Integration of Computerized Maintenance and GIS
What is CMMS?
CMMS stands for Computerized Maintenance Management System and is an
automated application tool capable of storing, manipulating, and displaying
maintenance work management information. A proficient CMMS should include
one or more of the following components: asset inventories, infrastructure
inspections, work orders, historical work histories, problem tracking, preventative
maintenance, spare parts, user-defined report generation, and work
planning. Some CMMS programs provide links to other user applications, such as
GIS, mapping, billing, SCADA, and online operations and maintenance manuals.
There are typically two kinds of CMMS-GIS integration types – those that directly
link or push information out to GIS and those that are driven by or are tightly
integrated with GIS. Historically, CMMSs were developed independently of GIS
because each system was driven by the different needs of people in various
departments and integrating GIS functionality was added later. Some CMMSs were developed using GIS technology to ‘drive’ the input of maintenance-related
information. The ‘new’ generation of CMMS can allow for a much tighter
integration. Many CMMSs now allow the user to enter spatial information through
GIS and maintenance-related information through the CMMS without duplicating
any data entry. Including a unique identifier for each feature links the two databases.
What is GIS?
GIS stands for Geographic Information System and is a computer system capable of
assembling, storing, manipulating, and displaying spatial information. A GIS can
function as an analytical tool that links information from traditional databases to
individual map features, allowing for detailed spatial analyses and depictions of
multiple data sets across geographic boundaries. Because a GIS establishes links
between spatial information (features) and descriptive information (attributes),
attribute information can be accessed for any map feature or a feature can be located
through its attributes.
Typically, GIS databases were developed independently of CMMS, and it is only
recently that the two traditionally independent information systems have been
integrated. At this time, few CMMS packages allow the direct entry of spatial
information using GIS software. Once the maintenance record is added in CMMS,
the unique identifier is noted and spatial data entered in GIS using the same
identifier to make the connection. At one utility district, the maintenance staff adds a
new inventory record to the CMMS, which establishes the unique identifier. The
unique identifier is noted on a hard copy map and directed to the GIS staff who adds
the spatial representation using GIS. The unique identifier is added within the GIS
and the link established. This may sound cumbersome, but this district uses a GIS
that is not typically supported by many CMMS vendors and requires a process that
works, although it may not be optimal. The important aspect is the flexibility to add
spatial data to the GIS and related maintenance information to the CMMS without
having to add any duplicate information.
Strategic Information Planning
The following “real-world” examples indicate the expectations that some agencies
have stated regarding the capabilities that GIS - CMMS integration can provide:
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A spatial query followed by a tabular query, such as “Find all mainline segments
within 500 feet of a selected shopping center parcel that have not had
preventative maintenance in the last six months?” The query and data display are
performed in the GIS system, and the resulting PM data are extracted from the
CMMS system (which is very difficult without integrating the two).
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A tabular query followed by a graphic display showing results. An example is to
identify all of the emergency work orders that were performed over a specific
time period and display them on a map to help identify areas where it may be
beneficial to do more preventative maintenance (it is often easier to identify
patterns or trends visually than in a tabular form).
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Update a group of assets within a graphic area (polygon). For example, “define a
subdivision, then change all pipe types from clay to PVC.” The asset grouping
will be done through the GIS and update the CMMS database.
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Select any asset or parcel on the map and display inventory, inspection, or
historical or open work order information directly from the CMMS database.
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‘Bi-directional’ ability to update information. For example, display the status of
maintenance activities on a GIS map. The status of the work order is displayed as
a red flag if the work order is closed and as a green flag if the work order is open.
Each flag can include the work order number and asset to which it is attached.
When any flag is ‘clicked’ on from the GIS, the system will display the relevant
information from the CMMS database. This information can be updated through
the GIS or the CMMS directly. Once the work order is closed, the flag color will
change to reflect the changed status.
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Provide a map coverage within a chosen area around any asset or parcel that can
then be attached to the associated work order. Both the work order and
associated map will then be either printed or transferred to a crew field device.
