Proteus MMX Computerized Maintenance Management Software User Manual

Transcription

1 Proteus MMX Computerized Maintenance Management Software User Manual

2 COPYRIGHT Copyright Eagle Technology, Inc. All rights reserved. In the preparation of the information contained in this document, we have attempted to offer the most current, correct and clearly expressed information possible. Nonetheless, inadvertent errors can occur. THE INFORMATION CONTAINED IN THESE DOCUMENT IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. This document could include technical inaccuracies or typographical errors. Changes are periodically added to the information herein. Eagle Technology and/or its respective distributors may make improvements and/or changes in the product(s) and/or the program(s) described herein at any time. In no event shall Eagle Technology and/or its respective distributors be liable for any special, indirect, or consequential damages or any damages whatsoever resulting from loss of use, data or profits. Printed in the USA. Eagle Technology, Inc North Towne Square Road Mequon, Wisconsin U.S.A. Toll free Phone: 1 (800) Direct Phone: +1 (262) sales@eaglecmms.com Website: TRADEMARKS Proteus and Proteus V are trademarks or registered trademarks of Eagle Technology, Inc. All other trademarks referenced are the property of their respective owner. 2

3 Populating the Database... 8 Overview of Entering Data... 8 Creating, Copying, Modifying and Saving Records...10 Records Creating Records Copying Records Modifying Records Deleting Records Using Lists...13 Lists Adding Items to a List Removing Items from a List Querying Records (Filter Row)...14 Filtering Records Default Filter Filter Types Using the Record Navigator...16 Record Navigator Selecting a record Sorting columns Reordering columns Resizing columns Button List Navigation Tree Detail Rows Utilizing Drop-Down Lists and Pop-ups...21 Drop-Downs/Lookup Lists Pop-ups... Error! Bookmark not defined. Currency Drop-Downs Additional Details...24 Approvals...25 Configuring Approvals Using Approvals Approving a Work Order Assets...27 Change Status Issue Work Order Runtime Information Details Tab Location Cost History Tab Bill of Materials Tab

4 Work Orders Tab Schedules Tab Work Order Masters Tab Asset Systems...32 Attachments...33 Bill of Materials...34 Details Tab Parts Tab Assets Tab Blanket Purchase Orders...36 Details Tab Cancelled Work Orders...37 Purge Cancelled Work Orders Closed Work Orders...38 Purge Closed Work Orders Company Information...39 Contractors a Contractor Details Tab Labor Crafts Tab Work Orders Tab Cost Centers...42 Selecting a Cost Center and current Fiscal Year To create a Cost Center To delete a Cost Center To edit a Cost Center To adjust a Cost Center s budget To create a new Cost Center budget for the next fiscal year To purge the budget history of a Cost Center Customers...45 Details Tab Employees...46 Details Tab Labor Crafts Tab Non-Working Days Tab Facilities...49 Details Tab Employees Tab

5 Locations...52 Location Hierarchy To Add a Location To Delete a Location To Rename a Location or edit any data within the location To Issue a Work Order against a location To set a location as a default location Move Ticket History...54 Purge Move Ticket History Records Parts...55 Details Tab Stockrooms Tab Work Orders Tab Asset History Tab Planner...59 Display Options Purchase Orders...61 Closing A Purchase Order Purchasing History...62 Purge Closed Purchase Orders Receiving...62 Receiving Parts Receiving Assets Receiving History...65 Purge Received Purchase Orders Reorder List...66 Reports...66 Custom Reports Requisitions...68 Assigning a Purchase Order Details Tab Parts Tab Assets Tab Costs Tab Shipping Tab Billing Tab Rights (Users/Roles)...72 Overview of Rights Opening Rights Users

6 User Details Tab User Roles Tab Roles Details Tab Rights Tab Scheduling...78 Schedules Daily Schedule Weekly Schedule Monthly Schedule Yearly Schedule Runtime Schedule Parts, Tasks, and Tools Multi-Cycle Scheduling Schedule Preview Settings and Preferences Listing Settings and Preferences Summary Stockrooms...93 Details Tab Work Orders Tab Other Stockrooms Tab Move Tickets Kit Orders Repair Orders Subassemblies...97 Creating a Subassembly Tasks...98 Details Tab Time Card Tools Details Tab Check In/Check Out Scrap Transaction History Purge Transaction History Records

7 Vendors a Vendor Details Tab Parts Tab Assets Tab Work Orders Work Order Numbering Custom Work Order Numbering Creating a Work Order Closing an Active Work Order Cancelling an Active Work Order Details Tab Target Tab - Attaching an Asset to a Work Order Tasks and Labor Tab Attaching a Task to a Work Order Parts Tab Attaching a Part to a Work Order Tools Tab Attaching a Tool to a Work Order Causes Tab Work Order Masters Creating a Work Order Master Activating a Work Order Master Activating Multiple Work Order Masters Details Tab Targets Tab Attaching an Asset to a Work Order Master Tasks and Labor Tab Attaching Tasks/Labor to a Work Order Master Parts Tab Attaching a Part to a Work Order Master Tools Tab Attaching a Tool to a Work Order Master Tab

8 Populating the Database Overview of Entering Data Before Proteus MMX can be used to issue work orders and print reports, certain data must first be entered into the system. Please follow our recommended sequence of data entry to minimize data entry time and maximize efficiency. Based on your desired results, below is a recommended sequence of data entry. Your trainer can guide you to adopt this data entry sequence for your specific needs. Please note that some of the data can be entered via use of the Import Utility (requires data in Excel, text or COBIE format.) Note: This is an end-user process that assumes that initial administration tasks have been performed by the Proteus MMX System Administrator. 1. Gather Data 2. Enter Settings Populate Drop-Down lists Set Report Paths Set Company Non-Working Days 3. Enter Company Information Update Company Name Update Address Information 4. Enter Facilities 5. Enter Locations 6. Enter Customer records Add Customer Locations 7. Enter Cost Center records Create Cost Centers Create Budgets 8. Enter Vendor records 9. Enter Labor Craft records Add Labor Rates 10. Enter Employee records Add Employee Set Non-Working Days 11. Enter Contractor records 12. Enter Parts records 13. Enter Stockroom records Enter Quantity on Hand Attach Vendors 14. Enter Bill of Materials records Attach Parts 15. Enter Assets records Attach Bill of Materials 8

9 Associate Vendor 16. Enter Asset Systems Attach Assets 17. Enter Task records Attach Labor Crafts 18. Enter Tools 19. Enter Work Order Master records Attach Assets, Tasks, and Parts as necessary Schedule Work Orders as necessary 20. Enter Work Order records Attach Assets, Tasks, and Parts as necessary 21. Enter Purchasing Requisition records Assign Purchase Order Numbers Attach Blanket Purchase Orders Note: Keep in mind that Eagle Technology offers data collection and data entry services to assist in the gathering and entering of data. MMX s Import Utility can also be used to populate most modules. 9

10 Creating, Copying, Modifying and Saving Records Records Records, stored in database tables, are the foundation of Proteus MMX. It is important to remain aware of the ASCII Sort Order when data is being entered and records are being created. This is especially important when using the various query methods such as the Type Search and Filter Row. It is also of the utmost importance that all information that is entered is standardized and accurate in nature. All data should be entered using a predetermined set of rules regarding characters, spaces, periods, dashes, etc. For example, two users may add the same equipment record with the same part number, but the system will not recognize that these are duplicates, because one user entered AH 100, while the other user entered AH-100. Creating Records The creation of a new record is the first step to unlocking the features of Proteus MMX. Records may be created from scratch from within the following Modules: Menu Assets Inventory Personnel Providers Purchasing Work Orders Company Rights Module Assets, Asset Systems Parts, Stockrooms, Bill Of Materials, Tools Employees, Labor Crafts Contractors, Vendors Requisitions, Blanket Purchase Orders Work Orders, Work Order Masters, Tasks Company Information, Cost Centers, Customers, Facilities, Locations Users, Roles To create new records: 1. Select a menu and open the module in which to add a new record. 2. Click the New button in the Record Navigator. Depending on the current module, the user will see either a popup or the user will be brought to the Details screen. All tabs will be displayed and the user may enter data for the new record. When moving among fields during the data entry process, use the Tab key rather than the Enter key. 3. Once all data is entered throughout the screen, the user may save the record in the database by clicking the Save button. 4. The user will be returned to the Record Navigator and the newly created record will be displayed in the grid according to the currently sorted column. Note: Fields that contain validation and are required for record creation are sampled below. 10

11 Field Validation/Required Field Designation Copying Records A quick way to create a new record that is similar to an existing record is to use the Copy feature. To copy records: 1. Select a menu and open the module in which to copy a new record. 2. Select a record that you wish to copy from the Record Navigator and click the Copy button. 3. Modify the record data as needed, remaining aware of fields that are required or must be unique. 4. Click the Save button. 5. The modified record will be copied and displayed in the grid according to the currently sorted column. Note: There are certain fields that are both required to be present and required to be unique. Please see the Reference section of the selected module for further information. Editing Records The modification of records in Proteus MMX can be done by editing the record details. To editing records: 1. Select a menu and open the module in which to modify a record. 2. Select a record that you wish to modify from the Record Navigator. 3. Click the Edit button. 4. Modify the record data as needed, remaining aware of fields that are required or must be unique. 5. Click the Save button. 11

12 6. The record will be modified and displayed in the grid according to the currently sorted column. Deleting Records The deletion of records in Proteus MMX can be completed quickly through the Record Navigator. Regarding incorrect or obsolete records, the user has the option to delete one record at a time as well as the option to delete multiple records at the same time. To delete records: 1. Select a menu and open the module in which to delete a record. 2. Select a record from the Record Navigator. 3. Click the Delete button. 4. If an error message is displayed upon attempt to delete a record, this means that the record cannot be deleted due to its current use elsewhere in Proteus MMX. For example, a part cannot be deleted from Parts Master if it is currently associated to a Work Order. Please contact the System Administrator for more information. 12

13 Using Lists Lists In Proteus MMX, lists can be thought of as a group of records grouped together for specific purpose. Lists are usually listed as tabs in the Details section of a specific module. For example, in Work Order Master we have lists for Assets, Tasks and Parts. The user can compile a listing of all assets, tasks and parts that are associated to that specific Work Order Master. Note: Certain lists are read-only, and thus, the user does not have the ability to add or remove from them. Adding Items to a List 1. Click the Add button. 2. Select a record from the pop-up 3. Fill in all data/required fields. 4. Confirm your selection. 5. The record will now be added to the list. Removing Items from a List 1. Select a record from the grid. 2. Click the Remove button. 3. Confirm your selection. 4. The record will now be removed from the list. 13

14 Querying Records (Filter Row) Filtering Records Databases can become extremely large due to file size and record population/complexity. The user can considerably cut down the time it takes to locate a record or records by utilizing the Filter Row that is a part of Proteus MMX. The Filter Row is always displayed in the grid, directly under the column headers. To filter records: Filter Row (Work Orders) 1. Select a menu and open the module in which to utilize the Filter Row. 2. Choose the section by which to filter and enter the search string. Note: The filter process might take a moment depending on the complexity of the filter as well as the number of records in the database Note: To clear a filter, the user can delete the text in the Filter Row. Default Filter Proteus MMX contains functionality to automatically open up the current module with a pre-set, default filter. Once a filter is placed on a filter row, the filter will remain in place until the user clears it. This can be extremely beneficial for users who continually filter/sort by predetermined criteria. 14

15 Filter Types By default, the Filter Row utilizes the Starts With method of filtering. Proteus MMX will display only those records which start with the requested criteria when this radio button is selected. Example: The user wants to view all assets that begin with: FAN. Result: Only assets in which the Asset Number begins with FAN will be shown. The other filter types are shown here: Additional Filter Types 15

16 Using the Record Navigator Record Navigator The Record Navigator allows you to navigate through data displays. The Record Navigator is generally comprised of two main sections: A Navigation Tree/browser pane A Grid containing every record in the database with columns that are able to be sorted (ascending/descending) as well as positioned (horizontal column ordering). These preferences are saved on a per-user basis. Note: The records displayed in the grid will be displayed based on the currently selected node in the tree. If the top most node is selected, all records will be displayed. Otherwise, they will be filtered based on the currently selected node. Note: In some instances, there is no navigation tree/browser. Record Navigator (Assets) 16

17 Selecting a record To select a record the user will click on the row of the record. Record Selected Sorting columns Columns in the Record Navigator can be sorted in either ascending or descending order. To sort a column, click on the column header. An arrow icon will appear next to the column header and will note the direction of the sort (ascending or descending). Sorting Options Record Navigator sorted in ascending order 17

18 Reordering columns Columns in the Record Navigator can be reordered and repositioned in any order. To reorder the columns, simply click the Column Settings icon To remove a column highlight the column and click the Left arrow To add a column highlight the column and click the Right arrow To change the order of columns use the Up or Down arrows Resizing columns Columns in the Record Navigator can be resized. To resize the columns, click the column width settings icon. This will open a dialog box where you can resize column width by simply clicking the Plus or Minus. Note: There will be a minimum size to insure display of records. 18

19 Grid Column Width Settings dialog box Button List The Button List, located above the Record Navigator, contains all tasks and actions that are relevant to, and can be performed on the current module. The tasks will refresh based on the currently selected record. For example, if there are no records on the screen, the only option displayed will be New. Button List Navigation Tree The Navigation Tree, where applicable, is located on the left side of the screen and contains a tree structure of information relating to the current module. The purpose is to visually locate and display data on certain records. The Navigation Tree functions much like common file browsers, with facets such as expand and contract designated by + and -, respectively. When a user selects a node in the navigation tree, the Button List and the Record Navigator will refresh to display the correct data. 19

20 Navigation Tree Detail Rows Detail Rows are rows in the record list that can be expanded to show related data. Detail rows have a + button next to each record indicating there is more information. 20

21 Utilizing Drop-Down Lists and Pop-ups Drop-Downs/Lookup Lists Drop-downs, sometimes referred to as lookup/reference lists, are selection panels containing a list of choices for the corresponding field. They are accessed by clicking on the drop-down arrow on the right side of the field entry box. These lists are read-only and assist the user in selecting and adding a piece of data to the field. Note: Drop-Down Lists are populated through the Settings module. These will be system wide. All population of drop-down lists will be done from this single area. To add an item to a drop-down: 1. Go to the Settings menu > Company > States (for example). 2. Click New. 3. Enter your selection. 4. Click Save. 5. Repeat as necessary. To remove an item from a drop-down: 1. Go to the Settings menu. 2. Select a module and a setting. 3. Click on your selection. 4. Click Delete. 5. Repeat as necessary. To edit an item in a drop-down: 1. Go to the Settings. 2. Select a module and a setting. 3. Click on your selection. 4. Click Edit. 5. Edit your information 6. Repeat as necessary. Note: If you edit an item in a dropdown, it will be changed system wide. However, history records will not be changed, as they have already been closed. To use a drop-down: 1. Click on the arrow to the right of a field providing a drop-down list. 2. Select the record from the list. 21

22 3. The piece of data you selected will be inserted into the field. Note: Typing a letter or series of letters in the dropdown will filter the list to items beginning with that letter or series of letters. Items not matching the typesearch characters will not be visible again until the field is cleared by deleting the text that was previously entered. Drop-Down (Priority) Currency Drop-Downs The drop-down lists for currency values include 3 fields: Amount, Currency and Exchange Rate. Depending on the type of currency needed for the record, you can select different Currency types. The Exchange Rate will fill in automatically based on the Currency, but you can also edit the exchange rate from the field. Currency Drop-Down Note: The Currency types and Exchange Rates are setup in Settings under Company > Currency. 22

23 REFERENCE Additional Details Approvals Assets Asset Systems Attachments Bill of Materials Blanket Purchase Orders Cancelled Work Orders Closed Work Orders Company Information Contractors Cost Centers Customer Assets Customers Employees Facilities Labor Crafts Location Browser Locations Move Ticket History Parts Planner Purchase Orders Purchasing History Receiving Receiving History Reorder List Reports Requisitions Rights (Users/Roles) Scheduling Settings Stockrooms Subassemblies Tasks Time Card Tools Transaction History Vendors Work Orders Work Order Masters 23

24 Additional Details The Additional Details Tab houses a document editor on which any miscellaneous information associated with the record can be entered. Think of it as a notepad with which any relevant information, such as vendor performance, purchasing details, equipment breakdown history, etc, can be recorded. Data can be typed directly into the editor or copied and pasted using the common keyboard shortcuts for these features, Ctrl+C and Ctrl+V, respectively. The Additional Details Tab has many of the basic functions that are contained in many of today s standard word processing software packages. Some of these functions are: copy, cut, paste, undo, redo, and bullet/list. The Additional Details tab is located in the details of a pertinent record. Additional Details 24

25 Approvals Approvals are an option that can be enabled or disabled through the Work Orders section in the Settings Module. In essence, if approvals are enabled, all work orders must be approved at a pre-defined level before they can be closed. Approvals are set by user in Rights > Users. Configuring Approvals Approvals are enabled and configured in the Work Orders module of the Settings menu. To enable and configure approvals: 1. Select the Settings module. 2. Under Work Orders select Approvals from the menu. 3. Select the Enable Work Order Approvals checkbox. 4. Enter a Work Order Close Number. 5. Enter a Work Order Close Level. The Close Number is the required number of employees at or above the level specified in the Close Number field required to approve a work order before it can be closed. The Close Level is the required level at which the work order must be approved at before closure can occur. The close level, by default, is 2. The maximum level a work order can be approved at is 5. Approvals Settings 25

26 Using Approvals Once enabled in Settings, an Approvals detail grid will appear when a work order is expanded. The approval process consists of several stages: o Until approved at level 2, any user can make edits to the work order. Thereby, each level 1 employee can edit and approve their portion of the work order. o When a level 2 employee approves, level 1 employees will have read-only access to the work order. o When a level 3 employee approves, levels 1-2 employees will have read-only access to the work order. o When a level 4 employee approves, levels 1-3 employees will have read-only access to the work order. o When a level 5 employee approves, levels 1-4 employees will have read-only access to the work order. The work order will remain editable for only level 5 employees. Approving a Work Order 1. Open Work Orders from the Work Order module. 2. Select a work order to approve. 3. Click Approve. A popup will be displayed, showing the detailed approval information for that work order. 4. The first time a user approves a work order in the current session, he/she may have to re-enter their login/password information. This information should be saved as long as they are approving work orders. If they go to another page of Proteus MMX they will have to re-enter their information. 5. Approve the work order. 6. When the work order has been approved at close level, a prompt will be displayed, Work Order has been approved at the close level. Do you wish to close it? Answering YES will immediately close the work order. Answering NO to the prompt will cause the work order to remain present in Active Work Orders. Note: If the normal, existing conditions to close a work order are not met, the user will not be shown this prompt. If approvals are enabled, work orders cannot be closed until the required approval level is met and the number of approvals at required level is met. 26

27 Assets The Assets page in the Assets module is used to record and continually maintain all assets within a company. Assets may include, but are not limited to the following: fans, chillers, presses, forklifts, building and grounds, fleet vehicles, and renovation or overhaul projects. The user can update the current physical location and current operating status of the asset. Also, the user can associate a specific Bill of Materials to the asset. When combined with the functions of the Reports module, asset records help the user analyze, plan, and manage the equipment maintenance operations. Every asset is identified by a unique Asset Number. If there is not an existing asset database that can be converted to a Proteus MMX database, each asset must be manually entered into Assets. The process of entering data is relatively simple, especially if the worksheets in the Sample Worksheets section of the Appendix are used. Simply transcribe the information listed on the forms into the matching data entry fields on the screen. Alternately, as with all data in ProTeus MMX, assets can be imported using the import utility tool. The fields listed in the Record Navigator are: Asset Number, Asset Name, Asset Tag, Model, Serial Number, Capacity, Rating, Weight, Warranty Date, Original Cost, Installation Date, Current Runtime, Runtime Units, Daily Runtime, Status, Category, Manufacturer, and Description. The specific tasks that can be accomplished in this section are: Change Status and Issue Work Order. Change Status An asset can be taken out of service so that no associated work orders will be automatically activated against it. This can be done by clicking the Change Status button. If an Asset is Out of Service, all future work order schedules will be disabled from activation until the asset is put back into service. If an asset is Out of Service, the user can still manually activate a Work Order Master or create a new Active Work Order. In most cases, a work order will be created/issued in order to repair the specific asset. A history of the dates and times the equipment was taken out of and returned to service can be found by choosing the Status Log tab from the asset details. 27

28 Issue Work Order By clicking on Issue Work Order, you will begin the process of issuing a work order against this asset. Runtime Information Runtime data for the selected asset appears in the Details tab. Runtime can be defined as the meter reading of the asset, such as the odometer on a vehicle. Updating the runtime on a regular basis will allow all Preventive Maintenance work orders with runtime schedules to activate automatically. 1. Navigate to the Details tab. 2. Type the new runtime reading into the Current Runtime field. 3. Type the unit designation (hours, miles, etc.) into the Runtime Units field. 4. Daily Runtime is a daily average figure to be used as a reference in record keeping and for calculating projections on reports. For more information on runtime scheduling of work orders, please refer to Scheduling in the Reference section. Details Tab The Details Tab consists of basic asset fields. These fields are: Asset Number, Asset Name, Description, Asset Tag, Category, Installation Date, Warranty Date, Location, Original Cost, Weight, Rating, Capacity, Model, Manufacturer, Current Runtime, Daily Runtime, Runtime Units, Serial Number, and Vendor. Note: The required fields are Asset Number and Asset Name by default. All other fields are optional (unless they are set by admin to be required). Note: Leaving information fields blank will decrease Proteus MMX s effectiveness in building complete maintenance history records. Make sure all available information has been gathered prior to recording. 28

29 Asset Details Tab Location Using the location tree that has been previously set up, users can place assets in certain physical locations. Note: If assets are not assigned a physical location, they will be listed directly under the Company. For more information on asset location, please refer to Locations in the Reference section. 29

30 Cost History Tab The Cost History Tab displays the cost history for the selected asset. This page shows the year-to-date and life-to-date costs for Preventive and Demand Maintenance on this asset. These figures are based on accumulated labor and material costs on closed Preventive Maintenance and Demand Maintenance work orders. Note: These figures cannot be edited since they are calculated values The calculations for these fields are derived from the following formulas: Material Labor Pull Parts Enabled Qty Pulled x Unit Cost (if Unit Cost <> 0) Calculated when work order is closed. Labor Rate for each employee x Actual hours for that labor rate Calculated when work order is closed. Pull Parts Disabled Qty Allocated x Unit Cost (if Unit Cost <> 0) Calculated when work order is closed. Labor Rate for each employee x Actual hours for that labor rate Calculated when work order is closed. Bill of Materials Tab The Bill of Materials Tab consists of a selection dropdown and a read-only list of parts that comprise the Bill of Material. From this tab, the user can add a Bill of Material to the asset. The Bill of Materials window pane displays a read-only list of all parts that have been used on the current asset. The fields listed are: Part Number and Part Name. 30

31 Work Orders Tab The Work Orders Tab displays all active work orders to which the current asset is attached. This page shows such fields as: Job Number, Work Order Number, Start Date, Activation Date, and Required Date. This data is read-only and is used for references purposes only. Active Work Orders Tab Schedules Tab The Schedules Tab displays a listing of all schedules that are currently associated with the asset. A schedule is nothing more than a template for work order activation. The fields listed on the Schedules tab are: Job Number, Schedule Type, Description, Summary, Next Occurrence Date, and Last Schedule Date. For more information on scheduling of work order recurrences, please refer to Scheduling in the Reference section. Schedules Tab 31

32 Work Order Masters Tab The Work Order Masters Tab displays all work order masters to which the current asset is attached. This page shows such fields as: Job Number, Maintenance Code, Priority, and Cost Center. This data is read-only and is used for references purposes only. Work Order Masters Tab Asset Systems The Asset Systems page in the Assets module is used to record and continually maintain all associated assets within a company. This section is virtually similar to the Assets page, with one major difference. In Asset Systems, the asset is assigned to a parent asset, rather than a location within your organization. For example, a production line may have eight separate assets that are all part of the same process. The entire production line would then be set up as an asset system and each individual machine would be assigned to it. For more information on asset systems, please refer to Assets in the Reference section. 32

33 Attachments and enhance the currently selected record. Any number of attachments can be associated with a record in Proteus MMX. These files may include scanned drawings, AutoCAD files, PDF files, pictures, etc. Attachments may be viewed from: Active Work Order, Work Order Master, Assets, Parts Master, Tools, Vendors, and Employees. Note: Some attachments may require additional software to be properly viewed. 33

34 Bill of Materials The Bill of Materials page in the Inventory module is used to create a bill of materials. A Bill of Materials (BOM) is a list of parts that can be associated to a specific asset. This can be an entire breakdown of every part within the asset or it may be a list of the most commonly replaced or serviced parts. Taking time to construct a BOM for the asset pays off. The user will have easier work order production and better control over the inventory and purchasing aspects of the company. The fields listed in the Record Navigator are: Bill of Materials Name, Description, Number of Parts, and Assets Attached. Note: A BOM cannot be deleted if it is associated with an asset. Record Navigator (Bill of Materials) Details Tab The Details Tab consists of a list of the basic information related to the current BOM. The user can add and remove parts at his/her leisure. The fields displayed are: Bill of Materials Name and Description. Details Tab 34

35 Parts Tab The Parts Tab consists of a list of parts that are added to the current BOM. The user can add and remove parts at his/her leisure. The fields displayed are: Part Number and Part Name. Parts Tab Assets Tab The Assets Tab consists of a list of assets to which the current BOM is associated. The fields displayed are: Asset Number and Asset Name. Note: An asset can only have one (1) BOM associated to it. However, one (1) BOM can be associated to multiple assets. Note: The association of a BOM to an Asset is made through the Asset page. 35

36 Blanket Purchase Orders The Blanket Purchase Order page in the Purchasing module is used display all Blanket Purchase Orders. A Blanket Purchase Order is a standing order for a predetermined amount and/or predetermined time period with a vendor. Creating blanket purchase orders will reduce the amount of paperwork required to place an order, since multiple purchase orders will not have to be written out every time an order is placed. The fields listed in the Record Navigator are: Blanket Purchase Order Number, Blanket Purchase Order Name, Vendor Code, Vendor Name, Last Requisition Date, Agreement Amount, Expiration Date, and Amount Remaining. Details Tab The Details Tab consists of basic blanket purchase order fields and information about the specific blanket PO. These fields are: Blanket Purchase Order Name, Blanket Purchase Order Number, Expiration Date, Vendor, Agreement Amount, Last Requisition Date, and Amount Remaining. Details Tab 36

37 Cancelled Work Orders The Cancelled Work Orders page in the Work Order History module is used display all Cancelled Work Order information. When Work Orders are cancelled, they are recorded within the Cancelled Work Orders page. This data is read-only and is used for references purposes only. The fields listed in the Record Navigator are: Work Order Number, Job Number, Asset Number, Description, User Name, Maintenance Code, Cost Center, Activation Date, Cancelled Date, Work Type, and Shift Name, and User Name. Record Navigator (Cancelled Work Orders) Important: A backup of the database should always be performed prior to purging any data. Interrupting the Purge process could result in lost data or database corruption. Purge Cancelled Work Orders To purge Cancelled Work Orders: 1. Select a record from the grid. 2. Click the Purge task. 37

38 Note: If the Purge task is clicked without any selected records, the user will be prompted with the ability to purge by a date range. All records within the selected range of dates will be purged from the database. Closed Work Orders The Closed Work Orders page in the Work Order History module is used display all Work Order history information. When Work Orders are closed, they are recorded within the Closed Work Orders page. This data is read-only and is used for references purposes only. The fields listed in the Record Navigator are: Work Order Number, Job Number, Description, Type, Priority, Work Type, Shift Name, Cost Center, Maintenance Code, Asset Number, Serial Number, Assigned To, Completion Date, Cost Center, and Requester. Record Navigator (Closed Work Orders) Note: You can also View and Print closed work orders from this page. Important: A backup of the database should always be performed prior to purging any data. Interrupting the Purge process could result in lost data or database corruption. 38

39 Purge Closed Work Orders To purge Closed Work Orders: 1. Select a record from the grid. 2. Click the Purge task. Note: If the Purge task is clicked without any selected records, the user will be prompted with the ability to purge by a date range. All records within the selected range of dates will be purged from the database. Company Information The Company Information page in the Company module is used to store the basic company contact and address information. Proteus MMX will use this data in order to display the company s billing address on purchase orders. It is recommended to enter this information at the time of installation. However, this information can always be entered or revised later should any changes occur. Note: This page does not contain a Record Navigator. Company Information 39

40 Contractors The Contractors page in the Providers module is used to record and continually maintain all information relevant to the contractors and sub-contractors used by the company. Contractors provide labor and a service that can be essential to the daily production of the company. Every contractor is identified by a unique Contractor Code. If there is not an existing contractor database that can be converted to a Proteus MMX database, each contractor must be manually entered into Contractors. The process of entering data is relatively simple, especially if the worksheets in the Sample Worksheets section of the Appendix are used. Simply transcribe the information listed on the forms into the matching data entry fields on the screen. The fields listed in the Record Navigator are: Contractor Code, Contractor Name, Primary Contact, Address 1, Address 2, City, State, Zip Code, Region, Country, Contact Phone, contact , and Web Page. Record Navigator (Contractors) a Contractor To send an to a Contractor:. 1. Open Contractors from the Providers module. 2. Click the button. 3. Enter message. 4. Click Send button when completed. 40

41 Details Tab The Details Tab consists of basic contractor fields and information about the specific contractor. These fields are: Contractor Code, Contractor Name, Address 1, Address 2, City, State, Country, Zip Code, Lead Time, Web Page, Contact Phone, Contact , Alternate Contact Phone, Alternate Contact , and Region. Note: The required fields are Contractor Code and Contractor Name. All other fields are optional. Note: Leaving information fields blank will decrease Proteus MMX s effectiveness in building complete maintenance history records. Make sure all available information has been gathered prior to recording. Details Tab Labor Crafts Tab The Labor Crafts tab contains a list of all labor crafts that have been assigned to this contractor. Labor Crafts Tab 41

42 Work Orders Tab The Work Orders tab contains a read-only list of all work orders to which this contractor is assigned. This data is read-only and is used for references purposes only. Work Orders Tab Attachments Tab Attachments can enhance the currently selected record. Any number of attachments can be associated with a record in Proteus MMX. These files may include scanned drawings, AutoCAD files, PDF files, pictures, etc. Attachments may be viewed from: Active Work Order, Work Order Master, Assets, Parts Master, Tools, Vendors, and Employees. Note: Some attachments may require additional software to be properly viewed. Cost Centers The Cost Centers page in the Company module is used to create, modify, and delete cost centers. The Cost Centers page is also used to set budgets for individual cost centers. Users must have the rights to the Cost Centers page to use this feature. The Cost Centers page allows authorized users to set a material budget and a labor budget amount for each month, per cost center. Labor costs are accumulated when a work order is closed. Material costs accumulate when a work order is closed, when a purchase order is closed, or when a transaction is performed. Note: Costs will only accumulate if the user has selected a Cost Center on the Work Order, Purchase Order, or Transaction. 42

43 The actual amount of money used from a budget is displayed in the Actual Costs field. When a work order is closed and a part is used on an active work order which has a cost center assigned, the material budget is decreased by the unit cost of the part. When a work order is closed and labor is used on an active work order which has a cost center assigned, the labor budget is decreased by the cost of the labor. Note: This page does not contain any tabs. Record Navigator (Cost Centers) Selecting a Cost Center and current Fiscal Year From the Cost Center tree, the user can select the Cost Center as well as the current Fiscal Year/Budget. This can be accomplished by clicking the Change Fiscal Year Start Month button. Note: The display will be updated and the Fiscal Start Month will be changed for all Cost Centers in the system. To create a Cost Center 1. Click the New button. 2. Enter name. 3. Select the proper start date (Current or Previous year) 4. Click the Save button. To delete a Cost Center 1. Select a Cost Center. 2. Click the Delete button. 3. Click the Yes button at the verification prompt. 43

44 Note: A Cost Center cannot be deleted if it is used on a Work Order Master or an Active Work Order. To edit a Cost Center 1. Select a Cost Center. 2. Click the Edit button. 3. Enter new name. 4. Click the Save button. To adjust a Cost Center s budget 1. Select a Cost Center and expand it to view the fiscal years/budgets 2. Click the Adjust Budget button. 3. Adjust budget data as necessary. 4. Click the Save button. Note: Budget data for past months cannot be adjusted. To create a new Cost Center budget for the next fiscal year 1. Select a Cost Center 2. Click the Add New Budget button. 3. Enter required data. 4. Click the Save button. To purge the budget history of a Cost Center 1. Select a Cost Center. 2. Click the Purge Budget History button. 3. Select a range of dates to purge. 4. Click the Ok button. 44

45 Customers The Customers page in the Company module is used to record and continually maintain all customers information and locations. In this section, the user can create a customer. Each customer can have many locations. For example, a maintenance company may handle all the needs for a major department store. They would have the department store set up as a customer and all of the individual retail locations (Store #, City, etc.) set up as customer locations. Details Tab Record Navigator (Customers) The Details Tab consists of a customer s number and name. The fields on this page are: Customer Number and Customer Name. Details Tab To add a location to a Customer: 1. Open Customers from the Company module. 2. Expand the record of the Customer that you wish to add a location to. 3. In the Locations grid, click the New button and enter all pertinent information. 4. Confirm your selection. 45

46 Employees The Employees page in the Personnel module is used to record and continually maintain all personal employee information. Each employee that is to use Proteus MMX should have their information entered in this section. This page is also used to associate existing labor crafts to employees. Before the employee can access Proteus MMX, the Database Administrator should 1) set up the employee in Personnel > Employees and 2) assign a User Login that is established and configured through the Rights module. The fields listed in the Record Navigator are: Employee Number, Employee Name, Start Date, Address 1, Address 2, City, State, Zip Code, Phone Number, Fax Number, Mobile Number, Address, Web Page, Social Security Number, Location, Division, and Department. Record Navigator (Employees) 46

47 Details Tab The Details Tab consists of an employee s personal and contact information. The fields on this page are: Employee Number, Employee Name, Social Security Number, Start Date, Division, Department, Address 1, Address 2, City, State, Zip Code, Country, Phone Number, Mobile Number, Fax Number, Address, Location, and Web Page. Details Tab 47

48 Labor Crafts Tab The Labor Crafts Tab consists of a location to add labor crafts to an employee. Multiple labor crafts can be added to a single employee. The fields on this page are: Labor Craft Code and Description To add a Labor Craft to an Employee: Labor Craft Tab 1. Open Employees from the Personnel module. 2. Under the Labor Crafts tab, click Add and select a Labor Craft from the popup. 3. Confirm your selection. 48

49 Non-Working Days Tab The Non-Working Days Tab allows the user to select specific non-working days for this employee. The Company Non-Working Days that are set up in settings will reschedule the entire work order if it falls on a non-working day. However, the Employee Non-Working Days will change the start date of the labor/tasks specific to that employee if it falls on his/her non-working day. If a day is highlighted, it is marked as non-working day. To change the status of a day, simply click on the date. Non-Working Days Tab Note: non-working Days for the Company can be set by going to Settings Company Non-working Days Facilities Facilities are the highest level of organization in Proteus. All of the other location types are under the Facility umbrella. Typical installations will have only one facility; however there are instances where multiple facilities will exist. An example of this would be a company that has numerous physical plants across a vast geographical area. MaintCo has operations in India, Spain and Germany. Each of these geographical areas has numerous locations and assets. Here we would implement a Facility for India, another for Spain, and lastly a facility for Germany. Each of these Facilities will have sites, buildings, floors, etc. but are separate from the other two. This allows for Employees of the German facility to only see information relevant to their location, and not be bothered with superfluous information from a different geographical location. If additional Facilities are needed please contact Eagle Technology 49

50 Labor Crafts The Labor Crafts page in the Personnel module is used to record and continually maintain all personal labor crafts. These labor crafts are used for identifying and classifying maintenance personnel by a specific craft, skill level, or function. Through this page, labor crafts are also associated to employees. The fields listed in the Record Navigator are: Labor Craft Code, Description, Rate 1, Rate 2, Rate 3, Rate 4, and Rate 5. Record Navigator (Labor Crafts) The Labor Craft designates a single craft or skill level. Implement a numbering scheme that best meets the needs of the departments. For example: Details Tab MECH01 Mechanic, entry level HVAC02 Heating/Air Conditioning Technician, expert ELEC03 Electrician, supervisor OC01 Outside Contractor The Details Tab consists of only labor craft fields. These fields are: Labor Craft Code, Description, Rate 1, Rate 2, Rate 3, Rate 4, and Rate 5. There may be up to five (5) different labor rates for each employee, such as regular time, overtime, and double time. Conversely, each rate could be assigned to a particular shift. For example: use Rate 1 as first shift, Rate 2 as second shift, Rate 3 as third shift, Rate 4 as time and a half, and Rate 5 as double time or holiday time. Each employee may be assigned to multiple labor crafts. Each labor craft will likely have more than one employee assigned to it. Work Orders use labor rates along with hours worked to calculate maintenance costs. Labor crafts are also assigned to tasks and used to link labor and tasks on a work order. For generic-type tasks, all employees should be assigned a general labor craft. 50

51 Details Tab Employees Tab The Employees Tab consists of a field to add employees to an existing or newly created labor craft. Many employees can be assigned to a single labor craft. Employees Tab To add an Employee to a Labor Craft: 1. Open Labor Crafts from the Personnel module. 2. Under the Employees tab, click Add and select an Employee from the popup. 3. Confirm your selection. 51

52 Locations The Locations page in the Company module is used to store the basic company location information. Proteus MMX will use this data in order to populate the navigation trees. These locations will be automatically populated into any tree listing in Proteus MMX. The individual locations can also have specific data tied to it (Name, Address, Cost History, etc). It is best to enter these locations at installation. However, this information can always be entered or revised later, should any changes occur. Note: This page does not contain a Record Navigator. Location Hierarchy Locations Company Locations are created and stored in a tree structure that follows a semiflexible hierarchy. If utilized property, the hierarchy will aid in the visual designation of the location of Assets, Stockrooms, etc. The Location hierarchy is listed as follows from largest to smallest: Company Facility Site Building Floor Room Area* Note: A location of a larger level can never be added as a child to a parent of a smaller level. For example, a Floor cannot be added as a child of a Room. Note: A location cannot be added to a parent of the same location type. For example, a Building cannot be added as a child to another Building. Note: *An Area is a wildcard and can be added to any node except another Area. 52

53 To Add a Location Note: All locations are added as children of the currently selected node. 1. Click on the current location. 2. Click the New button. 3. Enter data. 4. Click the Save button. To Delete a Location 1. Select a location to delete. 2. Click the Delete button. 3. Click the Yes button at the verification prompt. Note: When a location is deleted, all children of the deleted location will be moved up to the parent. To Rename a Location or edit any data within the location 1. Select a location to rename. 2. Click the Edit button. 3. Enter modified data. 4. Click the Save button. To Issue a Work Order against a location 1. Select a location. 2. Click the Issue Work Order button. 3. Enter all necessary information 4. Click the Save button. To set a location as a default location 1. Select a location. 2. Click the Set as Default location button. 3. Click the Yes button. 53

54 Move Ticket History The Move Ticket History page in the Inventory History module is used display all move ticket history information. When inventory is moved between stockrooms, a move ticket is issued and they are recorded within the Move Ticket History page. This data is read-only and is used for references purposes only. The fields listed in the Record Navigator are: Move Ticket Number, Part Number, Part Name, Source Stockroom, Destination Stockroom, Quantity, Transfer Date, and User Name. Record Navigator (Move Ticket History) Important: A backup of the database should always be performed prior to purging any data. Interrupting the Purge process could result in lost data or database corruption. Purge Move Ticket History Records To purge Move Ticket History records: 1. Select a record from the grid. 2. Click the Purge task. Note: If the Purge task is clicked without any selected records, the user will be prompted with the ability to purge by a date range. All records within the selected range of dates will be purged from the database. 54

55 Parts The Parts page in the Inventory module is used to record and continually maintain all parts within a company. Parts is a complete list of spare parts and maintenance supplies for your entire organization. These parts are then later distributed as quantities to various stockrooms, where actual quantity information is maintained. Every part is identified by a unique Part Number. If there is not an existing part database that can be converted to a Proteus MMX database, each part must be manually entered into Parts. The process of entering data is relatively simple, especially if the worksheets in the Sample Worksheets section of the Appendix are used. Simply transcribe the information listed on the forms into the matching data entry fields on the screen. The fields listed in the Record Navigator are: Part Number, Part Name, and User Defined Fields Record Navigator (Parts) 55

56 Details Tab The Details Tab consists of basic part fields. These fields are: Part Number, Part Name, Stock Class, Shelf Life, Category, Manufacturer, Manufacturer Part Number, Part Size, Measurement Unit, and Description. Note: The required fields are Part Number and Part Name. All other fields are optional. Note: Leaving information fields blank will decrease Proteus MMX s effectiveness in building complete maintenance history records. Make sure all available information has been gathered prior to recording. Details Tab Stockrooms Tab The Stockrooms Tab displays a listing of all stockroom information that is relevant to the current part record. This information includes stockroom information, cost, and quantities. While the Quantity On Hand is not required, it is a good idea to enter it immediately after creating a part. Otherwise, a transaction will need to be performed to update Quantity on Hand. Note: After the part record has been initially created and assigned to a stockroom, the information on this tab will not be able to be edited. It will be read-only and displayed for reference purposes only. To make changes to this information, see Stockrooms later in this manual. The fields listed on the Stockrooms tab are: Stockroom Name, Quantity Available, Quantity on Hand, Unit Cost, and Serial Number. 56

57 Stockrooms Tab In this tab, the user can also serialize a part. It may be necessary to serialize certain parts that will be repaired and used on Repair Orders. To serialize a part, click the Serialize button and fill in all required information. Note: Parts must be serialized upon creation of the part. Work Orders Tab The Work Orders Tab displays various information for parts that are currently associated to open work orders. When a part is used on a work order, the quantity information will be displayed in this tab. This data is read-only and is used for references purposes only. The fields listed on the Work Orders Tab are: Work Order Number, Activation Date, Quantity Allocated, and Quantity Required. Work Orders Tab 57

58 Asset History Tab The Asset History Tab displays information regarding the assets on which a specific part was used. When a part is used on an asset (via a Work Order), the information will be displayed in this tab. This data is read-only and is used for references purposes only. The fields listed on the Work Orders Tab are: Asset Number, Asset Name, Total Used, and Last Used Date. 58

59 Planner The Planner page in the Work Orders module is used to view and allocate resources. Items common to the planner include the ability to view: Active Work Orders, Future Schedules, and Overdue Work Orders. Planner The Planner utilizes several display options that give the ability to selectively view certain information. For example, the user has the ability to display any combination of: Scheduled Work Orders, Unscheduled Work Orders, and Future Schedules. This can be done by selecting the series of checkboxes located in the Tasks pane. 59

60 Display Options The Planner is also able to be filtered based on several criteria. Using the dropdowns, the user can filter by utilizing either the Assign To, Employee, or Asset dropdown. The Assign To dropdown filters by the users listed in the Assign To field. The Employee dropdown filters by the users that are assigned to a work order with labor. The Asset dropdown filters by the work orders assigned to a specific asset. When viewing Active Work Orders, the user can perform many tasks that aid in the allocation of resources (edit/print/cancel). When viewing Overdue Work Orders, the user can edit or cancel the work order. When viewing Future Schedules, the user can choose to skip the work order. 60

61 Purchase Orders The Purchase Orders page in the Purchasing module is used to receive parts or assets against a purchase requisition. Once a Requisition has been assigned a Purchase Order Number, it becomes a Purchase Order. Purchase Orders can also be closed amended or cancelled from the Purchase Order page. The Record Navigator displays a listing of the current purchase orders. The fields listed in the Record Navigator are: Purchase Order Number, Requisition Number, Purchase Order Status, Purchase Order Date, Requisition Date, Promise Date, Vendor Code, Vendor Name, Cost Center, Account Number, Requester, Buyer, Grand Total and Grand Total Currency. Closing A Purchase Order Once you have received all the parts on a Purchase Order, you can close the Purchase Order. To close a Purchase Order: 1. Select the record from the grid. 2. Click on Close Purchase Order. 3. When asked, Are you sure you want to close the selected Purchase Order? click Yes. 61

62 Purchasing History The Purchasing History page in the Purchasing module is used display all Purchase Order history information. When Purchase Orders are received and closed, they are recorded within the Purchasing History page. This data is readonly and is used for references purposes only. The fields listed in the Record Navigator are: Purchase Order Number, Requisition Number, Purchase Order Status, Purchase Order Date, Requisition Date, Promise Date, Vendor Code, Vendor Name, Cost Center, Account Number, Requester, Buyer, and Grand Total. Important: A backup of the database should always be performed prior to purging any data. Interrupting the Purge process could result in lost data or database corruption. Purge Closed Purchase Orders To purge closed Purchase Orders: 1. Select a record from the grid. 2. Click the Purge task. Note: If the Purge task is clicked without any selected records, the user will be prompted with the ability to purge by a date range. All records within the selected range of dates will be purged from the database. Receiving The Receiving page in the Purchasing module is used to receive all parts and assets. When Purchase Orders are received, the quantities and part/asset data will be updated in its specific area. The fields listed in the Record Navigator are: Purchase Order Number, Requisition Number, Vendor Code, Vendor Name, and Requester. 62

63 Record Navigator (Receiving) Receiving Parts To receive parts on a purchase order: 1. Open the Purchase Orders module. 2. Select a record from the grid. 3. Click the + sign next to the selected purchase order. 4. Click the Receive Parts icon. 5. Select a part from the dropdown. 6. Modify the Qty. Received and Date Received if necessary. 7. Select a Receiver. 8. Click Save. Receiving Parts Receiving Assets To receive assets on a purchase order: 63

64 1. Select a record from the grid. 2. Click the + sign next to the selected purchase order. 3. Click on the Assets tab. 4. Click the Receive Assets button. 5. Select an Asset from the dropdown. 6. Select a Receiver. 7. Click Save. Receiving Assets 64

65 Purchasing History The Purchasing History page in the Purchasing module is used display all Purchasing history information. When Purchase Orders are received, they are recorded within the Purchasing History page. This data is read-only and is used for references purposes only. The fields listed in the Record Navigator are: Shipment Number, Received Date, Requisition Number, Purchase Order Number, Receiver, Shipping Method, Packing Slip Number, and Invoice Number Record Navigator (Purchasing History) Important: A backup of the database should always be performed prior to purging any data. Interrupting the Purge process could result in lost data or database corruption. Purge Received Purchase Orders To purge closed Purchase Orders: 1. Select a record from the grid. 2. Click the Purge task. Note: If the Purge task is clicked without any selected records, the user will be prompted with the ability to purge by a date range. All records within the selected range of dates will be purged from the database. 65

66 Reorder List The Reorder List page in the Purchasing module is used to display all Reorder List information. The parts displayed on this list have fallen below their Reorder Point (which is set in each stockroom, on each part). If the parts appear on this list the user can create a requisition for the part(s). Multiple parts can be selected and issued on the same requisition assuming they are from the same vendor. The fields listed in the Record Navigator are: Vendor Code, Vendor Name, Stockroom, Part Number, Part Name, Category, Stock Class, Size, Measurement Units, Manufacturer, and Manufacturer Part Number. Note: This page will not function correctly unless the stockroom parts have a Reorder Point assigned to them. Reports The Reports option is used to print any one of the many pre-formatted reports shipped with Proteus MMX. These reports contain helpful information such as equipment downtime, cost history and labor costs. The information is obtained from the Proteus MMX database tables. 66

67 Sample Report Custom Reports Custom Reports can be created, and existing reports can be altered, using Crystal Reports. 67

68 Requisitions The Requisitions page in the Purchasing module is used create, delete, or edit requisitions for parts and assets. Once a requisition is created, it can be issued a Purchase Order number, thus making it a purchase order. The Record Navigator displays a listing of the current requisitions. The fields listed in the Record Navigator are: Requisition Number, Requisition Date, Promise Date, Vendor Code, Vendor Name, Cost Center, Account Number, Requester, Buyer, and Grand Total. Record Navigator (Requisitions) Assigning a Purchase Order From a requisition, the user can create a purchase order. To assign a PO: 1. Open Requisitions from the Purchasing module. 2. Select a requisition. 3. Click Assign Purchase Order Number icon. 4. Enter in a unique PO Number or select a Blanket PO from the dropdown. 5. Confirm your choice. Assigning a Purchase Order 68

69 Details Tab The Details Tab consists of basic requisition fields. These fields are: Requisition Number, Vendor, Buyer, Requisition Date, Cost Center, Requester, Promise Date, Account, and Grand Total Note: Vendor and Buyer are required fields in order to create a record. All other fields are optional. Details Tab Parts Tab The Parts Tab consists of the parts that are being ordered and added to the requisition. These fields are: Part Number, Part Name, Stockroom, Vendor Part Number, Account/GL#, Unit Cost, Quantity Ordered, Measurement Units, Total Quantity Required, Last Received Date, Tax Rate (Percent), and Total Cost. Parts Tab 69

70 Assets Tab The Assets Tab consists of the assets that are being ordered and attached to the requisition. These fields are: Asset Number, Asset Name, Asset Tag, Manufacturer, Model, Serial Number, Description, Category, Rating, Capacity, Weight, Warranty Date, Initial Cost, Estimated Delivery Date, Installation Cost, Tax Rate (Percent), and Total Cost. Assets Tab Costs Tab The Costs Tab consists of the cost information associated with the requisition. These fields are: Parts Total, Payment Terms, Assets Total, Subtotal, Freight, Other Total, Grand Total. Costs Tab Shipping Tab The Shipping Tab consists of the shipping information related to the requisition. These fields are: Ship To, Address 1, Address 2, City, State, Zip Code, Country, Contact Phone, Contact , FOB, and Shipping Method. 70

71 Shipping Tab Billing Tab The Billing Tab consists of the billing information related to the requisition. These fields are: Bill To, Address 1, Address 2, City, State, Zip Code, and Country. Billing Tab 71

72 Rights (Users/Roles) Overview of Rights The Rights module allows the database administrator to add users to the Proteus MMX database, modify user rights, and change global program settings. The database administrator will apply the rights to a group and then add users to the group (or vice versa). The Rights module is divided into two pages, Users and Roles. Together, these pages control access and account rights over every facet of Proteus MMX. Opening Rights Only employees that have been given access to the Rights module will be able to use the module. The Proteus MMX administrator initially controls all aspects of Proteus MMX and will provide all employees with the proper rights. The Proteus MMX Administrator login cannot be deleted, though the password can (and should) be changed. Be sure to store the administrator password in a safe place. The Rights module is divided into two pages, Users and Roles. Users allows the creation of new usernames, editing of passwords, approvals, and the ability to edit the roles to which a user belongs. Roles is used to create roles as well as to configure the actual permissions and rights settings for all roles. Users The Users page allows the database administrator to oversee every account related facet of Proteus MMX. Users are able to be created and deleted from this view. Also, the database administrator will be able to edit a user s password as well as the role(s) to which he or she belongs. The fields listed in the Record Navigator are: User Name, Employee Name, Approval Level, Last Login Date, Phone Number, and Address. 72

73 Users User Details Tab The Users Details page consists of fields directly related to the user s account. These fields are: User Name, Password, and Confirm Password. The Users Details page also has a role membership section that allows one or many roles to be associated to the current user account. Once a user role is associated to a user account, he/she will become a member of this role and inherit all the rights of the role. Note: Users that belong to no groups will have no access to the Proteus MMX software package. 73

74 Details Tab User Roles Tab The Roles page allows the database administrator to oversee every role related facet of Proteus MMX. User roles are able to be created and deleted from this page. Also, the database administrator will be able to assign users to a role as well as set various access, function, and field rights. Using Roles, the administrator can select the access of users to certain modules as well as individual fields within those modules. The field listed in the Record Navigator is: Role Name and Description. Roles 74

75 Roles Details Tab The roles page allows one or many users to be associated to the current role. Once a user account is associated to a role, he/she will become a member of this role and inherit all the rights of the role. Details Tab Users Tab Users Tab 75

76 Rights Tab The Rights Tab consists of a navigation tree as well as a separate pane to control various access rights in Proteus MMX. The main types of rights that are controlled in this section are Access Rights, Function Rights, and Field Rights. The dropdown in the navigation tree controls the Module rights. At the highest parent node of each module, the user can either choose to assign: View, Change, or None. These rights will inherently be carried down throughout the module. The user can filter through the modules to be more precise in assigning rights. Depending on which node is checked, field level and function rights will appear on the right side of the screen. These rights can be set by using the dropdown. At the top of the screen, the toolbar buttons may appear if applicable. To toggle the rights of these buttons, simply click on them. Rights Tab 76

77 The database administrator has three (3) choices regarding rights access to modules in Proteus MMX. The three levels of rights present in Proteus MMX are: View, Change, and None. View: The users/group has permission to only view existing records Edit: The group has permission to create new records as well as view and modify existing records. None: The group is denied access to the specific module entirely. Function rights differ from page to page and can be selected in various combinations. Note: If the access rights are set to VIEW or NONE, all function rights will be disabled for that page. Field rights differ from page to page and can be selected in various combinations. If the box is checked, the group will have access to the field. Note: Field rights are controlled by the administrator only within the specific page that they exist Note: The MobileUser, ServiceRequestAdministrator, and ServiceRequester roles are created by MMX during installation, and cannot be removed. Expanded Rights Dialog 77

78 Scheduling The Scheduling function is located in the Details Grid of the Work Order Master page. It is used to create preventive maintenance schedules on a Work Order Master. A schedule includes: Job number from a work order master, schedule type and options, start date, and estimated downtime. Multiple schedule types can be established for a single work order. When a work order reaches the activation date for a schedule, it will become active. Note: If two (2) or more schedules have the same activation date, the highestlevel work order will activate. For example, if a monthly schedule and a weekly schedule are both scheduled to activate on the same day, the monthly schedule will get activated. Note: A schedule can also be force-activated by selecting the record and clicking Activate. The fields listed in the Record Navigator are: Job Number, Schedule Type, Summary, Next Schedule Date, and Last Schedule Date. Record Navigator (Scheduling) 78

79 Schedules When creating a Preventive Maintenance schedule, there are some features that are common to all schedule types. These common features are explained below and the schedule types are fully explained in the subsequent sections. The 3 items common to all types of schedules are: Schedule Type, Start Date, and Description. Details Tab Listed are some basic items to notice when creating a schedule: Schedule Type: Buttons used to determine the frequency of the schedule. The five (5) types are: Daily, Weekly, Monthly, Yearly, and Runtime. Schedule Options: Comprised of radio buttons, checkboxes, and dropdowns, these are the options for the schedule type. Scheduled Initiation Date: A calendar drop-down at which the schedule should begin. After the scheduled initiation date, the work orders will activate according to their schedule. Cycles Tab: This tab allows different cycles to be set up. Each cycle can have different tasks and labor. Preview Tab: This tab displays a calendar of tentative dates for schedule activation. Note: Tasks and Parts that are on the Work Order Master can also be added to the schedules. All Tasks and Parts that are associated to the Work Order Master will be displayed and the user can choose those that are to be associated to a specific schedule. This is done through the cycles tab. Note: In order to activate based on a schedule, the Work Order Master must have tasks associated to it in Work Orders > Work Order Masters. Example: Monthly cycle set to activate on the 1 st of every month. 03/02/2008 Today s Date 03/02/2008 First Occurrence Schedule 03/02/2008 Activated 04/01/2008 Activated 79

80 05/01/2008 Activated 06/01/2008 Activated etc Daily Schedule For the daily schedule, work orders can be scheduled to activate in the following manner: Every x days o x 1 To create a daily schedule: Daily Schedule 1. Open Work Order Masters from the Work Order module. 2. Expand the Work Order Master and Click New on the Schedules grid. 3. Select the Start Date. 4. To schedule every x days, click the Daily radio button. In the Daily schedule options, click the Every x days radio button and enter the number of days. 5. Select the Due In (days). 6. Click the Cycles tab to select tasks and parts to be added to the schedule. 7. Click Save. 80

81 Note: To schedule by completion date, make sure the Schedule on Completion box is checked. Weekly Schedule For the weekly schedule, work orders can be scheduled to activate in the following manner: Every x o x is a day of the week (S, M, Tu, W, Th, F, Sa) Every x week(s) on the first y o x is a number of weeks o y is a day of the week (S, M, Tu, W, Th, F, Sa) o Weekly Schedule To create a weekly schedule: 1. Open Work Order Masters from the Work Order module. 2. Expand the Work Order Master and Click New on the Schedules grid. 3. To schedule every x, click the Weekly radio button. In the Weekly schedule options, click a selected day of the week. Proceed to Step To schedule every x week(s) on the first y, click the Weekly radio button. In the Weekly schedule options, enter in a number of weeks and select a day from the drop-down list. 5. Select the Start Date. 6. Select the Due In (days). 7. Select tasks and parts to be added to the schedule. 8. Click Save. 81

82 Monthly Schedule For the monthly schedule, work orders can be scheduled to activate in the following manner: Every x y o x is First, Second, Third, Fourth, or Last o y is a day of the week (S, M, Tu, W, Th, F, Sa) Every x months on date y o x 1 o y is a date, where 1 y last date of the month Every x months on the y z o x 1 o y is First, Second, Third, Fourth, or Last o z is a day of the week (S, M, Tu, W, Th, F, Sa) To create a monthly schedule: Monthly Schedule 1. Open Work Order Masters from the Work Order module. 2. Expand the Work Order Master and Click New on the Schedules grid. 3. To schedule every x y click the Monthly radio button. In the Monthly schedule options, choose an option (First, Second, Third, Fourth, Last) and then choose a day option (day of the week). Proceed to Step To schedule every x months on date y click the Monthly radio button. In the Monthly schedule options, enter in a number of months and select a date from the drop-down list. Proceed to Step 7. 82

83 5. To schedule every x months on the y z click the Monthly radio button. In the Monthly schedule options, enter in a number of months. Next, choose an option (First, Second, Third, Fourth, Last) and then choose a day option (day of the week). 6. Select the Start Date. 7. Select the Due In (days). 8. Select tasks and parts to be added to the schedule. 9. Click Save. Yearly Schedule For the yearly schedule, work orders can be scheduled to activate in the following manner: Every x on date y o x is January, February, March, April, May, June, July, August, September, October, November, or December o y is a date, where 1 y last date of the month Every x on the y z o x is January, February, March, April, May, June, July, August, September, October, November, or December o y is First, Second, Third, Fourth, or Last o z is a day of the week (S, M, Tu, W, Th, F, Sa) Every x years in y on date z o x 1 o y is January, February, March, April, May, June, July, August, September, October, November, or December o z is a date, where 1 z last date of the month Every x years in y on the z a o x 1 o y is January, February, March, April, May, June, July, August, September, October, November, or December o z is First, Second, Third, Fourth, or Last o a is a day of the week (S, M, Tu, W, Th, F, Sa) 83

84 Yearly Schedule To create a yearly schedule: 1. Open Work Order Masters from the Work Order module. 2. Expand the Work Order Master and Click New on the Schedules grid. 3. To schedule every x on date y click the Yearly radio button. In the Yearly schedule options, choose the month(s) and select a date from the dropdown list. Proceed to Step To schedule every x on the y z click the Yearly radio button. In the Yearly schedule options, choose the month(s). Next, choose an option (First, Second, Third, Fourth, Last) and then choose a day option (day of the week). Proceed to Step To schedule every x years in y on date z click the Yearly radio button. In the Yearly schedule options, enter in a number of years and select a month from the drop-down list. Next, select a date from the drop-down list. Proceed to Step To schedule every x years in y on the z a click the Yearly radio button. In the Yearly schedule options, enter in a number of years and select a month from the drop-down list. Next, choose an option (First, Second, Third, Fourth, Last) and then choose a day option (day of the week). 7. Select the Start Date. 8. Select the Due In (days). 9. Select tasks and parts to be added to the schedule. 10. Click Save. 84

85 Runtime Schedule For the runtime schedule, work orders can be scheduled to activate in the following manner: Every x runtime units o x 1 OR every x y o x 1 o y is day(s), week(s), month(s), or year(s). To create a runtime schedule: 1. Open Work Order Masters from the Work Order module. 2. Expand the Work Order Master and Click New on the Schedules grid. 3. To schedule every x runtime units, click the Runtime radio button. In the Runtime schedule options, enter an integer in the field. 4. If desired, select a schedule to coincide with the runtime schedule. For example, every 300 miles OR every 3 months. 5. Select the Start Date. 6. Select the Due In (days). 7. Select tasks and parts to be added to the schedule. 8. Click Save Parts, Tasks, and Tools To add parts, tasks, and tools to a schedule: 1. Click the Cycles tab. 2. Click the Add button. 3. Under the Cycle 1 tab, check the parts, tasks, and tools that you wish to add. 4. Click Ok. To remove parts, tasks, and tools to a schedule: 1. Click the Cycles tab. 2. Select the items that you wish to remove and uncheck them. 3. Click Ok. 85

86 Multi-Cycle Scheduling While, at the base level, Proteus MMX only allows one (1) schedule type per Work Order Master, it does provide functionality to allow for different parts, tasks, and tools to be associated to different schedules. This can be done through multi-cycle scheduling. Multi-Cycle scheduling will allow for dynamic scheduling with a multitude of parts, tasks, and tools to be used on the same work order. For example: A user wants to check the oil level of a vehicle every 30 days and change the oil in the vehicle every 90 says. This can be done through the use of multi-cycle scheduling. Both of these aspects will be handled on the SAME schedule on the SAME work order master. Note: Cycle 1 is the default. To add additional cycles: 1. Click the Cycles tab. 2. Click the Add button 3. A new cycle will appear. 4. Choose Parts, Tasks, and Tools. 5. Click Ok. To remove additional cycles: 1. Click the Cycles tab. 2. Select the cycle you wish to remove. 3. Click the Remove button 4. The cycle will be deleted. 5. All of the cycles after the deleted cycle will be moved to the left. 6. Click Ok. 86

87 Multi-Cycle Scheduling Back to our example from above: A user wants to check the oil level of a vehicle every 30 days and change the oil in the vehicle every 90 says. Schedule Type: Daily for every 30 days. Cycle 1: Check oil level. (First instance/activation) Cycle 2: Check oil level. (+30 days from previous) Cycle 3: Check oil level. Change oil (+30 days from previous) 87

88 Schedule Preview In the Schedule Dialog page of the Work Order Master, there s a Preview tab which allows you to view the schedule dates for word orders. This page will also allow you to Skip or Reschedule your work orders by selecting the day of a scheduled work order and then clicking on the Skip or Reschedule buttons on the top left side of the page. Preview Tab Settings The various Settings pages in the Settings module are used to configure settings and preferences within Proteus MMX. Throughout Proteus MMX, there are many settings and preferences that allow for enhanced usability, performance, and customization. These can be configured from this page. Also, this is the module in which the Proteus MMX Administrator will populate all of the dropdowns throughout Proteus MMX (Work Type, Priority, etc). Note: This page does not contain a Record Navigator. Settings and Preferences Listing The following is a listing of the settings and preferences available in the module. Items that are italicized indicate that these are dropdown list population settings. These can be populated by creating new records in the Record Navigator for the specific setting/dropdown that you choose. After initial population, they will be available for use in their specific location within Proteus MMX. 88

89 Assets Company General Inventory Purchasing Work Orders Categories, Zero Fiscal Year Totals Countries, Departments, Divisions, Non-Working Days, Regions, States Audit Trail Options, Display Options, Home Page Options Stock Classes, Transaction Reasons Accounts, Buyers, Payment Terms, Requesters, Receivers, Requisition Numbers, Shipping Addresses, Shipping Methods Approvals, Causes, Inventory Check, Maintenance Codes, Priorities, Requesters, Shifts, Work Order Status, Work Order Numbers, Work Types Settings and Preferences Summary The following settings and preferences do not entail dropdown field population and the instructions for each are detailed below Assets > Zero Fiscal Year Totals The user is able to reset the fiscal year totals for materials and labor to zero. This can be done manually by clicking on the Zero Fiscal Year Totals Now button. Also, it can be scheduled for every X number of days by utilizing the Days Between Schedules field. An notification is also optional and can be used as a reminder to the Proteus MMX Administrator. The zeroing procedure does not affect the life-to-date costs or life-to-date purchases, which remain intact. The procedure is designed to be used once a year, at the end of the fiscal year. Note: If the zeroing procedure it is used at any other time, the cost history data collected over the period of the current fiscal year will be lost (but will remain in life-to-date totals). If needed, gather this data before zeroing the totals. Company > Non-Working Days The user is able to set the days that the company will be closed down (holidays, plant shutdowns, etc). This settings is application and company-wide and is different from the individual Employee Non-Working Days The user can select a day of the week or individual days. For example, if the Sunday checkbox is checked, then all Sundays will be marked as non-working days. To select/unselect individual days, simply click on them. 89

90 Work orders that end up being scheduled on a non-working day will need to be adjusted. The easiest way is to use the Reschedule To options. These options adjust the Work Started field within labor to an available working day. Previous Working Day: Any work orders scheduled for activation on a nonworking day will be rescheduled to the previous available working day. Don t Reschedule: Any work orders scheduled for activation on a nonworking day will remain scheduled. Next Working Day: Any work orders scheduled for activation on a nonworking day will be rescheduled to the next available working day. For more information on non-working days, please refer to Employees in the Reference section Settings (Non-Working Days) General > Display Options The user will be able to set certain settings that will alter how the Record Navigators and certain fields will be displayed on the screen. Currency Fields: The number of trailing zeros in currency fields. Numeric Fields: The number of trailing zeros in all integer fields other than currency fields. Show Tree List: Allows users to hide the Asset tree if so desired. Use HTTPS: Enables HTTPS Web communication. Check with your local IT department prior to making any changes to this. Settings (Display Options) 90

91 General > Home Page Options The user will be able to choose which options are displayed on the home page/dashboard. Settings (Home Page Options) General > Translations The user will be able to change title text for message boxes. This option is only visible to the administrator. Purchasing > Requisition Numbers The user will be able to customize the Requisition Number schema that is used to number Requisitions in Purchasing. Requisition Numbers in Purchasing are assigned automatically. The Requisition Numbers may be either date-coded or sequential. If the checkbox is not selected, Proteus MMX will number the Requisitions in a date-code fashion (YYYYMMDDNNN, with N being a sequential number starting with 001). If the Use Custom Requisition Number box is checked, then Proteus MMX will number the Requisitions sequentially. Fill in the starting value and a minimum and maximum range value to establish the numbering sequence. The user can also fill in a prefix and suffix that will be attached at the appropriate part of the custom requisition number. Settings (Requisition Numbers) 91

92 Work Orders > Approvals The user will be able to toggle the use of approvals on/off as well as set the Work Order Close Level and Work Order Close Number for approvals. Work Order Close Level: required level at which the work order must be approved at before closure can occur. The close level, by default, is 2. The maximum level a work order can be approved at is 5. Work Order Close Number: required number of employees at or above the level specified in the Work Order Close Number field required to approve a work order before it can be closed. For more information on approvals, please refer to Approvals in the Reference section Settings (Approvals) Work Orders > Inventory Check If this is enabled, Proteus MMX prevents a work order from being closed if there is insufficient Quantity on Hand for parts on the work order. Settings (Inventory Check) Work Orders > Work Order Numbers The user will be able to customize the Work Order Number schema that is used to number Work Orders. Work Order Numbers in the Work Orders module are assigned automatically. The Work Order Numbers may be either date-coded or sequential. If the checkbox is not selected, Proteus MMX will number the Work Orders in a date-code fashion (YYYYMMDDNNN, with N being a sequential number starting with 001). If the Use Custom Work Order Number box is checked, then Proteus MMX will number the Work Orders sequentially. Fill in the starting value and a minimum and maximum range value to establish the numbering sequence. The user can also fill in a prefix and suffix that will be attached at the appropriate part of the custom work order number. 92

93 Settings (Work Order Numbers) Stockrooms The Stockrooms page in the Inventory module is used to enter and display quantity details about a part. It is also used to conduct transactions (adjusting part quantities) and move tickets (moving parts between stockrooms). The main page of Stockrooms consists of two different areas: a navigation tree and the Record Navigator. The navigation tree displays all stockrooms by company location. Users can place stockrooms in certain physical locations. Users can then choose parts that exist in Parts Master and add them to one or many stockrooms. Note: A part must be located in a stockroom in order to have quantities associated with it. The Record Navigator displays a listing of the stockrooms and various stockroom related information. When a specific stockroom is expanded, the details grid appears on the screen and lists the parts in the specific stockroom as well as part related information. The fields listed in the Record Navigator are: Stockroom Name, Number of Parts, Quantity on Hand, Quantity Allocated, Total Quantity Available, and Total Price. The fields listed in the details grid are: Part Number, Part Name, Category, Stock Class, Part Size, Serial Number, Description, Measurement Units, Manufacturer, Manufacturer Part Number, Last Cost, Shelf Life, Quantity on Hand, Quantity Allocated, Unit Cost, and Quantity Available. For more information on parts, please refer to Parts Master in the Reference section. Stockrooms Note: The main grid displays information specific to the stockroom. The name and location can be edited by clicking the Edit button. Expanding a stockroom reveals the details grid. The details grid displays the parts in the stockroom. Further information regarding this area is listed below. 93

94 Stockroom Parts Tab The Stockroom Parts Tab consists of basic information that is pulled from the Parts Master page as well as many quantity, cost, and date fields. All quantities are drawn from the selected stockroom except for Total Quantity Available, which is a summary of all stockrooms. These fields are: Serial Number, Quantity On Hand, Part Number, Part Name, Stock Class Name, Category Name, Unit Cost Amount, Unit Cost Currency, Quantity Allocated, Total Quantity Available Following is an explanation of some of these fields: Quantity Allocated: This is the total number of parts that will be needed for all active work orders. It is possible that this value may exceed the quantity on hand, but will never be negative. Quantity Allocated is automatically updated to reflect the total number of parts attached to work orders in the Active Work Order page. Quantity On Hand: This value is calculated from the following formula: Qty on Hand Qty Allocated. It is possible that this value may become negative, based upon part usage in work orders. This value is used when the system calculates a part s reorder point (Qty Available + Qty on Order Reorder Point). Note: Some of this data is read-only and is used for references purposes only. Details Tab Work Orders Tab The Work Orders Tab displays a list of active work orders that are using the specified part. These fields are: Work Order Number, Activation Date, Quantity Allocated, and Quantity Required. 94

95 Work Orders Tab Other Stockrooms Tab The Other Stockrooms Tab displays a list of other stockrooms that contain the current part. The fields are: Stockroom, Quantity On Hand, Quantity Available, Unit Cost and Unit cost Currency. Other Stockrooms Tab Move Tickets Move Tickets are used to move parts between stockrooms. Users can select a part and move a quantity of those parts to a different stockroom. All Move Tickets are recorded in the Move Ticket History page. To move a part to another stockroom: 1. Open Stockrooms from the Inventory module. 2. Select a stockroom and expand it. 3. Select a part. 4. Click Issue Move Ticket Icon 5. Choose a stockroom and enter all required data. 6. Click the Transfer button when completed. 95

96 Note: The Destination Stockroom drop-down will be filtered to display all stockrooms in which the currently selected part is located. Note: Serialized parts will not display a quantity when a move ticket is issued against them. Kit Orders Move Ticket A kit is a part that exists in a stockroom and is a collection of other parts. A kit order is an active work order generated to create a kit for the purpose of capturing labor costs and part costs. The labor cost will be the cost of creating the kit. The part costs will be the total cost of all parts going into the kit. These costs will be used to calculate the unit cost of the kit (represented as a part) in the stockroom. To issue a kit order: 1. Open Stockrooms from the Inventory module. 2. Select a stockroom and expand it. 3. Select a part/kit. 4. Click Create Kit Icon 5. Enter all required data. 6. Click the Save button when completed. Kit Orders 96

97 Repair Orders A repair order is very similar to a work order with one main difference. A repair order is used to fix a serialized part. To issue a repair order: 1. Open Stockrooms from the Inventory module. 2. Select a stockroom and expand it. 3. Select a serialized part. 4. Click Issue Repair Order. 5. Enter all required data. 6. Click the Save button when completed. Subassemblies The Subassemblies function is located in the grid of the Assets page. It is used to create and visually locate/organize subassemblies by location. A subassembly is a serialized instance of a part. The alternator of a car is an example of a subassembly. The alternator will be serialized, because of the possibility of it being repaired or replaced. It would not be considered disposable like other parts. In order to create a subassembly, the part must first be listed in Parts Master. Note: This page does not contain a Record Navigator. The main page of Subassemblies consists of two different areas: a navigation tree and a summary pane. The navigation tree displays the selected asset and all subassemblies associated with that asset. Users can perform many of the same tasks that exist in Assets. Users can also choose to create a new subassembly from this screen and place it as a subassembly of the current asset. The summary pane displays a read-only snapshot of all pertinent information relating to the current asset. The fields listed are: Part Name, Manufacturer, Category, Stock Class, Description, Serial Number, Manufacturer Part Number, and Part Size. For more information on assets, please refer to Assets in the Reference section. For more information on parts, please refer to Parts Master in the Reference section. 97

98 Subassemblies Creating a Subassembly To create a Subassembly: 1. Select an asset from the grid. 2. Expand the selection to view the subassemblies grid. 3. Click the Add button in the subassemblies section. 4. Select an existing part. 5. Enter a Serial Number and Actual Cost. 6. Click Save. Tasks The Tasks page in the Work Order module is to create specific maintenance tasks that are used in the completion of work orders and performed at regular intervals. A task allows a description, labor craft, and estimated hours of completion to be associated with it. Tasks can be generic, such as replace, inspect, or calibrate. They can also be safety-related or machine-specific tasks. The fields listed in the Record Navigator are: Task Number, Description, Labor Craft Code, and Estimated Hours. 98

99 Record Navigator (Tasks) Details Tab The Details Tab consists of fields directly related to task management. These fields are: Task Number, Description, Labor Craft Code, and Estimated Hours. Note: Devote careful planning to the development of the task code library and task descriptions. The effort spent in devising task codes tailored to the facility s operations will result in easier work order production and clear, precise maintenance procedures. Details Tab 99

100 A Task Number identifies all tasks. Use any numbering scheme that makes sense. However, it is preferable to umber by type of work, or by type of equipment. Using a logical numbering scheme, tasks can be organized into groups by prefixes and suffixes like the following examples: Prefixes Suffixes INS Inspection Custodial LUB Lubrication Electrical SAF Safety Mechanical VIB Vibration HVAC CAL Calibration Facilities CLN Cleaning Carpentry FAB Fabrication Painting FIR Fire Systems Plumbing LOP Lock out/tag Out Bldg/Grounds Procedure ADJ Adjust Welding CHG Change TST Test Tasks can also be assigned a labor craft, which will determine which employees can perform a task. Tasks can also be assigned a number designating the estimated hours to complete the task. This is used in scheduling labor on a work order. Time Card The Time Card page in the Work Orders module is used display all work orders to which an employee is assigned. When Work Orders are active and an employee has been assigned to labor on the work order, they will be listed here. The user can select an employee and update all hours and pertinent dates for the selected employee in one, simple location. The Record Navigator displays a listing of the employees and their assigned work orders. When a specific employee is expanded, a details grid appears on the screen and lists the work orders to which that employee is assigned. The fields listed in the Record Navigator are: Employee Name and Employee Number. The fields listed in the Details Grid are: Work Order Number, Job Number, Task Number, Hours at Rate 1, Hours at Rate 2, Hours at Rate 3, Hours at Rate 4, Hours at Rate 5, Start Date, and Completion Date. Note: Employees will only be able to see their own work orders. The Proteus MMX Administrator will see all work orders. 100

101 Tools The Tools page in the Inventory module is used to record and continually maintain all tools within a company. The Tools is a complete tool management system, which is linked with many other modules in Proteus MMX. The main page of Tools consists of two different areas: a navigation tree and the Record Navigator. The navigation tree displays all tool cribs by company location. Users can place tool cribs in certain physical locations. Users can then add or remove tools to/from the tool crib. Every tool is identified by a unique Tool Number. If there is not an existing tool database that can be converted to a Proteus MMX database, each tool must be manually entered into Tools. The process of entering data is relatively simple, especially if the worksheets in the Sample Worksheets section of the Appendix are used. Simply transcribe the information listed on the forms into the matching data entry fields on the screen. The Record Navigator displays a listing of all the tool cribs and various tool crib related information. When a specific tool crib is expanded, a details grid appears on the screen and lists the tools in the specific tool crib as well as tool related information. The fields listed in the Record Navigator are: Tool Crib Name, Number of Tools, Checked Out Tools, and Total Value. The fields listed in the details grid are: Tool Number, Tool Name, Description, Serial Number, Category, Stock Class, Tool Size, Manufacturer, Manufacturer Tool Number, Total Cost, Details Tab The Details Tab consists of basic tool fields. These fields are: Tool Number, Tool Name, Description, Tool Crib, Tool Size, Serial Number, Manufacturer, Stock Class, Manufacturer Tool Number, Total Cost, and Category. Note: The required fields are Tool Number, Tool Name, and Tool Crib. All other fields are optional. Note: Leaving information fields blank will decrease Proteus MMX s effectiveness in building complete maintenance history records. Make sure all available information has been gathered prior to recording. 101

102 Details Tab Check In/Check Out The user has the ability to change the status of a tool (Check In/Check Out). To change the status of a tool: 1. Open Tools from the Inventory module. 2. Select a tool crib and expand it. 3. Select a tool. 4. Click Check In/Out. Scrap Check In/Out The user has the ability to scrap a tool. This can be done for many reasons. It can be passed its useful life, broken, etc. To scrap a tool: 1. Open Tools from the Inventory module. 2. Select a tool crib and expand it. 3. Select a tool. 4. Click Scrap 5. Enter required data. 6. Click Save. 102

103 Transaction History The Transaction History page in the Inventory module is used display all transaction history information. When transactions are made, they are recorded within the Transaction History page. This data is read-only and is used for references purposes only. The fields listed in the Record Navigator are Description, Cost Center, Part Name, Part Number, Stockroom Name, Quantity, Transaction Type, transaction Number, Quantity On Hand, Reason, Unit Cost Amount, and Unit Cost Currency. Record Navigator (Transaction History) Important: A backup of the database should always be performed prior to purging any data. Interrupting the Purge process could result in lost data or database corruption. Purge Transaction History Records To purge Transaction History records: 1. Select a record from the grid. 2. Click the Purge task. Note: If the Purge task is clicked without any selected records, the user will be prompted with the ability to purge by a date range. All records within the selected range of dates will be purged from the database. 103

104 Vendors The Vendor page in the Providers module is used to record and continually maintain all information relevant to the suppliers of assets, tools, parts, contracted services, or any other purchased commodity. Vendors supply goods that are vital to daily operations. When combined with the functions of the Purchasing module, vendor records are able to analyze, plan, and manage the equipment maintenance and inventory operations. Every vendor is identified by a unique Vendor Code. If there is not an existing vendor database that can be converted to a Proteus MMX database, each asset must be manually entered into Vendors. The process of entering data is relatively simple, especially if the worksheets in the Sample Worksheets section of the Appendix are used. Simply transcribe the information listed on the forms into the matching data entry fields on the screen. The fields listed in the Record Navigator are: Vendor Code, Vendor Name, Address 1, Address 2, City, State, Zip Code, Region, Country, Contact Phone, contact , and Web Page. Record Navigator (Vendors) 104

105 a Vendor To send an to a Vendor: 5. Open Vendors from the Providers module. 6. Select a vendor. 7. Click the button. 8. Enter message. 9. Click Send button when completed. Details Tab The Details Tab consists of basic vendor fields and information about the specific vendor. These fields are: Vendor Code, Vendor Name, Address 1, Address 2, City, State, Country, Zip Code, Lead Time, Web Page, Contact Phone, Contact , Alternate Contact Phone, Alternate Contact , and Region. Note: The required fields are Vendor Code and Vendor Name. All other fields are optional. We recommend using the same Vendor Code that is used by the Purchasing Department. Note: Leaving information fields blank will decrease Proteus MMX s effectiveness in building complete maintenance history records. Make sure all available information has been gathered prior to recording. Details Tab 105

106 Parts Tab The Parts tab contains a list of all parts that have been or can be purchased from this Vendor. The association of a part to a vendor is made in Stockrooms. This data is read-only and is used for references purposes only. Assets Tab Parts Tab The Assets tab contains a list of all assets that have been or can be purchased from this Vendor. The association of an asset to a vendor is made in Assets. This data is read-only and is used for references purposes only. Assets Tab 106

107 Work Orders The Work Orders page in the Work Orders module is used to plan, create, and record maintenance jobs and procedures in response to maintenance service requests, emergency breakdowns, or other non-routine maintenance activities. Each work order contains a variety of information, such as who requested the job, the estimated down time of the equipment, the reason or problem, and the date by which the job should be completed. Note: In addition to Work Orders created here, all activated Work Order Masters will also show up in the Active Work Order Record Navigator. These Work Order Masters can either be force activated or activated by means of a schedule. The fields listed in the Record Navigator are: Work Order Number, Task Progress, Job Number, Description, Type, Priority, Work Type, Shift, Cost Center, Maintenance Code, Asset Number, Serial Number, Assigned To, Completion Date, and Requester. Record Navigator (Work Orders) Work Order Numbering Work Order numbers in the Active Work Orders page are assigned automatically. Proteus MMX will number the work orders in a date-code fashion (YYYYMMDDNNN, with N being a sequential number starting with 001). 107

108 Custom Work Order Numbering The user has the option to create a custom template for Active Work Order numbering. This can be done through Preferences. To create the custom work order numbering template: 6. From the Settings module go to Settings Work Orders 7. Select Work Orders Numbers option. 8. Select the Use Custom Work Order checkbox. 9. Enter a Minimum Range Value. 10. Enter a Maximum Range Value. 11. Enter a Prefix. 12. Enter a Suffix. 13. If desired, click the Leading Zeros checkbox. The Minimum Range Value is the first number in the work order. The work orders will be auto-incremented until they reach the Maximum Range Value. The Maximum Range Value is the last possible work order number in the template. The Prefix is a string that will form the first part of the work order number. The Suffix is a string that will be added after the range If Leading Zeros is selected, Proteus MMX will show all leading zeros in the work order (001 vs. 1). Creating a Work Order To Create a Work Order: 1. Open Work Orders from the Work Orders module. 2. Click the New button. 3. Enter in all data on the Details tab. 4. All remaining tabs/information can be entered at this point 5. Save your selection. Note: Targets can be an Asset, Customer Asset, Location, or Customer Location 108

109 Closing an Active Work Order When a work order is closed, all data for that work order is transferred from the Active Work Orders page to the Work Order History page. In addition, all dates, costs, and inventory levels are updated according to the values entered on the complete work order. When a work order is closed, the following occurs: 1. The Work Order is transferred from the Work Orders page to the Closed Work Orders page. The Closed Work Orders page shows all closed work orders since the last time its database was purged. 2. For each part used on the Work Order, a new Quantity on Hand is calculated and written to the Stockrooms page. Also, the Date Last Used field is updated. 3. The actual material and labor costs are calculated and written to the Assets Cost History. 4. Material Cost = Qty Allocated x Unit Cost 5. Labor Cost = Labor Rate for Appropriate Labor Craft x Hours at Rate. 6. All dates are updated in the Closed Work Orders page. To close an Active Work Order: 1. Open Work Orders from the Work Orders module. 2. Select a record from the Record Navigator. 3. Click the Close button. 4. Complete all fields and dates. 5. Confirm your selection. To batch close (Quick Close) an Active Work Order(s): 1. Open Work Orders from the Work Orders module. 2. Select a record or records from the Record Navigator. 3. Click the Complete and Close button. 4. Complete all fields and dates. 5. Confirm your selection. 109

110 Cancelling an Active Work Order When an active work order is cancelled, the outcome will vary depending on the Type of Maintenance. When a Demand Maintenance work order is cancelled, it is removed from the Work Order page and is gone forever. However, when a Preventive Maintenance work order is cancelled, the work order is removed and placed in the Cancelled Work Orders page. The work order is rescheduled to the next schedule date. All parts, tasks, employees, etc. are no longer allocated or assigned to the work order. To cancel a Work Order: 1. Open Work Orders from the Work Orders module. 2. Select a record from the Record Navigator. 3. Click the Cancel button. 4. Confirm your selection. Details Tab The Details Tab consists of basic work order information fields. These fields are: Description, Maintenance Code, Work Type, Shift, Cost Center, and Priority. Note: A Work Order must have a Target and a Required Date in order to be created. Note: Leaving information fields blank will decrease Proteus MMX s effectiveness in building complete maintenance history records. Make sure all available information has been gathered prior to recording. Details Tab 110

111 Attaching an Asset to a Work Order The Target dialog box is used to attach assets or a location to a Work Order. Depending on your nomenclature, Work Orders can also be created for a location by creating a Work Order from that specific location. To add an Asset to an Active Work Order: 1. When creating a new Work Order, select an Asset/Location from the target Dialog Box. 2. Confirm your selection. 3. Target Dialog 111

112 Tasks and Labor Tab Attaching a Task to a Work Order The Tasks and Labor Tab is used to attach tasks and labor to a Work Order. Tasks are defined in Tasks and Labor is defined in Labor Crafts/Employees. The Tasks and Labor Tab consists of a listing of all tasks/labor assigned to the current work order. The grid contains various task related fields. These fields are: Sequence, Task Number, Description, Estimated Hours, Start Date, Completion Date, Employee Name, Labor Craft Code, Contractor Name, Labor Craft Code, Hours at Rate 1, Hours at Rate 2, Hours at Rate 3, Hours at Rate 4, and Hours at Rate 5. To add Tasks to a Work Order: 1. Open Work Orders from the Work Orders module. 2. Under the Tasks and Labor tab, click Add and select a Task from the popup. 3. Enter all necessary data. 4. Confirm your selection. Tasks Dialog To remove Tasks from an Active Work Order: 1. Open Work Orders from the Work Orders module. 2. Select a work order. 3. Under the Tasks and Labor tab, select a Task from the grid and click the Remove button. 4. Click Save. 112

113 To reorder Tasks on an Active Work Order: 1. Open Work Orders from the Work Orders module. 2. Select a work order. 3. Under the Tasks and Labor tab, select a Task from the grid. 4. Click Perform Earlier or Perform Later, depending on your preference. 5. Click Save. 6. Tasks and Labor Tab Parts Tab Attaching a Part to a Work Order The Parts Tab is used to attach a part or parts to a Work Order. Each part is defined in the Parts Master page in the Inventory module. The Parts Tab consists of a list of all parts from the Parts Master page. The grid contains various part related fields. These fields are: Part Number, Part Name, Stockroom, Quantity Required, Quantity Allocated, and Unit Cost. To add Parts to an Active Work Order: 1. Open Work Orders from the Work Orders module. 2. Under the Parts tab, click Add and select a Part from the pop-up. 3. Confirm your selection. Parts Dialog 113

114 To remove Parts from an Active Work Order: 1. Open Work Orders from the Work Orders module. 2. Under the Parts tab, select a Part from the grid and click the Remove button. 3. Click Save. Parts Tab Tools Tab Attaching a Tool to a Work Order The Tools Tab is used to attach a tool or tools to a Work Order. Each tool is defined in the Tools page in the Inventory module. The Tools Tab consists of a list of all tools from the Tools page. The grid contains various tool related fields. These fields are: Tool Number, Tool Name, and Tool Crib. To add Tools to a Work Order: 1. Open Work Orders from the Work Orders module. 2. Under the Tools tab, click Add and select a Tool from the pop-up. 3. Confirm your selection. To remove Tools from an Active Work Order: 1. Open Work Orders from the Work Orders module. 2. Under the Tools tab, select a Tool from the grid and click the Remove button. Tools Tab 114

115 Causes Tab The Causes Tab consists of a grid that displays the root cause of the work order. These can be used to determine trends. The grid contains various cause related fields. These fields are: Cause Number and Description. Causes Tab Work Order Masters The Work Order Masters page in the Work Order module is used create, delete, schedule, or activate a work order master. The Work Order Master page is used to define maintenance jobs and procedures that are routinely completed, but not currently scheduled. An example of this type of work order may be machine setup. It is a job which follows the same procedures every time, but still falls under the category of demand maintenance, because one cannot anticipate when the need will arise. The Work Order Masters page is instrumental in the creation of Preventive and Demand maintenance work orders. When a work order master is activated by a user, it becomes a demand maintenance work order and will be listed in the Active Work Orders page. When a work order master is used with a schedule, it becomes a preventive maintenance work order and will be listed in the Active Work Orders page. Note: A Work Order number is automatically assigned when a work order master is activated or an Active Work Order is created. The Work Order number will not be displayed in Work Order Masters. The Work Order number will be displayed in the Active Work Orders page. The Record Navigator displays a listing of the work order masters. When a specific work order master is expanded, a details grid appears on the screen and lists the schedules associated with the work order master. The fields listed in the Record Navigator are: Job Number, Description, Priority, Work Type, Shift, Cost Center Name, and Maintenance Code. The fields in the Details Grid are: Schedule Type, Description, Summary, Next Occurrence Date, and Last Occurrence Date. 115

116 Note: For more information on scheduling, please refer to Scheduling in the Reference section. Record Navigator (Work Order Masters) Creating a Work Order Master To Create a Work Order Master: 1. Open Work Order Masters from the Work Orders module. 2. Click the New button. 3. Enter in all data on the Details tab. 4. Click Save. 5. All remaining tabs/information can be entered at this point. 6. Save your selection. Activating a Work Order Master To Activate a Work Order Master: 1. Select a record from the Record Navigator. 2. Click the Activate button. 3. After verification, the Work Order will now be assigned a Work Order Number and shown in the Active Work Orders page. Activating Multiple Work Order Masters To activate multiple Work Order Masters: 1. Select multiple records from the Record Navigator. 2. Click the Activate task. 3. Confirm your selection. 116

117 Details Tab The Details Tab consists of basic work order information fields. These fields are: Job Number, Description, Cost Center, Priority, Shift, Maintenance Code, and Work Type. Note: Job Number is a required field in order to create a record. All other fields are optional. Job Numbers can be categorized by work type, interval, asset type, or by any other meaningful method of grouping. Examples include: AH100 CLN Weekly cleaning of Air Handling Unit #100 AH100 INS Inspection of Air Handling Unit #100 TEST01 Compressor leak down test Note: Leaving information fields blank will decrease Proteus MMX s effectiveness in building complete maintenance history records. Make sure all available information has been gathered prior to recording. Details Tab Targets Tab Attaching an Asset to a Work Order Master The Targets Tab is used to attach assets or a location to a Work Order Master. Work Order Masters can also be created for a location by creating an Asset that represents an area (i.e., create an asset record called North Lawn, North Building, or North Entrance). The Assets Tab consists of a list of all assets from the Assets page. The grid contains various asset related fields. These fields are: Asset Number, Asset Name, Location, Customer Number, Customer Name, Vendor Number, and Vendor Name. 117

118 To add Assets to a Work Order Master: 1. Open Work Order Masters from the Work Orders module. 2. Under the Locations tab, select an asset/location from the navigation tree. To remove Assets from a Work Order Master: 1. Open Work Order Masters from the Work Orders module. 2. Under the Target, select the asset/location. Targets Tab Tasks and Labor Tab Attaching Tasks/Labor to a Work Order Master The Tasks and Labor Tab is used to attach tasks and labor to a Work Order Master. Tasks are defined in Tasks and Labor is defined in Labor Crafts/Employees. The Tasks and Labor Tab consists of a listing of all tasks/labor assigned to the current work order master. The grid contains various task related fields. These 118

119 fields are: Sequence, Task Number, Description, Employee Name, Employee Labor Craft, Contractor Name, Contractor Labor Craft, and Estimated Hours. To add Tasks, Labor and/or Contractors to a Work Order Master: 1. Open Work Order Masters from the Work Orders module. 2. Under the Tasks and Labor tab, click Add and select a Task, Employee and/or Contractor from the pop-up. 3. Click Save. Tasks and Labor Dialog To remove Tasks from a Work Order Master: 1. Open Work Order Masters from the Work Orders module. 2. Under the Tasks tab, select a Task from the grid and click the Remove button. 3. Click Save. To reorder Tasks on a Work Order Master: 1. Open Work Order Masters from the Work Orders module. 2. Under the Tasks tab, select a Task from the grid. 3. Click Perform Earlier or Perform Later, depending on your preference 4. Click Save. Parts Tab Attaching a Part to a Work Order Master The Parts Tab is used to attach a part or parts to a Work Order Master. Each part is defined in the Parts Master page in the Inventory module. The Parts Tab consists of a list of all parts from the Parts Master page. The grid contains various part related fields. These fields are: Part Number, Part Name, Stockroom Name and Quantity Required. 119

120 To add Parts to a Work Order Master: 1. Open Work Order Masters from the Work Orders module. 2. Under the Parts tab, click Add and select a Part from the pop-up. 3. Click Save. To remove Parts from a Work Order Master: 1. Open Work Order Masters from the Work Orders module. 2. Under the Parts tab, select a Part from the grid and click the Remove button. 3. Click Save. Parts Tab Tools Tab Attaching a Tool to a Work Order Master The Tools Tab is used to attach a tool or tools to a Work Order Master. Each tool is defined in the Tools page in the Inventory module. The Tools Tab consists of a list of all tools from the Tools page. The grid contains various tool related fields. These fields are: Tool Number, Tool Name, and Tool Crib Name. To add Tools to a Work Order Master: 1. Open Work Order Masters from the Work Orders module. 2. Under the Tools tab, click Add and select a Tool from the pop-up. 3. Click Save. To remove Tools from a Work Order Master: 1. Open Work Order Masters from the Work Orders module. 2. Under the Tools tab, select a Tool from the grid and click the Remove button. 3. Click Save. 120

121 Tools Tab Tab The Tab consists of a form that contains all related activities for the work order master. If this is filled out, an will be sent to the recipient upon activation of the Work Order Master. Note: This is not required. Tab 121