FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v3.61.59.0, which incorporates the following:
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v3.61.54.0, which incorporates the following:
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v3.61.52.0, which incorporates the following:
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v3.61.51.0, which incorporates the following:
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v3.61.50.0, which incorporates the following:
Features
Solutions
Asset tagging is the process of labeling your organization’s physical assets with unique identification tags, such as barcodes or QR codes, to aid in asset management. It helps organizations increase visibility of their owned assets in order to improve asset tracking.
As the term implies, asset tagging involves the use of asset tags. Asset tags are labels used to identify an organization’s physical assets using a unique number. They are physically attached to assets in a place that is easy for technicians to view, scan, or from which to receive data. Asset tags come in many forms:
Depending on the type of tag, technicians use a barcode reader, smartphone app, or other scanning device to read asset tags and retrieve information about the asset.
Between equipment, spare parts, tools, and other items, maintenance teams are responsible for hundreds to tens of thousands of assets. Not only does the sheer volume make manual tracking difficult, many assets may be similar to one another. The asset tagging process ensures that you have an accurate picture of your organization’s owned assets and can more effectively track assets throughout their lifecycle.
When integrated with computerized maintenance management system (CMMS) software or other asset tracking systems, technicians are able to quickly access critical information about assets including manufacturer details, service history, and maintenance documentation. Having such information at their fingertips allows maintenance teams to respond to breakdowns faster, systematically diagnose the causes of equipment failures, and reduce downtime.
Asset tagging provides numerous benefits related to asset tracking and maintenance management:
Asset tagging is a powerful tool that greatly increases your ability to track assets and their maintenance needs. Though it requires a little time and effort up front, the payoffs of asset tagging far outweigh the investment. Below is an overview of the steps involved in implementing an asset tagging system for your facility.
An asset register is a formal list of all maintenance assets your organization owns or manages. Creating an asset register ensures that you have a complete picture of all assets and reduces the likelihood that assets will be ignored or duplicated. In addition to an ID, record an asset’s name, location, condition, and any other critical details. This is easily done in a CMMS.
Though asset tagging has many benefits, it is often not practical or worthwhile to tag every single asset. Determining which assets are candidates for tagging relies on factors such as your organization’s goals, budget constraints, or the types of assets being considered. Below are some factors that might influence your decision on whether to tag an asset
The main benefit of asset tagging is to be able to accurately identify assets for tracking purposes. Therefore, each asset must have a unique identifier. Your organization should develop an asset naming convention that is logical and makes assets easy to recognize from the ID alone.
Though serial numbers are a way to uniquely identify assets, it is advised not to use serial numbers for asset IDs, as they serve different goals.
Serial numbers are assigned by manufacturers to distinguish one unit from another or for warranty purposes. Their format is not standardized and can vary between manufacturers, even for similar equipment. Further, serial numbers have no meaning to your organization.
On the other hand a strategic, internally-crafted naming convention allows you to build meaning into asset IDs, making it easier to identify and communicate about your assets.
Asset tags come in a variety of shapes, sizes, and materials to fit an infinite amount of applications. When figuring out what type of asset tags best fit your needs, consider the following questions:
If not already present in your CMMS, enter the assets from your register into the system. Include any information required by the system, as well as essential information such as manufacturer, serial number, and location. The more data you provide, the more effective the CMMS will be in building complete maintenance records.
Affix tags in a secure, accessible location on each asset. The type of tag chosen earlier may determine how the tag is attached and where it is placed.
Once asset tags are in place, you must educate your team on the purpose and significance of the tags and how to use them in their maintenance process. Train your team how to use any scanning devices, advanced CMMS features, or other software required for the asset tagging system.
Maintenance or asset managers should also document any policies related to the asset tagging system, such as how new assets are named, who is authorized to create new asset tags, what triggers the creation of new tags, and how to report any required changes.
Accurate asset identification is a key component of asset tracking. Asset tags uniquely identify your assets, ensuring that failures and maintenance activities are attributed correctly. When used in tandem with asset tracking software, like FTMaintenance Select, you can save time searching for asset information, entering data, and managing asset maintenance and repairs. Request a demo today to learn how FTMaintenance Select helps you effectively manage your assets.
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v3.61.44.0, which incorporates the following:
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v3.61.41.0, which incorporates the following:
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v3.61.39.0, which incorporates the following:
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v3.61.38.0, which incorporates the following:
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v3.61.36.0, which incorporates the following:
Solutions
Go more in-depth with our related article What is Work Order Management?.
FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.28.0, which incorporates the following:
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.21.0, which incorporates the following:
Features
Solutions
Go more in-depth with our related article How to Organize Your Maintenance Storeroom.
Key Takeaways
If you have ever installed a software program or created an account to use an online service, then you are likely already familiar with software license agreements. They are those lengthy documents that pop up and ask you to agree to certain terms and conditions before continuing.
While most people skip reading and blindly click “accept”, when it comes to buying software like computerized maintenance management system (CMMS) software, failure to understand license terms and conditions can lead to costly consequences. In this article, we discuss the different aspects of CMMS licenses that you should review before making a final purchase decision or ultimately using the software.
For the purposes of this article, we have limited the discussion of software license agreements to information relevant to you as the CMMS project manager, maintenance manager, or similar role. It covers general information that can be used to evaluate CMMS systems and evaluate vendors against one another.
A CMMS software license is a legal agreement between the software owner (vendor) and end user (your organization) that outlines the rights that apply to the distribution, use, maintenance, and management of the CMMS. It establishes the ownership rights of the CMMS vendor, and the usage rights and restrictions of the end user. Software license agreements are also commonly called End User License Agreements (EULAs) or Software License Agreements (SLAs).
When you purchase a CMMS for your organization, you are not buying the CMMS per se. You are really buying a license, or permission, to use the software application. The software license agreement spells out the rights granted to license holders, such as how long the license is valid, who may use it, and where it can be used.
Though it may seem like boring legalese, CMMS license agreements contain valuable information about your rights as an end user, as well as other information about your system access and use. Below are the different areas typically covered by CMMS software licenses.
The license type determine the duration of time that a software license is valid. The most common types are perpetual or subscription licenses.
Perpetual licenses are sold on a one-time basis and allow you to access and use the CMMS forever (i.e., in perpetuity). For on-premise software, the perpetual license typically applies only to the version installed, and not necessarily future versions. However, many vendors include free updates and upgrades with a license purchase for a fixed period of time. Organizations may also purchase separate service plans to receive upgrades and support.
Subscription licenses allow you to use the software within a fixed timeframe, typically a month or year. When the end date of the term is reached, the license is typically renewed automatically and allows usage for another interval. Unlike a perpetual license, which permits usage of the CMMS forever, a subscription license is “rented” from the vendor for a fixed period, and requires ongoing payment in order to continue use.
Read also: Understanding CMMS Software Pricing
User rights, typically found in a “Usage Rights”, “License Grant”, or similarly named section, govern how users are authorized to access and use the CMMS. Common user right groupings are called named users, concurrent users, and unlimited users.
Named users licenses allow specific individuals within your organization to access and use the CMMS. The license is tied to the individual until it is revoked, transferred to another person, or cancelled (terminated). Named user licenses provide clear visibility and control over software access, ensuring that only authorized users can log in and use it.
Concurrent user licenses are based on how many users require access to the system at the same time (concurrently). With this model, any number of individuals may log in and out of the software, but access is restricted by the number of “seats”, or licenses, available at a given time.
Unlimited user licenses allow just that – an unlimited number of people to access and use the CMMS. Most commonly, unlimited user licenses are intended to allow non-maintenance employees to submit work requests using the CMMS’s web portal. Depending on the vendor, an unlimited work request user license may be included with a full user license purchase, or may be sold separately.
Unlimited user licenses may also be offered to very large organizations engaged in enterprise-level maintenance management. Enterprise license agreements (ELAs) provide anyone across the organization with full access to the CMMS. Note, however, that access may be restricted by other factors, such as geographic location. Location considerations are discussed later on.
Some CMMS vendors sell licenses related to a person’s job responsibilities or role within their organization. In this case, the license grants certain rights to CMMS users based on their role. Common user roles and their related system permissions are listed below:
CMMS license agreements may contain special terms and conditions for large organizations, or multi-site organizations spread across a wide geographic area, that state where the software may be accessed and used. Typically, the CMMS license applies only to the specific company and location that purchased the license.
For example, if you have a distribution center on both the East and West Coast, the East Coast location is not permitted to use the CMMS just because the West Coast location owns a license, even though both locations are part of the same organization. Alternatively, vendors may offer an unlimited user license to organizations with large maintenance teams operating out of a single location or maintenance teams split across geographic areas. These site licenses may have special pricing.
It is also important to consider your company’s future growth plans. Existing CMMS licenses may not necessarily apply to any future locations your organization operates. Make sure to discuss any location-based licensed terms with your vendor.
CMMS license agreements may include details about what software hosting, maintenance, and support is included with your license purchase. For example, some vendors charge a hosting fee for cloud-based CMMS software, in addition to the licensing fee (though both are typically included in the subscription license price). If you no longer wish to use the software in the cloud, some vendors can transition the CMMS to an on-premise installation.
Vendors that sell perpetual licenses may include maintenance and support service for the first year, but then require you to purchase maintenance agreements to continue receiving support and upgrades. With subscription licenses, support and maintenance are often included in the license renewal cost. Some vendors may sell support and service agreements separate from licenses.
Other maintenance and support items to examine include:
Termination and renewal terms specify how organizations are to renew or continue with their software license agreements. If termination processes are not properly followed, you may be on the hook for paying for licenses that you don’t use, or in extreme cases, prompt legal action. Conversely, not understanding renewal requirements (and letting the license expire) may cause your team to unexpectedly lose access to the CMMS and critical maintenance data.
Thoroughly understanding CMMS software license agreements is critical for making informed purchase decisions and avoiding potential pitfalls. By carefully examining CMMS license terms and conditions, you can ensure that the CMMS aligns with the needs of your organization.
FTMaintenance Select is a low-cost, low-risk CMMS solution for documenting, managing, and tracking maintenance operations. Request a demo today to learn more.
FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.55.11.0, which incorporates the following:
Features
Solutions
Computerized maintenance management system (CMMS) software has become an essential tool for organizations that seek to modernize their maintenance departments. However, it is easy for inexperienced CMMS buyers to be influenced by flashy user interfaces, lengthy lists of features, or high-pressure sales tactics and end up buying a CMMS that doesn’t meet their core functional needs.
This article provides an easy-to-follow process that increases your likelihood of selecting the best CMMS for your organization.
There’s a lot of pressure on buyers to pick the perfect CMMS solution. After all, no one wants to be responsible for choosing a system that is too expensive to implement, doesn’t meet their organization’s needs, won’t be used, or will be quickly outgrown or replaced.
Taking the time to understand your organization’s needs and goals will help you avoid the CMMS buying pitfalls that often result in buyer’s remorse. The following sections outline a systematic approach you can use to make a well-informed CMMS purchase decision.
When researching and selecting a CMMS, it is important to distinguish between your needs and wants. Needs are the core requirements that the CMMS must fulfill, and are tied directly into your maintenance management and business goals. For example, if your goal is to reduce the number of unexpected failures, the CMMS should have preventive maintenance scheduling.
Wants are “nice-to-haves” that are not essential to the core functionality of the CMMS. For example, viewing assets on an interactive floor map is an attractive feature, but is not required for asset location tracking.
Clearly defining your CMMS needs versus wants helps you avoid getting swayed by impressive, yet unnecessary features. Additionally, focusing only on your CMMS needs prevents you from wasting time trying to find a solution that “does it all.” In fact, very few systems will contain everything you both need and want.
That said, it is okay to create a list of “wants” separate from your needs. These value-added features could give one CMMS an edge over another during your evaluation, all else being equal.
A needs assessment is a process that helps you identify, understand, and address your maintenance management challenges. It examines the gaps between the current state of your maintenance operations and your maintenance management goals. Such goals are generally well-known throughout the organization or may be handed down by upper management.
Your job is to determine why goals aren’t being met. Below are examples of common tools and techniques that will help you collect data about your maintenance process. Note that a combination of these methods is often required to get the full picture.
Direct observation is a great way to gather data about how certain tasks are completed during normal day-to-day operations. You might ask an employee to demonstrate a task or simply observe a chain of events. Be mindful, however, that employees tend to perform tasks the way they should be done when being watched. Therefore, information gathered from observation can be somewhat unreliable.
Another needs assessment technique is to interview key stakeholders including maintenance technicians, production managers, or any others who are affected by the maintenance team. Having these discussions reveals what pain points each stakeholder faces, and may uncover hidden challenges that are not observable otherwise.
A common project management technique used for needs assessment is a Strengths, Weaknesses, Opportunities, and Threats (SWOT) analysis. A SWOT analysis is a method for identifying internal strengths and weaknesses, and external opportunities and threats related to the goal or project. A SWOT analysis example grid is shown below:
| Strengths | Weaknesses |
| What does the maintenance team do well?
Examples:
|
What can the maintenance team do better?
Examples:
|
| Opportunities | Threats |
| What could be changed to help the maintenance team reach their goals?
Examples:
|
What makes it difficult for your team to succeed in reaching their goal?
Examples:
|
As you can see, a SWOT grid can provide an analysis of your maintenance process in one place, and enables you to visualize your current strengths and weaknesses while also considering factors that might affect future performance.
Leveraging maintenance records – assuming they exist – helps identify trends and patterns in maintenance activity, asset performance, and the quality of maintenance work. Using one of several root cause analysis (RCA) techniques may reveal the cause of recurring failures. Analyzing key performance indicator (KPI) reports may draw attention to the assets in most need of maintenance intervention. If you have several identical assets, you may benchmark low performers against those that are performing as expected.
If you do not have formal maintenance records, congratulations – you’ve just identified an opportunity for improvement!
While the primary focus of a needs assessment is to understand your current requirements and challenges, it’s also important to plan for future needs. Consider what your maintenance needs might be in the next year, 3 years, or 5 years, and think about what might be required to meet those needs. For example, it is important to invest in a scalable CMMS that can accommodate increasing amounts of users and data as the organization grows.
After conducting the needs assessment, review and analyze the information you’ve collected to identify your needs. Based on the depth of your needs assessment, you may have discovered a few general needs or a mixed bag of broad and specific needs. It can be helpful to group needs into broad categories, such as work order management, asset management, labor management, and so on.
Next, prioritize your needs or need categories based on their significance to your goals. For example, you may discover opportunities to streamline your service requests process, but if your goal is to decrease downtime, it is more critical to improve preventive maintenance scheduling.
As you analyze your list of needs, your core functional requirements become clear. While it may be helpful to further breakdown needs into smaller pieces, it is important to remain focused on what you need a CMMS to do, and not how the software will do it. Every CMMS solution will likely meet your needs, albeit in slightly different ways. You will develop preferences for how a system works later when viewing software demonstrations.
Read More: What to Expect from a CMMS Software Demo
Now that you’ve identified and prioritized your needs, you need a way to ensure that you remain unbiased when researching potential CMMS solutions. Create an evaluation tool such as a checklist or scorecard to evaluate solutions based on how well they meet your needs. For example, you may create a scorecard that assigns scores to each need as follows:
Alternatively, you might evaluate features on multiple criteria such as functionality, customization, ease of use, etc., and calculate a composite score. Whichever tool you use, it is critical that it be used to evaluate all potential solutions so that scores can be compared to one another fairly.
Also Read: What Makes CMMS Software Easy To Use?
Once you’ve assessed your needs, prioritized them, and created your evaluation tool, you are ready to dive into vendor and product research, including viewing software demos. During this process, refer back to your previous discovery and evaluation tool often to stay focused on your core needs.
Related Resource: Questions to Ask Your CMMS Vendor Before Buying
With so many CMMS solutions on the market, it can be difficult to know which one is best for your organization. Using a systematic approach makes it easier to find a solution that meets your needs in the most efficient, objective manner – and might even make you look like a hero! FTMaintenance Select is a full-featured CMMS solution for managing work orders, assets, MRO inventory, preventive maintenance, and more. Request a demo today to learn how FTMaintenance Select meets the unique needs of today’s maintenance organizations.
Today’s technology-driven industrial environments have pushed organizations to find more efficient ways to manage their maintenance operations. Mobile computerized maintenance management system (CMMS) software has become an essential tool for optimizing maintenance performance and taking maintenance management to new heights.
To gain the most value from a mobile CMMS solution, one must understand and implement best practices. In this article, we explore mobile CMMS best practices and discuss key recommendations to optimize your CMMS experience.
| This article is part of a series of articles related to maintenance management best practices. Read our other best practice articles: |
Compared to other business areas, maintenance management has been left behind in terms of technology – that is, until recently. The 21st century has been defined by the ability to quickly access and share information, placing pressure on maintenance teams to abandon outdated maintenance tracking methods in favor of CMMS software.
Mobile CMMS takes maintenance management software beyond anchored computer terminals to the plant floor, providing access anytime, anywhere. This enables maintenance technicians to harness the power of CMMS from mobile devices and unlock new levels of performance and productivity.
Related Reading: How to Choose Mobile Devices for Your Maintenance Team
There are several best practices to consider when implementing or using mobile CMMS software. Follow these best practices to maximize the benefits mobile CMMS brings to your organization.
The operating system is the software that runs the basic functions of your mobile device, with the two most common being Google’s Android OS and Apple’s iOS. The operating system matters because it determines what devices will be used to run the mobile CMMS and your organization’s IT team needs to support.
Android OS is supported on a wide range of devices, and those devices are usually lower cost. In comparison, iOS is only supported on Apple devices, which are narrower in range and generally higher cost. That said, there are many factors to consider when deciding which is operating system is best for your organization.
Many vendors offer both an Android and an iOS version of their mobile CMMS. Ensure that the CMMS can be installed and run on the devices you intend your technicians to use. Consult with your IT team to determine which platform is easier for them to manage and will be compatible with existing systems.
Mobile devices come in many shapes and sizes. From pocket-sized smartphones, to full-size tablets, to phablets (a middle ground between smartphones and tablets), there is no shortage of options available.
Gather feedback from your team about which devices they use in their daily lives, the size of those devices, and determine how that experience might translate into the workplace. Technicians who are moving about the facility all day may prefer a device that fits in their pocket. Maintenance managers or other administrative users typically find tablets or laptops to be more convenient.
Most mobile devices have a standard set of features useful to maintenance teams. To ensure the best mobile CMMS experience, select devices that have the following features:
Beyond standard features, ensure that your selected mobile devices can withstand industrial maintenance environments. While durable cases and screen protectors provide some protection, consumer-grade mobile devices are not designed to stand up to extreme temperatures, moisture, dust, and other conditions. When looking for mobile devices, search for rugged devices with an IP rating of at least IP65 or that meet MIL-STD-810 standards.
The user interface – the way the mobile CMMS looks and feels – has a big impact on user adoption. Technicians will be reluctant to try or continue using a CMMS that is too cumbersome to use or difficult to navigate. Therefore, you must choose a CMMS that is intuitive and easy to navigate.
Mobile CMMS apps are designed to provide a simplified experience for everyday users, allowing them to perform essential maintenance management tasks such as updating and completing work orders and viewing asset information.
Depending on the technological skills of your maintenance team, what is considered to be “user friendly” can widely vary from one person to the next. Read our article What Makes CMMS Software Easy to Use to learn how to properly evaluate a mobile CMMS app’s user interface.
Compared to its desktop counterpart, a mobile CMMS provides a scaled down, simplified experience. However, that does not mean that you should forego user training. Take advantage of vendor-provided user training, product documentation, and ongoing support to ensure smooth adoption of the mobile CMMS.
Provide comprehensive training to all users who will be using the mobile CMMS. Ensure they understand the system’s features, functions, and how to navigate through it. Regularly update training materials to keep users up to date with any changes or new features.
Maintenance work often takes technicians to areas where there is poor or no internet connectivity. This creates a challenge in environments where real-time access to maintenance data can save (or cost) the organization thousands of dollars. Select a mobile CMMS that offers offline access to work orders, asset details, and maintenance documentation to ensure that nothing gets in the way of getting work done.
Mobile devices provide technicians with access to text messages, emails, and other productivity apps. A mobile CMMS can send notifications about new work orders, urgent maintenance needs, and important updates directly to mobile devices. Look for a CMMS that supports multiple notification methods, such as text, email, and push notifications to keep your team informed.
Vendors are always improving mobile CMMS software to provide more features and functionality. Maintenance teams using outdated versions of the CMMS will not get to enjoy these upgrades or gain any additional benefits of using the system.
It is recommended to keep mobile CMMS up to date by enabling automatic updates in your device’s operating system settings. This ensures that your team has access to any new improvements to the software.
Additionally, make sure that mobile devices are kept in good working order and are upgraded as necessary. Faulty hardware, cracked or scratched screens, and other damage can hamper use of the mobile CMMS.
User feedback is a valuable source of information to maintenance managers and CMMS vendors. Periodically, check in with your primary mobile CMMS users to collect feedback on their experience. Learn about how they use and view the software, and report any issues or feature suggestions back to the vendor.
There are several best practices to consider when implementing a mobile CMMS solution. Following these practices ensures that you choose a solution that meets your maintenance management needs and supports your organization’s goals. FTMaintenance Select features a mobile CMMS app that provides maintenance technicians with the essential functionality needed to perform day-to-day maintenance activities. Request a demo of FTMaintenance Select today to learn more.
FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.36.0.0, which incorporates the following:
Features
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.33.1.0, which incorporates the following:
Features
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.31.2.0, which incorporates the following:
Features
Solutions
Whether required by regulatory agencies or internal policies, a work order approval process establishes accountability in the maintenance process. However, an inefficient or manual approval process unnecessarily extends response times and creates other bottlenecks in daily operations. Electronic signatures streamline the work order approval process, ensuring that maintenance work is completed on time and meets quality standards.
Electronic signatures are most relevant to organizations regulated by the United Stated Food and Drug Administration (FDA), as they are required to comply with the Code of Federal Regulations (CFR) Title 21 Part 11 standard which sets requirements for electronic recordkeeping and signatures. Other regulatory bodies, such as the International Organization for Standardization (ISO), have similar standards.
21 CFR Part 11 defines an electronic signature as “a computer data compilation of any symbol or series of symbols executed, adopted, or authorized by an individual to be the legally binding equivalent of the individual’s handwritten signature.” According to the standard, electronic signatures must contain the following information:
Additionally, electronic signatures must be authenticated to ensure that signees are who they claim to be. Therefore, electronic signatures that are not based upon biometrics require that the signature:
Organizations operating in non-regulated industries may have less strict signature requirements.
Learn More: What FDA 21 CFR Part 11 Compliance Means for Maintenance Teams
Depending on the system, electronic signatures may be applied in multiple ways, including:
Note that these methods, in and of themselves, are not sufficient to meet 21 CFR Part 11 requirements.
Learn more about the difference between electronic signatures vs. digital signatures
Electronic signatures provide many benefits in the work order approval process.
With a paper-based work order approval process, maintenance teams must manually process paperwork, including printing, collecting, organizing, transporting, and archiving work orders. At any point during this process is the possibility of losing or destroying the work order. Electronic signatures allow organizations to go paperless and manage work order approvals from a centralized system.
Unlike handwritten signatures, which present the opportunity for forgery, electronic signatures are usually backed by authentication methods, such as requiring a signer to enter a unique username and password. This ensures that designated approvers are genuinely signing off of maintenance work and are held responsible for the quality and outcomes of repairs. Approvers also hold technicians responsible for ensuring that work orders contain all necessary information and repairs meet quality standards before signing off.
The electronic signature approval process automatically documents the signing process, including when signatures were applied, by whom, and whether changes were required. This provides reliable documentation for internal or regulatory maintenance audits.
Electronic signatures streamline the work order approval process, allowing approvers to quickly sign off on completed maintenance work from anywhere they can access the work order. The steps below outline a general work order approval process in a computerized maintenance management system (CMMS) using electronic signatures.
Many maintenance teams use CMMS software to approve work orders using electronic signatures. However, because of the technical, sometimes complex language used in requirements documentation, many organizations believe they are achieving 21 CFR Part 11 compliance when in fact they are not.
One point of misunderstanding comes during the buying process. Buyers will often ask if a vendor’s CMMS is compliant with FDA electronic signature requirements. To be clear, compliance is based on how the CMMS is used by the organization to meet electronic signature requirements, and not the capabilities of the CMMS itself.
Because each CMMS solution handles electronic signatures differently, FDA-regulated organizations should carefully review a solution’s work order approval functionality to understand how it might be used to comply with the 21 CFR Part 11 standard. Some solutions may provide basic electronic signatures, but not go so far as to include components required for FDA electronic signature compliance.
Electronic signatures bring many advantages to the work order approval process, allowing maintenance teams to reduce administrative work, increase accountability, and create the necessary documentation for audits. FTMaintenance Select is work order management software that allows you to easily manage the work order lifecycle, from initial service request to completion, including work order approvals. Request a demo today to learn more about FTMaintenance Select.
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