CMMS Tech Tip: Regulatory Compliance and Audit Efficiency

Learn how to use Mainsaver’s compliance code and event notification features to stay on top of regulatory requirements

Compliance challenge:

Effectively manage regulatory compliance work and streamline audit capabilities for work performed in highly regulated industries such as Food, Drug, Medical, and Power Generation.

CMMS solution:

Maintaining compliance with regulatory agencies often involves critical preventive maintenance (PM) tasks. Ensuring these tasks are performed on time and easily retrievable for audits is a significant challenge. Mainsaver CMMS provides a solution through the strategic use of compliance codes, event notifications, and select table view queries.

Methodology:


1. Define Regulatory Compliance Agencies:

  • Navigate to System Admin > Work Orders > Regulatory Compliance Codes.
  • Identify and create all regulatory compliance agencies relevant to your operations.
CMMS screen showing set up of regulatory compliance codes in Mainsaver

2. Apply Compliance Types to PM Records:

  • On the “Other” tab of the PM record, apply the relevant compliance type(s) to ensure alignment with regulatory requirements.
Add regulatory compliance types to PM records on this Mainsaver CMMS screen

3. Set Up Event Notifications:

  • Access System Admin > Security & Settings > Event Notifications.
  • Filter notifications based on compliance types (e.g., EPA).
Set up event notifications in this Mainsaver table, selecting the field you need
  • Configure notifications to trigger a specified number of days before the PM is due. Example: Set “Days Past Due” to -7 for a notification 7 days prior to the PM due date.
Set up event notifications in this Mainsaver CMMS screen
  • Optionally, set up additional notifications for the actual due date by repeating the process with “Days Past Due” set to 0.

4. Receive Timely Notifications:

  • Upon PM generation, designated individuals receive email notifications, providing a 7-day advance alert for upcoming regulatory PMs.
  • Optionally, set up a second notification for the due date to further ensure timely action.
     
Add a second alert on compliance work orders if not complete by due date

5. Regulatory Work Order Search:

  • Use the Regulatory Work Order Search feature for easy retrieval of regulatory work performed during audits.
Search for work orders based on regulatory compliance type

6. Dashboard Integration:

  • Add the “Open Regulatory Work Order” query to your dashboard for immediate visibility of compliance work orders requiring attention.

Maintenance Benefits:

  • Timely Compliance: Receive notifications well in advance, ensuring regulatory PMs are completed on time.
  • Efficient Audits: Easily retrieve and present regulatory work orders during audits, streamlining the audit process.
  • Proactive Maintenance: Stay ahead of compliance requirements with automated notifications and dashboard integration.

By effectively leveraging compliance codes and associated features within Mainsaver CMMS, organizations can significantly enhance their regulatory compliance management and simplify the audit process, ultimately contributing to smoother operations in highly regulated environments.

Learn more about Mainsaver’s maintenance management solutions

Mainsaver Cloud

CMMS

Mainsaver Cloud is the new web-based SaaS version of our CMMS platform that’s easy to use and implement, accessible anywhere, and affordable for small and medium-sized businesses.

Mainsaver Core

EAM

Mainsaver Core offers comprehensive enterprise asset management capabilities in a customizable on-premise or web-based solution that meets the needs of the largest and most complex organizations.

Learn more about Mainsaver’s maintenance management solutions

Mainsaver Cloud

CMMS

Mainsaver Cloud is the new web-based SaaS version of our CMMS platform that’s easy to use and implement, accessible anywhere, and affordable for small and medium-sized businesses.

Mainsaver Core

EAM

Mainsaver Core offers comprehensive enterprise asset management capabilities in a customizable on-premise or web-based solution that meets the needs of the largest and most complex organizations.