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CMMS specifications

CMMS specifications

Tuesday 24 march 2020

At Yuman's, we like to save you time. Not only to manage your daily maintenance operations but from the very beginning of your CMMS project. 
As we know that the specification writing phase can be long and tedious, we offer you here a template that is ready to download.
 
This standard specification can be entirely modified to help you mature your project, specify your needs and of course produce the Specifications that will be used to choose the CMMS solution.
 
Pssst ... If these are exactly the features you need, then Yuman is for you!
 
You can, of course, download this document, which will serve as a basis to amend and adapt to your own project. You may need to simplify it or enrich it according to your exact expectations. We look forward to your feedback and discussing your project.
 

Introduction

 
In your introduction, insert a quick reminder about the company, its organization, the scope of the maintenance function, its general objectives, and of course, present your CMMS [Computerized Maintenance Management System] project.
 
A few ideas:
 
Analysis of the existing situation: describe your current operating model? 
Is it the replacement of an existing CMMS that does not give you satisfaction or a new project to digitize your technical department?
Expectations: What are the main objectives of your CMMS project? 
Territory: what is the geographical perimeter covered by your company?
Size: what is the size of your organization: The number of managers, technicians, departments involved? 
Use case: you can, for example, describe one or more workflows you want to develop.
 

Description of our CMMS requirements

 
This part allows you to define your needs and the main benefits expected from the new CMMS system. 
 
The purpose of these specifications is to select a CMMS / maintenance management solution, its implementation, and maintenance.
 
The need for a CMMS within our structure revolves around two main axes: better monitoring of the actions of our technicians on the move and easier management of the assets and equipment in our charge.
 
At present, information from technicians is extremely dispersed: submission of a report to their manager, timesheets to the HR department, lack of information concerning stock monitoring, not to mention the numerous emails and calls every day to transmit additional information on the interventions planned for the day. Many time-consuming re-entries are also necessary in order to build the report to be sent to the customer, the invoice and to be able to save these documents in a secure way.
 
With regard to equipment management, it becomes essential for our field technicians to have access to the history of the equipment, as the repairs previously carried out greatly assist in the diagnosis. To ensure their safety and compliance with current standards, we must also be able to provide them with technical manuals, plans and safety instructions in digital format.
 
Finally, there is a strong challenge to optimize our preventive maintenance interventions. Firstly, in order to optimize the life cycle of the installations for which we are responsible, but also to guarantee a better quality of service to our customers, by anticipating future deadlines and recurring maintenance interventions.
 
The company, therefore, wishes to equip itself with a tool capable of modernizing its management of intervention requests from all the customers present on the different sites, in order to increase efficiency. 
 
The CMMS [Computerized Maintenance Management System] solution should facilitate :
 
  • The management of property, equipment, and assets
  • Intervention management : planning, reporting, closing
  • The management of contracts associated with each site : periodic inspections, maintenance
  • Management of quotes and invoices
  • Material and inventory management
  • Profile management : administrator, manager and field user
  •  The creation of statistics and dashboards, data extraction
 
The objective is therefore to find an integrated, ergonomic, scalable and collaborative tool.
 
The main expectations of this CMMS are :
 
  • Saving time
  • Easy access to information collected in the field
  • Live" monitoring of interventions
  • Reduction of entry times (elimination of re-entries)
  • More autonomy for field technicians
  • More analysis tools for managers

 

Desired features

 
Listing the desired functionalities is of twofold interest: it makes it easier for the software publisher to read the project, but it also allows sorting and prioritizing the indispensable, important and optional functionalities.
 

Management of assets, equipment, and assets

 
Client Management
 
The CMMS must make it possible to memorize the main information relating to customers: name, VAT number, address, telephone, e-mail addresses, website, sites concerned, staff numbers, etc.
 
The various contacts of a customer will be defined in the system with their role (technical contact, invoicing, etc.).
 
Equipment management 
 
It will be necessary to be able to attach to a site/building one or several equipments requiring a specific maintenance operation (Boiler, Elevator, Automatic door, Access control, VMC, Water heater, Smoke extraction, BAES, Fire extinguisher, Fire safety system, Dry column, Technical plans...). 
 
This equipment can be referenced directly in the CMMS tool and updated regularly: attachment of documents such as plans, maintenance sheets, photos, bills of materials, etc. The aim is to facilitate the construction of the digital equipment maintenance logbook.
 

Intervention Management

 
The CMMS will have a planning module to visualize all the interventions, controls and work sites managed by the company.
 
CMMS planning module (in the office)
 
The schedule should display all the technicians' tasks on the same screen over a period of at least one week. Holidays and absences should be shown. It must have a Drag & Drop function that allows a technician to jump directly from one intervention to another, and it must refresh itself automatically.
 
  • Planning (multi-passenger and multi-technician interventions)
  • Assignment of technicians, according to their availability, according to the planned duration of the intervention, with taking into account absences 
  • Geographical groupings to optimize travel       
  • Registration of the equipment to be provided for the intervention
  • Ability to send SMS and emails to customers to confirm planning
Data to be transmitted to the technician (on the move)
  • Contact information of the applicant (name, telephone)
  • Direct GPS navigation to the location
  • A detailed description of the intervention to be carried out 
  • Possibility for technicians to create their own interventions: notices, instruction sheets, etc.
  • Daily and weekly schedules on their smartphone
  • Possibility for technicians to create their own interventions
  • Real-time alerts of new information/interventions for everyone
  • Access in off-line mode: the application works autonomously, connection is only required for data exchange, the synchronisation is done in the background without blocking the use of the app

Conduct of an intervention in the field

  • Start of the intervention, with the calculation of the travel time
  • End of intervention, with the calculation of time spent
  • Several possible stakeholders on the same site, over several days
  • Reading of the attached files and attachments
  • Access to the history of the interventions carried out on an equipment
  •  Entry (voice or text) of the intervention report
  • Adding photos
  • Addition of articles/materials used
  • Addition of a regulatory form: CERFA, certificate of maintenance, VAT, etc.
  • Client's signature
  • Validation of the end of the intervention
  • Possible planning of a new passage
  • After validation, the report of the intervention is sent to the customer by email

Processing of completed interventions

  • Analysis and verification of the interventions carried out by the manager
  • Sending the intervention report to the client
  • Reassignment if necessary (new run, waiting for parts)
  • Verification of working times
  • Inventory control and consolidation
  • Archiving the task sheet
  • Generation of the invoice for sending to the customer

Management of maintenance contracts

 
The CMMS will have to enable the management of maintenance and service contracts, as well as the performance of regulatory audits and controls.
 
Preventive maintenance should be integrated into the planning with the creation of automatic reminders to warn of maintenance deadlines. 
 
Maintenance plans
 
Maintenance ranges are defined to describe the main interventions to be carried out during the life of the equipment at a given frequency. They include the tasks and operations to be carried out, the estimated time required, and the necessary equipment.
 
CMMS will allow preventive maintenance actions to be triggered according to the time or number of hours of use of the equipment. The completion of the maintenance range will give rise to a completed intervention sheet, which can be archived and linked to the equipment concerned.
 
Billing management
 
4 billing flows should be possible:
 
  • Invoicing of interventions
  • Invoicing of contracts
  • Invoicing of quotes/orders
  • Punctual invoicing
 
Invoicing of interventions
 
The CMMS must allow the automation of the invoicing of interventions with the following functionalities in particular: 
  • Indication whether the intervention is to be invoiced or not: this can be defined either at the creation of the intervention, at its closing, or a posteriori of the intervention
  • Automatic calculation of labor times
  • Valuation based on hourly costs
  • Automatic settlement of travel flat rates
  • Direct valorization of used spare parts and consumables
  • Different states of interventions: to be invoiced, invoiced, under contract, under warranty, etc.
  • Invoices must be able to be issued directly while on the move
  • Or they must be able to be validated by the manager before being sent
  • Sending invoices by mail: with traceability of distribution and opening by the customer, receipt of notification
  • Issuance of credit notes/credit notes
Invoicing of contracts

The execution of maintenance contracts gives rise to periodic invoicing which will have to be managed by the CMMS. The software can also model the financial revaluations and the schedule according to the terms defined in the contract. The operational and billing dates can be distinguished.

Invoicing of quotations/orders
 
  • Billable orders in one or more invoices
  • Creation of the invoice corresponding to the accepted quote
  • Down payment invoicing
  • Invoicing by site situation
  • Possibility to display the details of the order or a simple summary
  • Sending invoices by mail with traceability of distribution and opening by the customer, receipt of notification
Punctual invoicing
 
Possibility of invoicing customers independently of an intervention, contract or order.

Management of quotations

  • Drafting of the quote according to pre-defined templates
  •  List of necessary spare parts
  • Creation of detailed or non-detailed works
  • Categorization of quotation lines: guarantee, contract, hourly rate, performance, etc.
  • Addition of optional options
  • Management of the different VAT rates in force
  • Insertion of subtotals
  • Automatic margin calculation
  • Deduction of rebates
  • Acceptance of a quotation leads to the creation of the associated intervention
  • Follow-up of quotations: Pending, In Preparation, Sent, Accepted, Invoiced
  • Direct emailing of the quotation in PDF format, with traceability of distribution and opening by the customer, receipt of notification

Materiel and Inventory Management

The CMMS inventory management function will have to ensure the availability of materials and equipment necessary for the operation of the company while maintaining its stock at optimal levels. 
 
The CMMS must : 
 
  • Enable articles, materials and spare parts import from multiple suppliers, depending on stock levels and minimum stock levels
  • Link quantities of parts used in the intervention, with the tracking of these stocks in order to update the quantities as and when they become available
  • Manage storage locations
  • Manage stock movements
  • Allow for the addition of the necessary equipment at the planning stage
  • Create a list of parts to be ordered according to the planned tasks
  • Add parts used in mobility
  • Be able to output actual vs. planned quantities
  • Manage inventories by technician/van stocks
  • Define a minimum critical quantity for each stock item in order to generate "need to order" alarms
  • Manage order tracking
  • Enable data extraction to perform the inventory

User management

The CMMS user profiles are as follows: 
 
Administrators: they have access to all parameters, can choose customization options, manage teams.
 
Managers: they can manage and assign interventions, planning, invoicing and quotes, contracts. It is possible to restrict access to certain functionalities (planner profile, estimator, etc.). 
 
Technicians: they have access to the interventions assigned to them as well as to their personal schedules.
 
The CMMS must also facilitate the task of the HR functions with, in particular, the retrieval of timesheets, following the interventions carried out by the technicians.

KPIs & Statistics

Based on collected data, CMMS must be able to offer dashboards and statistics in order to measure maintenance performance. List of indicators that will have to be made available by the chosen solution:
 
  • Preventive / curative ratio: preventive vs. curative maintenance rates 
  • Time between failures: average time between 2 equipment failures
  • Response time: time between equipment shutdown and arrival of the technician
  • Repair time: time between failure and restart
  • Time to return to service: time between the issuance of the work order and the resolution
  • Travel time: time between the issue of the work order and the arrival of the technician
  • Technician activity rate: nb of hours in intervention / total time worked, this ratio minus the total nb of interventions carried out
  • Accuracy of planning: difference between actual and planned response time
 
These indicators must be obtainable for a selected period, site, equipment, team, technician.
 
The dashboards are a reference for setting objectives and measuring performance within our company. They must be presented in the form of tables and graphs.
 

Technical prerequisites

 
This part will enable us to detail the technical constraints relating to the implementation of CMMS and the integration requirements within our existing information system.
 
The following will be discussed:
  • Technical constraints relating to the implementation of the software, server or cloud configuration
  • The availability rate must be greater than 99.99%
  • Necessary interfaces and data exchanges between the CMMS and the Information System already in place
  • The data recovery strategy
  • Data recovery options: export and end of the contract
  • Specific measures related to confidentiality and security
  • The possibilities of CMMS parameterization and customization, requiring no intervention on the part of the publisher

The general and key needs expected are as follows:

  • CMMS must be accessible via a web browser
  • the mobile application must have an off-line mode, with automatic background synchronization
  • the solution must be accessible through a SaaS* architecture (Software as a Service)
  • the platform is accessible on the Cloud
  • secure nominative access per user
The CMMS publisher will describe its security policy: approaches, standards applied, consequences of breaches of the security policy, PGDR, communication, etc., and will specify the infrastructure and architecture implemented in order to guarantee the requirements of availability, confidentiality, and integrity.
 
The CMMS must allow data migration (Import / Export) via open format files (Excel in particular) in order to guarantee the recovery of data from our computer base. Data export must be guaranteed at all times.
 

Project methodology

 
The CMMS configuration will be based on iterative cycles allowing our teams to perfectly handle the tool.
 
Among the key stages of the project, we can mention the following: 
  • The preliminary study 
  • Specific developments for a perfect adaptation to the Specifications
  • Unit tests
  • The user recipe: tests in collaboration with applicants and checking that the functionalities and requirements are well adapted to each other
  • Data recovery
  • Delivery and production procedures
  • User training

The software publisher will provide us with the following information:

  • The activities that will have to be taken in charge by our structure
  • Activities to be supported by the publisher
  • The estimated workload in days/man
  • The profile and knowledge required for the configuration and use of CMMS

Training

Two separate training sessions will be planned, one technical training for back-office staff and one training for user technicians in the field.
 
The training will include technical support accessible every working day during office hours by phone and email. All web-based training materials (explanatory videos, forums, e-learning) will also be appreciated.
 

Definition of the financial offer

 
The publisher will provide a precise estimate of the financial elements that make up its offer. Namely:
  • Cost of licenses / monthly or annual fee
  • Management cost and project support, including data transfer costs
  • Cost of specific customization developments
  • Cost of developing inter-application interfaces
  • Cost of training
 
Among the Licenses, the following are included:
[XX] field users (technicians)
[XX] people in the back office (managers/administrators)
 
Licenses will also include the right to deploy updates, new versions, patches, and continuous improvement. 
 
The delivery time for CMMS is set at a maximum of [XX] months. It takes effect on the day the order form is sent to the publisher.
 
 
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