Your organization thrives by adapting to industry changes. Why shouldn’t that be true of your CMMS?

Sometimes it’s obvious your CMMS software is no longer receiving support. Maybe your vendor is openly redirecting their focus — or maybe they're closing up shop altogether. Other times, software neglect is hidden. Your CMMS vendor is still in business and their phone number remains in service. But support is half-hearted. Rollouts of new software have trickled to a stop, or you constantly finding yourself playing phone tag. And nobody wins when you play phone tag.

Here are 8 other ways to identify that your CMMS Vendor isn’t stepping up to the plate with adequate software support.

1) Does your CMMS vendor have another release in the pipeline?

There’s no getting around it: a good CMMS implementation starts with good software. And good software is software that’s perpetually getting better—adapting to new technology, optimizing processes, and improving the end-user experience. If your CMMS Vendor isn’t working on a new release, it isn’t because they’re content with the status quo. It's because they’re lacking appropriate development support.

2) Does your CMMS support mobile technology?

A good CMMS vendor recognizes that “mobile” isn’t just a city in Alabama. Even if your organization is not considering implementation of a mobile solution, chances are good that a vendors who doesn't support mobile technology is lagging behind in other ways. Perhaps they have an abacus or two lying around their offices.

Your technicians don't stay in one place. Neither should access to your CMMS

3) Does your CMMS vendor have a static website?

Your CMMS vendor’s website should not have a complete facelift every time you refresh the page. But does it offer a regularly-updated blog? Is there a newsletter? Is there a current news sections? Websites are often the first point of contact for both current and existing customers. If a company’s online presence is stagnant, chances are the company is, too.

4) Can your CMMS communicate with other software?

A “siloed” CMMS is one that exists in its own universe, antisocially unwilling to speak with other software. Not only is this problematic on its own — it’s a pretty good bellwether that your CMMS vendor is not interested in tailoring its product to the constantly-shifting software landscape. A good CMMS solution should have functionally to connect with Microsoft Active Directory (to avoid creating separate username/logins), have the ability to plug into an email client like Microsoft Outlook, and be capable of tieing-in with your facility management software.

5) Does your vendor embrace barcode technology?

Barcodes aren’t just for grocery stores anymore. You’re probably starting to see them everywhere: on posters, in books – and, yes, even on maintenance equipment. The latest and greatest CMMS vendors have adapted to this technology by offering optional tagging ad-ons (such as MicroMain’s InfoTag). Technicians can scan tags with a smartphone or other mobile device to get immediate access to asset maintenance histories, model and serial numbers, warranty information, and more.

6) Is your vendor there for support?

Like a good friend, your CMMS Vendor should be there when you need it. Even after your software is implemented, there may be times you need assistance. If your database is hosted externally with your vendor, for example, you might need to contact them to resolve a server issue. Can you get a hold of support? Is there email response time lag? Does your vendor provide live chat on their website? Does your vendor offer service packages for existing customers? Or, on the contrary, does  your vendor seem to keep its existing customers at arm’s length?

Good CMMS support lets you get the most out of your software

7) Does your CMMS have web request functionality?

In industries such as property management, having 24/7 web request capabilities can be downright essential. Web requests reduce incoming call and emails, while dramatically improving customer satisfaction. Still, many CMMS vendors turn a cold shoulder to web functionality. Are these vendors making other glaring oversights?

8) Is your CMMS capable of adaptation?

Your CMMS wasn’t designed specifically for your organization – but it should feel like it was. One of the biggest signs of an under-supported CMMS is the software’s inability to adapt to your changing sets of needs. Invariably, your organization will grow and evolve – and your CMMS needs to be flexible enough to keep pace. For example, the growth of your organization may lead to new levels of regulatory compliance. Rigid, uncompromising CMMS solutions often rely on work-arounds to achieve this newly-desired functionality. When a CMMS is receiving adequate support, these key changes are far easier to implement.

Identifying a stagnant CMMS is the first step to solving a potential problem. When your CMMS solution isn’t keeping up with the industry, it can lead to far-reaching problems down the road. Replacing and updating your system is a cathartic exercise, a great time to institute company-wide improvements in work order and preventive maintenance (PM) processes. And once you’ve acquired a well-support CMMS, your organization has the invaluable peace of mind to know that if a problem comes up, you have a helping hand to depend on.

For information on how MicroMain can help replace your legacy CMMS, call us at 1-888-888-1600 or send us an email.

A new version of Facility Management is now available!

Facility Management is MicroMain's complete drawing-based facility management system that helps you manage buildings, assets, and occupants. This new release simplifies the drawing import and management process, allowing you to get more done faster.

The new update's key feature is a brand new drawing import wizard, which takes you step-by-step through the process of importing CAD drawings, layer-by-layer, into your database. It automatically evaluates what's there and knows what your next steps should be by automaticly linking and creationing space assets from drawing labels.This is leaps and bounds beyond what's ever been possible before.

New treeview layer controls have also been implemented. Now layers can be grouped according to base plan and spaces. This makes it easier to edit and manage only the drawing elements that are important to you.

In addition, this version of Facilitiy Management features new reporting capabilities for business units, including "space class" types and "square footage by business unit." A business unit is an organization hierarchy arranged by department, group, team, etc. — such as “Human Resources,” “Sales,” and “Marketing.”

We are also pleased to announce that FM 7.3 is now compatible with Microsoft Access 2010 and AutoDesk Design Review 2012.

For more information about this release, call us at 1-888-888-1600 or send us an email.

When it comes to maintaining your fleet, MicroMain Maintenance Management is the equivalent of cruise control. A fleet can mean anything from a tugboat to an apartment complex golf cart to your standard everyday diesel electric locomotive. If it takes fuel, has wheels, and needs the occasional part replacement or work request, it's part of your fleet. MicroMain's CMMS software is your automated preventive maintenance-generating pit crew.

The first step to getting full use out of MicroMain's comprehensive fleet management feature set is to have all your vehicles, fluids, and tires entered into your database. Naturally, MicroMain can help with the collection and entry of this information.

The fleet management tools are easily accessible via the main screen. Just click on "Fleet" and all the vehicle assets in your database will appear.

Double clicking on each vehicle brings up a wealth of information. You can track its location, warranties, fuel, tires, who it's assigned to, and more. You can even insert a picture of the vehicle.

Selecting "Fuel/Fluids" brings up a list of all the fuels and fluids used in your fleet. This includes oil, lubricants, gasoline, diesel fluids, etc. — any liquid you rely on to keep your fleet running. Selecting "Tires," meanwhile, brings up all the tires in your fleet, as well as all the information you need to keep them up-to-date.

Fleet management is the solution for efficiently tracking the mileage, maintenance history, and fuel usage of your vehicles. And it's more than just a great way to ensure you're not missing a forklift. A good fleet management system will reduce repair and replacement costs, optimize usage of fleet-related consumables (fluids, tires, etc.), and extend the life expectancy of your vehicles.

If you want to know more about using surveys or MicroMain products, contact a MicroMain expert.

During this Drop-by Demo we shared the differences and similarities between MicroMain's two CMMS / EAM offerings, Maintenance Management and Facilligence. It was recorded and is viewable below. The recording is also available full screen.

Register now for next month's Drop-by Demo, looking at our Mobile capabilities. 

You’ve gone through the demos, selected the vendor, and negotiated the purchase of your new CMMS – now what? The truth is you are only getting started. Over the next weeks and months you’ll need to work closely with your vendor to ensure your CMMS is configured to work well with the way you do maintenance. Here are 8 things you can do to make sure your CMMS implementation is smooth and your new system meets your needs.

1. Take Inventory / Do Your Homework – this is a good time to take inventory by going through and listing your buildings, equipment, vehicles, and parts that you want to track in your CMMS. Consider any unique situations you may have – such as naming conventions for easy searching or determining how you will identify sections of linear assets. Many CMMS implementations fail because the database is improperly set up.

2. Pull Together your PMs – every equipment manufacturer has recommended maintenance schedules, but no one knows better than you what is necessary to keep your equipment up and running. Can’t afford unplanned downtime? Schedule PMs and inspections more frequently. Can’t access areas during peak use times? Schedule maintenance around holidays and breaks. Have major events at your facility? Schedule PMs 30-60 days prior to ensure you have time to take care of any issues. One of the main sources of cost savings from a CMMS is through managing PMs and inspections to reduce failures and emergencies and increase the usable life of your assets.

3. Consult your IT Department - even if you implement a hosted solution you may still need some support from IT to ensure your network can deliver good performance times at peak times. Are you using smartphones or other handheld devices? Who will provide support when issues arise? Understanding all the IT needs of your CMMS will help you isolate issues and avoid delays.

4. Prepare your Data – whether you are converting years of history from an existing CMMS or starting from scratch, the cleaner your incoming data is, the faster you will be up and running. Helping you prepare for, and then performing the data import is one area where you CMMS vendor can add significant value. Make sure you understand what is required of your new system before you promise a “go live” date. CMMS implementations are often delayed when parties don’t fully communicate data import requirements.

5. Test your Hardware and Software - the last thing you want to have happen is for your CMMS trainer to show up and have your new system not working, wasting valuable time. Every CMMS vendor has stories about arriving on site to train and having to start by taking the server out of the box. Make good use of your training dollars by having hardware in place and software installed prior to scheduled training.

6. Determine your Reporting Needs – before you start implementation and training for your new CMMS, sit down with your staff, managers, and accounting department and discuss the types of reports they would like to see out of the new system. Who will receive regularly scheduled reports? How often will you issue reports?  Which reports are the most critical to your organization? Thinking about reports ahead of time will help ensure that the system is set up, configured, and used in a way that will get you the information you need. This exercise will also help you determine if any customization is required. Set up your CMMS to automatically produce the reports you need.

7. Get Trained – when designing your training plan, make sure you consider both breadth and depth. You’ll want to get enough people trained so they can help each other with daily tasks and a few people trained on all aspects of the system and its administration. Also consider planning for future training, perhaps 6 months after you go-live, when you have experience actually using the system in your organization. Make sure you are getting the most out of your CMMS by adequately training all users.

8. Audit your CMMS – schedule a PM for your CMMS! Every six months plan to spend a few hours checking your CMMS. Use this time to make sure you have the latest version of the software, are getting the reports you need, and that you are taking full advantage of the your CMMS’s capabilities. This is also a good time to check in with users and see if anyone has questions or if there are new employees who would benefit from formal training. Performing periodic PMs on your CMMS protects your investment and maximizes the maintenance savings for the organization.

Getting to information fast in a CMMS is important. A few extra seconds saved looking for a part or work order adds up to hours over time. MicroMain Maintenance Management has built in search functionality if the program is being run in conjunction with Microsoft Access 2010.

The feature is very simple, but easy to overlook if you are not aware.

Simply type in what you are looking for and it will highlight it on the page. This feature is available on all listed pages, including Work Orders and Parts. Happy searching!

The decision whether to host your CMMS system on your own servers or use external servers and the cloud is an important one. There are pros and cons for each methods, from security to control and ease of use. Assessing your own needs and reviewing the options is the first step.

Having your CMMS and database in the cloud, hosted or as using SaaS (software as a service) all come with the same advantages and disadvantages.

Positive items for having your software hosted include: 

• Reduced burden on internal IT resources 
• State-of-the-art data security, automatic back-ups, and guaranteed connectivity 
• Support and training made easy with direct access to your database(s) 
• Hassle-free software updates and maintenance 

On the other hand, if you have the resources of an IT department and are desire the control of having your servers at your site, hosting the software is the best option. 

Some pluses for hosting internally would include: 

• More complete control 
• Servers located on-site  
• Can be accesed from intranet

MicroMain has solutions for both methods. 

• MicroMain Facilligence, our 100% web-based CMMS, ideal for multi-site organizations 
• MicroMain Maintenance Management, purchase-host (you buy the software, we supply the hosting) 
• MicroMain Maintenance Management, hosted software  (nothing to buy, pay monthly for software access) 

If you want help determining which option if best for your organization, contact a MicroMain expert.

Optimizing preventive maintenance tasks performed is an effective way to streamline maintenance and help reduce the likelihood of failures. Simple changes in process and a little more planning are all that is needed.

Marshall Institute is an asset management consulting and training company dedicated to helping companies improve the maintenance contribution to their organizational performance. Their president, Greg Folts spoke at our Users Conference this past year and gave some helpful tips for optimizing PMs.

1. Compare failure to current maintenance strategy
2. Consider the effectiveness and efficiency of the current strategy
3. Use the experience of the shop floor
4. Consider the consequence of the failure
5. Consider what type of PM can be utilized

Knowing the different failure modes of assets is also vital to planning PMs. The graphic below illustrates the types of failure and how to best plan for them.

To read the full list of PM Optimization tips and other information, visit the Marshall Institute to get the presentation (name and email required).  Also, look forward to guest blog posts from the industry experts at Marshall Institute in the coming year.

The importance of customer reviews and feedback in today's business and media landscape can't be overstated. Sites like Yelp or Angie's List can show a negative review, resulting in a PR nightmare. Having an easy, built-in mechanism to address customer feedback in your CMMS system is a great front-line way to listen to your tenants, customers or anyone who requests work orders and maintenance.

MicroMain Maintenance Management allows you to print surveys related to work orders in several easy steps.

Access the Work Orders screen.

After opening a Work Order, click on the "Customer Service" button in the top.

Select "Customer Survey" as the print option. Then select the "Print Preview" button.

The Technician can now print and leave the survey with the requestor to fill out and turn in as instructed or return to to the Technician. Modifying the form can be completed if comfortable with Microsoft Access since Maintenance Management ships with the source code, or customized by MicroMain.

The information from survey is then entered into the system and linked to the work order.

If you want to know more about using surveys or MicroMain products, contact a MicroMain expert.

MicroMain is happy to hear that we were selected as part of the District Administration Magazine's Top 100 Products for 2011. District Administration is a leading provider of smart management solutions for K12 administrators at school districts throughout the United States.

According to District Administration, "The winners reflect how educators seek a variety of technological tools in tough economic times." Readers of the magazine nominated products and wrote testimonials, then District Administration selected the winners.

MicroMain Facilligence, our 100% web-based CMMS/EAM software offering won, with the magazine saying "MicroMain Facilligence is a web-based computerized maintenance management system (CMMS) that helps districts simplify maintenance operations, work order management, preventive maintenance scheduling and more. It provides quick access to work-order information for maintenance workers and administrators."

We look forward to continuing to provide school districts and other industries with time and money saving software in the future! To see how our software can help you, contact a MicroMain expert.