Computerized Maintenance

Management System
Presented By

[Presenter Name]
[Presenter Title]

1| Computerized Maintenance Management System | September 13, 2019

 Introduction - summary
 Topic placement within HTM tools  Challenges facing the
implementation of CMMS
 Definition of CMMS
 Available resources
 Importance and purpose of CMMS
 Case study from Jordan
 CMMS implementation
 Working group session
 CMMS modules
 Acknowledgments and contact
 Evaluating commercial CMMS

 Design plan of locally developed

CMMS

2| Computerized Maintenance Management System | September 13, 2019

 Topic placement
 CMMS is found within the maintenance block in the flow chart
(next slide). It can be used to automate:
– Inventory management of equipment and spare parts
– Corrective maintenance including all phases of the work order
– Preventive maintenance programs
– Follow up of equipment status

 Other elements can also be included to establish a fully

automated HTM such as:
– needs assessments
– donated or procured equipment
– equipment replacement

3| Computerized Maintenance Management System | September 13, 2019

 Innovative
technologies

Regulations of
medical devices

Research and
development
based on
Approved high
needs
cost Medical
devices Post market surveillance and Adverse event
Approved reporting
Needs
Medical devices
Assessments/
lists
Selection
Donations

Installation,
User training
Health Procurement Inventories; and clinical
Technology CMMS, effectivenes
Assessment Maintenance s

Decommissioning
, Replacement
Glossary
Policies of Human resources on Medical
medical devices for Medical devices
devices

4| Computerized Maintenance Management System | September 13, 2019

 Definition
• Definition of Computerized Maintenance Management System
(CMMS)
− CMMS is a software package that maintains a computer database of
information about maintenance operations
− In HTM, the CMMS is used by clinical engineers to collect, store and
analyze data on the inventory, corrective and preventive maintenance in
addition to other activities related to medical devices
• HTM involves complex parameters:
− Class No, Priority, risk, down time,…
− HTA, safety of patient & clinical staff, adverse events,…

5| Computerized Maintenance Management System | September 13, 2019

 Importance

• Allows for standardization of all information within a HTM program

• Allows for assessments of equipment reliability and performance using

measures such as:
– Down time (DT), mean time between failures (MTBF), mean time to repair
(MTTR),…
– Life Cycle Cost (LCC), …

• Identifies user training needs based on failures due to user error

• Tracks clinical engineering staff performance

• Minimizes downtime because

– it improves maintenance practices
– helps staff to respond faster

6| Computerized Maintenance Management System | September 13, 2019

 Purpose of document
 The purpose of this document is to provide a tool to guide
clinical engineers, in adopting and implementing a CMMS.

 The reader will get an understanding of the CMMS different

components.

 The reader will get an understanding on how to select or

locally develop a CMMS that best suits their needs.

 High-level managers and policy makers may wish to read this

document to further their understanding of managing medical
equipment and to enable informed decision-making.

7| Computerized Maintenance Management System | September 13, 2019

 CMMS implementation
Phase 1

Evaluation Phase 2

Phase 7 Selection

Training
Phase 3

Data collection

Phase 6
Phase 4
Data entry
Installation
Phase 5

Configuration and
customization

8| Computerized Maintenance Management System | September 13, 2019

 Inventory module
 Basic elements of the inventory module
– Equipment inventory number
– Equipment description (type) and class code
– Manufacturer's name and code to identify manufacturer
– Model and serial numbers
– Manufacturer & vendor details (name, code, …)
– Purchase price & installation date & location
– Warranty expiration date as indicated by the purchase order
– PPM procedure reference
– Maintenance responsibility
– Status flag to indicate the current status of the equipment
– Other customizable fields

9| Computerized Maintenance Management System | September 13, 2019

 Table infrastructure for equipment inventory module

Equipment model table

Equipment type table Entered values Equipment location table

Manufacturer name and code
Entered values Equipment model number Entered values

Equipment code and name Facility name and code

Stored values Building code
Department name and code
Safety responsibility
Stored values
Parts list Stored values
IPM procedures Trained staff names and
IPM frequency codes Building default values
Risk level Trained operator
Staff responsible Peripheral store code

Entered values

Inventory number (auto- generated)

Installation date
Seller code and name
Accessories and software
Purchase order number (purchase price)

10 | Computerized Maintenance Management System | September 13, 2019

 Work order module
Equipment fault Clinical engineering
dept. notified

Equipment fault
logged on CMMS

Inventory
IPM schedule Work order
CMMS
generated

Equipment history Reporting system

IPM procedures screen
Work order
manager
Pending work order
(IPM or corrective)
Work order closed

Spare parts order Assign service

manager provider
Yes

No
Job
Stores manager Parts required to Completed?
complete job? No

Yes
Yes
Parts available? Job execution
Parts received

No

11 | Computerized Maintenance Management System | September 13, 2019

 Other possible modules
 Contracts management module

 Spare parts management module

 Quality assurance
– Technical (safety of medical equipment)
– Equipment performance
– DT, LCC, compliance, failure analysis
– Cost monitoring

 Planning (needs planning, technical specifications)

Other modules according to size, structure and scope of

responsibilities of the clinical engineering department
12 | Computerized Maintenance Management System | September 13, 2019
 Reporting
• Types of CMMS reports
− Pre defined
− Customized
•Export report selected data fields in different formats for report
generation by (e.g. MS Excel, MS Access, Fox Pro, etc.)
•Characteristics of the reporting system:
− Speed of report generation
− Range covered by reports
− Flexibility of customizable reports
− Ease of use and simplicity

13 | Computerized Maintenance Management System | September 13, 2019

 Evaluating commercial CMMS
 Vendor
– reputation & experience (HTM field & region)
– technical support (mail, phone, remote access,…)

 Investment timeline and total cost of ownership (annual fee,..)

 Software (user friendly)

– What modules are covered (standard or option)
– Need special software or standards software such as Microsoft
– Fit work flow? Accept data from existing CMMS?
– Scalable, single / multi-facility, number of users (unlimited…?)

 Training (more detailed specifications in CMMS document)

14 | Computerized Maintenance Management System | September 13, 2019

 Design plan of locally developed CMMS
HTM system
Activity 1 Activity 2 Activity 3 Activity n …
IPM Corrective maintenance Quality control

Individual procedure steps

Determine fields referred to in Determine procedure Determine needed Determine output data
procedure activities approvals

Design database tables Create screen required for

activities

Program fields Program activities fields

Determine personnel- Design report screens

Assign primary and secondary Program activities of approval link
fields procedure

Design tables cross-referencing

Design data entry screen

Establish follow-up activities Establish security levels

Design screen cross-referencing Program report fields

Consult clinical engineers

15 | Computerized Maintenance Management System | September 13, 2019

 Challenges
 Locally developed or commercial CMMS
– Detailed literature search on available commercial CMMS
– There is no one standard solution

 Commitment is a major challenge

– Need to raise awareness

 Budget limitations
– Proper budget planning and allocation is needed
– Consider phases

 IT infrastructure
– Study IT infrastructure and then decide connection

16 | Computerized Maintenance Management System | September 13, 2019

 Challenges
 Limited feedback in case of locally developed CMMS
– Must establish internal feedback and update mechanism
– Make use of commercial CMMS features and updates

 Ownership of source code

– This must be clearly stated in the contract

 Language of CMMS
– Locally developed CMMS have advantage here

 Time of clinical engineering staff when developing local

system must be taken into account when deciding to
develop local CMMS

17 | Computerized Maintenance Management System | September 13, 2019

 Resources available
1. Duke University Health System, Clinical Engineering. Durham, NC,
Duke University Health System Department of Clinical Engineering,
2010 (http://clinicalengineering.duhs.duke.edu/).
2. Cohen T et al. Computerized maintenance management systems for
clinical engineering. Arlington, Association for the Advancement of
Medical Instrumentation, 2003.
3. Barta RA. A computerized maintenance management system’s
requirements for standard operating procedures. Biomedical
Instrumentation and Technology, 2001, xxx.
4. ECRI Institute (http://www.ecri.org)
5. Mobarek I et al. (2006). Fully automated clinical engineering system.
Journal of Clinical Engineering, 31:46–60

18 | Computerized Maintenance Management System | September 13, 2019

 Case study – Jordan
All elements of the national HTM system are automated

Tender
Equipment Requirements Equipment
Planning Reception

Reporting
Warranty
System
Control

Equipment
inventory The Automation Preventive &
corrective
Maintenance
System
Technical
Quality
library
Control
control

Equipment Contract
Scrapping Managemen
Spare Parts t
Control

19 | Computerized Maintenance Management System | September 13, 2019

 Screen example
Equipment history screen

20 | Computerized Maintenance Management System | September 13, 2019

 Working group session
4 working groups

 Group 1: commercial CMMS & Group 2: locally developed

CMMS
– Advantages & disadvantages
– Implementation challenges & recommendations

 Group 3: impact of CMMS on HTM & group4: impact of

CMMS on health system
– Cost effectiveness
– Safety (patient & user)
– Challenges and recommendations End

21 | Computerized Maintenance Management System | September 13, 2019

 WHO Medical Device technical Series
Training module of :

 Computerized maintenance
management system

 Developed by Dr Iyad Mobarek

 April 2011

 Global Initiative on Health

Technologies, WHO

 Supported by the Bill & Melinda

Gates Foundation

22 | Computerized Maintenance Management System | September 13, 2019

 Thanks!
Contacts:

 http://www.who.int/medical_devices/en/

 mailto:medicaldevices@who.int

 Phone: + 41 22 791 1239

 Fax: +41 22 791 48 36

 Skype: WHOHQGVA1 (then dial 11239)

 Other: (presenters name and email)

Objective: to ensure improved access,

quality and use of medical devices.

23 | Computerized Maintenance Management System | September 13, 2019