Finding Maintenance Inefficiencies – Choosing CMMS Software

Problems We Solve

Why should we use a consultant when choosing and implementing our CMMS software?
- Q: We have an intelligent staff, so we should have no problems selecting and implementing new CMMS software. The software vendors surely know their software and offer implementation services. Why do we need to use a consultant? Doesn’t a consulting firm simply add more people and more money?
  
  A: These are questions we are commonly asked. Using your staff and the implementation team of a software vendor, you WILL purchase CMMS software and you WILL implement that software. However, according to various industry surveys, up to 80% of CMMS implementations fail, meaning the software does not meet the buying organization’s expectations. This occurs for a variety of reasons including, but not limited to, poor requirements definition, oversold expectations, improper software selection, a lack of management commitment, disparity between software and business requirements, poor project management, and a lack of communication. Your staff is intelligent, but may lack implementation experience with CMMS software. Improper software selection typically results when requirements are not adequately defined and software vendors make big promises about the capabilities of their software. Software vendors certainly do know THEIR software; however, they usually ONLY know their software. Ensoft Consulting has successfully implemented MANY software packages from MANY different CMMS vendors. Our experience means you avoid the common pitfalls of a failed implementation. We will ensure that your software AND business requirements are complete and compatible. We will recommend CMMS software that meets your requirements without adding unnecessary complexity and cost. Finally, we will manage the implementation project keeping the focus on your BUSINESS requirements instead of software features. You will have a successful implementation of a CMMS that fits your needs and requirements. This is what we do – let Ensoft Consulting help you do it right.
How do we choose the right FM software?
- Q: We need to replace our Facilities Management software, but we aren’t sure which system is right for us. There are so many options. How do we choose?
  
  A: Facilities Management software should never be purchased because it is popular, it has many features or modules, or it worked well when you used it at another company. While it is helpful to research different packages to discover functionality that you may not be aware of, every software vendor will tell you that their software is the perfect fit for your organization. Facilities Management software should ONLY be purchased because it is the right package to meet YOUR NEEDS and YOUR OBJECTIVES. With our proven methodologies, Ensoft Consulting will assess your needs and objectives and assist you with the selection of Facilities Management software that is truly right for your organization.
Should we be happy with our current FM software?
- Q: We have been performing the same tasks the same way for years. It seems to be working for us. We’re happy with our system and our Facilities Management software. Should we be?
  
  A: At Ensoft Consulting, we often hear from Facilities Managers that they are “happy with their system”. In some cases, they truly are. In some cases, they just aren’t aware of how much better their system and software could be performing for them. In MOST cases, they are just concerned that the cost and effort to make changes may not be worth the results. With a brief meeting or conference call, one of our consultants can determine whether your organizational needs are being met by your current system. We will provide honest feedback to let you know if and how a Facilities Management software and system review can be beneficial. Give us a chance, we’ll make a difference.
Why can’t we get what we expected from our FM software?
- Q: We purchased and implemented Facilities Management software, but we have not been able to use it like we intended. How can we get the most out of our software?
  
  A: When your Facilities Management software fails to meet your organizational needs, this is usually a result of poor planning, poor selection, and/or poor implementation. Though replacement of your software is sometimes required, your problems can usually be corrected without the expense of a new software system. Ensoft Consulting will properly assess your needs and requirements. A restructuring of your processes or a reimplementation of your software will typically allow you to get the most out of your investment.
Why can’t our FM software tell us if we are being efficient?
- Q: We are using Facilities Management software, but we still can’t tell if we’re being efficient?
  
  A: Facilities Management software is a fantastic management tool when used properly. The inability to determine whether your processes or your staff members are efficient usually means insufficient data is being entered into the software and/or the reports being generated are not retrieving the necessary data in an intelligible format. Ensoft Consulting will review your processes and reporting requirements to develop a solution that allows your organization to properly measure performance and improve efficiency
Is it a good idea to consolidate our FM software applications into a single solution?
- Q: We are using numerous software applications for various facilities functions. We would like to consolidate these applications into a single solution. Is this a good idea?
  
  A: The desire to consolidate and become more efficient is certainly understandable. Obvious overlaps in functionality between applications seem very wasteful. Multiple logins and repetitive entry of data into multiple applications can be a time-waster. However, forcing all functionality into a single solution is typically NOT the best answer. While most enterprise software packages can perform most tasks, RARELY do they perform all of them well. The Facilities Management module in your best-in-class financial software application is probably not best-in-class for your facilities management needs. Your award winning space management application probably didn’t win any awards for work order management. Ensoft Consulting will review your entire Facilities Management suite of software to determine where appropriate consolidation and integration makes sense. Our consultants will manage the implementation and integration projects to vastly improve the efficiency of your organization’s FM system.
Are our processes and software applications really in line with industry standards?
- Q: We purchased and implemented Facilities Management software a few years ago. Like all facilities departments, we have had staff and processes changes since then. How can we tell if our system is up to industry standards?
  
  A: When we hear Facilities Managers asking about industry standards, they are typically looking for affirmation that their processes are not outdated and/or they are concerned that they may be unaware of software capabilities currently available in the marketplace. While Ensoft Consulting can certainly educate Facilities Managers about current processes and software applications, we first need to know about your processes and software usage. A review of your Facilities Management operations and technology will give us a clear picture of your organization’s current conditions. As a result of this review, we will make recommendations for processes changes and technology modifications that will make your organization more efficient. Technology modifications may include optimizing, upgrading, replacing, consolidating, or integrating your current software applications.
How can we be confident that our Maintenance Department is properly staffed?
- Q: Work orders get created, assigned, and completed. Some staff members never seem to get caught up while others seem to have time to goof off. How can we ensure we are properly staffed?
  
  A: Proper staffing not only means employing the appropriate number of staff members, it also means employing the right staff members for the job. Through proper management reporting from your CMMS, you should be able to see which staff members are performing efficiently and which staff members are under or over tasked. Let Ensoft Consulting conduct a Management Reporting Review to ensure that you have the necessary visibility to attain proper staffing levels.
Why are our technicians not “buying in” to our FM software?
- Q: We purchased and implemented our Facilities Management software, but we can’t seem to get our technicians and managers to buy in to the system. Did we purchase the wrong system?
  
  A: Possibly. The more likely problems are that the business processes were not properly defined or implemented and/or the user training was inadequate. When users, whether managers or technicians, don’t buy in to a system, there is typically a lack of understanding of what the organization is trying to accomplish. Ensoft Consulting will review and adjust the business processes to ensure that the goals of the organization are able to be achieved. We will then construct training programs to educate the managers and technicians on their role in the overall system.
How can we reduce the time it takes to generate work orders and enter the completion data?
- Q: Our CMMS administrator is responsible for turning work requests into work orders and completing the work order data entry when the technicians complete the actual work. Unfortunately, this leads to work orders being generated in a less than timely manner. It also means that work orders sometimes remain open well after the work is actually completed. What are we doing wrong or do we need to hire additional staff?
  
  A: This may not really be a matter of doing something wrong. It is more likely a matter of not taking advantage of some functionality that should be available in any worthwhile CMMS. Ensoft Consulting will review your workflow from work request to work order closing. Recommendations may be made including utilizing online requests that require behavioral changes and training for work requesters and utilizing mobile capabilities so technicians can enter more accurate and timely information directly on the work order. These and other changes will eliminate the need for additional staff and reduce the work load for administrators making the workflow much more efficient.
How can we reduce the number of work requests we receive?
- Q: We constantly receive work requests via emails, telephone calls, and text messages. Too many times, these are actually repeat requests from impatient customers. How do we get this under control?
  
  A: To establish discipline and greatly reduce the stress in your system, you will need to make some subtle but powerful changes. Many CMMS software applications offer online service requests. Allow Ensoft Consulting to implement these features and train your customers to use them properly. With some software packages, online work requests can be checked to prevent duplicate requests from being generated. Additionally, requestors can be automatically notified of work order status changes, keeping them informed and satisfied. Note: work requests from other sources should only be received in emergency situations.
Is there a way to keep from entering the same data into several software applications?
- Q: We sometimes have to enter the same data more than once into our CMMS, inventory, financial, or other software. Is there a way to simplify this?
  
  A: Absolutely. Ensoft Consulting can integrate your software applications to work together. For example, when your CMMS uses materials, these quantities can be removed from your inventory. Once the material is depleted to your chosen minimum quantity, a purchase request can automatically be generated for your financial software. Let Ensoft Consulting determine where integration can simplify your Facilities Management software system.
Should we be able to easily create or modify reports without getting the software vendor involved?
- Q: Our CMMS performs the basic functions including reporting. However, we sometimes need to modify existing reports or create custom reports. We can’t seem to do this without costly assistance from our CMMS vendor. Is this typical?
  
  A: A basic function of any good CMMS should be the ability to EASILY retrieve the information you enter into the CMMS and display it in an informative report. If you are unfortunate enough to be using a CMMS with a less than desirable reporting capability, contact Ensoft Consulting. We can assess your reporting requirements and assist you with a solution.

Problems We Prevent

When purchasing new FM software, how do we keep from overbuying?
- Q: We need to buy a new Facilities Management software package. We haven’t fully defined our requirements yet, so we plan to buy a feature-rich package to ensure that the software has everything we need and more. Is this a good idea?
  
  A: Probably not. A detailed list of requirements including future functionality considerations is a MUST. Buying a software package that is more than your organization needs likely means that the software is more complicated and more costly than necessary. Do not sacrifice ease-of-use and the opportunity to save money. Keep in mind that a more expensive initial software purchase means a more expensive annual maintenance agreement. Ensoft Consulting will help you create a detailed requirements list, recommend software packages that are right-sized for your organization, and assist with the RFP and subsequent selection of an appropriate software package.
Should we buy or lease our FM software?
- Q: The time has come to replace our Facilities Management software with a new system. We have the option to buy or lease. With the upfront cost being significantly less, shouldn’t we lease the software?
  
  A: Software as a Service (SaaS) may be the best option for your organization. However, cost is not the only consideration. When you purchase software, you pay once for the licenses, then you pay a percentage (typically around 20%) annually for the maintenance agreement that provides support and software updates. When you lease software, you pay the same amount for the licenses, support, and updates each year. In most cases, the cost of leasing exceeds the total purchase cost after 3 years. Other considerations when contemplating leasing include security of the hosting server and ease of integration with other software applications in your organization. When you allow Ensoft Consulting to assist with your software requirements definition and selection, we will guide you through the choices of purchasing and hosting options available.
How can we keep our jobs from being outsourced to 3rd party service providers?
- Q: We are getting pressured by our administration to save money. There have been discussions about outsourcing some or all of the Facilities Management functions. How can we keep our jobs from being outsourced to 3rd party service providers?
  
  A: As budgets tighten, outsourcing becomes more of a popular option. Promises of dramatic cost savings made by 3rd party service providers can sound very attractive to upper level management. At Ensoft Consulting, we believe that an efficiently run Facilities Management organization where management is kept abreast of performance and costs is less likely to be a target of 3rd party service providers. With proper performance measures in place and detailed reporting to upper management, inefficiencies can be addressed and corrected giving management confidence that corrective cost-costing actions may not be required. Ensoft Consulting will assist your organization with the development of performance metrics and informative reports. We will then help uncover inefficiencies and offer corrective actions to get your organization running lean and mean.
How do we make sure our new software will perform the way we need it to?
- Q: We don’t feel like our current Facilities Management software system performed the way we needed it to. We don’t want to make the same mistakes again. How do we know where we went wrong?
  
  A: When Facilities Management software fails to perform the way your organization intended, the problems can usually be attributed to one or more of the following: poor purchase decision, poor implementation, and poor training. With our unmatched industry experience, Ensoft Consulting will assess your needs and objectives and assist you with the selection of Facilities Management software that is right for your organization. Using our proven methodologies, we will properly implement the software to ensure that your business objectives are met. Finally, we will properly train your staff to make certain ALL users and managers buy in to the new system. With the assistance of Ensoft Consulting, your software purchase will be a success.


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