The Computerized Maintenance Management System (CMMS)

The Computerized Maintenance Management System (CMMS)

A. Proposed CMMS

CAIP, with assistance from the bus companies, studied the existing diesel bus operations and maintenance (O&M) organizations and practices to determine the baseline Egyptian diesel transit bus environment. CAIP then developed a proposed new organizational structure and reporting relationship for the CNG bus garages that is designed to enhance the current system, as well as provide the necessary new equipment and management practices. This effort also includes development of proposed staffing requirements for maintenance personnel and management staff.

The new program is based on CNG transit experience from around the globe, and uses straightforward requirements to allow efficient implementation into the CTA and GCBC organizations. Some technologically sophisticated systems are proposed, but they are being implemented with proper training and provide superior capabilities for monitoring and ensuring the success of the new CNG programs at CTA and GCBC. CAIP is assisting the bus companies with developing detailed management procedures for CNG bus O&M. These include schedules for inspections; procedures for routine and preventive maintenance; management of spare parts and supplies; and monitoring, reporting, follow-up, and resolution of maintenance problems.

B. Need for the CMMS

Currently, all CTA and GCBC maintenance management activities are performed without the use of computers. Significant deficiencies exist, including delay in obtaining spare parts for needed repairs, minimum level of preventive maintenance, redundancies in maintenance functions, inability to track performance of buses, and low level of safety checks.

CNG buses and their support facilities are more sophisticated than their diesel counterparts. CNG is a gas and leaks are harder to detect than those from diesel. The fuel tanks that hold the compressed gas are of a high-tech design. The gas is under high pressure, sometimes exceeding 3,000 PSI. The bus engines and transmissions are computer-controlled and require complex preventive maintenance techniques to keep them operating at optimum conditions.

An enhanced maintenance and safety program is essential for safe and economical operation of the buses and their support facilities.

C. CMMS Description and Goals

For sustainability reasons, CAIP is providing the bus companies with a complete computerized solution for managing and maintaining their new CNG fleets. The system includes software and hardware packages suited for transit service. The system allows implementation of modern management practices, emphasizing preventive rather than corrective maintenance, and includes enhanced quality control for spare parts, tools, and other resources.

CAIRO AIR IMPROVEMENT PROJECT

CMMS DESIGN CONCEPT FOR CNG BUS FACILITIES 3

The CMMS enables management to:

• Schedule preventive and predictive maintenance procedures, and parts and labor utilization for maintenance tasks.

• Project and monitor downtime and causes.

• Project and monitor costs, repairs, and usage of spare parts and labor.

• Analyze failures, costs, maintenance procedures, and resource usage.

CMMS usage helps in:

• Achieving high efficiency in fleet operation (by minimizing failures and maximizing operating time).

• Minimizing usage of parts and labor.

• Maximizing usage of buses and minimizing downtime.

• Maximizing buses’ lifetime and replacement period.

• Minimizing maintenance and operation costs.

• Maximizing profits.

• Raising performance levels.

The goal of this project is to establish a fleet computerized maintenance management system that allows the safe and efficient functioning of a CNG bus fleet for the CTA and GCBC.

CAIRO AIR IMPROVEMENT PROJECT

4 CMMS DESIGN CONCEPT FOR CNG BUS FACILITIES

SECTION III. CMMS Description A. Primary CMMS Applications

The following are the major elements of the CMMS:

A1. Spare Parts Inventory

Inventory tracking and control is improved resulting in having spare parts when they are needed and, therefore, ensuring that buses are in service the majority of the time. Parts requisitioning and ordering is integrated into the CMMS in order to achieve better ordering efficiency. Vendors and their performance are tracked. Data from the CMMS is then used to expedite future budgeting and planning efforts.

A2. Maintenance Scheduling

Preventive and routine maintenance are especially important for the safe operation of CNG buses and facilities. Scheduling is optimized for this complicated equipment, resulting in more efficient operation of both the buses and the support facilities. Advanced notices of scheduling are issued automatically, resulting in better planning for manpower utilization. Service contract renewals and terms are tracked, and early warning of expirations are produced.

A3. Safety Inspections

Visual and instrumental safety inspections, particularly of the fuel system, are critical to the safe operation of the buses, fueling facilities, and maintenance facilities. Computer scheduling of these inspections ensures an optimum inspection schedule. Furthermore, routine computer analyses of inspection results warn of impending safety problems.

A4. Fuel and Fluids Tracking

The CMMS tracks the rate of fuel and fluids consumption on a per-bus basis and/or for the entire fleet. The system is programmed to automatically warn of excessive fuel and/or fluids usage,indicating a problem situation. This tracking provides early warning of a fuel and/or fluids leak,indicating a potentially hazardous situation.

A5. Performance Monitoring

Tracking performance of drivers, buses, mechanics, inspectors, and systems through use of the CMMS leads to improvement in efficiencies and, therefore, cost savings. Both

on-road and inmaintenance tracking is performed. Downtime and its causes, costs, repairs, spare parts’ usage,and labor usage are all tracked. The CMMS is used to

analyze tracking data, predict future performance, summarize resources expended, analyze failures, costs, and procedures, and generate reports. Such tracking and analysis is used in continuous quality improvement.

CAIRO AIR IMPROVEMENT PROJECT

CMMS DESIGN CONCEPT FOR CNG BUS FACILITIES 5

A6. Training

CMMS outputs are used in training operators, mechanics, inspectors, management personnel,and other employees. The training schedules are maintained on the system as well. These uses of the CMMS result in improved efficiency and better-trained workers, ultimately resulting in cost savings.

A7. Computer-generated Reports

Many types of reports are generated by the CMMS to support various needs. Both routine and customized reports can be generated, and queries can be made.

A8. Clearinghouse

Maintaining a clearinghouse of data and information about CNG is done on the CMMS. Keeping a computerized inventory of books, pamphlets, service bulletins, CD-ROM’s,

etc., allows workers to access needed information easily. The materials and their usage are tracked, and some of the materials are entered directly into the CMMS. Sound and readily available information leads to productivity improvements and safety enhancement.

A9. Transportation Issues

There is a significant need to track bus and personnel locations on a real-time basis. There is also a need to analyze current routing and scheduling and make adjustments, as well as to plan new routes. These functions are easily performed using the CMMS.

A10. Financial Issues

The purchasing and inventory control functions interface with the CMMS, resulting in more efficient operations. Ultimately, these efficiencies lead to cost reductions.

A11. Interdepartmental Cooperation

Servicing, operating, and maintaining a CNG fleet will require a higher level of interdepartmental cooperation and a need for sharing information. The CMMS fulfils these needs readily. The technical, procurement, warehouse, human resources, operation, and workshop functions are all linked.

A12. QA/QC and Auditing

Routine and non-routine checks of systems, data, personnel behavior, costs, part failures, and many other items are easily checked by using the CMMS. Solutions, new approaches, remedial measures, and new designs are all indicated by the results of computer analyses. Many parts and failures are predicted and, therefore, preventative measures can be employed. The results of these analyses are a reduction in costs and the increase in the safety of operations.

CAIRO AIR IMPROVEMENT PROJECT

6 CMMS DESIGN CONCEPT FOR CNG BUS FACILITIES

B. CMMS Design Concept

The CMMS design concept is based on a revamped maintenance management structure for both the CTA and GCBC. The existing structure was studied in depth, and the revamped structure is designed to minimize disruption of the current organization. Annex A contains details of the revamped structure and highlights where the CMMS will support and enhance it.

C. CMMS Specifications

C1. General Specifications

The following are the key items required:

·        Arabic and English interface.

·        Y2K compliant.

·        Simple user interface.

·        Multiple reports (daily, quarterly, yearly, and historical).

·        Simplicity of error messages.

·        High security levels.

·        Local technical support.

C2. Hardware Architecture

To support the CMMS, CAIP offers the following minimum required hardware specifications for the server and workstations. At each garage, CAIP envisions one server and approximately 10 workstations, each accompanied by a printer (see Annex B, Figure B1 for garage computer network).

The server requires: current Pentium technology; 512MB RAM; 50x CD-ROM drive; 1.44MB floppy drive; 20GB internal tape backup; network card; four 10GB hard disks; 8MB AGP VGA card; two serial, one parallel, and two USB ports; and a 56k/v90 internal modem.

The workstations require: current Pentium technology; 128MB RAM; CD-ROM drive; 1.44MB floppy drive; network card; 10GB hard disk; 8MB AGP VGA card; and two serial, one parallel,and two USB ports.

The monitors for the server and workstations must be plug-and-play compatible and require a nominal, 15-inch (13.8-inch viewable) area.

The network requires a continuous power supply, two hubs (12-port and 8-port) with transceivers to fiber optic cables, two racks and patch panels matching the hubs, and a face plate with external box and surface mounting suitable for an RJ45 connector. CAIRO AIR IMPROVEMENT PROJECT

CMMS DESIGN CONCEPT FOR CNG BUS FACILITIES 7

C3. Software Architecture

The CMMS includes five interrelated modules as follows:

• System Control Module;

• Gate Module;

• Personnel Module;

• Inventory Module; and

• Maintenance Module.

Each of these modules in the CMMS is designed to support multiple companies, branches,currencies, languages, and users, as well as featuring security controls, client/server applications,and the ability to modify screen layouts. Please refer to Annex B for details and flowcharts showing the relationship and interconnectivity of the CMMS modules.The System Control Module controls the other four modules, databases, forms, and the form controls, and can perform this for multiple companies, branches, departments, and divisions. The system setup of users and groups, as well as the assigning of security rights to them, is performed through this module. The operator can also view which users are active on the system at any time through the System Control Module.

The Gate Module is the user-level entry into the CMMS, recording employee timesheets, bus logs, and repair requests.

The Personnel Module holds the electronic records of all employees, assigning each a unique identification number, and allows management to route employees to positions according to skill level and availability, as well as to training courses as required. The module tracks vacation, sick leave, overtime, days absent, etc.

The Inventory Module allows the management to adjust minimum/maximum levels of inventory, dd, issue, receive, and transfer spare parts, and track stock over multiple companies, branches,and stores, and do so by item cost or by average price. The module

is barcode-enabled and can produce inventory lists by quantity and cost. The module alerts the operator when inventory is “slow-moving” or needs to be restocked.

The Maintenance Management Module records the technical information for maintenance units,and provides setups for preventive maintenance scheduling, technical and safety procedures, and required resources.

The module notifies all other departments related to maintenance with the required labor skills, materials, and tools needed for each new maintenance operation.

CAIRO AIR IMPROVEMENT PROJECT

8 CMMS DESIGN CONCEPT FOR CNG BUS FACILITIES

SECTION IV. Other Factors

A. Proposed Staffing

The figures presented in the table below are the estimated staffing requirements for a garage housing 25 full-size CNG transit buses. The estimates for transportation and maintenance personnel were based on the number of buses and the distance they operate

per day. Staffing requirements for the rest of the garage employees are estimates based on the CNG team’s experience with facility management in Egypt and the US. The total

estimated staff for maintaining and operating the CMMS is two. The Computerized

Maintenance Management System (CMMS) A. Proposed CMMS

CAIP, with assistance from the bus companies, studied the existing diesel bus operations and maintenance (O&M) organizations and practices to determine the baseline Egyptian diesel transit bus environment.

CAIP then developed a proposed new organizational structure and reporting relationship for the CNG bus garages that is designed to enhance the current system, as well as provide the necessary new equipment and management practices. This effort also includes development of proposed staffing requirements for maintenance personnel and management staff.

The new program is based on CNG transit experience from around the globe, and uses straightforward requirements to allow efficient implementation into the CTA and GCBC organizations. Some technologically sophisticated systems are proposed, but they are being implemented with proper training and provide superior capabilities for monitoring and ensuring the success of the new CNG programs at CTA and GCBC. CAIP is assisting the bus companies with developing detailed management procedures for CNG bus O&M. These include schedules for inspections; procedures for routine and preventive maintenance; management of spare parts and supplies; and monitoring, reporting, follow-up, and resolution of maintenance problems.

B. Need for the CMMS

Currently, all CTA and GCBC maintenance management activities are performed without the use of computers. Significant deficiencies exist, including delay in obtaining spare parts for needed repairs, minimum level of preventive maintenance, redundancies in maintenance functions, inability to track performance of buses, and low level of safety checks.

CNG buses and their support facilities are more sophisticated than their diesel counterparts. CNG is a gas and leaks are harder to detect than those from diesel. The fuel tanks that hold the compressed gas are of a high-tech design. The gas is under high pressure, sometimes exceeding 3,000 PSI. The bus engines and transmissions are computer-controlled and require complex preventive maintenance techniques to keep them operating at optimum conditions. An enhanced maintenance and safety program is essential for safe and economical operation of the buses and their support facilities.

C. CMMS Description and Goals

For sustainability reasons, CAIP is providing the bus companies with a complete computerized solution for managing and maintaining their new CNG fleets. The system includes software and hardware packages suited for transit service. The system allows implementation of modern management practices, emphasizing preventive rather than corrective maintenance, and includes enhanced quality control for spare parts, tools, and other resources.

CAIRO AIR IMPROVEMENT PROJECT

CMMS DESIGN CONCEPT FOR CNG BUS FACILITIES 3

The CMMS enables management to:

• Schedule preventive and predictive maintenance procedures, and parts and labor utilization for maintenance tasks.

• Project and monitor downtime and causes.

• Project and monitor costs, repairs, and usage of spare parts and labor.

• Analyze failures, costs, maintenance procedures, and resource usage.

CMMS usage helps in:

• Achieving high efficiency in fleet operation (by minimizing failures and maximizing operating time).

• Minimizing usage of parts and labor.

• Maximizing usage of buses and minimizing downtime.

• Maximizing buses’ lifetime and replacement period.

• Minimizing maintenance and operation costs.

• Maximizing profits.

• Raising performance levels.

The goal of this project is to establish a fleet computerized maintenance management system that allows the safe and efficient functioning of a CNG bus fleet for the CTA and GCBC.

CAIRO AIR IMPROVEMENT PROJECT

4 CMMS DESIGN CONCEPT FOR CNG BUS FACILITIES

SECTION III. CMMS Description A. Primary CMMS Applications

The following are the major elements of the CMMS:

A1. Spare Parts Inventory

Inventory tracking and control is improved resulting in having spare parts when they are needed and, therefore, ensuring that buses are in service the majority of the time. Parts requisitioning and ordering is integrated into the CMMS in order to achieve better ordering efficiency. Vendors and their performance are tracked. Data from the CMMS is then used to expedite future budgeting and planning efforts.

A2. Maintenance Scheduling

Preventive and routine maintenance are especially important for the safe operation of CNG buses and facilities. Scheduling is optimized for this complicated equipment, resulting in more efficient operation of both the buses and the support facilities. Advanced notices of scheduling are issued automatically, resulting in better planning for manpower utilization. Service contract renewals and terms are tracked, and early warning of expirations are produced.

A3. Safety Inspections

Visual and instrumental safety inspections, particularly of the fuel system, are critical to the safe operation of the buses, fueling facilities, and maintenance facilities. Computer scheduling of these inspections ensures an optimum inspection schedule. Furthermore, routine computer analyses of inspection results warn of impending safety problems.

A4. Fuel and Fluids Tracking

The CMMS tracks the rate of fuel and fluids consumption on a per-bus basis and/or for the entire fleet. The system is programmed to automatically warn of excessive fuel and/or fluids usage,indicating a problem situation. This tracking provides early warning of a fuel and/or fluids leak,indicating a potentially hazardous situation.

A5. Performance Monitoring

Tracking performance of drivers, buses, mechanics, inspectors, and systems through use of the CMMS leads to improvement in efficiencies and, therefore, cost savings. Both

on-road and inmaintenance tracking is performed. Downtime and its causes, costs, repairs, spare parts’ usage,and labor usage are all tracked. The CMMS is used to

analyze tracking data, predict future performance, summarize resources expended, analyze failures, costs, and procedures, and generate reports. Such tracking and analysis is used in continuous quality improvement.

CAIRO AIR IMPROVEMENT PROJECT

CMMS DESIGN CONCEPT FOR CNG BUS FACILITIES 5

A6. Training

CMMS outputs are used in training operators, mechanics, inspectors, management personnel,and other employees. The training schedules are maintained on the system as well. These uses of the CMMS result in improved efficiency and better-trained workers, ultimately resulting in cost savings.

A7. Computer-generated Reports

Many types of reports are generated by the CMMS to support various needs. Both routine and customized reports can be generated, and queries can be made.

A8. Clearinghouse

Maintaining a clearinghouse of data and information about CNG is done on the CMMS. Keeping a computerized inventory of books, pamphlets, service bulletins, CD-ROM’s, etc., allows workers to access needed information easily. The materials and their usage are tracked, and some of the materials are entered directly into the CMMS. Sound and readily available information leads to productivity improvements and safety enhancement.

A9. Transportation Issues

There is a significant need to track bus and personnel locations on a real-time basis. There is also a need to analyze current routing and scheduling and make adjustments, as well as to plan new routes. These functions are easily performed using the CMMS.

A10. Financial Issues

The purchasing and inventory control functions interface with the CMMS, resulting in more efficient operations. Ultimately, these efficiencies lead to cost reductions.

A11. Interdepartmental Cooperation

Servicing, operating, and maintaining a CNG fleet will require a higher level of interdepartmental cooperation and a need for sharing information. The CMMS fulfils these needs readily. The technical, procurement, warehouse, human resources, operation, and workshop functions are all linked.

A12. QA/QC and Auditing

Routine and non-routine checks of systems, data, personnel behavior, costs, part failures, and many other items are easily checked by using the CMMS. Solutions, new approaches, remedial measures, and new designs are all indicated by the results of computer analyses. Many parts and failures are predicted and, therefore, preventative measures can be employed. The results of these analyses are a reduction in costs and the increase in the safety of operations.

CAIRO AIR IMPROVEMENT PROJECT

6 CMMS DESIGN CONCEPT FOR CNG BUS FACILITIES

B. CMMS Design Concept

The CMMS design concept is based on a revamped maintenance management structure for both the CTA and GCBC. The existing structure was studied in depth, and the revamped structure is designed to minimize disruption of the current organization. Annex A contains details of the revamped structure and highlights where the CMMS will support and enhance it.

C. CMMS Specifications

C1. General Specifications

The following are the key items required:

• Arabic and English interface.

• Y2K compliant.

• Simple user interface.

• Multiple reports (daily, quarterly, yearly, and historical).

• Simplicity of error messages.

• High security levels.

• Local technical support.

C2. Hardware Architecture

To support the CMMS, CAIP offers the following minimum required hardware specifications for the server and workstations. At each garage, CAIP envisions one server and approximately 10 workstations, each accompanied by a printer (see Annex B, Figure B1 for garage computer network).

The server requires: current Pentium technology; 512MB RAM; 50x CD-ROM drive; 1.44MB floppy drive; 20GB internal tape backup; network card; four 10GB hard disks; 8MB AGP VGA card; two serial, one parallel, and two USB ports; and a 56k/v90 internal modem.

The workstations require: current Pentium technology; 128MB RAM; CD-ROM drive; 1.44MB floppy drive; network card; 10GB hard disk; 8MB AGP VGA card; and two serial, one parallel,and two USB ports.

The monitors for the server and workstations must be plug-and-play compatible and require a nominal, 15-inch (13.8-inch viewable) area.

The network requires a continuous power supply, two hubs (12-port and 8-port) with transceivers to fiber optic cables, two racks and patch panels matching the hubs, and a face plate with external box and surface mounting suitable for an RJ45 connector. CAIRO AIR IMPROVEMENT PROJECT

CMMS DESIGN CONCEPT FOR CNG BUS FACILITIES 7

C3. Software Architecture

The CMMS includes five interrelated modules as follows:

            System Control Module;

            Gate Module;

            Personnel Module;

            Inventory Module; and

           Maintenance Module.

Each of these modules in the CMMS is designed to support multiple companies, branches,currencies, languages, and users, as well as featuring security controls, client/server applications,and the ability to modify screen layouts. Please refer to Annex B for details and flowcharts showing the relationship and interconnectivity of the CMMS modules.

The System Control Module controls the other four modules, databases, forms, and the form controls, and can perform this for multiple companies, branches, departments, and divisions. The system setup of users and groups, as well as the assigning of security rights to them, is performed through this module. The operator can also view which users are active on the system at any time through the System Control Module.

The Gate Module is the user-level entry into the CMMS, recording employee timesheets, bus logs, and repair requests.

The Personnel Module holds the electronic records of all employees, assigning each a unique identification number, and allows management to route employees to positions according to skill level and availability, as well as to training courses as required. The module tracks vacation, sick leave, overtime, days absent, etc.

The Inventory Module allows the management to adjust minimum/maximum levels of inventory,add, issue, receive, and transfer spare parts, and track stock over multiple companies, branches,and stores, and do so by item cost or by average price. The module is barcode-enabled and can produce inventory lists by quantity and cost. The module alerts the operator when inventory is “slow-moving” or needs to be restocked.

The Maintenance Management Module records the technical information for maintenance units,and provides setups for preventive maintenance scheduling, technical and safety procedures, and required resources. The module notifies all other departments related to maintenance with the required labor skills, materials, and tools needed for each new maintenance operation.

A. Proposed Staffing

The figures presented in the table below are the estimated staffing requirements for a garage housing 25 full-size CNG transit buses. The estimates for transportation and maintenance personnel were based on the number of buses and the distance they operate per day. Staffing requirements for the rest of the garage employees are estimates based on the CNG team’s experience with facility management in Egypt and the US. The total estimated staff for maintaining and operating the CMMS .