Synterprise Global Consulting, Pre CMMS Planning/ Vendor Evaluation

Scenario 4 Equipment, Systems and Facilities Management

The purpose of this scenario is to direct the vendor to demonstrate the ability of the system to record
and track information about equipment, structures and systems used by the company. Key indicators
include ability to assign appropriate asset attributes across a wide range of user requirements.

4.1 Asset data

4.1.1 Add A New Asset Record

DEMONSTRATED NEED NEED MET? VENDOR RESPONSES

YES NO
Demonstrate ability to automatically
generate unique asset identification
numbers.
Demonstrate the ability to structure or
configure an asset number using smart
numbering structures.
Allow hierarchical structuring of asset
groups or families.
Demonstrate the ability for assets to have
multiple hierarchies.
Demonstrate the creation of an asset record
and indicate the minimum entry
requirements.
Demonstrate security capabilities to control
change access

4.1.2 Other Asset Information

DEMONSTRATED NEED NEED MET? VENDOR RESPONSES

YES NO
Describe the function of all other optional
fields.
Definition and configuration of a data page
for technical data, nameplate or other
configuration data for a specific type of
asset.
Demonstrate how additional fields can be
applied to the asset record.
Demonstrate how equipment hierarchy
information, when linked to associated
stock item numbers, can provide
information such as:
Inventory parts/material identification
Stores location
Etc.

4.1.3 Copy An Existing Asset Record To A New Asset Record.

DEMONSTRATED NEED NEEDMET? VENDOR RESPONSES

YES NO

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Demonstrate the ability to change and

update asset record information for the new
record.

4.2 Asset Documents and Records

DEMONSTRATED NEED NEED MET? VENDOR RESPONSES

YES NO
Demonstrate the ability to attach pre plan
templates, documents, prints, drawings,
photos, and other files to the asset record.
Demonstrate the ability to display records
and documents from the asset record.
Demonstra te the ability to edit/mark-up,
copy and modify attached documents.
Demonstrate security capabilities to control
change access

4.2.1 Asset Components/Sub-Components

DEMONSTRATED NEED NEED MET? VENDOR RESPONSES
YES NO
Demonstrate the ability to define and attach
components to the asset record. Verify that
the system maintains historical information
about the component independent from the
asset to which it is attached.

4.2 Preventive Maintenance (PM) Base Data

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DEMONSTRATED NEED NEED MET? VENDOR RESPONSES

YES NO
Demonstrate the ability to develop a PM
plan for a specific asset. Software should
provide the ability to develop the PM with
the following features:
The type of PM to be performed,
Description of the PM task, The
activities necessary to perform the PM
(Work Plan, special safety or tooling
requirements), The required plant
conditions for performing the PM.
Demonstrate the ability to use the same
developed PM plan on a different asset.
Demonstrate the ability to assign repetitive
work necessary to maintain equipment,
structures and systems. This should include
the ability to set up several types of
maintenance procedures and assign multiple
procedures to an automatic maintenance
schedule for any asset record. Timed
schedules should be able to be established
for repeating time schedule sequence. Once
schedules are established, the system should
automatically generate work orders to
accomplishment the work.
Demonstrate the ability to add special safety
instructions to the PM:
Special equipment tagging needs
MSDS data sheet information
Confined space entry criteria:
Vessel air purging equipment
Air testing protocols and data logging
Hot work permits
Project fire watch program
Documentation of special training
Etc.

Demonstrate the ability to add equipment

maintenance pre-plan template information
to a PM

4.4 Preventive Maintenance Planning

DEMONSTRATED NEED NEED MET? VENDOR RESPONSES

YES NO
Demonstrate the ability to support the use
of dependent steps.
Demonstrate the ability to support
estimated resource requirements.
Demonstrate the ability to display the total
planned hours for the PM.
Demonstrate the ability to identify/develop
a parts list needed to perform the PM.
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Demonstrate the ability to identify both

stock and direct item requirements.
Demonstrate the ability to identify required
tools to perform the PM.
Demonstrate the functionality of longer
term planning (2-3 months minimum)

4.5 Preventive Maintenance Scheduling

DEMONSTRATED NEED NEED MET? VENDOR RESPONSES

YES NO
Demonstrate the scheduling of a PM using
multiple frequency methods such as days,
weeks, months, years or run/operating time.
Demonstrate how the Next Due Date for
the PM is calculated.
Demonstrate how material is ordered during
the generation of the PM.
Demonstrate how a tolerance can be applied
for a run-time PM.

4.6 Preventive Maintenance Routes

DEMONSTRATED NEED NEED MET? VENDOR RESPONSES

YES NO
Demonstrate how to combine PM activities
into a route.
Demonstrate the ability to schedule a route
as a single entity.
Demonstrate the ability to distribute costs
for assets listed on the route.
Demonstrate the ability to display the total
man-hours required for the route.

4.7 Preventive Maintenance History

DEMONSTRATED NEED NEED MET? VENDOR RESPONSES
YES NO
Demonstrate how history is maintained for
the PM.
Demonstrate how the system is used to
determine PM performance.

4.8 Predictive/Condition Based Maintenance

DEMONSTRATED NEED NEED MET? VENDOR RESPONSES
YES NO
Demonstrate software functionality to use
Reliability Centered Maintenance
techniques such as but not limited to:
Mean Time between failures
Failure modes and effects
Etc.
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Demonstrate software functionality to use

Condition Based Maintenance techniques
such as but not limited to:
Accepts, stores and displays equipment data
to include temperature, pressure, vibration.
Displays data to monitor, trend, alert, alarm.
Etc.
Demonstrate ability to enter acceptable
upper and lower performance measurements
for assets.
Demonstrate data import capabilities
from external systems/measurement devices
such as DCS, remote vibration monitor, etc.
Demonstrate how condition based
measurements are retained in data history
Demonstrate the ability to automatically
create a work order once a data
measurement input exceeds allowable limits

4.9 Regulatory Mandated Maintenance

DEMONSTRATED NEED NEED MET? VENDOR RESPONSES
YES NO
Demonstrate software functionality to meet
regulatory maintenance requirements. For
example, service and calibrations of opacity
monitors, continuous emission monitors,
discharge water temperature probes,
chlorine residual monitors, etc.

This vendor demonstration scenario is one of 9 highly detailed scenarios that encompass all critical components
of CMMS/EAM system planning. These are part of our CMMSPre Selection & Costs Evaluation Service
program, FiveStar. FiveStar addresses:

Functional Requirement
Technical Requirements
Vendor Requirements
All Related Technology Touch Points
Precise Mapping of Business Processes to CMMS/EAM Solutions

FiveStar lets organizations harness the unmatched multilevel knowledge of Synterprises Critical Depth
Expertise. This is defined as having extensive experience as evaluators, implementers, developers and users
of leading EAM/CMMS products. Many of our consultants have worked for leading CMMS/EAM vendors, which
allows you to leverage a broader skill set of experience from a vendor and user perspective for selecting the right
vendor solutions at the lowest possible cost. For more information on FiveStar, please contact us at 1-423-267-
5363 or write us at [email protected].

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 CMMS/EAM PRESELECTION &
COSTS EVALUATION SERVICES

Acquire And CMMS/EAM Planning

Control Critical Program Cost Control
Knowledge
And Long Term Success
That Links
The availability of dozens of quality Computerized Asset Management software solutions (CMMS/EAM) has created
confusing sets of options with far reaching consequences that impact effective evaluation, selection, and implementation
initiatives. A systemic preCMMS selection program incorporating best practices business processes to link software with
operational realities is needed to control selection and future implementation costs. Otherwise, organizations risk becoming
part of the existing industry track record, fueled by vendor driven criteria and adequately prepared but inexperienced
inhouse teams. Multiple studies reflects an industry wide CMMS effectiveness crisis with a dismal 25 to 30% success rate
in achieving desired utilization rates, human performance improvement, and ROI. Can YOU really afford to gamble?

Synterprises FIVEstar Program mitigates your short and long term risk of skyrocketing costs associated with improper
CMMS selection and automation of existing mistakes and problems. It does so by formulating precisely defined
organizational business requirements that are matched to vendor solutions, and ensures maximum functionality exists to
improve a clients maintenance processes such as outages/ turnarounds/ shutdowns. This success of this approach has
demonstrated a reduction of labor requirements by as much as 40 percent. Utilizing our exclusive detailed vendor
demonstrations scripts, organizations can leverage FIVEstar to guarantee the success of their technology investment by
correctly selecting the appropriate CMMS/EAM system. FIVEstar additionally creates a roadmap for seamless integration to
other, non-maintenance business operations that optimize business financial, business process, and operational information
exchange, analysis, and management.

Dont Gamble, Take Control of Your Technology Investment From the Start

Functional Specifications

FIVEstar helps you define total system requirements to create an actionable understanding of how software can best meet
your business objectives and process needs and avoid unnecessary add-ons that drive up costs.
Precise and thorough checklists to help you document business process and workflow for such areas as
maintenance, inventory, purchasing, and other relevant organizations.
A clear plan to create the right set of Key Performance Indicators that provide a starting point and baseline to
continuously track progress and identify barriers and areas that may undermine program success.

IT or Technical Specifications

FIVEstar provides the tools to help organizations fully define and document the technical environment and specifications
that will affect the new system.
The IT department will be able to clearly identify the as is and to be of your system including hardware, network,
database and software standards
Requirements are put in place to ensure that the selected system will not need technical specifications that are
outside an organizations standards and drive up costs.

Innovative Strategies for Operational Excellence- www.synterprise.com

 Vendor Specifications

FIVEstar delivers marketing intelligence to help you identify and select the best technology partner that your program
requires.
Comprehensive vendor qualifications reviews; such as their financial strength, quality and breadth of technical
support, responsibilities, and adherence to best practices.
Identification and leveraging of the full nature of these requirements throughout the selection process.

Evaluation of Technology Touch Points

FIVEstar helps you define and develop the integration touch-points necessary to optimize your CMMS/EAM investment
throughout the various supporting applications including mobile and wireless solutions.
Evaluation of your current application environment.
Construction of prioritized list of integration touch-points with the most significant value to yield the lowest cost and
functionally effective overall program
An integration plan for supporting technology applications.

Critical Depth Expertise

FiveStar lets organizations harness the unmatched multilevel knowledge of Synterprises Critical Depth Expertise. This
is defined as having extensive experience as evaluators, implementers, developers and users of leading EAM/CMMS
products. Many of our consultants have worked for leading CMMS/EAM vendors, which allows you to leverage a broader
skill set of experience from a vendor and user perspective for selecting the right vendor solutions at the lowest possible
cost. FIVEstar creates a strategic blueprint that circumvents vendors marketing efforts to persuade organizations to
purchase vendor product with pricing promotions or whiz bang features. This blueprint features highly detailed vendor
demonstration and evaluation scripts with precise weighting factors in the following areas that allows you to remain in
control of vendor interaction during the process and effectively evaluate each option. They include:
Detailed Technology Review (server & client architecture, telecom, etc)
Systems, and Facilities Management (asset creation and management, etc)
Preventative Maintenance (PM services, Planning & Scheduling, Regulatory, etc)
Security (Users, groups, roles, applications, etc)
Real time/Interactive Data Capability
Work Management (Work requests & orders, material & resource planning, etc)
Work force and Employee Management
Material & Inventory Management (Stock Item management, warehousing, reorder points, etc)
Bar Coding
Procurement & Invoicing (PO management, blanket purchases, supplier management, etc)
Workflow Functions
Safety and Permitting

Why Synterprise?
Synterprise was founded by former key personnel at TVA who developed and implemented mission-critical improvements
that enabled TVA to achieve a world-class operations and maintenance reputation. Synterprise was built upon the belief that
plant managers at every level of plant operations could benefit from leveraging the knowledge of their peers who possessed
Critical-Depth Expertise*. Critical-Depth Expertise results from extensive first-hand experience gained from
implementing industry best practices, business processes, and enabling technologies in a sustainable framework within a
number of strategic disciplines.

Synterprise Global Consulting

1110 Market St, Ste 525
Chattanooga, TN 37402 www.synterprise.com
1-423-267-5363 Synterprise 2004.All Rights Reserved