A failure code in your organization’s CMMS signals the need for immediate action. It indicates a problem, whether minor or major, that should be addressed promptly by design.
However, for a facilities manager, the only thing worse than receiving a failure code is not receiving one when it is needed. An undiagnosed facilities issue can escalate into a significant problem, potentially costing thousands of dollars in repair fees and even more in lost revenue due to downtime.
Yet, a failure code should not be dreaded; it is simply a part of your CMMS functioning correctly. Ideally, the cost associated with repairing the issue will be minimal compared to the potential consequences of ignoring it.
What is a Failure Code?
A failure code is an alphanumeric identifier used to categorize and document the reasons for asset failures. These codes are typically used within a Computerized Maintenance Management System (CMMS) or Enterprise Asset Management (EAM) software to provide detailed information on why an asset failed during operation. Failure codes help standardize failure reporting, making it easier for maintenance teams to track, analyze, and address equipment issues efficiently.
Failure codes enable maintenance teams to quickly identify and communicate the nature of a failure, facilitating efficient troubleshooting, accurate reporting, and data-driven decision-making for maintenance planning and resource allocation. The use of CMMS failure codes enhances maintenance efficiency, minimizes downtime, and supports continuous improvement efforts.
Why Failure Codes Are Important
CMMS failure codes are crucial for several reasons. They provide a standardized method for documenting and analyzing why assets fail, which helps in identifying recurring issues and problematic trends. By using failure codes, maintenance teams can quickly pinpoint the root causes of failures, enabling more efficient and targeted maintenance actions. This not only helps in reducing downtime and repair costs but also improves overall equipment reliability and performance. Additionally, failure codes facilitate better data collection and reporting, which is essential for continuous improvement programs and compliance with regulatory standards.
Key Benefits of CMMS Failure Codes in Maintenance Management
CMMS failure codes offer several important benefits for maintenance management:
Standardize failure documentation
Failure codes provide a structured, consistent approach to documenting equipment failures across all assets. This standardization:
- Simplifies communication between maintenance personnel
- Enhances clarity and reduces ambiguity in failure descriptions
- Enables quick understanding and assessment of failures
- Facilitates efficient troubleshooting and repairs
Increase maintenance efficiency
By categorizing and classifying failures with specific codes, maintenance teams can:
- Quickly identify and document the nature of failures
- Streamline troubleshooting and repair processes
- Access relevant information associated with specific failure codes
- Efficiently allocate resources and prioritize critical issues
Anticipate future equipment issues
Analyzing historical failure code data allows maintenance teams to:
- Identify recurring failure trends and patterns
- Implement predictive maintenance strategies
- Proactively plan maintenance to prevent future failures
- Align with reliability-centered maintenance (RCM) approaches
Generate detailed work orders
Failure codes enable the automatic generation of work orders with:
- Specific failure codes assigned
- Relevant troubleshooting and repair instructions
- Comprehensive maintenance records for future reference
Develop insightful maintenance reporting
Consistent use of failure codes facilitates:
- Generation of reports highlighting failure trends, frequency, and costs
- Identification of critical areas requiring attention
- Informed decision-making on maintenance strategies
Effective resource allocation
Ensure regulatory compliance:
- For industries subject to equipment maintenance standards, failure codes:
- Provide systematic documentation to aid audits and inspections
- Help demonstrate adherence to regulatory requirements
- Enable clear identification and reporting of issues
- Support compliance with standards like ISO 14224 for oil and gas
Leveraging CMMS Failure Codes for Proactive Maintenance Strategies
CMMS failure codes enable organizations to adopt a failure analysis-centric maintenance approach by systematically categorizing and tracking asset failures. This allows for in-depth analysis to identify root causes, patterns, and trends, leading to targeted improvements and preventive actions. By using failure codes, organizations can shift from reactive to proactive maintenance, enhancing equipment reliability and reducing downtime.
Important CMMS failure code categories
Every industry and organization manages their CMMS differently, but most equipment failures can be categorized into common codes. While not exhaustive, here are some key failure codes to consider implementing in a CMMS:
Broken: Indicates complete or partial component failure requiring repair or replacement.
Calibration: Reveals deviations from desired measurement or performance standards due to inaccurate calibration.
Foreign Matter: Signifies contamination by dirt, debris, or other materials affecting asset performance.
Loose: Indicates excessive noise and vibration due to loose components, posing risk for further damage.
Corrosion: Denotes gradual material destruction through chemical reactions with the environment.
Overheating: Signal material damage due to excessive heat or burning.
Clogged: Indicates blockages or jams preventing proper equipment function.
Leak: This applies to both liquid and air leaks that may impact performance or energy efficiency.
Common Failure Codes
While every organization will determine the type of codes most beneficial for their needs, below are examples of common failure codes used in Asset Management:
Code | Definition | Description |
|---|---|---|
| AOL | Abnormal outlet low | Low output |
| AOH | Abnormal outlet high | High output |
| PLU | Plugged | Partial or full-flow restriction |
| IHT | Insufficient heat transfer | Insufficient heating/cooling |
| AIR | Abnormal instrument reading | False alarm or inaccurate measurement |
| SPS | Spurious stop | Unexpected shutdown |
| VIB | Vibration | Excessive vibration detected |
| NOI | Noise | Unusual or excessive noise |
| LEK | Leak | Fluid or gas leakage |
| COR | Corrosion | Material degradation due to chemical reactions |
| WER | Wear | Normal wear and tear |
| FAT | Fatigue | Material failure due to repeated stress |
| OVH | Overheating | Excessive temperature |
| FRZ | Frozen | Component seized or immobilized |
| ELC | Electrical failure | Electrical malfunction |
| MEC | Mechanical failure | Mechanical malfunction |
| ALG | Alignment issue | Misalignment of components |
| CAL | Calibration required | Instrument out of calibration |
| CON | Contamination | Presence of unwanted substances |
| STR | Structural damage | Physical damage to asset structure |
Maintenance Response Codes
Code | Definition |
|---|---|
| REPAIR | Restore the functionality of the damaged or malfunctioning item |
| REPLACE | Swap out the item with a new or refurbished equivalent |
| MODIFY | Alter item specifications, design, or materials |
| SERVICE | Perform routine maintenance tasks with minimal disassembly |
| TEST | Evaluate item performance and functionality |
| CHECK | Inspect item condition without immediate action |
| ADJUST | Fine-tune items to meet specified parameters |
| CLEAN | Remove contaminants to improve item performance |
| LUBRICATE | Apply lubricants to reduce friction between components |
| TIGHTEN | Secure loose parts to prevent further issues |
| CALIBRATE | Align items to meet accuracy standards |
| UPGRADE | Install a newer version or add enhanced features |
| OVERHAUL | Comprehensive restoration of a heavily worn item |
| TROUBLESHOOT | Diagnose the root cause of item malfunction |
| FABRICATE | Custom manufacture replacement parts or component |
Steps for Implementing and Using Failure Codes
Here are the key steps for implementing and using failure codes effectively:
- Choose your method of failure code capture:
- Implement failure codes within a Computerized Maintenance Management System (CMMS) for consistent data collection and powerful reporting capabilities.
- Categorize the data you wish to collect:
- Develop codes for three main categories:
a) Defects: Operational issues requiring maintenance intervention
b) Failures: Root causes identified after investigation
c) Interventions: Actions taken to resolve defects
- Develop codes for three main categories:
- Create a library of codes:
- Develop asset-based code designs, matching codes to specific assets or asset classes
- Keep the number of codes minimal to avoid ambiguity
- Ensure codes are concise, unambiguous, and relevant to each asset
- Train employees in applying failure codes:
- Educate staff on the importance and proper use of failure codes
- Make the code library easily accessible, especially on mobile devices
- Mandate the use of codes for work requests, work orders, and maintenance tasks
- Implement best practices:
- Use in-house expertise to validate and refine failure codes
- Make failure code selection mandatory in the CMMS
- Consult ISO 14224 for guidance on creating and using failure codes
- Analyze and optimize:
- Regularly review and analyze failure code data to identify trends and patterns
- Use insights to improve maintenance strategies, optimize preventive maintenance, and enhance overall equipment reliability
- Continuously improve:
- Establish annual reviews to add, remove, or edit codes as needed
- Refine the coding system based on feedback and changing maintenance needs
Best Practices for Failure Codes
Below are some best practices for implementing failure codes, including using a CMMS:
- Use a CMMS system to capture and track failure codes. A CMMS provides a centralized database for recording and analyzing failure data across assets.
- Develop a standardized coding structure that covers defects, failures, and interventions. This allows for consistent documentation.
- Limit the number of codes to around 30 or fewer to avoid overwhelming users. Focus on the most common and critical failure modes.
- Make codes simple, clear, and easy to understand. Use short alphanumeric codes with descriptive names.
- Align codes with equipment taxonomy and standardized component names. This enables more targeted analysis.
- Train employees on proper use of failure codes and make the code library easily accessible.
- Make entering failure codes a mandatory step in the CMMS workflow when closing work orders.
- Regularly review and update codes based on changing needs and feedback.
- Use failure code data to generate reports on trends, frequencies, and costs associated with failures.
- Leverage failure code analysis to drive predictive maintenance and reliability-centered maintenance strategies.
- Ensure codes comply with relevant industry standards like ISO 14224.
- Use codes to automatically route work orders to appropriate personnel or trigger follow-up actions.
- Integrate failure codes into broader asset management and continuous improvement programs.
Streamline Failure Reporting with eWorkOrders
Simplify your maintenance process with eWorkOrders CMMS. Our system helps your team track and manage failure codes effortlessly, keeping your facilities running smoothly. With our centralized asset management solution, you’ll have a clear overview of all your systems, boosting productivity and optimizing maintenance costs. Ready to transform your maintenance operations? Talk to an eWorkOrders expert today and discover how our CMMS can benefit your organization.
What is a Failure Code?
A failure code is an alphanumeric identifier used to categorize and document the reasons for asset failures. These codes are typically used within a Computerized Maintenance Management System (CMMS) or Enterprise Asset Management (EAM) software to provide detailed information on why an asset failed during operation. Failure codes help standardize failure reporting, making it easier for maintenance teams to track, analyze, and address equipment issues efficiently.
Why are failure codes important?
Failure codes are important because they:
- Standardize failure documentation across assets
- Enable efficient tracking and analysis of failure trends
- Help identify recurring issues and root causes
- Support data-driven maintenance planning and decision-making
- Facilitate detailed work order generation and reporting
How many failure codes should an organization use?
Most experts recommend using 30 or fewer failure codes. This provides a good balance between having enough codes to categorize common issues while not overwhelming technicians with too many options. The exact number will depend on the organization’s specific needs and asset types.
