CMMS Review Sections

Jump to Questions and link for:

Questions  1 - 11:  Company - Package - Price

Questions 12 - 20: Integration

Questions 21 - 35: Basic Capabilities

Questions 36 - 43: Work Order Scheduling

Questions 44 - 51: Work Order Control

Questions 52 - 67: Inventory Control & Purchasing

Questions 68 - 73: Preventive and Condition-Based Maintenance I

Questions 74 - 82: Preventive and Condition-Based Maintenance II

Questions 83 - 91:
Equipment History

Questions 92 - 94: Advanced Functions & Displays I

Questions 95 - 100: Advanced Functions & Displays II

 
#1 Open Questions 1 - 11:  Company - Package - Price
#2 Open Questions 12 - 20: Integration
11 Language: In what language is the program written?
12a Cost % hardware: What percent of the total invoice to a new customer is for hardware?
12b Cost % software: What percent of the total invoice to a new customer is for software licenses?
12c Cost % customization: What percent of the total invoice to a new customer is for customization?
12d Cost % business redesign: What percent of the total invoice to a new customer is for business process redesign?
12e Cost % implementation: What percent of the total invoice to a new customer is for implementation?
13a Implementations targeting KPIs: Prior to implementation, in what percent of installations are targets set for improvement of key performance measures?
13b 1-5   KPIs: The top five key measures. 
14a % cost savings: The average cost savings achieved per site after implementing the CMMS.
14b % revenue increase: The average revenue enhancement achieved per site after implementing the CMMS
15a % Shared fee: The percentage of customers where normal fee is conditional on meeting performance targets for the customers' operations, e.g., a penalty if a percent reduction in downtime is not achieved)
15b % Shared rewards: The percentage of customers where a bonus is available upon achieving performance hurdles

15c

% No incentive: The percentage of customers where there is no formal linkage between cost and results
16 Tracking: Is each user company's customer satisfaction/loyalty tracked with a survey that is comprehensive (i.e., high percent of customer base, across multiple users per company, for many measures, more than once per company)?
17a Third-party ERP: Does the vendor have specialized software for integrating third-party ERP software?
17b Third-party CAD: Does the vendor have specialized software for integrating third-party CAD software?
17c Third-party PdM: Does the vendor have specialized software for integrating third-party PdM software (e.g. vibration, lubrication, thermography)?
17d Third-party data: Does the vendor have specialized software for integrating third-party shop-floor data collection systems (e.g. HMI, PLC, SCADA)?
17e Third-party handheld? Does the vendor have specialized software for integrating third-party wireless handhelds (e.g. PDAs, barcode readers)?
17f Other integration: Other third-party software integration capabilities?
18 Phase-in: Can clients use a phased approach to implement the CMMS, buying greater functionality over time?
19 Remote database synch: Does the CMMS have built-in utilities to allow remote user sites to synchronize databases?

20

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Browser/look & feel: Does the browser version have the same functionality and a similar look and feel to the client/server CMMS package?

 

#3 Open Questions 21 - 35: Basic Capabilities
21 Voice: Can information be received and transmitted remotely via an interactive voice response (IVR) system?
22a Format error-check: Is there error-checking capability for format (e.g., part number must be five numeric digits starting with an alpha character)?
22b Range error-check: Is there error-checking capability for range (e.g., equipment code ranges from 1500 to 3000)?
22c Logic error-check: Is there error-checking capability for logic (e.g., wrong engine on vehicle, too many or not enough pumps in a given piece of equipment)?
23 Error message quality: Are error or other messages comprehensive, easy to understand and suggest solutions?
24 Custom error messages: Are error, warning and other messages customizable by the user?

25

User-defined defaults: Can the user define all default values to ease data entry?
26a Multi-language log-on: Does the package support multiple languages in one implementation such that you can tailor each user screen to a given language based on logon?
26b Multi-language toggle: Can each user toggle between two or more languages at a given terminal?
27 Quick data entry: Is there a quick data-entry screen for high-volume entries, such as system startup or a dispatch desk?
28 Online help: Is there online help specific to procedures (i.e., "how-to" help)?
29 Help examples: Are examples given throughout help screens?
30 Help tailoring: Is online help tailored to the knowledge and experience of the user?
31a Training days, supervisor: How many days of classroom/CBT training would you recommend for the average novice maintenance supervisor to take for your CMMS?
31b Training days, planner: How much classroom/CBT training would you recommend for the average novice maintenance planner to take for your CMMS?
31c Training days, tradesperson: How much classroom/CBT training would you recommend for the average novice maintenance tradesperson to take for your CMMS?
31d Training days, buyer: How much classroom/CBT training would you recommend for the average novice buyer to take for your CMMS?
32 Custom business rules: Are embedded business rules easily customizable by the user (e.g., approval limits and routing)?
33 Workflow integration: Is workflow software fully integrated into the CMMS?
34 Drill-down: Is there drill-down capability for summary reports and listings?

35

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Editing: Can you edit data while viewing in spreadsheet or list mode (e.g., outstanding work orders)?

 

#4 Open Questions 36 - 43: Work Order Scheduling
36 Work order hierarchy: Is there a hierarchy of work orders where each level can be scheduled separately?

37

Blanket work orders: Can you create blanket work orders for planning/recording work, including recording blanket WO #, as well as equipment number and/or cost center (e.g., to avoid issuing a work order for jobs under 30 minutes)?
38a Time-based priorities: The number of time-based priority fields
38b Criticality priorities: The number of equipment criticality-based priority fields
38c Health & safety priorities: The number of health and safety-based priority fields
38d Other priorities/levels: Other priority fields/number of levels
38e User-defined priorities: The number of user-defined priority fields
39 Multiple priorities: Are priorities combined and used to determine or suggest a schedule (e.g., multiply priorities together)?
40 Schedule display: Can the schedule display in-process work orders, including revised hours by craft to completion or percent completion?
41 Graphical scheduling: Can you drag and drop work orders and/or available resources on a graphical schedule, and see the effects on planned workload vs. capacity as well as resultant availability?
42 Schedule drill-down: Can you drill down to access work order information from within the schedule chart/graph?
43a What-if scheduling, priority-based: Can you perform "what-if" analysis on the schedule (i.e., go into simulation mode with an opportunity to accept or reject results of the simulation) using changes to work order priority?
43b What-if scheduling, duration-based: Can you perform "what-if" analysis on the schedule using changes to estimated duration?

43c

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What-if scheduling, labor-based: Can you perform "what-if" analysis on the schedule using changes to labor availability?

 

#5 Open Questions 44 - 51: Work Order Control
44a Resource scheduling: Can resources such as tools, cranes, or special equipment be scheduled separately (e.g., to avoid double booking)?
44b Resource analysis: Can resources such as tools, cranes, or special equipment be analyzed separately (e.g., utilization)?
44c Resource costing: Can resources such as tools, cranes, or special equipment be costed separately (e.g., using allocation by resource type)?

45

Part source identification: On a work order, can users easily select new, reconditioned or used parts?
46 Approval change on overrun: Does approval level change when a work order is overrun for total labor and material dollars booked?
47 Approval status change definition: Can you define approvals for status changes for work orders, purchase orders, etc.?
48 Cost center security: Can you prohibit a user charging dollars to someone else's cost center?
49 Contract tracking: Can you track contract maintenance?
50a Third-party billing, invoice: Can the system handle third-party billing (i.e., chargebacks), including creation of a third-party invoice for labor/materials?
50b Third-party billing, mark up L&M: Can the system handle third-party billing (i.e., chargebacks), including mark up of labor and material costs?
50c Third-party billing, mark up other: Can the system handle third-party billing (i.e., chargebacks), including mark up of costs other than labor/materials?
50d Third-party billing, rounding: Can the system handle third-party billing (i.e., chargebacks), including rounding of time and costs?
50e Third-party billing, minimum time: Can the system handle third-party billing (i.e., chargebacks), including establishing a minimum labor time?
50f Third-party billing, minimum charge: Can the system handle third-party billing (i.e., chargebacks), including establishing a minimum dollar charge?
50g Third-party billing security: Can the system handle third-party billing (i.e., chargebacks), including allowing customer to access only its own information?
51a Warranty work orders: Can the system perform summary reporting of all work orders on warranty?
51b Warranty claims: Can the system prepare warranty claims?
51c Multiple warranties: Can the system record and track multiple warranties per asset?
51d Warranty types: Can the system record warranty types (e.g., manufacturer, vendor, extended)?
51e Calendar warranties: Can the system track calendar-based warranties?
51f Meter warranties: Can the system track meter-based warranties, including start/expiration/threshold readings?
51g Warranty renewals: Can the system handle warranty renewals?
51h Serial-based warranty expiration: Can the system favor serialized parts closer to warranty expiration?

51i

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Non-serial-based warranty expiration: Can the system favor non-serialized parts closer to expiration?

 

#6 Open Questions 52 - 67: Inventory Control & Purchasing
52a LIFO inventory: Is LIFO available for the inventory module?
52b FIFO inventory: Is FIFO available for the inventory module?
52c Average costing: Is average costing available for the inventory module?
52d Standard costing: Is standard costing available for the inventory module?
53 Activity-based costing: Is activity-based-costing (ABC) fully integrated into the CMMS?
54 EOQ: Is economic order quantity (EOQ) calculated?
55a ABC analysis: Is ABC analysis done (i.e., categories for parts usage)?
55b XYZ analysis: Is XYZ analysis done (i.e., categories for parts value)?
56 Reorder smoothing: Does the reorder point have smoothing capability?
57a Service levels by part: Are service levels analyzed by part?
57b Service levels by category: Are service levels analyzed by part category?
58 What-if on service levels: Can you do "what-if" analysis on service levels to determine resultant inventory values?
59 Cycle counts: Will the CMMS program assist in determining cycle counts?
60 Supplier history: Can you track supplier history?
61 Supplier rating: Can you rate suppliers?
62 E-procurement: Can the system handle e-procurement (e.g., catalog, purchase orders, quotations, and vendor invoices)?
63a History-based reorder: Is usage history automatically checked to suggest corrections to reorder points?
63b History-based reorder: Is usage history automatically checked to suggest corrections to reorder points?
63c Max level-based reorder: Is maximum level history automatically checked to suggest corrections to reorder points?
64 Component tracking: Can components be serialized and repair history/costs tracked (i.e. from receipt to installation, to vendor repair, to receipt upon return, to costing at repaired, depreciated or appreciated value, to new parent equipment)?

65

New/used parts: When booking parts required for a work order, will the parts on-hand listing within the work order screen show repaired or used parts/components available separately from new ones?
66a Expected delivery: Will the purchase order accommodate expected delivery date for each line item?
66b Multiple account codes: Will the purchase order accommodate multiple account codes for each line item?
66c Status code: Will the purchase order accommodate a status code for each line item?
66d Multiple ship-to: Will the purchase order accommodate multiple ship-to locations for each line item?
66e Tax codes: Will the purchase order accommodate tax codes for each line item?
66f Receipt acknowledgement: Will the purchase order accommodate receiving acknowledgement for each line item?

67

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Consignments: Does the system handle consignments?

 

#7 Open Questions 68 - 73: Preventive and Condition-Based Maintenance I
68a Standard PM tasks: Is standard data available for PM task definitions?
68b Standard PM task times: Is standard data available for PM task times?
68c Standard corrective tasks: Is standard data available for corrective tasks?
68d Standard RCM conditions: Is standard data available for RCM conditions linked to tasks?
68e Standard safety: Is standard data available for safety checklists and tasks?
69 PM triggers: Can you trigger PM by time, usage and event?
70a Multiple condition triggers: Can you trigger preventive maintenance by multiple condition indicators per asset?
70b Automatic trigger reset: Does a trigger from one condition-based indicator reset all other triggers for a given asset?
70c Nested triggers: Can you nest triggers with different cycles?
70d Combined indicators: Can you combine indicators using Boolean logic to create consolidated or alternate triggers?
70e Recommend corrective action: Can you recommend corrective action based on condition, i.e., using indicators, Boolean logic, and/or setpoints (e.g., oil analysis reveals gas, particulate or temperature trends that necessitate a given PM work request)?
70f Preferred date: Can you trigger a PM routine on a preferred day or date if within tolerance?
70g Forecast rounds schedule: Can you forecast when the next meter reading should occur based on historical readings?
70h PM shadowing: Can you do PM shadowing to avoid duplicate PMs?

70i

PM override: Can PMs be overridden or credit taken for corrective work that covers PM work due, to avoid duplication?
70j Reading validation: Can PM readings be validated with a user-defined validation formula?
70k Color-coded alarms: Can indicator/alarm tables be color-coded?
70l Component/indicator hierarchy: Can you create a graphic showing component hierarchy and corresponding indicators
70m Indicator drill-down: Can you have hot spots on the graphic for drill down to detail on indicators?
70n Graphic highlights: Are conditions and alarms visibly distinguished on the graphic (e.g., blinking, color change)?
70o Alarm acknowledge: Can you acknowledging alarms or conditions easily from within the graphic screen?
70p New condition entry: Can a new condition be easily entered from within the graphic screen?
71 History-based PM: Is PM history used to correct future PM scheduling?
72 Seasonal PM: Can users adjust the PM schedule for seasonality?

73

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Shutdowns/peaks/holidays: Does the PM schedule display shutdowns, peak production periods and/or holidays?

 

#8 Open Questions 74 - 82: Preventive and Condition-Based Maintenance II
74a PM by the hour: Can you schedule PM by the hour?
74b PM by recurrences: Can you schedule PM by recurrences?
74c PM by calendar: Can you schedule PM by recurring month, weeks or days?
74d PM by date: Can you specify PM by specific calendar dates?
74e PM by exception: Can you specify PM with specific calendar dates as exceptions?
75a PM route by asset type: Can you set up a PM route for a single asset type across multiple locations (e.g., inspection of all fire extinguishers in multiple buildings)?

75b

PM route by location: Can you set up a PM route for multiple assets in a single location (e.g., inspection of multiple assets on one stretch of roadway)?
76 GIS location: Can you inventory assets, route PMs and report on work history referencing a GIS locator?
77 Problem/cause/action: Can problem, cause and action taken be recorded against individual assets along the route (e.g., one fire extinguisher refilled, another required repair)?
78a L&M by asset: Can labor and material be charged to an individual asset along the route?
78b L&M averaged: Can labor and materials be charged using an average cost spread over all assets on the route?
79 Critical percent: Can you identify a "critical percent" for each asset/procedure (where 0% = PM just done, 100% = PM just due, 200% = PM not done after one complete cycle, etc.)?
80 Critical route: Can you generate a route based on Boolean logic surrounding the critical percent?
81 Auto priority increase: Will the priority automatically increase if PM is not done?
82a Multiple inspections: Do you have features and functions for inspection and risk assessment including multiple inspections at multiple points on an asset/infrastructure?
82b Risk/criticality record: Does inspection and risk assessment support recording results of a risk-based assessment defining risk and criticality of failure?
82c Automatic frequency: Does inspection and risk assessment support automatically increasing the frequency of inspection if the risk increases?
82d Confidence rating: Does inspection and risk assessment support the ability to define a "confidence rating" on the risk?
82e Expected value: Does inspection and risk assessment support providing the inspector with nominal (i.e., expected) values for a given inspection?
82f Historical information: Does inspection and risk assessment support providing the inspector with historical information including last value, date and description?
82g Track inspection tools: Does inspection and risk assessment support tracking replacement frequency for inspection tools?
82h Critical value formula: Does inspection and risk assessment support defining a formula to determine the critical value for inspection readings?
82i WO/PM on critical value: Does inspection and risk assessment support automatically issuing a standard work order or PM procedure if the critical value is reached?
82j Min/max values: Does inspection and risk assessment support defining min and max threshold values for inspection readings?
82k Tolerance: Does inspection and risk assessment support defining a tolerance percent?
82l Regression analysis: Does inspection and risk assessment support using regression analysis to predict the next date for reaching the critical value?

82m

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Extreme value: Does inspection and risk assessment support recording an "extreme value" (i.e., amount which cannot be exceeded)?

 

#9 Open Questions 83 - 91: Equipment History
83 Downtime vs. breakdown: Is production downtime distinguished from equipment breakdown, and are both tracked?
84 Actual vs. budget: Can you budget and track actual maintenance costs against budget?
85 Budget integration: Is the budgeting module directly integrated with the planned hours and planned material usage on the work orders?
86 Budget what-if: Can you perform "what-if" analysis on the budget by generating work orders or preparing a work plan in simulation mode, with an opportunity to accept or reject results of the simulation?
87 User-defined costs: Can you track equipment costs by user-defined statistics (e.g., cost per ton produced, cost per mile)?
88 Problem/cause/action: Are problem, cause and action codes grouped, nested and hierarchical?
89a Complaint analysis: Does the CMMS analyze, not just report on, relative frequencies and probabilities of complaints (i.e., using Pareto analysis, predictive trending, root cause analysis, correlation, forecasting, etc.)?
89b Root cause analysis: Does the CMMS analyze root causes?
89c Actions taken analysis: Does the CMMS analyze actions taken?
89d Idle/delay analysis: Does the CMMS analyze idle or delay time?
89e WO history analysis: Does the CMMS analyze work order status history?
89f Availability analysis: Does the CMMS analyze asset availability?
89g Utilization analysis: Does the CMMS analyze asset utilization (i.e. available and used)?
89h Performance analysis: Does the CMMS analyze asset performance (e.g. speed)?
89i Quality impact: Does the CMMS analyze product quality impact (e.g. asset causing rework, etc.)?
90a Report MTBF: Does the CMMS report on mean time between failures?
90b MTBF by root cause: Does the CMMS report on MTBF for a specific root cause?
90c Report MTTR: Does the CMMS report on mean time to repair?
90d Report MWT: Does the CMMS report on mean wait time (MWT) or response time?
90e TSLF by problem: Does the CMMS report time since last failure trend for any problem code?
90f TSLF by cause: Does the CMMS report time since last failure (TSLF) trend for any cause code?
90g TSLF by action: Does the CMMS report time since last failure (TSLF) trend for any action code?
90h TSLF by checkpoint: Does the CMMS report time since last failure trend from the last checkpoint?

90i

Life cycle costing: Does the CMMS report lifecycle cost for a given asset or group of assets?

91

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Troubleshooting database: Is there a troubleshooting database to assist in diagnosing equipment repair problems?

 

#10 Open Questions 92 - 94: Advanced Functions & Displays I
92a Trigger on PM: Can you trigger a user-defined activity (such as an alarm, pager, email, or work order activation) when PM inspection measures exceed control limits?
92b Trigger on limits: Can you trigger a user-defined activity when measures trend within a certain percentage of control limits?
92c Trigger on downtime: Can you trigger a user-defined activity when equipment downtime exceeds a threshold value?
92d Trigger on MTBF: Can you trigger a user-defined activity when average MTBF is outside a given range of values?
92e Trigger on warranty: Can you trigger a user-defined activity when equipment or a component is due for warranty work?
92f Trigger on parts missing: Can you trigger a user-defined activity when parts have not arrived for a work order coming due?
92g Trigger on wait time: Can you trigger a user-defined activity when wait time within a workflow exceeds a value?
92h Trigger on activity times: Can you trigger a user-defined activity when activity times within a workflow exceed standard?
92i Trigger on PM critical %: Can you trigger a user-defined activity when a PM critical percent has exceeded a user-defined threshold?
92j Trigger on expenditure: Can you trigger a user-defined activity when the rate of expenditure will cause a budget overrun?
92k Trigger on repeat failure: Can you trigger a user-defined activity when a failure has repeated within a user-defined period?
93a Lookup equipment: Is there an MS Windows Explorer-style lookup capability for the hierarchy of equipment?
93b Lookup parts: Is there an MS Windows Explorer-style lookup capability for parts?
93c Lookup suppliers: Is there an MS Windows Explorer-style lookup capability for suppliers?
93d Lookup employees: Is there an MS Windows Explorer-style lookup capability for employees?
93e Lookup work orders: Is there an MS Windows Explorer-style lookup capability for work orders?
93f Lookup online help: Is there an MS Windows Explorer-style lookup capability for online help?
93g Lookup corporate structure: Is there an MS Windows Explorer-style lookup capability for corporate structure?
93h Lookup warehouses/stores: Is there an MS Windows Explorer-style lookup capability for warehouses/stores?
93i Lookup projects: Is there an MS Windows Explorer-style lookup capability for projects?
93j Lookup KPIs: Is there an MS Windows Explorer-style lookup capability for key performance indicators (KPIs)?
93k Lookup menus/functions: Is there an MS Windows Explorer-style lookup capability for the CMMS menus/functions?

93l

Lookup G/L accounts: Is there an MS Windows Explorer-style lookup capability for general ledger accounts?

94

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Toggle: For each of the hierarchies in question 93, can you toggle between multiple windows showing additional information?

 

#11 Open Questions 95 - 100: Advanced Functions & Displays II
95a Business intelligence: Are business intelligence reporting formats such as dashboards, stoplights, etc., fully integrated?
95b Balanced scorecard: Are balanced scorecard reporting formats fully integrated?
95c KPI reports: Are key performance indicator and target reporting formats fully integrated?
96a PDA WO integration: Does the CMMS interface seamlessly with PDAs including ability to download work orders to the PDA?
96b PDA work: Does the CMMS interface seamlessly with PDAs including ability to upload hours worked and work done from the PDA?
96c PDA parts required: Does the CMMS interface seamlessly with PDAs including ability to download parts required to the PDA?
96d PDA inventory: Does the CMMS interface seamlessly with PDAs including ability to download other inventory information to the PDA?
96e PDA parts used: Does the CMMS interface seamlessly with PDAs including ability to upload parts used?
96f PDA tools required: Does the CMMS interface seamlessly with PDAs including ability to download tools required to the PDA?
96g PDA scanner: Does the CMMS interface seamlessly with PDAs including ability to use a built-in scanner for barcodes on assets/parts/badges?
96h PDA work requests: Does the CMMS interface seamlessly with PDAs including ability to enter and upload work requests?
97a Fleet VMRS: Do vehicle/fleet maintenance functions include built-in VMRS standard codes?
97b Fleet fuel: Do vehicle/fleet maintenance functions include consumption rate of fuel and other consumables?
97c Vehicle mileage: Do vehicle/fleet maintenance functions include vehicle mileage?
97d Vehicle utilization: Do vehicle/fleet maintenance functions include vehicle utilization?
97e Vehicle status: Do vehicle/fleet maintenance functions include real-time operational status of a given vehicle?
97f Vehicle environment: Do vehicle/fleet maintenance functions include analysis of environmental correlations such as weather?
97g Vehicle wear analysis: Do vehicle/fleet maintenance functions include wear measure history and analysis on tires, brakes, etc.?
97h Vehicle reservations: Do vehicle/fleet maintenance functions include vehicle reservations?
97i Fleet depreciation: Do vehicle/fleet maintenance functions include depreciation of fleet assets?
97j Vehicle operation: Do vehicle/fleet maintenance functions include recording operational data for a given vehicle (e.g. primary driver, key number)?
98 IT asset management: Are there features and functions specific to technology asset management?
99 Capital asset planning: Are there features and functions specific to capital asset planning?
100a Tool management: Is there is a separate, comprehensive, specialized tool management module?
100b Keys management: Is there is a separate, comprehensive, specialized keys management module?

100c

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Lockout/tagout: Is there is a separate, comprehensive, specialized lockout/tagout tool management module?

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