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handhelds and CMMS
by
Arne Oas
Prior
to the introduction of high-tech, handheld computer products, job-site
information was handwritten and then transcribed manually into a
computer or filed away into a cabinet.
Those
paper-based systems slow productivity by making ineffective use of a
skilled technician’s time. The purpose of any handheld device is to
provide better data recording and to eliminate excessive paperwork
through the use of software and technology.
With
a handheld device, data is managed and stored electronically. These
devices are designed for use in a wide variety of facility,
operations, maintenance and engineering applications. They can be used
with quality inspections, safety inspections and audits, building
assessments, asset control and janitorial inspections in order to
record observations, events or conditions encountered.
In
maintenance, handheld devices are usually incorporated into a CMMS
application in three main areas: work orders, service routes and MRO
inventory management.
In each of these areas, they help:
•
reduce
administrative entry time;
•
speed up data collection;
•
standardize information;
•
improve accessibility to information;
•
standardize procedures;
•
improve documentation of transactions or work; and,
•
identify problems or trends.
Utilization
of the work order functionality is provided through the download and
upload of work orders into the handheld device or unit. The work then
is filtered by such categories as status, due date, location and
equipment for each individual technician or team of technicians. The
technician has the ability to update work order information as it is
completed. He or she can attach parts, times, defects and cause
information. In addition, the technician has the ability to view
equipment history and bills of materials and create new work orders.
In
the field, the ability to access and input information has been shown
to improve work recording two or three times.
The
device is then synchronized with the CMMS, either in real time through
wireless connectivity or at the end of the work period, which results
in accurate and timely information for management of the work
execution process.
The
service rounds or reading applications allow workers to record
equipment readings and conditions. Items such as temperature,
pressure, fluid levels and operating hours can be directly entered
into the handheld device for upload to the CMMS without an expensive
integration into a control system. Reliability or safety information
(as found, as left, time and date) is easily captured. When
synchronized with the CMMS, this information is then used to
automatically trigger subsequent work orders based on current
equipment condition.
The
third application is inventory management. This is usually
accomplished through the use of bar code-reading handheld devices. For
this approach, all maintenance, repair and operations (MRO) parts are
bar coded. The bar code is simply scanned by the handheld when
performing inventory counts. The device records parts issues or
transfers along with the number of the items involved. This
information is then downloaded into the CMMS. This method provides
more timely and accurate inventory control. It reduces the mistakes
(incorrect part identification leads to expensive misstocks and
orders) that frequently occur in manual transcription and entry.
The
installation solutions approved by the CMMS application are relatively
easy. They usually involve only minor configuration of the system. The
main setup work involves the required modifications to the CMMS
default selection tables. Addressing this improves the ease of
recording both problem identification and resolutions, as well as the
work order status codes. This also improves work flow.
Though
simple, this tailoring of default tables and standards is extremely
important and device dependent. It involves screen size and other
device options. For example, trying to read a three-page Word document
on a 1-inch by 11/2-inch cell phone screen is virtually
impossible. If you think about this, it may require a rewrite of all
your current preventive maintenance work orders.
Understanding
the end use and user environment is the key to handheld device
selection and system tailoring.
If
you’re tired of being deluged in paperwork, these handheld
applications may be the right solution for you.
Arne
Oas is the senior consultant for Computerized Facility Integration. He
can be reached at 215-918-2165 or by e-mailing aoas@gocfi.com.
This
article appeared in the February/March 2005 issue of MRO Today
magazine. Copyright 2005.
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