Understanding the factors than can be more important than cost when selecting a computerized maintenance program.

Hardware and cabling requirements. Most shops will require multiple terminals. The workstations, PCs and server need to be connected. The program is often times housed on a district or company server remotely located away from the shop. These requirements need to be evaluated before the purchase is made to assure compatibility and reliability.

Installation and set up costs. Does the company provide someone on site or remotely to help with the installation of the program, or can your Information Technology (IT) personnel handle this on site. As maintenance professionals, we expect this will be done by someone, but we must consider the cost and time frame it takes to accomplish this task. If we have to bring someone in, we may have to pay travel, hotel, car rental, and food costs along with a healthy hourly rate.

Implementation of the program. Once the program is installed there is a lot of information that must be input. All of the vehicles with the component information must be entered. The mechanics information, shop labor rates, individual parts on inventory with all of the related information for each individual part, and a mirage of other information must be entered. To enter all of this information will likely take weeks of input and a full-time staffer to perform it.

Training. Initial training can and likely will be overwhelming, especially if this is your first system. Lack of proper training can cause unnecessary frustration and lack of acceptance of the system. As the users become more familiar with the system, more advanced training is necessary. Most maintenance programs are not utilized to their full capabilities due to lack of training and the inability to implement all the functions. Training is an ongoing cost and must continuously be budgeted.

Input time and simplicity. This is where the real costs of the systems lie. All information concerning the fleet operations including each individual repair request, every labor operation performed, every part ordered, received, and used requires system entries. The more modules you implement, the more computer input time you will need. Some programs are easy to navigate and others can be mind boggling.

Ordering capabilities. All reputable programs will have the ability to generate orders to replace parts. Examine the system to be sure you understand it and agree with the parameters. Some may generate requisitions for all vendors, or you may have to request requisitions of each individual vendor. While each system may have many variables, each with pros and cons, be sure you select the systems with features you are comfortable.

Additional modules available. There are many additional features available, usually for additional costs. These may include fueling interface, tire tracking, paperless shop, and parts bar coding to name a few. You may insist on some of these and completely reject others.

Reports available. This is where the pay off for a maintenance program resides. You should be able to get total costs and breakdown detailed costs for each vehicle. There are literally countless reports you may request both on a regular basis and as a special request. The number and types of established reports are important, as is the ability to create your own customized reports.

Software support and upgrades. An important part of any software program is the available support that you will need (and guaranteed). You will have questions about how to perform an operation or why you can’t achieve the desire results. There should be technical support available to you during work hours to help you with your needs. Ask questions. How many individuals are available for tech support? What is the average call back time if they are not able to answer immediately? Upgrades should be provided on a regular basis. If the software is continuously being improved and developed, there should be upgrades provided. This support and upgrade service will have an annual cost after an initial installation period. These features will be optional, but I strongly encourage you to know what this cost will be, budget for it and keep the service current.

Reputation of the company. Before you select a software program, ask for references and take the time to check them out. Find out from others what problems they encountered, and ask the question, “If they had it to do over, would they still choose this software?” If there are other users in your area, you may consider creating a user group. The responsiveness of the company to problems and change requests has real value.

Denny Coughlin of School Bus Training Company performs shop evaluations to help improve shop performance.

Reprinted from the March 2008 issue of School Transportation News magazine. All rights reserved.