Computerized Maintenance Systems
The growing use of computer technology in facilities management is helping hospitals to more efficiently manage their facilities and increase productivity, including the Computerized Maintenance Management System. Specially-designed work-order systems for the CMMS are sometimes used to categorize jobs according to importance and response time, improving efficiency. Work orders are issued on the basis of a dozen categories, from emergency and do-it-now to repair, corrective and preventive maintenance. By labeling and tracking work orders, hospitals can determine whether they are getting the most value.
At the heart of the CMMS is a Facilities Standards Manual, a tool used to organize, collect, and centralize all data critical to operations and maintenance. It lays the foundation for the all-important benchmarking process that enables a hospital to improve facility operations and productivity. It also helps the hospital and its maintenance teams set minimum levels of maintenance and identify critical maintenance items.
The Facilities Standards Manual employs a “smart” equipment numbering scheme. A unique number is given to each piece of equipment. This smart number easily identifies the site, building, floor and equipment type for every item. The manual also includes shop or craft designations, work order types and cost centers. Facilities and maintenance teams use the manual to develop a critical spare parts list for all equipment including the names and locations of vendors and lead times to obtain the equipment. Maintenance supervisors prepare wish lists of the spare parts to have on site.
However, the management system is only as good as the information that goes into it, so facilities managers, maintenance supervisors, and workers must ensure records are up-to-date, with new information promptly entered and extraneous or obsolete information eliminated.
Automated systems can assist with all of the issues listed above, but most importantly, keep all issues important to the Joint Commission on Accreditation of Healthcare Organizations under control. The documentation of maintenance of fire and smoke dampers, fire alarms, fire suppression systems and other life safety systems are critical to a successful JCAHO inspection. A systematic approach to an automated system engenders confidence in your maintenance organization.
Impediments to implementing an automated system include lack of budget, lack of commitment by hospital management, fear of implementing the wrong system and lack of time to devote to the implementation process
