**2. Literature review**

A literature review provides the platform for researchers to explore and evaluate their efforts against previous research endeavours to harness existing information, models and methodologies. The literature reviewed here provides general information on CMMSs and its use in maintenance planning, operations, periodic reports, performance improvements and benchmarking.

#### **2.1 Computerised maintenance management systems**

The concept of maintenance has transformed over time. In the past, maintenance was the act of replacing a broken component in a process, machine, or facility [5]. However, maintenance is now considered as a vital component in the complex management process and is associated with several organisational processes like production, quality, environment, risk analysis and safety [6]. Considering that maintenance is an important function of organisations, maintenance management requires a multidisciplinary approach with a business perspective and the use of digital technology [7]. Adopting computer systems to support maintenance operations is commonly referred as Computerised Maintenance Management Systems (CMMSs) [1]. CMMSs allow the effective documentation of maintenance operations, communication of scheduled activities, enhance the ability to develop and

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*Harnessing the Multiple Benefits of a Computerised Maintenance Management System*

monitor the forward planning and execution of maintenance operations. Typical CMMSs have assigned a set of functions and applications, including asset management, work order management, preventive maintenance management, inventory control and report management [1]. It also includes service management, contract management, materials management and procurement management [2]. Each of these functions is represented as specific modules in a typical CMMS software package and each module is activated according to the need and human capacity of the organisation. Many of the systems available in the market do not perfectly match the specific requirements of some organisations. Therefore, they prefer to develop their own software or buy commercial packages and activate the modules

The introduction of CMMSs in maintenance operations facilitates the tracking of progress in the execution of requests, the effective development and dissemination of periodic reports and the analysis of the operational history in the database of each facility [8]. The outcome of the analysis allows maintenance operatives to know the state of the facility, identify the causes of failure and develop suitable maintenance and performance improvement strategies. Furthermore, the CMMS enables the automation of maintenance procedures in terms of communicating with maintenance units, planning and executing maintenance operations and communicating (real time) with all relevant stakeholders [9]. The ease of use and usefulness of CMMSs are influenced by the level of training of the user before and during the implementation. The proposed training may end up with negative impacts if the focus of the training is on the technology itself and not on how the technology enhances personal satisfaction, facilitates and supports the user's

The maintenance unit of any organisation spends considerable time in the development, operations and maintenance of the facilities that enable the performance of the core functions of the organisation. They do not pay adequate attention to documentation, reporting or providing extended information to the customer from the operational history for each facility in its portfolio. However, in the digital age, with adequate human capacity, the CMMS tools enable the maintenance unit to communicate easily with all relevant stakeholders in a user-friendly format and to include appropriate visual displays [11, 12]. Briefly, the CMMS documentation enables senior management to know the state of the facilities in the portfolio or production network. It helps to identify possible constraints to the effective performance of the core function of the organisation, resources and financial management. The details and structure of each report should reflect the hierarchy of the recipient. The executive summary of report is useful for leaders at the strategic level, but leaders at the tactical level require more details. The effective use of the CMMS tools facilitates the production and dissemination of periodic information to relevant stakeholders and the analysis of operational details, which guide senior

**2.2 Analysis of the content of a computerised maintenance management system** 

The analysis of operational history is an extension of periodic reports over a long period with the objective of determining the functional state of the whole facility or its component parts. Unfortunately, the operational information about a facility, in many maintenance organisations, is stored in their computer or files for many years without objective analysis being done to determine the functional state of the facility or its components [8]. The periodic analysis of a facility's history enables maintenance units to effectively educate its stakeholders, especially senior

*DOI: http://dx.doi.org/10.5772/intechopen.93732*

method of executing relevant tasks [10].

management in taking objective decisions [9, 11, 13, 14].

**(CMMS) database**

of interest [1].

#### *Harnessing the Multiple Benefits of a Computerised Maintenance Management System DOI: http://dx.doi.org/10.5772/intechopen.93732*

monitor the forward planning and execution of maintenance operations. Typical CMMSs have assigned a set of functions and applications, including asset management, work order management, preventive maintenance management, inventory control and report management [1]. It also includes service management, contract management, materials management and procurement management [2]. Each of these functions is represented as specific modules in a typical CMMS software package and each module is activated according to the need and human capacity of the organisation. Many of the systems available in the market do not perfectly match the specific requirements of some organisations. Therefore, they prefer to develop their own software or buy commercial packages and activate the modules of interest [1].

The introduction of CMMSs in maintenance operations facilitates the tracking of progress in the execution of requests, the effective development and dissemination of periodic reports and the analysis of the operational history in the database of each facility [8]. The outcome of the analysis allows maintenance operatives to know the state of the facility, identify the causes of failure and develop suitable maintenance and performance improvement strategies. Furthermore, the CMMS enables the automation of maintenance procedures in terms of communicating with maintenance units, planning and executing maintenance operations and communicating (real time) with all relevant stakeholders [9]. The ease of use and usefulness of CMMSs are influenced by the level of training of the user before and during the implementation. The proposed training may end up with negative impacts if the focus of the training is on the technology itself and not on how the technology enhances personal satisfaction, facilitates and supports the user's method of executing relevant tasks [10].

The maintenance unit of any organisation spends considerable time in the development, operations and maintenance of the facilities that enable the performance of the core functions of the organisation. They do not pay adequate attention to documentation, reporting or providing extended information to the customer from the operational history for each facility in its portfolio. However, in the digital age, with adequate human capacity, the CMMS tools enable the maintenance unit to communicate easily with all relevant stakeholders in a user-friendly format and to include appropriate visual displays [11, 12]. Briefly, the CMMS documentation enables senior management to know the state of the facilities in the portfolio or production network. It helps to identify possible constraints to the effective performance of the core function of the organisation, resources and financial management. The details and structure of each report should reflect the hierarchy of the recipient. The executive summary of report is useful for leaders at the strategic level, but leaders at the tactical level require more details. The effective use of the CMMS tools facilitates the production and dissemination of periodic information to relevant stakeholders and the analysis of operational details, which guide senior management in taking objective decisions [9, 11, 13, 14].
