Design and manage your CMMS or QHSE project
The design and management of your CMMS or QHSE project requires special care, but as complex as it may be, the project can be easily carried out provided that you follow an effective method.
DSDSystem supports you in this step by step, making you benefit from its expertise in project management.
Choosing your software in 5 steps
1. Plan your CMMS or QHSE project from the start
By quickly setting goals and deadlines you will manage your project even better, while giving you the opportunity to test the responsiveness of the actors you will solicit. However, the project should not be too ambitious: allow yourself at least 6 to 8 weeks to define your needs, contact several developers or service providers, attend demonstrations, adjust your budget, etc.
The average duration of a software package deployment project (CMMS or HSE / QSE) is generally from 2 to 6 months, from the start of the reflections to the choice of the solution, then from 3 months to 1 year (variable depending on the scale of the project) for implementation and “running in”.
2. Gather your data to ease the transition
Data transfer to the new CMMS solution can be almost instantaneous, like taking whole weeks of lost work … if you don’t have the tools and the organization! By preparing and structuring the data from the start, you greatly facilitate its implementation.
This will also allow you to add data transfers and interfaces in your specifications: the time necessary to make the CMMS operational is also an important selection criterion!
3. Start from your needs to define the major criteria
visual-gmao-altairMost CMMS on the market will offer you standard functions corresponding to the core of the business: requests for interventions, work orders … basic purchase-inventory functionalities are also tending to become widespread. It is therefore important to define the specific criteria which will be eliminatory or decisive, for example:
Full Web technology to access it from any workstation
A software rental formula because you don’t have an investment budget
A mobile application to improve the quality of technician feedback
Reading bar codes to facilitate inventories
3D modeling of risk areas to prepare interventions
QHSE management to pool the tool with the integrated management system
Specific functions to protect lone workers (emergency terminal, fall detection, etc.)
4. Prepare carefully and take full advantage of the demonstrations
After your first research, you will probably choose 3 to 5 solutions that meet your needs. The next phase – and certainly the most decisive – is that of demonstrations. Do not hesitate to prepare questions concerning the ergonomics of the software, specific functionalities, etc. during the presentation of the software, in order to better understand its approach.
The demonstrations carried out by DSDSystem are in “assisted handling” mode: you can take control of the software at any time during the presentation, benefiting from the assistance of the online advisor. You get a real first contact with the software, without being delivered to yourself.
After one or two demonstrations, several exchanges, a refinement of offers (options, number of users, etc.), you will have all the cards in hand to choose your CMMS!
Continue to manage your CMMS / QHSE project after purchase
5. Initial implementation
This stage consists of 4 major phases:
Installation, usually done by the software publisher. It can take anywhere from half a day for Full Web software to a week for a heavy solution.
Support for deployment and configuration. This step allows you to tailor your CMMS software precisely to your needs, with the assistance of the editor’s consultants.
Initial training. An initial training session of 1 to 2 days accelerates the handling of the software depending on the modules used and the complexity of the project, additional sessions are very often necessary.
Importing data. Well prepared and with the right tools, this phase can be very quick.
6. Adopt CMMS or your HSE software gradually
Once your chosen software has been installed, your project is not yet finished … You still need to transfer the data, set up the processes … and above all convert the entire service to the solution!
We recommend acclimating CMMS process by process, and your QHSE software domain by domain, by making a gradual transition from the old system to the new one. By taking this gentle approach, you will encourage users to adopt the software, without being overwhelmed by too many changes at once.
7. Continue to train in the tool
While some solutions, such as DSDSystem, are particularly intuitive, they still require training to be able to get the most out of them. However, we recommend planning a second training session once the tool is fully used: it will greatly improve the user experience, discover new “tips” and features to get the most out of your CMMS software. or your QHSE management solution.
8. Take stock regularly
At regular intervals (every year, every 2 years …), make a general assessment of the project, and the use of software, define the needs in terms of functionality, training … and develop the solution with you.
Because software can suit you at an instant T, then become obsolete over the years, when your profession has evolved … in which case an update or a change of software is to be expected.
At DSDSystem, it is the job that makes software evolve, and each new version responds to a new emerging need of our users.
DSDSystem has supported companies from all sectors of activity since 2003 in their CMMS and QHSE software deployment project. With more than 200 customer references and projects monitored over more than ten years, the company has put its expertise to the test of the simplest as well as the most complex projects.
Thanks to this, DSDSystem is your partner of choice in any CMMS and QHSE software deployment project, as well as for the optimization of your systems, the training of your staff and long-term advice.
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