Computerized Maintenance Management Software (CMMS) systems have revolutionized the day to day operations of companies spanning a wide range of industry sectors including manufacturing, Health Care, hospitality, retail, etc. Equipment tracking softwares are sophisticated and robust facilities management software systems that track work orders, quickly generate accurate reports, and instantly determine which of a business’ assets require preventive maintenance software. The growing shift toward these systems rests in their ability to automate business operations, reduce production downtime and increase the longevity of equipment. With fully functional management systems, companies can realize an increase in their return on investment (ROI).

One of the most critical aspects of successful CMMS implementation is ensuring that all data entered are both complete and accurate. Since computer programs are unable to discriminate between good and bad data (or identify the sources of missing data), the individuals in charge of setting up their company’s management system are responsible for ensuring that the system will do what it is designed to do. The following are five simple ways to ensure that all company equipment and assets will find their way into the management software program.

1. Determine which assets and equipment you to include in your CMMS inventory

Each company is unique and so are its equipment and assets. When deciding which items to inventory, it is important to consider a company’s needs and priorities. For example, production machinery and parts are essential for manufacturing operations, and mechanical, electrical and plumbing equipment are critical for office buildings and large facilities. Desks, tables, computers and AV equipment are essential to schools and universities. Beyond determining the essential equipment to inventory, decisions regarding secondary assets also need to be considered. These may include vehicles as well as stock goods such office supplies, cleaning supplies, tools, etc.  

2. Determine what asset details you want to gather for your CMMS

Ideally, it is best to enter as much information as possible into the system about a company’s equipment and assets. However, because this takes time and effort, decisions need to be made about how comprehensive an equipment and asset list should be. It is also important to consider that the larger an operation, the more data there will be. For most companies, large operating and mechanical holdings are the most important and therefore, should receive the most attention to detail. Relevant information to be added include:

  • Serial numbers
  • Locations
  • Barcodes
  • Images
  • Manuals and documents
  • Manufacturer details
  • Dates (installation, warranty expiration, inspection)
  • Associated vendors
  • Associated replacement parts and suppliers

When collecting equipment and asset data for your CMMS software, it may be helpful to create a formatted spreadsheet that can be circulated among and updated by department heads. By doing so, members from different departments who have access to specific equipment details can collaborate in creating a master asset list.  Using a cloud-based program will allow team members to update documents in real time.


3. Assign people to be responsible for CMMS data collection with timelines

There is no doubt that setting up an equipment maintenance software system takes time and energy. For these reasons, it makes sense to develop a strategy that will guide the process. If a team is responsible for creating an equipment list, then it is important that each team member is well informed about the overall task as well as what he/she is responsible for. Setting realistic timelines for creating an inventory list provides a framework for task completion. The following offers an idea of what realistic timelines should look like:

  • Companies with 0- 100 assets: 30 days
  • Companies with 200 assets: 45 days
  • Companies with 201 – 500 assets: 60 days
  • Companies with 501-1000 assets: 90-120 days

Also, regular progress checks conducted on a weekly or biweekly basis should be conducted to ensure that the task remains on schedule.

Large companies or those with many assets may choose to outsource the task of auditing equipment. In determining this issue, companies need to weigh the cost of hiring an outside vendor to do this task properly and efficiently against the opportunity costs associated with the time staff members are taken away from their regular duties.

4. Consult CMMS vendor for advice

For companies that already have an equipment inventory list online and wish to have it migrated to a CMMS, potential vendors can assist in understanding what needs to be done. Clients can opt to migrate the data on their own or have the vendor do it for them. Those who have the time and are confident in handling the technical aspects of CMMS implementation may find migrating their data preferable. If you are anxious to get started, don’t want any hickups, and want the job done right from the start, CMMS vendors offer turn-key set up options. 

5. Review and clean up CMMS equipment data list

The final step in creating an equipment and inventory list involves checking for errors and ensuring that all relevant information has been gathered. The final step involves the following:

  • Verifying the Inventory list is complete (recommend getting a second set of eyes)
  • Check to see if spelling is correct (spelling mistakes signals lack credibility)
  • Images are clear and formatted appropriately to be viewed on different devices
  • All manuals and docs are referenced
  • Equipment and asset locations are correct

Adding an equipment tracking software to an operation involves much more than a financial investment. It requires committing to the time and energy needed to ensure that the system is doing what it is designed to do. Creating a comprehensive equipment and asset inventory that is properly entered into the system is essential to a successful outcome. To that end, vendors are pleased to offer clients advice on maintenance management software implementation options. Regardless of the option chosen, once a system set up is completed, CMMSs offer companies a fully automated way to ensure that operations function at their best while saving time, energy and money.

At Hippo CMMS, we know that the first 6 months of implementation are the most critical for customer success. If you don’t have buy in from all users and adoption is low, the chance of the CMMS implementation being a success is not promising. This is why we invest heavily in our customer on-boarding process. If you would like to experience our unbeatable customer service and user-friendly software, you can try it free for 30 days!

About The Author

Jonathan Davis

Jonathan has been covering asset management, maintenance software, and SaaS solutions since joining Hippo CMMS. Prior to that, he wrote for textbooks and video games.
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