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PEMAC Whitepaper

Comprehensive CMMS Guide

Author: Liam Fitzpatrick

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What’s Inside?

What is a CMMS

Key Benefits of a CMMS

CMMS Basic Features

Asset Management

Fleet Management

Inventory Management

Work Order Management

Preventative Maintenance

Reporting

CMMS Advanced Features

ERP Integration

Maintenance Intelligence

System Validation & Compliance

Calibration

PEMAC Assets

Managed Maintenance. Simplified

Author: Liam Fitzpatrick

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What is a CMMS?

A Computerised Maintenance Management System (CMMS) is a software

developed specifically to simplify, streamline and improve maintenance

management processes and procedures. A CMMS will allow your staff greater

vision and help decrease maintenance cost, reduce downtime and increase

the amount of planned maintenance you undertake.

In the past, many organisations overlooked the maintenance department and

saw it as almost a separate entity. The necessity of having a CMMS has grown

in recent years due to the adoption of lean strategies with maintenance

departments coming under scrutiny in an attempt to increase productivity and

decrease costs.

CMMS Software has evolved over time and now enables organisations to use

maintenance data to make better, more informed decisions and improve the

bottom line. Return on Investment (ROI) for expensive equipment is

maximised through computerised maintenance management system software

by achieving minimal equipment downtime and extending asset life.

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7 Key Benefits of a CMMS

Implementing the right CMMS can have a very positive effect on operational

performance within an organisation. A CMMS can help your organisation run

smoothly, increase productivity and save money.

Reduce downtime and increase equipment life

Use a combination of preventative and predictive maintenance to ensure you

get the most from your valuable assets. By keeping assets in good condition,

you prolong the asset lifecycle. This can benefit the bottom line greatly

through ROI, an increase in uptime, a more effective maintenance program

and an increase in production.

Better control your resources

Through effective management of spare parts and leaner stock control, Make

sure you keep the right balance based on the predictions of your CMMS.

Automate the ordering of parts and stock which will reduce labour and

material cost.

Increase Accountability and Transparency

Understand your equipment and how to get the most out of it, ensure your

staff are held accountable for actions and are focused on completing the task

with a reliable, proven solution rather than spend money needlessly on

repairs. If it needs to be replaced, replace it.

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Increase Vision – Improve Decision Making

A CMMS should have a built-in business intelligence tool that allows you to

track progress and KPI’s at numerous levels across the organisation.

Maintenance information will be collected, using historical data to provide

insights and analyse how processes work. From the maintenance team to top

level management, these insights can help and lead decision-making for long-

term business success.

Integrate with third party systems

Top CMMS software packages integrate with all well-known third party

financial, production, supply chain, spares management and smart systems.

This real-time integration improves the efficiency, accuracy and economic

benefit of maintenance management system.

Ensure Compliance and Higher Standards

Full asset and part history should be available at the click of a button, this is

particularly important in regulated industries. Show how you inspect, repair

and keep track of all equipment. Health, safety, and environmental standards

tracking (FDA or ISO 9000) are available for certain industries.

Reduce your Carbon Footprint

Become more environmentally friendly and reduce waste and power

consumption. Many operations are going green, CMMS will empower good

practice and make this possible. Ensure and prove certain condition and

standards are met, for example, corrective work orders on potentially

hazardous equipment.

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CMMS Basic Features

Asset Management

Productivity and reliability are key factors that determine the success of a

company. Competition is at an all-time high with the improvements in

technology, growth of knowledge sharing and increased threat of new entrants

all coming together in what is now a global marketplace.

It is imperative that companies get the most from their important assets.

Assets can be:

Office / Store Equipment

Factory Machinery

Buildings

Fleets

All Assets need regular, recurrent maintenance and eventually will need a full

replacement. With a CMMS this is a data-driven strategy to ensure you get the

best from all of your assets and effectively managing the lifecycle.

Asset Management helps Maintenance Managers and Engineers track the

following:

Asset Register (history, warranty, lifetime information, purchase

information)

Machine Spare Parts (location, cost, re-order time)

Service History and Contracts

Asset Monitoring

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Fleet Management

A fleet is a collection of vehicles owned or leased by an organisation. The

following are a few examples of fleets that benefit from the use of a CMMS:

JCDecaux (Dublin Bikes) Domino’s Pizza Delivery Postal Service Airline Fleets

Understanding your equipment is key here. A CMMS can help a company’s

fleet of vehicles by:

Managing Maintenance – Replace Parts before breakdown – keep your fleet

serviced right

Storing vehicle history including service history, fuel history and ensuring

compliance

Scheduling: optimise and track routes and times to provide a better service

to customers

Accident and injury prevention – track driver performance

Infrastructure Management

This is focused on assets such as:

Roadways Bridges Dams Sewer Lines Processing Plants

These can be either government or private owned and is of the utmost

importance to our environment and to society, very often going unnoticed

until something goes wrong.

Key infrastructure assets need to be as economically efficient as possible.

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Inventory Management

This is different to asset management as it is focused on the storage,

transportation and supply of products to be sold or shipped. Asset

management refers to tools, parts and equipment.

Inventory management can make or break a company’s bottom line.

Ensure your stores are stocked and ready to go

Order the right amount of inventory

Manage store room space

Provide a full picture of ordering, stocking and tracking for management

Predictive Management

Predictive management is the next generation of inventory tracking /

management. This platform will automate the processes involved in ordering

inventory and will take into account:

Length of time production will take

Delivery time (including potential delays)

Quality Control

Optimum reorders time

GeoPost – CMMS Success Story

“Since implementing PEMAC we can see exactly what stock we hold and where it’s held. It has given us greater visibility across multiple sites. We can track all costs associated with our spare parts inventory and because spares are linked to the asset they are used on, we can measure the cost of maintaining each specific piece of equipment”.

Over the years, the level of service we have received has been excellent and this was central to our decision to roll out the system to a number of our other sites

I would highly recommend PEMAC to any company as it enables effective stock and spare parts management which will save you time, money and manpower”.

Maintenance Manager, GeoPost

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Work Order Management

Maintenance Managers handling work orders can see their workloads peaking

at certain times, meanwhile, they don’t have time for in-depth scheduling but

need to be on top of everything as most companies cannot afford to have any

downtime.

Routine preventative maintenance on the right machines, at the right time,

needs to be organised and a maintenance manager needs to have full control

over factories or warehouses and get the most out of valuable assets.

A work order can be defined as a request to perform maintenance on an asset.

Work orders generally fall into two categories:

Corrective – It’s broken, so you fix it

Preventive – It’s not broken but you carry out a regular service to ensure it

doesn’t break

The focus is to move to preventative completely, however, you can always be

taken by surprise with an unplanned event that needs to be resolved quickly.

Work Order Management, key outcomes:

Producing Orders

Generating Reports

Tracking

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Preventative Maintenance

Preventative maintenance will allow you to:

Extend the lifetime of important assets

Reduce Downtime

Increase production levels

Reduce Maintenance cost over time.

Preventative maintenance will help schedule repairs ahead of time and at the

right time using a number of key factors, a CMMS will analyse and create this

strategy. Key factors taken into account are age, frequency of use,

maintenance history etc.

Alerts

Following preventative maintenance, a critical aspect is that a CMMS will notify

the right people at the right time along with a calendar function to plan repairs

when your asset needs maintenance.

Schedule maintenance at non–critical times for your machine.

Reporting

A key function of a CMMS System and quite possibly the most important.

Accurate and timely information are key if a CMMS is to support decision

making. Big data is a big thing, we need a reporting feature to analyse this.

A good CMMS will have a number of pre-set reports focusing on KPI’s and the

option to generate custom reports, quickly and easily.

Common KPI’s measured:

Work Orders Mean Time to Repair Mean Time Between Repair Maintenance Costs vs Replacement

Downtime vs Uptime Asset Availability / Lifespan Inventory Total Cost to Maintain

Liam Fitzpatrick

Marketing Manager

Tinryland Carlow

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CMMS Advanced Features

Technology continues to advance at an alarming rate and new products and

features are coming to the market on a day to day basis. It is now more

important than ever for an organisation to adopt lean manufacturing, reduce

costs where possible and increase output.

CMMS has moved to the cloud, with a multi-tenant architecture numerous

clients can access the same application through their unique accounts and

have access to all the same features. Clients no longer need a dedicated IT

team and vendors are offering support at a faster and higher level than ever

before.

Features offered by top CMMS Vendors:

Lower storage costs

Fast implementation

Mobile Access

Predictive Maintenance

No unplanned downtime

Affordable Monthly Packages

Integration Options

Cloud or In-House server options

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ERP Integration:

The value of effectively integrating your CMMS with other enterprise systems

throughout your organisation is huge. A top provider will handle this

integration for you.

Key benefits of ERP and CMMS Integration Include:

Maintenance Managers, Technicians and Engineers will benefit from having data from your ERP and other systems, but only need to use and understand a single system – your CMMS

You will have an overall view of your operational facility as the power and data from your ERP will combine with the accuracy of your CMMS increasing operational vision and giving you the opportunity and information necessary to make big decisions

The reporting process is simplified - automatic syncing between the two systems will result in real time updates and correlated information

Redundant data entry will be a thing of the past as your systems will feed into each other, automating this process entirely

Increase in levels of responsiveness, both internally and externally as data is analysed in real-time

Huge increase in accessibility to data; various business functions can take advantage of access to maintenance data and in turn, the maintenance department can take advantage or enterprise driven data

All suppliers can be invoiced through one system – purchases and orders from the maintenance department will be mapped directly to the ERP system for action

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Maintenance Intelligence

Maintenance & Engineering are often seen as a cost to the Business rather than bringing value. This perception can be changed with the right approach and planning.

An advanced CMMS will enable you to move away from 'fire fighting'. Preventative Maintenance isn't about spending a budget. It’s about visibility, availability and value. It's about Maintenance Intelligence.

Existing Approach

Asset Register allows you to record

key assets with key information link in

manuals and Risk Assessments.

Asset Register allows you to record

spares used on the asset along with the

status of all work related to the asset.

The Work Order module allows work

to be planned, allocated and

prioritised.

History of Work completed to be

used in Audits, show completion levels

and track costs.

Maintenance Intelligence Approach

Helps set the Preventative Maintenance

interval by showing you the Mean Time

Between Failure (MTBF) for each Asset.

Display the current cost of Maintenance

versus the replacement cost of the asset

allowing you to justify Capital Replacement

decisions.

It should predict bottlenecks and

display the volume of Planned and

Unplanned Work, helping to identify

patterns and manage your workload.

The History module should

automatically identify high failing assets,

recurring problems and exceptional costs

prompting the correct remedial action.

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System Validation & Regulatory Compliance

An advanced CMMS will come pre-validated for industry specific regulatory

compliance your organisation may adhere to. This will result in a smoother

installation and lower costs for you. As the validation will be upgraded it makes

the system more cost effective to maintain and increases compliance levels

within your organisation.

CFR 21 Part 11

For example, in order to be 21 CFR Part 11 compliant a CMMS must ensure

that:

Any change to any record is captured in the audit trail and these entries are time stamped with additional information including operator name and why the record was changed.

The system provides adequate security to prevent unauthorised modification by ensuring role-based access and preventing users from directly updating the database.

The software employs electronic signatures for any transaction into the system.

Vendors must also plan for disaster recovery and analyse and remedy potential risks.

ISO 55000 Standards for Asset Management

The ISO series is comprised of three standards:

ISO 55000 provides an overview of the subject of asset management and the standard terms and definitions to be used.

ISO 55001 is the requirements specification for an integrated, effective management system for assets.

IS0 55002 provides guidance for the implementation of such a system.

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Calibration

In a regulatory environment where the accuracy of instruments is a critical

aspect to the safety and quality of an end product, a calibration management

system can be crucial.

Regulations

21 CFR Part 211: “Current Good Manufacturing Practice for Finished

Pharmaceuticals”

21 CFR Part 11: “Electronic Records; Electronic Signatures”

Annex 11 in the EU GMP Guidelines

FDA/EMEA regulations

ISO 9001:2008

Benefit of using a CMMS with Calibration Management?

Organisation Wide:

Reduce Cost

Improve Quality Levels

Increase Efficiency

Calibration Management Level:

Analysis

Documentation

Execution

Decision Making

Future Planning

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PEMAC have been in operation for over 30 years and are experts in asset

management and health and safety software

PEMAC Assets is a 5th generation, dedicated Enterprise Asset

Management System.

Web-based software product used to support cost reductions by

enabling companies to manage maintenance effectively and ensure that

manufacturing operations run with minimum downtime.

PEMAC can Integrate with 3rd Party systems for ERP, Purchasing,

Manufacturing Execution (MES) using our API

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PEMAC Food and Beverage Clients

PEMAC Pharmaceutical Clients

PEMAC Manufacturing Clients

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PEMAC Success Stories

“We’re very satisfied with the success of the implementation. It not only enabled us to achieve our

objectives, but it has continued to provide us with significant additional benefits for our operations. PEMAC

provided us with a high level of support throughout the process and continues to do so today. We would

have no hesitation in recommending PEMAC and their innovative software solutions to any company.”

Maintenance Manager, Rottapharm

“Since implementing PEMAC, I have the information and key data that is required at Production meetings. I

can provide a full overview on all the work completed, in progress and what work needs to be assigned.”

Engineering Manager, CG Power Solutions

“Since implementing PEMAC we can see exactly what stock we hold and where it’s held. It has given us greater visibility across multiple sites. We can track all costs associated with our spare parts inventory and because spares are linked to the asset they are used on, we can measure the cost of maintaining each specific piece of equipment”.

Over the years, the level of service we have received has been excellent and this was central to our decision to roll out the system to a number of our other sites

Maintenance Manager at GeoPost

www.pemac.com

Author: Liam Fitzpatrick