Don’t be misled. “Data” does not equal “information.” Real “information” in areas of reliability, availability, and maintenance (RAM) is derived from the collection of relatable or valuable data that can then be used to make fact-based, management decisions.
The wholesale capturing and storing of any and all data (and as much of it as possible), regardless of its actual value, invariably clogs computerized-maintenance-management-software (CMMS) and enterprise-asset-management (EAM) systems. This clogging makes it difficult to distinguish between data that is useful and that which is not.
CLEAN OUT THE MUD
These days, many CMMS and EAM history files are packed with data that can be difficult to isolate, extract, and relate for trending. I refer to it as “MUD” (Meaningless Unrelated Data). Much like real mud, it sticks to everything, is difficult to work with, and chokes its environment.
For a CMMS or EAM to function as a true management tool (as opposed to a mere work-order system), it should be able to provide information based on asset life-cycle objectives, goals, and expectations set for your department. To ensure that your CMMS or EAM does just that, you may need to “de-clutter” the database. Here are a few straightforward ways to tackle this task.
(NOTE: Keep in mind that if your particular CMMS or EAM system isn’t able to accommodate these types of de-cluttering tactics, it might be time to investigate a new software package. In that case, you’ll want to make sure that any options you consider are capable of meeting your operation’s newly defined needs.)
EXAMPLE 1: If your CMMS or EAM system has become “orphaned” due to customization updates that can no longer be supported or allow necessary changes to be made, consider a complete reinstall of an upgraded version of the software. The legacy system can still be used while the new system is being set up in a de-cluttered manner.
Make sure the upgraded system is set up selectively. Don’t rely on straight data migration to populate the equipment register. Legacy data can be migrated into a spreadsheet and selectively ”scrubbed” and updated prior to moving into the “new” system. Once the new system is set up, the legacy system should be used through controlled access for history-reporting purposes only.
(NOTE: An upgrade of your current system may come at no cost if your site has been paying regular software-maintenance fees, or at a relatively modest cost if it hasn’t.)
EXAMPLE 2: Develop meaningful, value-based PM tasks. Consider adopting a “Minute Maintenance” approach with a Go/No-Go exception-based PM check methodology that sets up inspections based on control parameters and only enters relevant findings into the CMMS or EAM. In this type of arrangement, gauges can be set up with upper and lower control markers, and personnel only enter No-Go findings, e.g.,exceptions, when markers are out of their operating-parameter ranges.
EXAMPLE 3: Is your maintenance department, like so many others, guilty of over-doing PMs? If so, consider adopting a Reliability Centered Maintenance (RCM) approach to determine the consequence of failure for all your equipment, and help identify and focus your PM efforts on critical equipment. This should reduce the amount of PM tasks in the system and make the system easier to manage. It also will make and the workload easier to schedule and analyze for effectiveness.
EXAMPLE 4: Code-management setups often fall victim to enthusiasm, i.e.,too many non-relevant/value codes are entered into the system early on because the maintenance department doesn’t know what it wants to be reported. Make sure your department is using all of its current codes, and document how each adds value and the type of report for which it is used.
EXAMPLE 5: Check to see if your company has a documentation Classification and Record Retention Schedule (CARRS) requirement for paper work orders. Follow the requirements. Then keep only legally mandated documents (if any).TRR
ABOUT THE AUTHOR
Ken Bannister has 40+ years of experience in the RAM industry. For the past 30, he’s been a Managing Partner and Principal Asset Management Consultant with Engtech industries Inc., where he specializes in helping clients implement best-practice asset-management programs worldwide. A founding member and past director of the Plant Engineering and Maintenance Association of Canada, he is the author of several books, including three on lubrication, one on predictive maintenance, and one on energy reduction strategies, and is currently writing one on planning and scheduling. Contact him directly at 519-469-9173 or kbannister@theramreview.com.
Tags: CMMS, computerized maintenance management software,
Tags: CMMS, EAM, information systems, data management
