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Introduction

The Maintenance Excellence Institute - 6809 Foxfire Place, Raleigh, NC 27615 - Office - (919) 280-1253 - Email
Pete@PRIDE-In-Maintenance.com - Web: PRIDE-In-Maintenance.com
The Maintenance Excellence Institute conducts the CMMS benchmark evaluation to provide
an independent and objective evaluation. It is not to make functionality comparisons between
different CMMS systems. But it will identify gaps in functionally, best practice needs and
support decisions on upgrades. Results from the benchmark evaluation will establish a
baseline classification for your current installation. A written report with specific
recommendations and a plan of action to improve your CMMS installation to the Class A
level will be provided along with guidelines for using the CMMS Benchmarking System in the
future as an internal benchmarking tool.
The CMMS Benchmarking System
Todays information technology for computerized maintenance management offers the
maintenance leader an exceptional tool for asset management and for managing the
maintenance process as an internal business and profit center. However, maintenance
surveys and assessments conducted by The Maintenance Excellence Institute and others
validate that poor utilization of existing maintenance software is often a major improvement
opportunity.
The Maintenance Excellence Institute is fully committed to ensuring that all clients now using
CMMS gain maximum value from their software investment. Maintenance organizations take
an important step when they invest in software to help manage the business of maintenance.
Often they do not achieve maximum ROI from CMMS software investments. One of the
services from The Maintenance Excellence Institute is to provide Scoreboard for Maintenance
Excellence Assessments that includes an independent benchmark evaluation of the current
CMMS installation.
Purpose
The CMMS Benchmarking System was developed to support getting maximum value from an
investment in CMMS by evaluating how well existing CMMS functionality is being used. The
benchmarking system provides a methodology for developing an overall benchmark rating of
your CMMS installation as the baseline for determining how well CMMS is supporting best
practices within the total maintenance operation. It can also be used as the baseline to
measure the success of a future CMMS that is just being installed.
Benchmarking Your CMMS Installation
The CMMS Benchmarking System provides a means to evaluate and classify your current
installation as either Class A, B, C or D. A total of 9 major categories are included along
with 50 specific evaluation items. Each evaluation item that is rated as being accomplished
satisfactorily receives a maximum score of 4 points. If an area is currently being worked on
a score of 1, 2 or 3 points can be assigned based on the level of progress achieved. For
example, if spare parts inventory accuracy is at 92 % compared to the target of 95 %, a score
of 3 point is given. A maximum of 200 points is possible. A benchmark rating of Class A
is within the 180 to 200 point range. The complete CMMS Benchmarking Rating Scale is
given at the completion of the benchmarking form.
Conducting the CMMS Benchmark Evaluation
Categories / Descriptions Yes (4) No (0)
Working
On It (1,2,3)
CMMS DATA INTEGRITY Yes No WOI
1 Equipment (asset) history data complete and accuracy 95% or better
2 Spare parts inventory master record accuracy 95% or better
3 Bill of materials for critical equipment includes of critical spare parts
4 Preventive Maintenance tasks/frequencies data complete for 95% of
applicable assets
5 Direct responsibilities for maintaining parts inventory is assigned
6 Direct responsibilities for maintaining equipment/asset database is assigned
CMMS EDUCATION AND TRAINING Yes No WOI
7 Initial CMMS training for all maintenance employees
8 An ongoing CMMS training program for maintenance and storeroom
employees
9 Initial CMMS orientation training for operations employees
10 An CMMS systems administrator (and backup) designated and trained
WORK CONTROL Yes No WOI
11 A work control function is established or a well defined documented process
is being used
12 On-line work request (or manual system) used to request work based on
priorities
13 Work order system used to account for 100% of all craft hours available
14 Backlog reports are prepared by type of work to include estimated hours
required
15 Well defined priority system is established based on criticality of equipment,
safety factors, cost of downtime, etc.
BUDGET AND COST CONTROL Yes No WOI
16 Craft labor, parts and vendor support costs are charged to work order and
accounted for in equipment/asset history file
17 Budget status on maintenance expenditures by operating departments is
available
18 Cost improvements due to CMMS and best practice implementation have
been documented
19 Deferred maintenance and repairs identified to management during
budgeting process
20 Life-cycle costing is supported by monitoring of repair costs to replacement
value
PLANNING AND SCHEDULING Yes No WOI
21 A documented process for planning & scheduling has been established
22 The level of proactive, planned work is monitored and documented
improvements have occurred
23 Craft utilization (true wrench time) is measured and documented
improvements have occurred
24 Daily or weekly work schedules are available for planned work
25 Status of parts on order is available for support to maintenance planning
process
26 Scheduling coordination between maintenance and operations has
increased
27 Emergency repairs, hours and costs tracked and analyzed for reduction
The Maintenance Excellence Institute - 6809 Foxfire Place, Raleigh, NC 27615 - Office - (919) 280-1253 - Email
Pete@PRIDE-In-Maintenance.com - Web: PRIDE-In-Maintenance.com
MRO MATERIALS MANAGEMENT Yes No WOI
28 Inventory management module fully utilized and integrated with work order
module
29 Inventory cycle counting based on defined criteria is used and inventory
accuracy is 95% or better
30 Parts kiting is available and used for planned jobs
31 Electronic requisitioning capability available and used
32 Critical and/or capital spares are designated in parts inventory master
record database
33 Reorder notification for stock items is generated and used for reorder
decisions
34 Warranty information and status is available
PREVENTIVE and PREDICTIVE MAINTENANCE (PM/PdM) Yes No WOI
35 PM/PdM change process is in place for continuous review/update of
tasks/frequencies
36 PM/PdM compliance is measured and overall compliance is 98% or better
37 The long range PM/PdM schedule is available & leveled loaded as needed
with CMMS
38 Lube service specifications, tasks and frequencies included in database
39 CMMS provides MTBF, MTTR , failure trends and other reliability data
40 PM/PdM task descriptions contain enough information for new crafts person
to perform task
MAINTENANCE PERFORMANCE MEASUREMENT Yes No WOI
41 Downtime (equipment/asset availability) due to maintenance is measured
and documented improvements have occurred
42 Craft performance against estimated repair times is measured and
documented improvements have occurred
43 Maintenance customer service levels are measured and documented
improvements have occurred
44 The maintenance performance process is well established and based on
multiple indicators compared to baseline performance values
OTHER USES OF CMMS Yes No WOI
45 Maintenance leaders use CMMS to manage maintenance as internal
business
46 Operations staff understands CMMS and uses it for better maintenance
service
47 Engineering changes related to equipment/asset data, drawings and
specifications are effectively implemented
48 Hierarchies of systems/ subsystems used for equipment/asset numbering in
database
49 Failure and repair codes used to track trends for reliability improvement
50 Maintenance standard task database available and used for recurring
planned jobs
Yes No WOI
TOTAL CMMS BENCHMARK RATING SCORE: 0 0 0
The Maintenance Excellence Institute - 6809 Foxfire Place, Raleigh, NC 27615 - Office - (919) 280-1253 - Email
Pete@PRIDE-In-Maintenance.com - Web: PRIDE-In-Maintenance.com
CURRENT CMMS BENCHMARK RATING: CLASS _____
CMMS SOFTWARE VERSION:
DATE OF CMMS INSTALLATION:_______/_________/_________
BENCHMARK RATING PERFORMED BY: ________________________________
LOCATION:_______________________________ DATE: ______/______/_______
TOTAL CMMS BENCHMARK RATING SCORE: ________
CLASS A = 180 - 200 POINTS ( 90% + ) YES = 4 points
CLASS C = 100 - 139 POINTS ( 50% - 69% ) Working On It = 1, 2 or 3 points
CMMS BENCHMARKING RATING SCALE: INDIVIDUAL ITEM GRADING:
CLASS B = 140 - 179 POINTS ( 70% - 89% ) NO = 0 points
SUMMARY OF CMMS BENCHMARKING EVALUATION
The Maintenance Excellence Institute - 6809 Foxfire Place, Raleigh, NC 27615 - Office - (919) 280-1253 - Email
Pete@PRIDE-In-Maintenance.com - Web: PRIDE-In-Maintenance.com
CLASS D = 0 - 99 POINTS ( 0 - 49% )
EVALUATION COMMENTS: