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Work Management
Wayde J. Prejean
El Paso Energy
1001 Louisiana Street, Suite W-1111A
Houston, TX 77002
Wayde J. Prejean
El Paso Energy
1001 Louisiana Street, Suite W-1111A
Houston, TX 77002
Abstract
The presentation will begin with an overview of work management definitions and the work management process, including an overview of the types of work that are managed. Next, the functionality and uses of Computerized Maintenance Management Systems (CMMS) will be reviewed. A review of the benefits of utilizing a good work management process and a CMMS will take place. Finally, there will be a discussion involving the integration points between an AM/FM/GIS system and a CMMS and the advantages of integrating the two enterprise systems.
Work Management Overview and Definitions
Definitions
Work Management is a process which incorporates the identifying, planning, scheduling, performing and reviewing of work needed to keep a facility running at optimum efficiency while remaining in compliance with regulatory agencies and company policies. Another way of looking at work / maintenance management would be: to establish an organization-wide approach to maintaining assets that’s supported by business policies and controls, systems and technology, organizational relationships and reward programs.
Workflow is the flow of information and control in a business process. It is sometimes confused with work / maintenance management. Maintenance management systems can have workflow, but workflow is used beyond just the maintenance process. It can be used in purchasing, inventory, along with many other business processes.
A Computerized Maintenance Management System (CMMS) is a tool to help automate the work / maintenance process. It helps you better manage and control maintenance resources. The needs of the maintenance process determine what information goes in and what documents and reports go out of the CMMS.
In looking at the types of maintenance work managed using a CMMS, nearly all work can be classified into one of the following categories:
- Preventive Maintenance (PM) - work that is planned ahead of time to occur at scheduled intervals, and is performed according to plan. This can also include predictive maintenance, which based upon condition monitoring.
- Corrective Maintenance (CM) - work that is requested, planned, scheduled, performed and recorded/documented
- Emergency Maintenance (EM) - work that is performed to immediately resolve a problem and then is recorded after the fact
- Project Work – construction project work that is tracked in a CMMS and is not necessarily maintenance related.
RCM combines professional intuition and a rigorous statistical approach, and recognizes that different maintenance strategies apply to different facility equipment. Some of the strategies include run-to-failure, preventive, predictive, and proactive maintenance. The RCM approach applies these differing maintenance strategies in an optimal mix, to ensure that facility equipment is maintained sufficient to accomplish the facility mission without wasting maintenance labor.
Work Management Process and CMMS Functionality
Work Management Process
At a high level, the work management process involves identifying the work to be done, planning and prioritizing the work, identifying and scheduling the resources needed to do the work, doing the tasks identified and then reviewing the completed work and analyzing the findings, if any. The chart below shows a typical work management process. By looking at this chart, you can get an idea of the many areas within the process that can be automated or improved by using a CMMS.
CMMS Functionality
A CMMS is a tool to help automate the work / maintenance process. It helps you better manage and control maintenance resources. Some of the areas of the work management process that can be addressed by a CMMS include:
- Planning / prioritizing work – including plan, track and document compliance and recurring activities, and scheduling work crews and local staff
- Requesting, scheduling and documenting corrective work – by documenting corrective maintenance in a CMMS, you ensure that needed work goes into the queue and keep a good history of the work completed on critical equipment
- Preventive Maintenance procedures, including documentation of “best-practices” and other procedures and information needed to get the job done, such as:
- Tools and equipment
- Skills required
- Hazards, precautions and safety information
- Tracking and documenting of completed work and failures
- Identifying unplanned work and recurring problems.
The heart of all CMMS systems is the Work Order Application. The work order application normally can include the following uses:
- Centralize all information and options necessary for the planning and execution of work needed
- Provide a planner or supervisor with a tool that gives efficient access to information needed to prioritize, plan, and report on work
- Provide a quick and efficient way to report work that has been performed
- Request new work, ensuring that needed work does not “fall through the crack”
- Collect data that allows analytical decision-making in an organization.
- Document maintenance history
- Document failure causes and frequency
- Componentize / organize equipment
- Document history of equipment movement
- Store information about the equipment in one place
- Settings / Readings
- Equipment specifications.
The effective use of a good work / maintenance management process along with the utilization of a CMMS can provide an organization with numerous benefits.
- Improved work control - WO module is the heart, providing the basis for work management, cost tracking, equipment history and performance
- Improved planning and scheduling - tools for improving labor and equipment utilization and therefore, minimizing downtime
- Enhanced preventive and predictive maintenance - automatic scheduling of recurring tasks based upon time, operating hours or condition
- Improved reliability and failure analysis - capture failure and cause information consistently, providing data to start to eliminate root causes of failures and improving overall equipment reliability.
- Increased level of maintenance information – utilized to analyze and improve the work / maintenance processes and increase efficiency
- More efficient use of maintenance personnel and $ - you should be able to do more with less!
AM/FM/GIS Integration Points and Benefits
When companies look at the integration of AM/FM GIS systems and Work Management systems, the following areas can benefit from that integration:
Facilities and Equipment
- Facility and equipment information can be entered in one system and then interfaced to the other one – eliminating duplicate data entry
- The GIS mapping capabilities can be utilized to find / plot the location of equipment on a map
- One Call location / elimination – Work Orders for one calls could be generated and a link to the GIS system can assist a technician in determining the location of the one call and whether a trip to the site is warranted
- Utilize GIS mapping to easily plan / analyze / query current and future work order information – layering work order information on a map interface allows for easier querying and greater geographic analysis
- An interface from the AM/FM GIS system to the CMMS can simplify generation of work orders utilizing a map based approach
- Integration of GIS can reduce CMMS implementation time by leveraging existing GIS/FM data (especially the equipment and location information).