CMMS & DMS Consultants: understanding their profession

CMMS (Computerized Maintenance Management System) and DMS (Document Management System) are essential components of maintenance today and in the future. The former is used to computerize maintenance management, while the latter is used for electronic management of factory documentation.

However, without optimization efforts, it’s easy to miss out on their benefits. This is where maintenance engineering consultants come into play!

Let’s take a closer look at the challenges of improving maintenance processes and the roles of CMMS Consulting and DMS Consulting!

CMMS & DMS Consultants in the Industry

CMMS: Computerizing Maintenance

CMMS & DMS Consultants: Understanding Their Profession
CMMS & DMS Consultants: Understanding Their Profession

What’s the Computerized Maintenance Management System (CMMS)?

Computerized Maintenance Management System, or CMMS, is a computerized system used to optimize maintenance activities within companies.

With CMMS, businesses can effectively track and control maintenance operations, plan interventions, manage resources, and improve equipment availability. It is particularly used in industries, military and complex systems.

What are the concrete benefits of using CMMS?

The use of CMMS offers several advantages for businesses in terms of cost reduction and performance optimization.

  • Firstly, it allows for a reduction in maintenance costs through better resource management and preventive maintenance. By proactively planning maintenance operations, companies can avoid costly downtime and extend the lifespan of their equipment.
  • Additionally, CMMS improves the productivity of maintenance teams by automating processes, providing clear instructions, and reducing human errors. It also optimizes resource utilization by avoiding unnecessary purchases and reducing spare parts inventory.
  • Moreover, CMMS enables the generation of detailed reports on costs, downtime, and equipment performance, providing a clear view of the effectiveness of maintenance operations.

A study conducted by the research and consulting firm ARC Advisory Group, titled “Enterprise Asset Management Global Market Research Study,” revealed that using CMMS can reduce maintenance costs by up to 30% through optimized preventive maintenance activities, minimized downtime, and improved resource utilization. (Source : ARC Advisory Group)

Therefore, its benefits are numerous, if it is properly utilized!

Training teams during the implementation of a CMMS solution

Pitfalls to avoid when implementing a CMMS solution

The main pitfalls to avoid during the deployment of such a solution are:

  • Poor data quality:
    If the data entered into the CMMS is incorrect, incomplete, or not regularly updated, it can compromise the effectiveness of the solution. For example, inaccurate information about equipment, spare parts, or maintenance histories can lead to errors in work planning and delays in repairs.
  • Lack of training and adoption by staff:
    The effectiveness of CMMS depends on how well it is used by the facility’s personnel. If employees are not adequately trained in CMMS usage or do not fully adopt it, it can result in underutilization of the solution and gaps in maintenance activity management.
  • Insufficient integration with other systems:
    In many cases, an industrial facility may use multiple computer systems such as inventory management systems, production planning systems, etc. If CMMS is not properly integrated with these systems, there can be issues with data synchronization, duplicated tasks, and lack of overall visibility.
  • Lack of analysis and continuous improvement:
    CMMS should not be seen as a static solution. To optimize its usage, it is essential to regularly monitor and analyze performance, gather user feedback, and implement continuous improvements. Neglecting this step can quickly render CMMS obsolete and, therefore, ineffective.

DMS: Efficient Technical Documentation Management

What’s the Document Management System (DMS)?

Document Management System (DMS), also known as Electronic Document Management (EDM), is a document management system that enables industries to store, organize, manage, and track their documents electronically.

It takes the form of a software solution that facilitates document creation, modification, sharing, searching, and securing within an organization.

Therefore, DMS Consulting is a specialized consulting service focused on implementing and optimizing document management, which can be abundant in industrial contexts.

The primary role of DMS consultants is to assist companies in:
• Implementing DMS solutions tailored to their specific needs.
• Maximizing the benefits of these systems.

As a poorly or partially configured solution, or one implemented without changing management, will never be effective!

Furthermore, ENNOVIA specifically addresses the management of technical documentation, which is very different from managing traditional documentation (e.g., quality documentation) due to the strong relationship between equipment and documents.

DMS: Efficient Technical Documentation Management

Why engage a DMS Consulting provider?

DMS experts possess specific expertise in the implementation and optimization of electronic document management systems.

Their in-depth knowledge of best practices, technologies, and available solutions allows them to offer precise and tailored advice to each company.

  • Firstly, they assess the specific needs of the organization and recommend the most suitable DMS solution accordingly. This ensures the implementation of an effective and customized system.
  • Additionally, by engaging a DMS Consulting provider, companies benefit from ongoing technical support and assistance throughout the process. For example, consultants are present to train users, resolve technical issues, and ensure a smooth transition to the new system.
  • Their expertise enables the optimization of DMS usage, improves document process efficiency, and maximizes the advantages of electronic document management.
DMS and CMMS for industry - illustration

By engaging a DMS Consulting provider, companies save time, reduce the risk of errors, and can rely on genuine expertise to successfully carry out their electronic document management project.

Conclusion: CMMS and DMS Consultants Enhance Industrial Facilities

In summary, companies that choose to implement a CMMS system will benefit from more efficient maintenance and better asset management. The same applies to Document Management System Consulting, which provides immense time savings when documentation is well-indexed.

As these two tools must work together, it is important to seek specialists who are proficient in both types of systems.

However, the implementation of these optimization approaches often requires high-quality support, particularly in industrial sites or complex systems.

CMMS and DMS Consultants Enhance Industrial Facilities - Illustration of an industrial site

For over 15 years, ENNOVIA has been supporting clients in maintenance and operation consulting for various types of industrial installations. This includes CMMS & DMS Consulting services.

This activity has led us to develop our own CMMS tool, QuickBrain, which is currently installed in over 200 industrial sites across 22 countries, with major contracts in the military, and naval sector.