Not just for maintenance: How CMMS benefits other functions, Part II


A Maintenance Scheduler or Planner can receive an automated e-mail for each new maintenance request to approve as well as see it on his/her CMMS dashboard. Courtesy: Smartware GroupIn the first part of our series, we examined how engineering and quality personnel interface with CMMS to correct an issue with a volumetric feeder before a breakdown occurs leveraging predictive maintenance. Now Part II delves into how other areas of an organization, like Sales and Environmental Health & Safety (EH&S), can also gain from routine CMMS access along with Engineering, Quality, Operations, Supply Chain, Maintenance and Human Resources with different CMMS user type roles.

The scenario

Say a facility tour was hosted the other week by your sales team. A sales manager noticed a potential “nip point,” and wanted to react quickly to this safety hazard. He submits a maintenance request into your CMMS, which becomes automatically routed to your maintenance scheduler to review the details of the request, including its priority level. The scheduler approves the request, converts it to a work order and sets the job plan. The plan involves an estimated number of hours as well as the skills and materials required. Because it’s a safety-related work order, the maintenance scheduler includes your EHS technician along with your maintenance technician when the work order is assigned.

The action

After receiving an automatic e-mail notification of the assigned work order and viewing it on his CMMS dashboard, your maintenance technician and EHS technician get to work. The EHS tech looks up the safety program surrounding this particular machine and notes an engineering control deficiency. In the meantime, the sales team wants to schedule another facility tour. The sales manager logs into your CMMS to see the current status of his maintenance request and notes that it’s still a Work-In-Progress (WIP). The facility tour is delayed for the time being.

The resolution

The maintenance tech, meanwhile, performs the work to safeguard the machine. He documents the task steps, material and actual labor time used and signs off on his work. The EHS tech updates the existing safety program to include any extra precautions as a result of this work. The work order now has a “Complete Pending” status and is instantly routed to an engineer for approval. The engineer receives an e-mail notification and sees the pending work order approval on her dashboard and investigates. She verifies the work performed and approves the work order, which then receives a “Complete Approved” status. An e-mail and dashboard notification is then distributed to the maintenance scheduler, maintenance technician, EHS technician, and the sales manager. A new facility tour is added to the calendar, and the maintenance and EHS teams move onto the next project.

By working within the same CMMS, many different functions can rely on a single “version of the truth” and cut down on productivity and communication drains. Sales and EH&S, for instance, can collaborate effectively without unnecessarily infringing on one another’s time to get machines and facilities safe and operational. Check in with Maintenance Matters for Part III of “Not Just for Maintenance: How CMMS Benefits Other Functions” – coming soon!

-          This article originally appeared on Smartware’s blog. Smartware Group is a CFE Media content partner. 

Aleksandar , Ontario, Canada, 10/13/16 01:31 PM:

In this and previous article your scenarios are obviously hypothetical rather then derived from a real-world experience.
Detection of "wrong volumetric feeder calibration is not explained, but story begins with its detection and sending emails out for initiating resolve simply and automatically assuming maintenance qualification.
In this article, someone out of the blue and just by chance, discovers a serious safety issue, and automatically qualifies this as a maintenance task. Unless there was a fixed or movable guarding around pinch-point in the original and approved design, this is not by default a maintenance issue. This machine should've not been approved for SOP in the first place.
While I can understand your desire to construct hypothetical examples in order to demonstrate the multi-faucet value of CMMS, giving non-realistic scenarios undermines the very purpose of reaching your potential audience.
I hope you will find this opinion useful in designing your future articles.
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