To ensure that there is Continuous Improvement of the measures and results of any implemented CMMS, it is important to review the operation of the CMMS on an ongoing basis.  Such ‘auditing and reviewing’ is an essential part of ensuring that the CMMS is used as a tool and information repository for the Maintenance Functions and to check that there is consistency of data entry across the organisation.  Essentially the outcome of the audit would define specific areas where improvements in efficiencies could be achieved, refresh staff on methods for using the tool, define new requirements and identify any areas of improvement for the end-users.

Such ‘System Audit and Reviews’ would focus on:

• Identifying areas of strength and weakness in the maintenance environment
• Assessing the appropriateness of the entered data and its utilisation for the maintenance process
• Reviewing the implementation and utilisation of each module within the software

The audit would result in a published report and would adopt the following approach:

Workshops Sessions

Workshops sessions would be held on a one-to-one basis with appropriate maintenance staff to review how the CMMS is currently being utilised.  Current processes would be reviewed and any shortcomings of these processes would be identified and rectified where possible. Any identified problems, issues and requests that could not be rectified immediately would be recorded for later prioritisation.

CMMS Data Audit

An audit of the data and information held within the system with a view would be carried out to establishing the accuracy and consistency of entered data. The audit would review the following modules within the software:

• Asset Control
• Human Resource Management
• System Information
• Help Desk
• Stock Control
• Requisitioning
• Purchase Ordering
• Calendar Based Planned Maintenance
• Meter Based Planned Maintenance
• Condition Based Maintenance
• Work Orders
• Equipment Failure
• Shift Log Control
• Reporting
• Analytics
• Health and Safety Risk Assessment

Standardised Report Results Audit

An audit of the results shown in the Standardised Reports would be undertaken to gain a mid-to-long term overview of the performance of the site based Maintenance Functions both in isolation and across the organisation.

Note:  It would be expected that this audit would require a half SMP Ltd. Project Manager ‘day’ to be completed for a particular site
 

Note: the current situation audit should be followed up with a six monthly and annual auditing regime.

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Category: Consultancy