SCOTT Weston, the reliability engineer for Global Knowledge Management, has written about why remediation of Computerised Maintenance Management System (CMMS) data is an important part of reliability-centred maintenance.
Companies tend to install and commission operating equipment quickly so as to accelerate the equipment’s contribution to the bottom line. During this process, CMMS is used to analyse the equipment and determine what preventive and predictive maintenance activities are needed.
The activities, and data about the equipment and spare parts are loaded into the system, and are rarely updated after installation. This means as the equipment ages and maintenance personnel make changes, the system may or may not capture updated data.
As later maintenance personnel have to work with outdated data, their activities become less efficient.
A remediation process is needed, where maintenance data is periodically reviewed, audited and corrected. By remediating CMMS data, the accuracy of data is retained, improving reliability efforts. This can also reduce total operating costs and risks.
Remediation usually involves walkdown, the verification of all system component information and drawings, a review analysis of the system, updating spare parts information, and then updating CMMS with the new data.
Walkdown
System walkdowns involve taking the current data in the CMMS, along with the system drawings, and going to the field to verify physically present components. This is necessary because system components, piping and instrument information can change over time.
Information to be collected include model numbers, serial numbers, component numbers, materials of construction, and sizes.
During the walkdown, system drawings should be redlined or updated. Time can also cause locations and relationships of equipment to change. By updating the drawings, personnel can locate equipment more quickly and easily. Updated drawings will also allow decision makers to more readily see potential changes that may be proposed.  Any changes can then be mapped out on a current drawing.
Review Analysis of System
An analysis may or may not have been completed at system start-up. Regardless, analysis should be updated to reflect the current installation in the field. The walkdown should have been completed before starting on this phase.
Using the CMMS data, system documentation, and client input, an analysis can be done to determine what preventive and predictive maintenance activities need to be done on the system. Historical data should be reviewed to determine if the current preventive maintenance is effective.
Update Spare Parts Information
Spare parts tend to be the most overlooked portion of the CMMS. Remediation is an opportunity to update the bill of materials data included in the CMMS. Historical data can be used to determine an updated stocking strategy.  
Parts tend to become obsolete after a few years, and they should be replaced by new models or parts. If a part has been replaced, the correct spares should be linked to the right component, and the CMMS updated to reflect this. Obsolete spares must be removed from stores.
Over time, many companies will change parts designations or will simply not produce the parts anymore.  Management will need a detailed assessment of these shortfalls in order to make the best decisions possible about how to proceed.
Update CMMS with New Data
The changes to system data must be documented, approved, and entered into the CMMS.  Whether electronically or in writing, the data changes should be documented and stored for future reference.  This is especially true for data that impact regulatory compliance.  Once the data is documented and approved, it can be loaded into the CMMS.  Electronic means is recommended, as it has proven to be far less error-prone than manual means.
Summary
Reliable data is a cornerstone of an excellent reliability and maintenance program.  With the right preventive maintenance strategies in place, overall equipment reliability will be improved.  Having the correct CMMS data and correct drawings will improve the efficiency of the maintenance crafts, as well as help management to make better informed decisions on future upgrades and improvements to equipment, while reducing the risk of breakdowns at a critical operating time.  With the right spares in place and information available on the parts not stocked, repair times will be improved when equipment does breakdown.  Periodic remediation must be performed to keep the CMMS data as accurate as possible in order to guarantee the value of all maintenance efforts performed.

Scott Weston is a Certified Maintenance & Reliability Professional and is a Reliability Engineer working with Global Knowledge Management. He has been working in the maintenance and reliability field for the past 14 years since leaving the U.S. Army. He is an active member of the Society of Maintenance and Reliability Professionals, as well as a founding board member of the SMRP Indiana Chapter.

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