Transferring your paper or Excel based facilities maintenance solution to Regional Pro or Coordinator can seem to be a daunting task. However it can be easily accomplished on a step-by-step basis. Compass can provide you with as much support as you require at this stage from answering any questions you have to completely setting up and populating the database for you. See Database Population.
Stage One - Asset List
(a) Defining Scope
What goes on your asset list and what does not?
We would recommend every asset that has a requirement to be serviced at intervals throughout the year. After that any item that is used on a very frequent basis or is located in an area where it may be exposed to excessive wear and tear or possible accidental damage.
(b) Referencing Locations
Your plant assets may be in a few locations or many. You may have or need to create an identity code that is easily understood for each location. Some Examples:
If at all possible try to keep it to a max of 5 or 6 characters for simplicity.
- Administration Building: ADMIN
- Production Canteen: PCANT
- Plant Room, Building Three: PR-B3
(c) Creating a logical means of identification
There are dozens of plant types and again you may have or need to create an identity code that is easily understood for each item. Some Examples:
If there are more than one of an identical plant type in the same location, just add the number afterwards: ACSYS-4
- Air Handling Unit: AHU
- Cold Water Circulating Pump: CWCP
- Condensor (Outdoor) AC: ACCON
- Door Curtain: DOORC
- Split System AC: ACSYS
(d) Putting it together
So if you want to identify an particular plant item for example a Split System in the production canteen then the plant asset code would be:
Stage Two - Contacts
The next stage concerns who looks after the maintenance and repair of your plant assets. You may have your own staff or employ outside contractors or a mix of both.
(a) Own Staff
With your own staff, besides their basic details you should be aware when certs such as (Safe Pass) will need to be renewed as well as any equipment that needs to be calibrated.
With contractors you need to keep more information on file, especially if your plant assets are in more than one location. Just for security alone, each record should have a photo id of the contractor. You should be aware of each contractors qualifications, for example in Ireland, a three hour emergency lighting test must be carried out by a fully qualified electrician. Again as with your own staff you should be aware when certs such as (Safe Pass) will need to be renewed.
NOTE: In some countries, keeping personal information may require you to comply with a Data Protection Act or similar legislation.
Stage Three - PPM Cycles
This stage involves dividing your assets into groups which relate to either the person or company that services them. Depending on your own requirements, an Air Handler might be serviced 4 times per year, a boiler once and a fire alarm monthly. You may already have an agreed schedule in place, whereby it is just a matter of importing data from your previous solution. Otherwise a few easy steps will get this stage sorted.
- Determine how many maintenance visits each plant type will get each year.
- Group your assets per contractor who looks after them.
- Decide which vist(s) will be the Major service and the Minor.
- From your maintenance contract you should see how many hours/days will be required for each visit.
- Assign start dates for each maintenance. It is advisable not to have different contractors working in the same location at the same time.
Stage Four - Define Accessibility
At this stage your EAM / CAFM solution is ready for use. The last stage is to determine who will have access to what information in what layouts. For example a contractor will only need access to those layouts where he/she can enter the data recorded from each visit.