How to Successfully Implement & Use a CMMS

1. How to Successfully Implement & Use a CMMS Yorick de Tassigny, FMP, SFP John Rimer, CFM

2. Introduction Yorick de Tassigny, FMP, SFP • 11 years facility management experience in the public sector • Involved in the implementation and management of CMMS in two different organizations John Rimer, CFM • 17 Years Facility Management • Numerous Industries & Various Roles • Owner, FM360 Consulting • Implemented & Managed Multiple CMMS Installations

3. Agenda • Value of a CMMS • Common Reasons for Failed Systems • Steps to Select & Implement • City of Boise Example • Resources • Q&A

4. Why a CMMS? • “The Nervous System of a Facility Program” • A Necessary Business Tool for Today’s FM • Assess Efficiency & Effectiveness • Drive Business Decisions • Operations & Capital Budgeting • Market FM Program

5. Key Functions of a CMMS • Maintain Asset Information & History • Exhibit Hierarchy & Relationships • Store Procedures & Practices • Submit & Track Service Requests • Prioritize, Schedule, & Dispatch WOs • Document Work Performed • Capture Labor & Mat’l Costs, Notes, etc. • Capital Renewal Planning • Reporting & KPIs

6. Key Performance Indicators (KPIs) • PM/CM Ratio • Backlog • % Utilization • Discovery Mode • SRs by Type • Failure Modes/Causes • Labor & Mat’l Costs

7. Common Reasons for Failed Systems • Wrong System for the Job • Old, Slow System • Change Paralysis • Budget to Install but not to implement • Insufficient planning & Stakeholder buy-in • Lack of Knowledge & Experience

8. Steps to Implement • Identify Stakeholders • Define the Processes • Develop System Requirements • Create Assessment Matrix • Identify & Evaluate Qualifying Vendors • Perform Test Fit • Budget & Schedule for Success • Training & Support • Solicit help

9. Example - City of Boise • Overview • Enterprise solution – multiple departments with similar needs: Airport, Parks, Public Works, Police and Fire • Project spearheaded by IT • Compliance with Clean Water Act and new stormwater regulations is key driver • RFP released in 2013 • Product has been selected • Implementation slated for late 2014

10. Example - City of Boise • Identify Stakeholders • Define the Processes • Develop System Requirements • Create Assessment Matrix • Identify & Evaluate Qualifying Vendors • Budget & Schedule for Success • Solicit help as needed

11. Example – City of Boise Identify Stakeholders • Leadership (buy-in, purse strings) • Formation of core team (subject matter experts) • Identify communication process to keep everyone informed

12. Example – City of Boise Define the Process • Mapping the workflow – hired consultant to help with process documenting (AS IS) • Objective is to find opportunities for improvement • Lesson learned? Completing process diagrams before vs. after selection process

13. Example – City of Boise

14. Example – City of Boise

15. Example – City of Boise Develop System Requirements Word of caution: Be careful not to allow an existing process influence your requirements • Core Team worked with respective departments • Identified areas of overlap and combined • Prioritized • Included items that will improve process

16. Example – City of Boise

17. Example – City of Boise Identify and Evaluate Qualified Vendors • RFP – Requirements became specifications • Assessment matrix

18. Example – City of Boise Assessment Matrix

19. Example – City of Boise

20. Example – City of Boise Identify and Evaluate Qualified Vendors • Evaluated total cost of ownership: • IT & business resources required to maintain the system past implementation • Complexity of system to maintain, configure, update • Maintenance cost over 10 years • Consultant vs. software developer • Shortlisting of vendors • Vendors given scripts to follow for their 2-day presentations

21. Example – City of Boise

22. Example – City of Boise Plan for Successful Implementation • Met with key stakeholders (the ones that control the purse strings) to reaffirm funding and support for project • Standardization of nomenclature • Defined process using PMI Standards and ADKAR Change Management methodologies • Use Microsoft Project and SharePoint for project management tools

23. Resources • IFMA’s FMJ – March/April Issue • “CMMS – Realizing the Value” • FacilityU.com • “CMMS – A Necessary Business Tool for Today’s Facility Manager” • “CMMS is Not a Four-Letter Word”

24. Thank you! Yorick de Tassigny, FMP, SFP ydetassigny@cityofboise.org John Rimer, CFM john@fm360consulting.com fm360consulting.com