Work Order Management: CMMS Basics

SKU: RVI-11522Duration: 20 Minutes

More than half of all new Computerized Maintenance Management System (CMMS) implementations fail to meet expectations regarding a positive return on investment. Most of the time, this failure is due to either a lack of understanding regarding what a good CMMS can actually do, or an unwillingness to devote the proper resources to adequately establish and utilize a CMMS as the useful and money-saving tool it can be. In this course, you will learn the objectives, benefits, and basics, as well as some advanced features of a good CMMS system. You will also discover how to recognize desirable system features based on your individual needs, and how to justify, evaluate, implement, audit and optimize your CMMS to result in a positive return on investment. This course is designed for maintenance technicians, maintenance and engineering professionals and building or other management-related roles, or just those with an interest in maintenance management.

Course Details


Training Time: 20 minutes

Compatibility: Desktop, Tablet, Phone

Based on: Industry Standards and Best Practices

Languages: English

Learning Objectives

  • List the benefits of an effective CMMS
  • Name the work types related to maintenance
  • Compare reactive and breakdown maintenance
  • Define run-to-failUnderstand the term MRO
  • State the purpose of a problem code and a resolution code

Key Questions

The following key questions are answered in this module:

What are some examples a CMMS should be able to keep track of?
Equipment repair history and historical equipment repair trends, preventive and predictive maintenance schedules and metrics, work procedures that include pictures of equipment, and spare parts and other materials used.

What is Maintenance, Repair, and Operations (MRO)?
The acronym "MRO" stands for "maintenance, repair, and operations", which are the activities normally engaged in by a company conducting its normal business, whether it's manufacturing a product or maintaining a building. It is also the acronym many companies refer to when purchasing or assigning spare parts, or other items supporting a company's ongoing business.

What are the benefits of tracking all time on a work order?
Accurate time tracking permits management to forecast and allocate the necessary personnel and financial resources to support future operations, as well as to verify whether resources are adequate on an ongoing basis.

How are the breakdown work requests prioritized?
Safety is always priority one. Priority number two would be a breakdown of critical equipment. Priority number three would be equipment breakdowns which are not truly critical to the continuation of operations and that can possible be worked around or lived without, for a short period of time. The lowest priority of work order type would fall in the "general repair" category, meaning to address something which is wrong, but is not causing any immediate danger, or loss of business-running ability.

How would you describe preventive maintenance?
Preventive maintenance encompasses performing regular equipment inspection, lubrication, belt change-outs, minor mechanical adjustments, and performing an overall assessment of the health of the equipment.

Sample Video Transcript

Below is a transcript of the video sample provided for this module:

How do we get data into, and therefore out of, the CMMS system efficiently and accurately? We establish what is known as a “resolution code”. This is a series of three or four-digit codes, spelled out on a “cheat sheet,” as related to specific equipment repairs. Obviously, every detail of every repair cannot be included in a resolution code list, but the more common resolutions can be codified. If a repair isn’t on the coded list, it can either be added, or you will be required to input (in detail) what you found and what you did to correct the problem. Just be careful about adding too many codes and too many types of repairs, as it can get unwieldy very quickly. The detailed information can be used in the future by your coworkers, if the same issue arises again. Your notes can help resolve the issue quicker and with efficiency and accuracy. This historical data can be used in the future for tracking parts, time, and budget forecasting needs. Another type of code that’s used regularly with a CMMS system is known as a problem code. This is a special code designated to a specific call type for the purpose of pulling metrics. It usually encompasses several general types of repairs, and is used to search the CMMS database, so that specific categories of repairs can be identified. This type of code helps managers extract the kind of information they need, in order to be informed and make the best decisions possible, without information overload.
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