Computerized Maintenance Management System | May 15, |1 | Computerized Maintenance Management System Presented By [Presenter Name] [Presenter Title]

Computerized Maintenance Management System | May 15, |2 | 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

Computerized Maintenance Management System | May 15, |3 | 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

Computerized Maintenance Management System | May 15, |4 | Innovative technologie s Research and development based on needs Health Technology Assessment Regulations of medical devices Approved Medical devices lists Needs Assessments/ Selection Procurement Donations User training and clinical effectivenes s Decommissioning, Replacement Installation, Inventories; CMMS, Maintenance Post market surveillance and Adverse event reporting Human resources for Medical devices Glossary on Medical devices Policies of medical devices Approved high cost Medical devices

Computerized Maintenance Management System | May 15, |5 | 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,…

Computerized Maintenance Management System | May 15, |6 | 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 –it improves maintenance practices –helps staff to respond faster

Computerized Maintenance Management System | May 15, |7 | 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.

Computerized Maintenance Management System | May 15, |8 | Phase 1 Evaluation Phase 2 Selection Phase 4 Installation Phase 3 Data collection Phase 5 Configuration and customization Phase 6 Data entry Phase 7 Training CMMS implementation

Computerized Maintenance Management System | May 15, |9 | Inventory module Basic elements of the inventory module – 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 | May 15, | Equipment type table Entered values Equipment code and name Stored values IPM procedures IPM frequency Risk level Staff responsible Equipment model table 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 Equipment inventory module Entered values Inventory number (auto - generated) Installation date Seller code and name Accessories and software Purchase order number (purchase price) Table infrastructure for equipment inventory module

Computerized Maintenance Management System | May 15, | Work order module

Computerized Maintenance Management System | May 15, | 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 Other possible modules

Computerized Maintenance Management System | May 15, | 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 Reporting

Computerized Maintenance Management System | May 15, | 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)

Computerized Maintenance Management System | May 15, | HTM system Activity 1 IPM Activity 2 Corrective maintenance Activity 3 Quality control Activity n … Individual procedure steps Determine fields referred to in procedure Design database tables Program fields Assign primary and secondary fields Design tables cross-referencing Design data entry screen Design screen cross-referencing Determine procedure activities Create screen required for activities Program activities fields Program activities of procedure Establish follow-up activities Determine needed approvals Determine personnel- approval link Establish security levels Determine output data Design report screens Program report fields Consult clinical engineers Design plan of locally developed CMMS

Computerized Maintenance Management System | May 15, | 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

Computerized Maintenance Management System | May 15, | 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

Computerized Maintenance Management System | May 15, | Resources available

Computerized Maintenance Management System | May 15, | Case study – Jordan All elements of the national HTM system are automated The Automation System

Computerized Maintenance Management System | May 15, | Screen example Equipment history screen

Computerized Maintenance Management System | May 15, | 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 recommendationsEndEnd

Computerized Maintenance Management System | May 15, | 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

Computerized Maintenance Management System | May 15, | Thanks! Contacts: Phone: Fax: Skype: WHOHQGVA1 (then dial 11239) Other: (presenters name and ) Objective: to ensure improved access, quality and use of medical devices.