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CMMS test from RMHCSC Flipbook PDF
CMMS test from RMHCSC
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Maintenance Connection CMMS Overview We are excited that you have chosen to participate in the RMHC CMMS Program. This document provides a brief overview of the Maintenance Connection CMMS platform and is intended to provide a basic understanding of the functions available through the CMMS platform. Throughout the implementionation process, in-depth training will be provided for each of the functions of the CMMS. What is a CMMS (Computerized Maintenance Management System) and Why Have One? Generally speaking, a CMMS is a software that is used to schedule, monitor, and record facility-related operations and preventive/planned maintenance. The system can provide reports for managing resources and provide key performance indicators (KPIs)/metrics to use in evaluating the effectiveness of current operations and for making organizational decisions. 1 Implementing a holistic approach to sustainable facilities management supports family comfort and wellbeing, minimizes disruption, improves ease of maintenance, and protects our physical assets. The CMMS will support Chapters in your efforts to maintain and operate sustainable facilities. Maintenance Connection Overview and Foundational Functions Maintenance Connection is a comprehensive CMMS, with modules and functions that support a broad array of facilities-related maintenance, management, and planning. The Maintenance Connection CMMS product and support team provide the following features and functions that were identified by the RMHC system as the must-have components of a CMMS: Features: • Intuitive and easy to use • Strong technical support and training, with global presence • Supports multiple languages and currencies • Integration with RADAR and other software applications • Strong security protocols Functions: • Asset Management • Preventive Maintenance • Work Order Management • Reporting • Inventory Tracking (supplies, food) • Housekeeping Task Lists and Tracking • Utility Tracking • Capital Planning
As defined by the Whole Building Design Guide. Available on-line: http://www.wbdg.org/facilitiesoperations-maintenance/computerized-maintenance-management-systems-cmms 1
MAINTENANCE CONNECTION – CMMS QUICK GUIDE
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2 To begin using Maintenance Connection, we will focus first on several foundational functions that we anticipate will be applicable to all Ronald McDonald Houses, thus providing a sensible starting point to begin using the tool. These foundational functions include the following and are highlighted in the system overview flowchart below: • • • •
Assets and Locations Service Requests Preventive Maintenance Work Orders
Image 1. System Overview of the Modules within the Maintenance Connection CMMS Platform
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3 Assets and Locations in Maintenance Connection As you begin the CMMS implementation, the RMHC CMMS team will request a floor plan of all areas of your House with all rooms labeled. Additionally, please provide any lists of equipment, building systems, and service checklists that you may have. During an on-site visit, the CMMS team will gather additional information about your fixed assets and locations to build the database for your House (e.g. equipment manufacturer, model, and serial numbers). The asset records can include links to user guides, warranty information, and service contracts, if those are available. The asset and location information serves as the basis for the other foundational CMMS functions (Service Requests, Preventive Maintenance, and Work Orders), which are associated with rooms or equipment. Service Requests in Maintenance Connection The Service Request function allows staff or volunteers, or even guests families, to report any facilityrelated issues requiring attention. This module has a very simple interface that captures the location or asset that requires attention and a description of the issue. For example, a guest may call the reception desk to report a leaking faucet and the reception staff member or volunteer may log the Service Request directly into the CMMS. This will notify the appropriate facilities contact of the issue and will record the date and time of the issue. Additionally, the Service Request will be linked to the asset or location. All Service Requests are logged and become viewable by the Facilities Manager. Any Service Requests that the Facilities Manager deems to require further action can be converted into a Work Order for follow-up. Screenshot of the Service Request Interface.
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4 Work Order Management in Maintenance Connection The Work Order function allows the facilities team to view and manage active maintenance needs, as well as to view historic maintenance and repair actions taken. Facilities Managers and Technicians can log Work Order requests, linked to specific assets or locations from a computer or mobile device. Work Order management is configured to meet your specific needs and preferences. Whether you have a larger staff with the ability to provide in-house repairs, or if you out-source your maintenance and repair work to contractors, you can choose the best way to notify the appropriate staff to perform the work needed. The Work Order module automatically date/time stamps any maintenance or repair needs identified and tracks them through the service process until completion. A review of current and past Work Orders can help identify assets that have issues regularly and may require replacement. The Work Order home page shows how many open and active Work Orders require attention. A user’s home page will reflect the Work Orders assigned to them. A Facilities Manager will have visibility of all Work Orders in their House or Chapter.
Screenshot of the Work Order Home Page.
A list of your Work Orders will appear here.
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5 Work Order entries are linked to assets or locations and include details as to the nature of the required repairs, timeline to complete, relative priority (e.g. urgent or scheduled), cost to complete, service vendor to contact, etc. Invoices for service can be attached to a Work Order record, allowing an organized way to track costs and repairs.
Screenshot of an Individual Work Order Entry
A list of your Work Orders will appear here.
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6 Preventive Maintenance in Maintenance Connection The Preventive Maintenance function operates like a specific type of Work Order for planned and scheduled work. Preventive Maintenance tasks are set up as part of your CMMS configuration, based on your processes, procedures, and preferences. Best practice would be to service equipment and assets to at least the frequency and standard of care that is recommended by the manufacturer. In some cases, equipment that is in high-use areas may require more frequent servicing to ensure its optimal performance. The CMMS team will work with you to identify and establish your desired PM schedules. By setting up your PM schedules, you and your team will have visibility into, and reminders of, which inspections and services are due according to your preferred schedule. These PM tasks stay in the active queue, until they are completed.
Image 6. Screenshot of a Preventive Maintenance Work Order
A list of your Work Orders will appear here.
Overview of MC Express MC Express is the interface for the mobile application. From any mobile device (smartphone, iPad, tablet, etc.), MC Express provides a simplified interface for creating and processing Work Orders. As with any of the modules, a change made in MC Express is reflected in Maintenance Connection in real time (upon refreshing your browser).
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7 CMMS Implementation - What to Expect and How to Prepare? The CMMS team will support you throughout the CMMS Implementation process and going forward. Even before the initial site visit, there are steps you can take to help prepare for the CMMS Implementation. The CMMS team is eager to help and is available for any questions you may have.
Image 8. Phased Approach to CMMS Implementation
Preparing for the CMMS Implementation The best way to prepare for the CMMS implementation at your House or Chapter is to provide the following information to the CMMS team before the site visit: •
• • •
Floor Plan with all rooms labeled. By providing the floor plan before the site visit, you will enable the CMMS team to pre-populate the location hierarchy in Maintenance Connection to support the on-site data gathering of equipment details. If your rooms have specific identifying names, please provide those as well; for example Guest Room 101 – Mountainview Room. Equipment lists. These lists may be found in as-built construction documents and OEMs, or they may be included in service contracts with maintenance providers. Any existing Preventive Maintenance Schedules. Contact details and permission levels (see details below) of each team member that you would like to provide with access to the CMMS. o Ensure each CMMS user has an up-to-date RADAR record, with the role type “19a. CMMS Contact” selected. o Add the CMMS emails < [email protected] > < [email protected] > and to the approved email contacts for each CMMS user, or otherwise ensure that emails will be received from these email accounts to allow for notifications from the CMMS.
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8 The CMMS Team Site Visit The CMMS Team Site Visit will include an overview and demonstration of asset management, service requests, work orders, and preventive maintenance. After this initial training, CMMS users will receive additional training resources and training activities for guided practice to provide a working knowledge of these functions. We encourage CMMS users to use the system in training mode for approximately two to three weeks before going “live” with the system. The CMMS team will remain available to provide any additional assistance as required. Subsequent training will be available on-demand allowing your team members to progress at their own pace. There are additional training and support resources that can be accessed directly from the CMMS. As mentioned, the RMHC CMMS team remains available to provide additional support. As part of the CMMS Implementation, during the initial site visit the CMMS team will work with you create an equipment and asset inventory, complete with manufacturer, model #, and serial # of all equipment. This data gathering is the basis for your asset and location inventory on which all of the other CMMS functions rely. Additionally, the CMMS team will work with you to identify work flows for managing and assigning Work Orders. This will include determining the permission levels for the staff members who will be using the CMMS on a regular basis and providing the CMMS team with the names, email addresses and permission levels of those staff members. The following overview will help in determining those permission levels.
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9 Overview of Permission Levels in the CMMS The CMMS permission levels include the following functions: Administrator
Site Manager
Technician
Requester
•
Access to all modules in the CMMS for the Chapter
•
Ability to view and edit database to add or delete assets for all Houses in the Chapter
•
Access to all work orders and maintenance history for all Houses in the Chapter
•
Use reporting module to obtain information from all Houses in the Chapter
•
Ability to view and edit database to add or delete assets for assigned House(s)
•
Access to all work orders and maintenance history for assigned House(s)
•
Approves and assigns work orders (to contractors, staff or self)
•
Has designated House-level access to the reporting module
•
Access to work order module for task completion (typically does not have approval permission)
•
Ability to make work order requests in the Service Requester Module or the Work Order Module
•
Ability to make work order requests in the Service Requester Module
Generally, the permissions are assigned as follows: • Administrator permission is held at the Chapter level. •
Site Manager permission is held by the House Director and/or Facilities Manager.
•
Technician permission is held by House staff members that perform repairs and maintenance. In some cases, this level is not used and only the Site Manager level is used.
•
Service Requestor permission is held by volunteers and other staff that have access to the system only for the purpose of sending a request for service. An example could be a volunteer or housekeeper that notices damage somewhere in the House and makes a service request which would automatically be sent to the Site Manager to convert to a Work Order, if needed.
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