As a Facilities Manager, you’re not only responsible for your team, but also the assets of your team. You have to identify the most efficient way to use your team’s time and resources so that they can complete tasks, address pressing issues, stay within the allocated budget and reduce operational costs.
The right CMMS software solution provides you with the tools you need to make informed business decisions, even when the pressure is on. The trick, of course, is knowing what you need to use as a success indicator for your team.
The term “Computerised Maintenance Management Software” (CMMS) refers to software that is designed to make Maintenance Management easier.
Technically, it still manages work orders, but it has evolved since the 1960s.
At present, rather than simply tracking work orders, CMMS helps you manage your inventory and maintenance team all in one convenient tool. It combines inventory management, scheduling, and work order tracking in one place to make life easier for Facilities Managers.
CMMS Reporting and KPIs to the Organisational Success
CMMS reporting can be a major determinant of your organisation’s success since a CMMS can reveal countless insights. Here’s how a proper CMMS can add value to your business in terms of Reports, Metrics, and KPIs.
Measure Maintenance Performance Indicators
Modern and forward-thinking organisations treat maintenance as a profit center rather than a cost centre. If you can fine-tune maintenance performance, you can improve organisational performance while also lowering costs and business risks. They are the key aspects of modern asset management.
Maintenance analytics, in the form of key performance indicators (KPIs), will assist you in measuring and driving your maintenance performance to optimal levels. They can assist you in visualising a new and profitable course by establishing a clear connection between maintenance tasks and overall organisational goals.
Tracking CMMS KPIs
A CMMS software solution allows you to track quantifiable metrics that aid in determining your company’s effectiveness. These key performance indicators (KPIs), of which there are as many, provide invaluable insight into how the processes you’ve implemented are working in practice, allowing Facilities Managers to evaluate their effectiveness and adjust business models and strategies as needed.
Examples of KPI measurement enabled by CMMS reporting include Asset Downtime, Staff Reactive Maintenance Work Hours, Mean Time Between Failure (MTBF), Work Order Life Cycle, and Maintenance Costs. Safety-related KPIs, which track data such as Near Misses, Number of Inspections Performed, Safety Committee Meetings, and Timeframes required to close action items, are also frequently mentioned. Putting all these together can give a clear understanding of workplace efficiency and safety.
Increasing Productivity and Cost Effectiveness
CMMS reporting provides accuracy and reliability in identifying the business threats and allows us to be prepared and overcome the challenges that could arise. This also leads to an increase in productivity and cost-effectiveness. In addition, businesses have a baseline to use preventative maintenance strategies to keep the problem from recurring.
The ROI of implementing a CMMS system is quite high when viewed through the lens of preventing productivity disruptions. As a result, CMMS reporting assists management in perfecting maintenance cycles, which improves operations and has a direct impact on a company’s bottom line.
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You can generate reports that show exactly what is accomplished each day by using your CMMS as a central tool for daily workflows. You can use this data to identify interruptions in the work shift and figure out how to increase productivity during those times. This only works if everyone on their team logs their activity in the system, so make sure everything your department handles goes through the CMMS for the best accuracy.
Maintaining a Record of Ongoing Maintenance and Reviewing It regularly.
Companies used to rely on a paper record system, which had numerous flaws. Security, organisation, and space were all challenges. As a result, it was far too easy to overlook preventative maintenance opportunities, which means that many departments only serviced equipment and machines when something went wrong. This is costly for any business because it neglects opportunities to make minor adjustments that could result in avoiding costly repairs or total replacements.
Companies can use a CMMS to create maintenance schedules to reduce these costs. Teams can keep track of maintenance history on each piece of equipment in your company, even as far back as 15 or 20 years, with a simple search. You can also include maintenance checklists for your team members to use so they know what to look for with each component in your facility.
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Keeping Your Team Informed
From training to announcements to updates and more, your CMMS program is the anchor that holds your team together. Workers can use the system to log maintenance data that other members of the team can access. This also allows you to determine who may require additional training to keep things moving in your department.
The best approach is to ensure that each team member understands how to use the CMMS and is actively engaged with it. It is beneficial to include initial CMMS training when a new member joins the group, as well as to conduct regular training to see how your team is using it.
Embracing the CMMS Software to Achieve Organisational Goals
A Facilities Manager’s goal is to implement a management system that maximises the use of valuable resources (manpower, equipment, materials, and funds) to maintain facilities and equipment. The system should include integrated processes that give the Facilities Manager control of overall facilities and maintainable equipment from acquisition to disposal.
A system of this type will also keep historical data for management use. Prior to purchasing a new CMMS or making additions to/replacing an existing system, the Facilities Manager should evaluate management data requirements and establish electronic data needs. Before investing in additional or new CMMS capabilities, the evaluation should include a return on investment (ROI) analysis. The Facilities Manager should acquire what is required to achieve the organisation’s goals.
The i4T Maintenance CMMS Software
i4T Maintenance enables you to effectively Handle Maintenance Requests, Source the Right Field Service Suppliers, Track the Quality of Work, Analyse Reports, and Manage Every Aspect of Their Business To Meet Service Requirements.
You can generate reports that show exactly what is accomplished each day by using the i4T Maintenance CMMS as a central tool for daily workflows. You can use this data to identify the loopholes in the workflow and figure out how to increase productivity while minimising your costs.
If you want to achieve any goals in life – whether personal, group or organisational – you must first know where you want to go. How you’re going to get there and how well you’re doing the tasks that will get you there. This probably applies to maintenance as it is to life.
To achieve organisational objectives and operational excellence, all levels of your organisation require access to dynamic maintenance information as a driver for performance improvement. Key performance indicators (KPI), similar to the indicators and gauges on your car’s dashboard, can be used to digitally analyse maintenance performance. They provide you with an immediate sense of direction, performance, and perspective.
In the modern drive for Industry 4.0 and digitalization, dynamic maintenance performance information is a source of advantageous business intelligence that can take you ahead of the competition. It is part of your role to use maintenance performance business intelligence effectively to stay ahead of the game.