You’ve done the research, seen the benefits and made the decision to purchase a new computerized maintenance management system — but now what? The process of installing, onboarding and putting your CMMS to use is called implementation, and it’s one of the most important steps in the process of acquiring business software. It can be difficult to know whether you’re on the right track to properly implementing a CMMS, so we’ve put together this step-by-step guide to make the process a little less intimidating.
Why Is Proper Implementation Important?
It’s just software — surely it’s not that hard to put into use, right? Unfortunately this misconception is the reason for many failed implementations. According to a 2019 survey, 61 percent of maintenance managers found implementing new software challenging. Studies suggest somewhere between 60 and 90 percent of attempted CMMS implementations fail.
Failed implementation can mean a range of things. It can mean that the system was completely unused by anyone in the organization. It can also mean that 
employees only partially use the system, or only use a portion of the features included in the package. Any of these options are time-consuming mistakes that decrease efficiency, cost the company money and can set the maintenance management tasks back significantly.
Why Do CMMS Implementations Fail?
Why is there such a high fail rate for CMMS implementations? CMMS implementations can fail for a variety of reasons, and the sheer number of ways it can go wrong has a big impact on those numbers. Here are just a few:
- Inadequate Resources
- Inadequate Employee Onboarding
- Project Management Failure
- Misunderstanding of System Expectations
- Security Issues
- Incorrect System Selection
These are just some situations that cause CMMS implementation to fail. These and other pitfalls can be avoided by approaching the implementation process deliberately and cautiously.
How Do I Implement CMMS?
While every organization is different, this quick list can help you be prepared for a successful CMMS implementation.
1. Define the Scope of Your CMMS Software Project
Scope refers to how much of your company will use a software system. If only the technicians in a single department will have access to the CMMS, the scope is narrow. If executives, managers, technicians, janitorial staff, drivers and sales reps all use a system, its scope is very broad.
Determining the scope is key because most systems are priced based on how many user licenses are needed — the broader the scope, the more licenses you’ll need, the more the system is going to cost.
2. Prep Data For Transfer
One of the main delays in CMMS implementation is the process of transferring data. If you’ve never used a CMMS before, this process can involve translating pen and paper spreadsheets or uploading Excel spreadsheets, and if you’re changing CMMS systems some systems can import directly from others.
The cleaner and more standardized your data is, the easier it will be to transfer, so preparing it beforehand is a surefire way to smooth out the implementation process. This process can take months to a year, so it’s crucial to begin early to avoid implementation delays.
Once you’ve decided on a system, you’ll need to delegate the data entry tasks. Do you want to hire outside contractors for this task? Will you use temporary workers? Existing employees? Having a firm plan beforehand can help this process go smoothly.
3. Use Vendor Training and Support
If employees are left to their own devices to figure out a complex new software system, can they really be blamed when the system doesn’t take? Users need training to properly understand the system, so don’t cut corners when it comes to this aspect. Don’t be afraid to encourage users who have already been trained to help other newer users.
Another pitfall with this element is cost. Most CMMS systems offer some amount of training in the cost of the system, but many have cutoff dates for free support. Identify resources like FAQ pages, knowledge databases, free or paid training videos and additional training programs and determine what you’ll have access to. This helps mitigate knowledge gaps and prepare you for any costs that may arise if you decide you need more training.
4. Consider An Implementation Consultant
One way to ensure implementation success by partnering with a maintenance consultant. Some organizations offer this service for a fee, others rely on outside consultants, and a very few (like FacilityONE® Technologies) offer a complimentary implementation service of their system. This combines the benefits of on-site training and asset mapping with data-entry, PM set-up, customized analytics reporting and an dedicated account manager.
5. Always Work Towards Improvement
To ensure you get the full benefits of your CMMS, it’s crucial to continue improving and implementing throughout the system’s lifespan. The data-gathering capabilities of a CMMS can make long-term planning and financial predictions more accurate than ever before.
As new needs arise, you may want to include new modules. If your company grows, you might integrate the system with another like an ERP or SCM. Keeping constant improvement as a goal will help you keep tabs on how well your employees are using the system and let you identify pain points before they become a serious problem.
Written exclusively for FacilityONE by Bergen Adair
