Why do you need a CMMS?
Part 2: Supporting the Process
The tools and the rules
Automation is key when the information is too complex or too big in volume to treat it informally or using rudimentary procedures. Modern tools must provide ways to efficiently process and share this information, plus mechanisms to define authority and permissions.
This article series addresses some questions that a maintenance manager should approach when drops in performance challenge the maintenance department operations.
MNT is a CMMS that solves all this problems
What feedback can you get about every maintenance task, if any?
Can you easily track changes undertaken on every maintenance task? A piece of paper runs blotted very easily whith several people working on it. You won't know who, when or why did change any single field, but the situation does not get better when you use a shared computer file.
How can you tell who filed an issue, who attended it, how long it took to solve it, what difficulties arose, how much it cost, what materials and parts where used, why external services where needed, etc?
How do you work day by day as the maintenance history grows?
Do you archive some files/sheets on a regular basis? Let's suppose you create every night a new, clean file with the finished jobs, trying to preserve as much relevant information as you can, and prepare another one with the pending jobs for the next day. It sounds like tedious manual labor...
Are not you scared of making mistakes when you manually move, aggregate and organize the information from one file to another? In any case, are you able to do any kind of search, sort or report based on historical data?
How can each worker save the information he generates and uses?
Do you support your maintenance team members to allow them to register updates, like notes or state changes, at their place? How do you update the centralized record? You and them do not want to lose that valuable information!
Do you account for discipline and knowledge about such a procedure? Again, can you answer the who, when, where and why? If everyone carries on their job right, you still need to do the regular aggregation or similar.
Do you control document authority, coherence and permissions?
When you give anyone a copy of a document relating to active work, it will lose synchronization soon, and the person who took the copy will have to come back sooner or later to reflect her own changes on a centralized record. So, which copy is the authoritative one?
How do you apply a permission scheme to a file or sheet, e.g. you may want the creation date and time to remain read-only; if a task is assigned to a certain worker you do not want other workers to update the task, etc.
Can you promptly and reliably serve the clients at their place?
Afterall, your guests are those who suffer the inconvinients of unsuitable procedures. It can be embarrasing for your employees and disappointing for your clients when they cannot be helped with a new complain, or even worse, when a previous complain had not to been appropriately recorded.
Furthermore, the client my require your personnel to attend them on a place other than the reception; can your employees answer a question regarding a previous complain or file a new one at the client's place?
Need to overcome all these difficulties?
Read Part 1
- Why do you need a CMMS? Part 1
- Why do you need a CMMS? Part 2
- Maintenance task attributes: basic model
- Software for every hotel operation
- The PYCOH software architecture
Products and services
- IDM: identities and users.
- MNT: plant maintenance.
- Posh: point of sales.
- FDK: hotel front desk.
- Cres: central reservations system.
- WebEn: web booking engine.
- MProv: materials and provisioning.
- FooBar: food & beverage.
- Hermess: messages and alerts.
- Asma: fixed assets.
- Fin: finances and accounting.
- Humar: human resources.
- HotelFace: facebook booking app.
- SalMar: sales and marketing.
- HExped: expedia interface.
- Bro: broker console.
- Chas: online chat.