How to
Successfully
Implement &
Use a CMMS
Yorick de Tassigny, FMP, SFP
John Rimer, CFM
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
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17 Years Facility Management
Numerous Industries & Various Roles
Owner, FM360 Consulting
Implemented & Managed Multiple CMMS
Installations
Agenda
 Value of a CMMS
 Common Reasons for Failed Systems
 Steps to Select & Implement
 City of Boise Example
 Resources
 Q&A
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
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
Key Performance Indicators (KPIs)
 PM/CM Ratio
 Backlog
 % Utilization
 Discovery Mode
 SRs by Type
 Failure Modes/Causes
 Labor & Mat’l Costs
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
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
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
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
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
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
Example – City of Boise
Example – City of Boise
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
Example – City of Boise
Work Orders
Work order details (one screen view: notes, parts, labor, etc.)
Assignment (ability to assign work order to an individual or group)*
Requestor information (name, phone#, email, etc.)*
Printable file attachment (ability to support all file types)*
Configurable work codes (i.e. electrical, preventive, emergency, inspection, etc.)
Submit, track and approve work requests
Multiple work order completion*
Work order/PO integration
Priority codes (i.e. high, normal, low, urgent, etc.)*
Configurable workflow (ability to create status types: parts pending, work on hold, etc.)*
Service items (ability to check off items, quick and easy entry and reportable)
Work order/preventative maintenance forecasting
Costs (labor –in-house and contracted, parts, shipping charges, taxes, etc.)
Mobile capabilities (ability to access work orders via smart phone, tablet, etc.)*
Actual vs. estimated hours/costs display*
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Example – City of Boise
Identify and Evaluate Qualified Vendors
 RFP – Requirements became
specifications
 Assessment matrix
Example – City of Boise
Assessment Matrix
Example – City of Boise
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
Example – City of Boise
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
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”
Thank you!
Yorick de Tassigny, FMP, SFP
ydetassigny@cityofboise.org
John Rimer, CFM
john@fm360consulting.com
fm360consulting.com