When you purchase an Enterprise Asset Management (EAM) or Computerized Maintenance Management System (CMMS), it comes à la carte. You get the technology and toolset, but you don’t get the codes, business processes, naming conventions, and data standards it needs to create high-quality data.
Out of the box, the EAM/CMMS solution:
- Does not contain taxonomies or noun/modifier dictionaries, which help to standardize and classify master data (i.e., asset registry, MRO materials, suppliers, etc.) sets and improve system sorting, grouping, and reporting capabilities.
- Does not deliver the all-important business processes (i.e., maintenance planning and scheduling, spare parts management, etc.) required to execute transactions and drive software configuration.
- Does not magically show up with the coding structures (e.g., classes, types, statuses, failure, etc.) required to generate key performance indicators (KPIs) and deliver actionable reporting and analysis.
These missing elements significantly impact the EAM/CMMS’s ability to produce rich, accurate, actionable information.
- Without naming conventions, EAM/CMMS data will be inconsistent.
- Without good business processes, the EAM/CMMS data will be toxic and incomplete.
- Without the codes, data will be missing, KPI reporting and analysis will suffer.
Data issues are the #1 EAM / CMMS killer. The primary purpose of the EAM/CMMS is to produce actionable information. The EAM/CMMS cannot accomplish its goal if the underlying data elements are missing or incorrect.
The EAM/CMMS is the primary tool for enterprise asset management. It can help reduce unplanned equipment downtime and improve job safety and environmental compliance. It can create efficiencies and be instrumental in minimizing maintenance and MRO costs and helping the organization accomplish its objectives. However, it can’t do it alone. It needs help, and getting the right help is the difference between a high-performance and an under-performing EAM/CMMS solution
Breaking Down EAM/CMMS Data
In the EAM / CMMS solution, there are two primary types of data. Master data and transactional data. Both must be complete, accurate, and timely for the EAM/CCMS to deliver high-quality information.Master Data
EAM / CMMS master data includes static data sets like the asset master, MRO materials master, preventive maintenance (PM) master, etc. This data is loaded into the system and must be standardized to speed up record search and retrieval efforts. Inconsistencies in how equipment is named or MRO materials are described compromise EAM/CMMS reporting and make the system harder to use. Organizations should develop a naming convention for all master data sets. This will add clarity and uniformity to the data. Once the naming convention is created, then stick with it. Don’t waiver from your standard.A popular naming convention to describe MRO materials is Noun, Modifier, Attribute, and Value. See the example below.
| DESCRIPTION |
| BURNER,BUNSEN,800,TO 1200BTU, NATURAL GAS, ALUMINUM, BRASS |
| BURNER, BUNSEN, NATURAL GAS, 1780DEG C, IRON, 8MM DIA, 4.25IN WD, 4.25IN LG |
| COMPRESSOR, AIR, ROTARY SCREW AND SLIDING VANE, 446CFM, 128PSIG, 460V, 60HZ, 3PH |
| COMPRESSOR, AIR, ROTARY SCREW, 37 TO 174CFM, 125PSIG, 460V, 60HZ, 3PH, 40HP |
| PRINTER, BARCODE, DIRECT THERMAL, OPTIONAL THERMAL TRANSFER, 203DPI, 12IN/SEC |
| PRINTER, LABEL, DIRECT THERMAL, 12.62IN WD, 12.7 IN HT, 18.6IN DP, 203DPI, 2 TO 12IN/SEC |
| PULLER, REVERSIBLE, 2, 1.9TON, 67MM, 23 TO 48MM EXTERNAL, 59 TO 67MM INTERNAL |
| PULLER, JAW, REVERSIBLE, 2, 1.9TON, 82MM, 23 TO 68MM, 62 TO 87MM INTERNAL |
| PULLER, JAW, REVERSIBLE, 2, 4.5TON, 98MM, 41 TO 83MM, 41 TO 83MM INTERNAL, 95 TO 97MM INTERNAL |
| PUMP, CENTRIFUGAL, CLOSE COUPLED, WATER, 525FT, 20HP, 1100GPM, 4IN, 3IN, 2500RPM, 6IN |
| PUMP, MULTI STAGE, FEED, 1200FT, 10HP, 80GPM, 2IN, 208 TO 230/460V, 60HZ, 3PH, CAST IRON |
| PUMP, MULTI STAGE, HEAD WASH WATER, 1200FT, 25HP, 80GPM, 2IN, 208 TO 230/460V, 60HZ, 3PH |
| PUMP, MULTI STAGE, WATER FEED, 1200FT, 7.5HP, 53GPM, 2IN, 208 TO 230/460V, 60HZ, 3PH |
Master data also includes your EAM/CMMS codes. Codes are abbreviated data fields used to capture and roll up different types of information. The EAM / CMMS system’s ability to produce valuable and insightful information depends on the development of codes and their usage on EAM/CMMS transactions (e.g., work orders, purchase orders, etc.) or master data.
Codes also drive key performance indicators (KPIs) and operational reports. For example, the Maintenance Technician can assign Work Order Delay Codes to indicate the nature of delays encountered while working on planned work. This data is used to improve future maintenance planning efforts. Work Order Delay Code examples are below.
The importance of distinctive (there can only be one) and insightful EAM/CMMS coding structures cannot be understated or overlooked. They allow you to peel back the onion and study key data elements. Like the below example, if MRO Materials are the #1 delay in getting maintenance done on time, then we know what to target for maintenance wrench time improvements.
Your master data is master for a reason. It is the building block of the EAM/CMMS. You master your master data; you will be on your way to establishing a rock-solid foundation for the EAM/CMMS solution.
Transactional Data
EAM / CMMS transactional data includes dynamic data sets like work orders, MRO materials usage, and purchase orders. Transactional data is the heart and soul of the EAM/CMMS. It is the reporting and decision driver. For example, by reviewing work order data, we can zero in on equipment that has been troublesome to maintain. Information to let maintenance know where to spend their time and money. MRO material usage data can help you determine what to stock in the storeroom and what not to stock. Reviewing stocking requirements makes the best use of working capital and reduces maintenance repair times.
Behind every piece of transactional data is a business process. A business process produces transactional data.
A business process is a set of activities (e.g., maintenance planning and scheduling, inventory cycle counting, etc.) that people perform in a particular sequence to accomplish a specific goal. These activities have a significant impact on the quality of transactional data. If the business process is suspect, the data outputs will be as well. The adage, “garbage in equals garbage out,” is never truer than here. Your business process should produce a consistent outcome; this is key to creating good transactional data.
Organizations committed to high-quality enterprise asset management transactional data will typically engage in some form of Business Process Management (BPM).
BPM is an approach that uses various methods to discover, model, analyze, measure, improve and optimize business processes. BPM is super important in the field of enterprise asset management. Enterprise asset management is a cross-functional discipline with many moving parts. Project management, maintenance, operations, MRO supply chain, and finance all play a role in helping to best manage the organization’s equipment and infrastructure. Getting these functions to operate efficiently and effectively requires sound and well-executed business processes. Organizations serious about enterprise asset management should have a systematic approach to improving business processes. Your EAM/CMMS transactional data is counting on it.
Finishing Up
Great EAM/CMMS data leads to better enterprise asset management decisions that:- Increase performance and uptime of the organization’s equipment
- Extend the useful life of the asset
- Streamline maintenance and MRO supply chain activities
- Minimize operational costs
- Comply with environment, health, energy, and safety (EHS) initiatives
The EAM/CMMS with the right data is a powerful tool for driving informed and educated asset management business decisions. It is incomplete without it. Focus your efforts on developing complete, accurate, and timely EAM/CMMS master and transactional data, and the organization will be able to access the information it needs to accomplish objectives.
SwainSmith, LLC., creator of the EAM Library, helps organizations develop rich and actionable EAM/CMMS data. Contact us for a free no, obligation look at your data. We will share some ideas for improvement. Thanks for reading.
