Did you know that anywhere from 40% to 80% of all enterprise asset management systems/CMMS software implementations fail? If you want to use maintenance software as part of your preventative maintenance program, ensure a seamless transition and avoid common pitfalls by following these steps.
1. Find someone in your organization to spearhead the project
Find someone within your organization who has the skills and desire to successfully implement maintenance management software. This person should have strong computer skills, experience working in maintenance, and enough time outside of his normal duties to devote to the project. This individual will be responsible for actively managing the implementation process and responding to any issues that may arise, including technical difficulties and employee resistance.
2. Choose the right EAM/CMMS software
Don’t rush to purchase preventative maintenance software because it could lead you to make the wrong choice. Prior to shopping around for a CMMS system, determine exactly what you need the software to do, which modules are critical for your business’s needs, and whether you’ll need the software to interface with other systems. Once you define the scope of your asset management and preventative maintenance needs, start looking for appropriate software.
3. Get executive management’s full commitment
Executive management often doesn’t have a clear idea of the initial and ongoing resources that EAM/CMMS software implementation requires. Aside from the cost of the software itself, you also have to consider the expenses associated with customization, integration, maintenance, training, data gathering, and data entry. If executive management has a clear idea of what the project will entail and cost, you’re more likely to get their full commitment. Senior executives must adopt maintenance management software implementation as a corporate-level initiative, devote time and energy to it, and keep everyone on track to ensure a successful implementation.
4. Get buy-in from your team
Not all employees are going to be pleased with the new software, either because they are resistant to technology or because they think that the tool will eventually put them out of work. Get buy-in from your team early on in the process by educating them with informational memos and Q&A sessions. After all, the software won’t work if employees don’t use it. It’s important to get everyone on board because resistant workers can cause unnecessary problems to crop up later.
5. Include key departments in the planning process
Carefully planning out the implementation of maintenance management software is crucial. Departments that will be affected, such as operations, purchasing, production, and IT, should be included in the planning process. Find out which business processes in those departments need improvement and set objectives for what needs to be accomplished.
6. Transfer data efficiently and completely
Data is the backbone of an efficient EAM/CMMS system. Invest in your vendor’s data migration services because the cleaner and more organized your data is, the less time it will take to get your maintenance software up and running without disruption.
7. Determine what reports you need
Before you start implementing your new CMMS, figure out exactly what reports you need the system to produce. Have meetings with staff to determine what reports they’d like to see, who will analyze the reports, and which reports are the most critical for your organization, both in the short-term and long-term. Set up your maintenance software to produce the reports you’ll need.
8. Take advantage of your vendor’s implementation and training services
If your CMMS vendor offers implementation and training services, don’t skip them. Your vendor can help you plan your project, migrate data, configure the system based on your needs, build an efficient process, and train end-users. Trying to reduce the costs of EAM/CMMS software implementation by taking a DIY approach could lead to substandard system performance and failure to achieve planned benefits.
EAM/CMMS software allows you to keep your finger on the pulse of your maintenance department, so you can make continuous improvements to your maintenance operation as your business evolves. To maximize the benefits of maintenance software, choose a reliable CMMS vendor with a proven track record and a willingness to partner with you throughout the implementation and ongoing management of your preventative maintenance program. Contact DPSI today to sign up for a free trial or learn more about the maintenance management software services we provide.