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Computerized Maintenance Management
System (CMMS) Implementation
John D’Aoust - Haverhill Water Treatment Plant Manager
Water/Wastewater facilities have used a CMMS system for over 20 years
Water Distribution is in transition from a custom written program
Highway & Parks used a Microsoft Access based work order system
Began using MaintStar for all DPW divisions in September 2014
Why use a CMMS?
City of Haverhill - CMMS Implementation
Public Works
Water Wastewater Highway &
Parks Engineering
Treatment Distrib Treatment Collection
MaintStar
Customer
Billing
Water/Wastewater facilities wanted to preserve and import historical facility data if possible
Maintain existing equipment, inventory, PM task naming conventions
Integrate with GIS
Maintain existing reports and enhance where possible
Expand PMs out to other operations
City of Haverhill - CMMS Implementation
Requests for work come in from various sources
* Internal staff
*Political administrative level
*Public
Via different methods
*Phone calls
*Emails
*Word of mouth
*Newspaper
*Schedules
City of Haverhill - CMMS Implementation
Work requests are the external and public component of MaintStar
Haverhill sought to streamline and consolidate several portals for public requests
The work request system is utilized extensively within DPW
Access to work requests outside of DPW has been implemented but sees little use
City of Haverhill - CMMS Implementation
Public has several portals to submit a request
City of Haverhill - CMMS Implementation
Mobile Citizen App
for Android and iOS
Anonymous request submission form
accessible from the City’s website
Coming Soon – New public request portal
City of Haverhill - CMMS Implementation
Allows integration with
Haverhill developed a work flow for DPW staff to
illustrate how requests will flow into and be
processed by MaintStar
City of Haverhill - CMMS Implementation
In-house user training undertaken
*Concept of assets
*Where assets are located
*Exposure to GIS
*Start to think spatially
Staff must be proficient in processing work requests on through to work orders prior to allowing external or public access
Work request originators can monitor the status of the requests
City of Haverhill - CMMS Implementation
Corrective Maintenance (CM)
*Typically created on-demand to resolve a
failure or unexpected problem
*Generally a one-off need
City of Haverhill - CMMS Implementation
Preventative Maintenance (PM)
*Generated via a PM schedule
*Generally facility equipment based but also
applicable fleet and horizontal assets
City of Haverhill - CMMS Implementation
Issue the work order to staff
*Printed work order
*Electronic, PC or mobile platform
Perform work
Capture labor, equipment use, inventory, contractor costs
A good time to also capture and update missing asset data
City of Haverhill - CMMS Implementation
Work order data captured and tagged complete
Suggest completed work orders be reviewed
Review complete work order can be closed
If work order was created from a work request a
notice will flow back to the requestor
*Notify that work was complete
*Request they complete a survey
City of Haverhill - CMMS Implementation
City of Haverhill - CMMS Implementation
Most of us collect data in many formats
* Databases, spreadsheets, tabular paper records, SCADA, lab data, etc
* Operations is becoming more data centric and data driven
We all have the need to backup our operations
*What better way than to use hard operational data
Simple management reports
* Time and/or cost allocation
* Asset hot spots
Complex cross system reports
* Use of third party tools to combine data sources
City of Haverhill - CMMS Implementation
MaintStar has an extensive list of predefined
queries
*Not well documented
*Must be somewhat familiar with structure
of system
*Also allows access to write your own SQL query
City of Haverhill - CMMS Implementation
Output is tabular and inflexible
*Basic formatting can be done
*Most useful to select tabular data for export to
Excel
City of Haverhill - CMMS Implementation
Work Order Report Module
*List of a couple dozen predefined reports
*Some have limited criteria to provide filtered
data
*Have only found use for the “Calendar PM
Report”
City of Haverhill - CMMS Implementation
Most flexibility with external reporting tools
*SAP Crystal Reports
*Tableau
*Excel
Pros
*Almost unlimited ways to present data
*Can develop systems to auto deliver reports
Cons
*Must be knowledgeable about the data source
*Requires some SQL knowledge
*Can be costly to implement, software, developer
City of Haverhill - CMMS Implementation
City of Haverhill - CMMS Implementation
Deploy mobile app to end users
Roll out new public interface
Work and integrate with Mayor’s vision of
implementing a city wide 311 system
Continue developing custom reports as needed
by users
City of Haverhill - CMMS Implementation
Demonstration of the workflow from the
entering of a work request right on through to
reporting
City of Haverhill - CMMS Implementation
