Dalkia Polska Energia operates in the energy services sector, primarily providing district heating in Silesia. The company is part of the French Dalkia Group (owned by EDF) and serves large manufacturing plants and district heating systems in several cities, including Katowice, Mysłowice, Sosnowiec, Ruda Śląska, and Chorzów. In this environment, maintenance quickly becomes the organization’s “nervous system”: it must integrate the operation of heat sources and networks, the activities of mobile service teams, parts warehouse management, and expense control. In such a complex environment, we jointly decided to seek a tool that would integrate all these elements.
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Implementation Goal
The primary goal of the implementation was to accelerate the digitization and automation of maintenance. We wanted information about breakdowns, inspections, and spare parts to flow within a single system, eliminating unnecessary paperwork. A second goal was integration with ERP and SCADA – this would allow data on costs, parts, and meter readings to flow seamlessly into the implemented CMMS system. Furthermore, we wanted the solution to be tailored to the specific needs of multiple plants and locations, allowing it to operate across multiple factories while taking into account local procedures and authorizations. Maintaining the company’s operations required flexibility: some processes had to be unified (e.g., resource definitions and request priorities), while others had to be tailored to specific plants, such as duty schedules or the scope of service crew responsibilities.
Challenges
Before implementation, we struggled with several common issues. First, distributed data – SCADA readings and alarms, ERP records (invoices and orders), and service requests – were managed separately. This separation led to delays and errors (e.g., manually entering work hours or inventory levels). The second challenge was the diversity of processes across facilities. Each facility had its own unique practices – even within the same industry – requiring a balance between standardization and flexibility. The goal was to standardize the fundamentals (such as equipment definitions, request types, and order closure criteria) while also enabling local modifications, such as different checklists for inspections or different roles and authorizations for employees.
Implementation Process
We began with an analytical workshop, where we analyzed key processes together with the technical teams. At this stage, we precisely defined who reports and classifies incidents, who decides on priorities, and how the collaboration with the parts warehouse works. This meeting allowed us to identify differences between the initial assumptions and the shared vision developed during the workshop. Therefore, the decision was made to expand the scope of work.
In the next step, we configured resource cards – so-called device and object directories. These cards organize all technical information, service documents, and work history in one place. The specification included implementing the CMMS system at nine different plants, including division into permissions and visibility. The CMMS system was configured to operate “across factories” – meaning each plant has its own views and permissions, while we can maintain shared reports centrally. At the same time, we ensured configuration flexibility: users can modify the layout of screens and forms and add new task types as needed. We carried out the project using the PRINCE2 methodology, which meant phasing the work, continuous quality control and thorough documentation of subsequent steps.
A module for employee travel accounting has been introduced, simplifying the process of calculating mileage allowances, and a map module enables spatial visualization of facilities. Furthermore, team management is supported by received information and visualization in the mobile app. The system also generates automatic notifications regarding the need for preventive action, based on counters and data from the SCADA system.
How did the CMMS system help?
After implementing the CMMS, our daily work changed significantly. We moved many previously paper-based processes to the system, which brought the first results – standardization and improved transparency. For example, every service technician now has access to complete machine data in the system, and maintenance documentation is stored digitally in one place. This prevents information from being lost, and new employees can more quickly understand the equipment’s history.
The second area of improvement is data-driven automation. After integration with SCADA, the CMMS system automatically receives meter readings and alarms. When a specific indicator exceeds a set threshold, the system can automatically suggest a preventative action. This shifts the focus from reacting to failures towards predictable maintenance. In practice, this means fewer sudden downtimes and better utilization of technical resources.
The third effect is cost and performance transparency for management. CMMS allowed for precise calculations of how much time and money was spent on preventative maintenance and how much on emergency repairs. This allowed for better justification of maintenance budgets and the demonstration of the specific benefits of preventative maintenance.
The CMMS implementation at Dalkia Polska Energia demonstrated that even in a distributed organization, key maintenance processes can be effectively unified while maintaining the necessary flexibility. The PRINCE2 model helped control the project by stages and document every change, which was crucial for integration with ERP/SCADA and multiple locations.
One of Profesal’s recent implementations was the expansion of the CMMS integration with Dynamics, aimed at implementing new processes and transferring additional data between the two systems. The work included developing integration in the areas of detailed coordination of technical warehouse operations, as well as managing the costs associated with these processes.
,,We can confidently recommend Profesal sp. z o.o. as a professional IT systems provider that not only implements high-quality solutions but also cultivates long-term relationships with clients and contributes to their business success.”
Łukasz Malina, Chief Specialist – Maintenance Coordinator
