SAP AND MAXIMO CMMS BENCHMARKS

AREA: REFINERY SAINT CROIX

OPERATOR: PDVSA SHELL
PROJECT: SIMPLUS
Facilitator:
Carlos Parra
parrac37@yahoo.com

March, 2004

For this evaluation was selected the tool: The CMMS Benchmarking System. It was
developed by SMRP and The Maintenance Excellence Institute and is to be used with The
Scoreboard for Maintenance Excellence. It is used to evaluate the utilization of an existing
CMMS installation. It is designed as a methodology for developing a benchmark rating of
your CMMS (Class A, B, C, or D) to determine how well this tool is supporting best
practices and the total maintenance process. It is not designed to evaluate the functionality
of various CMMS systems nor is it intended to compare vendors. The system provides a
methodology for developing a benchmark rating of your existing CMMS to determine how
well this tool is supporting best practices and the total maintenance process. It can also be
used as a method to measure the future success and progress of a CMMS system
implementation that is now being installed. Maintenance best practices are the key and the
CMMS is the information technology tool that links it all together. A summary of The
CMMS Benchmarking System is shown in Figure 1 with the 9 evaluation categories that
include a total of 50 evaluation items for benchmarking your CMMS installation.

Figure 1. CMMS Evaluation categories

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The complete CMMS Benchmarking Rating Scale is shown below

Figure 2. CMMS Benchmarking

CMMS Benchmarking System evaluation items and comments related to the evaluation
items for each category:
CMMS-RAM DATA INTEGRITY
1. Equipment (asset) history data complete and accuracy 95%
2. Spare parts inventory master record accuracy 95% or better
The maintenance practice for PM/CM has a report task and frequencies at least 95% complete
4. Preventive Maintenance tasks/frequencies data complete for 95% of applicable assets
5. Data for maintaining parts inventory database is assigned
6. Data for maintaining equipment/asset database is assigned

CMMS-RAM EDUCATION AND TRAINING

7. Initial CMMS orientation 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. CMMS systems administrator (and backup) designated and trained

WORK CONTROL COMMENTS

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

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 COMMENTS

21. A documented process for planning & scheduling has been established
22. The level of proactive, planned work is monitored and documented improvements have
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

MRO MATERIALS MANAGEMENT COMMENTS

28. Inventory management module fully utilized and integrated with work order module

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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 status readily available

PREVENTIVE /PREDICTIVE MAINTENANCE (PM/PdM) COMMENTS

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 CMMS 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

Draft under evaluation

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MAINTENANCE PERFORMANCE MEASUREMENT COMMENTS

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 USE OF CMMS COMMENTS

45. Maintenance leaders use CMMS to manage maintenance as internal bussines
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

SAP CMMS EVALUATION (Individual score: 1- 4)

CMMS-RAM DATA INTEGRITY
1. Equipment (asset) history data complete and accuracy 95%
2. Spare parts inventory master record accuracy 95% or better
The maintenance practice for PM/PdM has a report task and frequencies at least 95% complete
4. Preventive Maintenance tasks/frequencies data complete for 95% of applicable assets
5. Data for maintaining parts inventory database is assigned
6. Data for maintaining equipment/asset database is assigned

3
3
4
3
3
3

Total: 19

CMMS-RAM EDUCATION AND TRAINING

7. Initial CMMS orientation 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. CMMS systems administrator (and backup) designated and trained

3
2
2
4

Total: 11

WORK CONTROL COMMENTS

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.

3
2
3
3
2

Total: 13

BUDGET AND COST CONTROL

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
Total: 18

Draft under evaluation

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4
4
4
4
2

PLANNING AND SCHEDULING COMMENTS

21. A documented process for planning & scheduling has been established
22. The level of proactive, planned work is monitored and documented improvements have
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

3
3
2
4
3
3
4

Total: 22

MRO MATERIALS MANAGEMENT COMMENTS

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 status readily available

4
3
4
4
3
3
2

Total: 18

PREVENTIVE /PREDICTIVE MAINTENANCE (PM/PdM) COMMENTS

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 CMMS 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

2
3
3
2
2
2

Total: 14

MAINTENANCE PERFORMANCE MEASUREMENT COMMENTS

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

2
3
2
2

Total: 9

OTHER USE OF CMMS COMMENTS

45. Maintenance leaders use CMMS to manage maintenance as internal bussines
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
Total: 10

Total score for SAP CMMS: 134 points

CMMS Benchmarkig rate scale:
Class C: 100 - 139 points (50% to 69%)
Draft under evaluation
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2
2
2
2
1
1

MAXIMO CMMS EVALUATION (Individual score: 1- 4)

CMMS-RAM DATA INTEGRITY
1. Equipment (asset) history data complete and accuracy 95%
2. Spare parts inventory master record accuracy 95% or better
The maintenance practice for PM/PdM has a report task and frequencies at least 95% complete
4. Preventive Maintenance tasks/frequencies data complete for 95% of applicable assets
5. Data for maintaining parts inventory database is assigned
6. Data for maintaining equipment/asset database is assigned

4
3
4
3
3
3

Total: 20

CMMS-RAM EDUCATION AND TRAINING

7. Initial CMMS orientation 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. CMMS systems administrator (and backup) designated and trained

3
3
3
4

Total: 13

WORK CONTROL COMMENTS

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.

3
2
2
3
2

Total: 12

BUDGET AND COST CONTROL

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

3
4
3
4
2

Total: 16

PLANNING AND SCHEDULING COMMENTS

21. A documented process for planning & scheduling has been established
22. The level of proactive, planned work is monitored and documented improvements have
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

4
3
3
4
4
4
4

Total: 26

MRO MATERIALS MANAGEMENT COMMENTS

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 status readily available

Draft under evaluation

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4
3
4
4
3
3
3

Total: 19

PREVENTIVE /PREDICTIVE MAINTENANCE (PM/PdM) COMMENTS

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 CMMS 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

4
3
3
3
3
3

Total: 19

MAINTENANCE PERFORMANCE MEASUREMENT COMMENTS

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

3
3
3
3

Total: 12

OTHER USE OF CMMS COMMENTS

45. Maintenance leaders use CMMS to manage maintenance as internal bussines
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

3
3
3
4
3
3

Total: 19

Total score for MAXIMO CMMS: 156 points

CMMS Benchmarkig rate scale:
Class B: 140 - 179 points (70% to 89%)

3. References
B.S. BLANCHARD, D. VERMA, E.L. PETERSON, Maintainability : a Key to Effective
Serviceability and Maintenance Management, John Wiley & Sons, New York, 1995.
BRIGGS, DAVID, "Totale Productive Maintenance an Reliability Centred Maintenance,
Competing or Complementary, Maintenance : the quarterly journal for all those concerned
with the maintenance and servicing of physical asssets", Vol. 9 N4, September 1994.
EN 50126, "Railway applications The specification and demonstration of Reliability,
Availability, Maintainability and Safety (RAMS)", CENELEC, 2000.
HARRIS John, MOSS Bob, "Practical RCM analysis and its information Requirements",
Maintenance, 9-4, septembre 1994.
Draft under evaluation
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KNOWLES Michael, "A Systematic Approach to Managing Risk - RCM", Maintenance,

10-1, janvier 1995.
MOUBRAY John, "Reliability Centred Maintenance RCM II", Butterworth-Heinnemann
Ltd., Oxford, 1991.
MOUBRAY John, "Maintenance Management - A New Paradigm", Maintenance, Volume
11, n 1, 1996.
MSG-3, Maintenance programme document MSG-3 Revision 2, Air Transport Association
of America, 1993.
NAVAIR, Guidelines For The Naval Aviation Reliability-Centered Maintenance. This
manual supersedes NAVAIR 00-25-403. Direction of commander, Naval Air Systems
command, 1996.
RYAN Vincent, "Getting Started in RCM", , Maintenance, 7-4, dcembre, 1992.
SANDTORV Helge, RAUSAND Marvin, "RCM - Closing the loop between Design
Reliability and Operational Reliability", Maintenance, 6-1, mars 1991.
SMITH A M., "Reliability Centred Maintenance", MC GRAW HILL, New York, 1993.

Draft under evaluation

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