Selecting the right computerized maintenance management system (CMMS) for a fleet requires ample research and a comprehensive understanding of a fleet’s operations.
A quality CMMS software provider can provide step-by-step guidance with assessing a fleet’s maintenance management software needs and share functionality and processes available to meet those needs. From there, a service provider can offer guidance ahead of the implementation process to answer any questions and make sure the fleet is ready to start using the new platform. A CMMS provider may also provide comprehensive on-site support, as needed, during the installation process, as well as initial and follow-up training, as needed.
Before getting started, a fleet should establish a point person, or team, to work as a liaison between the fleet and the provider, ensure buy-in from the leadership team, and share plans and get input with all employees who will be impacted by this change.
Updates in real-time
Manual data entry makes for a less efficient process and can cause issues with pertinent information not being immediately available to key personnel.
“There are still so many fleets that do PMs (preventive maintenance) as checklists on paper, and somebody types that information in,” notes Bob Hausler, vice president, marketing and technology for Dossier Systems. “Not only does that create a time delay, but it creates the opportunity for [errors].”
He suggests challenges with reading a person’s handwriting, having subjective and short written descriptions, or having incorrect information like number errors in meter entries can cause unnecessary delays.
Automating the process of adding new service information or updating existing service details can help streamline the maintenance service.
“Why don't you have all of your technicians live on the system?” Hausler says. “Not only does it eliminate the transcription step, but it also allows the tech [to] be able to see the repair history for the asset.”
Having the ability to update and access information in real-time across the fleet also allows technicians to avoid any missing information that may have not yet been added into the system by manual entry and provides transparency around previous service of that asset.
Additionally, integration of data from other software systems utilized by the fleet can further streamline communication between departments. This includes integration of the transportation management software (TMS), telematics providers, accounting software, and more.
Standardized information
Vehicle maintenance reporting standards, known as VMRS, is an alphanumeric coding system that allows commercial vehicle operations the ability to organize and categorize information into a standardized format.
Consider a VMRS licensed provider when selecting a CMMS.
“One of the key fundamentals in setting up all the part information and equipment information is using VMRS as a foundation,” says Ric Bedard, founder and CEO of Cetaris.
Beyond that, confirm that the CMMS provider also offers sufficient training to utilize VMRS codes.
“Having an experienced partner can make the difference between having VMRS and using VMRS,” notes Hausler. “As a VMRS licensee, Dossier’s software has many VMRS code keys (CKs) embedded so users need only select the codes they want, they don’t need to look them up and type them in.”
He notes all Dossier support staff are also certified VMRS specialists, completing the certification process through the American Trucking Associations’ Technology & Maintenance Council (TMC), and are available to assist fleet customers.
“It is a standard that not only provides great internal reporting but is used and accepted by OEMs and service providers, as well as fleets,” adds Hausler.
Upfront preparation
A CMMS provider can assist fleets with the planning and preparation to import existing fleet data into the new software system.
Hausler explains for Dossier, the implementation team conducts an analysis and reviews existing fleet information in various categories such as assets, parts, personnel, vendors, PMs, and warranties. The team can then determine which information would be imported into the new CMMS.
Clean data imported into the new system is imperative to set a foundation for standard practices long-term.
“We first gather that data and break it down into equipment types so that we can look at cleaning up the data,” notes Cetaris’ Bedard. “We are looking for 130 unique items about an asset, [and] most of our customers don't have that. We have to work with them to expand what they have or work with their OEMs to expand it, because there [are] other goals that we have downstream.”
Laura Maxwell, product marketing manager for Fleetio, advises data imports, often through the importing of spreadsheet information, involve inputting vehicle specifications and historical records, such as service history.
From there, fleets can set up standard service programs for similar vehicles in the fleet.
“If you have more than one of each type of vehicle and equipment, this is going to save some time, because you are managing all of the reminders and details at once,” Maxwell says. ”It is worth thinking about what you want out of your PMs and what kind of reminders you want because, ultimately, when you set up those service programs, those are going to be a critical part of what you get notified about.”
Maxwell adds OEM-recommended service intervals can also be added to the system to start, and then updated based on specific fleet needs.
From a fleet perspective, Mike Jeffress, vice president of maintenance for Maverick Transportation, shared that his fleet opted to not bring in historical data from the fleet’s previous maintenance management system. But, the team did spend time to review all aspects of the organization and standardization of information up front to ensure success of the product. The for-hire fleet integrated Cetaris Fleet Management product in 2019.
“We took all the parts data and sat down and reviewed every VMRS code we used and worked diligently with TMC staff member Jack Poster to ensure we had everything coded correctly,” Jeffress says.
He confirms updates were made as needed to Reason for Repair VMRS codes to ensure historical information would match the new system.
“That way we could continue our benchmarking process of process improvements,” Jeffress notes.
Additionally, the fleet reviewed warranty agreements and set up a comprehensive process in the new CMMS, as well as making adjustments to ensure data could be shared with the accounting department to help better track maintenance costs.
While implementation of this various functionality can be beneficial, creating “paralysis by analysis” by taking on too much information at the start can have a negative impact. It is best to not take on too much up front, advises Bob Nolan, fleet and facility manager for Hagey Coach & Transportation Services.
“What I found through the years is so many people try and bite off everything all at once when they go into the new system,” Nolan says. “What happens is they start doing it, and they get overwhelmed and want to stop.”
The Pennsylvania-based school bus and bus charter fleet has been using the Dossier CMMS software for more than 20 years, first implementing the product when it was known as Arsenault. The fleet conducts all maintenance in-house.
“Take it one step at a time, get all of your unit information in, get all of your PMs in, then get all of your permits and licensing in,” Nolan suggests. “Don't even think about parts or anything like that until you have gotten that pertinent information in first. Then, start looking at doing parts management.”
Parts management
Cetaris’ Bedard shares insights on the upfront work necessary for setting up parts records and the critical benefits it provides the fleet after the initial setup is complete.
“You have to clean up parts records, merging parts from multiple records into single records by reducing duplicates and by making sure descriptions of part numbers are correct,” Bedard says. “That is a project on its own, setting up all of the metadata around the part. Make sure you have things like warranty [and] chronicity, [and] that you set up all of the data that is important to running your operation.”
Once in place, parts inventory management integration can help streamline the process for service work.
“If you code the part when you set the part up in your inventory, if you put all that VMRS information on there, then when you use [the part] on the work order, [the information] is already there and the tech doesn't have to fill it in,” Hausler says. “But that requires that you did the diligence to set it all up right. If you have thousands of parts, like most fleets do, that is no easy task. It is a running work versus back-end benefit.”
Staff training
“Any new technology comes along with multiple challenges,” says Maverick’s Jeffress. “The best advice I have is to make sure your team is engaged. Areas of responsibilities have to be assigned, and then setting aside time to train those individuals on the new product is critical.”
Training of employees is critical to ensure widespread adoption and full utilization of a CMMS. This means when the product is first integrated into the shop, all employees must be trained.
Dave Walters, senior solutions engineer for Trimble, says fleets who integrate the company’s TMT Fleet Maintenance software receive access to a tool kit for newly-hired employees learning the system, covering basic functionality such as logging into a workstation and creating a repair order.
“We have created a whole library of short three- to five-minute videos that customers can access to provide that training,” Walters notes.
On-site training has been the best method to answer any questions. But due to the pandemic, more remote onboarding and training has occurred.
“We offer everything from pre-implementation design and consulting through implementation and post-startup reviews on an annual or requested basis,” Hausler advises. “Given the COVID-19 environment, we are delivering some services on a virtual/online basis.”
