Implementing a Multi-site CMMS
In the previous CMMS Solutions column, we looked at some important factors that need to be taken into consideration when implementing computerized maintenance management software across multiple sites...
September 1, 2005 | By PETER PHILLIPS
In the previous CMMS Solutions column, we looked at some important factors that need to be taken into consideration when implementing computerized maintenance management software across multiple sites. We talked about naming conventions and nomenclatures and the importance of making the program user friendly.
This issue, we’re going to look at what is necessary to implement and maintain the multi-site CMMS.
By far the most important aspect of the implementation is documentation. Every step of the CMMS setup needs to be documented.
The new generation of CMMS systems are extremely powerful programs. This means the initial setup needs to be recorded. Believe me, you will refer back to these documents many times over the course of the implementation.
Last year, during my first multi-site installation, a support consultant from the software provider helped us with the many considerations necessary during the setup phase. The consultant insisted on documenting every single decision. This meant creating spreadsheets and documents to record the data.
Initially, I thought we were going too deep and were wasting time. It took several days to make all the necessary setup decisions and complete the documentation. We had a three-ring binder full of every detail of the setup.
Looking back, I now know how important that documentation really was. In the early months of the implementation, we referred to these documents almost daily.
The Gatekeeper
With multiple sites using the same database, it’s necessary to have a program administrator who is responsible for all changes to the common tables in the program. We usually call this person the ‘gatekeeper’.
If you’re thinking of using a CMMS program over several sites, it’s pretty much a full-time job to administer the program, especially in the early months of implementation. The gatekeeper controls the changes that are made to the program, as documenting every change in the original setup is essential. If you’re going to be the program administrator, get yourself a good-size binder because you’ll have lots to put in it.
A multi-site installation can be a problem if you don’t have the personnel to do the administration.
At the moment, our company is well into a project with five sites under our belt. The documentation has been invaluable. It has been modified and updated many times as site and user needs have changed within the program. Of course, we have a gatekeeper assigned to handle this task.
A copy of the documents is kept at each site. The site administrators refer to the documents and discuss changes with the gatekeeper. Site administrators look after the program and users at their plants. They modify user information and answer questions related to the program.
Administrators relay program concerns and problems to the gatekeeper. In the beginning, we had bi-weekly conference calls with the sites to discuss many of the issues that come up when using a common database. Now, after several months of operation, we have reduced the calls to monthly. However, concerns and questions still arise daily regarding the little things that are site-specific and were unexpected.
So what’s to be learned here?
First of all, set aside a few days for the database setup decision, documentation and actual input of the setup data into the program
The administrator will look after the complete CMMS system. The gatekeeper controls all changes made to the major tables and fields in the program. This is necessary because, in a multi-site environment, any change can affect all the other sites.
If you’re using a common parts database, it will need to be monitored for duplicate part entries and so on. The program will also need to be reviewed regularly to make sure every site is following established naming conventions and nomenclatures.
IT department help
The more sites you have using the program and the more add-ons you have, like bar-coding, interfacing, etc., the more you’ll need help from a solid information technology (IT) department, as well as support from your CMMS provider. Your IT department will need software administrative training as well as user training to understand how the maintenance department uses the program.
The site administrators, as mentioned earlier, manage the program at a site level. They will need to have a very good understanding of the program and will need lots of training. It will be very beneficial if they are good at understanding computers and software. They will need to address program and software issues, install barcode scanners and will have other related duties. You’ll need to plan for these people to spend time away from their normal jobs to complete their CMMS duties.
So far, we’ve looked at having someone to champion the software. You’ll also have to consider maintaining the multi-site technology. This is where a strong IT department and CMMS provider support is important.
CMMS programs running across multiple sites and through the Internet pose many challenges. Just think about the frustration you face if you lose your e-mail, Internet or server connection. The same thing can happen to your CMMS.
In a previous article, I advised you to make sure you have the appropriate IT infrastructure when considering a multi-organizational CMMS implementation. The point I’m hoping to get across here is that new Internet-based, multi-site CMMS systems require lots of care and attention.
Compared to a single-site CMMS system where everything is under one roof, a multi-site program requires infrastructure to make it successful now and over the long term.
Peter Phillips of Trailwalk Holdings, a CMMS consulting and training company based in Nova Scotia, can be reached at 902-798-3601 or by e-mail at peter@trailwalk.ca. He will answer questions on specific CMMS issues or problems for readers. Previous columns can be viewed at www.mromagazine.com.