Achieving CMMS Data Integrity (Equipment, PMs & Spares)

Duration: 3-4 days


Most of the CMMS data builds that we have audited have been carried out very badly. Usually engineering consultants or companies who specialise in this type of activity develope the data for CMMS population. The main reason for the poor quality is a lack of standards, guides and client quality checks. This results in the team members involved, creating the build to do what they think is the right way, but everyone has different view-points. This is easily demonstrated when you ask a class to name items of equipment or a spare part.

This 3-4 day workshop shows delegates best practices in building the CMMS data (for equipment, PMs and Spares) during the pre-operational phase. However, the same principles need to be applied during major CMMS data clean ups, e.g. prior to a major CMMS upgrade or change to a different CMMS or following a data quality audit. This data revamp activity is typically carried out by downloading the data from the CMMS to MS Excel and then preferably to MS Access. In addition, we will also cover writing effective PM job plans. Job Plan reviews we have carried out reveal they are often confusing, poorly formatted, and have task sequencing issues, etc.
In this workshop we will highlight the advantages of an MS Access solution over MS Excel.

After this course

You will be able to:

  • Have a better understanding of how to audit the quality of your CMMS data
  • Conduct equipment, PM & spares build without using consultants or be able to manage data builds carried out by consultants
  • Understand how to achieve good spares cataloguing
  • Write effective job plans
  • Have an understanding of the advantages of MS Access


Topic 1 Introduction and common problems
Delegates' problems
Common problems seen by consultants
Use Excel or MS Access

Topic 2 Data Handling Techniques in Excel
Data clean from “as received” documents
Concatenation of data
Splitting information for sorting

Topic 3 Using MS Access to Build Equipment, PM and Spares Databases
Introduction to MS Access
Creating tables
Creating queries, forms and reports
Hints and tips used in Equipment & Spares Builds

Topic 4 Codes Used in CMMS Maintenance & Material Systems
A review of the key codes typically populated to look-up tables for equipment, PMs and Spares
How to determine ABC classes

Topic 5 Developing the Asset Register
Developing the Asset Hierarchy Guide
Prepare naming conventions for both locations and equipment including the Abbreviations Guides
Define maintainable groups
Building the Location and Equipment Database
Create the drill down report for reviewing hierarchies before upload
Ex 1 Conduct an initial build
Ex 2 Build after applying standard

Topic 6 Building Failure Coding Structures
Coding Structure
Full Tree versus Partial Tree Structures
Boundaries in practice

Topic 7 Building Equipment Attributes
Class and sub class
Sources of attributes
Options in building

Topic 8 Developing the Spares Database
Issues with SPIRs or Recommended Spare Parts List, 10 review rules provided
Developing Type Guides, Rules and Strategies
Developing the Catalogue Guide
Developing an Abbreviations Guide
Building the Spares database
Conducting quality checks
Exercise: describing equipment

Topic 9 Creating PMs
Introduction including definitions
Common terminology
Developing a Generic Strategy Guide including those based on FMEA concepts
Ensuring consistency in Job Plan titles, example best practice formats provided
Writing effective job plans using 12 rules provided
Job Plan formats

Topic 10 Safety Critical Elements and Assurance Tasks
Introduction to SCEs
Implementing SCE into your CMMS with warning and action limits
Understand the different data types
Typical performance standard

Topic 11 Auditing the Build Process
Conducting the audit
Identifying the issues
Presenting Findings

Workshop Review and Delegates' Action Plans

Training Methodology

PowerPoint slides. Delegates will learn by active participation during the workshop and through the use of exercises, case studies
Exercises using MS Excel and MS Access

Who Should Attend

EPC Contractors
CMMS IT administrators
CMMS Planners or anyone who populates data into the CMMS
Maintenance engineers and support engineers
Anyone who wants to understand how to achieve an effective CMMS data build (Equipment, Assets, PM Routines, Spares)
Spares personnel
Project engineers