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Capture and Reviews
This process needs to be
developed to match the needs of the organization. As much as
possible the text of each completed work order should be in a
standardized format. This can mean focusing on such things as:
- Failure causes per
specific equipment coding
- Codes highlighting
the work done
- Completion text
containing further tips for execution, as well as
any changes required to the work order template or
planning information. This needs to cover safety
areas also.
- Coding to identify
any related work orders, or indication as to other
work required
- Indication of the
duration and man-hours taken to complete this
works. (The majority of CMMS systems currently on
the market will be able to perform this via
timesheet functions, eliminating the need for
man-hours indication at point of completion.)
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All items are crucial to
further improvement in the execution of tasks; they can also
be vital to effective root cause analysis. Although these
codes need to be highlighted at the time of CMMS
implementation, they should be reviewed regularly to ensure
that they are accurately fulfilling their role of providing a
good base of data for future analysis.
Who enters the data?
This is an area where there is
usually a lot of disagreement amongst maintenance
practitioners. As the maintenance function has become more
sophisticated the number of work orders has increased
dramatically. This is necessary due to the focus on future
analysis and improvement that the modern CMMS system has given
us the capability to perform.
So who should enter the data?
Some organizations use the planner / scheduler for this task,
while others believe that allowing the tradesmen to do so is a
form of empowerment.
I have taken the view that data
entry is not a form of empowerment, nor is it a duty that the
maintenance planner / scheduler should be required to perform.
The sheer amount of data entry that modern CMMS systems
provide requires the dedicated services of a technical clerk
for maintenance. This role can also be used for many updating
and data entry tasks, depending on the amount of training
provided.
Use of craft employees and or
planning / scheduling staff reduces the amount of time these
roles can be focused on their core functions.
A review process for ensuring
the data integrity on closure of works orders could appear
thus:
- Hand written works
orders passed to the supervisor at completion of
the days work or of the task itself
- Supervisor to review
the data to ensure it accurately reflects the
works done, and in sufficient detail
- Planner to review
the data for the following purposes:
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- Changes to planning
templates (Estimates, durations, additional tips
and changes to procedures, documentation or safety
information)
- Review of coding for
compliance with overall business objectives
- Raising of
additional works orders to cover extra tasks noted
by the craft workers or caused during the
execution of the work
- Technical Clerk to
enter the data into the corporate CMMS system
- Exception reports to
be analyzed by the planner / scheduler to ensure
that no work order has slipped through the system.
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By focusing on the areas
outlined in this article, the maintenance department can move
one step closer to a continuously improving environment. All
of the preceding work on backlog management, planning and
scheduling are focused, primarily, on effective execution.
While the data generated during execution needs to be focused,
at all times, on improvement.
Again, without the support and
understanding of management, this area of the maintenance
function will remain unchanged and less than optimum. Training
in this process, as well as all of the codes and roles within
the process, needs to be delivered regularly on a role
specific basis. Neglecting this vital communication function
will ensure that the system does not progress at all.
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here for more planning & scheduling resources
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here for more CMMS resources
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