CMMS programs have been a valuable asset management tool since the 1980’s, but despite their widespread proliferation, many facilities and maintenance professionals still haven’t realized the full potential that modern CMMS programs bring to the table. It’s not uncommon for companies to mistakenly see their existing CMMS as just a work order printing press.

While work order printing, or electronic work order management, are crucial components of any CMMS program, They are only a part of the functional benefits and potential cost savings of today’s CMMS programs. Analysis of a survey conducted by Plant Services magazine seems to reflect that many maintenance and facilities management professionals aren’t properly utilizing the functionality of their CMMS systems and may not be aware of the reliability, efficiency, and cost-cutting potential that’s literally at their fingertips.

Prevention through Preparation

Preventative maintenance is one of the key contributors to any organization’s bottom line. Unexpected equipment failures can quickly eat up profits through lost production and associated (but often unrecognized or improperly tracked) costs such as expensive overnight shipping for replacement parts. A strong preventative maintenance plan is perhaps the best “offensive” strategy to minimize equipment failures and keep your facility running efficiently. A CMMS program will enable you to track nearly every aspect of your operating equipment, using the work order as the “document of record” to tie together all repair history and costs of a particular asset. With this information in hand, you can analyze costs and downtime so as to efficiently schedule routine maintenance to prevent system failures before they can disrupt your operation.

The same data will also enable you to make intelligent, strategic decisions regarding equipment expenditures by analyzing and grading your assets in light of good data. An old, but well-maintained, machine may save you on a costly replacement for many long, happy years. CMMS-generated reports based upon good data will let you know. By knowing the precise details of your equipment’s performance, you’ll be better positioned to make intelligent purchasing decisions and deploy your staff efficiently.

Simplify Your Storeroom

Even with the preparation afforded by a quality CMMS, equipment breakdowns are bound to happen. CMMS utilization will keep downtime and expenses to a minimum when the inevitable occurs. Instead of scrambling through a disorganized stockroom only to find yourself without the part you need, consider using your CMMS to build and manage your complete spare parts inventory. Doing so involves identifying all of your facility’s equipment, the maintenance requirements of each asset, and the critical spare parts that should be kept in inventory. Your CMMS can then track the parts usage, allowing you to monitor your inventory level. Over time, you will be able to establish ever more accurate minimum/maximum levels needed on hand; reduce dollars spent on parts that sit on the shelf for far too long; and reduce expedited freight costs for parts that previously were not kept in stock.

The savings involved are self-evident. A properly configured CMMS system will minimize wasted labor hours and lost revenue from downtime through the automation and accuracy it provides. Instead of shelling out for overnight shipping to secure a desperately needed spare part, your CMMS could save you thousands by keeping better track of your inventory. Further, it can minimize wasteful spending and cluttered storerooms by keeping you up to date on what you have, what you need and when you need it. For example, a packaging plant in the Midwest once determined it had 2,500 SKUs in replacement parts throughout their facility that were completely “off the grid.” Prior to implementing a CMMS system, the company calculated $150,000 worth of spare parts on hand. Upon investigation, they discovered over $900,000 in unreported parts and duplicates sitting uselessly on crowded shelves. Their CMMS implementation allowed them to track down and consolidate all of their spare parts, resulting in a more efficient, cost-effective inventory.

Choosing a quality CMMS program and making the most of it can be a challenging task. Luckily, CMMS Data Group has made it easier than ever. Our celebrated MVP Plant CMMS software is a powerful asset management system, providing a simple solution to organize your inventory, manage costs, and allocate resources for facilities of all sizes. In addition, we provide in-depth training and outstanding support to ensure you make the most of your MVP Plant maintenance software and maximize the potential of your operation.