Managing a Database of 1,000 Installed Motors: Addressing Missing Data and Establishing a Reliable Baseline

04-02-2025
Derek Brown
13 comments
4836
441

Question:

Hello, I have been searching the forums for information on managing a database of 1,000 installed motors. I recently inherited this motor database, which is currently in the form of a spreadsheet. The key columns include Nameplate data, our internal motor ID number, location details, and installation dates. Unfortunately, the electricians did not consistently input data into the spreadsheet, leading to missing information and a lack of history tracking. I have made significant modifications to the spreadsheet to track each motor's installation, removal, servicing dates, service codes, failure codes, and any remarks. This allows me to calculate Mean Time Between Failures (MTBF) for individual motors, as well as for groups of motors installed in specific equipment. However, the database is in disarray due to missing or incorrect data, multiple motors listed for the same equipment, and undocumented modifications. I need to verify and clean up the database to establish a reliable baseline moving forward. Has anyone faced similar challenges before? Thank you for any insights you can provide.

Top Replies

I am interested in incorporating various features into our database, including: ~ Ensuring accurate location data for all motors ~ Tracking the number of days since each motor was installed ~ Integrating a column from our process system SQL server to display running hours since the last lubrication for select larger motors ~ Calculating Mean Time Between Failures (MTBFs) ~ Implementing automatic error checking for duplicate motor installations or equipment without any motors installed ~ Compiling summary data of critical equipment with specific motor requirements for effective spare parts management. Can you recommend any pre-built solutions for these requirements, or should we develop a customized database solution?

05-02-2025
Mason Rogers

We currently manage approximately 1,000 motors, and I recently acquired the motor database in the form of a spreadsheet. The essential columns include the Nameplate information, our unique internal motor ID, the location details (such as equipment number or warehouse storage location), and installation dates. Regrettably, our electricians have not consistently inputted data into the spreadsheet when completing motor disconnect/reconnect forms, leading to a lack of historical tracking information. This data should be housed in the Equipment master data within the CMMS system.

06-02-2025
Alice Johnson

In January 21, 2013, at 09:44 PM, I made significant enhancements to a spreadsheet to enable tracking of motor installations in equipment. The spreadsheet now includes fields for dates of installation, removal, and service, as well as service codes, failure codes, and remarks. With the use of SUMIFS functions from the historical log, I can calculate the Mean Time Between Failures (MTBF) for individual motors and entire equipment units that may have different motors installed. I can further analyze this data to determine composite MTBFs for various motor groupings, ranging from the overall motor population to specific groupings of 8-10 similar motors or even a single motor. This process is facilitated through the use of work orders and data analysis to measure Key Performance Indicators (KPIs) in a Computerized Maintenance Management System (CMMS).

06-02-2025
Gavin Russell

Inquiring about being on the correct path, I am facing challenges with lost historical data and inaccurate information in the database. Multiple errors such as missing nameplate details and improper equipment installations need to be rectified for a fresh start. Additionally, undocumented modifications to various motors further complicate the situation. Has anyone encountered a similar situation before? Utilizing a CMMS could steer you in the right direction towards resolving these issues.

07-02-2025
Jasmine Howard

In search of a solution to efficiently manage motor data, including accurate location, installation date, running hours, MTBFs, and error checking? Consider implementing a CMMS for comprehensive tracking and analysis. Explore options for off-the-shelf products or consider developing a customized database to meet your specific needs. Don't hesitate to invest in a proper CMMS to streamline maintenance processes for your motors and other driven equipment.

07-02-2025
Brenda Green

Absolutely, I've been in a similar situation before inheriting a messy details repository. From my experience, the first thing to do is to enforce data discipline moving forward. Establish strict data entry and modification rules to prevent future inconsistencies and undocumented changes. The auditing of the existing data could be a tedious process. You might want to consider dividing the data into manageable portions and gradually correct it over time while also maintaining the newly added data. Also, explore if there are any industry-specific automated tools available which can help you verify multiple entries, and fill or correct any inconsistent data based on specified rules. Sometimes, a fresh start might be easier than trying to fix a very disorganized database, if that's an option for you. Just remember, consistency is key for any database to be reliable. Good luck!

26-02-2025
Madison Adams

I empathize with your predicament and commend you for taking on such a complex task. From my experience, verifying each motor's information individually can be painstaking but it is the most straightforward way to get accurate data. For the erroneous entries of multiple motors for the same equipment, a method that worked for me was cross-referencing with operation logs (if available), equipment manuals, or reaching out to the electricians or vendors for clarity. For undocumented modifications, it might be worth considering implementing a strict log system for changes made to any motor/equipment moving forward and setting up regular audits. You might also want to consider transitioning from spreadsheets to a custom database system. It might seem overwhelming, but having an organized database system designed for your specific needs will save you a lot of headache in the future.

26-02-2025
Gregory Hughes

It sounds like you've got quite the project on your hands! I faced a similar situation when I took over a mismatched inventory database at work. One thing that helped was creating a standardized data entry template for the electricians to use going forward—this ensured everyone was on the same page about what information was critical. I also set up a system for regularly auditing the data, which helped catch inconsistencies early. For the cleanup, consider reaching out to the team members who have firsthand knowledge of the installations; their insights can clarify some of the discrepancies. It might also help to prioritize cleaning based on usage, so you focus first on the motors that are most critical to operations. Good luck, and I'm sure you'll get it sorted out!

11-03-2025
Jane Smith

It sounds like you’re dealing with quite a project! I’ve been in a similar situation with a messy database, and I found that starting with a thorough audit helped a lot. You might consider creating a checklist of all the key attributes you need for each motor and then cross-referencing that with your existing data. Engaging the electricians to gather missing information through a quick survey could also help fill in those gaps. Additionally, using software tools designed for database management could streamline this process and help prevent future inconsistencies. Good luck—I’m sure with some effort, you'll get it back on track!

11-03-2025
Mason Powell

More Replies →

I really appreciate your help, Josh. It's a shame that we don't have a Computerized Maintenance Management System (CMMS) in place. Unfortunately, most of our site data is corrupted, including crucial equipment information where the motor is located. When I try to cross-reference data in the spreadsheet with our equipment database, I come across numerous errors. Before implementing a CMMS, we would need to thoroughly verify a significant amount of information. The challenging part is our severe lack of staffing. In fact, my department is suffering because I am overwhelmed with clerical tasks. Just needed to vent.

08-02-2025
Quinn Bell

If you're uncertain about its effectiveness, the Motor Master tool might provide some but not all of the features you're looking for.

09-02-2025
Ian Butler

Avoid being held back by unreliable data. Instead, focus on establishing Key Performance Indicators (KPIs) as useful benchmarks to assess present circumstances and compare them to the future. Would you consider incorporating this approach?

09-02-2025
Vanessa Carter

quote: Hi Josh, I really wish we had a CMMS in place. Unfortunately, a lot of the site data is corrupted, including the important equipment data for the motors. When I try to use the spreadsheet, I come across errors that need to be fixed by cross-referencing with the equipment database. Before we can even think about implementing a CMMS, we would need to double-check and verify a significant amount of information. The biggest issue we're facing is being severely understaffed. I'm struggling to manage my department effectively because I am bogged down with clerical tasks. It's frustrating to deal with. I'm curious to know what industry has so many motors. I believe implementing a CMMS is a crucial step in starting a KPI and reliability program. Have you tried persuading your management to consider this? In the absence of a CMMS, could using a paper request form to document all work be a temporary solution? Is this something you have control over? Are you now the newly appointed superintendent, replacing the previous interim superintendent who was ex-Navy?

09-02-2025
Penelope James

Last year, I had a similar experience to yours. I reached out to our motor repair shop and obtained the maintenance records for the past five years. With the help of our CMMS software, I was able to monitor the usage and failure locations of our larger motors. Although not flawless, it provided me with a starting point for analysis. Additionally, I utilized MS Access to create a motor database, using the motor ID number as the unique identifier to prevent any duplicates. I established separate tables for repairs and installations, establishing relationships with the main motor database to avoid duplication and ensure all information is easily accessible. While it was a challenging task, I attended a MS Access course to grasp the fundamentals of database setup specifically for this purpose.

09-02-2025
Wesley Jenkins

quote: Originally shared by Josh: quote: Thank you, Josh. I really wish we had a Computerized Maintenance Management System (CMMS). Unfortunately, most of our site data is corrupted, including the vital equipment data for the motors. When I try to use VLOOKUPS in the spreadsheet to cross-reference with the equipment database, I keep finding errors. Before implementing a CMMS, we would need to verify a significant amount of information. The biggest challenge is that we are severely short staffed. I am struggling to manage my department as I am overwhelmed with administrative tasks. Just needed to vent. The industry we are in relies heavily on motors, particularly in the sugar industry. In my opinion, implementing a CMMS is crucial for establishing key performance indicators (KPIs) and improving reliability. Have you tried convincing management to consider this? In the absence of a CMMS, have you thought about using a paper-based work request form to document all tasks? Can't you take control and implement this strategy? Aren't you the new superintendent who replaced the previous interim superintendent, who was ex-Navy? Yes, that's me – I am also an ex-Navy officer. There was a lack of leadership for two years before me, resulting in the disappearance of core processes. There were no job documentation, root cause analyses, or even punctual attendance. It was a cultural disaster, but I am slowly working towards improvement. The sugar industry heavily relies on motors for pumping stations and wells that irrigate our cane fields. Currently, I am focusing on motor disconnect and reconnect forms. By making adjustments to these forms to enhance their informativeness, I have seen significant improvements. I am personally responsible for updating the database with motor locations, history, no-load test results, rotation check results, and more.

09-02-2025
Tara Anderson

Josh, I'm curious about how efficient it would be to manage data in a Computerized Maintenance Management System (CMMS). I recently acquired a CMMS called Fastrak, although it hasn't been implemented yet. Once I finish building our motor database, I plan to import the data and test it. If successful, I can then start incorporating other equipment into the system. While some may argue that Excel is outdated, it serves as my current foundation. However, I have concerns about certain functionalities that a CMMS may not be able to replicate. 1. One concern is the ability to create self-checks. For instance, Excel allows me to use formulas like countifs to identify errors, such as installing two motors in the same equipment by mistake. 2. Excel also allows me to easily display calculated attributes, like days installed, in a tabular and sortable format. This feature is crucial for tracking maintenance schedules in our motor database. 3. Another advantage of Excel is the ability to set up columns for each installed motor to calculate lubrication due dates. This data can be pulled directly from a SQL database and updated based on maintenance activities, such as lubrication by an electrician. 4. As someone who prefers viewing data in tables, I'm concerned that a CMMS may only allow for one-at-a-time viewing. Can a CMMS provide the same tabular format I'm used to with Excel? 5. Conditional formatting is another feature I rely on in Excel for quick analysis. Whether it's color coding or filtering information, Excel allows me to easily track motors being overhauled or monitor spare inventory based on specific criteria. 6. Additionally, Excel enables me to generate summary statistics quickly, such as Mean Time Between Failures (MTBF) for different categories of motors. Can a CMMS offer the same level of flexibility and ease of customization? While a CMMS may offer integration with accounting systems and streamline parts management, implementing it in our company poses challenges due to our traditional work culture. Encouraging supervisors to transition from manual work order systems to digital formats has already been a struggle. Despite its limitations, Excel continues to serve as our primary tool for organizing maintenance data.

09-02-2025
Zoe Peterson

One of the most challenging aspects for many people is managing motors and equipment with unique ID numbers. It is important to be able to track the history of each motor as it moves between different pieces of equipment during its lifespan, as well as the history of each piece of equipment that may have multiple motors installed in it. This process is similar to tracking a relationship. How do you set this up in a CMMS system? The motors would typically be treated as parts, allowing you to trace the history of each part including dates of installation, removal for maintenance, and re-installation in another piece of equipment.

09-02-2025
Helen Diaz

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Frequently Asked Questions (FAQ)

FAQ: 1. Question: What are the key challenges faced when managing a database of 1,000 installed motors?

Answer: Answer: Challenges may include missing data, inconsistent input, lack of history tracking, multiple entries for the same equipment, and undocumented modifications.

FAQ: 2. Question: How can missing or incorrect data in a motor database impact operations?

Answer: Answer: Missing or incorrect data can lead to difficulties in tracking motor history, calculating metrics like Mean Time Between Failures (MTBF), and may result in unreliable information for decision-making.

FAQ: 3. Question: What modifications were made to the spreadsheet to improve motor database management?

Answer: Answer: Modifications included tracking installation, removal, servicing dates, service codes, failure codes, and remarks to enhance data accuracy and enable calculations like MTBF for individual motors and groups.

FAQ: 4. Question: What steps can be taken to verify and clean up a motor database for establishing a reliable baseline?

Answer: Answer: Steps may involve data validation, error identification and correction, deduplication of entries, documentation of modifications, and ensuring consistency in data input moving forward.

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