Saving effort with unique software add-ons

We talked about software add-ons that most all CMMS manufacturers provide in our two previous CMMS columns. They covered barcoding and software that allows quick entry of work requests and purchase requisitions.

There are many useful and interesting additions that can be purchased as CMMS options to increase the functionality of the software. Many of the new-age CMMS programs offer such add-ons.

To demonstrate how far some software providers have gone to incorporate special CMMS features, this column will discuss one specific CMMS as an example of what is available in the many software programs available today. Check with your own CMMS provider to enquire about specific add-on software available to you.

To demonstrate these add-ons, we’ll use MicroMain XM CMMS from MicroMain Corp., Austin, Tex. It’s a good example, as this program was voted a Plant Engineering product of the year finalist for 2003 and 2004. Some of the add-ons available for this system are outlined below.

XM Mobile — work orders and inspections using Palm and Pocket PC handhelds. This add-on will increase productivity in your maintenance department by eliminating paper-based work orders and inspections. This software works with any device using the Pocket PC operating system or Palm OS and can be used with PDAs, Pocket PC handhelds, bar code scanners and other devices, including some mobile phones.

Maintenance staff can complete tasks and update the work order at the point of work performance in the field or on the plant floor. At the end of a work shift, the program automatically updates the CMMS database, eliminating the need to retype information if it had been entered on paper work orders.

The system automatically tracks labour time-in/time-out and calculates time spent on work orders. Staff can create new work orders, assign labour and parts, and update and close out existing work orders on site.

This program makes it easier to design and conduct any type of inspection. Maintenance staff can enter inspection data — including pass/fail, ratings, measurements, readings and asset conditions — or mark inspection points for follow-up. The software will automatically track failed inspection points as well.

You can also save time with barcode scanning. Scan a barcode on an asset such as an air compressor or a punch press, and your handheld device will display all work orders for the specific equipment. If no work orders exist, a new work order can be generated.

XM Labour — work order time entry. This add-on is an integrated labour-tracking program that helps manage all labour and labour time used on your CMMS work orders. It provides a fast and easy way for employees to enter time on work orders without accessing the CMMS to do so. You can add labour to work orders and specify the time spent performing the work, as well as close work orders that your staff have completed.

You can send labour status reports to your maintenance staff using your e-mail program, or use it to print reports that contain information about the labour time spent on work orders. If you need to restrict users from sensitive data in your CMMS or you have users whose only duties are to update labour and close work orders — or they do not need to have a full installation of CMMS on their computers — then this add-on may be a good solution for your organization.

XM Ttrak — tool management. Tracking tools in and out of your tool crib can often be a paper-tracking nightmare This software combines sophisticated tool management capabilities and a simple-to-use interface to bring complete tool control to any facility. You will always know who has which tools, how many tools have been issued, and how many tools have not been returned on time. It’s easy to identify the tools that have been issued to any contractor or staff person and for any room, building, area, equipment, vehicle or other asset.

XM Ktrak — key control. This software combines key tracking capabilities and a simple-to-use interface to bring complete key tracking to any facility. You will know who has which keys, how many keys have been issued, and how many keys have not been returned on time. It’s easy to identify the keys that have been issued for any room, building, area, equipment, vehicle, or other asset. And you’ll always know who has each key. Every key transaction is automatically recorded to create a detailed audit log for liability purposes.

XM Exec — executive maintenance information manager. This add-on brings the power of data analysis to executive users who need a closer look at overall maintenance operations. It allows users to import maintenance data from multiple facilities into a master database file and create detailed summary, analysis and comparison reports for their entire maintenance operation.

It captures and analyzes data from across the enterprise. Dozens of pre-formatted reports and graphs make it easy to compare the maintenance activities of all your sites and properties. Productivity and costs at each property can be stacked up against each other and against industry standards. It’s easy to create custom reports and graphs that look and work the way you want.

XM Atrak — asset tracking with bar- codes and tablet PCs. Accurately track assets, record meter readings, update equipment specifications, and assess asset conditions with this asset-tracking software using a barcode scanner and a Tablet PC.

With the Tablet PC and attached bar- code scanner, you can easily accomplish a physical count of assets room by room, floor by floor, or building by building. By simply scanning asset barcodes, data can be entered on the spot. You can then generate reports — total count, specific detailed counts, or any representation of the data you need.

It allows you to quickly create an inventory of new facilities or accomplish regular inventories at your sites. With asset data scanned and automatically entered into the Tablet PC, you can build or update your database immediately, reducing manual data-entry time.

This gives hospitals and other such facilities that need to accurately track asset moves, identify missing or misplaced assets and document asset locations for insurance purposes, an easy way to generate comprehensive reports.

XM Itrak — barcode-enabled inventory control. You can use software with any barcode-enabled, Palm-compatible handheld computer to track inventory electronically. You can take physical counts of parts in inventory using the built-in laser barcode scanner or manually by using physical count sheets. Once a physical count is complete, it’s easy to compare actual quantities with existing inventory levels, automatically make accurate adjustments, print variance reports and identify shortages.

For some organizations, the functional add-ons for their software can save an enormous amount of time and, therefore, money. Many organizations want to go with paperless systems. Using the many add-ons available from CMMS vendors can help you go paperless and keep your records electronically ready to be printed when necessary.

The great thing about these optional add-ons is that you can purchase only what you need and can use, and can implement them at any time, adding to the flexibility of your system and your maintenance budget.

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. Phillips also will answer questions on specific CMMS issues or problems for our readers.