Guide to Mobile CMMS
Contents
1. So what should maintenance managers look for when investing in the right mobile solution for their technicians A mobile solution should be concise and simple to use but should not compromise or limit abilities in the field A solid mobile application should allow you to track data in these areas Work Management Inventory Management Asset Management and Inspections Work Management Ww 3 SPROCKET www sprocketcmms com sales upturnsolutions com 866 891 4363 03 Work Management Fully functional Work Management must be available in your mobile platform in order to justify a mobile investment including Create and prioritize work orders in the field from the floor Upload photos or other digital information to work orders to keep techs better informed gt Run inspections and readings Dispatch or receive work orders Post time and parts to work orders or PMs gt Index valuable information such as previous readings or service manual info from field Utilizing mobile devices technicians throughout the facility immediately receive their assignments without having to return to the maintenance shop and log into a computer reducing task completion time With their current task list available through the mobile CMMS platform techni cians can continue to monitor and prioritize corrective issues from any where in the warehouse to better manage work and respond to emer gencies This ultimately reduces equipment downti2. 4 SPROCKET WHITE PAPER SERIES Guide to Mobile CMMS There is no question that the mobile computing revolution has arrived and will continue to grow From new and improved smart phones and tablets to the applications used on them these devices have altered the way we communicate entertain and manage our day to day activities With the advent of these new mobile applications a wide variety of indus tries are now utilizing this portable computing technology to create a syn ergy between maintenance managers and their technicians The utilization of mobile devices in warehouse manage ment is reshaping the way mainte nance is performed in these facilities Between giving faster response times by eliminating extra travel and dupli cate data entry routing and dispatch ing assignments todays warehouse maintenance managers are seeing improved productivity reduced costs and reduced downtime with the imple mentation of mobile CMMS applica tions Furthermore predictive mainte nance and analysis gives maintenance operations a proactive edge with im proved inspection and data readings via mobile devices letting you know when maintenance will be needed Why look for a CMMS Mobile Application For decades infield technicians and service personnel have relied on paper work orders to update receive and post data about their work However the increased use of mobile devices and CMMS system has revealed ineffic
3. a vital role in measuring data and saving organi zation s money They can also play central roles in keeping stan dards high and maintaining quality control in a variety of indus tries However under a paper work order system inspection results get fielded into stacks on desks and filing cabinets The time between data collection and data entry can make inspec tion results grow stale and provide inaccurate information to technicians the next time they are servicing a piece of equip ment By shifting inspections to a mobile platform rather than paper asset data is tracked and immediately captured in the system Inspections can be utilized to build schedule and per form Inspections and update reportable information into the system in real time gaining you access to reliable data about your facility through some of the following inspection types Meter Readings gt Quality Assurance gt Customer Surveys Safety Audits Basic Checklists Triggers to automatically create corrective work orders when assets fail inspection Inspections cont Ww 4 SPROCKET www sprocketcmms com sales upturnsolutions com 866 891 4363 07 A high caliber mobile solution can transpose inspection results into a report from the field By just keying in this information on the spot not only is the accuracy of the information greatly improved but the speed at which it can be accessed is instantaneous Whether as important as fire alarm in
4. f you have implemented a barcode system to your facility scanning can be a fast way to grab quick and accurate data during parts checkouts or inspections There are many options for barcode readers that can be tethered to smartphones and tablets and work into your CMMS processes Accessories cont Wy Protective Casing As mentioned above it is in your best interest to protect your investment There are many relatively cheap options for screen and device protection that can prolong device life Device Warranty or Insurance Many data plans offer cheap or even free warranties as incentives to sign up for data plans Research what options are available to you so that you know what steps to take to repair or replace a device if needed My facility has poor connectivity can go mobile Technicians often must work in in areas that are out of the reach of facility Wi Fi signal Wi Fi and cell signal must be considered when implementing a mobile CMMS Some mobile applications will only function when connected to Wi Fi If you know connectivity can be lost or unavailable explore a CMMS option that provides a disconnected solution such as an instal lable application for Android or Apple OIS This allows techni cians to continue to perform inspections update information and post time and parts all while disconnected Once the device is back in cell or Wi Fi range the application will sync and update any data provided by the technician as we
5. iencies with paper processes as well as its direct role in task completion time Furthermore data integrity is compromised with paper work order systems as data collected and recorded in the field easily becomes stale because of long periods between data collection and data entry v 3 SPROCKET www sprocketcmms com sales upturnsolutions com 866 891 4363 02 Paper work order systems present an array of problems that are detri mental to maintenance health and productivity Technicians are forced to work inefficiently with constant trips to the maintenance shop to collect or return paperwork Time spent performing repairs is hindered by the technician s obligation to get his data entered into a work order system or spreadsheet Many facilities are spending additional funds on labor just to assist with the data entry Data entry as a process leads to anoth er problem information passed from a technician on the floor to a data entry clerk can be incomplete or misinterpreted Information can be scribbled or abbreviated by an individual misread by another and the accuracy work order information is altered and incorrectly entered In addition to misinterpreted data often the data integrity is negatively im pacted as it is common for a few days or even a few weeks to pass before it is properly entered into the system With time lapses like these information can be forgotten or even become obsolete What to look for in CMMS Mobile Application
6. ll as update the tech s list of work orders with anything new that has been entered into the system Conclusion Mobile CMMS can provide many benefits to a maintenance operation such as reduced task time and data entry and truly help facilitate a proactive environment in a warehouse In the highly competitive warehouse management environment asset health is vital to facility health and wasted time on prolonged repairs due to bad information in the field or unavailable parts will lead to lost productivity and high repair costs In today s cloud computing era many options are available to improve maintenance practices and utilize modern devices to maintain high availability and efficient facilities With fast and simplified implementa tions of Mobile CMMS platforms the ROI of mobile investments is quickly procured Moving forward as maintenance trends more commonly move toward mobile platforms more and more facility professionals will realize that mobile computing for their staff will no longer be an option but a necessity in the future to remain competitive 4 L SPROCKET ABOUT SPROCKET Headquartered in beautiful Creston Montana Upturn Solutions Inc and our employees have been focused on developing and deploying Comput erized Maintenance Management Solutions since 2003 Our flagship product Sprocket CMMS is uniquely designed to streamline and auto mate maintenance processes in Material Handling Manufacturing a
7. me due to quick response times and instant communication SPROCKET www sprocketcmms com sales upturnsolutions com 866 891 4363 04 Inventory Management S Some of the most exhausting paper processes within a ware house can be found in spare parts storage Major physical counts and large parts orders can easily turn into paper stacks on a clerk s desk Moreover needed parts can be delayed due to lag times between data entry and ordering slowing down repair time and increasing equipment downtime Mobile CMMS will allow technicians to update information such as Physical Counts Parts Checkouts and Returns Bill of Materials or Spare Parts List Quantity on hand or on order Access all information through barcode scanning v v v WT vy With a mobile solution physical counts of parts and tools can be taken facilitating improved inventory accuracy and validation of actual spare parts that are available for up coming work By performing physical counts and parts checkouts on a mobile device the CMMS system is automatically updated with up to date information Automated Min Max levels can assess when it is time to create a purchase order and stock parts for future repairs and the overall cost of the work order is reduced by having the technician post materials to his electronic work order at the time of part issue rather than hiring additional personnel for the ma terial data entry 8 SPROCKET www sprocketcmms com sales up
8. nd Distribution Centers to improve workflow and minimize time and cost required to perform tasks We are committed to providing an intuitive and simplified user experience that goes beyond Warehouse Maintenance but also incorporates the major components of warehouse operations such as Inventory Manage ment Resource Management Project Management and Capital Planning in order to maintain competitive and high performance facilities This is achieved through facilitating proactive productive work environments Sprocket CMMS supplies you with the tools you need to be efficient and effective in Warehouse Management and we believe that our success is showcased by our customers success and satisfaction The new Sprocket Mobile application has all of the benefits stated above giving it the ability to remedy maintenance issues that stem from an anti quated paper system With an amazing support team to help implement your new web based mobile or Android solution your technicians will be able to increase speed and accuracy in all dimensions of your mainte nance program saving a tremendous amount of time and money The future is here with Sprocket and the Sprocket Mobile Solution can be the key to unlock hidden savings and profits for your business For more infor mation please contact our sales department for a demonstration today
9. spections equipment function checks or even as mundane as restroom reviews all inspections are forwarded directly from the field automatically collected collated and sent to the appropriate people for proper responses Implementing a Mobile CMMS Once you have decided that introducing a mobile platform to your main tenance work order process is the right step for your department you have to consider additional factors to using a mobile solution Like any good manager you want to provide an easy to use application that you can ramp up relatively quickly with your crew Below are some concerns that you will want to address before going live with your Mobile CMMS Device Type WW 3 SPROCKET www sprocketcmms com sales upturnsolutions com 866 891 4363 08 Device Type Portable devices are convenient because they are so small However in the spirit of being user friendly you do not want to choose a device that is too big or too small With today s portable device market there are a lot of options for screen size options for both phones and tablets Be sure to take this into consider ation before spending precious budget funds on devices that may hinder your technician s ability to receive information Once you have decided the type of device that will meet your needs be sure to check technical specifications to make sure it provides enough memory to support your CMMS platform as well as maintains a prolonged battery charge to ge
10. t each employee through his shift After all the device is no good if it requires a technician sit in the shop waiting for it to charge Devices are Fragile A common concern among maintenance departments looking to go mobile is the fact that devices are expensive and will un doubtedly get tossed into tool boxes on a daily basis There are measures you can take and products available to help you pro tect your investment Ruggedized devices are growing in popu larity and can take a beating but tend to be heavier and pricier While the up front cost can be intimidating factoring in work Device are Fragile cont Wy place temperature extremes dirty or dangerous work areas going that extra financial mile may be worth it If you simply cannot work in the additional costs of purchasing ruggedized devices there are much more cost effective alternatives such as protective sleeves screen covers and cases that can keep your device protected Additional Accessories Many mobile devices today offer accessories to enhance user experience While they may not all be necessary you may want to review what items are available for your device as they may come in handy Keyboard Many technicians may still prefer to type on keys that they press rather than using a touch screen keyboard With the right device this may be an option that could speed up data entry and provide bonus screen protection when the device is closed Barcode Scanners I
11. turnsolutions com 866 891 4363 05 vr v v vY WW Asset Management m A good mobile solution provides real time assessments of asset information A major fallacy with paper work orders is it provides no dynamic information about the asset being serviced or inspection or work history Not having easy access to essential information critical to a maintenance project can detain or stop a task from being completed The mobile CMMS that you imple ment within your facility should provide the following functionality Ability to access equipment data Repair or inspection history Associated components and parts Track run time and meter readings Create corrective work orders for additional issues found Support barcoding With full support for barcodes and Quick Response QR codes affixed to an asset infield technicians have access to complete history including upcoming preventive maintenance PM previous PM history repair history and associated parts and service manuals right from their mobile device By simply scanning the code with their smart phone or tablet your staff can reference asset information immediately This ability can alleviate yet one more trip back to the maintenance shop and access to better information from the warehouse floor keeps the technician on task and properly servicing facility assets 8 SPROCKET www sprocketcmms com sales upturnsolutions com 866 891 4363 06 Inspections v Inspections play
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