Guidebook for Advanced Computerized Maintenance Management System Integration at Airports (2018)

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CMMS Implementation and Compliance with ISO 55001 71 The next section of this chapter focuses on the specific clauses of ISO 55001 and how the implementation of a CMMS assists with providing evidence that the AMS is compliant with ISO 55001. The discussion has been written with reference to the guidance document ISO 55002 (issued in 2014). Planning to Achieve Objectives (ISO 55001, Clause 6.2.2) ISO 55001, Clause 6.2.2, stipulates the requirement for an organization to determine how to integrate its planning to achieve its asset management objectives and details the requirements to be recorded for planning. Most of the information required to be recorded for maintenance planning can be done within a CMMS. This information includes: what activities will be done, the resources required, who will be responsible, when the activities will be completed, the finan- cial and non-financial implications of the plan(s), and actions that will be taken to address risks and opportunities associated with managing assets. A CMMS facilitates documentation of the maintenance AMPs in the following ways: • Maintenance planning information stored in a CMMS is available for retrieving and reporting. • Information duplication is prevented. For example, if the strategy for PM is updated from time-based maintenance to condition-based maintenance, the change is required only once— in the CMMS—and the distribution of the change is completed at the issuance of the CMMS maintenance work orders. • A CMMS stores detailed information, and links this information in a manner that allows detailed AMPs to be determined and documented. For example, a work plan can be linked to reoccurring PM work orders, which are further linked to an asset, the responsible staff member, required skill-sets, completion dates, and a cost center. The asset is further linked to failure codes, health and safety requirements, cost estimations, budgets, and details about asset attributes. The ability to link this information provides maintenance staff with the func- tionality required to meet the international standards outlined within ISO 55001. • O&M risk and asset risk can be managed through a CMMS, and the associated inspections and CM information retained within the CMMS database as evidence. • Storing the maintenance AMPs within a CMMS allows the AMP to be functional. Rather than being in a static report format, the CMMS AMP is in a format that staff can directly use for the management of their maintenance activities. The points listed summarize most of the requirements of Clause 6.2.2; consequently, docu- menting the AMP in a CMMS provides an airport the ability to meet the majority of requirements of ISO 55001, Clause 6.2.2. The remaining Clause 6.2.2 requirements, including documenting the methodology and criteria for decision making and prioritizing of maintenance activities and resources, are best handled as operating procedures recorded within the document management system of the AMS. It is the outcomes of decision making that are best stored within the CMMS database and reported from the CMMS when the ISO 55001 auditor requires evidence of the maintenance AMPs. Internal and External Communication (ISO 55001, Clause 7.4) ISO 55001 requires that an organization determine and implement communication pro- tocols both internally and externally. A CMMS enables an organization to implement these protocols, and the configuration of the CMMS workflow enables airport staff to provide evi- dence of compliance with this clause. For example, a CMMS can provide the evidence required

72 Guidebook for Advanced Computerized Maintenance Management System Integration at Airports for compliance with this clause through a CMMS configuration for escalating maintenance activities, work execution management notifications for internal staff, performance reporting to senior management, and automatic electronic maintenance requests for outsourced contractors. Documented Information (ISO 55001, Clause 7.6) ISO 55001, Clause 7.6 states that an organization’s AMS shall include documented infor- mation for legal and regulatory purposes, determined by the organization, and required by ISO 55001. The clause states that the information shall have an appropriate identification, description, format, and review/approval process, and that the information shall be controlled to ensure its availability, suitability, and protection. When configured and controlled correctly, a CMMS provides the ability for maintenance depart- ments to manage the AMS to meet this clause within the international standard. Upon determining the information that staff are required to collect, the CMMS can be configured to ensure control of the information, including ensuring that the information staff report has the required metadata associated with it and that it is managed through the airport’s review and approval process. When staff members report information into a CMMS, it is secure yet accessible, and this information can be retrieved when required, including during an ISO 55001 certification audit. Operational Planning and Control (ISO 55001, Clause 8.1) To meet international standards, an AMS is required to have in place operational planning, controls, monitoring, and documentation to manage the implementation of the AMPs (from ISO 55001, Clause 6.2.2). A CMMS is specifically designed to do this for maintenance activities and provides airport staff with the functionality required to implement the control of processes, in accordance with specific criteria; record and retain evidence that maintenance activities within the AMPs have been imple- mented; and record and retain evidence that risks have been treated and monitored by airport staff. Management of Outsourced Activities (ISO 55001, Clause 8.3) Outsourced activities can have a significant impact on achieving an airport’s asset manage- ment objectives. To ensure that this impact is positive, and for ISO 55001 compliance, airport staff are required to control the outsourced activities, and management of the outsourced activi- ties is required to be integrated into the AMS. After deciding which maintenance activities are to be outsourced and the allocation of responsibilities for contractor management, the CMMS can be used as contractor management software for the sharing of knowledge and information between the airport and contracted service providers. Asset Performance Monitoring (ISO 55001, Clause 9.1) Monitoring, measurement, analysis, and evaluation are some of the most important require- ments of a modern AMS. To meet the requirements of the international standard, airports must determine which assets are to be monitored; the frequency of analysis; and, most importantly, the methodologies for monitoring, measurement, analysis, and evaluation, which will produce

CMMS Implementation and Compliance with ISO 55001 73 valid results. After this step has been completed to meet the international standard, the airport will be required to retain records as evidence of this information and report on the effectiveness of the process for risk management. A modern CMMS can be configured to collect and store data for any monitoring point. The collection of measurement data can be conducted either manually by staff and contractors or through data integration with SCADA and similar instrumentation-based performance- monitoring systems. A CMMS provides the database for storing asset measurements. The stored results can be used to identify and evaluate risks and opportunities arising from the management of physical assets, as required by ISO 55001. Within the CMMS, data can be stored for individual asset condition/health, asset critical- ity, and the resulting risk of asset failure. Upon analysis of the data stored in the CMMS, an asset’s deterioration can be mapped. Every time condition-monitoring results are entered into the CMMS, the accuracy of the deterioration curve can be refined. Figure 7-1 shows an example of the various condition-monitoring techniques used to determine an asset’s deterioration and how condition monitoring refines the accuracy of the deterioration curve, which in turn, will improve the calculation of when asset overhaul or replacement is required. A CMMS can provide a partial solution to asset performance monitoring under Clause 9.1, while the implementation of BI software for data analysis and evaluation addresses other sections of this clause. Reporting the stored data from a CMMS provides staff with the inputs for asset management analysis and the evidence required for asset monitoring. AMS Monitoring ISO 55001, Clause 9.1, also refers to monitoring and measuring the effectiveness of the AMS. KPIs for the maintenance processes within the AMS can be collected and stored in the CMMS, ready for analysis through BI software. Examples of AMS efficiency performance measures include staff customer-response times, AMS process completion times, and whether decision-making out- comes have met the requirement to align with asset management objectives. A CMMS enables Figure 7-1. Sample asset deterioration curve with an ACM asset group example.

74 Guidebook for Advanced Computerized Maintenance Management System Integration at Airports agency staff to capture a selection of this information. Most notably, maintenance work execution system efficiency is recorded within the CMMS as a part of day-to-day management. Asset Management Monitoring ISO 55001, Clause 9.1, also deals with monitoring and measuring asset management perfor- mance. Referencing ISO 55000, asset management performance relates to realizing asset value; aligning decisions, plans, and activities with objectives; and having assurance that assets are fulfilling their required purposes. Meeting the standard entails monitoring, measuring, analyz- ing, and evaluating how well an organization is reducing expenditures, reducing risk, managing asset performance, and meeting its asset management objectives. A CMMS provides the database for storing results from maintenance departments’ asset man- agement performance monitoring efforts. Examples of asset management performance measures will include financial and non-financial performance and may include measures of return on (asset) investment, labor utilization, service quality, and contractor performance. All maintenance work execution management is recorded within the CMMS, and many other asset management performance measures also can be managed through the CMMS. Asset Nonconformity and Corrective Actions (ISO 55001, Clause 10.1) ISO 55001, Clause 10.1, addresses the requirements for an organization to implement correc- tive actions when identifying an incident (nonconformity). An AMS that meets the international standard is required to have processes to manage nonconformities with its assets, asset man- agement, and AMS, and to retain documented information. CMMS functionality assists with managing workflow for nonconformities and corrective actions for assets, but only for assets. Nonconformity response and management of corrective actions for asset management and AMS are best managed outside a CMMS. When managing the response to asset nonconformities, including implementation of cor- rective actions, a part of the required work execution management is recording and retain- ing information. Staff can record CM information in the CMMS for the asset nonconformities discovered during inspections, asset monitoring, and from external parties such as tenants and visitors to the airport. For compliance with the international standard, the information collected must include details about the incident/nonconformity, the action taken to control and correct the consequences of the nonconformity, and details about further work to eliminate the cause of the nonconformity. If the information is collected during work execution management for managing both staff and assets, it can be reported from the CMMS for ISO 55001 certification. Preventive Actions (ISO 55001, Clause 10.2) ISO 55001, Clause 10.2, states that there is a requirement for organizations to have processes within their AMS to proactively identify potential failures in asset performance. Clause 10.2 links Clause 9.1 with Clause 10.1; that is, when a nonconformity is discovered during asset monitoring, a response will be implemented to deal with the consequences, a corrective action will be taken to eliminate the cause of the nonconformity, and the documented information will be retained. The information collected and stored in the CMMS during work execution management can provide the required evidence for ISO 55001 compliance for organizations that administer processes for preventive actions through the CMMS.

CMMS Implementation and Compliance with ISO 55001 75 Summary Implementing ISO 55000 and ISO 55001 into an airport’s AMS through the functionality of a CMMS helps an airport with more efficient realization of asset management practices. ISO 55001 implementation focuses attention on the requirements of international standards, as stipulated by leaders who are physical asset management practitioners. It provides airport management and staff with the requirements for an integrated management system for asset management, which has an iterative feedback loop for continual improvement. ISO 55001 implementation helps airport staff meet international asset management require- ments for alignment, communication, policy, planning, control, monitoring, analysis, evalua- tion, auditing, competence, asset risk management, meeting stakeholder expectations, leadership, governance, organizational support, documentation, management of change, outsourcing, pre- ventive action, corrective action, continual improvement, and the requirement to realize value from physical assets for the airport and airport stakeholders. Implementation of the international standard helps airport staff realize good practices in their asset management programs. Another way to describe how the content and clauses of ISO 55001 focus attention on the important elements of asset management is through describing the ISO 55001 sections that contain each clause. The balance of this chapter summarizes these sections of ISO 55001. ISO 55001, Section 4: Context of the Organization Section 4 ensures that external factors that impact the airport’s AMS and programs are understood and acted upon. External factors define the reason for an organization to exist and the unique context in which the organization is to be managed. These external factors include legal, regulatory, political, social, economic, financial, environmental, and techno- logical factors. Section 4 informs airport staff that the balance of external and internal stake- holder requirements, unique to each airport, will determine each airport’s individual AMS and decision-making criteria. ISO 55001, Section 5: Leadership Section 5 establishes the asset management policy consistent with the organizational strate- gic direction. This section also requires leadership to commit to achieving the asset manage- ment policy by allocating sufficient resources, promoting collaboration between airport staff, and assigning responsibility to establish asset management objectives and a Strategic Asset Management Plan. ISO 55001, Section 6: Planning Section 6 requires airport management and staff to plan for success by defining success and documenting the plans to achieve it. With a focus on managing risks and opportunities, Section 6 requires staff to determine their team asset management objectives and document their processes, methods, and decision-making criteria for the asset management activities for which they are responsible. This section is applicable to every team responsible within the asset life cycle of an airport’s asset portfolio: asset planning, procurement, project delivery, the asset commissioning team, operations, maintenance, and the airport staff responsible for asset monitoring, performance, replacement, disposal, and decommissioning.

76 Guidebook for Advanced Computerized Maintenance Management System Integration at Airports ISO 55001, Section 7: Support Section 7 focuses on the requirements to support the planning and operation of asset manage- ment within the AMS. These are: • Allocation of resources for the establishment, implementation, maintenance, and continual improvement of the AMS • Managing the competence of airport staff who conduct asset management activities • Raising awareness of the AMS, the importance of individual staff to contribute to the effective- ness of the AMS, and the requirement to conform • Communication (specifically addressing what to, when to, how to, and with whom to communicate) • Information requirements and the requirements for documented information ISO 55001, Section 8: Operation Section 8 also is applicable to every team responsible within the asset life cycle of an airport’s asset portfolio (i.e., asset planning, procurement, project delivery, the asset commissioning team, operations, maintenance, and the airport staff responsible for asset monitoring, performance, replacement, disposal, and decommissioning). Section 8 provides the clarity airport staff requires to ensure that the asset management activities and plans determined in Section 6 and the actions identified in Section 10 are planned, implemented, and controlled for every airport team respon- sible for managing assets. This section includes the requirements for managing change, risk, and outsourced activities. ISO 55001, Section 9: Performance Evaluation Section 9 is separated into three clauses and describes the importance of monitoring, mea- surement, analysis, evaluation, auditing, and review. The first clause addresses the international standards for evaluating and reporting on asset performance, asset management performance, and the effectives of the AMS. The final two clauses discuss the requirements for auditing and reviewing the AMS itself. ISO 55001, Section 10: Improvement Section 10 provides the requirements for the processes and documentation for nonconformi- ties, incidents, corrective actions, preventive action, and continual improvement. These require- ments include improvements for assets, asset management, and the AMS.

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