PSIwebware Blog

Many corporations are looking to their software provider or consultants to handle the implementation process of their facility maintenance software.  This is the fastest way to get their software up and running.

It is important to select CMMS Software that is customizable or one that offers enhancement modules for program expansion once you get the system running.  This will allow flexibility for users to adapt and learn the software before expanding to a more complex version.

Implementation requires a naming system to be set up for your equipment and preventive maintenance tasks.  When setting up your equipment naming system, remember to make it simple and meaningful so everyone in your facility will be able to recognize it.

The next step for implementation would include the entry of inventory data.  Facility Supervisors should take an active part while training users of their CMMS system and the maintenance department should understand the system well before switching entirely to the new system.

Everyone plays a vital role in making the system work.  To get the most from your new tool, it should be used on a daily basis and updated to increase efficiency and accountability.

Everyone these days is expected to be everywhere all the time!  Using the internet, we can stay connected, which is why web-based software is so popular.

Save Time

One of the largest time savings for management staff is notifications.  They don’t have to chase after answers anymore, because their CMMS Software tells them about important issues they need to know.  This is accomplished by actively tracking work performance live, which can prove work was completed while understanding employee performance much better.

Since most employees are familiar with using the internet, they usually don’t require as much training.  You staff can even be trained over the Internet, saving them considerable time and saving you money.

Save Money

No additional hardware or software needs to be purchased or installed.  The only requirement is a web browser and internet connection, which is standard for most computers.

The technology is more universal and upgrades are available, usually as part of the service – which means Free!  Maintenance and development are also easier and cheaper as problems are identified and fixed remotely, speeding up the process.

Make Your Job Easier

Web-based software can be used from anywhere, whether you’re working from home, at a client’s office, or on the road using mobile technology such as your cell phone.

You can manage your operations without being in there, which saves you time and money.

Building operators and team projects have the opportunity to be awarded points for exceptional performance through technological strategies.  The LEED for New Construction Green Building Rating System encourages strategies for measureable environment and health benefits through technological innovations.

There are two innovation strategies that qualify under the LEED standards:

A project that incorporates energy efficiency measures and demonstrates performance improvements for environmental benefits.  These credits are awarded for achieving percentage change in existing building maintenance.

An innovation credit can be attained with a Building Operations Plan.  This would include an operating plan which identifies all space uses, occupancy types in the building, and conditions required in the spaces.  There would be documentation of schedules for all occupants of the building, whether they are a full time occupant or part time.  The mode of operation provides indoor scheduling for the employees occupied and unoccupied or day versus night scheduling. 

The Building Operations Plan summary would give a report of the systems installed in the building, for example:  space heating, space cooling, ventilation and humidification.

The documents submitted to USGBC must include narrative submittal of credit requirements, projects approach to achievement, description of quantifiable environmental benefits, and copies of the reports.

Using either strategy, the results of the project or plan need to be tracked to demonstrate value was achieved.  Companies of all sizes use Facility Maintenance Software to keep them on track and to document their performance.

Many companies are working to find solutions to control energy usage and at the same time become environmentally friendly.

The LEED Green Building Rating System for Building Operations and Maintenance sets standards for certifying existing commercial and institutional buildings.  The intent promotes high performance, affordable, and environmentally sound practices in existing buildings.

Facility Managers are using Facility Maintenance Software to implement sustainable operations and maintenance practices to reduce the environmental impact of their buildings.

Facility Maintenance Software can help you obtain LEED credits for:  sustainable site, water efficiency, energy and atmosphere, materials and resources, indoor environmental quality, and innovation in operations.

Other Sustainable Maintenance Benefits:

1. Web based systems significantly eliminate paper consumption.
2. Routine Preventive Maintenance improves indoor environmental quality by replacing filters regularly, checking ducts, and ensuring that the building is properly load balanced.
3. Repairs are done faster and problems are solved more quickly and efficiently.
4. Preventive Maintenance Improves Asset Life, reducing waste and improving energy efficiency.
5. Good operation and maintenance practices can reduce total energy usage by up to 50%.

All buildings are eligible for LEED certification including:  offices, retail and service establishments, institutional buildings, libraries, schools, museums, churches, and hotels.

Since many facility budgets have been squeezed lately, some facility managers are relying on basic approaches to improve work efficiency:  increase workload or reduce staffing.  Unfortunately, both approaches usually result in reduced work quality and cheating in time and/or work reporting.

Work standards are too easily corrupted without a means to clearly communicate work requirements, track work progress, and demonstrate the quality of work performed.  As budgets get squeezed, many organizations have turned to Preventive Maintenance Software to help them perform these critical functions.

Preventive Maintenance Software can help your organization define work standards that are simple, clearly stated, and that follow industry work standards.  The work standards should have enough detail to clearly communicate work requirements, and also provide a means of easily inspecting completed work to confirm that your quality standards are being met.

When considering performance tracking, ensure that you can clearly confirm what time has been spent on your planned and unplanned work.  Just by having a good tracking system, nearly all managers notice an increase in employee accountability, and if you have any questions about an individual’s work performance, there is plenty of documentation to support corrective action.

The work management challenges facing today’s facility managers are not likely to decrease.  Improving work management systems is a proven path that many facility managers have taken to maintain work performance while improving efficiency.

Long term planning does not always hold a high priority with facility managers, but all major organizations require it.  They know that a facility management plan is critical for effective budgeting.

It is important to organize an annual facility management plan that includes your budget along with performance tracking, so you measure progress in terms of performance within your budget.

The budget should be formatted so that key indicators can be easily calculated by you and your financial management team.  Also the budget should incorporate detailed financial accountability by department or job function.  This encourages managers to be responsible for funds assigned to them.

To make the budgeting process most effective, all significant costs should be budgeted as part your plan, plans from previous years should be compared to this year, and any financial changes should be highlighted so they can be measured.

One of the best tools for monitoring plan versus cost is Building Maintenance Software.  Your facility manager will have the complete picture of planned work, and be able to better manage unplanned work without spending undue time or resources.

Preventive Maintenance (PM) Planning is an essential factor to optimize cost and extend equipment life.  Preventive maintenance can be better planned when it is separated into four disciplines:

1. Plant or Manufacturing Support
2. Exteriors, Interiors, Furniture, Security, Fire and Life Safety Systems
3. Electrical Switchboards, Floor panels, and Devices
4. Vendor Maintenance Services such as Elevators, Building Controls, Painting, etc.

Using this approach, your maintenance team can focus on the important aspects of each critical area to avoid generalizing services, which will lead to lower costs and more consistent service.

As an example, Painting is a common issue in a number of facilities.  Preventive maintenance engineers are usually not responsible for painting, but they may be asked to do touch-ups.  However, excessive touch-ups can leave a leopard look in the facility, so painters should be called in to re-paint instead.

These types of issues are common, and can be predicted with some level of accuracy, so they should be included in the Preventive Maintenance Plan to avoid inconsistent service.  To lower costs and increase service, tools such as Preventive Maintenance Software are often used to keep track of all PM frequencies, work instructions, and PM Inspections.

Inspecting your facility regularly can also improve PM performance:

     – Public and Executive Areas – usually inspected weekly
     – Building Exteriors – usually inspected annually
     – Garages and Back Hallways – usually inspected semi-annually
     – Occupied Areas of the Building – usually inspected quarterly

Creating and effectively using your Preventive Maintenance Plan will increase control, reduce costs, and improve service in your facilities.