It is very important to have a facilities manager (FM) in place who has excellent leadership skills. Here, FacilitySource reviews why it is also important for this FM to focus on Computerized Maintenance Management Systems (CMMS). A CMMS ensures that an FM is able to continuously monitor all planned activities, spend, and maintenance needs. However, this is only possible with a good CMMS program and finding that can be somewhat of a challenge.
FacilitySource Reviews why You Need a CMMS
For many businesses, having a good CMMS in place is the obvious choice. However, those that don’t have one yet are often put off by the price and choose to stick with their outdated systems instead just to be able to stay within budget. However, there are some warning signs that suggest updating to the latest technology is essential:
- Not being completely confident about payment processing and work completion, scheduling, and timing.
- Not being able to identify an asset’s work history, serial number, model, and/or make.
- Having service level agreements (SLAs) that are intangible, such as random technicians being sent after a vendor service call.
- Having poor quality SLAs in place that are not fit for purpose.
- Having a limited CMMS in place that does not show how long it will take to repair something.
- Not being able to track the history of work orders on major and minor assets alike.
What Does a Good CMMS Look Like?
In order to find a good CMMS, it is important to first understand what it includes. It is all about being proactive and engaging employees in the system. Doing so lowers employee turnover and increases brand loyalty. The following features should be present as a minimum:
- Systems performance identifier based on analytics.
- Analytics showing the performance of service vendors.
- Being able to see the full work history of every asset.
- Being able to determine what costs are charged by which vendors and why.
- Having systems connected to the internet that automatically notify the appropriate vendors when needed.
- Access to a full network of vendors for best prices.
- The ability to submit work orders very rapidly.
- Being able to access the system online.
The FM should be responsible for assessing prospective CMMS to determine whether the should be implemented. They should take a stepped approach to this that includes:
- Choosing a system that functions online.
- Ensuring the system tracks performance of vendors.
- Working together with an external FM who includes a CMMS.
- Choosing a system that allows a range of different work orders to be scheduled.
- Choosing a system that tracks budget (expenditure and remainder).
By focusing on those five elements, a FM should be able to choose an appropriate CMMS for their needs. If a business does not have a dedicated FM, it is recommended that they consider outsourcing this to a professional service instead. In so doing, they also don’t have to take the responsibility for finding the most appropriate CMMS and keeping it up to date.