Computerized Maintenance Management System

1. Computerized Maintenance Management System Presented By [Presenter Name] [Presenter Title]

2. Introduction - summary • Challenges facing the implementation of CMMS • Available resources • Case study from Jordan • Working group session • Acknowledgments and contact • Topic placement within HTM tools • Definition of CMMS • Importance and purpose of CMMS • CMMS implementation • CMMS modules • Evaluating commercial CMMS • Design plan of locally developed CMMS

3. Topic placement • CMMS is found within the maintenance block in the flow chart (next slide). It can be used to automate: • Inventory management of equipment and spare parts • Corrective maintenance including all phases of the work order • Preventive maintenance programs • Follow up of equipment status • Other elements can also be included to establish a fully automated HTM such as: • needs assessments • donated or procured equipment • equipment replacement

4. To ensure improved access of safe, quality medical devices Research and development Innovative technologies Regulations Regulations of medical devices Research and development based on needs Approved high cost Medical devices Post market surveillance and Adverse event reporting Approved Medical devices lists Needs Assessments/ Selection Donations Installation, Inventories; CMMS, Maintenance User training and clinical effectiveness Health Technology Assessment Procurement Assessment Management Decommissioning, Replacement Human resources Glossary on Medical devices Policies Policies of medical devices Humanresources for Medical devices

5. Definition • Definition of Computerized Maintenance Management System (CMMS) • CMMS is a software package that maintains a computer database of information about maintenance operations • In HTM, the CMMS is used by clinical engineers to collect, store and analyze data on the inventory, corrective and preventive maintenance in addition to other activities related to medical devices • HTM involves complex parameters: • Class No, Priority, risk, down time,… • HTA, safety of patient & clinical staff, adverse events,…

6. Importance • Allows for standardization of all information within a HTM program • Allows for assessments of equipment reliability and performance using measures such as: • Down time (DT), mean time between failures (MTBF), mean time to repair (MTTR),… • Life Cycle Cost (LCC), … • Identifies user training needs based on failures due to user error • Tracks clinical engineering staff performance • Minimizes downtime because • it improves maintenance practices • helps staff to respond faster

7. Purpose of document • The purpose of this document is to provide a tool to guide clinical engineers, in adopting and implementing a CMMS. • The reader will get an understanding of the CMMS different components. • The reader will get an understanding on how to select or locally develop a CMMS that best suits their needs. • High-level managers and policy makers may wish to read this document to further their understanding of managing medical equipment and to enable informed decision-making.

8. Phase 1 Evaluation Phase 2 Selection Phase 7 Training Phase 3 Data collection Phase 6 Data entry Phase 4 Installation Phase 5 Configuration and customization CMMS implementation

9. Inventory module Basic elements of the inventory module Equipment inventory number Equipment description (type) and class code Manufacturer's name and code to identify manufacturer Model and serial numbers Manufacturer & vendor details (name, code, …) Purchase price & installation date & location Warranty expiration date as indicated by the purchase order PPM procedure reference Maintenance responsibility Status flag to indicate the current status of the equipment Other customizable fields

10. Table infrastructure for equipment inventory module Equipment model table Equipment type table Equipment location table Entered valuesManufacturer name and code Equipment model number Entered values Facility name and code Building code Department name and code Entered values Equipment code and name Stored values Safety responsibility Parts list Trained staff names and codes Stored values IPM procedures IPM frequency Risk levelStaff responsible Stored values Building default values Trained operator Peripheral store code Equipment inventory module Entered values Inventory number (auto- generated) Installation date Seller code and name Accessories and software Purchase order number (purchase price)

11. Work order module

12. Other possible modules • Contracts management module • Spare parts management module • Quality assurance • Technical (safety of medical equipment) • Equipment performance • DT, LCC, compliance, failure analysis • Cost monitoring • Planning (needs planning, technical specifications) • Other modules according to size, structure and scope of responsibilities of the clinical engineering department

13. Reporting • Types of CMMS reports • Pre defined • Customized • Export report selected data fields in different formats for report generation by (e.g. MS Excel, MS Access, Fox Pro, etc.) • Characteristics of the reporting system: • Speed of report generation • Range covered by reports • Flexibility of customizable reports • Ease of use and simplicity

14. Evaluating commercial CMMS Vendor reputation & experience (HTM field & region) technical support (mail, phone, remote access,…) Investment timeline and total cost of ownership (annual fee,..) Software (user friendly) What modules are covered (standard or option) Need special software or standards software such as Microsoft Fit work flow? Accept data from existing CMMS? Scalable, single / multi-facility, number of users (unlimited…?) Training (more detailed specifications in CMMS document)

15. HTM system Activity 1 IPM Activity 2 Corrective maintenance Activity 3 Quality control Activity n… Individual procedure steps Determine fields referred to in procedure Determine procedure activities Determine output data Determine needed approvals Design database tables Create screen required for activities Program fields Program activities fields Determine personnel-approval link Design report screens Assign primary and secondary fields Program activities of procedure Design tables cross-referencing Design data entry screen Establish follow-up activities Establish security levels Program report fields Design screen cross-referencing Consult clinical engineers Design plan of locally developed CMMS

16. Challenges • Locally developed or commercial CMMS • Detailed literature search on available commercial CMMS • There is no one standard solution • Commitment is a major challenge • Need to raise awareness • Budget limitations • Proper budget planning and allocation is needed • Consider phases • IT infrastructure • Study IT infrastructure and then decide connection

17. Challenges • Limited feedback in case of locally developed CMMS • Must establish internal feedback and update mechanism • Make use of commercial CMMS features and updates • Ownership of source code • This must be clearly stated in the contract • Language of CMMS • Locally developed CMMS have advantage here • Time of clinical engineering staff when developing local system must be taken into account when deciding to develop local CMMS

18. Resources available

19. Case study – JordanAll elements of the national HTM system are automated The Automation System

20. Screen example Equipment history screen

21. Working group session 4 working groups • Group 1: commercial CMMS & Group 2: locally developed CMMS • Advantages & disadvantages • Implementation challenges & recommendations • Group 3: impact of CMMS on HTM & group4: impact of CMMS on health system • Cost effectiveness • Safety (patient & user) • Challenges and recommendations End

22. WHO Medical Device technical Series Training module of : Computerized maintenance management system Developed by Dr Iyad Mobarek April 2011 Global Initiative on Health Technologies, WHO Supported by the Bill & Melinda Gates Foundation

23. Thanks! Contacts: http://www.who.int/medical_devices/en/ mailto:medicaldevices@who.int Phone: + 41 22 791 1239 Fax: +41 22 791 48 36 Skype: WHOHQGVA1 (then dial 11239) Other: (presenters name and email) Objective: to ensure improved access, quality and use of medical devices.