SAP AND MAXIMO CMMS BENCHMARKS

AREA: REFINERY SAINT CROIX
OPERATOR: PDVSA – SHELL
PROJECT: SIMPLUS
Facilitator:
Carlos Parra
parrac37@yahoo.com

March, 2004

For this evaluation was selected the tool: The CMMS Benchmarking System. It was
developed by SMRP and The Maintenance Excellence Institute and is to be used with The
Scoreboard for Maintenance Excellence. It is used to evaluate the utilization of an existing
CMMS installation. It is designed as a methodology for developing a benchmark rating of
your CMMS (Class A, B, C, or D) to determine how well this tool is supporting best
practices and the total maintenance process. It is not designed to evaluate the functionality
of various CMMS systems nor is it intended to compare vendors. The system provides a
methodology for developing a benchmark rating of your existing CMMS to determine how
well this tool is supporting best practices and the total maintenance process. It can also be
used as a method to measure the future success and progress of a CMMS system
implementation that is now being installed. Maintenance best practices are the key and the
CMMS is the information technology tool that links it all together. A summary of The
CMMS Benchmarking System is shown in Figure 1 with the 9 evaluation categories that
include a total of 50 evaluation items for benchmarking your CMMS installation.

Figure 1. CMMS Evaluation categories

Draft under evaluation
www.confiabilidadoperacional.com

com . cost of downtime.The complete CMMS Benchmarking Rating Scale is shown below Figure 2. Preventive Maintenance tasks/frequencies data complete for 95% of applicable assets 5. A work control function is established or a well defined documented process is being used 12. Well defined priority system is established based on criticality of equipment. parts and vendor support costs are charged to work order and accounted for in equipment/asset history file 17. Life-cycle costing is supported by monitoring of repair costs to replacement value PLANNING AND SCHEDULING COMMENTS 21. safety factors. A documented process for planning & scheduling has been established 22. Data for maintaining equipment/asset database is assigned CMMS-RAM EDUCATION AND TRAINING 7. The level of proactive. Status of parts on order is available for support to maintenance planning process 26. Initial CMMS orientation training for all maintenance employees 8. Craft utilization (true wrench time) is measured and documented improvements have occurred 24. Cost improvements due to CMMS and best practice implementation have been documented 19. On-line work request (or manual system) used to request work based on priorities 13. Inventory management module fully utilized and integrated with work order module Draft under evaluation www. Budget status on maintenance expenditures by operating departments is available 18. Backlog reports are prepared by type of work to include estimated hours required 15. Equipment (asset) history data complete and accuracy 95% 2. CMMS Benchmarking CMMS Benchmarking System evaluation items and comments related to the evaluation items for each category: CMMS-RAM DATA INTEGRITY 1. Spare parts inventory master record accuracy 95% or better The maintenance practice for PM/CM has a report task and frequencies at least 95% complete 4. Data for maintaining parts inventory database is assigned 6. Initial CMMS orientation training for operations employees 10. Deferred maintenance and repairs identified to management during budgeting process 20. hours and costs tracked and analyzed for reduction MRO MATERIALS MANAGEMENT COMMENTS 28. Work order system used to account for 100% of all craft hours available 14. Craft labor.Daily or weekly work schedules are available for planned work 25. BUDGET AND COST CONTROL 16. etc.confiabilidadoperacional. CMMS systems administrator (and backup) designated and trained WORK CONTROL COMMENTS 11. An ongoing CMMS training program for maintenance and storeroom employees 9. planned work is monitored and documented improvements have 23. Scheduling coordination between maintenance and operations has increased 27. Emergency repairs.

CMMS provides MTBF.com . Electronic requisitioning capability available and used 32. Warranty information and status is available status readily available PREVENTIVE /PREDICTIVE MAINTENANCE (PM/PdM) COMMENTS 35. PM/PdM task descriptions contain enough information for new crafts person to perform task Draft under evaluation www. PM/PdM compliance is measured and overall compliance is 98% or better 37. MTTR . PM/PdM change process is in place for continuous review/update of tasks/frequencies 36. Inventory cycle counting based on defined criteria is used and inventory accuracy is 95% or better 30. Lube service specifications. The long range PM/PdM schedule is available & leveled loaded as needed with CMMS 38.29. Parts kiting is available and used for planned jobs 31. failure trends and other reliability data 40. tasks and frequencies included in CMMS database 39.confiabilidadoperacional. Critical and/or capital spares are designated in parts inventory master record database 33. Reorder notification for stock items is generated and used for reorder decisions 34.

Data for maintaining parts inventory database is assigned 6. Data for maintaining equipment/asset database is assigned 3 3 4 3 3 3 Total: 19 CMMS-RAM EDUCATION AND TRAINING 7. CMMS systems administrator (and backup) designated and trained 3 2 2 4 Total: 11 WORK CONTROL COMMENTS 11. Maintenance leaders use CMMS to manage maintenance as internal bussines 46. Equipment (asset) history data complete and accuracy 95% 2. Spare parts inventory master record accuracy 95% or better The maintenance practice for PM/PdM has a report task and frequencies at least 95% complete 4. Maintenance customer service levels are measured and documented improvements have occurred 44. Deferred maintenance and repairs identified to management during budgeting process 20.confiabilidadoperacional. The maintenance performance process is well established and based on multiple indicators compared to baseline performance values OTHER USE OF CMMS COMMENTS 45. Life-cycle costing is supported by monitoring of repair costs to replacement value Total: 18 Draft under evaluation www. Well defined priority system is established based on criticality of equipment. Engineering changes related to equipment/asset data. drawings and specifications are effectively implemented 48.4) CMMS-RAM DATA INTEGRITY 1. Initial CMMS orientation training for all maintenance employees 8. safety factors. Failure and repair codes used to track trends for reliability improvement 50. etc. Work order system used to account for 100% of all craft hours available 14. 3 2 3 3 2 Total: 13 BUDGET AND COST CONTROL 16. Backlog reports are prepared by type of work to include estimated hours required 15.com 4 4 4 4 2 . Initial CMMS orientation training for operations employees 10. cost of downtime. parts and vendor support costs are charged to work order and accounted for in equipment/asset history file 17. Maintenance standard task database available and used for recurring planned jobs SAP CMMS EVALUATION (Individual score: 1. An ongoing CMMS training program for maintenance and storeroom employees 9. Craft labor. A work control function is established or a well defined documented process is being used 12. On-line work request (or manual system) used to request work based on priorities 13. Craft performance against estimated repair times is measured and documented improvements have occurred 43.MAINTENANCE PERFORMANCE MEASUREMENT COMMENTS 41. Operations staff understands CMMS and uses it for better maintenance service 47. Downtime (equipment/asset availability) due to maintenance is measured and documented improvements have occurred 42. Cost improvements due to CMMS and best practice implementation have been documented 19. Budget status on maintenance expenditures by operating departments is available 18. Hierarchies of systems/ subsystems used for equipment/asset numbering in database 49. Preventive Maintenance tasks/frequencies data complete for 95% of applicable assets 5.

Scheduling coordination between maintenance and operations has increased 27. The long range PM/PdM schedule is available & leveled loaded as needed with CMMS 38. The level of proactive. tasks and frequencies included in CMMS database 39. Operations staff understands CMMS and uses it for better maintenance service 47.Daily or weekly work schedules are available for planned work 25. The maintenance performance process is well established and based on multiple indicators compared to baseline performance values 2 3 2 2 Total: 9 OTHER USE OF CMMS COMMENTS 45.com 2 2 2 2 1 1 . Critical and/or capital spares are designated in parts inventory master record database 33. Emergency repairs. Craft utilization (true wrench time) is measured and documented improvements have occurred 24. A documented process for planning & scheduling has been established 22. MTTR . hours and costs tracked and analyzed for reduction 3 3 2 4 3 3 4 Total: 22 MRO MATERIALS MANAGEMENT COMMENTS 28. Hierarchies of systems/ subsystems used for equipment/asset numbering in database 49. Reorder notification for stock items is generated and used for reorder decisions 34. Failure and repair codes used to track trends for reliability improvement 50. CMMS provides MTBF. drawings and specifications are effectively implemented 48. Status of parts on order is available for support to maintenance planning process 26. PM/PdM change process is in place for continuous review/update of tasks/frequencies 36. Maintenance standard task database available and used for recurring planned jobs Total: 10 Total score for SAP CMMS: 134 points CMMS Benchmarkig rate scale: Class C: 100 . Inventory cycle counting based on defined criteria is used and inventory accuracy is 95% or better 30. failure trends and other reliability data 40. Warranty information and status is available status readily available 4 3 4 4 3 3 2 Total: 18 PREVENTIVE /PREDICTIVE MAINTENANCE (PM/PdM) COMMENTS 35. Engineering changes related to equipment/asset data. Maintenance customer service levels are measured and documented improvements have occurred 44.139 points (50% to 69%) Draft under evaluation www.confiabilidadoperacional. Maintenance leaders use CMMS to manage maintenance as internal bussines 46. Craft performance against estimated repair times is measured and documented improvements have occurred 43. Downtime (equipment/asset availability) due to maintenance is measured and documented improvements have occurred 42. PM/PdM task descriptions contain enough information for new crafts person to perform task 2 3 3 2 2 2 Total: 14 MAINTENANCE PERFORMANCE MEASUREMENT COMMENTS 41. Parts kiting is available and used for planned jobs 31. PM/PdM compliance is measured and overall compliance is 98% or better 37.PLANNING AND SCHEDULING COMMENTS 21. Electronic requisitioning capability available and used 32. Inventory management module fully utilized and integrated with work order module 29. planned work is monitored and documented improvements have 23. Lube service specifications.

Craft utilization (true wrench time) is measured and documented improvements have occurred 24. Initial CMMS orientation training for operations employees 10. Emergency repairs. Parts kiting is available and used for planned jobs 31.Daily or weekly work schedules are available for planned work 25. Budget status on maintenance expenditures by operating departments is available 18. Electronic requisitioning capability available and used 32. A documented process for planning & scheduling has been established 22. Warranty information and status is available status readily available Draft under evaluation www. Scheduling coordination between maintenance and operations has increased 27. 3 2 2 3 2 Total: 12 BUDGET AND COST CONTROL 16.com 4 3 4 4 3 3 3 . Data for maintaining parts inventory database is assigned 6.confiabilidadoperacional. Initial CMMS orientation training for all maintenance employees 8.4) CMMS-RAM DATA INTEGRITY 1. CMMS systems administrator (and backup) designated and trained 3 3 3 4 Total: 13 WORK CONTROL COMMENTS 11. Cost improvements due to CMMS and best practice implementation have been documented 19. The level of proactive. Preventive Maintenance tasks/frequencies data complete for 95% of applicable assets 5. cost of downtime. Status of parts on order is available for support to maintenance planning process 26. safety factors. An ongoing CMMS training program for maintenance and storeroom employees 9. Well defined priority system is established based on criticality of equipment. hours and costs tracked and analyzed for reduction 4 3 3 4 4 4 4 Total: 26 MRO MATERIALS MANAGEMENT COMMENTS 28. On-line work request (or manual system) used to request work based on priorities 13. parts and vendor support costs are charged to work order and accounted for in equipment/asset history file 17. Life-cycle costing is supported by monitoring of repair costs to replacement value 3 4 3 4 2 Total: 16 PLANNING AND SCHEDULING COMMENTS 21. etc. planned work is monitored and documented improvements have 23. Critical and/or capital spares are designated in parts inventory master record database 33. Backlog reports are prepared by type of work to include estimated hours required 15. Inventory management module fully utilized and integrated with work order module 29. Equipment (asset) history data complete and accuracy 95% 2. Data for maintaining equipment/asset database is assigned 4 3 4 3 3 3 Total: 20 CMMS-RAM EDUCATION AND TRAINING 7. Inventory cycle counting based on defined criteria is used and inventory accuracy is 95% or better 30. Deferred maintenance and repairs identified to management during budgeting process 20. Spare parts inventory master record accuracy 95% or better The maintenance practice for PM/PdM has a report task and frequencies at least 95% complete 4. Reorder notification for stock items is generated and used for reorder decisions 34.MAXIMO CMMS EVALUATION (Individual score: 1. Craft labor. Work order system used to account for 100% of all craft hours available 14. A work control function is established or a well defined documented process is being used 12.

failure trends and other reliability data 40. E. tasks and frequencies included in CMMS database 39. Failure and repair codes used to track trends for reliability improvement 50. 1995. Maintenance customer service levels are measured and documented improvements have occurred 44. CENELEC. Maintenance leaders use CMMS to manage maintenance as internal bussines 46.179 points (70% to 89%) 3. Downtime (equipment/asset availability) due to maintenance is measured and documented improvements have occurred 42. Maintenance. BRIGGS. 9 N°4.com . PETERSON. PM/PdM task descriptions contain enough information for new crafts person to perform task 4 3 3 3 3 3 Total: 19 MAINTENANCE PERFORMANCE MEASUREMENT COMMENTS 41. BLANCHARD. Maintenance standard task database available and used for recurring planned jobs 3 3 3 4 3 3 Total: 19 Total score for MAXIMO CMMS: 156 points CMMS Benchmarkig rate scale: Class B: 140 . References B. The maintenance performance process is well established and based on multiple indicators compared to baseline performance values 3 3 3 3 Total: 12 OTHER USE OF CMMS COMMENTS 45. Maintainability and Safety (RAMS)". September 1994. The long range PM/PdM schedule is available & leveled loaded as needed with CMMS 38. PM/PdM change process is in place for continuous review/update of tasks/frequencies 36. drawings and specifications are effectively implemented 48. Vol. CMMS provides MTBF. PM/PdM compliance is measured and overall compliance is 98% or better 37. Hierarchies of systems/ subsystems used for equipment/asset numbering in database 49. EN 50126. Operations staff understands CMMS and uses it for better maintenance service 47. D. Maintenance : the quarterly journal for all those concerned with the maintenance and servicing of physical asssets". John Wiley & Sons. "Railway applications – The specification and demonstration of Reliability.L. MTTR . Draft under evaluation www. DAVID. 2000. Craft performance against estimated repair times is measured and documented improvements have occurred 43. 9-4. Availability. Engineering changes related to equipment/asset data. New York. "Totale Productive Maintenance an Reliability Centred Maintenance. "Practical RCM analysis and its information Requirements". HARRIS John. Maintainability : a Key to Effective Serviceability and Maintenance Management.S. Competing or Complementary.confiabilidadoperacional. Lube service specifications. MOSS Bob. VERMA. septembre 1994.Total: 19 PREVENTIVE /PREDICTIVE MAINTENANCE (PM/PdM) COMMENTS 35.

RAUSAND Marvin. 6-1.. MSG-3. Butterworth-Heinnemann Ltd. décembre. Maintenance. 1992. RYAN Vincent. New York. janvier 1995. mars 1991.. 1993. Maintenance. 10-1. SANDTORV Helge.KNOWLES Michael. This manual supersedes NAVAIR 00-25-403. "Reliability Centred Maintenance". Maintenance programme document MSG-3 Revision 2. Draft under evaluation www. "A Systematic Approach to Managing Risk . Air Transport Association of America.A New Paradigm". 1996. MOUBRAY John.RCM".confiabilidadoperacional. 7-4. MOUBRAY John. Maintenance. NAVAIR. Maintenance. Volume 11. Oxford. "Reliability Centred Maintenance RCM II".com . "Getting Started in RCM". SMITH A M. 1993. Direction of commander. "RCM . Naval Air Systems command. . MC GRAW HILL. "Maintenance Management . Guidelines For The Naval Aviation Reliability-Centered Maintenance. 1996. n° 1. 1991.Closing the loop between Design Reliability and Operational Reliability".