Don’t Accept System Handoff As ‘Good Enough’
To Truly Prosper, You Need Full Integration Between IoT, CMMS And EDMS Systems
In the rapidly evolving world of maintenance and reliability, the integration of Internet of Things (IoT), Computerised Maintenance Management System (CMMS), and Engineering Document Management System (EDMS) has become an invaluable asset for organisations striving for operational excellence, as Richard Leurig, Chief Product & Technology Officer at Accruent explains.
Traditionally, system handoffs involved a one‑directional approach, where an IoT platform would trigger a work order through a CMMS to fix an asset. This was a rudimentary process, and work orders were often closed prematurely – without properly fixing the problem. The advent of bi‑directional interfaces marks a turning point. As systems work together seamlessly, it leads to the cross‑integration of data. The result is the ability to let your machines handle communication regarding when they need fixing and to execute this rapidly.
Despite technological advancements, many organisations struggle to find intuitive tools that integrate well with existing systems and provide comprehensive insights, but the pursuit of operational excellence necessitates these tools.
Full Bi‑Directional Integration Is A Paradigm Shift
Bi‑directional integration means that CMMS platforms can comprehensively support problem identification and resolution. When connected to the IoT system and the EDMS system, these platforms can then detect issues with assets, determine their operational status, and implement corrective measures.
As a result, technicians arrive on site with the right tools and parts and ensure adherence to industry compliance requirements. This approach accelerates an asset’s return to full operation – eliminating the recurrent and expensive problem of technicians arriving on‑site empty‑handed or with the wrong parts due to outdated or inaccurate data. It further ensures regulatory compliance, such as adherence to 21 CFR Part 11 and ISO 27001.
There are four pillars of a successful integration.
- Enhanced asset management: The integration between IoT, CMMS, and EDMS systems supports departments, including engineering, maintenance, operations, capital projects and IT, in boosting productivity. A single source of up‑to‑the‑minute information enables close collaboration, adherence to compliance requirements and streamlined access to data for predictive maintenance and optimisation.
- Improved process efficiency: A key advantage of integrating document management is the improvement to process efficiency. Technical documents are often unstructured and scattered. Modern EDMS systems streamline this by tracking parallel changes and maintaining data quality. Integration with the IoT system means the CMMS can automatically receive notifications and proactively initiate work orders.
- Digital transformation: A seamless integration is a giant leap in digital transformation. Connecting CMMS and EDMS systems facilitates real‑time collaboration on documents. Adding the IoT system to the mix offers a holistic view of the assets and provides real‑time data for informed decision‑making. The combination is essential for any organisation to modernise its engineering and maintenance operations.
- Employee Safety & Satisfaction: An EDMS system with the right integrations can support entire enterprises and works across global teams. It provides instant access to updated technical documents, minimising safety risks and improving regulatory compliance.
Another groundbreaking development is live closed‑loop integration between CMMS platforms and IoT systems. This means that work orders can be generated based on conditions detected by the IoT system and ensures that the issues that led to generating a work order in the first place are resolved before the work order can be closed.
Ultimately, the integration of these systems ensures that technicians are armed with the most current asset documentation on their work orders. By integrating CMMS and EDMS, organisations can enable rapid redlining via mobile devices and seamless communication with engineering teams.
Regulatory Compliance: A Non‑Negotiable Component
For modern industrial operations, regulatory compliance is a cornerstone. Organisations must continuously adapt to an ever‑evolving regulatory landscape, such as 21 CFR Part 11 and ISO 27001. Platform integration bridges the gap between compliance and operational efficiency. Providing real‑time access to engineering documentation through the EDMS system ensures that maintenance operations strictly adhere to regulatory standards and that the processes are fully documented and auditable.
The Benefit Of Real‑Time Anomaly Detection And Resolution
When assets are monitored through an IoT platform, real‑time information feeds into the CMMS. This integration drastically reduces the time between detecting and resolving an anomaly and saves money in lost productivity. Through closed‑loop integration, technicians receive real‑time information while on‑site, ensuring an anomaly is entirely fixed before they leave. This closed‑loop system plays a critical role in preventing the recurrence of issues and protecting the long‑term reliability of assets – ensuring they can reach an optimum lifecycle.
The advanced integration also allows organisations to receive proactive notifications of situations such as abnormal energy consumption or potential compliance issues. This is particularly crucial for organisations looking to optimise their energy consumption, reduce their environmental footprint and comply with CSR targets. Assets on the brink of failure trigger notifications to create work orders to fix them proactively. This enhances asset lifecycle and leads to significant cost savings in the long run.
Achieving Synergy Through Integration
As systems become increasingly autonomous, it redefines the role of human intervention. Instead of being reactive, maintenance teams are transformed into part of a well‑oiled machine. The seamless flow of information enables proactive maintenance. Technicians empowered with real‑time data can focus on higher‑level problem‑solving and innovation and look forward to continuous improvement instead of simply focusing on break‑fix issues.
Complete integration gives organisations a competitive edge in a world where every second counts. The seamless integration of IoT, CMMS and EDMS systems delivers a significant advantage: Organisations harnessing this integration can position themselves at the forefront of technological innovation and operational efficiency.
However, organisations should look for an integration solution that is not just about addressing immediate needs but is built for scalability. As organisations grow, their integrated system can adapt and handle increased complexity without losing efficiency. This is particularly important in ensuring the investment is sustainable and delivers long‑term value.
A True Turning Point
The integration of CMMS, EDMS and IoT systems marks a turning point in maintenance and asset management. Organisations can shatter the glass ceiling that once limited the handoff processes between systems. By embracing this integrated approach, they can significantly enhance asset management, improve process efficiency, embrace digital transformation and elevate employee safety and satisfaction. In a fast‑paced, data‑driven world, such integration will be the defining factor separating industry leaders from the rest. It is not just about keeping pace with change; it’s about innovating to stay ahead.
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