Computerized Maintenance
Management System
Presented By
[Presenter Name]
[Presenter Title]
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Computerized Maintenance Management System | March 23, 2016
Introduction - summary
 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
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Computerized Maintenance Management System | March 23, 2016
 Challenges facing the
implementation of CMMS
 Available resources
 Case study from Jordan
 Working group session
 Acknowledgments and contact
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
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Computerized Maintenance Management System | March 23, 2016
Innovative
technologies
Regulations of
medical devices
Research and
development
based on
needs
Approved high
cost Medical
devices
Approved
Medical devices
lists
Post market surveillance and Adverse event
reporting
Needs
Assessments/
Selection
Donations
Installation,
Health
Technology
Assessment
Procurement
Inventories;
CMMS,
Maintenance
User training
and clinical
effectivenes
s
Decommissioning
, Replacement
Policies of
medical devices
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Human resources
for Medical
devices
Computerized Maintenance Management System | March 23, 2016
Glossary
on Medical
devices
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,…
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Computerized Maintenance Management System | March 23, 2016
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
–
–
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it improves maintenance practices
helps staff to respond faster
Computerized Maintenance Management System | March 23, 2016
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.
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Computerized Maintenance Management System | March 23, 2016
CMMS implementation
Phase 1
Evaluation
Phase 7
Phase 2
Selection
Training
Phase 3
Data collection
Phase 6
Phase 4
Data entry
Phase 5
Configuration and
customization
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Computerized Maintenance Management System | March 23, 2016
Installation
Inventory module
 Basic elements of the inventory module
–
–
–
–
–
–
–
–
–
–
–
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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
Computerized Maintenance Management System | March 23, 2016
Table infrastructure for equipment inventory module
Equipment model table
Equipment type table
Entered values
Equipment code and name
Stored values
IPM procedures
IPM frequency
Risk level
Staff responsible
Entered values
Manufacturer name and code
Equipment model number
Stored values
Safety responsibility
Parts list
Trained staff names and
codes
Entered values
Inventory number (auto- generated)
Installation date
Seller code and name
Accessories and software
Purchase order number (purchase price)
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Computerized Maintenance Management System | March 23, 2016
Equipment location table
Entered values
Facility name and code
Building code
Department name and code
Stored values
Building default values
Trained operator
Peripheral store code
Work order module
Equipment fault
Clinical engineering
dept. notified
Equipment fault
logged on CMMS
Inventory
IPM schedule
CMMS
Work order
generated
Equipment history
screen
IPM procedures
Work order
manager
Pending work order
(IPM or corrective)
Work order closed
Spare parts order
manager
Assign service
provider
Yes
No
Stores manager
Parts required to
complete job?
No
Yes
Yes
Parts received
Parts available?
No
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Job
Completed?
Computerized Maintenance Management System | March 23, 2016
Job execution
Reporting system
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
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Computerized Maintenance Management System | March 23, 2016
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
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Computerized Maintenance Management System | March 23, 2016
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)
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Computerized Maintenance Management System | March 23, 2016
Design plan of locally developed CMMS
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
Design database tables
Create screen required for
activities
Program fields
Program activities fields
Assign primary and secondary
fields
Program activities of
procedure
Determine needed
approvals
Determine output data
Determine personnelapproval link
Design report screens
Design tables cross-referencing
Design data entry screen
Design screen cross-referencing
Establish follow-up activities
Consult clinical engineers
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Computerized Maintenance Management System | March 23, 2016
Establish security levels
Program report fields
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
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Computerized Maintenance Management System | March 23, 2016
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
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Computerized Maintenance Management System | March 23, 2016
Resources available
1. Duke University Health System, Clinical Engineering. Durham, NC,
Duke University Health System Department of Clinical Engineering,
2010 (http://clinicalengineering.duhs.duke.edu/).
2. Cohen T et al. Computerized maintenance management systems for
clinical engineering. Arlington, Association for the Advancement of
Medical Instrumentation, 2003.
3. Barta RA. A computerized maintenance management system’s
requirements for standard operating procedures. Biomedical
Instrumentation and Technology, 2001, xxx.
4. ECRI Institute (http://www.ecri.org)
5. Mobarek I et al. (2006). Fully automated clinical engineering system.
Journal of Clinical Engineering, 31:46–60
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Computerized Maintenance Management System | March 23, 2016
Case study – Jordan
All elements of the national HTM system are automated
Equipment
Planning
Tender
Requirements
Equipment
Reception
Reporting
System
Warranty
Control
The Automation
System
Equipment
inventory
Technical
library
control
Equipment
Scrapping
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Preventive &
corrective
Maintenance
Quality
Control
Spare Parts
Control
Computerized Maintenance Management System | March 23, 2016
Contract
Managemen
t
Screen example
Equipment history screen
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Computerized Maintenance Management System | March 23, 2016
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
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Computerized Maintenance Management System | March 23, 2016
End
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
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Computerized Maintenance Management System | March 23, 2016
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.
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Computerized Maintenance Management System | March 23, 2016