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Mobile CMMS Solutions to Jump Start Asset Management

Keywords: Asset Management, Computer Maintenance Management System (CMMS), Integration, Mobile

Many utilities already have a Computer Maintenance Management System (CMMS) and in many cases, these utilities are challenged with the following:

1) Inaccurate data in CMMS.
2) CMMS doesn't facilitate good customer service.
3) Field crews don't see value of the CMMS.
4) Extensive data entry into the CMMS from hardcopy work orders.

These CMMS challenges are common and the City of Davis (City), California found an approach where it rejuvenated the existing CMMS by applying mobile technology. By leveraging mobile solutions and getting more tangible information out of CMMS, the City was able to jump start its asset management program. The following table presents the City's challenges, impacts and mobile solutions that will be presented in this paper.

Challenges	Impacts	Mobile Solution
Field crews utilizing and entering accurate data into the CMMS.	Incomplete or inaccurate data that are not reliable to generate good performance reports to make good asset management decisions.	Mobile solutions will allow the field crews to enter data directly into the CMMS using mobile devices and thus eliminating redundant data entry and more accurate data captured at the time of the work orders being completed.
Not having real time service requests and work orders to be responsive to customers' requests.	With paper service requests and work orders, it is more challenging to track customer service requests since there are delays between the work being completed and when the information are entered into the CMMS. Thus, it is difficult to give customers updates on their service requests until the data is entered into the CMMS.	Mobile solutions allow real time assignment of service requests to field crews. It allows field crews to review customer service requests and immediately enter resolution into the mobile units, which allows customer service staff the ability to update customers. Mobile solutions also allow more accurate time stamping of when the service requests and work orders are completed.
Field crews not recognizing the value of entering information into the CMMS because they don't see the benefits.	If the CMMS is predominantly as a management tool, the field crews don't see the benefits of their efforts in completing a lot of paperwork. This will result in inconsistent and incomplete data entry by field crews.	With the mobile solutions, the field crews will be able to see and review any historical work orders, locate notes, view maps and inspection records out in the field that may help them with completing their assignments. The field crews will not need to reference hardcopy map books or call for a service location.
Administrative staff to manually enter information into the CMMS from hardcopy work orders.	Redundant data entry with potential errors in data. Difficult for administrative staff to interpret hardcopy notes of the field crews that results in either limited or inaccurate data captured.	Mobile solutions allow the field crews to directly enter the data into the CMMS, thus saving time and money.

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