Maintenance technicians often face numerous challenges. Lack of access to documentation, event history, or essential information like facility technical data can lead to significant frustration. Perhaps a supervisor questions the efficiency of the maintenance department because they can’t see any data or the actual work being performed daily? Furthermore, the lack of reminders about upcoming inspections and information about upcoming deadlines can cause delays and lead to constant last-minute rushing without a concrete plan.
Unrecorded failure histories and documenting only basic information may seem sufficient in the short term, but in the long run, they lead to a loss of knowledge among employees. This is particularly problematic for new team members, forcing them to additional “consultations” with those who already possess this knowledge.
Maintenance technicians struggle with many challenges, but choosing the right tool can minimize or even completely eliminate these challenges. This will benefit not only the organization but, more importantly, the entire maintenance department.
CMMS (Computerized Maintenance Management Systems) systems offer functionalities that allow for the coordination of maintenance departments and the recording of machine data. Most importantly, they support both maintenance and production, providing tools for rapid response and automated documentation.
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The Fault Reporting Process
Reporting a fault in the CMMS system is, above all, a simple process.
1) We have noticed a fault (a breakdown, i.e., a machine has stopped working).
2) On the application panel, we select the “responsible for adding a fault report” button.
3) We select the faulty machine (from a selected pool to prevent misinformation).
4) We enter key information about what happened (a brief description). The location of the object, date, and time should be entered automatically by the system.
a) If possible, we attach photos, documents, or other files that may be helpful in diagnosing and repairing the fault. Finally, we review the entered data and approve the report for submission to the system.
5) The CMMS system will automatically notify the appropriate people about the report and enable real-time tracking of the repair status.
The reporting process must be as minimally burdensome for the operator as possible and contain the most important data for the Maintenance Department. This allows technicians to focus on repairs instead of wasting time on complex administrative procedures.
The technician can view a list of their current tasks along with their priorities (the redder the item, the more critical it is) and then download the selected event.
Upon receiving the fault report, the technician conducts a preliminary diagnosis of the problem, assesses its priority, and decides on the next steps. This may include immediate repair, ordering spare parts (tracking the availability of necessary components), or referring the matter to a specialist team.
Service requests aren’t always fully coordinated, so employees may also have access to a service request exchange, from which they can retrieve fault or error reports.
Otherwise, the technician receives the fault report, checks the history, documentation, and parts availability, and retrieves the selected spare parts (if required). Then, he resolves the issue and closes the task with a description.
Dominik Lubera, CMMS Product Manager at Profesal. He not only develops the Profesal Maintenance CMMS system, based on user experience, but also helps adapt the software to customer needs. In his free time, he is passionate about Lean culture, Industry 4.0, and design thinking techniques.
The production department monitors whether we are taking action now, planning to implement it in the future, or choosing other steps related to the reported problem.
Fault reporting plays a fundamental role in effective maintenance management, as it enables quick and accurate diagnosis of problems, allowing for immediate resolution. Regular fault reporting allows technicians to monitor fault history, which in turn helps identify recurring problems and their sources. This allows for the implementation of preventative measures that reduce the risk of future failures.
Notifications for Everyone
The CMMS system automatically sends real-time notifications about faults and repair status. Once a fault is reported, the appropriate individuals, such as technicians and managers, are immediately informed through various channels, such as email, text messages, and system notifications.
Notifications enable rapid response, minimizing downtime and allowing technicians to quickly begin repairs. For production, this means that issues are quickly resolved, ensuring production continuity. Other technicians can track progress on issues, facilitating coordination. Managers are informed about resolved issues, allowing them to better manage their team.
Furthermore, the system generates event reports that can be useful to other departments or supervisors, providing transparency and better coordination, reducing the risk of delays and misunderstandings, allowing the organization to maintain production continuity and increase operational efficiency.
Digital Database
The CMMS system automatically monitors repair, response, and overall breakdown times by recording technician hours and tracking task time. Each breakdown report documents the exact start and end times of repairs, allowing for analysis of service effectiveness.
Managers can assess the duration of specific repairs and identify areas for optimization. Repair and maintenance history is stored in the CMMS system, providing easy access to machine and equipment documentation, even from the factory. This allows for tracking equipment history, cost analysis, identifying recurring problems, and making decisions about equipment replacement or upgrades.
The CMMS system collects data for process analysis and optimization, including:
- Repair, breakdown, response, and key time
- Number of breakdown reports
- Spare part consumption
- Repair costs
- Performance indicators (MTBF, MTTR)
- History
- Pareto reports
- Optimization proposals
Above all, a CMMS system allows for better resource control, allowing managers to precisely track equipment status and location and manage maintenance schedules.
Beyond the reporting standard, it facilitates discussions about changes within the department, not only machine modernization but also additional team competencies.
By regularly monitoring breakdowns and repairs, organizations can reduce maintenance costs. CMMS systems support maintenance managers, facilitate the onboarding of new employees, and assist existing employees in their tasks. Most importantly, this system opens up new development opportunities for the entire maintenance department.
