When implementing a new CMMS (Computerised Maintenance Management Software) system, a number of key points must be addressed during the initial selection stage. These include identifying which department will house all responsibility for managing the software (for example, will it be the facilities or maintenance department, or IT?). If the system is to be controlled by the facilities or maintenance department, will the IT department need to be involved?  How will IT infrastructure requirements be addressed? It is also important to understand any other sections of the business that may wish to have involvement in using the CMMS software. For example, the HR, Operations or Finance team who are able to planning for a successful CMMS software implementation.

CMMS Software Implementation

software implementation

In collaboration with the selected CMMS software vendor, a well-structured implementation plan should be established in order to define, design, develop and distribute an efficient CMMS system. For CMMS software to deliver the maximum amount of benefit for an business, adequate time and effort is required from both the CMMS software supplier and business, to ensure that the solution that is to be implemented will deliver wide-ranging and expected business benefits.  Project implementation constraints, similar to any major IT project, include timescale, resource availability and the scope of business requirements. The CMMS software vendor should be proactive in providing guidance and assistance in all of these areas.

Due consideration should be given to the data that will be used to populate the CMMS software implementation system. For example, is there a requirement to migrate all existing data across to the new CMMS software system? It should also be asked whether all historic data need to be included. Is all information up to date? Depending on the quality of data, it might be more prudent to build a new database from scratch in order to ensure accuracy of information.  Time should be allocated to the project to review existing maintenance data, eliminate redundant data and include new information, such as an updated asset register.

Effective communication between the CMMS software vendor and internal IT teams is essential in order to ensure that the appropriate infrastructure is in place. This includes hardware, operating system and network requirements on which the CMMS software will operate. Ideally a complete review of all additional software that might be required should be undertaken, to ensure that the CMMS software runs effectively, as well as considering if integration with third party systems is needed. This may include, for example, BMS (Building Management Systems), CAD, Accounting or HR.

Training requirements for both end users of the CMMS software and system administrators are vital components of the implementation process. The success of the new CMMS software system will ultimately be judged on user acceptance and the ability to deliver business results from effective system usage.  The CMMS software vendor should offer a comprehensive range of training options, including group training, online courses, and train-the-trainer, supported by high quality training documentation.

If the above advice is followed, the CMMS software solution should deliver long-term, sustainable benefits for any organisation.