The Systematic Approach to Computerized Maintenance Management
is a practical strategy for designing, developing, and implementing a complete
computerized maintenance management system. This comprehensive approach
is comprised of two proven implementation methodologies:
- The Systems Approach to Maintenance Management (SAMM) Model
- The Computerized Maintenance Management System (CMMS) Implementation
Life Cycle.
These concepts have proven through practical applications in various
maintenance environments, to be valuable aids to guide companies through
the design and implementation of benefit-producing computerized maintenance
management systems.
At the core of both the SAMM model and the CMMS Implementation
Life Cycle is the concept of developing a complete system. The SAMM model
is used to establish the relationship between the individual elements that
comprise the complete maintenance management system. The CMMS Implementation
Life Cycle lays out the process or series of activities to design, develop,
implement, and effectively use the system.
THE SAMM MODEL
The Systems Approach to Maintenance Management (SAMM) reference
model was created for two purposes. Its primary use is to guide the design
and implementation of new maintenance management systems. Albeit,
it is equally valuable when used as a diagnostic tool to evaluate ineffective,
existing, computer assisted maintenance operations. Its simplicity
has made it a valuable educational aid to help facility managers and
maintenance industry professionals identify and understand the vital elements
of a complete information management system.
The SAMM reference model is centered around the holistic concept of the
system.
It is based on a relationship between people, processes, and technology.
The model challenges the traditional concept of a CMMS by incorporating
elements not normally associated with a computerized maintenance management
system.
Fundamental to this model is the concept of work flow. By definition,
work flow applications automate business processes that involve people working
together and sharing information to accomplish a predefined set of tasks.
A computerized maintenance management software program is a work flow application.
Therefore, the application of this technology into a maintenance department
must include all elements of the system to become an effective tool for
management.
The five elements of the SAMM model as displayed below are the Management
Plan, System Resources, Information Technology, Data Medium,
and Work Methodology.
The Management Plan, establishes the policy to maintain the focus
of a complete system. Information Technology are the tools energized by
Resources to maintain the global asset Databases. Benefits to
the organization including standardized reporting, operational efficiency
and cost savings, are enhanced via the Work Methodologies and processes
that facilitate work control and data transfer throughout the maintenance
environment.
ELEMENT 1 - THE MANAGEMENT PLAN is the ubiquitous bonding element
of the SAMM model. The plan establishes the vision, business requirements,
goals, expectations, and organizational commitment necessary for follow
through to successful system use. The plan respects maintenance management
fundamentals and project management principles and sets strategy for the
design, development, installation, and daily use of the system. To
become an effective blueprint, for achieving both short and long term goals
of the implementation project, the plan must be lead by senior management
and endorsed by end-users.
ELEMENT 2 - THE SYSTEM RESOURCES are the people, their time, and
the financial investment allocated to design, develop, install, and operate
the system. Each phase of the system implementation cycle will consume
these resources. Therefore, these resources must be judiciously planned
and allocated for each task to assure implementation success.
People - the human elements that energizes the system, are undoubtedly
the most important. Ironically, the importance of people to the system equation
is often overlooked and taken for granted. Before technology will
be accepted into the organization, as a tool to enhance the work practices,
the people who use the technology must become its owners. For user
ownership to occur, the end-users must be involved in all stages of
the system implementation.
Time - there is never enough of it when it comes to the implementation
of a CMMS. It is the resource that is often underestimated during
system implementation planning. People are assigned to the project,
however, in many cases their time is not. This often leads to incomplete
CMMS projects.
Money - is usually the first consideration when planning begins.
As with any major facility project, the financial costs must be estimated
and allocated to each task. The cost of the computer equipment
and software is often a lesser expense. The costs for intangible services
must be factored into the budget as well. These include personnel cost for
planning, education and training, software development/selection, database
development, and other implementation efforts.
Says Vicki McConnell in her book, Computerizing the Corporation,
"Costs are not intrinsically bad. Unplanned costs are intrinsically
bad because they are uncontrolled. When we choose our costs - we are
in control. When they occur accidentally, the costs are in control."
ELEMENT 3 - THE INFORMATION TECHNOLOGY includes computer hardware,
software applications, and peripheral equipment. Essentially, computers
are tools that extend human capabilities. The problem is that this tool
is so extraordinary that its connection back to its human user can be missed.
The SAMM model incorporates the technology as the tools of maintenance management
automation. Tools that become effective instruments for managing information
only when applied to the task by trained and motivated people. The benefits
of automation are achieved during the process of using the computer
tools to more efficiently complete maintenance work processes.
ELEMENT 4 - THE DATABASE is the vital source of information for
operating any maintenance management department. The SAMM model includes
the database as a separate but related system element for these reasons:
(1) The database often requires the greatest commitment of resources
to develop and maintain. The effort necessary to collect, collate,
and enter data into the computer is often underestimated for the initial
installation and ongoing use of the system. Therefore, it is a primary
cause for many incomplete CMMS implementations.
(2) Data management is a perpetual activity performed by people
committed to maintaining database integrity, and trained to organize
the data as a source of meaningful information.
ELEMENT 5 - THE WORK METHODOLOGIES include the processes
and procedures that control work performance and coordinate the flow of
information throughout the maintenance center. This element is often
not considered during the implementation of computerized systems.
As a result of this egregious oversight, the efficiencies to the organization
are never realized. To gain the benefits that automation provides,
the existing work management practices (manual or computer-assisted)
must be identified, analyzed, and re-engineered to accommodate the capabilities
of the maintenance management software. Work scheduling methods, job
order dispatching practices, field data collection routines, and information
processing routines should all be analyzed and, if necessary, redefined
and modified to gain optimum operational efficiency.
A MODEL WITH A PRACTICLE PURPOSE
All five elements, and the functions they serve, are vital to initial
start up and successful ongoing use of a computerized maintenance management
system. If any one element is left out of the model or becomes
dysfunctional, system performance suffers and the benefits to the organization
are reduced. A few examples may help emphasize this point:
- If the management plan fails to establish the performance goals
and commitment to use the CMMS, it is unlikely that the system will
ever produce meaningful benefits to the organization.
- If qualified backup administrative personnel resources are not available
to substitute for the primary computer users, system operation and information
output will be impaired.
- If the computer technology breaks - the system goes down.
- If the database becomes corrupt or lost, and no backup exits, data
integrity is lost.
- If field generated data, is not transferred back to the computer
database because of inefficient work methods, the information becomes
skewed and its value is diminished.
The SAMM model makes up one half of the systematic approach by providing
the template for the complete system. When used in concert with the
CMMS Implementation Life Cycle, an organization has a comprehensive approach
for implementing a beneficial computerized maintenance management system.
