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CMMS Data Build

CMMS data build that turns a contractor's handover into tags, reasoned plans and spares in the maintenance system before first gas.

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Follow one gas train from 06:00 to Wave 1 going live ↓
The problem

Plans go in by equipment type, and the spares list turns up after startup

The contractor sends the tag register, datasheets, drawings, manuals and spare parts forms in batches. A readiness team checks them in spreadsheets and emails the gaps back. Under the clock, plans get set from a library by equipment type, and the reason behind each one never reaches the maintenance system.

Spares are built last. Some lists sit bound inside vendor data books that nobody indexed, and lead times get compared with startup late, if at all. The load is tried in a test copy, and reconciling it afterward is a count, if there is time.

Built forReadiness leadsMaintenance managersMaintenance engineersCommissioning engineersAsset data owners

The Problem Today

A new plant arrives as a mass of contractor data, and plans get loaded with no reason behind them.

3,860 h
to read 38,600 handover documents, assuming 6 minutes each our estimate
Before
hazardous material enters, maintenance procedures must be ready published

Keyed by hand today

  • Tags
  • Plans
  • Task lists
  • Spares
  • Lists hide in data booksA spares list bound into a vendor book is easy to miss
  • Late parts surface lateA long-lead part is found the day it is needed

The Solution

  1. Check each batchEach file counted and opened, and each gap sent back with its list
  2. A reason on each planFrom the maker's manual, the service and what happens if it fails
  3. Spares against first gasLists found in data books, with lead times checked against the date
  4. Load in stagesTest copy first, then a sampled signature and a separate release

Built-in controls

  • A second person signs after opening the source
  • Agents never write to the live maintenance system
  • No manual means no task list and no reason

What You Get

Maintenance takes over a plant it can work on, and each plan can still say why it exists years later.

  • Startup risks with an ownerLate spares raised to a person well before first gas
  • One board, one questionCan we maintain this system on the first day?
  • Reasons that outlast handoverEach plan keeps the manual, the service and the consequence
A gas train weeks from first gas

CMMS data build for one gas train, from a dark spares light to a live wave

A new gas train is weeks from first gas. One compressor's seal gas skid has no spares list, and a whole wave of tags waits to load. Here is that morning, on the working screens.

demoThe gas train, its contractor, the people and every figure shown are sample data.

  1. 0106:00

    41 days to first gas, and 3 of 14 systems can be maintained

    Maintenance readiness lead

    Fourteen commissioning systems stand as towers in the order gas enters, each with five lights: tags, strategy, task lists, spares and drawings. 43 lights are green, 6 carry a startup risk, 15 wait for a person and 6 are out. The question across the top is the one the lead answers to: on the first day, can we maintain this train?

  2. 02Before 09:16

    The spares light is out because the register holds no list for the skid

    Maintenance readiness lead

    Inlet compression's spares light leads to seal gas skid 210-PK-3104. The spare parts register has lists for the skids on either side of it and nothing for this one. The purchase order says a data book came with the unit, so the list may be bound inside it. If it is not there either, the gap goes back to the contractor as a notice.

  3. 0309:16

    Page 412 of a vendor data book held the missing list

    Maintenance readiness lead

    The agent reads the data book and finds the recommended spares on volume 3, page 412: 6 lines, $105,270, none in stores. Four wear parts land in time. The seal gas booster and the heater element take 26 weeks, so they land 143 days after first gas. Beside each, one line says what the part does and what its absence risks.

  4. 0409:24

    The manager opens the data book page before she can sign

    Maintenance manager

    The lead proposes the list with a note: found bound into the data book, none of the 6 in stores. The manager cannot sign on his word. She opens page 412 herself, the six lines with maker part numbers, prices and lead times, and only her own opening counts. After a send-back, the count resets and she opens it again.

  5. 0509:32

    She signs the list and names the startup risk in the same breath

    Maintenance manager

    Her reason is agree, with a startup risk, and her note says what she saw: the booster and heater element land 143 days after first gas. The bill of material shows one booster and one heater installed, so the risk is the missing spare, not the skid. At 09:40 she raises it as startup risk SR-08.

  6. 0609:52

    The risk lamp waits until the commissioning engineer picks an action

    Commissioning engineer

    At 09:44 the lead sends the signed list to purchasing as a requisition, marked as not yet ordered. The commissioning engineer then acknowledges SR-08 with an action, asking the maker for an earlier slot, and a note of his own. Until he does, the lamp stays amber.

  7. 0709:52

    Inlet compression turns violet: signed, with a known gap

    Maintenance readiness lead

    Back on the board, the spares light on inlet compression is violet, which means signed with a startup risk that has an owner and an action. The count now reads 7 startup risks and 5 lights out. Green stays reserved for a light with a sign-off record and nothing late behind it.

  8. 08Late morning

    A bundle pull every 4 years, on a core that has no bundle

    Maintenance engineer

    The library set the brazed aluminum cold boxes by exchanger type: pull the bundle and hydro-jet every 4 years. The maker's manual says brazed cores have no bundle and cannot be opened. With very cold gas and mercury in the feed, a cracked core stops the train. Monthly trending is the choice on her screen, with its reason drafted for the plan, and she must open three of the plans before she can propose it.

  9. 0910:00

    Five records opened before Wave 1 can be signed

    Maintenance manager

    Wave 1 is tags and locations: 1,298,640 lines received, 103,071 held back, 1,191,351 accepted by the test copy. Before signing she opens each of the 5 sample records, among them the seal gas skid and a cold box core. The wave's state stays waiting for a signature until all five are opened.

  10. 1010:04

    1,191,351 lines live, and each one read back from the system

    Maintenance systems administrator

    The person who signs never releases. The administrator releases Wave 1 once, and the reconciler reads the live copy back against the test copy: 1,191,351 of 1,191,351. Four waves remain to propose. Lines signed after their wave go to a catch-up load that takes the same three people.

Six lines from page 412, and two of them land after first gas

The recommended spares for the seal gas skid, as the data book gives them, with lead times if ordered two days after the find.

SpareKindQtyLead
Coalescing filter elementWear83 wk
Particulate filter element, 1 micronWear83 wk
Differential pressure transmitterWear14 wk
Pressure regulator repair kitWear25 wk
Seal gas booster, completeInsurance126 wk
Seal gas heater elementInsurance126 wk

demoSample data, from the working solution. $105,270 in all. The two insurance spares land 143 days after first gas, and the skid has one of each installed.

Behind the board

Held tags, contractor batches, notices and the late spares behind each light

Where the readiness team works between lights, on this train, each enlarged on a click.

Tags held by reason16,958 of 18,420 tags are clean. 1,462 are held in 4 groups: names that break the standard, numbers already used, no place in the tree, blank required values.
Contractor handover11 batches counted and opened against the master document register. 212 files cannot be opened, and they are counted on a notice, never skipped.
Gaps sent back1,687 gaps across 8 notices, each holding a light or a count until a file arrives and passes a re-check. A gap goes out once, with its list.
Spares against first gasEach late part line plotted against first gas, grouped into startup risks with an owner, an action and a due date. The seal gas risk now reads acknowledged.
One system, five lightsInlet compression's lights with their sign-off records, and what stands in the way: strategy families waiting, and seal and bearing spares landing after first gas.
Audit trailThe morning in order: the find on page 412, the proposal, the signature with its risk, the requisition, the acknowledgment, the Wave 1 signature and release.

demoSample data, from the working solution.

Maintenance master data load: where all 2,412,860 lines sit after Wave 1

Each received line has one route. The six routes add back to what the contractor sent.

Live in the maintenance system, read back1,191,351
Ready: accepted by the test copy, or signed997,012
With a person, waiting for a signature135,428
With a contractor, waiting for an answer2,130
Refused, waiting for a fix7,848
No route yet: their notice has not gone out79,091
Data lines received2,412,860

demoSample data, from the working solution.

The agents

Handover checker to load reconciler, and none may order a part

Each one checks or builds, and shows its source. People propose, sign and release.

Handover checker

Counts, opens and checks each batch against the document register.

  • Never edits a contractor file
  • Counts held files, never skips them
Tag builder

Checks names and places tags in the plant tree from the drawings.

  • Never guesses a required value
Strategy reader

Attaches a reason to each plan and flags the generic ones.

  • Never sets an interval itself
  • No manual means no reason
Task list writer

Writes task lists from the exact maker's manual.

  • Never writes from a generic model
  • Leaves isolation to the permit
Spares finder

Finds lists, checks stores and compares lead times with first gas.

  • Never orders a part
Gap writer

Drafts notices to contractors and re-checks each answer.

  • Never sends without a signature
Load reconciler

Runs the dry run, explains refusals and reads back what loaded.

  • Never loads without a signed wave and a separate release

What a CMMS data build reads, from contractor batches to the stores

Agents read these and write to none of them. The live maintenance system changes only through a released wave.

Master document registerWhat the contractor owes, batch by batch
Document managementDatasheets, drawings, certificates, manuals and vendor data books
Tag register and bills of materialWhat was installed, and the parts inside it
Stores and purchasingStock on hand, purchase orders and lead times
Project scheduleThe commissioning sequence: when gas enters each system
Maintenance systemThe test copy for dry runs, and the live copy read back after release

What readiness leads ask before a CMMS data build starts

What is a CMMS data build?

A CMMS data build is the work of loading a new plant's tags, functional locations, preventive plans, task lists, spares and document links into the maintenance system before it starts up. Here agents check the contractor's handover and build the records, each with its source, and people propose, sign and release each load.

How does this help maintenance readiness on a capital project?

The readiness lead sees each commissioning system in the order gas enters, with five lights that say what is signed, what carries a startup risk, what waits for a person and what is missing. A late spare reaches a named owner with an action weeks before the part is needed.

What happens when the maker's manual has not arrived?

The task lists and the plan's reason wait. The agents will not write either from a generic model, and the gap goes back to the contractor on a notice that a second person signs. When the file comes, it is re-checked before the notice can close.

How does the asset register handover from the contractor get checked?

Each batch is counted, opened and checked against the master document register before anyone relies on it. Files that cannot be opened are counted and sent back, never skipped. Tag names are checked against your standard, and a missing value goes to the contractor rather than being guessed.

Who can load data into the live maintenance system?

Nobody alone. The readiness lead proposes a wave, the maintenance manager opens a sample of its records and signs, and the maintenance systems administrator releases it, once. The reconciler then reads the live system back against the test copy.

Can a maintenance engineer set an interval past the maker's limit?

Only with a written reason, and only with a second signature from the process safety authority as well as the maintenance manager. Safety-critical families such as relief valves, gas detectors and burner proof tests take that second signature in any case.

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Send us one handover batch
and its data books.

We’ll show the gaps, the generic plans and the late spares that one batch already holds.

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