cmms buyers guide

ATrac Maintenance

CMMS Buyer’s Guide for the Enterprise Guiding customers through the key decisions relating to 4th generation incident and maintenance management systems.

May 2012

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ATrac Maintenance CMMS Buyers Guide for the Enterprise

Note : The information in this document relates to JSA Technology’s ATrac maintenance and incident management software which is at the pre release stage. Released software may differ in many respects to that described in this document, therefore JSA offers no warranties, either explicit or implied, with re-spect to this document and the information contained within it. ATrac is a trademark of JSA Technology Ltd. in the United Kingdom

JSA Technology Limited St. Andrews Castle St. Andrews Street South Bury St Edmunds Suffolk IP33 3PH Registration No: 6608988 Telephone: 01284 788787

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Table of ContentsTable of ContentsTable of ContentsTable of Contents

IntroductionIntroductionIntroductionIntroduction 4444

The momentum of CMMS 4

Our experience 6

Sharing our knowledge 6

What system is right for you?What system is right for you?What system is right for you?What system is right for you? 7777

System design 7

Where the system resides 7

How to choose your system 8

Typical features 9

Conclusions and next steps: What system is right for you? 10

Can ATrac meet your needs?Can ATrac meet your needs?Can ATrac meet your needs?Can ATrac meet your needs? 11111111

How can ATrac meet your business needs? 11

Meting your I.T. needs 12

Conclusions and next steps: Can ATrac meet your needs? 13

Implementation and supportImplementation and supportImplementation and supportImplementation and support 14141414

Pre implementation phase 14

Implementation phase 14

Post implementation phase 15

Conclusions and next steps: Implementation and support 16

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Introduction

The momentum of computerised maintenance manage-ment software (CMMS)

Computerised maintenance management systems (CMMS) have been around since the 80s. The 1st generation systems were ba-sic databases that simply recorded data already stored else-where (e.g. on written works orders). Overall, these systems provided a better way of storing and retrieving data and a faster method of data manipulation than previous paper based systems. The problem with these systems was that humans were respon-sible for inputting the data (thereby leading to mistakes), data could be stored in a variety of incompatible formats and each computer could have different versions of the data. Though an improvement on paper based systems, 1st generation systems were far from perfect.

For businesses For businesses For businesses For businesses 4th generation CMMS offers the promise of re-duced costs, greater productiv-ity and improved customer satisfac-tion .

2nd generation CMMS not only used more complex databases but also linked users via a LAN or WAN. This not only increased the storage and retrieval capabilities but also allowed collabora-tive work across diverse geographical locations and allowed the synchronisation of data in real time. Further, the internet meant that service providers could receive works orders automatically

Senior Managers Maintenance Physical objects/systems

The Evolution of Computerised Maintenance Management Software

2nd

generation

4th

generation

3rd

generation

1st

generation

LAN/WAN

LAN/WAN & Mobile

LAN/WAN & Mobile

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and managers could track compliance of contractors to their Ser-vice Level Agreements. At the same time enhanced analytical tools increased the value of the business intelligence provided by the systems.

Over the past couple of years more and more companies have deployed web based 3rd generation systems that allow 24/7 ac-cess to data and information from anywhere. This coupled with an increasing use of “bring your own technology” has freed non-maintenance staff from the time-consuming back office work, al-lowing a focus on customer-facing, profit generating activities. Similarly, it has led to productivity improvements on the part of maintenance staff, in that work can be received, completed and closed while away from the office.

4th generation CMMS (4G) links physical objects, e.g. lighting circuits, to data storage and communication devices, completely eliminating the human factor from the maintenance reporting stage. Although 4G has been around for a few years it has only been cost effective to install it on very high specification build-ings, due to the cost of engineering drivers to interface with dif-ferent vendor hardware systems and protocols. However as cus-tomers have forced hardware manufacturers to standardise com-munication protocols the cost and the amount of custom engi-neering needed to install a 4th generation system has fallen. It can now be a cost effective solution for all but the smallest of organi-sations.

The use of The use of The use of The use of CMMS, CMMS, CMMS, CMMS, for most organisations, is not a question of “if” but rather “when?”, “how?” and “which one?”.

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Our experience

JSA Technology is the parent company of a South African soft-ware house (DCom). We have been developing high specifica-tion software and hardware for high security facilities since 2006. Having experience of these complex high value projects where data integrity is paramount, our software is designed to be ro-bust. We take pride in the fact that our software is not only as secure and stable, but, in many cases, exceeds that of our larger well known competitors. Located just outside Cambridge’s “Silicon Fen” we enjoy the benefits of the “cluster effect”, low overheads and easy travel to major cities such as London, Birmingham or Manchester. Though our background is in high specification custom designed soft-ware systems, our focus since moving to the UK in 2008 has been on further developing our software and moving our busi-ness model away from custom built software towards standard-ised modules. With our engineering operations located in the highly valued Cape Town tech cluster, and our experienced UK team responsi-ble for product development and customer support, we are able to offer our customers high spec software at competitive prices with personalised service.

Sharing our knowledge In this guide we would like to share some of our insights taken from organisations that have implemented our systems. Hope-fully, these insights will help you in your decision making proc-esses. Please note that this guide relates specifically to JSA Technol-ogy’s ATrac Maintenance software. For more information relating to our other products please go to this link:- http://www.jsatechnology.co.uk

JSA TechnologyJSA TechnologyJSA TechnologyJSA Technology • Robust stable software de-signed for high security envi-ronments.

• In depth experi-ence of inte-grating legacy systems.

• Cost effective customised software engi-neering.

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What system is right for you? Design An intuitive system, like ATrac Maintenance, is designed to be easy to use from the perspective of a non maintenance user. Re-porting is generic and arranged around service level contracts and systems rather than the reporting of specific asset faults.

Where the system resides Self host or Cloud?Self host or Cloud?Self host or Cloud?Self host or Cloud? Whatever CMMS an organisation uses it will have to use a server to host the system. This can be either managed by the organisation (self hosted) or outsourced (hosted service – cloud). There are advantages and disadvantages to both approaches. Self hostedSelf hostedSelf hostedSelf hosted Self hosted systems can be expensive and require a great deal of time and money to ensure that they are working correctly. For most smaller organisations self hosting is not the best option. Until recently though, most larger organisations would have had a large bank of self hosted servers. The primary reason for this was the perceived security threats associated with offsite host-ing. Today, with improved security, more and more large compa-nies are migrating a larger share of their data onto hosted ser-vices and reducing the number of servers they run themselves. Hosted service Hosted service Hosted service Hosted service –––– (the cloud) (the cloud) (the cloud) (the cloud) More and more large companies are realising the benefits of us-ing hosted services. Hosted services often work out a lot less expensive than the traditional self hosted services. There is no capital expenditure in order to implement the system, and there-fore less risk. Similarly, cost savings are made in terms of human resources and other support costs associated with not having a larger IT department. Security issues are addressed through standard IT security procedures at the hosting organisation, the use of encrypted email and the use of “private clouds”.

Types of Cloud PublicPublicPublicPublic————computing services that are hosted by an exter-nal provider on a shared basis. Cus-tomers draw down resources when needed. PrivatePrivatePrivatePrivate— comput-ing resources dedi-cated to a cus-tomer.

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Hybrid systemHybrid systemHybrid systemHybrid system Another way of proceeding with the “to host or not to host” ques-tion is to use a hybrid system. For example you could use ATrac in your headquarters as a self hosted system and then all of your geographically dispersed sites can be linked to the system via a cloud service.

How to choose your system What to look for in a CMMSWhat to look for in a CMMSWhat to look for in a CMMSWhat to look for in a CMMS There are many different types of CMMS available for a company to use. Where should you start in your decision making proc-esses? Define your goals and needsDefine your goals and needsDefine your goals and needsDefine your goals and needs The implementation of CMMS should be directly linked to your business strategy. Review your existing processes and then iden-tify what areas need to improve and the financial value of doing this. Prioritise the changes and award each of them a weighting. This weighted, prioritised requirements list should form the basis of your search criteria. During your search you will undoubtedly find other functions and features that you had not considered. Do not get sidetracked by these “nice to have but non critical” func-tions and features unless the software in question meets all the critical requirements and these additional features can add real value. The history of CMMS implementation is littered with com-panies who only use 5 – 15% of the functions they pay for.

Question : How will CMMS help you achieve your strategic and operational goals?

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Typical Features Asset InventoryAsset InventoryAsset InventoryAsset Inventory – A list of all the assets that need maintaining. Preventive Maintenance SchedulingPreventive Maintenance SchedulingPreventive Maintenance SchedulingPreventive Maintenance Scheduling – a planned maintenance schedule linked to all assets. Knowledge LibraryKnowledge LibraryKnowledge LibraryKnowledge Library – a depository of knowledge relevant to the assets, their maintenance routines etc. Breakdown/ incident ReportingBreakdown/ incident ReportingBreakdown/ incident ReportingBreakdown/ incident Reporting – the ability to report equipment failure and to turn this into a works order. Scheduling of Planned MaintenanceScheduling of Planned MaintenanceScheduling of Planned MaintenanceScheduling of Planned Maintenance – the ability to schedule planned maintenance activities to internal or external maintenance personnel/contractors. Work Order GenerationWork Order GenerationWork Order GenerationWork Order Generation – the ability to generate works orders for both planned and breakdown maintenance both internally and to contractors under a service level agreement. Reporting Reporting Reporting Reporting – the ability to produce different reports in a variety of mediums (e.g. graphs, excel, html). Maintenance Personnel DatabaseMaintenance Personnel DatabaseMaintenance Personnel DatabaseMaintenance Personnel Database – a database listing internal maintenance personnel and or external contractors working un-der service level agreements.

Access anywhere Access anywhere Access anywhere Access anywhere – the ability for the system to be accessed by employees and contractors when they are away from their work-places, for both data input and information purposes.

4th Generation 4th Generation 4th Generation 4th Generation CMMS should CMMS should CMMS should CMMS should also include:also include:also include:also include:---- IntegrationIntegrationIntegrationIntegration – an ability to read data from other sys-tems and intelli-gent assets, for example lighting systems and power sensors. Condition Moni-Condition Moni-Condition Moni-Condition Moni-toringtoringtoringtoring – the ability to produce a work order when the condition of the asset has ex-ceeded a speci-fied limit.

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Evaluate your companies CMMS needs.

Identify potential productivity gains & cost savings.

Contact a JSA representative to help you build a business case.

Conclusions and next steps: What system is right for you?

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Can ATrac meet your needs? ATrac Maintenance provides an intuitive user interface for report-ing maintenance issues and other incidents, bringing issues relat-ing to your operating environment into one logically structured data centre. It offers enterprise level security and 24/7 reliability on an access anywhere, bring your own technology basis. ATrac’s stable, tried and tested architecture provides:- Access anywhereAccess anywhereAccess anywhereAccess anywhere – freeing you from the back office. Bring your own technologyBring your own technologyBring your own technologyBring your own technology – phone, iPad, laptop desktop, your choice.

RobustnessRobustnessRobustnessRobustness – 99.9% guaranteed uptime, disaster recovery and geo–redundancy. SecuritySecuritySecuritySecurity – All data sent by 128 bit encryption through port 80 (email). All other ports closed. IntegrationIntegrationIntegrationIntegration - Seamless integration with your current systems with “Air Gap” protection.

Value drivenValue drivenValue drivenValue driven –––– flexible pay as you go pricing options as well as an option to buy.

How can ATrac meet your Business needs?

Cost reductionCost reductionCost reductionCost reduction In these difficult economic times, cost savings may be a com-pany’s only source of profit growth. ATrac Maintenance can re-duce your maintenance costs, with no capital expenditure and low operational expenditure. It also provides you with faster re-sponse times and greater contractor accountability. Resource focusResource focusResource focusResource focus As well as leading to reduced downtime of business critical as-sets, using a dedicated maintenance and incident management

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system will free up resources to focus upon projects that will im-prove your competitive position. Increased process efficiencyIncreased process efficiencyIncreased process efficiencyIncreased process efficiency ATrac Maintenance reduces the need for phone calls, emails and the inputting of data relating to all types of incidents. Smoother processes, better collaboration and decision making lead to fur-ther cost savings and support a culture of continuous improve-ment. Getting greater value from your investments (assets)Getting greater value from your investments (assets)Getting greater value from your investments (assets)Getting greater value from your investments (assets) Many of your assets are already intelligent assets. ATrac Mainte-nance allows you not only to reduce maintenance costs through its intelligent early warning system, but, crucially, provides you with business data on assets enterprise-wide that can lead to in-sightful analysis and provide data for further cost saving initia-tives. Flexible pricing to meet your needsFlexible pricing to meet your needsFlexible pricing to meet your needsFlexible pricing to meet your needs ATrac Maintenance, offered either as a 3rd or 4th generation sys-tem is available in a variety of different base configurations and a variety of plans to meet the needs of business of all shapes and sizes.

Meeting your IT needs SecuritySecuritySecuritySecurity With ATrac Maintenance your IT staff can rest assured that your data is secure but accessible. Our hosting partners are audited in compliance with ISO 27001 standards and reports are available to you. As ATrac Maintenance works upon the email of excep-tions, no data will leave or enter your existing systems. Your inter-action with it will be through a public or private cloud, in much the same way you would interact with a normal web page. ControlControlControlControl We can reduce the burden of your staff having to manage the maintenance and incident reporting systems, allowing them to focus upon core business tasks. However, we also allow you to retain control over configuration and user management, so you can change the service in the way that best suits your organisa-tion.

User friendlyUser friendlyUser friendlyUser friendly ATrac Maintenance’s user friendly interface reduces the need for in depth training for all but a few key users, allowing a fast and easy implementation process.

Additional fea-tures of ATrac Maintenance in-clude: Instant Instant Instant Instant notification to service provid-ers of maintenance issues.

CompleteCompleteCompleteComplete service provider account-ability via auto-mated response time measurement.

Remote Remote Remote Remote closure of works orders via access anywhere - bring your own technology.

Automatic Automatic Automatic Automatic regular upgrades.

Fully configurable, customisable and scalable.

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Conclusions and next steps: Can ATrac meet your needs?

Contact your ATrac product manager at JSA Technology on 01284 788787 or email [email protected]

Visit the JSA technology website at www.jsatechnology.co.uk

Start evaluating the business case for using ATrac Maintenance.

Business :Business :Business :Business :

Learn more about ATrac Maintenance plans and pricing by contacting JSA on 01284788787 or email [email protected]

Contact JSA Technology in order to discuss your needs and concerns on 01284788787 or email [email protected]

Understand how ATrac Maintenance can fit with your current IT systems and how it will meet your requirements.

IT:IT:IT:IT:

Finance and Procurement:Finance and Procurement:Finance and Procurement:Finance and Procurement:

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Beyond Beyond Beyond Beyond Implementation :Implementation :Implementation :Implementation : Think about your implementation and ongoing support needs before its too late.

Implementation and Support

Selecting which CMMS solution best fits your organisation’s needs is a critical decision, you should also take care to identify what it will take to implement and maintain. The right maintenance system should meet your support expectations.

Pre implementation phase The pre implementation phase will consist of your ATrac product manager taking you through a series of structured pre sales evaluation activities. Depending on your needs these evaluation activities may consist of:-

• Technical briefing

• Business case development

• Proof of concept project

• Pilot project

• Executive review

Implementation Phase Though ATrac Maintenance’s promise is to reduce the costs of your maintenance operations there may be upfront costs relating to migration and implementation that you will need to confront. Customers can choose to manage their own migration to ATrac Maintenance with the support of tools and resources published by JSA Technology. Customers can also choose to contract with JSA Technology for a fixed rate migration support service.

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Post implementation phase Before proceeding with implementing any CMMS you should be aware of the post implementation support offered by any vendor to help resolve implementation and post implementation issues. ATrac Maintenance comes with the following support:- Self service Self service Self service Self service Users can access the built in help function located on the ATrac database. More in depth issues can be resolved via our online support desk. Telephone supportTelephone supportTelephone supportTelephone support Telephone support can be requested via our customer support line Dedicated point of contactDedicated point of contactDedicated point of contactDedicated point of contact All customers are nominated a dedicated support manager. This means that you will always deal with a person who not only un-derstands your issues, but also understands your unique needs. Proactive servicesProactive servicesProactive servicesProactive services From time to time ATrac will issue updates that you as a cus-tomer will receive free of charge. Private cloud users will be free to schedule an update release at times and dates that suit them rather than us. Your Success is our successYour Success is our successYour Success is our successYour Success is our success As a small company that punches above its weight we have found that we are successful only if our customers are. If there are issues to be resolved in the middle of the night you can rest assured that we will wake our CEO if needed.

Conclusions and next steps: Implementation and Support

Contact JSA to get you started. Email: [email protected] or phone 01284788787.

Visit the JSA technology website at www.jsatechnology.co.uk

Pre Implementation:Pre Implementation:Pre Implementation:Pre Implementation:

Contact your ATrac product manager for more information regarding on going support on 01284788787.

Contact JSA for support in your decision making processes and to help you to align your needs with a cost effective solution.

Start thinking about implementation as you start evaluating what type of CMMS to implement.

Implementation:Implementation:Implementation:Implementation:

Post Implementation:Post Implementation:Post Implementation:Post Implementation:

cmms buyers guide

Documents

generation cmms

generation systems

momentum of cmms

system design

synchronisation of data

recorded data

business needs

generation incident