Automating maintenance processes properly is a time-consuming process. Creating an asset inventory, performing a criticality analysis, and identifying key performance indicators (KPIs) are all essential steps in launching a successful preventive maintenance program.
What is preventive maintenance?
Preventive maintenance, also known as preventative care, is maintenance that is conducted on physical assets on a regular basis to lessen the likelihood of equipment failure and unscheduled machine downtime, both of which can be highly costly for maintenance teams and facility managers. Preventive maintenance that really works is planned and scheduled with the use of software like CMMS software based on real-time data insights. Preventive maintenance is work done on functioning machinery to reduce the likelihood of a breakdown. Between the two extremes of reactive maintenance (or “run-to-failure”) and predictive maintenance, preventative maintenance is a frequent middle ground.
What is workflow automation?
Workflow automation refers to the process of carrying out a series of tasks and routines automatically, without the need for human interaction, by use of a computer program or a web application. It’s a way to get the work done quickly, easily, and reliably. Workflow automation may help businesses save time and money by reducing manual, repetitive processes, allowing workers to focus on higher-value activities. Workflow automation is also crucial for process orchestration.
Advantages of workflow automation in preventive maintenance
Improve both the speed and precision of maintenance
Work orders may be triggered and assigned in an automated fashion based on a wide variety of predetermined events, task and asset types, technician skill sets, and more. Maintenance helps enhance ROI by simplifying and improving the procedures that are already in place.
Work orders can be triggered by using checklists
Work orders should be created automatically whenever a technician marks an item on an inspection checklist as a “flag” or “fail,” and they should be assigned to specific assets or high-priority work requests.
Cut down on the waiting time for purchases
You are able to automatically accept and assign work requests, as well as approve, deny, and fulfill purchase orders. This functionality is available in addition to the automation of work requests and purchase orders.
Reduction in manual labor and costs
By developing an infinite number of automated workflows, your maintenance management and administration personnel will be able to do their duties more quickly and efficiently. When work needs to be finished, eliminate as much bureaucracy and other obstacles as possible to get more done.
How CMMS software improves workflow
Significant progress has been achieved in the management of maintenance workflow processes and the automation of routine jobs as a direct result of the development of CMMS software and the ongoing enhancement of workflow that is made possible by the use of these systems. The process of maintenance may be broken down into four primary stages:
In the first stage, which is known as the initiation phase, a maintenance event will be triggered. This process begins when a defect is reported or when a planned event for preventative maintenance is triggered.In some circumstances, the condition monitoring of the equipment may detect an increase in vibration or another issue, which would then lead to the activation of a repair activity. It is the intention of the designers of a CMMS system to make it possible for these events to be triggered either automatically by the system or manually by an authorized user.
The second stage involves planning the maintenance event. Through the CMMS system, a planner will have access to the trigger event as well as information on the availability of resources and parts for maintenance technicians. When this occurs, work orders may be prepared automatically, parts can be sent to technicians, and time can be allotted to certain jobs.
In the third stage, all of the work will be finished out in the field, and the equipment will be returned to its normal functioning state. The completed task will leave behind results in the system that may be put to use for root cause analysis, which in turn can be put to use to enhance the preventive maintenance program.
In the fourth stage, reports, graphs, or dashboards may be prepared so that management can assess the efficiency of the maintenance and asset management function relative to KPIs and locate areas in which there is room for improvement. It is also possible to build automatic events into a CMMS system. This allows for the failure to perform scheduled preventive maintenance work or health and safety chores to be escalated to the level of management that is most appropriate for the situation.
When it comes to controlling both the dependability of assets and the effectiveness of the maintenance function, a CMMS system that has a clearly outlined workflow procedure may be a very useful tool. The automatic processing of key inputs guarantees that the appropriate information will be sent to the individual who requires it. By integrating the workflow with the availability of components, a maintenance planner will have all of the information at their disposal that is necessary for effectively planning the resources that will be required to complete the task at hand. The analysis of data guarantees that progress can be tracked continuously against metrics and that improvements can be driven by having rapid access to information. Because of this, the performance of maintenance and its dependability are both enhanced.
CloudApper CMMS for workflow automation
The CloudApper CMMS can come equipped with a robust workflow automation builder that is fully modifiable to accommodate the specific requirements of each given facility. It has the potential to bring about a significant uptick in the quality of maintenance tasks when coupled with CMMS software. The following is a description of how to enhance maintenance by employing workflow automation.
Trigger Maintenance
The initial step in any kind of maintenance process is known as “initiation.” When a problem is reported or when it is time for routine maintenance, the procedure is started. Alternatively stated, an increase in resonance or another issue discovered by monitoring the status of the equipment may trigger a maintenance action. A user or the CMMS itself can initiate the setting of these events. Either way, they can occur.
Creating Work Orders
A planner will have access to data on the incident that triggered the maintenance procedure as well as the availability of components and resources for maintenance specialists through the CMMS system. After that, it will be possible to automatically create work orders, schedule jobs, and distribute parts for jobs that are routine.
Maintenance Log
Out in the field, the repairs will be completed and the equipment will be returned to a fully operational state. The outcomes of the job will be recorded in the maintenance log of the system, which may afterward be consulted in order to enhance the plan for preventative maintenance.
The report, the dashboard, and graphical representations of the data that was gathered from the maintenance will all make use of the data that was obtained. When it comes to controlling the dependability of assets and the effectiveness of maintenance functions, a CMMS system that has a workflow procedure that is clearly outlined could be an effective tool. When an end user enters important information, the system processes it right away and sends it to the right person.