Making use of technology in FM
Facilities management today is more than just doing the basic maintenance or repair work such as changing a burnt out bulb or replacing a burst pipe. It is everything from understanding the architecture and engineering associated with facilities management to the different components that make up the built environment.
These components require some kind of maintenance from time to time. To keep track of the maintenance schedule which can be a daunting task particularly if the facilities are spread across different locations, technology has introduced software to make it possible to better achieve the set goals.
A software programme known as CMMS (computerized maintenance management software) has been around for years but still underutilized in Nigeria. It is designed to store complete information on each equipment or asset in a facility. The information will include PM procedures and non-PM work such as breakdowns and inventory.
This software acts as a well-organised and cross-linked filing system. Typical files that the CMMS can accommodate are an equipment file, a preventive maintenance file, a work order file, an inventory file, a work history file, a vendor file and a schedule file amongst others.
Certain fundamentals are important when considering the use of the software. They include getting management “buy in”, getting the right people to participate in it, determining the most pressing current maintenance needs and budgeting enough funds for quality software, training and implementation services.
Management support is vital to making use of this system because enforcement of policy to implement a CMMS system will be required. Also, it is management that approves funding for this to happen. The point here is that there can be resentment towards a new way of doing things.
The maintenance team may feel everything is going fine and doesn’t need a computer to track their time, tell them how to do their jobs or make their hard earned experience available to any new employee. I see this happening a lot in Nigeria; however, there are those who are open to fresh ideas.
Choosing the right software to meet the needs of the built environment will be one of the most important decisions to make. The key to a good CMMS is flexibility and a logical layout that makes the FM manager and the maintenance team comfortable with it. The main reason cited for failure of a CMMS is a programme that is not user-friendly.
The key to successful implementation of CMMS software is proper training and motivation for the team to use the system. This will ensure the maintenance team is more willing to use it.
Tunde Obileye