Improving CMMS: The Need for Industry-Standard User Codes

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In the world of asset management, Computerized Maintenance Management System (CMMS) solutions are hailed as the digital gatekeepers of asset health and longevity. These tools do more than maintain assets; they are designed to optimize maintenance operations, improve equipment life, and support strategic planning.

A critical part of the CMMS success story is user codes. User codes provide a consistent and organized way of categorizing and tracking asset management data, allowing for better data analysis, key performance indicators (KPIs), and decision-making. User codes can be the difference between a struggling and data-driven successful CMMS implementation.

Yet, surprisingly, CMMS solutions do not come preloaded with industry-standard user codes. Maintenance and MRO teams have to build them on their own. This is unfortunate. Providing industry-standard codes and dictionaries would help businesses get started faster, avoid duplication and error, and improve data consistency. Not only would it make the system easier to use, but it would significantly improve efficiency, analysis, and reporting capabilities.

Asset-intensive organizations share standard asset classes like pumps, motors, compressors, etc. Why not have industry-standard codes ready to use out of the gate? We see this with VMRS (Vehicle Maintenance Reporting Standard) codes in the fleet industry; why can’t we see it in other industries as well?

Preloaded industry-standard user codes can also be tailored to meet an organization’s specific needs. It is not one size fits all. It’s important to emphasize that industry-standard user codes serve as a foundation, providing a consistent and organized framework that can be further built upon to accommodate unique requirements.

Why not give Maintenance and MRO a big head start by providing a software version that includes customizable industry-standard naming dictionaries, failure codes, PM registries, etc..? Doing so could be a game changer for Maintenance, MRO, and the CMMS provider.

Next, let’s dive into the details of preloaded industry-standard user codes in the CMMS solution.

What are CMMS User Codes?

When it comes to effectively managing maintenance and MRO activities, user codes play a crucial role in CMMS systems. These codes provide a consistent and organized way of categorizing and tracking maintenance data. These codes form the cornerstone of a data-driven approach to asset management.

User codes are used to identify different types of assets, failures, maintenance activities, departments, priority levels, employees, work orders, spare parts, purchase orders, and more.

User codes simplify your data landscape, neatly organizing your asset-related information in a way that’s easy to navigate and report on. Think of it as having a compass that guides you through a forest of data, helping you retrieve specific information, draw comparisons, and uncover crucial insights. Whether studying the performance of various assets or trying to spot trends, user codes make the process less complicated and more effective, empowering you to make smart, data-backed decisions.

For instance, user codes can help categorize equipment based on location, type, or other features. In this way, you can search for all the pumps in a facility or all equipment of a particular class in a single step. The coding structure can also help track and prioritize work orders and streamline operations, making assigning tasks to different teams easier.

CMMS user codes are the building blocks for generating accurate reports, analyzing key performance indicators (KPIs), and gaining insights into maintenance trends and patterns. User codes enable maintenance teams to quickly and easily identify and filter relevant data, helping them make informed decisions and take proactive measures to optimize maintenance operations. The importance of user codes in CMMS systems cannot be overstated.

The Advantages of Preloaded CMMS User Codes

Developing rich and actionable CMMS user codes can be time-consuming and sometimes error-prone. Maintenance and MRO teams have many tasks to manage, and dedicating significant time to creating user codes can take away valuable resources from more pressing matters. In addition, without clear guidelines or best practices, teams may unintentionally develop codes that are too vague, overly specific, or redundant.

Preloaded ready-to-use, industry-proven CMMS user codes save valuable time and resources and ensure that Maintenance and MRO can access accepted standards on day one. With predefined codes, organizations can benefit from best practices and industry standards, avoiding the potential pitfalls of ad-hoc code development.

Preloaded industry-standard user codes provide consistency —no more guessing games or misunderstandings when analyzing and comparing data. Everyone in the organization uses the same set of codes, making it easier to filter and identify relevant information efficiently. This consistency improves data accuracy and gives meaningful insights into maintenance trends and patterns. Furthermore, industry-standard codes have been developed with industry-standard KPIs and reports in mind. They are not developed in space. They are tied to CMMS outputs used to drive decision-making.

Standard naming dictionaries can also be accessed to keep your asset and MRO data tidy and clean—no more lousy part descriptions. With built-in failure codes, you can analyze problems and causes immediately on your most common asset classes, speeding up the asset reliability initiative.

Preloaded CMMS user codes enable maintenance teams to leverage industry-specific codes that have proven effective. Organizations can optimize maintenance operations and achieve better results by incorporating best practices. Instead of reinventing the wheel, maintenance teams can focus on what they do best – ensuring the smooth running of equipment and facilities.

The Way Forward: Advocating for Preloaded Industry-Standard CMMS User Codes  

As discussed throughout this blog post, built-in ready-to-use industry-standard CMMS user codes are a winner for Maintenance and MRO teams. Not only does it streamline the software implementation process, but it also significantly improves the organization’s efficiency, data analysis, continuous improvement, and communication. It gives Maintenance and MRO another tool in their CMMS tool belt.

It is also a winner for the CMMS solutions provider. Offering a software version that includes industry standards increases their value proposition and differentiates their product line in a competitive industry.

In conclusion, it is time to bring industry standards to CMMS, a win/win for everyone, paving the way for a future where asset management is easier, more effective, and more efficient. Interested in CMMS codes? Review our EAM/CMMS industry standard coding dictionary.