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What is a CMMS? A CMMS (Computerized Maintenance Management System) is a software application used to manage and track maintenance activities in an organization. It helps to optimize maintenance processes, improve equipment reliability, and reduce maintenance costs. What are the main benefits of using one? 1. Improved Maintenance Planning and Scheduling 2. Increased Equipment Availability and Reliability 3. Reduced Maintenance Costs 4. Better Inventory Management 5. Increased Safety and Compliance 6. Improved Data Tracking and Analysis 7. Better Resource Allocation 8. Streamlined Work Order Management. What are the most important features of a CMMS? 1. Asset Management: The ability to manage and track maintenance activities, schedules, and history for equipment, facilities, and other assets. 2. Work Order Management: The ability to create, track, and manage maintenance work orders, including assignment, scheduling, and completion. 3. Inventory Management: The ability to manage and track inventory levels, including reordering, usage, and costs. 4. Preventive Maintenance: The ability to schedule and track preventive maintenance activities, including automated reminders and alerts. 5. Reporting and Analytics: The ability to generate reports and perform data analysis on maintenance activities, costs, and equipment performance. These features are essential for effective maintenance management and can help organizations improve equipment uptime, reduce maintenance costs, and increase overall efficiency. The specific features and capabilities of a CMMS will vary depending on the vendor and the specific needs of the organization, but these 5 features are commonly found in most systems. What is the typical return on investment of using one? The typical return on investment (ROI) of using a CMMS can vary greatly based on factors such as the size of the organization, the complexity of its maintenance operations, and the level of integration with other systems. However, some common benefits that can lead to a positive ROI include: 1. Increased equipment uptime and availability. 2. Reduced maintenance and repair costs. 3. Improved inventory management. 4. Streamlined maintenance processes. 5. Enhanced decision making through improved data and reporting. In general, the ROI of a CMMS can range from 6 months to 2 years, with some organizations reporting ROI as high as 300%. What are the main problems with CMMS? 1. Implementation and Integration Challenges: Implementing a CMMS can be complex, time-consuming, and require significant resources, especially if it involves integrating with existing systems. 2. User Adoption: Getting all users on board with using the system can be a challenge, especially if they are resistant to change. 3. Data Quality: The accuracy and completeness of the data entered the CMMS is critical to its effectiveness, and ensuring data quality can be difficult. 4. Customization: Customizing a CMMS to meet the specific needs of an organization can be complex and may require specialized skills. 5. Maintenance of System: The CMMS needs to be regularly maintained and updated to ensure that it continues to be effective. 6. Cost: CMMS systems can be expensive, and some organizations may not have the budget to invest in a comprehensive system. 7. Technical Support: Technical support can be a challenge, especially if the vendor is unresponsive or the system is not functioning properly. What is the typical cost of a CMMS? The cost of a CMMS can vary greatly depending on the features and complexity of the system, as well as the vendor and pricing model. On average, a basic CMMS system can cost anywhere from £5,000 to £20,000, while more complex and feature-rich systems can cost upwards of £50,000 or more. It is important to consider that the cost of a CMMS is not just limited to the initial purchase, but also includes ongoing expenses such as support, maintenance, upgrades, and training. Some CMMS vendors offer a software-as-a-service (SaaS) model, where the software is hosted and maintained by the vendor and accessed via a monthly or annual subscription, while others offer a perpetual license model where the software is purchased outright and maintained by the customer. The cost of a CMMS can also be impacted by factors such as the number of users, the size of the organization, and the level of customization required. To determine the cost of a CMMS that meets your specific needs, it is recommended to speak with vendors and compare quotes from multiple providers. What is the typical implementation time? The typical implementation time of a CMMS can vary greatly depending on the size and complexity of the organization, as well as the level of customization required. On average, a basic CMMS implementation can take anywhere from 3 to 6 months, while more complex implementations can take up to a year or more. The implementation process typically involves several stages, including: 1. Planning and Preparation: This stage involves defining the requirements, goals, and objectives of the CMMS, as well as identifying the resources required for implementation. 2. Data Collection and Migration: This stage involves gathering and organizing existing maintenance data, as well as configuring the CMMS to meet the specific needs of the organization. 3. Testing and Validation: This stage involves testing the CMMS to ensure that it functions as intended and meets the requirements of the organization. 4. User Training: This stage involves training users on how to use the CMMS and ensuring that they are able to effectively perform their tasks. 5. Deployment: This stage involves deploying the CMMS into production and making it available to users. It is important to note that the implementation time of a CMMS can be impacted by factors such as the availability of resources, the level of user adoption, and any unexpected challenges that arise during the implementation process. To ensure a successful implementation, it is recommended to work with a vendor or consultant with experience in CMMS implementation. At 53North we designed, My Maintenance Planner (MMP) from scratch. We wanted MMP to be simple and cost effective, designed by engineers for engineers. We believe that a simple to use and cost effective system is best because it can help organizations improve their maintenance operations without requiring significant investment or training. A user-friendly interface and straightforward functionality make it easy for maintenance teams to use the system, reducing the time and effort required to perform maintenance tasks and reducing the risk of errors. Additionally, MMP can help organizations better control their maintenance expenses by providing the tools and information needed to make informed decisions about maintenance activities. By streamlining maintenance operations and reducing costs, a simple and cost-effective CMMS can help organizations achieve improved equipment uptime and increased overall efficiency. To discuss MMP in more detail and to get a demo please contact 53North at enquiries@53northgroup.com

What is maintenance Backlog? Maintenance backlog is the quantity of work that needs to be completed by the maintenance crew. The work waiting to be done could be for reasons of safety, environmental, quality, or to stop asset downtime, however, it could also be for lower priority work. Examples could include carrying out preventative maintenance, taking oil samples, changing defective bearings, or repainting floor markings, they all count. Why should we measure backlog? Backlog is important for us to understand, as it allows us to balance the amount of work available with the labour resources needed. Having a backlog of work is a good thing, you just have to find the right balance. If there is a continually small amount of backlog, then that would suggest that there is more resources then required or improvement work is not being identified. A large maintenance backlog would suggest that the maintenance team is under resourced, and the worst-case scenario is that the backlog is continually growing. In this last case, the practice that is often used is to cancel a load of work that is over 6 months old, leading to a saw tooth backlog and a situation you want to avoid. The aim is to keep backlog balance, stable, controlled, and measured, so that we can proactively react to upcoming spikes. How much backlog is acceptable? Backlog can be measured in a number of different ways, our experience is that the based way to measure backlog is this: Maintenance Backlog = Work (total hours) / Crew Capacity (hours per week) Work = All work in the system ready to be carried out. Crew Capacity = the time in a week that the maintenance crew have to spend on backlog work. This is the tool time of the engineers minus any indirect commitments (training, meetings, holidays etc). If we use this calculation, we get a measure backlog in weeks. A good practice guide in the amount of backlog is around 2 to 4 weeks, however, each business must decide on how much is right for them. How do you manage backlog? How do I reduce maintenance backlog? I hear you ask. Well we’ve listed our top tips below: 1. Design a planning and scheduling system that meets your needs. There are two basic concepts of maintenance planning, the first is to plan for day-to-day activities (usually creating a weekly bucket of work), the second is planning for maintenance turnarounds (longer plant shutdowns or outages). Make sure your system has clear roles and responsibilities, fits with you CMMS software, and has the correct standards of work identified. Our MMP software supports the creation of building best practice planning and scheduling systems. 2. Ensure every job is clearly identified and prioritised. A good description of work, linked to the asset should help stop work request duplication, unwanted work and help the planner to plan more effectively. All work should be prioritised using a method that links to the business overall goals. If you must choose where to focus efforts, then priorities are critical. MMP allows all the work to be prioritised so that it can be filtered, and high priority actions easily identified. 3. Get good at estimations and producing job plans. The more accurate the job plan is in terms of estimations, details of work, methods of work, tools required, permits and spares needed, the more the engineers will be on the tool. This will improve wrench time and as such, more work will get done per engineer available to you. MMP allows you attach any work plans to your work order as well as photos to support explanation of the work required. Crewing and resources can be entered into work plans to allow for accurate backlog tracking. 4. Co-ordination is key. Factory outages don’t run themselves, to get the most out of them they need to be carefully co-ordinated. Outage planning, execution and review systems should be introduced to ensure we get the biggest bang for our buck. 5. Be a scheduling master. It’s critical to get the maintenance teams in the right place at the right time with the right resources available. If work needs to be rescheduled due to equipment or spares not being available, it has a significant impact on backlog. MMP allows you to export a future look at you PM strategy so that workloads can be understood over the next year 6. Reduce your reactive work. Factories that have a high amount of reactive work will find it more difficult to get backlog under control. This is because the maintenance teams are pulled from pillar to post and the environment remain hectic. As you change from a reactive to a proactive culture the backlog will become easier to manage. Our colleagues at 53North group are experts at taking companies from a reactive position to a positive proactive one, check them out at www.53northgroup.com Just remember when measuring backlog that there are sometimes activities that can greatly impact it, for example, if PM’s always come out on a Monday. For this reason, measure at a consistent time each week or month, that way you will have a more consistent and accurate reflection.