Section 16: Document Management
1.
The site’s document management system is:
-
Electronic
and fully integrated with other systems – 4 pts
-
Electronic
and interfaced with other systems – 3 pts
-
Electronic
but stand alone – 2 pts
-
Paper;
non-electronic – 0 pts
2.
The number of drawings included in the system is:
-
A,
80% to 100% - 4 pts
-
50%
to 79% - 3 pts
-
30%
to 49% - 1 pt
-
less
than 30% - 0 pts
3.
The site’s timing for migration to a fully functional and utilized document
management system is:
-
1
to 3 years – 4 pts
-
3
to 5 years – 3 pts
-
5
or more years – 1 pt
-
No
plan – 0 pts
4.
Document control procedures and associated work process:
-
Exist
for the system – 4 pts
-
Are
under development – 2 pts
-
Do
not exist – 0 pts
5.
The personnel at the site:
-
Have
received training, fully understand and use the documentmanagement procedures
– 4 pts
-
Are
in the process of being trained to use the procedures – 3 pts
-
Do
not follow the procedures or they do not exist – 0 pts
-
Add
1 point if procedure refresher training is provided periodically
6.
The system has detailed indexing and search capabilities that:
-
Make
documents simple and easy to find – 4 pts
-
Make
documents difficult to find – 2 pts
-
Indexing
and search capability do not exist – 0 pts
7.
The level of accessibility for users:
-
Users
have access and it is easy to obtain information – 4 pts
-
Users
have access, but it is hard to find information 3 pts
-
Users
must go to a separate group that provides the information - 1
-
Information
is not accessible for most users – 0 pts
8.
The quality and level of document version control is:
-
Excellent
– 4 pts
-
Good
– 3 pts
-
Average
- 2 pts
-
Poor
– 1 pt
-
Very
Poor – 0 pts
9.
The number of documents included in the document management system is:
-
80%
to 100% - 4 pts
-
50%
to 79% - 3 pts
-
30%
to 49% - 1 pt
-
less
than 30% - 0 pts
10.
The document management system is used by:
-
All
maintenance personnel – 4 pts
-
Managers
and supervisors only – 2 pts
-
Only
staff personnel reporting to maintenance – 0 pts
In
completing the survey above, an organization should develop insight into the effectiveness
of its maintenance/asset management function. The best score possible for this
survey is 640 points. Over the past several years, more than 100 companies have
participated in the survey, using it to measure themselves against the
established criteria. Their average results are listed below on a
section-by-section basis. By comparing your results to those listed below, you
can identify maintenance process areas that need improvement.
1.
Maintenance Organizations
24.5
2.
Training Programs in Maintenance
22.5
3.
Maintenance Work Orders
26.3
4.
Maintenance Planning and Scheduling
22.5
5.
Preventive Maintenance
24.1
6.
Maintenance Inventory and Purchasing
28.4
7.
Maintenance Automation
22.0
8.
Operations/Facilities Involvement
22.2
9.
Maintenance Reporting
13.4
10.
Predictive Maintenance
20.0
11.
Reliability Engineering
15.7
12.
Maintenance – General Practices
29.5
13.
Financial Optimization
23.9
14.
Asset Care Continuous Improvement
26.9
15.
Maintenance Contracting
21.3
16.
Document Management
23.1
Total
366
While
these individual totals provide useful information, you may also want to plot
your results in a spider diagram, using a product such as Microsoft’s Excel.
The results for the survey would then look like the diagram on the previous
page.
Using
this survey, a modified version, or some similar survey is necessary for
conducting an internal analysis. In turn, that analysis is an important
prerequisite to beginning any benchmarking project.
Copyright 2004, Industrial
Press, Inc., New York, NY