In the printing industry, even a short period of machine downtime can disrupt production schedules and effect on-time order fulfilment. Printing, binding, and finishing processes require a high level of precision and reliable equipment.
This is why the digitalization of maintenance in printing companies and production facilities is becoming increasingly important. A properly implemented CMMS (Computerized Maintenance Management System) helps streamline failure management, schedule preventive maintenance, manage technicians’ work, and use production data to support decision-making.
How does such a solution work in practice? One example is the implementation of the Profesal Maintenance CMMS at P/mint, a company specializing in printing and the production of advertising materials.
This case study presents the company’s challenges, project objectives, implemented functionalities, and the changes introduced to its maintenance operations.
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P/mint – A Printing Company with an Extensive Machine Park
P/mint Sp. z o.o. operates in the printing industry and specializes in the production of advertising materials. The company carries out advanced printing and binding processes, as well as the production of materials used in marketing and advertising campaigns for international brands.
The company operates an extensive machine park spread across a large production site. The facility covers approximately 13 hectares, including around 5 hectares of production halls.
Operations on this scale require efficient maintenance management, effective maintenance planning, and quick access to information on the technical condition of machines and equipment.
Key Information About the CMMS Implementation
| Area | Details |
| Client | P/mint Sp. z o.o. |
| Industry | Printing and production of advertising materials |
| System | Profesal Maintenance |
| Implementation objective | Improve maintenance management, work planning, and failure handling |
| Project scope | Implementation of the CMMS and dedicated functionalities |
| Integrations | SCADA system |
| Monitored assets | More than 30 machines and devices integrated for meter reading |
| Work environment | Several dozen operator kiosks and mobile support for technicians |
The project included both the optimization of core maintenance processes and the development of functionalities tailored to the company’s specific requirements.
Maintenance Challenges at the P/mint Printing Facility
As the company’s operations grew in scale, so did the requirements for organizing the work of its technical teams. Managing an extensive machine park, coordinating employees’ activities, and planning maintenance required a solution that would provide centralized access to information.
Before the CMMS implementation, several key areas requiring improvement were identified.
Managing an Extensive Machine Park
One of the main challenges was organizing maintenance operations across a large production site.
This requires considering:
- a complex structure of machines, equipment, and components,
- infrastructure spread across several hectares of production halls,
- the need to quickly identify equipment and related tasks,
- efficient information flow between production and the maintenance department.
Planning Machine Inspections and Maintenance
The facility operates various types of equipment, each requiring different maintenance schedules.
It was essential to enable tasks to be scheduled based on both predefined dates and the actual operating time of the equipment.
The system is also needed to accommodate different types of activities performed by maintenance technicians and production operators.
Organization of Maintenance Team Operations
Shift work and the complex structure of the technical teams required effective management of employee availability.
The key requirements included:
- importing work schedules,
- assigning employees to the appropriate maintenance teams,
- quickly identifying available specialists,
- taking work schedules into account when assigning tasks.
Integration of Production Data with the CMMS
Another challenge was making use of data from the SCADA system.
The company needed a solution that would automatically retrieve machine meter readings and generate maintenance tasks based on actual equipment usage.
This approach makes it possible to schedule certain maintenance activities not only according to a calendar but also based on actual equipment usage.
Failure and Service Request Management
In a large production facility, the rapid communication of equipment failures is particularly important.
The system was intended to streamline the registration of service requests, assign priorities to them, and route information to the appropriate maintenance personnel.
Objectives of the CMMS Implementation at P/mint
The main objective of the project was to create a centralized environment for maintenance management, bringing together information on machines, service requests, tasks, and employees.
The implementation of the Profesal Maintenance system was intended to:
- streamline the planning of inspections and maintenance activities,
- improve failure and fault management,
- enable more effective management of the extensive machine park,
- automate selected maintenance processes,
- increase control over task execution,
- use production data to plan technical maintenance activities,
- improve communication between machine operators and maintenance teams.
In practice, the project was designed to support the development of a more preventive and data-driven approach to maintenance management.
How Was the Profesal Maintenance CMMS Implemented?
W At P/mint, the Profesal Maintenance CMMS was implemented, combining standard maintenance management functionalities with solutions tailored to the company’s individual requirements.
The project considered the specific characteristics of the printing facility, its organizational structure, maintenance planning processes, and available sources of production data.
Digital Management of Failure Reports and Service Tasks
One of the key elements of the implementation was to streamline the technical issue reporting process.
Operators can report faults directly from operator kiosks located on the production floor. Technicians can also access the system using mobile devices.
Each report contains information about the machine, priority level, and the person submitting the report.
In addition, automatic SMS and email notifications were implemented and directed to the appropriate groups of specialists.
Implementation result: improved information flow, streamlined handling of technical reports, and easier coordination of maintenance teams.
Automated Scheduling of Inspections and Maintenance
The CMMS was tailored to P/mint’s maintenance planning processes.
The implemented solutions include:
- recurring maintenance schedules for technicians,
- schedules for maintenance activities performed by operators,
- automatic task generation based on machine meter readings,
- checklists assigned to specific machines and user groups.
This enables the company to organize preventive maintenance activities while considering different equipment usage patterns.
Implementation result: greater transparency in maintenance planning and the ability to automate recurring maintenance activities.
Maintenance Team and Technician Availability Management
An important part of the project was the implementation of functionalities supporting the organization of maintenance teams.
The system enables the import of work schedules, automatic assignment of employees to maintenance teams, and visibility into current technician availability.
Schedule information can be used when planning and assigning tasks.
Maintenance managers gained a tool that makes it easier to identify available specialists and organize team workloads.
Implementation result: better control over employee availability and more efficient workforce planning.
CMMS Integration with SCADA and Machine Operation Monitoring
One of the most advanced elements of the project was the integration of the Profesal Maintenance CMMS with the SCADA system.
The integration enables automatic collection of operating data from production equipment.
As part of the implementation, more than 30 machines and devices were integrated for meter monitoring.
Based on the collected data, the system can:
- monitor machine meter readings,
- automatically generate maintenance tasks,
- support maintenance scheduling based on actual equipment usage,
- assign preventive maintenance activities to specific machines and components.
Thanks to the SCADA integration, maintenance planning does not have to rely solely on fixed calendar-based schedules.
For example, a maintenance task can be generated when a machine reaches a predefined meter reading.
Implementation result: the use of actual production data to plan maintenance activities and automate selected service processes.
Digital Checklists and Standardization of Maintenance Activities
P/mint also implemented checklists tailored to different types of equipment and user groups.
Technicians and operators perform tasks according to predefined procedures, helping to ensure a consistent approach to inspections, maintenance activities, and machine condition checks.
Digital checklists also support the documentation of completed activities.
Implementation result: greater consistency of technical processes, standardized maintenance activities, and easier monitoring of task completion.
Tool and Maintenance Request Management
The scope of the implementation also included functionalities supporting tool control and the management of requests related to maintenance activities.
The implemented solutions enable:
- monitoring tool availability,
- automatic changes to tool statuses during maintenance,
- recording requests linked to tasks and service reports,
- attaching technical documentation and photos.
This allows information related to maintenance activities to be stored and managed within a single environment.
Implementation result: greater transparency in the management of tools, maintenance requests, and technical documentation.
Results of the CMMS Implementation in the Printing Industry – The P/mint Example
The implementation of Profesal Maintenance enabled P/mint to streamline key processes related to maintenance management.
The main organizational and functional outcomes of the project include:
Centralization of Maintenance Information
Information on machines, tasks, service requests, and schedules is available within a single environment, making day-to-day management and monitoring easier.
Automation of Preventive Maintenance Planning
The system automatically generates maintenance tasks based on predefined schedules and operating data collected from equipment.
More Efficient Communication Between Production and Maintenance
Operator kiosks, mobile access, and SMS and email notifications support the exchange of information about equipment failures and technical tasks.
Improved Team Organization
Integrating maintenance team schedules with task planning makes it easier to manage the availability of maintenance personnel.
Standardization of Inspections and Maintenance
Digital checklists help ensure that technical activities are performed according to defined procedures.
Use of Production Data in Maintenance Management
The integration of the CMMS with SCADA makes it possible to use actual machine meter readings when planning selected maintenance activities.
The implementation has provided a foundation for further development of maintenance processes based on data, automation, and centralized task management.
Profesal’s Experience in CMMS Implementations for the Printing Industry
The CMMS implementation at P/mint is another example of how Profesal Maintenance can be applied in the printing industry.
The solution was previously implemented at Intrograf Lublin, a company specializing in packaging production.
Both projects demonstrate how a CMMS can support the organization of maintenance operations in companies with extensive machine parks.
The experience gained from such implementations is particularly relevant to printing companies and production facilities, where equipment reliability directly affects the continuity of production orders.
See also: CMMS Implementation at Intrograf Lublin – Case Study
CMMS Implementation from P/mint’s Perspective
An important part of the project was the collaboration between the Profesal team and the employees responsible for maintenance at P/mint.
“At every stage of the project, we could rely on a partnership-based approach and a clear understanding of our needs. Profesal demonstrated a high degree of flexibility in adapting the solution to the specific requirements of our organization. As a result, the implemented system supports both day-to-day production operations and the work of our maintenance teams.”
Łukasz Kamiński
Maintenance Manager, P/mint Sp. z o.o.
“The project concluded with training for administrators and end users at the P/mint facility. The session provided an opportunity to verify how the system is used in day-to-day operations and to identify directions for its further development.”
The information regarding the completion of the project and the training was provided in the source material by Łukasz Okulski, Deputy Maintenance Manager at P/mint.
FAQ – Frequently Asked Questions About CMMS Implementation in a Printing Company
Why did P/mint decide to implement a CMMS?
The objective of the implementation was to improve maintenance management, streamline maintenance planning, improve failure handling, and increase control over the execution of technical tasks.
Which maintenance areas were covered by the implementation?
The project covered service request management, maintenance planning, maintenance team scheduling, SCADA integration, digital checklists, tool and maintenance request management, and mobile access to the system.
Can a CMMS be integrated with SCADA?
Yes. The implementation at P/mint is one example, where Profesal Maintenance was integrated with a SCADA system. The integration enables machine meter readings to be collected automatically and used for maintenance planning. The feasibility of a similar integration at another facility depends on its technical infrastructure.
How does a CMMS help reduce the risk of downtime in a printing company?
The system supports regular maintenance planning, failure reporting, monitoring the status of service requests, and analyzing equipment history. This enables the maintenance department to organize preventive activities more effectively and respond to technical issues.
How do operators report machine failures at P/mint?
Operators can report faults using operator kiosks located on the production floor. Technicians also have mobile access to the system.
Can a CMMS schedule maintenance based on machine meter readings?
Yes. Thanks to the SCADA integration, Profesal Maintenance can automatically generate tasks when predefined machine meter readings are reached.
How does the system support the organization of maintenance teams?
Profesal Maintenance enables work schedules to be imported, employees to be assigned to maintenance teams, their availability to be displayed, and schedules to be considered when planning tasks.
Can CMMS be tailored to the specific requirements of a printing facility?
Yes. At P/mint, both standard system functionalities and solutions tailored to the company’s specific requirements were implemented, including maintenance team scheduling, SCADA integration, and tool management.
Summary – How Does a CMMS Support Maintenance in a Printing Company?
The example of P/mint demonstrates that effective maintenance digitalization goes far beyond the electronic recording of equipment failures.
The key is to bring together information about machines, employees, tasks, and production processes within a single environment.
The implemented Profesal Maintenance system supports the day-to-day work of technicians, operators, and management. SCADA integration, automated scheduling, mobile service request management, and digital checklists provide a foundation for the continuous improvement of maintenance processes.
For printing companies, this provides an opportunity to manage technical infrastructure in a more structured way and develop preventive maintenance activities based on actual operational data.
See How Profesal Maintenance Can Improve Maintenance Operations in Your Company
Do you manage a printing company, printing facility, or manufacturing plant? Do you want to streamline failure management, automate maintenance planning, or integrate production data with your maintenance management system?
Explore the capabilities of the Profesal Maintenance CMMS and see how the solution can be tailored to the specific requirements of your facility.
Contact the Profesal team to schedule a free consultation on CMMS implementation.
