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Implementation Overview


Strategic Maintenance Planning Ltd.'s suite of implementation services for both HolisTech™ Web and HolisTech™ Horizon, ensures that you will optimise not just the performance of the CMMS but also your operations. Read more.

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Planned Maintenance Implementation

In modern and forward thinking businesses it has for some years been realised that prevention is better than cure and that proactive, rather than reactive management brings the best results for these businesses.

The management of planned maintenance for single or for few machines is relatively simple. However, most organisations have many plant items and to correctly maintain these machines can be difficult or impossible without a formalised manual or Computerised Maintenance Management System (CMMS).

Strategic Maintenance Planning as specialists in modern Maintenance Strategy Development has a structured approach to implementing Planned Preventative Maintenance (PPM) projects and can help:

If deciding to use the HolisTech™ Computerised Maintenance Management Software (CMMS) our project management service can deliver a tried and trusted method which is 100% successful and provides a sound maintenance management system.

PPM Configuration

This phase of work is the ‘Implementation’ PPM Process and is the generation and scheduling against defined constraints of PPM Master Instructions for all Assets identified in the previously described ‘Asset Register Phase’.  Appropriate constraints on a successful PPM Regime are also considered during this work.  The methodology utilised by SMP Ltd. to provide customers with a structured and effective PPM Regime is illustrated in the diagram below:

PPM Configuration Methodology


The ‘Planning Phase’ is where the primary research for the development of the PPM Regime is conducted.  Elements of the phase include the following work steps:

Existing Site PPM Data – SMP Ltd. will utilise any existing PPM information and incorporate it into the new regime to be defined where relevant.

Original Equipment Manufacturer Information - During this work element any available Original Equipment Manufacturer (OEM) information that is relevant to the Assets to be covered by the PPM regime will be identified and assembled by SMP Ltd. ready for use in the ‘Development Phase’ (described below).  OEM information is available from a variety of sources:

On-site electronic and hard-copy Original Equipment Manufacturer (OEM) manuals

OEM and associated company web-sites and electronic sources

SMP Ltd. proprietary information from the company’s many other implementation projects (the company has a library of PPM data covering thousands of Assets)

Maintenance Constraints - An understanding of maintenance constraints is imperative for the successful operation of an effective PPM regime.  The work also  includes collection and organisation of Engineering and Maintenance Function Human Resources information (including personnel names, shift patterns, known absence and training information) onto the HolisTech™ CMMS to provide a basis for scheduling PPM activity.


The ‘Development Phase’ is the actual work to be completed for the PPM regime on the Asset Register is developed and defined.  This phase includes reference and inclusion of all required information that would be required to support actual work completion by appropriate customer personnel resources.  Elements of the phase include the following work steps:

Draft PPM Master Instruction Generation - The main element of work for the Development Phase is the SMP Ltd. generation of routine PPM MIs to cover Assets identified in the ‘Asset Register Phase’ and as defined by the results of the Criticality Assessment for HolisTech™ operation (i.e. PPM work is focussed onto the most critical Assets to ensure the most effective utilisation of Engineering and Maintenance Function resources).  The PPM MIs will need to include reference to:

  • Job steps to complete the required maintenance activity at a detail level to remove ambiguity and commensurate with the assessed Criticality of the Assets to be maintained
  • Required frequencies (i.e. build-up of weekly, monthly, quarterly or 100 hours, 200 hours, 1000 hours etc. depending on task type)
  • Required human resources (in terms of work time, trade designation and staff numbers)
  • Tools and spare parts required for completing the job steps (note:  Full Kitting Lists are set up as part of the Stock Inventory system work as detailed elsewhere in this document)
  • Asset downtime required for task completion
  • The specific Assets particular PPM MIs are valid for
  • Any external references including electronic documents and information (HolisTech™ can be configured to automatically print out such documentation with the PPM MI as part of the PPM Regime as required)

Customer Review and Sign Off - This phase is the review and sign off of the generated PPM MIs by a designated representative.  Review and Sign-off has the following objectives: 

  • Providing a means for customers to be involved in the process and to be satisfied that all available information is being incorporated
  • Providing a ‘sign-off’ stage for customer acceptance of the PPM Master Instructions to be uploaded as a ‘live’ entity within the HolisTech™ CMMS
  • Providing a means for SMP Ltd. to satisfy the requirements of the company ISO9001:2008 certification

Upload to HolisTech™ - Once all PPM Master Instructions have been developed and customer sign-off has occurred, all PPM MIs will be transferred by SMP Ltd. into the HolisTech™ CMMS.  This is also a critical stage of the process as the aptness of the data will be pivotal in the eventual success and acceptance of the solution.

HolisTech™ CMMS Optional Risk Assessment Module Implementation (Optional)


The ‘Scheduling Phase’ is the finalisation work required to ensure a successful launch and on-going Continuous Improvement of the implemented Asset Register and it’s supporting PPM Regime.  Elements of the phase include the following work steps:

Master Instruction Scheduling - Once all relevant PPM MIs have been input into the HolisTech™ CMMS they will be scheduled by SMP Ltd. against the identified Assets with account being taken of identified constraints (i.e. scheduling will be in line with pre-determined criteria) and will be in line with existing and previously scheduled work.  This task will help ensure the smooth and effective operation of the PPM regime.

Handover - The ‘Handover’ phase is where SMP Ltd. will ensure that customer personnel are familiar with the data entered in the system for the PPM Regime and are fully ready for system go-live.  This work relies completely on the designated customer personnel having completed HolisTech™ training commensurate with their required level of system interaction (this training would be either ‘System Administrator’ or ‘System User’ training as appropriate).

Completion Report - This work is for the SMP Ltd. completion of written project documentation.  This provides a completion of the PPM Regime Development project and provides a fully detailed ‘hard copy’ of all generated project data and also provides information on followed methodologies.

Overall Strategic Maintenance Planning can help YOUR organisation improve the effectiveness of your planned maintenance.

Click here to Contact SMP Ltd.


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