The three main categories of mobile maintenance technology for facility
managers to consider are mobile devices, software, and data communication.

Existing Problems
There are several problems with manual, or paper systems, and all of them are detrimental to a department’s productivity. First, workflow is made very inefficient. Technicians might have to visit the administrative office several times a day to collect or drop off work orders or other paper work. Also, data entry itself is time consuming. The current industry norm involves technicians writing information on paper and then more often than not a clerk will retype the work order data into the system. This problem leads to another problem; information on the paper forms is often incomplete. Technicians often do not like to spend time writing, or they may abbreviate important information and this can be detrimental to the accuracy of your work history. In addition to simply presenting the data poorly, in many cases the information lacks any serious integrity, being entered a few days or even a few weeks later. By that time, actual information can be forgotten.

Mobile Technology Solutions
While mobile technology in conjunction with a CMMS can help managers address challenges in a variety of areas, the following areas tend to offer the biggest benefits:

• EQUIPMENT: Technicians using handheld devices on various pieces of equipment can collect performance data such as pressure, temperature, and oil levels. They can take boiler and chiller readings frequently. They also can use this technology for performing and monitoring security checks and inspection routes, as well as collecting mileage/hour meter readings.

• WORK ORDERS: Managers can dispatch work orders on a handheld device. The technicians can perform the actual work with instructions from the handheld units. They also can use the units to enter details on time taken and work performed, as well as to close the work orders. All the information is transferred into the CMMS either in real time or via a cradle. Managers can establish a completely paperless work-order system, if desired.

• PARTS INVENTORY: This area offers some of the largest potential savings. Parts receiving, parts addition and depletion, cycle counts, and annual physical inventory all can be done very efficiently using mobile technology.

The three main categories of mobile maintenance technology for facility managers to consider are mobile devices, software, and data communication.

Mobile Devices
The mobile device itself will determine the breadth of capabilities which can be employed in a mobile CMMS solution.

These can be personal digital assistants (PDAs)—including pocket PCs and cell phones—tablet PCs, or laptops. These devices help technicians carry more information than is possible with paper-based systems, complete work orders faster and more accurately, and transmit data back into the CMMS faster. PDAs are light, easy to carry and relatively inexpensive.

For jobs that require more computing power and larger screens, technicians can use tablet PCs or laptops. They are heavier however, have limited portability and battery life and are more expensive. Managers are likely to see lighterweight units with greater computing power in the near future.

Software Applications
Mobile application software enables managers to create electronic forms, transforming key data from CMMS applications into usable work orders that make it easier to view on devices and create an easy-to-follow workflow.

Mobile software integrates directly with an existing CMMS and enables technicians to pull data directly from the CMMS and update information remotely. Mobile software also manages the automatic synchronization of data between the devices and application database.

Beyond the benefits of mobility and productivity, managers can enforce business rules with the use of software, which is very difficult with a paper-based system. For example, managers can make it mandatory for a technician to enter a failure code before closing a work order. This type of application gives managers a direct control over the work process flow.

Data Communication
• WIRELESS ACCESS: Wireless network access enables immediate exchange of information with CMMS. One option is wireless cellular network access, often called wide-area wireless. Costs involved with cellular connection can be controlled by only connecting occasionally to transmit data as opposed to having the device constantly connected to the network like a personal cellular phone. Another option is to use wireless LANs, commonly referred to as Wi-Fi or hot spots. By having these access points around a plant or campus, data can be transmitted wirelessly between devices and the CMMS at a fixed cost.

• BAR CODE AND RADIO-FREQUENCY IDENTIFICATION (RFID): Using bar code and RFID technologies can further enhance the power of mobile technology. For example, instead of entering an equipment number into a handheld device, a technician can scan it using a bar-code reader. This saves time and increases accuracy. RFID is an emerging technology. Inspection and security checks are examples of effective RFID use. Right now, its cost can be a limiting factor, but as the cost goes down, more RFID applications for CMMS will hit the market.

Questions and/or Concerns a Facility Manager Should Have Regarding Mobile CMMS:
Screen Size
Because of the smaller size of portable devices, the size of the screen is limited. On smaller, PDA-sized devices, the screen size is often only 2.8” measured diagonally. Smaller screens can be difficult to read for older technicians and if the device employs touch screen technology, the smaller size can make it more difficult to manipulate data. The lack of brightness and contrast of the screen can also reduce readability, but this is less of a problem with modern, back-lit color screens.

The software on the handheld can help overcome screen size limitations by using larger font sizes and displaying only information essential to the current task.

Memory
Portable devices have volatile and nonvolatile memory. Choose a device that meets or exceeds the software vendor requirements and accommodates your intended use. Sufficient capacity has tremendous benefits as it allows for large amounts of data to be stored on the portable device. For instance, a complete equipment and parts inventory could be stored and immediately accessed by any technician in the field.

Rugged
Ruggedized devices tend to be larger, heavier and more costly. The working environment should be considered when choosing a device taking into account temperature extremes, exposure to physical abuse (dust, dirt, grime, concussive abuse, etc.), and the possibility of exposure to extreme magnetic or sonic waves. It may be preferable to use a nonruggedized device, even if they require periodic replacement. Protective sleeves and cases are available for most devices to provide additional protection.

Weight
Size and weight of a mobile device can be a limiting factor. The work environment and the nature of the task will help determine the appropriate device. It is also important to remember that the mobile devices associated with a specific CMMS do not need to be homogenous. A majority of techs could carry smaller PDAs while only a smaller number carry laptops for specialized tasks.

Keyboard (data entry)
Many technicians prefer physical keys rather than using an on-screen keyboard. Regardless, small keyboard size can be a problem, especially for technicians with large or dirty hands. Many portable devices offer several physical keys that can be pre-programmed for common tasks.

Unlike desktop computers, portable devices do not have a full-sized keyboard and a mouse, so it is important that the handheld software be designed to make data capturing in the field as easy as possible. The software should be easy to use and efficient. For example, good software will let technicians choose from lists of pre- efined codes and phrases to record work progress, rather than having them entered via keyboard.

Charging and Battery Life
The portable device must have sufficient battery capacity for its intended use.

Type of Case
Perhaps surprisingly, the selection of the case for the portable device can be a critical decision. The device must be conveniently available when needed by the technician. Belt cases should be convenient to access, but also be secure enough that the device will not fall if it is bumped on a wall or door, or while working on a job.

Is Wi-Fi Available in All Areas (ex: Mechanical Rooms, etc.)?
The completeness of Wi-Fi coverage should be considered when planning for a handheld system. Technicians often work in areas that impede Wi-Fi coverage, such as below grade boiler rooms with thick, concrete ceilings.

Will it Operate if Connectivity is Lost?
Some portable software will only function when Wi-Fi connectivity is available. In this case, technicians would need to accommodate situations where the use of the handheld device is not available. Some portable software will continue functioning without Wi-Fi connectivity, and will temporarily store updated information in the handheld device until connectivity is available.

Real Time or Synchronize
Some portable devices only synchronize their data when docked in a cradle or connected to a computer via a USB cable. AWi-Fi based system can instantly send new information into the field, such as dispatching a new work order. Status and other information entered by field technicians is also immediately available in the CMMS system.

Will the Application Work on my Cell Phone? PDA?
Most maintenance applications will not function on a “regular” cell phone, however, a PDA phone may be compatible. Check with your software vendor and cell provider.

Volume of Data Available
on the Handheld:
Number of Records
Even the smallest of devices have enormous storage capacity, sufficient for storing complete inventory or equipment records, however, keep in mind that synchronizing large amounts of data may require more time and possibly Wi-Fi fees.

CAD
Additional information resources can be made available to the technician, such as CAD diagrams or electronic manuals; however, the usefulness of these features may be limited by the screen size of the portable device.

Code Tables
Code tables that are used by the CMMS system must be available for technicians on the portable device. In order to verify information captured in the field, and to make it easier for technicians, the codes should be contained in a pre-stored list or drop down menu so they are quickly and easily selectable, avoiding the hassle of manually entering them on a mobile key board.

Trouble Shooting on the Handheld
Since they are used in the field, diagnosing problems can be more difficult than on a desktop PC. The handheld software can reduce this difficulty by automatically logging any error messages to help identify the source of any problems.

Operating System
Check with your software vendor before purchasing portable devices to ensure the hardware and operating system are compatible with the intended use.

Software Changes Required in the Future
When planning for a handheld system, ask the vendor the cost of software changes and the process for updating each handheld unit.

Cost of Hardware (device) and Software
Depending on the size and operating power desired, typical portable device costs range from $300 to $2,000 per unit. Less costly devices tend to have lower capacities, fewer specialized features and are less durable. Higher cost devices are more resistant to adverse conditions and abuse, and have enhanced capabilities such as a laser bar code scanner rather than a camera- based scanner. Costs associated with the mobile device beyond the initial purchase such as software updates and maintenance can vary from vendor to vendor so making sure to factor in this cost when selecting a device is important.

Does the CMMS Vendor have a Mobile Solution or is it Third Party Software?
When choosing a handheld, consider the ability to get support for the system. Some CMMS vendors offer their own mobile solutions which can be helpful in that it can reduce finger pointing between a CMMS vendor and a mobile vendor. On the other hand, third party handheld software may be more efficient and easier to use. To reduce support problems in the future, get a clear definition of what information is coming from the CMMS system and what information from the handheld is being sent back.

Mobile computing offers managers a proven and tested solution for giving technicians on site immediate access to equipment history, work orders, repair information and parts inventory.

A recent survey indicates that only about 22% of CMMS users in the United States use mobile technology. But as handheld devices become smaller, more sophisticated, powerful and affordable, facility managers need to take advantage of these proven technologies to enhance the performance of CMMS, improve technicians’ productivity, and vastly streamline the plant or campus work flow. Achieving these goals will take some dedication and commitment to implement, but the results are well worth the efforts.

Kris Bagadia, president, PEAK Industrial Solutions, LLC, 262.783.6260; krisb@peakis.com and Ronald Kossik, vice president, technology, PEAK Industrial Solutions, LLC, 262.783.6260; ronk@peakis.com.