CMMS Implementation: 10 steps for a successful CMMS software implementation

Table of Content

CMMS Implementation is a long process. You may spend months or years comparing vendors, prices, software features, and usability to choose and implement the winning software. So we provide you with a CMMS implementation guide to save time and effort and guarantee a successful implementation process. 

10 steps for a successful CMMS software implementation

Implementing a CMMS requires a lot of planning, time, and management skills. Getting CMMS implementation right is essential so your organisation can start its journey to better maintenance management.

Some IT projects fail due to inadequate training, improper data entry, or technicians needing to adopt new technology. Many factors can cause a CMMS implementation to fail, but we are here to help you get a successful CMMS implementation process. 

Follow us to know what makes CMMS implementation fail and the steps that help you get a successful implementation process.


Before you start CMMS implementation, Define Your Goals.

Every organisation plans to implement CMMS software, but there are some common goals that every maintenance team hopes to reach. 

A successful CMMS implementation is only successful if you understand your purposes and why you want them. You should also determine if your CMMS is well-configured for your specific use case. 

Every maintenance department has goals such as reducing downtime, lowering costs, and improving safety. A successful CMMS implementation will help you achieve these goals. 

A successful CMMS implementation gives the organisation the tools, resources, and motivation to move forward and build this positive momentum.


CMMS Implementation Steps

You will face a long and challenging road when you implement CMMS. We recommend some steps to follow during this journey to reduce the risk. It is your guide to a successful CMMS implementation. 


1. Getting management approval

Managers often don’t want to invest in maintenance because they need to know its importance. 

That’s why it’s essential to show that a CMMS can add value and benefit businesses by saving money and increasing production. 

Show them how their business grows and how a CMMS can help organisations reach new heights. Use the CMMS RoI Calculator to get their support.


2. Preparing your employees for the CMMS implementation

The employees may see CMMS as a tool that can replace them in the future, and they fear that anything might put them out of work. 

So involve all employees early in the process, post informative notes about changes and ensure employees take ownership of projects. 

Ensure they know the positive changes that the CMMS can bring. They must enjoy it and know CMMS is for helping them, not replacing them.


3. Communicate with the CMMs provider

It is an essential step to finding the right CMMS provider. It doesn’t depend only on choosing a CMMS based on its features. A successful CMMS implementation means working with one vendor over the long term. 

The right vendor will support post-implementation training and running processes. You need confidence that your CMMS vendor can keep every part of the process as your business grows.


4. Training users

A CMMS is a complex tool that requires training for all employees using the system. Every company implements its CMMS in different ways, and employees should be trained on the specific use of their CMMS. 

It is essential to educate employees about how your organisation uses CMMS software. Training helps CMMS users and administrators understand the features and capabilities of the software so that they can use the system effectively and efficiently.


5. Picking a CMMS implementation team

This team guides and assists the implementation process. Having someone who takes ownership, tracks tasks, and can be your eye for any issues can prevent implementation failures. 

The team size depends on the project’s scope but can include project managers, technicians, data specialists, etc. 

Each team member should have specific responsibilities and goals and corresponding permissions. 


6. Gathering and entering data

Having essential data could make CMMS implementation succeed. Collecting the data you want to put into your systems, such as device types, workflows, supplier details, and more, is vital. 

Remove unreliable and inaccurate information that you don’t want.

Contact your CMMS provider to upload the data to CMMS accurately. 

Finally, configure the data in your system. Configure PMs, create triggers, create workflows, attach digital documents to assets, set minimum part quantities, and more.


7. Reporting

It’s much more productive for a system to have 4 or 5 reports that work and are usable than hundreds of reports that no one can access. 

Before you set up your system, you need to understand what you want it to do. 

Customize the report accordingly. Also, ensure your reports contain the information you need to understand short-term and long-term trends in maintenance activities.


8. Launching and monitoring the system

This phase of CMMS implementation is commonly referred to as the working day. 

Users are expected to stop using legacy systems and start working with CMMS. 

Your employee and CMMS providers should know the launch date and schedule on-call services. It can help solve questions and avoid oversights.

Congratulations, your CMMS software is now working. However, the implementation still needs to be completed. 

Your maintenance team should monitor the system to ensure everything works as expected, including notifications and scheduled maintenance triggers. 

Try also to keep an eye on your key performance indicators (KPIs). User adoption and maintenance metrics. If these numbers start to decline, correct your course quickly to avoid ongoing problems. 

8 Steps to Ensure a Successful ​​CMMS Implementation

You now have a complete CMMS implementation guide and plan. When you properly implement a CMMS, it is used as a database of maintenance-related information that can be used to implement best practices and identify opportunities for efficiency improvements. This tool can significantly improve your business performance now and in the future. So, use this guide to ensure you get a successful CMMS implementation.

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