network with peers within their industry. “It gave us the opportunity to speak with others that use MC in the same way we do, and share tips and tricks that we have learned” said attendee Mary Jo McCallister of SRG Global

 

The Checkpoint user group meeting gives Maintenance Connection the opportunity to present two awards to its customers: “Client of the Year” and “User of the Year”.  The Client of the Year award goes to the organization that utilizes the Maintenance Connection software to its fullest, partners with the team to in order to help make their projects successful, and actively seeks opportunities to expand and grow with Maintenance Connection. This year’s recipient for Client of the Year 2017 was presented to Providence Health & Services. Providence has been using Maintenance Connection since 2015. The User of the Year award is presented to a user who actively participates in the Maintenance Connection community, takes the time to become an expert at using the software, and provides regular feedback to help make Maintenance Connection better for fellow users. The 2017 User of the Year was presented to Scott Turner from Intelligrated. Scott has been using Maintenance Connection since 2012 and was the staff choice as the recipient of this award.

 

In 2018, Maintenance Connection will host several smaller user group meetings in the form of road shows across the country.  The dates and locations for these events will be released in December.

How LifeSouth Community Brought Efficiency to Their Records and Budget Using a CMMS

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To ensure successful company growth, there are three key considerations to ensure multiple locations are managing parts and equipment operations at their top ability and doing so for years to come?

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However, without the proper tools in place to measure quality control and efficiency data and benchmarks, the maintenance team risks the possibility of downtime or an inefficient production schedule.

As a result, manufacturers witness breaks in production and are unable to fulfill the requests of customers, compromising quality and driving up maintenance costs.
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How 73% of Maintenance Teams Use CMMS for Better Preventive Maintenance Procedures

Generally speaking, maintenance falls into one of three categories: reactive, preventive and predictive.  Reactive, or corrective maintenance, is the process of repairing and/or replacing equipment after breakdown occurs. Alternatively, preventive  and predictive maintenance (PM) is the process of preventing equipment failure through regularly performed maintenance before downtime occurs.

With PM schedules in place, maintenance teams can reduce the number of repairs and replacements. As a result, asset lifetime increases, emergency work orders are reduced, budgets stay on track and personnel put in fewer overtime hours.

What’s your reactive to preventive maintenance ratio? That’s just one of the questions we asked when we surveyed 1,000+ maintenance pros on their PM operations.

Read below to learn what we uncovered about maintenance teams’ PM procedures. And, remember to download our full 2017 State of CMMS Report for even more insights on the benefits of PM.

 

Preventive Maintenance Drives CMMS ROI.

PM is possible with proper computerized maintenance management software (CMMS) implementation. When a CMMS is fully rolled out, facilities report significant cost savings.

For example, 73% of facilities that have 50% or greater preventive ratio report significant cost savings from their CMMS, according to our 2017 State of CMMS Report. The following industries have been most successful in bringing about positive ROI thanks to CMMS-enabled PM procedures:

  • Manufacturing: 74% of respondents have saved tens of thousands of dollars or more with CMMS implementation.
  • Facilities: 69% of respondents have saved tens of thousands of dollars or more with CMMS implementation.
  • Healthcare: 66% respondents have saved tens of thousands of dollars or more with CMMS implementation.

With a PM-enabled CMMS, users gain an abundance of cost-saving advantages. In particular, routine maintenance before a breakdown equates to less downtime. This saves maintenance teams money on inventory and manpower costs. By regularly servicing equipment, asset lifetime also improves. Not only does this improve overall operations, but it also reduces the number of emergency work order requests. As a result, technicians can spend more time in the field and less time responding to unscheduled equipment failures.

Therefore, organizations that perform more preventive, versus reactive or corrective maintenance, realize a stronger ROI on their CMMS investment.

 

Preventive Maintenance Reduces Downtime.  

 A common goal for maintenance professionals is to prevent equipment failure, while improving maintenance performance. This is due to the fact that a single hour of downtime can cost maintenance teams upward of $100,000.

By implementing PM schedules on a CMMS, maintenance teams decrease asset downtime and reduce costly repairs. This is because all PM information resides in one place and can be associated with multiple assets. By having access to these metrics, maintenance can make better decisions about how and when PMs are performed through automation.

For example, CMMS users who rely more on PM than reactive maintenance measures also reported the following:

  • 82% of respondents report improved system reliability and reduced downtime.
  • 80% of respondents report extended asset lifetime.
  • 82% of respondents report improved work scheduling and labor efficiency of personnel.
  • 81% of respondents report improved visibility of important information and performance measurement.

 It’s no surprise to see a correlation between strong ROI and improved system reliability with CMMS implementation.

 

Calculating Your Preventive vs. Reactive Maintenance Ratio. 

As developing and advanced markets mature, PM remains critical to a variety of industries from industrial to healthcare to government to education. To get a better understanding of your preventive vs. reactive maintenance ratio, follow these steps:

  • Calculate your average annual maintenance cost. This helps maintenance teams determine total cost of asset ownership, as well as total cost of site-wide and organization-wide operations.
  • Calculate your average annual downtime. This helps maintenance teams determine the number of hours of downtime occurred or expected to better predict costs.

For even more help in understanding your organization’s preventive vs. reactive maintenance ratio, check out this simple tool for calculating machine downtime. This will give your team the information you need to better control maintenance costs.

 

>>> How are you measuring success for your organization?

 Check out the top 6 Maintenance KPIs.

 

Ready to learn how your facility can transform its maintenance from reactive to more preventive and improve operations? Download the 2017 State of CMMS Report for even more on the benefits of PM.

4 Ways CMMS Implementation Proves High ROI and Cuts Maintenance Costs

What’s the measurable return on investment (ROI) and cost savings achieved with computerized maintenance management software (CMMS) implementation?

We recently asked maintenance and facility professionals to identify how CMMS software delivers value to their operations programs. We were glad to learn that 88% of facilities with substantial CMMS rollout report significant cost savings, from tens of thousands to millions of dollars. These professionals are armed with insights that prove ROI, improve decision-making, and keep facility assets, processes and labor aligned.

>> Read more information on the cost savings benefits of CMMS.

Here’s how system-wide CMMS implementation can result in significant cost savings for your organization.

 

CMMS ROI: Reduced costly downtime.

 Asset downtime can impact an entire organization’s operational output. Downtime includes the period during which an asset is unavailable for use, and needs either repaired or replaced. It puts production schedules (and incoming revenue) at a grinding halt.

According to the 2017 State of CMMS Report, the following three industries report the greatest improvements in system reliability and reduced downtime with CMMS implementation:

  • Energy: 87% of respondents in this industry report improved system reliability and reduced downtime with CMMS implementation.
  • Facilities: 85%
  • Transportation: 84%

So how do you measure the potential ROI of lessened downtime? A CMMS enables maintenance teams to track and report downtime down to the plant, process and part. It helps your company better understand where inefficiencies or underperformance occurs. And it takes the guesswork out of benchmark data, and (hopefully) improvements overtime.

>>Related Resource: To access your average downtime and overtime costs to find bottom-line budget effect, read: 3 KPIs to Measure CMMS ROI.

 

CMMS ROI: Improved labor utilization.

 Establish a more effective maintenance planning and scheduling function with a CMMS.

Maintenance techs using a CMMS receive work orders instantly, troubleshoot on the go, and report on progress in real time. Mobile CMMS features also enable maintenance techs to work with more precise tracking of repair information.

With CMMS, maintenance managers are set up for success, and can make more informed decisions related to overtime, technician efficiency and labor costs.

Our research shows organizations that invest in CMMS training see improvements in labor efficiency. Specifically, we asked respondents about the number of maintenance and operations personnel were trained and using the software, along with how their work scheduling and labor efficiency has improved. According to the report, 82% of respondents who use a CMMS report strong improvements to work scheduling and labor efficiency of personnel.

To measure productivity in your organization, track the following KPIs in your organization:

  • Downtime and overtime loss
  • Inventory tracking and organization
  • Reduced asset/machinery lifespan loss

>Related Resource: How to Measure CMMS ROI & Performance.

 

CMMS ROI: Increased asset reliability.

Preventive maintenance (PM) is essential for improving the performance and reliability of maintenance operations. With PM schedules on a CMMS, organizations can automate PMs, keep track of when maintenance is performed, and if it’s getting done on time and in the correct way. Since all PM information resides in one place, maintenance managers have access to unlimited amounts of manufacturer-related specifications and metrics. This is essential for identifying problem areas and opportunities within your organization.

According to the report, 73% of facilities that have 50% or greater preventive ratio report significant cost savings from the CMMS, from tens to thousands to millions of dollars. In addition, organizations that configure most assets in their CMMS report strong improvements to equipment reliability. This is due to the fact that PM schedules on a CMMS routinely service equipment, preventing downtime from occurring.

 

CMMS ROI: Modernized inventory management.

With a CMMS, maintenance teams achieve accurate and efficient inventory control. Take it from the survey: 67% of facilities that have most spare parts managed in their CMMS report strong improvements to parts availability and time to fix.

With a smart inventory and parts managed strategy, organizations save time and avoid mistakes. Technicians can keep track of equipment in the field without having to run back to the office to get parts. Not only does this trim time spent tracking parts, but it also optimizes inventory control operations. As a result, organizations improved speed and accuracy with repairs, as well as cut costs associated with stockout.

Ready to learn more about cutting maintenance costs with CMMS adoption? Download The 2017 State of CMMS Report for more insights.

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The New York Times sought a user-friendly system to organize its assets and track equipment health across sites. After finding gaps with its legacy software, the company chose Maintenance Connection’s CMMS. Since implementation, the maintenance team has seen improvements on asset uptime and plant productivity.

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What Benefits Will I Gain From Spare Parts Management and CMMS Integration?

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Report Reveals that 67% of Healthcare Respondents Link Better Compliance & Reduced Risk Directly to CMMS Implementation

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How do you stay up on the top industry trends and regulations to keep your maintenance team in the know? At Maintenance Connection, we trust many resources to ensure our CMMS platform meets the needs of healthcare maintenance pros.

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3 Ways Mobile CMMS Streamlines Maintenance Operations

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By having mobile CMMS at your fingertips, you too could make better maintenance decisions with the right information at the right time. In fact, FacilitiesNet states that mobile CMMS helps both technicians and managers remotely gain access to data, work orders and other decision-driving information.

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2017 State of CMMS Report: Top 3 CMMS Healthcare Insights [Free Download]

From servicing equipment to demonstrating compliance, managing maintenance in a healthcare facility is no small task. To ensure day-to-day operations run according to schedule, healthcare facilities rely on computerized maintenance management software (CMMS).

In an effort to reveal how CMMS implementation directly affects industries like healthcare, we created the 2017 State of CMMS Report. Through our findings, we discovered what sort of return on investment (ROI) professionals experience from CMMS, and how operations improve as CMMS usage increases. The survey also exposed healthcare as one of the more maintenance-intensive industries. For example, 63% of healthcare respondents reported they have more than 500 assets to manage. With more assets comes greater responsibility. Continue reading

From CMMS Apprentice to Master: How to Create Change Across Your Maintenance Team

We have a few questions for you:

  • Were you the team member who first researched CMMS?
  • Did you go above and beyond during the CMMS implementation phase to ensure team members understood the system?
  • Did you fight technology resistance to win ultimate buy-in for your organization’s CMMS?

If you answered yes to these questions, congrats, you may be your maintenance team’s CMMS change agent. Now that you’ve implemented your CMMS, it’s time to champion for success to ensure the team is fully utilizing the system to reach total maintenance mastery.

While it may seem like a daunting task to inspire change across your organization, imagine the benefits that full CMMS implementation would mean to your organization (hint: less downtime, fewer emergency work orders, higher customer satisfaction and less risk of going over budget).

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The benefits of a CMMS for a healthcare facility or hospital are undeniable. From faster response rates, to less critical-asset downtime, to more preventive maintenance, CMMS helps healthcare maintenance pros proactively manage requests, inventory and assets for better patient care.

In our recently released 2017 State of CMMS Report, we asked 1,000+ maintenance pros about their daily operations, how they use CMMS and the return on investment (ROI) they’ve seen from CMMS implementation. Many healthcare maintenance professionals weighed in, and what we found may surprise you.

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Top 6 Maintenance KPIs & How to Measure with a CMMS

When it comes to measuring success, there’s nothing more important than setting measurable benchmarks and defining key performance indicators (KPIs).

For maintenance professionals, measuring key metrics is made easier with computerized maintenance management software (CMMS). Use a CMMS to visualize KPIs with custom dashboards, so maintenance professionals can get a sense of how well the organization is (or isn’t) hitting its targets.

So what should you measure? Use a CMMS KPI dashboard to measure impact on high-level, bottom-line business goals or get as detailed as you can with metrics on specific asset types in terms of brand performance comparisons (do certain TVs really outlive others?). Consider KPIs that track asset lifetime health, labor productivity, inventory investments and more. With a CMMS, maintenance professionals can measure asset performance across a variety of KPIs. Continue reading

New Report Reveals Groundbreaking CMMS ROI Statistics from 1,000 Maintenance Professionals [Webinar Recap]

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How to Save Millions on Maintenance Costs with a CMMS [New Data]

How do you produce better maintenance outcomes?

New data we discovered from polling 1,000+ maintenance professionals has the answer. According to the new 2017 State of the CMMS Report, users with high levels of preventive maintenance save millions on costs each and every year. The survey responses come from approximately 1,000 maintenance professionals across 10 major industries. The majority of them work in maintenance daily or support those who do. And their answers to our questions illuminate the secret to successful maintenance operations:

Effective implementation of a computerized maintenance management software (CMMS) system. Continue reading

Maintenance Connection Announces Next Evolution of CMMS Platform

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Preventive vs Predictive Maintenance: Taking Your Facility to the Next Step

When it comes to maintenance, your organization is either taking a proactive approach or a reactive one.

It’s been proven that proactive strategies, like preventive and predictive maintenance, can improve a facility’s bottom line in many ways: lowering maintenance costs, improving asset reliability and giving a 360-degree view of performance, just to name a few.

However, a majority (66%) of organizations still rely on reactive practices to keep their operations going. Continue reading