Optimising Your EAMS through Business Processes. Wyhan Jooste

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1 Optimising Your EAMS through Business Processes Wyhan Jooste

2 Presentation Overview Definitions and terminology What is a successful EAMS? Why EAMS implementations fail The benefit of business processes Paving the way for workflow Closing comments

3 Definitions and Terminology EAMS: CMMS perspective Asset performance Capital project management Maintenance history Asset register EAMS Asset valuation and depreciation Asset care plans Failure analysis MRO inventory control Budgets and cost control Maintenance work control

4 Definitions and Terminology EAMS: Enterprise asset management system (comprehensive)

5 Definitions and Terminology A business process is a collection of related, structured activities or tasks that produce a specific service or product (serve a particular goal) for a particular customer. It often can be visualized with a flowchart as a sequence of activities. Consists of: flow chart inputs detailed activities best practices templates outputs

6 Some Definitions and Terminology The Pragma Way includes the following business processes: AMIP Assessment Asset performance Capital project management Maintenance history Asset Asset Register register Admin EAMS Asset ACP MRO inventory Warehousing control Valuation Asset valuation and and depreciation Depreciation Asset care Develop- plans ment Focused Improvement Failure analysis ACC Foundations Budgets and cost control Work Maintenance Planning work and control Control

7 What is a Successful EAMS? Properly installed and configured Assisting and adding value to day-to-day activities Accepted by users Providing the required information quickly Supporting the asset management strategy and goals

8 Why EAMS Implementations Fail 90-95% of users feel that a CMMS does not deliver the desired results <10% of organisations have achieved demonstrable, positive results from CMMS implementation >50% of CMMS implementations are abandoned within 6 months Only 20% of organisations try to quantify CMMS improvement results Labour cost savings 9,2% Material cost savings 11,5% Other savings 10,3% Source:

9 Why EAMS Implementations Fail 1. Lack of clear goals or outcomes 2. Lack of a comprehensive asset management strategy 3. Garbage data 4. Insufficient training 5. Insufficient change management 6. Lack of integration with other information systems

10 The Benefit of Business Processes The ideal approach is to implement asset management business processes with the EAMS as a supporting tool......instead of installing an EAMS in a vacuum.

policy and strategy is developed Each business process contains best practices The

11 The Benefit of Business Processes Business processes link the EAMS to the strategy and best practices: Initial step is an AM maturity assessment Based on the results, an AM policy and strategy is developed Each business process contains best practices The EAMS is therefore aligned with corporate goals and based on asset management best practices

The Benefit of Business Processes Business processes define the required EAMS outputs: Business processes clearly define information requirements ACC

12 The Benefit of Business Processes Business processes define the required EAMS outputs: Business processes clearly define information requirements ACC Foundations business process defines KPIs and targets Consolidate all these information needs in a Report Register The need for an EAMS/CMMS is thus clearly established

13 The Benefit of Business Processes Business processes ensure data integrity: All business processes provide for the definition of master data (eg types of work, asset attributes, failure codes, resources, etc) Data is prepared in standard import sheets Master data is signed off before Go Live

14 The Benefit of Business Processes Business processes ensure proper training of users: All asset management staff are trained in the business processes In the process, they are trained in using the EAMS As a result, the EAMS training is relevant and has context

15 The Benefit of Business Processes Business processes ensure effective change management: All AM employees are informed about the new AM strategy, the new processes (including the EAMS) and how it will affect them The processes and information requirements are defined with key client staff to ensure their buy in. The focus is on the process rather than the tool The EAMS is seen as beneficial to support these processes

16 Paving the Way for Workflow Workflow is the automation of a business process, in whole or part, during which documents, information or tasks are passed from one participant* to another for action, according to a set of procedural rules. *participant = resource (human or machine). Typical examples: opening of an account online shopping approval of leave work request and approval Courtesy:

17 Paving the Way for Workflow Business processes ensure definition of the process Make it possible to identify: - automated activities - sequence/flow - responsible persons - invoked applications Define interfaces with other systems or build a workflow application

18 Closing Comments Well structured business processes ensure that EAMS implementation is done in a structured way Asset management business processes create an environment in which an EAMS can be utilised effectively Business processes pave the way for use of workflow and integration of EAMS with other systems Don t install your EAMS, rather implement it as part of a comprehensive asset management improvement process

19 Thank you Any questions?

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