Companies struggle for an all-encompassing implementation plan for a Computerized Maintenance Management System (CMMS), and many buy the software thinking it will solve all their maintenance-related problems. The software is just one component of a successful reliable program. Implementing a CMMS system will involve a plan which includes selling the concept to all involved, defining what a “successful” implementation will look like to the organization before you begin, and ongoing monitoring to assure data quality and process compliance of all involved.

Courtesy: IMPO, 2021


Defined procedures will ensure that all plant equipment is properly maintained.

Data Analysis:

Successful implementation and the use of a CMMS require proper data. What’s that old adage? “You get out what you put into it” Keep that in mind when you are building your database. Take the time to discuss the nomenclature and what data you want to track.


Now that you have done the data analysis, use an import template for all of the data and information that is necessary to populate the Assets/Equipment section including, where applicable:

  • Equipment name,
  • Department,
  • Location,
  • Size/capacity,
  • Rating,
  • Weight,
  • Cost,
  • Build date,
  • P.O. number,
  • Manufacturer,
  • Model number,
  • Serial number,
  • Manufacturer contact,
  • Manufacturer telephone,
  • Vendor,
  • Vendor contact,
  • Vendor telephone,
  • And the description of the equipment.

Preventive Maintenance:

The Engineering, Maintenance, or Facilities Department will have input on how the equipment will be entered into the Preventive Maintenance (PM) area of the CMMS. This information could include:

  • Equipment number,
  • Equipment name,
  • Location,
  • Department job number,
  • Account number,
  • Craft,
  • Estimate of hours required to complete work,
  • Action code (described in work order procedure),
  • And the frequency that the work must be performed.

Development of Preventive/Predictive Maintenance Schedule:

Preventive/Predictive Maintenance Schedules are usually developed by the Maintenance Manager, Implementation Team, or Engineering Department.

The responsible department will determine the best schedule for the PM work orders to ensure that work can be scheduled and performed in a timely fashion. Other information that must be entered includes:

  • A detailed description of the work to be performed (based on manufacturer’s recommendations where applicable),
  • Parts required,
  • and special tools required.

Documentation of Preventive/Predictive Maintenance:

The results of all preventive/predictive maintenance must be entered on the completed work order to ensure proper storage in the history section.


Wherever applicable, system administrators or personnel responsible for the CMMS must ensure the software users are properly trained.

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To find out how Eagle can help you with your CMMS implementation or training procedures contact us at 262-241-3845, send us an email, or schedule a demo to learn more about Proteus MMX.