Making the move to planned preventative maintenance
Creating a state of proactivity and predictability in your maintenance operations can seem a big challenge. The move to planned preventative maintenance (PPM) models or strategies is rooted in many ways by the wish of maintenance leaders to see problems BEFORE they happen. They know very well that it is more expensive to swing resources into action in extremis than on a planned basis, especially when relying on contractors and independent engineers to fulfil emergency needs.
Many of the activities which dominate maintenance team time could be minimised, mitigated or avoided entirely if the right information was more accessible – but how can that be achieved? The answer is planned preventative maintenance (PPM).
How do you move to planned preventative maintenance?
Instituting PPM strategies lets you take true control over your maintenance, repair and overhaul of industrial and other equipment and assets, as well as improve management, scheduling and inventory of supplies. It enables you to create fully informed maintenance schedules and assign tasks to your maintenance crew on a planned basis, minimising the level of reactive and unforeseen activity. Bringing in a good computerised maintenance management system (CMMS) or Computer Aided Facilities Management (CAFM) is one of the most important foundation steps for PPM.
A CMMS/CAFM system is merely a tool to aid managers in making data-driven decisions. Getting good data into your system will allow you to get good data out.
PPM is not always an easy investment to ‘sell’ when making the argument for bringing in a CMMS to enable you to build that capability. There is a paradox involved: investment and work in order to avoid future cost and work. You are suggesting to decision-makers that you want to send engineers into the field or factory to do work before it is requested, and before problems occur.
The benefits of PPM are obvious to maintenance leaders, but not always to those who must fund the change of direction, who may choose to see ‘unnecessary work’ and cost above all. It is up to you to bring out and illustrate in context the huge hidden ROI that PPM can unlock.
Revealing the Hidden ROI of PPM
Capturing and tracking maintenance in a good CMMS/CAFM such as ShireSystem can help you manage your asset registry efficiently, as well as control servicing and inspection routines, plan resources, and manage work orders. However, its ability to capture knowledge and generate trends, statistics and insights through powerful reporting is one of the vital keys to unlocking PPM, and enabling you to:
- Build and grow a rich capture of asset histories and interventions – in order to identify patterns and trends.
- Stay ahead of probable risks with optimised service frequency – Moving to a PPM model can significantly extend the lifespan of equipment and often avoid premature failures entirely.
- Plan ahead for replacement and refurbishment – your CMMS/CAFM can enable you to build a deeper understanding of the lifecycle and costs of critical equipment. You can budget for and make planned replacements to expensive machinery before, not after, failure warnings.
- Replace some service calls with condition-based monitoring – with assets that require inspection to check their condition, it may be possible to avoid or postpone unnecessary replacements, refills or servicing entirely or increase the gaps between services.
- Make smarter decisions – make judgement calls about servicing or parts replacement frequency based on evidence and observation you have recorded, instead of manufacturer standards.
- Spot and avoid costly mistakes – the Pareto 80-20 rule always seems to apply, with most issues originating with a few sources. With increased knowledge you can identify rogue assets, or spot fault patterns linked to a supplier.
- Accurately plan resourcing and recruitment – a PPM approach backed by evidence from your CMMS can enable you to more accurately and closely identify maintenance personnel needs, justify recruitment requirements, and plan cost-efficient utilisation.
- Manage inventory cost-effectively – A CMMS/CAFM builds your insight into parts replacement and consumable needs, so you can predict patterns of consumption, match purchasing to real-time or immediate-term needs, and track inventory use accurately.
- Support people anytime, anywhere – a CMMS not only serves up insight to management, but also puts information at the fingertips of engineers on the road and on site. Having the right manual, part code, or maintenance history makes for speedy right-first-time repairs and shorter service visits, which may reduce time costs.
A CMMS/CAFM also relieves maintenance leaders of being often the sole source or holder of contextual or historic knowledge about sites or servicing. This mitigates the risks of leadership and other personnel changes, by holding the history in an accessible database that can support succession planning, induction and engineer learning.
Manufacturing customer Sundown Products is using ShireSystem to move to a planned preventative maintenance model, targeting these benefits and more. They identified a significant additional opportunity to save money from their CMMS/CAFM investment. The production dynamics of their 24/7/365 operation are not only becoming more visible and plannable but have become more reliable. With growing assurance of continuity of operation through the night, with minimum on-call maintenance engineers required, Sundown has been able to take full advantage of cheaper energy rates and thus reduce one of the major costs of production. For the full story you can read the Sundown Products case study.
Find out more about the ShireSystem CMMS/CAFM, or get in touch to discuss how it can help you pursue your move to a planned preventative maintenance approach in your organisation.