Computerized Maintenance Management Systems (CMMS) or Enterprise Asset Management Systems (EAM) need to be proplerly implemented to be successful. Statisics have shown that anywhere between 40% and 80% of all implementations fail when not properly implemented. Success can be achieved by following the the steps below. 

Step 1: Choose someone in the organization to spearhead/manage the project

Find a person, who has the skills and the desire, within the organization, to manage the implementation of the CMMS. The individual chosen should have strong computer skills, maintenance experience, be knowledgeable about inventory and purchasing, and be given the time necessary to devote to the project. This person will need to not only manage the implementation, but also respond to technical issues, resistance from employees, departments and deal with any other issues that may arise. 

Step 2: Choose the CMMS/EAM software package that best fits the team goals

There are many different packages on the market. Some may look fancy with all their bells and whistles, but not all are created equal. Prior to purchasing a Software Package, determine what the organization needs the software to do, what functions are critical for the business needs, what features are needed for users, and what other software will the CMMS/EAM package need to integrate with. Define a list and then compare the packages you are looking at, against your list. Talk with real users of the software package and obtain their opinions on their usage, the implementation and the ongoing support they receive from the vendor.

Step 3: Obtain the executive management team's full commitment

Executive management needs to have full buy-in to the project and make the project a corporate level initiative. If this step is overlooked, this can be number one reason, the implementation of any software project, involving multiple teams and departments, may fail. Without corporate buy-in, any user resistance may not be able to be overcome. In order to get a full committment from the senior management, present them with not only the cost of the software, but the associated expenses with any customizations, integrations, data gathering, data entry, ongoing support costs, and related hardware and licensing costs. Management needs a clear picture of all the costs associated with the project, the cost savings that will be reaped, and needs to commit to the implementation as a corporate directive, devoting time and energy to the project and keeping all levels on track to ensure a success.

Step 4: Get the buy-in from each department

To be successful get the buy-in from the different teams. Many times employees are resistant to new software, new technologies, on the idea that new tools may eventually put them out of work. Educate members of the team on the benefits of the project by educating with information memos or Q&A Sessions. No software will work if the employees will not use it. Getting team buy-in early, will save unnecessary problems later.

Step 5: Ensure that each department involved is part of the planning process

Careful planning of any software implementation is crucial for its success. All departments that will be affected, such as operations, maintenance, purchasing, inventory, production, accounting and IT should be involved in the planning process.  Obtain information on what processes these departments follow now, and what needs or could be improved upon. Set objectives for what needs to be accomplished.

Step 6: Make a plan to transfer the existing data

There is a saying: "Garbage In, Garbage Out".  Data is the true backbone of a CMMS/EAM system. Without good data, the system will not be useful. Make use of the Vendor's data migration services. The Vendor should be an expert at migrating data to their system and this will ensure you achieve the cleanest and most organized data. The cleaner, more organized the data is when inputted, the easier it will be to get the system up and running and the easier it will be for the employees to use the system. This is the time to re-organize data to fit any new way the team needs to look at the data.

Step 7: Determine what and the type of reports the various departments want and need

Before going live with the new implementation, determine what reports the system will need to deliver to each team on a daily, weekly, monthly, yearly basis. Discuss with each team what reports they need to have and what reports would be nice to have. Determine which team members, department heads, and management  or corportate users these reports should be going to. Some vendors do not include reports in the system or do not have a set of standard industry reports to choose from. Ensure with the vendor that any reports needed will be in the system when the organization goes live with the CMMS Software. 

DynaStar™ Software comes with over 700 industry standard reports out of the box, and DynaStar™ Support Specialists will customize Work Request, Work Order, Purchase Requisition, Purchase Order and invoice reports to an organizations specific look and feel at no charge.  All reports in The DynaStar™ Software also will automatically show the logo of the organization.

Step 8: Take advantage of a Vendor's Implementation and Training Services

Most vendors offer both implementation and training services for their software. Do not overlook what the Vendor has to offer or by-pass their offerings. The Vendor should be an expert in the setup and training of their own software. Include the Vendor in the whole planning process. The Vendor can help plan, configure the system, and help build an efficient process. The Vendor can train the users and help make the CMMS Implementation a success. Those that follow a Do-It-Yourself (DIY) approach, and ignore the Software Vendor's suggestions, recommendations, or do not involve the Vendor, could have substandard results, both in data and system performance. This can then result in a failure to achieve the planned results, and a failed implemenation of the CMMS/EAM.