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Getting Started
Implementing a maintenance management system in your company is an incremental process with clearly defined steps and procedures. The time required to complete the implementation and planning phase depends on the size of your organization, the number of employees, the assets it contains, and the amount of time your employees can spend on the project. The flexibility of iMaint gives you the power to approach implementation in a manner that is most beneficial to your organization.
Theoretically, a small company could load iMaint in the morning, gather and enter data on employees and assets in the afternoon, and create and schedule work orders by the end of the day. After as little as six months, you will see the big payoff of iMaint when you have accumulated comprehensive records of work orders, purchase orders, maintenance activities, and costs through the everyday use of the system. You can use the powerful Reports and Graphs function to create useful information out of this raw data. By using these functions, you begin to have a real understanding of where your maintenance dollars are going, and you can begin to clearly formulate plans on how to increase your up time.
Populating iMaint
A well-planned and well-designed system for entering data into iMaint directly affects the usability and flexibility of iMaint. Determining standards for data entry facilitates record searches and improves reporting capabilities. Plan and organize your data entry method to increase iMaint efficiency. The best way to get started is to divide the data entry task into manageable steps. The following are several ways to do this easily:
Data Entry Electronically
If the data to be put into iMaint resides in an electronic format, it is possible to migrate this data. For further information on migrating data, please speak with your DPSI representative.
Data Entry by Function
To focus data entry on function, first decide on your highest priority. Decide what data you need to support this priority and enter this information into the system first. For example, if the highest priority is to get a Preventive Maintenance program running, concentrate on entering the assets, procedures, crafts, and parts specific to selected PM operations. This might mean that only assets for which PM is a priority would be entered initially.
Create Complete Asset Records for Each Asset
Data entry by item is a good way to start if you want to focus on a specific set of items (certain types of parts or certain categories of assets) that are key in your organization.
Define all assets separately by creating complete asset records for each. If an asset consists of several components, such as a compressor assembly that consists of a compressor, motor, and gear drive, create a separate equipment record for each component. The advantage to this method is that you keep a detailed maintenance history on each asset from the very beginning. Initial equipment entry, however, may be more time consuming, thus delaying the implementation of the entire system.
Create Asset Records with Only Asset Number and Description
Enter the Asset number and description for all equipment records, and then later enter the specifications, such as serial number and cost. After entering the asset record, create procedures and schedules. This method is a fast way to start, however the disadvantage is that complete equipment information on reports is not available until you complete data entry.
Data Entry by Item and Function
To get the most immediate benefit, the best way to implement the system is by item and function within a defined range. For example, select a key department. Enter the necessary data to use iMaint in that department, and begin using iMaint in that department.
For example, set up the system on the shrink-wrap machines in the packaging department first. Then create the PM procedures and schedules for those machines. Next, enter PM specific parts for that equipment. Then create the full parts list for that equipment, and enter vendors and other purchasing information. When the system is working well on the shrink-wrap machines in the packaging department, use what was learned to set up the next group of equipment.
It is possible to expand the range of iMaint in either a "vertical” or "horizontal” fashion. If the primary goal is inventory control, the implementation strategy should take a "horizontal” attitude. Concentrate on getting parts inventory, parts usage, and possible purchasing functions, implemented for all parts in inventory.
On the other hand, if the primary goal is to fully implement the system on a specific set of machines (to eliminate their downtime and to track their maintenance history and costs) then implementation has a "vertical” cast. All information related to that set of equipment should be entered first, with all iMaint functions in use, but for small number of machines in the beginning.
You can gradually build your database by adding information "on-the-fly”. Using this technique, you can add a new ID to the system through a cross-reference field. For example, if you are entering a new part, and it does not belong with any existing part classes, you can create a part class from within the part record. Adding on the fly can lead to gaps, overlaps, and inconsistencies in the data if not used with discretion. However, it can be a valuable method for building your database in a dynamic work environment.
Create Parent Records
Enter a record for each major asset, procedures and schedules for its components by assigning them all to this parent record. As you have more time, create the component asset records. This method is another fast way to start, however the disadvantage is that work order history does not reflect the true equipment number until you complete data entry.
Create Records While You Create Work Orders
When creating work orders, insert and edit asset records as you create work orders. This method expedites implementation because you enter work orders immediately.
Choose a method of data entry that suits your needs and that integrates iMaint into your facility within your designated time limit. While determining the organization of the information, consider identification methods. To be effective, installation must be systematic and based upon the goals and objectives outlined in your implementation plan.
Entry Order
The order in which you enter data is very important because some forms require that certain information be present in other tables. Although you may not use all iMaint modules and functions, keep the relative order in which you gather and enter data consistent.
In an ideal world, you would have the time to enter all of your master information before you begin using the system. We recommend the following order entry for master information tables.
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1. Warehouses 2. General Ledgers 3. Status Codes
4. Types
5. Priorities 6. Codes 7. Reasons |
8. Departments 9. Buildings 10. Pay Types 11. Labor Grades 12. Crafts 13. Shifts 14. Work Groups 15. Other Costs 16. Resources
17. Suppliers
18. Parts 19. Assets 20. Tasks 21. Procedures 22. Schedules
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Note: Keep in mind that the previous list is a suggested order. Depending on your company’s specific needs, not every category in the above list may be necessary.
Minimum Entry
Unfortunately, in the real world, you will probably jump right into work order or part information, and enter master information on the fly, or as you have time. At the very least, we recommend you enter data in the following tables before you begin using the system. This way the system can track your maintenance history with some intelligence about which asset was worked on, or who performed the work. The following is the recommended minimum order entry for master information tables:
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1. Warehouses 2. General Ledgers 3. Priorities 4. Crafts 5. Resources |
6. Suppliers 7. Parts 8. Assets 9. Tasks 10. Procedures 11. Schedules
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Tip: Choose Wisely - Keep in mind that when creating a ’quick fix’ in business, what is in place tends to stay in place. Shortcuts are often taken for justifiable reasons, but you will have the coding scheme you select and choice of initial entries for a long time. Your early decisions can play an important role in how you view your system and could determine the success or failure of your CMMS efforts.