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

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 maintenance practices to keep their operations going. Continue reading

7 Key Questions to Ask a CMMS Vendor Before Buying

Choosing a computerized maintenance management system (CMMS) is not a simple process.

Many times, the focus of the selection will stay on the software itself. The CMMS project team may answer questions like:

    • Will the features meet all the needs of the organization?
    • How will the data be stored?
    • Is the system flexible enough to handle my business as it grows?

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59% of Maintenance Teams See Improved Inventory Management with CMMS

 

Imagine having the ability to link company goals with inventory processes to streamline processes in every location. By implementing the inventory management feature of a computerized maintenance management software solution (CMMS) you can, and more.

Read below to learn what we uncovered about maintenance team’s inventory strategies.

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The Difference Between Predictive and Preventive Maintenance for Hospitals

In The Checklist Manifesto, Atul Gawande writes: “One essential characteristic of modern life is that we all depend on systems – on assemblages of people or technologies or both – and among our most profound difficulties is making them work.”

 

When it comes to preventive and predictive maintenance, the additional challenge is keeping things working. And in a hospital environment, where functional failure can mean injury or even death, anything less than full diligence and compliance is not an option.

 

What is preventive and predictive maintenance?

Periodic or continuous? Manufacturer’s specs or data-driven? These are just two of the differences between preventive and predictive maintenance. For most hospitals, the definitions that matter most come from the Centers for Medicare & Medicaid Services (CMS), which deems hospitals eligible to participate in and receive federal Medicare and Medicaid funds based on surveys conducted by state agencies or national accrediting agencies, most commonly The Joint Commission (TJC). It’s critical that hospitals – and all healthcare providers – understand and follow the latest CMS, State, and TJC equipment maintenance requirements.

 

Preventive Maintenance: Interval-Based, Manufacturer-Driven

The following summarizes CMS’s basic definition of preventive maintenance and provides a use case and basic checklist for equipment that best fits an interval-based schedule.

  • Definition: Maintenance occurs, required or not, at specific intervals based on time (e.g., semi-annually) or usage (e.g., number of hours operated). Generally based on original equipment manufacturer (OEM) recommendations.
  • Use Cases: Replacing batteries annually or after a set number of equipment uses per OEM standards, whether required or not.
  • Checklist: The following summarizes CMS’s high-level standards for preventive maintenance:
    • Inventory all equipment with flags for critical/high-risk and life-support equipment
    • Obtain OEM recommendations for all equipment and document request
    • Ensure corrective maintenance records categorize equipment failure types (e.g., wear and tear, non-preventable, user-related) and degrees (major vs. minor)
    • Inspect and test all equipment before initial use and after major repairs/upgrades
    • Maintain records of all personnel responsible for equipment oversight

Until 2014, preventive maintenance was CMS’s abiding standard for hospital equipment. That year, resource-strapped hospitals (i.e., hospitals) breathed a sigh of relief when the agency updated its maintenance regulations, allowing providers to establish Alternate Equipment Maintenance (AEM) protocols for non-high-risk equipment. Translation? If an equipment’s malfunction or failure would not be life-threatening or cause serious injury, hospitals can deviate from OEM recommendations and establish their own guidelines.

 

Predictive Maintenance: Need-Based, Data-Driven

The CMS update essentially codified a predictive maintenance option for hospitals. TJC followed suit to align with the federal agency’s new standards. CMS’s definition uses cases, and predictive maintenance checklist is summarized below. Exceptions to CMS’s AEM standard include imaging/radiologic equipment, medical laser devices, new equipment without an established maintenance history, and any other equipment defined in Federal and/or State law that requires OEM-based maintenance.

    • Definition: Maintenance occurs as needed. Requires periodic and continuous monitoring to generate data for decision-making.
    • Use Case: Replacing equipment batteries every two years, based on historical monitoring of continued battery effectiveness and capacity.
  • Checklist: 24X7 provides an excellent summary for meeting CMS AEM standards, which include:
    • Flag AEM equipment in inventories
    • Create policies and procedures that justify AEM program choices
    • Maintain source material used to establish AEM standards
    • Identify personnel who conduct AEM risk assessment, including their experience and credentials
    • Create service contracts that hold vendors accountable
    • Designate staff to ensure compliance with CMS and TJC standards
    • Evaluate the safety and effectiveness of the AEM program to ensure a predictive maintenance approach is best based on collected data


Opportunities and Challenges

Just as it “loosened” certain standards, CMS and TJC tightened others. A little over three years after introducing the AEM revision, the agencies collaborated to amp up AEP maintenance completion rates.To account for the risk associated with deviating from manufacturer’s standards, the agencies now require a 100% maintenance completion rate – versus 90% – for both high-risk and non-high-risk equipment in an AEM program. By using CMMS tools and Business Intelligence (BI) software, hospitals can set reliable maintenance schedules based on their past data, improving compliance and ensuring compliance. By connecting these tools to a Human Resources software, hospitals can schedule technicians to work on assets when it poses low interruption to daily activity.

 

AEM creates opportunities and challenges for hospitals. On the opportunity side, facilities catch a break by being able to establish their own standards which, in some cases, will reduce maintenance frequency and promote cost-effectiveness. The challenge comes from correctly classifying equipment as AEM eligible, providing ample justification for AEM determinations, ensuring documentation supports all facets of a predictive-maintenance-based approach, and being compliant. And CMS and TJC will be watching.

 

Laura Beerman is a writer for TechnologyAdvice. Her insights have appeared in RevCycleIntelligence, Becker’s, InformationWeek and other outlets. She has spoken nationally on population health, long-term care, and been interviewed by The Wall Street Journal for her accountable care predictions. She resides in Nashville with her Canadian husband and American kittens. You can find her on LinkedIn.

3 KPIs to Measure CMMS ROI

Editor’s note: This is part three of Maintenance Connection’s CMMS ROI series. Read part one and two for more ROI content.

Maintenance managers know the day-to-day hiccups that accompany the job that ultimately throws off the team’s productivity. Factors like unscheduled downtime, technician inefficiencies and out-of-stock products can turn a well-oiled maintenance plan upside down.

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How the IoT Impacts Maintenance Management

It’s more evident than ever that technology affects the maintenance management field. From integrated processes to automation of normal tasks, technology rapidly improves our day-to-day duties.
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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 Ranked as Top Value CMMS on Gartner’s FrontRunner Quadrant

Maintenance Connection, the industry’s leading computerized maintenance management system (CMMS), was recently ranked number one value in Gartner’s FrontRunners Report for CMMS released by Software Advice. Maintenance Connection is listed as a leader that offers the highest value to complement its wide range of capabilities in the CMMS market.

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Maintenance Connection Releases Groundbreaking 2018 Report on CMMS ROI

February 27, 2018 (Davis, Calif.) — Maintenance Connection, the industry’s leading computerized maintenance management software (CMMS) provider, just released their 2018 CMMS Benchmarks and Best Practices Report, an analysis of how maintenance software delivers value and benefits operations across industries that conduct maintenance on a daily basis. The report uses proprietary data collected from 1,500 maintenance professionals over the last three years about how they rate their maintenance programs and to what extent they have utilized a CMMS.

 

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How to Measure with a KPI Dashboard and 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 the 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 managers and supervisors can measure maintenance performance measurement across a variety of KPIs. Continue reading

Introducing Maintenance Connection’s 2018 State of CMMS Report [Free Download]

Introducing the 2018 State of CMMS Report, an exclusive look at the maintenance operations of 1,500+ maintenance professionals. The report reveals how maintenance pros lower costs, reduce downtime and maximize their CMMS investments. It’s data you can’t find anywhere else. With it, pros at organizations of any size can improve their maintenance operations. Continue reading

How to Measure CMMS ROI & Performance

 It can be challenging to monitor maintenance operations across your entire company. Without the proper systems in place to keep track of equipment usage and resource allocation, revenue may be lost and overall productivity will drop.

With a CMMS, organizations gain management and insight into assets and work orders, reducing costs and increasing efficiencies across departments.
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3 Types of Maintenance Strategies for 2018 – Bonus Free WEBINAR

We’ve all heard the old saying, “Work smarter, not harder.” This carries over to the maintenance industry, one field that is in constant search of ways to decrease asset downtime without increasing the needed manpower.

But without broadening our range of strategies, how can any maintenance team improve if they’re following old, reactive ways? As FacilitiesNet states, one of the hardest parts of implementing a new maintenance strategy is simply getting started.

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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 2018 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? Use the New Maintenance Connection Cost Savings Calculator to measure your ROI.

How to Calculate Equipment Downtime

Operations and revenue come grinding to a halt whenever unexpected machine downtime rears its ugly head. As a maintenance manager, estimating just how much equipment downtime costs your company per hour is critical; armed with that knowledge you can create a strong business case for investing in a maintenance management system. By automating preventive maintenance and being data-driven with predictive capabilities, managers who get the most out of modern CMMS features can easily increase machine uptime and streamline operations within their department. Have you ever wondered just how much downtime costs your organization on a weekly, monthly, or annual basis?

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How to Successfully Implement a CMMS?

Ready for a shocking statistic? According to Software Advice, approximately 80 to 90% of all computerized management system (CMMS) implementations fail.

Why? CMMS failure can be attributed to poorly defined goals, lack of leadership buy-in, deficient training, a non-intuitive user experience, and more.

For more than 15 years, we’ve worked hand-in-hand with customers on successful CMMS implementations. We’ve tackled the common challenges above, updated our product per user feedback, and focused resources on customer success.

And the result: thousands of successful implementations—from enterprise to smaller shops—and a 98% overall customer satisfaction and project success rating.

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Managing Multiple Locations for Enterprise Wide Visibility

Expanding to new territories and locations is an exciting part of company growth.  But networking and streamlining each site together can seem like a large mountain to climb.  An enterprise maintenance management software can make the feat an easy task by saving a company time and money in any expansion process. The best enterprise maintenance management software providers ensure that the first implementation sets the stage for success so that subsequent sites have a proven framework to follow that is unique to their business model.

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3 Ways to See Higher ROI from Your CMMS

There is a major problem that maintenance professionals face when they try to implement a computerized maintenance management solution (CMMS). This issue prevents them from truly unlocking a CMMS’ potential and getting the full ROI they expect from these systems.  

The cause of these woes is lack of visibility. Even if an organization implements a CMMS, maintenance teams don’t benefit unless as many assets, activities and work orders as possible are visible in the system. And we have the data to prove it. 

In the 2018 State of CMMS Report, Maintenance Connection surveyed 1,000+ maintenance professionals on their operations. Spanning 10 industries, the insights give an invaluable look at how improved visibility translates into significant performance gains for maintenance teams.   Continue reading

What is the Difference Between EAM Software and CMMS?

In the world around us, software has become the great orchestrator of life.  From healthcare to municipalities, there are devices, equipment and even people influenced by technology.  With this new era comes new software and speciality applications for each area of society.  More than ever, companies are faced with the task of choosing the right software to meet their specific needs.  

 

What is a Maintenance Software?

Due to accelerated growth, compliance rules, preventive maintenance requirements and advancing production requests, a large majority of companies now have a great need for a maintenance management software.  Implementing a preventive maintenance program and streamlining daily operations are vital to a company but choosing the right maintenance software can make all the difference to a company succeeding. So what is a maintenance management software?  A maintenance management software is a software implemented to help create, track, manage and report on maintenance work performed on company assets and equipment.  A good maintenance software will also track inventory, labor time, purchase orders and other detailed information needed for reporting purposes.  Unfortunately, it is easy to get overwhelmed when looking for the right maintenance or facility management software.

In this article we will discuss the top two types of maintenance management software: CMMS and EAMS.  

 

What is a CMMS?

So what is a CMMS?  A CMMS is a computerized maintenance management software designed to automate, standardize and manage maintenance performed on equipment and assets. CMMS is one of the original acronyms for a maintenance management software.  A CMMS is most known for its robust ability to manage work orders, labor and maintenance performed within a company.  A CMMS is also centralized communication platform which allows for all maintenance information to be gathered, cultivated, stored and reviewed from any location on a 24/7 basis.  Within the CMMS, a vendor may offer additional capabilities such as labor management, inventory tracking and PO capability.

 

What is an EAM Software?

What is an EAM software?  An EAM software is an enterprise asset management software which allows multi-site and/or multifunctional companies to manage every part of their maintenance operations across departments, locations, facilities, and business functions.  An EAM software moves beyond a CMMS to also incorporate detailed reporting, planning, asset lifecycles and calibration between entities.  Maintenance Connection understands the need for asset lifecycle management.  The ability to forecast the life expectancy of equipment facilitates future budget and maintenance needs.  It also allows a company to plan for future equipment purchases and depreciation of existing assets.

 

In today’s times, there is now a global need for companies to manage operations across locations and on a 24 hour basis.  The IoT is also allowing for more automation of processes, better asset management and monitoring.  Because of this, an EAM functions alongside these features as a maintenance management hub for enterprise companies.

 

Does my company need a CMMS or an EAM?

This is a great question to ask.  Considering that an EAM software contains many aspects of a CMMS, the greater question to ask is what are the needs of your company.  A basic CMMS is great for smaller companies who are mainly interested in tracking work orders and maintenance along with some maintenance reporting.  If a company is medium to large and/or has multiple locations, an enterprise asset management software is a better choice for maintenance management, maintenance reporting and planning, and aligning operations.  An EAM software can also offer integrations and add-ons with current company software to streamline information and processes which a basic CMMS may not have.

 

Whether you choose a CMMS or an EAM software, the total productive maintenance, detailed reporting, cost savings and efficiency are well worth the investment.  Like Maintenance Connection, some vendors are both an EAM and a CMMS. Hear helpful informational videos from EAM/CMMS customer success story videos such as the New York Times and L’Oreal.  If you are in the process of deciding which maintenance management software provider to choose, we have created an informational book called 2018 State of CMMS Score on how maintenance professionals across all industries are using CMMS/EAM software to realize better cost savings, ROI and overall maintenance procedures. Download your copy of the report today.

What is Reactive Maintenance & How Does It Cripples Facility Maintenance?

What You Can Learn from 450+ Facilities Maintenance Professionals

What is Reactive Maintenance:  The definition of Reactive Maintenance is maintenance performed on a equipment ONLY when it has failed or has problems and not on a scheduled and incremental basis.

Does your facility rely on a maintenance strategy in which assets are only serviced if downtime occurs? If so, you may be stuck in the “if it ain’t broke, don’t fix it” scenario of reactive maintenance.  This is called Reactive Maintenance.

Reactive maintenance negatively impacts employee morale, productivity and job safety.   Continue reading

Equipment Failure Analysis – Prevent Equipment Failure in Healthcare

The healthcare industry is heavily dependent on the accuracy and functionality of its equipment.  Not only do lives rely upon equipment running continuously but uptime of medical equipment is required in order to meet compliance standards.

(Note: Click to expand images above)

 

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How Medical Device Manufacturers Prove Compliance with CMMS

Every day, healthcare professionals rely on medical devices that diagnose, treat, prevent and cure medical conditions and diseases. Hospital managers and medical device manufacturers partner to ensure that each part is compliant with regulatory standards.  

For medical device manufacturers, using a computerized maintenance management software (CMMS) is a must. Those with complete systems in place see decreased medical device-related accidents and improved efficiencies.
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What CMMS Implementation Costs Should I Plan For?

When purchasing a computerized maintenance management system (CMMS), most people only consider the initial costs. However, to effectively create a budget for the solution, and gain critical buy-ins from senior management and end-users, you need to look at both initial costs, long-term costs and return on investment benefits. Continue reading

Manufacturing Maintenance: 5 Quality Control & Efficiency Issues to Avoid Downtime

The journey to an efficient maintenance team across any industrial facility or manufacturing plant is dependent on a variety of factors, including an experienced, efficient maintenance staff.

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 to Create an Equipment Downtime Report in a CMMS

Your company’s true operational foundation is its assets. Those include machines, equipment, technicians performing day-to-day tasks, and more. One of the most important functions across your facility is having equipment up and running as much as possible.

Keep assets operating smoothly by understanding what causes breakdowns and how often repairs are made. An equipment downtime report puts this information at your fingertips.

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