MAINTENANCE

ENGINEERING AND
MANAGEMENT
Chapter 5: Computerized Maintenance Management System (CMMS)
COURSE LEARNING OUTCOMES (CLO):

 Upon completion of this course, students should be able to:

 CLO1 : apply the concepts of maintenance organization and strategies to solve related problems. (C3,
PLO1)
 CLO2 : analyze the principles of maintenance strategies and elaborate on the significance of a system
approach to maintenance. (C4, PLO7)
 CLO3 : organize project management and finance by group in actual workplace related to maintenance
management. (A3, PLO11)
COMPUTERIZED MAINTENANCE MANAGEMENT
SYSTEM (CMMS)

5.1 EXPLAIN CMMS

Explain CMMS:

 CMMS stands for Computerized Maintenance Management System

 It's a software program that helps maintenance departments organize, schedule, and track maintenance
activities
 CMMS provides a centralized database for all maintenance-related information
 CMMS can be used for equipment maintenance, preventive maintenance, inventory management, and
work order tracking
 CMMS has comprehensive reporting capabilities that allow for informed decision-making about
maintenance scheduling, resource allocation, and overall maintenance strategy
5.1.1LIST THE BENEFITS OF CMMS
List the benefits of CMMS:

 CMMS is a software application used to manage maintenance operations, inventory, work orders, and other related tasks.
 The benefits of using CMMS include:
1. Improved maintenance planning and scheduling
2. Increased equipment reliability
3. Enhanced inventory control
4. Better communication
5. Improved compliance
6. Increased safety
7. Cost savings.

 CMMS allows organizations to reduce equipment downtime, increase productivity, and identify recurring problems to take proactive
measures.
 CMMS also enables efficient inventory management, minimizing equipment downtime due to parts unavailability, and reducing
inventory holding costs.
 CMMS facilitates communication between maintenance staff, managers, and other stakeholders, and provides real-time access to
maintenance-related data for informed decision-making.
 CMMS helps organizations maintain a safe working environment by ensuring equipment is well-maintained, reducing the likelihood of
accidents and safety-related incidents.
 By improving maintenance planning and scheduling, reducing equipment downtime, and minimizing inventory holding costs, CMMS
can help reduce overall maintenance costs.
5.1.2DESCRIBE CMMS CONCEPTS
Describe CMMS concepts:

 CMMS is a software-based tool used to manage maintenance operations and related activities
efficiently.
 Key concepts associated with CMMS include:
1. Work orders: prioritize, schedule, and complete maintenance tasks efficiently based on preventive maintenance schedules,
equipment breakdowns, and inspections.
2. Preventive maintenance: proactively maintain equipment and assets, reducing failures and downtime.
3. Asset management: track assets, their location, maintenance history, and related costs.
4. Inventory management: manage spare parts and maintenance-related supplies efficiently by tracking inventory levels,
reorder points, and usage patterns.
5. Reporting: generate various reports related to maintenance operations, asset management, inventory management, and
other related activities.
6. Integration: integrate with other enterprise systems, such as ERP, to streamline operations, reduce redundancies, and
ensure maintenance data is accurate, timely, and accessible.
5.1.3IDENTIFY THE BENEFIT IMPLEMENT
CMMS.
Describe CMMS concepts:

 Implementing CMMS (Computerized Maintenance Management System) provides several benefits to

organizations.
 Key benefits of implementing CMMS include:
1. Better maintenance planning and scheduling, reducing downtime and improving efficiency.
2. Improved inventory management by tracking spare parts and materials, reducing costs and ensuring availability.
3. Enhanced asset management through a centralized database for tracking asset location, status, and maintenance history.
4. Increased safety and compliance by providing detailed instructions and checklists for maintenance procedures.
5. Improved reporting and analysis capabilities with real-time data on maintenance activities, enabling identification of trends
and areas for improvement.
5.2 DESCRIBE THE MAINTENANCE
MANAGEMENT CONCEPTS IN CMMS
Analyze maintenance scheduling:

 CMMS (Computerized Maintenance Management System) helps manage maintenance activities.

 Maintenance management concepts in CMMS include:
1. Work Order Management: Creating, assigning, tracking, and closing work orders. Prioritizing based on criticality and
allocating resources.
2. Preventive Maintenance: Performing regular maintenance tasks to prevent equipment breakdowns. Creating schedules,
tracking completion, and generating reports.
3. Asset Management: Tracking and managing assets like equipment, tools, and spare parts. Centralized repository with asset
location, condition, maintenance history, and warranty information.
4. Inventory Management: Tracking inventory levels, creating purchase orders, receiving and storing inventory items, and
issuing them for maintenance tasks.
5. Resource Management: Managing labor, equipment, and materials for maintenance tasks. Tracking availability, scheduling
allocation, and monitoring utilization.
6. Reporting and Analysis: Generating reports on work order history, equipment downtime, preventive maintenance
compliance, and inventory levels. Facilitates decision-making and identifies areas for improvement.
5.2.1IDENTIFY THE APPROACH METHODS
TOWARD COMPUTERIZATION.
Identify the approach methods toward computerization:

 Several approaches to computerizing maintenance management exist:

1. In-house development: Organizations develop their own maintenance management software internally, tailored to their
specific needs.
2. Off-the-shelf software: Commercial software packages designed for maintenance management are readily available,
offering cost savings but limited customization.
3. Open-source software: Free software that can be customized to fit an organization's specific requirements, requiring
technical expertise for development and maintenance.
4. Cloud-based software: Maintenance management software accessed via the internet, allowing remote access and
eliminating the need for on-premises servers and IT support.
5. Mobile apps: Maintenance management applications designed for mobile devices, enabling technicians to access work
orders and schedules on the go.
5.2.2DETERMINE THE SCOPE OF
COMPUTERIZATION SHOULD BE DEVELOPED.
Determine the scope of computerization should be developed:

 When determining the scope of computerization for maintenance management, consider the following
areas:
1. Sub-system or branches: Divide the system into sub-systems or branches based on equipment type or maintenance
activities to better organize and manage maintenance tasks and enable detailed reporting and analysis.
2. Master files: Develop comprehensive master files containing information about assets and equipment, including details,
work history, maintenance schedules, and spare parts inventory. This ensures efficient maintenance activities and
availability of necessary spare parts.
3. Transaction files: Maintain transaction files that capture information about maintenance activities, such as work orders,
preventive maintenance schedules, and repair history. This data is crucial for tracking costs, analyzing equipment
performance trends, and assessing maintenance activity.

 Consider the organization's resources and goals when determining the scope of computerization. A
phased approach may be suitable, starting with a basic system and expanding gradually over time as
needs and resources evolve.
 The scope of computerization should aim to optimize maintenance activities, reduce costs, and increase
equipment availability and reliability.
Sub-system or branches:

 Sub-system or branches in computerized maintenance management refer to individual modules or

components of a CMMS.
 Sub-systems are developed to handle specific functions such as work order management, inventory
management, asset management, and preventive maintenance scheduling.
 Benefits of developing sub-systems include focused and efficient management of maintenance
operations tailored to specific needs.
 Sub-systems can be implemented gradually in a phased approach, managing cost and minimizing
disruptions to ongoing operations.
 Careful planning and coordination are necessary to ensure integration and compatibility between sub-
systems.
 Sub-system development requires understanding interdependencies, defining interfaces, and
establishing data exchange protocols.
 Sub-systems improve maintenance management by optimizing processes and enabling a modular
implementation approach.
Master files:

 Master files are a crucial part of computerization in maintenance management.

 They consist of equipment files and inventory files.
 Equipment files contain information about each piece of equipment, including identification, location,
history, maintenance schedule, and replacement parts.
 Inventory files provide data on materials and supplies used in maintenance, including quantity, location,
cost, reorder points, and lead times.
 The accuracy and completeness of master files are essential for generating accurate reports, schedules,
and work orders.
 Procedures should be established for maintaining and updating master files, including regular audits.
 Staff members should be trained in using the CMMS to ensure proper data entry and consistency.
Transaction files:

 Transaction files in CMMS store records of individual maintenance activities.

 They contain information such as the date, time, and personnel involved in the maintenance work, as
well as details about the equipment and resources used.
 Transaction files serve as a historical record for maintenance activities and can be used for analysis and
reporting purposes.
 They help identify patterns or trends in equipment failures and track the performance of maintenance
teams or technicians.
 Transaction files support preventive maintenance by identifying recurring issues and scheduling
proactive maintenance tasks.
 They are essential for generating various reports in the CMMS, such as work order histories, equipment
maintenance histories, and inventory usage reports.
 These reports aid in tracking performance metrics, identifying areas for improvement, and making
informed decisions about maintenance activities.
5.3 INITIATE ELEMENT NEED TOWARD
COMPUTERIZATION
Initiate element need toward computerization:

 Identify objectives and scope of computerization effort in maintenance management.

 Acquire suitable computer hardware, including desktops, laptops, servers, and mobile devices.
 Select and install appropriate software systems, such as CMMS, EAM, ERP, and specialized software.
 Identify and organize data to be input into the software system, including asset and equipment data,
work orders, preventive maintenance schedules, and inventory data.
 Train staff members to use the software and define their roles and responsibilities.
 Define and standardize maintenance management processes, establish workflows, standard operating
procedures, and quality control measures.
 Establish communication channels between the maintenance management system and other business
systems.
 Regularly review and improve the system to ensure it meets objectives and adapts to changing needs
and technology advancements.
5.3.1LIST CLASSIFICATION STEPS OR GUIDE
LINES
List classification steps or guide lines:

 Here are the steps or guidelines for initiating elements needed toward computerization of a CMMS:

1. Identify the maintenance functions to be computerized.

2. Determine the scope of the CMMS.
3. Define the required data for each maintenance function.
4. Determine the source of data.
5. Determine the level of automation required.
6. Establish a user-friendly interface.
7. Define the required reports.
8. Establish security requirements.
9. Determine the training requirements for CMMS users.
10. Define maintenance procedures to ensure effective use of the CMMS.
11. These steps provide a structured approach to guide the initiation and implementation of a computerized maintenance
management system.
5.3.2DRAW A FLOW DIAGRAM FOR
MAINTENANCE INFORMATION SYSTEM
NEED
Draw a flow diagram for maintenance information system need:

 A flow diagram for a maintenance information system provides a visual representation of the processes
involved in the system.
 It consists of boxes or shapes connected by arrows to show the flow of information or materials.
 The flow diagram can depict various aspects of the maintenance information system, including work
order processing, inventory management, preventive maintenance scheduling, equipment tracking, and
asset management.
 The diagram helps in managing maintenance activities and improving asset performance.
 It contributes to reducing downtime, increasing productivity, and enhancing customer satisfaction.
 These flow diagrams provide visual representations of the processes involved in each aspect of the
maintenance information system, offering a structured approach to managing maintenance activities
and improving asset performance.
Draw a flow diagram for maintenance information system need:
a. Work Flow Control

Work request Technician

submitted by completes the
work and
Supervisor
reviews and
the updates the work
order status.
approves the
completed work.
requester.

Work request Work order Work order is

reviewed and
approved by the
created and
assigned to a closed and
supervisor. technician.
archived.
Draw a flow diagram for maintenance information system need:
b. Schedule Maintenance

Maintenance Work order Resources Scheduling based

request received created with allocated for the on priority and
or identified. necessary details. work order. availability.

Completion of
Feedback and Execution of Notifications sent
maintenance and
review for scheduled to relevant
work order
improvement. maintenance. stakeholders.
update.
Draw a flow diagram for maintenance information system need:
c. Document Equipment Data and History

Collect Generate
Record Analyze Provide
equipment reports Store data in
equipment equipment access to
data summarizing a database for
maintenance data for authorized
(manufacturer, equipment easy access.
history. trends. personnel.
model, etc.). data.
Draw a flow diagram for maintenance information system need:
d. Track Costs of Labor, Parts, and Services

Collect service data Use the system to track Generate reports for
Collect labor cost Collect parts and Use data for budgeting
from contractors or and manage cost analysis and
data. materials data. and forecasting.
vendors. maintenance costs. resource allocation.
Draw a flow diagram for maintenance information system need:
e. Track Time

Approve the
activity for billing
Update inventory and accounting.
if parts are used.

Record activity
details and assign
labor and cost.

Calculate
duration of the
activity.

Record start
and stop
time of
maintenance
activity.
Draw a flow diagram for maintenance information system need:
f. Track Inventory

Receive and record inventory.

Store inventory in a designated

area.

Track inventory movement and

levels.

Replenish inventory when threshold

is reached.

Conduct regular inventory audits.

Generate reports on inventory levels

and usage.
Draw a flow diagram for maintenance information system need:
g. Report

Analyze data to Generate reports

Collect data from
identify trends and based on analyzed
various sources.
problems. data.

Continuously
Distribute reports to Review and take improve the
stakeholders. corrective action. maintenance
information system.
5.4 ORGANIZE A PLANNING MODULE FOR
PREVENTIVE MAINTENANCE AND
REPAIRING
Organize a planning module for preventive maintenance and repairing:

 The planning module for preventive maintenance and repairing is an important component of a computerized
maintenance management system (CMMS).
 It involves considering various elements of preventive maintenance, such as lubrication, inspections,
adjustments, cleaning, and part replacements.
 A job catalog is developed to contain all maintenance tasks and procedures based on industry standards and
facility-specific needs.
 A codification system is established for breakdowns, material management, and service and facility needs to
streamline spare parts and material ordering.
 A module for job sequence record, frequency, and determination helps in creating schedules for maintenance
tasks, including required tools, materials, and estimated time.
 The work order and job schedule module is used to create, assign, and track work orders for maintenance
activities.
 Documentation is essential for evaluating the maintenance plan's effectiveness, including details of performed
activities, encountered issues, and associated time and cost.
 Reviewing this documentation helps identify areas for improvement and make necessary adjustments to the
maintenance plan.
5.4.1LIST THE VARIOUS ELEMENTS OF
PREVENTIVE MAINTENANCE.
List the various elements of preventive maintenance:

 The various elements of preventive maintenance using a Computerized Maintenance Management

System (CMMS) include:

1. Lubrication: Regularly applying lubricants to equipment or machinery to reduce friction and prevent wear and tear.

2. Inspections: Conducting routine inspections of equipment to identify any signs of damage, malfunction, or potential
issues.

3. Adjustments: Making necessary adjustments to equipment settings or components to ensure optimal performance
and functionality.

4. Cleaning: Performing cleaning tasks to remove dirt, debris, and contaminants that can affect equipment
performance and reliability.

5. Parts Replacement: Proactively replacing worn-out or damaged parts before they cause equipment failure or
disruptions.

6. Calibration: Periodically calibrating equipment to ensure accurate measurements and proper functioning.
List the various elements of preventive maintenance:

7. Testing: Conducting tests and diagnostic checks to verify the operational integrity of equipment and identify any
abnormalities.

8. Condition Monitoring: Utilizing sensors or other monitoring devices to continuously monitor the condition and performance
of equipment.

9. Predictive Maintenance: Using data analysis and predictive algorithms to anticipate maintenance needs based on
equipment performance trends.

10. Asset Tagging: Assigning unique identifiers or tags to equipment assets to facilitate tracking, maintenance history recording,
and identification.

11. Work Order Management: Creating and managing work orders to schedule and track preventive maintenance tasks, assign
responsibilities, and document completed work.

12. Documentation and Reporting: Maintaining comprehensive records and generating reports on preventive maintenance
activities, including task completion, maintenance history, and equipment performance metrics.

 By utilizing these elements within a CMMS, organizations can effectively plan, schedule, and execute preventive
maintenance tasks to ensure equipment reliability, minimize downtime, and optimize operational efficiency."
5.4.2DEFINE THE JOB CATALOGUE CONCEPTS
AND DEVELOP ITS MODULE
Define the job catalogue concepts and develop its module:

 Job catalogue: A list of maintenance and repair tasks with descriptions, frequency, duration, and
required resources.
 Organizing tasks: Provides a systematic approach for consistent maintenance across equipment.
 Customization: Tailored to the organization's specific needs and includes all necessary details.
 CMMS integration: Enter the job catalogue into the CMMS for developing a preventive maintenance
schedule.
 Job catalogue module: Essential component of a CMMS for organizing and managing maintenance and
repair activities.
 Information in the module: Job descriptions, requirements, safety precautions, procedures, time
estimates, frequency, priority, and job history.
 Involving staff: Include maintenance technicians and relevant staff to ensure all necessary tasks are
included.
 Regular review and update: Keep the job catalogue module relevant and effective.
Define the job catalogue concepts and develop its module:

 The job catalogue module should contain the following information:

1. Job descriptions - a clear and concise description of the maintenance task or repair activity that needs to be performed.
2. Job requirements - a list of the tools, equipment, and materials needed to carry out the job.
3. Safety requirements - a list of safety precautions that need to be taken when performing the job.
4. Procedures - step-by-step instructions on how to perform the job or repair activity.
5. Time requirements - an estimate of how long the job will take to complete.
6. Frequency - how often the job needs to be performed (daily, weekly, monthly, etc.).
7. Priority - the level of urgency or importance of the job.
8. Job history - a record of when the job was last performed, who performed it, and any issues or observations made during
the job.
5.4.3DEVELOP A CODIFICATION FOR
BREAKDOWNS AND MATERIAL MANAGEMENT,
SERVICE AND FACILITIES NEED AND MODULE
Develop a codification for breakdowns and material management, service and
facilities need and module

 Codification system: Organizing maintenance management system with unique identification codes.
 Breakdowns codification: Identifying equipment and problem nature for efficient issue diagnosis and
resolution.
 Material management codification: Including information on type, size, and location of materials for
tracking and ordering.
 Service and facilities need codification: Providing details on required service type, location, and urgency
for prioritization and scheduling.
 Consistency: Maintaining consistent codification system across the maintenance management system
for easy tracking and retrieval of information.
 Stakeholder involvement: Involving input from all stakeholders in the development of the codification
system.
 Periodic review and update: Regularly reviewing and updating the codification system to reflect changes
in the maintenance management system.
 Steps for codification system development: Identifying breakdown types, creating descriptive codes,
establishing hierarchy, creating a database, assigning codes, and training staff on system usage.
Develop a codification for breakdowns and material management:

 To develop a codification system for breakdowns and material management, the following steps can be
taken:

1. Identify likely breakdown types by reviewing past maintenance records and assessing equipment design and operating
conditions.

2. Create short, descriptive, and memorable codes to represent each breakdown type.

3. Establish a hierarchical structure for the codes, with higher-level codes representing broader breakdown categories and
lower-level codes representing specific issues.

4. Develop a database or spreadsheet to store breakdown codes and related information such as occurrence date, issue
severity, and actions taken to resolve it.

5. Define procedures for assigning codes to breakdowns and updating the database or spreadsheet with new information as it
becomes available.

6. Provide training to maintenance staff on how to effectively use the codification system, including code assignment and data
entry into the database or spreadsheet.
Develop a codification for service and facilities need and module:

 By developing a codification system for breakdowns, material management, and service and facility needs,
maintenance management can be streamlined and improved. Here is a summary of the steps to develop the
codification system:

 Identify the types of services and facilities needed for maintenance activities.

 Create a list of codes that represent each type of service or facility needed.

 Define criteria for each service or facility need, including frequency, duration, required equipment or tools, and safety measures.

 Assign appropriate codes to each service or facility need based on the defined criteria.

 Ensure consistency with other codification systems used in the organization.

 Develop a module within the CMMS system to record and track service and facility needs using the codification system.

 By implementing a codification system, maintenance managers can efficiently prioritize and address
maintenance issues, minimize downtime, and ensure timely allocation of resources.
5.4.4DEVELOP JOB SEQUENCE RECORD,
FREQUENCY AND DETERMINATION MODULE
Develop job sequence record:

 A Job Sequence Record (JSR) is an essential component of a Computerized Maintenance Management

System (CMMS). It is a document that provides detailed instructions for completing a specific
maintenance task. A JSR typically includes the following information:

1. Description of the task to be performed

2. Detailed step-by-step instructions on how to perform the task
3. Safety instructions and precautions
4. Required tools and equipment
5. Required spare parts and materials
6. Estimated time required to complete the task
7. Estimated cost of completing the task
8. Instructions on how to report the completion of the task

 A CMMS can be used to develop and manage JSRs. The CMMS can be used to create, edit, and store
JSRs, as well as assign them to specific maintenance technicians or teams. In addition, the CMMS can
be used to track the progress of JSRs, record the completion of tasks, and generate reports on
maintenance activities.
Develop job sequence record, frequency and determination module:

1. A CMMS can create a module for determining the frequency of maintenance tasks.
2. Factors considered in determining the maintenance schedule include manufacturer's recommendations,
historical data on failures, operating conditions, and regulatory requirements.
3. The frequency module sets up automated alerts and reminders for regular maintenance tasks.
4. Adjustments to the frequency can be made based on changes in operating conditions or other factors.
5. The determination module prioritizes maintenance tasks based on criticality, impact on production or
safety, and cost of equipment downtime.
6. Automated alerts and notifications are set up for high-priority tasks.
7. CMMS enhances the development and management of job sequence records, frequency determination,
and prioritization of maintenance activities.
8. Benefits of using a CMMS include improved efficiency, reduced downtime, and extended equipment
lifespan.
 By utilizing a CMMS, maintenance managers can streamline their maintenance operations, optimize
resource allocation, and achieve better overall maintenance outcomes.
5.4.5PREPARE WORK ORDERS AND JOB
SCHEDULE MODULE
Prepare work orders and job schedule module:

1. Create a new work order with relevant information like equipment, task, description, and priority.
2. Assign the work order to the appropriate technician or maintenance crew.
3. Schedule the work order by setting a due date based on priority, equipment availability, and technician
availability.
4. Attach a checklist or instructions to guide the technician in completing the task accurately.
5. Add necessary parts and materials, and generate a purchase order if items are not available in the
inventory.
6. Record labor hours as the technician performs the task to track productivity.
7. Close the work order when the task is complete, triggering updates to the maintenance schedule and
inventory.
8. Review and analyze work order history using CMMS-generated reports to optimize the maintenance
schedule and identify areas for improvement.
 Using the work orders and job schedule module in a CMMS streamlines maintenance processes, enhances
productivity, and minimizes downtime. Automation allows maintenance managers to focus on refining the
maintenance strategy and ensuring equipment reliability.
5.4.6SUMMARIZE THE DOCUMENTATION
Summarize the documentation:

 CMMS makes documentation in maintenance easy and efficient.

 It generates and manages various types of documents like work orders, job schedules, maintenance
history, and inventory records.
 All maintenance activities can be documented, including work performed, materials used, and labor
hours spent.
 The documented information helps analyze maintenance costs, identify areas for improvement, and
make informed decisions.
 CMMS can generate reports summarizing maintenance activities, including completed work, pending
work, and backlog.
 Overall, CMMS simplifies documentation and provides valuable insights to optimize maintenance
operations.