Author: Ethan Wilke

Today’s technology-driven industrial environments push organizations to find more efficient ways to manage maintenance operations. When evaluating computerized maintenance management system (CMMS) software, many teams focus on how it supports mobile or field-based technicians. As a result, a mobile CMMS has become an essential tool for empowering on-the-go maintenance teams to stay connected wherever the job takes them. In this article, we discuss best practices for implementing mobile CMMS software, including selection, use adoption, and training.

Why Go Mobile with Your CMMS?

Compared to other business areas, maintenance management has been left behind in terms of technology – that is, until recently. The 21^st century has been defined by the ability to quickly access and share information, placing pressure on maintenance teams to abandon manual maintenance tracking methods in favor of CMMS software.

A mobile CMMS frees maintenance teams from being tethered to computer terminals, providing access to maintenance data anytime, anywhere. This enables technicians to harness the power of a CMMS from the convenience of mobile devices and unlocks new levels of performance and productivity.

Related Reading: How to Choose Mobile Devices for Your Maintenance Team

Choosing the Right Mobile CMMS Software

Before evaluating mobile features, it’s important to ensure that the core CMMS software meets your organization’s needs. Mobile CMMS solutions are designed as a streamlined experience meant to simplify daily tasks for technicians – not replace the core software. Therefore, a mobile maintenance solution should complement, not complicate, your overall CMMS usage.

Key Features of Mobile CMMS

While mobility itself is an important feature of any modern CMMS, it should be evaluated like any other capability of the system. However, mobile CMMS software also includes features designed specifically for field use that deserve consideration.

Offline Access

Offline functionality allows users to interact with maintenance data without an active internet connection. This feature is especially useful for:

• Remote or field-based operations far from Wi-Fi or cellular networks, common in the oil and gas, utilities, and other natural resources industries.
• Large industrial facilities where internet coverage can be inconsistent
• Government or defense facilities where security or other restrictions may limit real-time data access.
• Facilities with strict safety and cybersecurity protocols that prohibit wireless connectivity in controlled zones.

Push Notifications and Alerts

Mobile devices provide technicians with access to text messages, emails, and other productivity apps. A mobile CMMS sends alerts and notifications directly to your team’s devices, ensuring that they stay in the loop about daily tasks and unexpected issues.

Integrated Camera Features

A mobile CMMS leverages your mobile device’s integrated camera to capture photos and videos without any extra hardware setup. This allows technicians to add visual documentation directly to work orders and asset records without adding any extra steps. Users would otherwise need to transfer images from their phone, camera, or scanner using a desktop computer.

Built-in cameras can also be used to scan barcodes without relying on external hardware or connections. Depending on the system, barcode scanning can be used to enter data into input fields, navigate to asset records, or check items in and out of inventory.

Learn how barcode systems enhance maintenance operations.

Hands-Free Data Entry

Desktops and laptops aren’t practical in the field, and typing on a mobile keyboard can be difficult when wearing gloves or other safety gear. Most mobile operating systems support speech-to-text input, allowing technicians to enter data by voice rather than with their hands.

User Interface and Ease of Use

The user interface (UI) of a mobile CMMS is almost as important as its core features. A well-designed UI can significantly impact adoption, efficiency, and accuracy in the field. Mobile CMMS apps are designed to provide a simplified experience compared to desktop systems, focusing on the most essential tasks for technicians.

When evaluating mobile CMMS software, look for an interface that is intuitive, easy to navigate, and minimizes unnecessary steps. Remember that the goal isn’t to replicate the full desktop experience – it’s to streamline workflows so technicians can quickly and accurately complete their tasks.

Keep in mind the technological experience of your team. What is considered to be “user friendly” can vary widely 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.

Regular Updates

A reliable mobile CMMS should receive regular updates to add new features and ensure long-term performance. Frequent updates indicate that the vendor is actively supporting the software, keeping it compatible with the latest mobile operating systems and devices. Choosing a CMMS vendor that has a history of improving their software helps you stay current with new technologies and maintenance practices.

Best Practices for Mobile CMMS User Training

Effective training is key to ensuring technicians adopt and use a mobile CMMS consistently. Training gives users the confidence needed to embrace the mobile system, and lays the groundwork for smooth adoption and long-term success. The following best practices focus on practical strategies that make mobile CMMS training more engaging and align with how technicians work in the field.

Start with the Mobile CMMS First

The mobile CMMS experience is streamlined and task-focused, making it easier for new users to understand compared to the full system. Start with everyday tasks such as updating work orders, scanning barcodes, and taking photos. Once the simplified workflows are understood, technicians can be trained on how to perform them in the desktop software.

Use Hands-On, Practical Examples

Technicians are more likely to adopt the mobile CMMS when training mirrors their daily work. Instead of relying on dummy data or generic examples, use real assets, equipment, and work orders during training sessions. This approach helps users see how the system applies to their actual responsibilities and allows you to address real-world challenges that may arise during day to day use.

Leverage Multiple Types of Training Materials

Not everybody learns the same way. Veteran technicians may be more accustomed to reading a user manual while more tech-savvy ones may favor video learning. Vendors may offer digital user guides, webinars, videos, and in-person training to bring your team up to speed.

In addition to vendor-provided user documentation, create your own quick start guides and reference materials. Technicians should also be encouraged to contact technical support for troubleshooting or clarification.

Offer Ongoing Training

Mobile CMMS training is not a single event. New users or those with limited technology skills may require multiple refresher trainings or reminders. Ongoing training is also needed if you decide to expand your use of the app, new mobile features are released, or if there are changes to the UI.

Best Practices for Mobile CMMS User Adoption

While using a mobile CMMS may seem like a “no brainer” to maintenance management, technicians may not always see it that way. There are a number of underlying reasons why some staff may resist using the mobile CMMS, such as a lack of experience or a perception that the system will slow down their work. We cover these user adoption challenges in our article, Best Practices to Increase CMMS User Adoption.

Despite these challenges, there are several proven strategies that make adoption easier and more effective.

Communicate the Benefits

As with any change, people want to know, “What’s in it for me?” Technicians will be more likely to adopt a mobile CMMS once they understand how it makes their work easier. Rather than focusing on features, demonstrate real-world advantages such as quicker data entry, faster work order processing, and easier access to asset histories.

Encourage Feedback

A mobile CMMS might seem easy and efficient during training, but the system isn’t truly put to the test until it’s used day to day. Encourage technicians to share their experiences, pain points, and other suggestions as they use the mobile CMMS in the field. This feedback helps you identify areas for improvement as well as makes your team feel heard and valued.

Highlight Quick Wins

Highlighting early success stories can help build enthusiasm for a mobile CMMS. After implementation, point out specific examples where the software has made daily tasks faster or easier for technicians. Recognizing these “quick wins” helps technicians see the practical value of the system right away. Sharing these examples with your team reinforces how mobile access improves efficiency and makes their jobs easier.

Go Mobile with FTMaintenance Select

Implementing a mobile CMMS transforms how maintenance teams work by extending the power of maintenance management software beyond a stationary computer. Ultimately, your long-term success hinges on selecting the right CMMS platform, properly training users, and motivating your team to adopt the mobile solution. With the best practices presented in this article in mind, your organization can build a smarter, more connected maintenance operation.

FTMaintenance Select combines a powerful desktop CMMS with a user-friendly mobile app, ensuring your maintenance team stays connected, informed, and productive wherever they are. Request a demo of FTMaintenance Select today to learn more.

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.

Understanding Electronic Signature Approvals

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:

• The signer’s printed name
• The date and time the signature was applied
• The meaning associated with the signature, such as review, approval, or responsibility

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:

• Contains at least two distinct identification components, such as a username and password
• Is used only by its genuine owner
• Is protected from misuse

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

Ways to Apply Electronic Signatures

Depending on the system, electronic signatures may be applied in multiple ways, including:

• Clicking a button, such as an “Approve” button
• Clicking a “Click to Sign” checkbox
• Selecting an option from a drop-down field
• Typing a name in an input field
• Scanning an image of a handwritten signature
• Using a mouse or stylus to apply a signature in a signature box
• Scanning a fingerprint
• Recording a person’s voice for verbal consent

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

Benefits of Electronic Signature Approvals for Work Orders

Electronic signatures provide many benefits in the work order approval process.

Reduced Administrative Work

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.

Enhanced Accountability

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.

Better Audit Capability

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.

The Electronic Signature Approval Process

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.

1. Work Order Creation: A member of the maintenance team creates a work order using the CMMS. The work order contains details such as the asset in need of maintenance, the required parts and materials, and who should perform the work.
2. Notification: The assigned maintenance technician receives a notification informing them about the new work order.
3. Access the Work Order: The maintenance technician accesses the work order in the CMMS, using the web-based software or through a CMMS mobile app.
4. Work Order Completion: Based on the work order details, the technician performs the work, making sure to record any parts or tools used, complete assigned tasks, log labor hours, and enter any notes relevant to the repair.
5. Review and Approval: Before the technician closes the work order, an approver reviews that the work was completed and meets required standards, and that the work order contains all information necessary for closure.
6. Electronic Signature Application: When considered complete, the approver applies an electronic signature. Upon electronically signing off on the work order, the CMMS generates a timestamp and logs the approval in the audit trail.
7. Work Order Closure: With the work order approved, the work order can be closed. The closed work order is saved into work order history, where it can be referenced later.

CMMS Software and Electronic Signature Compliance

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.

Streamline Work Order Approvals with FTMaintenance Select Electronic Signatures

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.

Our health and well-being depends on the safety, effectiveness, and security of products we consume and use on our bodies. To protect public health, the United States Food and Drug Administration (FDA) imposes strict oversight on food and beverage, pharmaceutical, and related industries (like medical devices, cosmetics, and tobacco products). The FDA Title 21 CFR Part 11 standard is of special interest to maintenance teams in certain FDA-regulated industries. This article provides an overview of how computerized maintenance management system (CMMS) software can help you achieve compliance with 21 CFR Part 11 requirements.

What is Title 21 CFR Part 11?

The Code of Federal Regulation (CFR) Title 21 lists all federal regulations for organizations operating in the food and drug industry. Of these regulations, the ones most apparent to maintenance teams are Good Manufacturing Practices (GMP) and Title 21 CFR Part 11, which covers requirements for electronic records and electronic signatures.

Why is the 21 CFR Part 11 Standard Necessary?

Traditionally, many maintenance departments relied on manual, paper-based systems to plan and track maintenance work. Like today, the FDA maintained regulations and requirements for these paper records. However, as one can imagine, creating, collecting, storing, and maintaining paper documents requires a lot of time, effort, and physical space. Computerization solved many of these issues.

As computing and digital archiving technology advanced in the 1980s and 1990s, organizations migrated away from manual recordkeeping towards computerized systems. Although the digitization of data made exchanging, searching, and retrieving data easier, the FDA had concerns about the reliability, validity, and authenticity of digital records, compared to paper-based records. Essentially, the FDA felt that digital records were too easy to falsify, which led to the development and implementation of the 21 CFR Part 11 standard in 1997.

21 CFR Part 11 regulations are necessary to protect public health and safety by ensuring that FDA-regulated industries conduct business in a trustworthy, transparent manner. Specifically, this standard sets the criteria for which electronic records and signatures can be accepted as equivalent to their handwritten counterparts of the past. This is especially important today when it is common for bad actors to manipulate and fraudulently modify digital data.

Read Also: A Brief History of CMMS Software

What are 21 CFR Part 11 Requirements?

FDA 21 CFR Part 11 requirements cover two main topics: electronic records and electronic signatures. We provide an overview of these requirements below.

Electronic Recordkeeping

21 CFR Part 11 states that people who create records in a computer system, such as a CMMS, must create procedures and controls to ensure the authenticity, integrity, and confidentiality of electronic records. Electronic records are defined as “any combination of text, graphics, data, audio, pictorial, or other information representation in digital form that is created, modified, maintained, archived, retrieved, or distributed by a computer system.”

Maintenance teams must do the following to comply with electronic record requirements:

• Validate CMMS software and other recordkeeping systems
• Generate copies of records in human readable and electronic form
• Protect records to enable accuracy and easy retrieval
• Limit system access to authorized users
• Create and maintain an audit trail of changes to maintenance records
• Ensure the system enforces required workflows
• Ensure only authorized users access and use the system
• Verify the identity of users
• Train users to perform assigned tasks
• Document and follow 21 CFR Part 11-compliant policies
• Control distribution of, access to, and use of documentation about the CMMS

Electronic Signatures

The 21 CFR Part 11 standard 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”. Electronic signatures must contain the following information to be considered equivalent to the individual’s handwritten signature:

• The printed name of the signer
• The date and time of the signature
• The meaning associated with the signature, such as review, approval, or responsibility

In addition, electronic signatures are required to be:

• Unique to one individual and not reused or reassigned to anyone else
• Assigned only to an individual whose identity has been verified
• Certified by the signer that the signature is intended to be the legally binding equivalent as their handwritten signature
• Comprised of 2 distinct identifiers, such as a username and password
• Used only by their genuine owner
• Protected from misuse

21 CFR Part 11 also outlines requirements for controlling the security and integrity of usernames and passwords, though they are not covered in this article. Refer to the CFR 21 Part 11 documentation for more information.

CMMS and 21 CFR Part 11 Compliance

Many buyers include FDA compliance as a requirement of their future CMMS system. It is important to note, however, that a CMMS cannot be compliant in and of itself because compliance is related to how the CMMS is used.

A CMMS can help meet 21 CFR Part 11 requirements by providing an electronic system for managing maintenance activities and generating electronic records that are compliant with the regulation. Here are some ways in which a CMMS helps with compliance:

Electronic Records Management

CMMS software allows maintenance departments to manage their tasks electronically, including generating electronic records such as work orders, maintenance schedules, and equipment calibration reports. These electronic records can be managed and stored in compliance with 21 CFR Part 11 requirements, such as maintaining accurate, complete records and ensuring that records are trustworthy and reliable.

Electronic Signatures

A CMMS allows for electronic signatures to be used for approvals and sign-offs, which are necessary for maintenance activities. It can provide the necessary control to ensure compliance with 21 CFR Part 11 requirements, such as being unique to the signer, being secure, and being linked to an electronic record.

Access Controls

CMMS software provides access controls that limit access to electronic records and electronic signatures to authorized personnel only. This helps ensure that only authorized individuals create, modify, or delete electronic records and signatures, and that access to these records is tracked and audited.

Validation

Validating a CMMS ensures that it meets the requirements of 21 CFR Part 11, such as being accurate, reliable, and secure. The validation process ensures that the system is designed and operating in a manner compliant with FDA requirements.

Training

Vendor-provided CMMS training ensures that maintenance employees are able to perform their assigned tasks, demonstrate day-to-day responsibilities to auditors, and generate the documentation necessary to meet 21 CFR Part 11 requirements.

Meet FDA Requirements with FTMaintenance Select

Meeting regulatory requirements is an ongoing challenge given the number of regulations manufacturers must follow, FDA or otherwise. Some organizations may think they are in compliance with 21 CFR Part 11, only to later find out that they are not. FTMaintenance Select helps regulated manufacturers meet FDA requirements by providing a single platform for documenting, tracking, and managing maintenance records and activities. Request your demo of FTMaintenance Select today.

Though computerized maintenance management system (CMMS) software has a relatively short history compared to other business software, it has undergone major change through its life. Learning about the evolution of CMMS from an archaic, manual tracking system to a highly automated, internet-connected maintenance solution certainly gives maintenance professionals a better appreciation for CMMS software. This article provides a brief history of CMMS software.

A Brief History of CMMS

As one might expect, the evolution of computerized maintenance management systems follows the advancement of computers and their related technologies. The sections below look at the history of CMMS as defined by the technology available in different eras throughout the middle 1960’s to today.

The 1960s: Punch Cards

Image derived from: https://www.computerhope.com/jargon/p/punccard.htm

The first CMMS systems are almost unrecognizable by today’s standards. During the 1960’s, maintenance data was recorded using paper punch cards. Maintenance technicians or dedicated keypunch operators would create punch cards to represent work order data.

Punch cards were fed through a card reader hooked up to a mainframe computer, which would translate and store the data. Since each card could only hold a certain amount of information, a stack of cards was often required.

Due to the cost of hardware and operation, punch card-based systems were only of interest to large manufacturing companies that could afford it. In addition, punch cards could do little more than record basic work order information and send out reminders for recurring maintenance work. For many organizations, the return on investment (ROI) wasn’t enough.

The 1970s: Paper-based Maintenance Tracking

As the 1970s approached, maintenance tracking had moved away from punch cards to paper forms. Maintenance technicians would fill out paper work orders manually, and then hand them off to data entry clerks who would submit data to mainframe computers using minicomputer terminals. You may be surprised to learn that even with the modern CMMS systems available, many smaller organizations still operate in a similar fashion.

The 1980s: Adoption of Minicomputers

The use of minicomputers continued to grow into the 1980s. Unlike large, mainframe computers, minicomputers made CMMS more affordable and accessible to medium-sized organizations. CMMS features and functionality become more robust, and the green-screen interface empowered technicians to enter work order data.

The 1990s: Personal Computers and LAN

One of the biggest stages of CMMS evolution coincided with the widespread adoption of personal computers (PCs). No longer were specialists required to enter data through minicomputers – Microsoft Windows-based PCs allowed anyone to effectively use computers using a mouse and graphical user interface (GUI).

At the same time, rapid improvements in processing power, memory, and other technologies gave rise to more sophisticated software programs like spreadsheet and database management software. This enabled organizations to develop custom-built CMMS systems using applications like Microsoft Excel and Microsoft Access. While an improvement over paper-based systems, these homegrown solutions required continuous maintenance and had many limitations.

Further Reading: Pros and Cons of Different Work Order Management Systems

Also, local area networks (LAN) became more prevalent and allowed organizations to link computers together, providing shared access to printers, files, and data. This made maintenance data more accessible across the organization.

During this time, CMMS software was run on site using an organization’s own servers, and required ample IT resources to install, upgrade, troubleshoot, and maintain. Therefore, CMMS was still not feasible for organizations with little-to-no IT infrastructure.

The 2000s: Web-based CMMS

In the 2000s, as the Internet grew and daily use of the World Wide Web became the norm, vendors began to develop web-based CMMS applications. Unlike on-premise software that is run on an organization’s own servers, web-based software is installed and run on servers owned by the vendor. Web-based CMMS also shifted the responsibility of installation, upgrades, security, and data protection to vendors. This is what is referred to as the cloud or cloud computing.

Because web-based solutions greatly lowered the costs of hardware, software, and support service required for implementation, small organizations could finally adopt CMMS technology. The introduction of web-based CMMS also caused larger organizations to re-evaluate their IT infrastructure in order to increase efficiency and better manage upgrades. Many organizations made the switch from on-premise to web-based installations, freeing up their internal IT teams for other projects.

Web-based CMMS also provides the ability for users to access maintenance data from internet connected devices, such as laptops, tablets, and smartphones. This allowed technicians to become more productive by bringing data and the functionality of CMMS out into the field, instead of tethering employees to a home base.

Read Also: How to Choose Mobile Devices for Your Maintenance Team

Today: Connected Devices and the Internet of Things (IoT)

While internet-connected devices have been around for years in a consumer setting, it took many years before industry incorporated “smart” devices into the factory floor. Today, many large organizations leverage what’s known as the Industrial Internet of Things (IIOT), an internet-connected network of sensors, instruments, and applications that gather and share data with one another. This allows for a high degree of automation for failure detection, work order generation, data analysis, and reporting, and forms the basis of a maintenance strategy called predictive maintenance (PdM).

Make the Transition to FTMaintenance Select

Despite the rapid advancement of CMMS software, many organizations still rely on legacy CMMS systems. As organizations look to make maintenance operations more efficient and effective, they must invest in tools that give their maintenance teams the best chance to succeed. FTMaintenance Select is a robust, yet easy-to-use, CMMS platform for documenting, managing, and tracking maintenance activities. Request a demo of FTMaintenance Select today to learn more.