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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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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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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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

Why Healthcare Facilities Need CMMS in 2018

The healthcare industry is constantly changing. In 2018, many hospitals will better structure how they take care of equipment and infrastructure.

From handling patients to managing data, facilities will become more efficient.


Keeping up with these changes requires a solution for tracking maintenance. This is exactly why healthcare facilities are turning toward Computerized Maintenance Management Systems (CMMS).

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The Key to Calculating CMMS ROI

There’s a lot to consider when checking out a new maintenance solution.

To start, you need to know the value a new solution would add to your operation. This is a lot more than factoring together unexpected downtime and overtime hours.
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How the Manufacturing Industry Benefits from CMMS [VIDEO]

There are few assets more important to the manufacturing industry than dependable equipment. When equipment fails, it leads to costly repairs and expensive downtime. But, the right equipment for the right preventive maintenance tasks can increase efficiency, accuracy, and bottom-line profits.

The right CMMS enables manufacturing companies to boost employee efficiencies and better predict equipment repairs. In turn, using a CMMS translates to less downtime—and more valuable, efficient production time.


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Digging Out of Deferred Maintenance: 3 Steps to More Preventive, Proactive Schedules [WEBINAR]

While nearly all maintenance managers strive to be proactive and efficient in their work, many end up falling short. Maintenance managers can shift reactive measures to preventive maintenance (PM) schedules. PM schedules help boost team productivity, decrease machine downtime and improve budget in comparison to reactive maintenance.

The webinar, “Digging Out of Deferred Maintenance,” explains the issues with deferred maintenance, and how they cost your organization more in the long run. We provide an insider’s scoop on why the majority of maintenance organizations spend more than 50% of time on emergency work — and why these same organizations also reported operating between 10 and 40% efficiency.

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Why Smart Hospitals Need Smarter Maintenance Software

As organizations become familiar with groundbreaking technology, some industries will benefit more than others.

Hospitals are one type of facility that will soon embrace new technology designed to improve patient care.

Thanks to big data analytics, scientific breakthroughs are continually announced, from predicting premature births to diagnosing cancer. But beneath the surface is maintenance technology – the key to daily operations. Continue reading

3 Benefits of CMMS for Ultimate Uptime in the Food and Beverage Industry

When production lines with perishable products experience a company can lose thousands of dollars in one day.

The product may not be delivered in time, employees may have to stay overtime to fix the asset, and fixing the asset itself could be a huge unexpected expense.

On top of these sudden problems, the output of the production line is deeply affected.
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Report Reveals that 67% of Healthcare Respondents Link Better Compliance & Reduced Risk Directly to CMMS Implementation

Maintenance Connection, an industry leading computerized maintenance management software (CMMS) provider, released its Healthcare Facility Maintenance Report that aims to guide healthcare professionals towards greater operational reliability and continuous improvement. Continue reading

Top 8 Healthcare Resources to Improve Facilities and Guide Maintenance Strategy

Changing regulatory standards and evolving industry trends are causing healthcare facilities to re-strategize to keep patient care in the forefront and maintenance in order. A sampling of current healthcare trends and regulations affecting the industry and maintenance team, include:

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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Maintenance Connection Announces Next Evolution of CMMS Platform

Maintenance Connection, an industry leader in Computerized Maintenance Management System (CMMS) software technology, announced the availability of the latest iteration of its CMMS platform, Version 8.0. With this release, Maintenance Connection is aiming to help organizations address the growing demand for a robust CMMS platform that provides real-time data, intuitive reporting options, and the mobile flexibility that today’s modern enterprise needs.

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Maintenance Connection Releases Groundbreaking Report on CMMS ROI

Maintenance Connection, the industry’s leading computerized maintenance management software (CMMS) provider, just released the 2017 State of CMMS 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 from Maintenance Connection’s CMMS Score survey, which collected data from 1,000 maintenance professionals about how they rate their maintenance programs and to what extent they have utilized a CMMS.

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Maintenance Connection Hires New Chief Product and Technology Officer

Maintenance Connection has hired Fred Tillman as its new Chief Product and Technology Officer (CPO/CTO), as the software provider continues to expand its executive team during a high-growth phase. Maintenance Connection is an industry leading computerized maintenance management software (CMMS) provider that partnered with TA Associates, a leading global private equity firm, in 2016 to accelerate its dominance of the CMMS market.

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Maintenance Connection Releases Exclusive Industry Report on the State of Preventive Maintenance

Maintenance Connectionecently released an exclusive report that details the state of preventive maintenance and the implications of reactive procedures on assets, efficiencies and overall budget. Maintenance Connection collected data from more than 450 industry professionals for the report titled, Is Reactive the Norm? An Exclusive Report on the State of Preventive Maintenance.

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Maintenance Connection Cites Service Excellence as Foundation for 50% Expansion

Maintenance Connection, the industry leading maintenance management (CMMS) software provider, experienced another year of consecutive growth in 2016. Following a healthy 15% growth in overall revenue in 2016, the company has now expanded its personnel by 50% in the past 12 months. Building on the foundation of a robust and proven product, a healthy and growing customer base, and a passionate and service-minded team, Maintenance Connection is investing aggressively in sales and marketing to expand its market presence and expand upon it’s market leading position in  CMMS software.

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Maintenance Connection Brings on Enterprise Software Veteran Eric Morgan as New CEO

Maintenance Connection recently appointed Eric Morgan as CEO. Maintenance Connection, the industry’s leading computerized maintenance management software (CMMS) provider with clients such as Stanford Healthcare and Alaska Airlines in a wide range of industries, views Morgan’s hiring as a critical step in its efforts to scale in enterprise markets. Earlier this year, TA Associates announced a significant growth investment in Maintenance Connection.

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Maintenance Connection Continues Its Pattern of Solid Growth in 2015

February 23, 2016 (Davis, CA) – Maintenance Connection, the industry’s leading maintenance management (CMMS) software provider, experienced another year of consecutive growth in 2015. The organization not only saw an influx of new customers, it also experienced a large increase in demand from existing customers to expand their successful implementations. Additionally, Maintenance Connection customers turned out in record numbers for Checkpoint 2015, the annual customer training seminar that took place in Sacramento, CA, in October.

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Maintenance Connection a Winner in Enterprise Web-Based Maintenance Management Software

Maintenance Connection, a long-time frontrunner in the Computerized Maintenance Management Software (CMMS) industry, has been recognized several times in 2015 as an award-winning solution. Maintenance Connection was also just awarded the Top Ten Reviews 2016 Silver Award for Maintenance Management Software, for its excellent tracking options, smooth work order process, mobile access, reporting capabilities and much more.  Top Ten Reviews regards Maintenance Connection as “one of the best maintenance management solutions available…a reliable, straightforward solution for businesses of all sizes…sophisticated enough to handle large clients at a low cost.”

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Maintenance Connection Helps Manufacturers Use Environmentally Preferable Options

Over $400 billion is spent annually on energy costs in manufacturing facilities across the U.S.  It is critical for manufacturing companies to track and manage energy consumption to remain competitive in the United States. In addition to the fiscal impact of energy costs on operations, companies are constantly looking for opportunities to use environmentally preferable energy outcomes when it comes to maintenance.
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Maintenance Connection Completes 13th Annual User Group Meeting

Maintenance Connection just held its annual user group training seminar, Checkpoint in Sacramento, CA. The computerized maintenance management software company (CMMS) has been holding user group meetings annually for the past thirteen years. The seminars provide expert guidance and training in order to help clients maximize their investment in and utilization of Maintenance Connection’s CMMS platform. This year’s event welcomed over 250 users from around the world, ranging from new customers to longtime clients.

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Maintenance Connection Embodies Its Philanthropic Mission

August 26, 2015 (Davis, CA) Maintenance Connection’s staff just completed a handful of US-based projects that support the company’s mission to prioritize giving back to communities and non-profit organizations. Though in past years the company’s philanthropic efforts have taken place in countries around the world, this year the organization chose to focus on various opportunities to give back in “in their own backyard” and serve local organizations with unmet needs. Maintenance Connection built upon its already well-established mission of giving back in 2011, when it kicked off the first of its annual “MC Gives Back” trips. These efforts support the company’s mission to make a difference in the lives of others in need, by investing both time and resources.
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