Computerized Maintenance Management System

Presented By [Presenter Name] [Presenter Title]

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Computerized Maintenance Management System | January 11, 2012

Introduction - summary
 Topic placement within HTM tools  Definition of CMMS  Importance and purpose of CMMS  CMMS implementation  CMMS modules  Evaluating commercial CMMS  Design plan of locally developed CMMS  Challenges facing the implementation of CMMS  Available resources  Case study from Jordan  Working group session  Acknowledgments and contact

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Computerized Maintenance Management System | January 11, 2012

Topic placement
 CMMS is found within the maintenance block in the flow chart (next slide). It can be used to automate:
Inventory management of equipment and spare parts Corrective maintenance including all phases of the work order Preventive maintenance programs Follow up of equipment status

 Other elements can also be included to establish a fully automated HTM such as:
needs assessments donated or procured equipment equipment replacement
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Computerized Maintenance Management System | January 11, 2012

Innovative technologies

Regulations of medical devices Research and development based on needs

Approved high cost Medical devices

Approved Medical devices lists

Needs Assessments/ Selection Donations

Post market surveillance and Adverse event reporting

Installation, Health Technology Assessment Procurement Inventories; CMMS, Maintenance

User training and clinical effectivenes s

Decommissioning , Replacement Policies of medical devices Human resources for Medical devices Glossary on Medical devices

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Computerized Maintenance Management System | January 11, 2012

Definition
Definition of Computerized Maintenance Management System (CMMS)
CMMS is a software package that maintains a computer database of information about maintenance operations In HTM, the CMMS is used by clinical engineers to collect, store and analyze data on the inventory, corrective and preventive maintenance in addition to other activities related to medical devices

HTM involves complex parameters:

Class No, Priority, risk, down time, HTA, safety of patient & clinical staff, adverse events,
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Computerized Maintenance Management System | January 11, 2012

Importance
Allows for standardization of all information within a HTM program Allows for assessments of equipment reliability and performance using measures such as:
Down time (DT), mean time between failures (MTBF), mean time to repair (MTTR), Life Cycle Cost (LCC),

Identifies user training needs based on failures due to user error Tracks clinical engineering staff performance Minimizes downtime because

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it improves maintenance practices helps staff to respond faster

Computerized Maintenance Management System | January 11, 2012

Purpose of document
 The purpose of this document is to provide a tool to guide clinical engineers, in adopting and implementing a CMMS.  The reader will get an understanding of the CMMS different components.  The reader will get an understanding on how to select or locally develop a CMMS that best suits their needs.  High-level managers and policy makers may wish to read this document to further their understanding of managing medical equipment and to enable informed decision-making.
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Computerized Maintenance Management System | January 11, 2012

CMMS implementation
Phase 1 Evaluation Phase 7 Training Phase 3 Data collection Phase 6 Data entry Phase 5 Configuration and customization
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Computerized Maintenance Management System | January 11, 2012

Phase 2 Selection

Phase 4 Installation

Inventory module
 Basic elements of the inventory module

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Equipment inventory number Equipment description (type) and class code Manufacturer's name and code to identify manufacturer Model and serial numbers Manufacturer & vendor details (name, code, ) Purchase price & installation date & location Warranty expiration date as indicated by the purchase order PPM procedure reference Maintenance responsibility Status flag to indicate the current status of the equipment Other customizable fields

Computerized Maintenance Management System | January 11, 2012

Table infrastructure for equipment inventory module

Equipment model table

Equipment type table

Entered values Equipment code and name

Entered values Manufacturer name and code Equipment model number Stored values Safety responsibility Parts list Trained staff names and codes

Equipment location table

Entered values Facility name and code Building code Department name and code Stored values Building default values Trained operator Peripheral store code

Stored values IPM procedures IPM frequency Risk level Staff responsible

Entered values Inventory number (auto- generated) Installation date Seller code and name Accessories and software Purchase order number (purchase price)

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Computerized Maintenance Management System | January 11, 2012

Work order module

Equipment fault Clinical engineering dept. notified Equipment fault logged on CMMS

Inventory
CMMS

IPM schedule

Work order generated

IPM procedures Work order manager Pending work order (IPM or corrective)

Equipment history screen

Reporting system

Work order c losed

Spare parts order manager

Assign service provider

Yes

No Stores manager Parts required to complete job? No Yes Parts available?

Job Completed?

Yes Parts received

Job exec ution

No

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Computerized Maintenance Management System | January 11, 2012

Other possible modules

 Contracts management module  Spare parts management module  Quality assurance
Technical (safety of medical equipment) Equipment performance DT, LCC, compliance, failure analysis Cost monitoring

 Planning (needs planning, technical specifications) Other modules according to size, structure and scope of responsibilities of the clinical engineering department
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Computerized Maintenance Management System | January 11, 2012

Reporting
Types of CMMS reports
Pre defined Customized

Export report selected data fields in different formats for report generation by (e.g. MS Excel, MS Access, Fox Pro, etc.)

Characteristics of the reporting system:

Speed of report generation Range covered by reports Flexibility of customizable reports Ease of use and simplicity

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Computerized Maintenance Management System | January 11, 2012

Evaluating commercial CMMS

 Vendor reputation & experience (HTM field & region) technical support (mail, phone, remote access,)  Investment timeline and total cost of ownership (annual fee,..)  Software (user friendly) What modules are covered (standard or option) Need special software or standards software such as Microsoft Fit work flow? Accept data from existing CMMS? Scalable, single / multi-facility, number of users (unlimited?)  Training (more detailed specifications in CMMS document)
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Computerized Maintenance Management System | January 11, 2012

Design plan of locally developed CMMS

HTM system
Activity 1 IPM Activity 2 Corrective maintenance Activity 3 Quality control Activity n

Individual procedure steps

Determine fields referred to in procedure

Determine procedure activities

Determine needed approvals

Determine output data

Design database tables

Create screen required for activities

Program fields

Program activities fields

Assign primary and secondary fields

Program activities of procedure

Determine personnelapproval link

Design report screens

Design tables cross-referencing

Design data entry screen

Design screen cross-referencing

Establish follow-up activities

Establish security levels

Program report fields

Consult clinical engineers

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Computerized Maintenance Management System | January 11, 2012

Challenges
 Locally developed or commercial CMMS
Detailed literature search on available commercial CMMS There is no one standard solution

 Commitment is a major challenge

Need to raise awareness

 Budget limitations
Proper budget planning and allocation is needed Consider phases

 IT infrastructure
Study IT infrastructure and then decide connection
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Computerized Maintenance Management System | January 11, 2012

Challenges
 Limited feedback in case of locally developed CMMS
Must establish internal feedback and update mechanism Make use of commercial CMMS features and updates

 Ownership of source code

This must be clearly stated in the contract

 Language of CMMS
Locally developed CMMS have advantage here

 Time of clinical engineering staff when developing local system must be taken into account when deciding to develop local CMMS
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Computerized Maintenance Management System | January 11, 2012

Resources available
1. Duke University Health System, Clinical Engineering. Durham, NC, Duke University Health System Department of Clinical Engineering, 2010 (http://clinicalengineering.duhs.duke.edu/). 2. Cohen T et al. Computerized maintenance management systems for clinical engineering. Arlington, Association for the Advancement of Medical Instrumentation, 2003. 3. Barta RA. A computerized maintenance management systems requirements for standard operating procedures. Biomedical Instrumentation and Technology, 2001, xxx. 4. ECRI Institute (http://www.ecri.org) 5. Mobarek I et al. (2006). Fully automated clinical engineering system.
Journal of Clinical Engineering, 31:4660

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Computerized Maintenance Management System | January 11, 2012

Case study Jordan

All elements of the national HTM system are automated
Tender Requirements

Equipment Planning

Equipment Reception

Reporting System

Warranty Control

Equipment inventory

The Automation System

Preventive & corrective Maintenance

Technical library control Contract Managemen t

Quality Control

Equipment Scrapping

Spare Parts Control

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Computerized Maintenance Management System | January 11, 2012

Screen example
Equipment history screen

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Computerized Maintenance Management System | January 11, 2012

Working group session

4 working groups  Group 1: commercial CMMS & Group 2: locally developed CMMS
Advantages & disadvantages Implementation challenges & recommendations

 Group 3: impact of CMMS on HTM & group4: impact of CMMS on health system
Cost effectiveness Safety (patient & user) Challenges and recommendations
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Computerized Maintenance Management System | January 11, 2012

End

WHO Medical Device technical Series

Training module of :  Computerized maintenance management system  Developed by Dr Iyad Mobarek  April 2011  Global Initiative on Health Technologies, WHO  Supported by the Bill & Melinda Gates Foundation

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Computerized Maintenance Management System | January 11, 2012

Thanks!
Contacts:  http://www.who.int/medical_devices/en/  mailto:medicaldevices@who.int  Phone: + 41 22 791 1239  Fax: +41 22 791 48 36  Skype: WHOHQGVA1 (then dial 11239)  Other: (presenters name and email) Objective: to ensure improved access, quality and use of medical devices.
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Computerized Maintenance Management System | January 11, 2012