Digital Maintenance

Manufacturers are adapting to changes by seeking cost reduction and customer loyalty through improved service levels. They aim to enhance efficiency and flexibility in core processes, which can be challenging due to the large number of assets requiring management and maintenance. MOM4, a Computerized Maintenance Management System (CMMS) by NearSoft, offers a comprehensive solution. It manages assets throughout their lifecycle, from planning to replacement, and includes tools for proactive maintenance.

MOM4Maintenance is an automated system for handling preventative and reactive maintenance of facilities and assets. It equips workers with efficient tools for recording repairs, parts, and materials, while providing managers with control and visibility into maintenance histories and compliance. By optimizing maintenance workflows and minimizing equipment downtime, MOM4Maintenance allows organizations to allocate more resources to their core business objectives.

Maintenance Activities

Maintenance operations management are defined as the collection of activities which coordinate, direct, and track the functions that maintain the equipment, tools and related assets to ensure their availability for manufacturing and ensure scheduling for reactive, periodic, preventive, or proactive maintenance. Maintenance operations management supports four main categories of maintenance:

  1. Corrective (Reactive) Maintenance or reactive maintenance response – providing maintenance responses to equipment problems.
  2. Preventive Maintenance – scheduling and performing maintenance on a periodic cycle based on time or cycles. Providing equipment monitoring activities to anticipate failure, including equipment self-check and diagnostic activities
  3. Providing Condition-Based Maintenance derived from information obtained from the equipment or inferred about the equipment. This includes predictive maintenance based on a prognosis of expected future failure.
  4. Optimizing resource operating performance and efficiencies as part of production and process analysis. This includes minor changes in production or support equipment. These minor changes may often consume a significant fraction of maintenance resources.  Coordinating planned work with users and facility supervision. Assisting with product changeover needs that involve equipment changes

In addition, it provides the following sub-tasks:

  • Developing maintenance performance reports
  • Coordinating and monitoring contracted work
  • Supervising requested maintenance
  • Reporting on performed maintenance, including spare parts used, maintenance labor, and maintenance costs
  • Making performance verifications of production equipment
  • Monitoring and updating maintenance history files

Our approach - Lean Maintenance

MOM4 drives the company towards “Consistently doing the Right Things Well” and reflects the principles of continuous improvement embodied in methodologies like Lean Six Sigma. NearSoft offerings are aimed at equipping managers with the necessary tools for implementing a true Lean Maintenance. Lean Maintenance is a proactive maintenance operation employing planned and scheduled maintenance activities through Total Productive Maintenance (TPM) practices using maintenance strategies developed through application of Reliability Centered Maintenance (RCM) decision logic and practiced by empowered (self-directed) action teams using the 5S process, weekly Kaizen improvement events, and autonomous maintenance together with multi-skilled, maintenance technician-performed maintenance through the committed use of their work order system and their Computer Managed Maintenance System (CMMS) or enterprise asset management (EAM) system. They are supported by a distributed, lean maintenance/MRO warehouses that provides parts and materials on a just-in-time (JIT) basis and backed by maintenance and reliability engineering group that performs Root Cause Failure Analysis (RCFA), failed part analysis, maintenance procedure effectiveness analysis, predictive maintenance (PdM) analysis, and trending and analysis of condition monitoring results. A solid Enterprise Information strategy is needed to think and implement innovative and effective solutions to eliminate waste.

The strategy is called Total Productive Maintenance (TPM). TPM is the foundation of lean maintenance. It is an initiative for optimizing the reliability and effectiveness of manufacturing equipment. TPM is team-based, proactive maintenance and involves every level and function in the organization, from top executives to the shop floor. TPM addresses the entire production system life cycle and builds a solid, shop floor-based system to prevent all losses. TPM objectives include the elimination of all accidents, defects, and breakdowns.

Maintenance Model – Digital Twins

The concept of digital twins and digital shadow is crucial in Industry 4.0, facilitating the organized structuring of diverse data from various sources. A digital twin is a precise, real-time digital representation of reality. It replicates the information of a physical system, product, person, or equipment in a digital format. This digital copy simplifies information access and maintenance planning.

Digital Shadow is a representation of a process, service, or production chain with its characteristics and Maintenance Activity Rules. MOM4 incorporates a library of these rules, defining what’s needed for proper maintenance tasks. It outlines Maintenance Operations Definitions and process steps, organized in sequential or parallel routes that conclude with status reports. Resources are categorized to define Maintenance Operations, with some instructions generated automatically based on rules.

Digital twins provide insights into assets and processes beyond direct measurements. They offer instant insights without complex data handling, fostering consistent understanding across the organization. Digital twins promote agility and alignment across the business, spanning engineering, operations, supply chains, facilities, and more.. 


MOM4 supports Digital Twins for Materials, Equipment, Personal, Work / Machine Center and Product Production Rules (receipts) applying IEC 62264 / ISA-95 standards.

  • Material Information Model (Spare Parts) – Material Class, Material Definition, Material Lot, Material Sub Lot, Material Test Specification and Material Test Results
  • Equipment Information Model – Equipment Class, Equipment, Equipment Test Specification and Equipment Test Results
  • Personnel Information Model – Personnel Class, Person, Personnel Test Specification and Personnel Test Results
  • Product Production Rules – Product Definitions, Production Routings, Work/Machine Centers, Bill of Materials / Resources (BOM / BOR), Manufacturing Bill (MB) 


  • Improved Visualization and Monitoring: Digital twins provide real-time representations of physical processes, equipment, and systems. This improves visibility and monitoring, allowing operators and engineers to gain insights into the current state of operations more effectively.
  • Enhanced Predictive Maintenance: Digital twins can simulate and model the behavior of physical assets, helping predict when equipment maintenance is required. By monitoring digital twins, maintenance can be performed proactively, reducing downtime and extending equipment lifespan.
  • Optimized Production Processes: Digital twins enable the simulation of maintenance operations, helping manufacturers identify bottlenecks, optimize workflows, and improve overall efficiency.
  • Accurate Data for Decision-Making: Digital twins collect and store vast amounts of data, which can be used for historical analysis and decision-making. This aligns with the ISA-95 framework’s emphasis on data exchange between enterprise and control systems.
  • Integration with Enterprise Systems: Digital twins can be integrated with enterprise resource planning (ERP), manufacturing execution systems (MES), and other business systems, enhancing data flow and coordination between different levels of the manufacturing hierarchy.
  • Faster Troubleshooting and Diagnostics: When issues arise in the physical system, digital twins can help diagnose problems more quickly by providing a virtual environment for testing potential solutions.
  • Cross-Functional Collaboration: Digital twins facilitate collaboration between different departments, such as engineering, operations, and maintenance, by providing a common platform for understanding and decision-making.
  • Continuous Improvement: Through the use of digital twins, manufacturers can continuously improve their processes and systems, aligning with the ISA-95 framework’s focus on performance optimization.
  • Compliance and Quality Assurance: Digital twins can assist in compliance with regulatory standards by providing detailed records of processes and operations. This is particularly important in industries with strict quality and safety regulations.

Maintenance Requests (Tickets) 

Engineers can report maintenance issues in MOM4 by submitting maintenance requests through a dedicated interface. MOM4 categorizes these requests into Maintenance Orders using predefined rules, and these orders can consist of one or multiple Work Orders. Various types of Maintenance Requests are supported:

  • Daily Checks: These are performed daily during facility walkarounds. If an issue can’t be fixed on the spot, a Maintenance Request is submitted.
  • Reactive – Equipment Checks: When an engineer or operator reports a faulty piece of equipment, a Maintenance Request is created.
  • Scheduled: Maintenance Requests are automatically generated at predefined intervals, leading to the creation of Preventive Maintenance Orders for inspections or repairs.
  • Conditional: MOM4 generates conditional Maintenance Requests based on predefined machine conditions. Typically, it requires an OPC connection to the machine or line’s control system.

When MOM4 Maintenance integrates with MOM4 Manufacturing, it considers equipment health, planned maintenance, facility practices, and capacities, along with committed delivery dates for Production Orders. This integration enables micro-level scheduling in near-real-time, aiming to maximize delivery accuracy while minimizing lead times and inventory levels.


    • Submission of Observation Protocols with attached pictures, documents, GIS coordinates, CAD drawings, etc. using a web interface
    • Real-time alerts and notifications from Wireless sensors and control systems such as IoT, SCADA, BAS, BMS, etc.
    • Generating Maintenance Orders directly from a Maintenance Request
    • Providing a text message or email alerts


    • Satisfy market requirements such as: short lead time, on-time deliveries, fast and reliable information
    • Faster response to shifting customer demand, market conditions, and other unexpected events
    • Reduced inventory and cycle time
    • Ability to take preventative and corrective action as MOM4 works together with ERP systems to form a coherent information system for the entire production
    • ERP systems alone often do not have the necessary detailed information required to schedule specific production activities, production equipment, or personnel, however MOM4 can!

    Planning and Final Capacity Scheduling

    To prepare a maintenance order for execution, a suitable maintenance definition is linked to it either manually or automatically based on predefined criteria. This definition includes information about spare parts, personal and operational instructions.

    Maintenance dispatches transfer orders and accompanying maintenance instructions to the relevant workplace or maintenance team. Maintenance Dispatcher responds to events triggered by tracking events or user requests. Maintenance orders progress through various stages in the activity chain, and the detailed maintenance schedule can be recalculated if unexpected process events occur.

    The maintenance schedule function organizes activities based on priorities, technical requirements, Maintenance Operations Definitions (e.g., Standard Operating Procedures), and Equipment Definitions for each asset. This sequencing minimizes inspection and repair time.

    Maintenance capability information compiles data about all maintenance resources within a selected site, area, process cell, production unit, or production line, including equipment, materials, personnel, and machine centers. 


    • Maintenance and Working Orders (Jobs)
    • Yearly Maintenance Plan preparation
    • Working Calendar and Subcontractor Management
    • Work and Capacity Balancing – adjust assignments to resolve allocation conflicts


    •  Satisfy market requirements such as short lead time, on-time deliveries, fast and reliable information
    • Faster response to shifting customer demand, production conditions, and other unexpected events
    • Reduced inventory and cycle time
    • The foresight to anticipate and meet future capacity requirements before business processes are impacted
    • Reduced risk of service degradation through better management of company assets
    • Reduced risk associated with last minute changes to the production plan

    Execution, Tracking and Treacebility

    MOM4 covers a range of functions including work orders, order tracking, maintenance tracking, data collection, downtime management, and equipment management. Once the master scheduling is completed, it’s sent to the maintenance team for execution. The orders are grouped based on predefined parameters, forming campaigns per machine and their respective consumer resources. Users determine when and which order should be executed next.

    Information about the maintenance process is received and stored in a database, allowing for future analysis and reporting. As a product progresses through its steps, it’s marked as completed and automatically moves to the next one. Quality information is collected during each process, and quality assurance is issued. If any downtime occurs during execution, users can input details such as reasons and failures.


    • Notes and special instructions,
    • Tools and equipment (i.e., ladder) that have to be used,
    • Drawings (i.e., CAD/CAE) and pictures (i.e. image capturing by build-in cameras of tablets), 
    • Standard and norms for the specific maintenance job to be performed,
    • Check list for quality control,
    • MOM4 supports the OPC standard for data gathering from PLC/DCS/SCADA systems.


    • Better visibility of the manufacturing process
    • Sustainable production performance improvements
    • Ability to take preventative and corrective action
    • Make timely adjustments as needed to guarantee maximum efficiency, responsiveness and flexibility on the real-time information available to identify and report problems on the production floor
    • Reduced inventory and cycle time, while increasing production throughput
    • Enables producers to react continuously and operate at the optimal condition
    • Information on when and where each product is at any time, even in intermediate storage
    • Real-time production information instantly available to everybody
    • MOM4 Maintenance is optimized for use of Tablets and supports image capturing thrown build-in cameras.

    Storage (Warehouse) Management

    Efficiently managing spare parts inventory is crucial for a maintenance organization. Poor inventory management can lead to excessive spending on spare parts or costly machine downtime. Optimizing the spare parts inventory control system is a valuable process that contributes to the smooth operation of maintenance activities, and MOM4Maintenance offers features to streamline this process.

    MOM4Maintenance’s Inventory modules keep track of materials required for maintenance tasks. It maintains information on stocked items, generates purchase requisitions and purchase orders for non-stock items, and manages requests for reserving stock items while also providing reports on allocated items for work orders.

    MOM4Maintenance works to balance two opposing objectives:

    • Maximizing the availability of items for upcoming work tasks
    • Reduce excess inventory balances and related carrying costs

    The goal is to find a balance of inventory stock that lets maintenance work be performed with minimum delays due to unavailable materials, without keeping unnecessary or seldom used items in stock.



    • Define standard processes for receiving, storing, issuing and returning spare parts. Workers who aren’t strict about recording the movement of inventory parts can skew the data in MOM4. For example, an employee may forget to record in the system when they’ve taken a part from storage, or when they return one. You should also establish a set amount of time in which workers must record these changes in the system, so that data is as up-to-date as possible.
    • Train every person involved with using spare parts. From technicians to managers, every person who could affect inventory management should be trained to follow these standards.
    • Hold employees accountable for proper execution. Employees should be held accountable for bad inventory management habits, just as they would be for failing to complete a maintenance task. Make it clear to workers that proper inventory management is an important part of their job, perhaps by giving examples of how crucial it is to preventing downtime.


    • Optimize inventory management and establish control polices using MIN-MAX (ROP-ROQ) levels
    • Categorization of spare parts
    • Forecast spares/material requirements
    • Manage multi-store locations

    Asset Control and Supervision

    The assets module stores asset numbers and other related information, such as location, parents and children, vendor or manufacturer, up/down status, and maintenance costs for the asset. Tabs on the Assets application allow the building of an asset hierarchy, which is an arrangement of assets, subassemblies, and spare parts that make up the asset. The asset hierarchy provides a way to roll up maintenance costs so that the company can check accumulated costs at any level, at any time. It also makes it easy to find a particular asset number. The assets have to be coded using coding convention to allow easy identification during searches by code.
    By using MOM4 Maintenance’s Failure Hierarchy and Classification functionality, assets can be categorized into different failure classes and classifications. By attaching a Failure Class to each asset, this allows faster failure reporting by technicians when reporting on corrective work orders.


    • Notes and special instructions,
    • Tools and equipment (i.e., ladder) that have to be used,
    • Drawings (i.e., CAD/CAE) and pictures (i.e. image capturing by build-in cameras of tablets), 
    • Standard and norms for the specific maintenance job to be performed,
    • Check list for quality control,
    • MOM4 supports the OPC standard for data gathering from PLC/DCS/SCADA systems.


    • Manage asset registration, integrity and performance
    • Multi-level, tree structure and categorization
    • Real-time status and availability
    • Assignment of documents and drawings

    Reports, Analyses and KPI

    MOM4 Reports is a versatile reporting system that provides insights into data management and overall production. It allows data input from various operations and offers the flexibility to generate system-contained reports or customized reports created by users.

    These reports are built using Microsoft web parts technology, which enables users to modify web page content, appearance, and behavior directly from a browser. This personalization feature can be applied globally or for individual users, allowing dynamic adjustments without developer or administrator intervention.

    Key Performance Indicators (KPIs) are high-level measurements used in business units or departments. They typically include reports, spreadsheets, or charts presenting critical information relevant to the department’s success. KPIs offer a regular, high-level view of a department’s health through visual statistical information, aiding business managers in decision-making.


    • Shift (Working Card) Reports, Productivity, Maintenance Performance, etc.,
    • Maintenance Order report,
    • Working Order / Performed Job report,
    • Equipment Operation report (working hours, amount, etc.),
    • Failing Facilities report and Equipment history report,
    • Downtime report, Pareto chart, OEE, NEE, etc.,
    • Personal Qualification Test report,
    • KPI reports – Shift, Daily and Monthly, Standard Deviation and Normal Distribution,
    • Spare Parts and Warehouse reports,
    •  Engineering Reports, Standard vs. Actual reports,
    • Data retrievable to Excel,
    • Standard communication with ERP (SAP),
    • Integration with MS SharePoint.


    • Full product genealogy and information tracking
    • Real-time information available to identify and report problems. Check it, anytime, anywhere from the company intranet using MOM4 rich graphical web-based interface
    • Historical data for performance analyses and process optimization. Score cards, KPIs, OEE, etc.
    • Personalized page content and layout, tailored to meet specific requirements for all categories of workers and mangers in an enterprise. Business process view from many different perspectives.
    • Real-time information available to identify and report problems. Check it, anytime, anywhere from the company intranet using MOM4 rich graphical web-based interface
    • Personalized page content and layout, tailored to meet specific requirements for all categories of workers and mangers in an enterprise. Business process view from many different perspectives
    • Better informed and empowered operators and managers. Real-time decisions make an efficient supply chain and reduce the waste of time and materials.
    • Integration with plant portals such as SharePoint and SAP