The right computerised maintenance management system or CMMS software can feel like a divine gift, so be careful not to commit any of these seven deadly sins during your procurement process.
1. Not knowing what you want to achieve with your CMMS
Whether you’re moving from a spreadsheet-based system or outgrowing an existing CMMS implementation, every project needs to start with a feasibility study. What do you want to be able to achieve through this CMMS software? How could things be done differently, and how will ROI be measured? Key, measurable objectives could vary from improving asset management to providing a safer working environment, increasing operational efficiency or reducing carbon footprint and environmental impacts, alongside a demand for intelligent, accurate business information to inform effective strategic decision making.
2. Not listing your requirements
If you’ve already started looking for a new CMMS solution, you’ll already be aware that there are a lot of options to choose from. Making a list of what you think you’ll need to meet your goals (what is essential? What is “nice to have”?) not only helps you whittle down the choices and compare the vendors fairly, but it will also prevent you from becoming distracted by the different bells and whistles on offer. And don’t be afraid to present your specific hurdles to the vendors as part of the research process, they may be able to recommend solutions that their clients have used to overcome similar challenges.
3. Lack of employee involvement
Typically the agreement for buying CMMS software comes from the top. While it’s essential to have focus on wider strategic goals, it’s equally important to involve the people who will be using the software on a daily basis, such as a help desk manager or a maintenance engineer. Not only will they have opinions on what is needed from the software on an operational level, they’ll also be more likely to champion the software to others when it’s rolled out. This smooths the way for the changeover, making it more likely that others will accept the new system and utilise it fully.
The IT department should be invited onto the project during the early stages too, to advise on technical requirements such as hosting and security considerations.
4. Neglecting security considerations
Software security has never been more important, with some organisations declining to work with vendors unless they are ISO 27001 (for information security management) or Cyber Essentials certified. CMMS software can often contain private customer / client contact data, be integrated with financial systems, and like any software, presents a potential way into the company network for hackers. Look for software that has comprehensive processes in place to protect against cyber attacks, such as multi-factor authentication, user access controls and credentials, an established programme for penetration testing (sometimes known as ethical hacking), and regular software updates to patch any weaknesses discovered.
5. Only considering cost
Choosing your system solely based on price does not lead to divine results. While it is undoubtedly an important factor, take time to review what is included for that price. Are there additional costs for training? Is the ongoing support available or is it limited? Can the software be customised to suit your way of working? Does the vendor frequently release improvements to the software, or will the software remain as purchased and risk becoming obsolete?
6. Forgetting to consider the vendor as well as the software
You as an FM professional know all about your site, assets and people. A CMMS vendor knows all about their software and how it meets challenges within the industry. Not asking the vendor about how they will help your team meet its goals is a deadly sin indeed, as they are so well placed to help you succeed. Make sure you ask them how companies similar to yours are using the software, and what the vendor is doing to support them. Often satisfied clients will agree to a site visit so you can see the CMMStool in action. In addition to support and development, check that the vendor is in a good financial position so you can be sure of their longevity.
7. Expecting the system to work on old, poor data
After avoiding the previous six sins and finding the solution that aligns perfectly to your objectives, budget and IT requirements, we implore you not to commit this seventh deadly sin: expecting a miracle. As part of the implementation process the vendor will advise and guide you on how to clean your data. The idiom “rubbish in, rubbish out” especially applies to data management systems like CMMS, meaning you can’t make good decisions based on poor quality data. For example, check for duplicated assets, correct model numbers, and the units and decimal points on costings. No matter how good the software, you won’t get the results you need unless the data accurately reflects your site.
If you’d like more information about how QFM can help you meet your FM challenges, contact us here, or download our complimentary Guide to Buying CMMS Software.
