USER GUIDELINES. For Use with PERFEKTO Facility & Fleet Management Software Designed for TNB-IFMS

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1 USER GUIDELINES For Use with PERFEKTO Facility & Fleet Management Software Designed for TNB-IFMS COPYRIGHT Copyright 2007 Oceantec Sdn Bhd. All rights reserved. Windows is a registered trademark of Microsoft Corporation. Companies, vehicles, departments, and other data samples used in this documentation are fictitious. The content of this publication is subject to change without notice. PERFEKTO Facility & Fleet Management Software, described in this document, is furnished under a license agreement. Reproduction of this documentation is permitted and may be distributed to all licensed users of this product as long as a fee is not charged when doing so. Review the terms of the license agreement. Reproduction of this documentation for sales purposes is strictly prohibited. Rev.1. updated on 26 th Aug 2013 OCEANTEC SDN BHD Facility & Fleet Management Software, Version #

2 Facility & Fleet Management Software CONTENT Table of Contents CHAPTER 1: Introduction... 5 Conventions Used in This Manual... 5 Formatting Conventions... 5 Global Screens and Prompts... 6 Select a Record... 6 Sorting Records... 6 Accessing Details... 7 Accessing Pages... 7 Adding a New Record... 7 Lookup Lists... 7 Calendars... 7 CHAPTER 2: Concept... 9 Overview... 9 Scope 10 Structure & Task s CHAPTER 3: My Page CHAPTER 4: Maintenance Request for Quotation (RFQ) Adding a Request for Quotation (RFQ) Assign RFQ to Workshop(s) Select Work Sequence / Scheduled Work Select Part Select Non-Filed Part Dispatch RFQ Update RFQ Panel Workshop Change Scheduled parts Add Non-Scheduled parts Add Non-Filed parts Delete parts from RFQ Submit Quotation (PWQ) Review RFQ Dispatcher Accept Panel Workshop Quotation Last printed 8/26/ :07 PM Page 2/38

3 Facility & Fleet Management Software CONTENT Revise Panel Workshop Quotation RFQ Field Descriptions: Revision Tab Reject Panel Workshop Quotation Print RFQ RFQ Field Descriptions Details Tab Assigned To Tab Work Sequence Tab Part Tab Non-Filed Part Tab Work Order Update Work Order Add Information to Work Order Details Add Information to Work Sequences Review Parts Parts Non-Filed Parts Assign Work Order to Workshop Dispatch Work Order to Panel Workshop Panel Workshop Add Panel Workshop Information Add Inspection Information Add Labor Information Report Vehicle Ready for Inspection Complete Work Order Print Work Order Work Order Field Descriptions Details Tab Work Sequence Tab Part Tab Non-Filed Part Tab Assigned To Tab Labor Tab Panel Workshop Tab Inspection Active Work Order Listing Last printed 8/26/ :07 PM Page 3/38

4 Facility & Fleet Management Software CONTENT Work Order Listing CHAPTER 5: Reports Report Overview Asset Car Sticker Gen Set Maintenance Panel Workshop Permit and Licensing Pool Car Setting REFERENCES ANNEX A: Asset-ERMS Link ANNEX B: Employee-ERMS Link ANNEX C: Panel Workshop-ERMS Link ANNEX D: Work Order-ERMS Link ANNEX E: Data Import Schedule ANNEX H: Layout & Workflow Repair (Panel WS) Last printed 8/26/ :07 PM Page 4/38

5 Facility & Fleet Management Software CHAPTER 1: Introduction CHAPTER 1: Introduction Welcome to PERFEKTO. PERFEKTO Facility & Fleet Management Software can help you run a more cost efficient fleet while reducing the number of breakdowns. Proper use of the software can help to reduce road calls, reduce inventory, increase mechanic productivity, and provide information that is vital to your fleet. Whether you are a fleet manager, shop foreman, data entry clerk, mechanic, or parts person, PERFEKTO can provide you with accurate information to help you maintain a more efficient and informed fleet. Although PERFEKTO contains many features, keep in mind that you can track as little or as much information as you like. Also, it is not necessary to set everything up at once. We highly recommend setting up vehicle records as soon as possible so you can immediately start tracking preventive maintenance schedules and entering work orders. Refer to this manual to learn about the many features available in PERFEKTO and how to use them. Conventions Used in This Manual Formatting Conventions Convention Bold type Representation Menu options, buttons, or icons. ITALICIZED type [words in brackets] ALL CAPS type Shortcut keys Compulsory* type Hyperlink type Data values. Additional information to help clarify instructions. For example, there are various Assets menu options under the Assets menu. To help clarify which menu option to select, you might see [Asset Register] Assets to indicate that you should select Assets > Asset Register Letters or keys on the keyboard. For example, press ENTER or press the C key to continue. Function keys like F5 etc.. These values have to be entered in order to be able to save the record Links transactions with records. For Example, click on the Workorder Number in the Asset Register > Maintenance history will open the Workorder Register Details Last printed 8/26/ :07 PM Page 5/38

6 Facility & Fleet Management Software CHAPTER 1: Introduction Global Screens and Prompts Some windows, prompts, and screens function the same way throughout PERFEKTO (e.g. lookup lists, filters and Report Viewer). All of these types of screens are described only in this section rather than repeatedly in every area in which they appear. Select a Record Select Records by Locations in the Tree View or from a list. The selected Record will be opened in the Register view. Click on Tree Click on List Sorting Records Click on the column head in the list of records to sort ascending or descending by the selected columns. Click on Column Header Last printed 8/26/ :07 PM Page 6/38

7 Facility & Fleet Management Software CHAPTER 1: Introduction Accessing Details Select a Document Number to open the record for more details. Click on document number Accessing Pages Every List has a maximum of records which are displayed on one page. In case of more than one page following naviation is available. Go to First Page Go to Last Page Go to Previous Page Go to Next Page Accessing a Lookup List To access a lookup list, leave the entry field blank and press F4, or click on The lookup list appears and a record may be selected from the list. Adding a New Record To add a new record, enter the new record number and all compulsory fields and then choose the Add button. Lookup Lists Lookup lists are available to help access data records when you don t know the exact record number or ID. Lookup lists are sorted by item code. The Data have to be setup in Settings menu to appear in the lists. Calendars The calendar option is available in many areas of the software where you re prompted for a Last printed 8/26/ :07 PM Page 7/38

8 Facility & Fleet Management Software CHAPTER 1: Introduction date. To use the calendar, choose. Year back Year ahead Month back Month ahead Last printed 8/26/ :07 PM Page 8/38

9 Facility & Fleet Management Software CHAPTER 2: Concept CHAPTER 2: Concept This section of the Manual provides an overview of the scope and functions of PERFEKTO. Overview Following chart shows the main components of IFMS-PERFEKTO and also differentiates the division of tasks between ERMS and PERFEKTO. Process ERMS PERFEKTO Remark Asset Register Master Data Maintenance Repair & Maintenance (External Panel Workshop) See ANNEX H: Layout & Workflow Repair (Panel WS) Fleet Management See Error! Reference source not found. GenSet Request Management See Error! Reference source not found. Pool Car Management See Error! Reference source not found. Car Sticker Management See Error! Reference source not found. Customer Complaint Management See Error! Reference source not found. Planning & Scheduling of Workorders, preparation of PO Download Master data from ERMS, no feedback to ERMS Download planned workorders including scheduled parts from ERMS and manual feedback of completed Work to ERMS Vehicle Specification, Additional Specification not available in ERMS and History Request for Quotation & Panel Workshop Management including History Not available Planning of liabilities Certification, Permit and Inspection Planning for Vehicle including Reminders Not available Not available Not available Not available Management of GenSet Request and Assignment Management of Pool Car Request and Assignment Management of Car Sticker and Car Parking Bay allocation Management of unrelated and related complaints Capacity planning for GenSet including of Request & Assignment History Capacity planning for Pool Cars including of Request & Assignment History Request & Assignment History Complaints related to Workorders, Tracking of Status Last printed 8/26/ :07 PM Page 9/38

10 Facility & Fleet Management Software CHAPTER 2: Concept Scope Import Vehicle Data from ERMS Import Workorder Data from ERMS Import Part Data from ERMS Update Vehicle Data in Asset Register Update Work Order in Work Order Register Update Part Details in Parts Register GenSet Management Dispatch Work Order to Panel Workshop Car Pool Management Update Workorder by Panel Workshop Car Parking Administration Complete Workorder Customer Feedback Reports From the standpoint of executing daily activities, it is envision that PERFEKTO interacts with ERMS-Asset Register, Workorders, Employee Master and Part Register in order to retrieve all necessary information (Refer to ANNEX A: Asset-ERMS Link, ANNEX B: Employee-ERMS Link, ANNEX C: Panel Workshop-ERMS Link and ANNEX D: Work Order-ERMS Link for details). The Data Import is setup automatically and follows a different schedule for different Modules as per ANNEX E: Data Import Schedule. Once the data are imported to PERFEKTO, different User Roles are executing different task in Perfekto (For User Roles, refer to Error! Reference source not found.). Last printed 8/26/ :07 PM Page 10/38

11 Facility & Fleet Management Software CHAPTER 2: Concept Structure & Task s Last printed 8/26/ :07 PM Page 11/38

12 Facility & Fleet Management Software CHAPTER 4: My Page CHAPTER 3: My Page My Page is the first screen after login to PERFEKTO. The My Page shows all relevant reminders related to the User Login. Outstanding Transactions are directly accessible by clicking on the hyperlinked transaction numbers. The My Page also contains the Main Menu to access all Modules which are available for the individual User. The User can configure the layout and content of his My page in the Settings (Refer to Section Error! Reference source not found.). 1. Main Menu: Access to all Modules and Sub Modules. 2. Quick Access Menu: Quick Access to the major Modules and Sub Modules. 3. Reminders: User defined Reminder Windows (max. 8) for direct transaction and document access Last printed 8/26/ :07 PM Page 12/38

13 Facility & Fleet Management Software CHAPTER 6: Maintenance CHAPTER 4: Maintenance The Maintenance Module combines all types of Work Orders, whether they are created from the Preventive Maintenance Module or Work Request or individually created as a Corrective Work Order or as Service Report and also request for quotations (RFQ). The Work Order Module in general is used to assign parts and labor to the individual Work Orders. Each Work Order can be different in terms of required parts and labor. The System takes over control to check whether the required parts are available and updates the status of the Work Order accordingly. Once the Work Order is ready to dispatch (based on the availability of all parts) to the technician it will become ready to print and also ready for the resource planning. Request for Quotation (RFQ) The Request for Quotation (RFQ) can be sent out online to panel workshops in order to receive the panel workshop quotation. The system allows to assign Work Sequence(s) which contains all schedule parts in order to facilitate the process. Use ANNEX H: Layout & Workflow Repair (Panel WS) as a guideline for the process of RFQ. Adding a Request for Quotation (RFQ) To create a RFQ, follow the steps listed below. 1. Select Maintenance > Work Order > RFQ from the main menu 2. Click on Add New 3. Leave the Document Number field blank and 4. Add the RFQ information. 5. Save The Record by clicking on Add 6. The system will create an RFQ number automatically 7. Open created RFQ and assign Workshop(s) 8. Save the tab by clicking on Submit 9. Add the work sequence (scheduled parts) 10. Save the tab by clicking on Submit 11. Add / Remove Scheduled Parts if necessary 12. Save the tab by clicking on Submit 13. Add Non-filed parts if necessary 14. Save the tab by clicking on Submit Assign RFQ to Workshop(s) Assign the RFQ to one or multiple Panel Workshop to obtain Quotations. NOTE: At least one panel workshop has to be assigned in order to Dispatch RFQ To assign Panel Workshop(s) to a RFQ, follow the steps listed below. Last printed 8/26/ :07 PM Page 13/38

14 Facility & Fleet Management Software CHAPTER 6: Maintenance 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ 3. Go to the Tab >Assign To 4. Click on Add Row for how many Panel Workshop suppose to receive the RFQ 5. Select the Workshop(s) and enter Start and End Date 6. Save the tab by clicking on Submit Select Work Sequence / Scheduled Work The Work Sequence contains all scheduled parts related to individual Sequences By selecting the Work Sequence the system automatically updates the Part Tab will all schedule parts, based on the Vehicle Models and associated scheduled parts. NOTE: In order to have a selection of sequences/parts available the Model specification in the vehicle/asset register has to be updated To assign Work Sequence(s) to a RFQ, follow the steps listed below. 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ 3. Go to the Tab >Work Sequence 4. Click on Add Row for how many Work Sequences supposed to be added 5. Select the Work Sequence for each line 6. Update each line with additional information if necessary 7. Save the tab by clicking on Submit Select Part The Part Tab contains all scheduled parts related to individual Sequences, selected in Work Sequence Tab. By selecting the Work Sequence the system automatically updates the Part Tab will all schedule parts, based on the Vehicle Models and associated scheduled parts. NOTE: In order to have a selection of sequences/parts available the Model specification in the vehicle/asset register has to be updated To select/edit Part(s) in a RFQ, follow the steps listed below. 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ 3. Go to the Tab >Part 4. Review Scheduled parts and change Quantity required if necessary 5. Delete schedule parts if not required 6. Click on Add Row for how many additional non-scheduled parts supposed to be added 7. Select the additional parts and quantity 8. Save the tab by clicking on Submit Last printed 8/26/ :07 PM Page 14/38

15 Facility & Fleet Management Software CHAPTER 6: Maintenance Select Non-Filed Part The Non-Filed Part Tab contains all additional parts which are not available in the standard part list / part register. It allows to key in parts and prices manually. NOTE: Before entering Non-Filed Parts it is advised to search in the part tab whether the part is available in the standard list. By using Standard parts, reporting and tracking of parts is more accurate. To select Non-filed Part(s) in a RFQ, follow the steps listed below. 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ 3. Go to the Tab >Non-Filed Part 4. Click on Add Row for how many additional non-filed parts supposed to be added 5. Enter Part Description, Qty Req, UOM and cost 6. Save the tab by clicking on Submit Select Part Type for Non-filed part in RFQ/PWQ 1. Select part type from the drop down list (the list of part type is same with part type in the part master) 2. Part type is a mandatory to key in before click on the save button in RFQ/PWQ. Last printed 8/26/ :07 PM Page 15/38

16 Facility & Fleet Management Software CHAPTER 6: Maintenance Dispatch RFQ Dispatching the RFQ will send the RFQ to all assigned Workshops. Once the RFQ has been dispatched, no changes on the dispatch side will be allowed. The system creates an dependent Panel Workshop Quotation Number (PWQ) for each individual assigned Panel workshop in order to trace revisions. NOTE: At least one panel workshop has to be assigned in order to Dispatch RFQ To dispatch a RFQ, follow the steps listed below. 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ 3. Click on Dispatch RFQ Capture reason for rejected PWQ 1. Please key in the reason before reject the RFQ but the reason field is not mandatory 2. This reason and rejected document will appear in vendor MyPage. 3. User allow to duplicate 1 time from each RFQ. Update RFQ Panel Workshop The Panel Workshop receives the RFQ from the Dispatcher. The Panel Workshop can revise the RFQ by modifying and adding parts into the Part Tab for scheduled and non-scheduled parts and into the Nonfiled Part tab for non-filed parts. NOTE: The system will increase the Revision Number with each submitted Quotation. Details and Work Sequence cannot be changed. Change Scheduled parts Scheduled parts can be changed by changing the Quantity by following the steps listed below: 1. Select Maintenance > Work Order > RFQ from the main menu Last printed 8/26/ :07 PM Page 16/38

17 Facility & Fleet Management Software CHAPTER 6: Maintenance 2. Select the RFQ 3. Go to the Tab >Part 4. Review Scheduled parts and change Quantity required if necessary 5. Save the tab by clicking on Submit Add Non-Scheduled parts Non-Scheduled parts can be added by following the steps listed below: 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ 3. Go to the Tab >Part 4. Click on Add Row for how many additional non-scheduled parts supposed to be added 5. Select the additional parts and quantity 6. Save the tab by clicking on Submit Add Non-Filed parts Non-Filed parts can be added by following the steps listed below: 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ 3. Go to the Tab >Non-Filed Part 4. Click on Add Row for how many additional non-filed parts supposed to be added 5. Enter the additional parts, quantity and cost 6. Save the tab by clicking on Submit Delete parts from RFQ Scheduled, Non-Scheduled and Non-Filed parts can be deleted from the RFQ by following the steps listed below: 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ 3. Go to the Tab >Part or >Non-Filed Part 4. Select Delete for the parts which needs to be deleted 5. Save the tab by clicking on Submit Last printed 8/26/ :07 PM Page 17/38

18 Facility & Fleet Management Software CHAPTER 6: Maintenance Allow Vendor to reject RFQ 1. Vendors allow rejecting RFQ if the RFQ is not belonging to them. 2. Reason is a mandatory field before they can reject 3. This reason and rejected document will appear in user MyPage Submit Quotation (PWQ) Submitting the Quotation (PWQ) will send the PWQ to the dispatcher. Once the PWQ has been submitted, no changes on the Panel Workshop side will be allowed. The system creates automatically a Revision Number for each submitted PWQ. To submit a PWQ, follow the steps listed below. 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ 3. Click on Submit Quotation Review RFQ Dispatcher The Dispatcher receives the revised RFQ from the Panel Workshop as a Panel Workshop Quotation (PWQ) including Revision Number. The Dispatcher needs to review the Quotation and inform the Panel Workshop if the RFQ needs to be revised further, RFQ accepted or RFQ rejected. NOTE: The system will increase the Revision Number with each submitted Quotation. Details and Work Sequence cannot be changed. Accept Panel Workshop Quotation The Panel Workshop Quotation (PWQ) can be accepted by following the steps listed below: 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ which is related to the submitted PWQ 3. Accept the RFQ/PWQ/Revision by clicking on Accept NOTE: Accepting a PWQ from one Panel Workshop will automatically reject all pending PWQ related to the same RFQ. Last printed 8/26/ :07 PM Page 18/38

19 Facility & Fleet Management Software CHAPTER 6: Maintenance Revise Panel Workshop Quotation The Panel Workshop Quotation (PWQ) can be sent back to the Panel Workshop for revision by following the steps listed below: 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ which is related to the submitted PWQ 3. Revise the RFQ/PWQ/Revision by clicking on Revise NOTE: Revising a PWQ from one Panel Workshop will automatically increase the Revision Number of the PWQ. An overview of all related PWQ including the Revisions can be found in the Revision Tab. RFQ Field Descriptions: Revision Tab RFQ/Document Number: Displays selected RFQ Number Equipment Number: Displays the related Equipment Number Total Part Cost: Total Quotation Value RFQ Status: Displays the current status of the RFQ PWQ Number: Displays the related PWQ Number from various Panel Workshop Panel WS: Name of Workshop Revision: Revision Number of PWQ Reject Panel Workshop Quotation The Panel Workshop Quotation (PWQ) can be rejected by following the steps listed below: 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ which is related to the submitted PWQ 3. Reject the RFQ/PWQ/Revision by clicking on Reject NOTE: Rejecting all PWQ from ALL Panel Workshop will automatically set the status of the RFQ to REJECTED. Print RFQ Print the RFQ/PWQ by following the steps listed below: 1. Select Maintenance > Work Order > RFQ from the main menu 2. Select the RFQ which is related to the submitted PWQ 3. Print the RFQ/PWQ/Revision by clicking on Print RFQ Field Descriptions Details Tab Document Number: Automatically created after adding the record Subject: Enter Subject Equipment Number*: Select from Lookup List Last printed 8/26/ :07 PM Page 19/38

20 Facility & Fleet Management Software CHAPTER 6: Maintenance Company Code, State, District, Business Area, Location 3: Automatically updated based on equipment Problem Category, Problem: Select from Lookup List RFQ Status: Automatically updated Issue Date: Enter Date - When the RFQ was issued / created Start Date: Enter Date - The Start date defines when the work will be planned to start Due Date: Enter Date - The Due date is the date when the work supposed to be finished Issued by: Select from Lookup List Priority: Select from Lookup List Material: Enter Material information used to perform work Safety Instruction: Select the appropriate Safety instruction. The Safety Instruction will be automatically appear if assigned in the Preventive Maintenance Work order. From Transaction Code, From Document Number: Automatically update Total Cost: Automatically update Assigned To Tab RFQ Number: Automatically created after adding the record Work Shop: Select from Lookup List Start Date: Enter date End Date: Enter date, later than Start Date Delete: deletes the assigned Work Shop from the List Work Sequence Tab RFQ Number: Automatically created after adding the record Sequence Group: Select from Lookup List Sequence: Serial number within Sequence Group Description: Description of Sequence Group Task: select appropriate task from the lookup list. Task Category: automatically assigned based on the selected Task Hour needed per Person: automatically assigned from the sequence but can be manually updated Man needed: automatically assigned from the sequence but can be manually updated Task Status: select from the lookup list Remarks: enter remarks Part Tab RFQ Number: Automatically created after adding the record Sequence Group: displays the sequence group related to the schedule part Part: Part Description and Part Number Qty Req: Enter the required Quantity UOM: Unit of Measurement Cost: Enter the cost for the part Total Cost: automatically calculates the total cost based on qty req. and cost Delete: deletes the scheduled part from the List Last printed 8/26/ :07 PM Page 20/38

21 Facility & Fleet Management Software CHAPTER 6: Maintenance Non-Filed Part Tab RFQ Number: Automatically created after adding the record Part: enter Part description Qty Req: Enter the required Quantity UOM: Unit of Measurement Cost: Enter the cost for the part Total Cost: automatically calculates the total cost based on qty req. and cost Delete: deletes the part from the List Work Order The Work Order system is used to import pre-planned Work Orders from ERMS and assign and dispatch them to the selected Panel Workshops. Additional information can be added into the Work Order. Once the Panel Workshop has finished all work specified in the Work Order the Panel Workshop has to update the Work Order with all relevant data regarding the effective used parts and labor. Update Work Order After receiving/downloading the Work Order from ERMS, the Work Order is available in Perfekto for updating information. Add Information to Work Order Details Add information by following the steps listed below: 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number which needs to be updated 3. Add the Work Order information. 4. Save The Record by clicking on Submit Add Information to Work Sequences After receiving/downloading the Work Order from ERMS, the Work Order has already predefined Work Sequences assigned. The Work Sequences cannot be changed in Perfekto since they are locked to the PO created in ERMS. However additional information can be added to each Work Sequence. Update the Work Sequences by following the steps listed below: 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number which needs to be reviewed 3. Go to tab Work Sequence 4. Update the Work Sequence information. 5. Save The Record by clicking on Submit Last printed 8/26/ :07 PM Page 21/38

22 Facility & Fleet Management Software CHAPTER 6: Maintenance Review Parts Parts After receiving/downloading the Work Order from ERMS, the Work Order has already predefined Work Sequences assigned. For each Work Sequence a set of scheduled parts has been predefined. The Parts cannot be changed in Perfekto since they are locked to the PO created in ERMS. Review the Parts by following the steps listed below: 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number which needs to be reviewed 3. Go to tab Parts Non-Filed Parts After receiving/downloading the Work Order from ERMS, the Work Order has already predefined Work Sequences assigned. Additional Non-Filed Parts might be assigned to complement the scheduled parts. The Non-Filed Parts cannot be changed in Perfekto since they are locked to the PO created in ERMS. Review the Non-Filed Parts by following the steps listed below: 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number which needs to be reviewed 3. Go to tab Non-Filed Parts Assign Work Order to Workshop Assign the Work Order to one Panel Workshop. NOTE: One panel workshop has to be assigned in order to Dispatch the Work Order To assign Panel Workshop to a Work Order, follow the steps listed below. 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number which needs to be assigned 3. Go to the Tab >Assign To 4. Click on Add Row for one Panel Workshop suppose to receive the Work Order 5. Select the Workshop and enter Start and End Date 6. Save the tab by clicking on Submit Dispatch Work Order to Panel Workshop The Work Order needs to be dispatched after the Panel Workshop has been assigned in order for the Panel Workshop to proceed with work. To Dispatch a Work Order to a Panel Workshop, follow the steps listed below. 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number which needs to be dispatched Last printed 8/26/ :07 PM Page 22/38

23 Facility & Fleet Management Software CHAPTER 6: Maintenance 3. Dispatch the Work Order by clicking on Dispatch WO Panel Workshop Add Panel Workshop Information After the Panel Workshop receives the Work Order the Panel Workshop Information has to be added. To add Panel Workshop Information to a Work Order, follow the steps listed below. 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number 3. Go to the Tab >Panel Workshop 4. Enter the information 5. Save the tab by clicking on Add Add Inspection Information Vehicle might be subject to external inspection. The Panel Workshop needs to update each inspection cycle and select the inspection result for each cycle. In order to complete the Work Order it is necessary that the internal inspection has been passed. Only the TNB Fleet supervisor can set the internal inspection result to pass and complete. NOTE: External Inspection need to pass in order to Activate Vehicle Ready for Inspection To add Inspection Information to a Work Order, follow the steps listed below. 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number 3. Go to the Tab >Inspection 4. Click on Add Row to enter a new inspection cycle 5. Enter the information 6. Save the tab by clicking on Submit Add Labor Information The labor information needs to be updated with each Technician including the time and date worked on the Work Order/Vehicle. NOTE: Multiple Employees can be added. To add Labor Information to a Work Order, follow the steps listed below. 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number 3. Go to the Tab >Labor 4. Click on Add Row to enter a new labor entry (employee, date and time) 5. Enter the information 6. Save the tab by clicking on Submit Last printed 8/26/ :07 PM Page 23/38

24 Facility & Fleet Management Software CHAPTER 6: Maintenance Report Vehicle Ready for Inspection After the Vehicle has passed the external inspection the vehicle/work Order needs to be reported to be ready for internal inspection. NOTE: Only the Panel Workshop can report the vehicle ready. To report a Work Order to be ready for internal inspection, follow the steps listed below. 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number 3. Go to the Tab >Panel Workshop 4. Click on Vehicle Ready for Collection to submit back to TNB Complete Work Order After the Vehicle has passed the external and internal inspection the vehicle/work Order needs to be completed. NOTE: Only the TNB Supervisor can complete the Work Order. To complete a Work Order follow the steps listed below. 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number 3. Click on Complete WO Print Work Order Print the Workorder by following the steps listed below: 1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order 3. Print by clicking on Print Work Order Field Descriptions Details Tab Work Order Number: Automatically created Subject: Work Order Subject Description Equipment Number: Vehicle Registration Number Company Code, State, District, Business Area, Location 3: Automatically updated based on equipment Problem Category, Problem: In order to categorize the Work Orders, pre set Categories and Problems for each category are available for selection from Lookup List Work Order Status: Automatically updated Issue Date: Enter Date - When the Work Order was issued / created Last printed 8/26/ :07 PM Page 24/38

25 Facility & Fleet Management Software CHAPTER 6: Maintenance Start Date: Enter Date - The Start date defines when the work will be planned to start start date in capacity planning Due Date: Enter Date - The Due date is the date when the work supposed to be finished Issued by: Select from Lookup List who is responsible for this Work Order Schedule Date: Will be automatically set to the first selected Due date in order to trace planned and actual completion Last Done Date: Update automatically based on Work Orders with the same basic PM Completed Date: Update automatically once the Work Order has been completed Priority: Select from Lookup List Material: Enter Material information used to perform work Safety Instruction: Select the appropriate Safety instruction. The Safety Instruction will be automatically appear if assigned in the Preventive Maintenance Work order. From Transaction Code, From Document Number: Automatically update RFQ Number, RFQ Issue Date, RFQ Done by: Automatically update Request for Quotation Details Total Man Hour Used: Automatically update based on Labor data update Allowable Hours: Automatically update based on Work Sequence Tasks Allowable Time: Enter the maximum Time allowed for this Work Order. The Allowable Hours will be divided by the allowable Time to calculate the required Manpower. Required Man Power: Automatically calculated based on Allowable hours and Time. Total Part Cost, Total Labor Cost, Total Cost: Automatically update based on scheduled parts and reported labor. Work Sequence Tab Sequence Group: Scheduled job Sequence: Serial number within Sequence Group Description: Description of Sequence Group Task: select appropriate task from the lookup list. Task Category: automatically assigned based on the selected Task Hour needed per Person: automatically assigned based on the selected task but can be manually updated Man needed: automatically assigned based on the selected task but can be manually updated Task Status: select from the lookup list Remarks: enter remarks File: link to file/document referring to the Work Sequence Part Tab Sequence Group: displays the sequence group related to the schedule part Part: Part Description and Part Number Qty Req: Displays the required Quantity UOM: Unit of Measurement Cost: Displays the cost for the part Total Cost: automatically calculates the total cost based on qty req. and cost Delete: N/A Last printed 8/26/ :07 PM Page 25/38

26 Facility & Fleet Management Software CHAPTER 6: Maintenance Non-Filed Part Tab Part: enter Part description Qty Req: Enter the required Quantity UOM: Unit of Measurement Cost: Enter the cost for the part Total Cost: automatically calculates the total cost based on qty req. and cost Delete: deletes the part from the List Assigned To Tab Work Shop: Select from Lookup List Start Date: Enter date End Date: Enter date, later than Start Date Delete: deletes the assigned Work Shop from the List Labor Tab Equipment Number: Select the Vehicle Number for which the labor is recorded Sequence: Enter the Work Sequence Number for which the labor is recorded. Employee: Select the Technician/Mechanic Date: Enter the date of labor Time Start: Enter the starting time Time End: Enter the ending time Delete: deletes selected the labor from the list Panel Workshop Tab The Work Shop responsible for the assigned Workorder needs to update all data in Panel Workshop Tab in order to process the workorder and being able to complete the workorder. Received Date: Enter Date when Vehicle Received at Workshop Reading Type: Meter Reading for Mileage (cannot be changed by the Workshop) Meter Reading (Received): Enter Mileage when Vehicle received at Workshop Checked by (Received): Enter Workshop Responsible who checked Vehicle at arrival Complete Date: Automatic Update when Workorder is completed Workorder Status: Automatically updated Meter Reading (Completed): Enter Mileage when Vehicle has been completed Checked by (Completed): Workshop Responsible who checked Vehicle at completion Duration: Automatically updated Mileage used: Automatically updated Inspection Stage: Shows the current stage of the inspection cycle Ready Date: Enter date when vehicle ready for inspection Inspected by Internal: Select the name of the internal TNB Fleet Supervisor Inspected by External: Select the External Inspection Body Last printed 8/26/ :07 PM Page 26/38

27 Facility & Fleet Management Software CHAPTER 6: Maintenance Inspected Date: Enter Actual Inspection Date (Internal or External) Inspection Result: Select Pass if inspection passed, select fail if inspection failed (add a new inspection cycle if inspection failed) Reason: Enter reason if inspection fails Delete: Select Delete to delete row Active Work Order Listing All active (not completed) Work Orders are shown in the Active Work Order Listing. It allows filtering and displaying all active Work Orders (all types of Workorders) across the board. To display the active Work Orders in a list form, select Maintenance > Workorder > Active WO from the Main menu or from the Menu bar. 1. Work Order Tree: The Work Order Tree shows all available Work Order Types and Status. By selecting the Type and a Status the List will automatically pre-filter according to the selection 2. Work Order List: If no Work Order type or Status has been selected, the list shows all Work Order which are not completed. 3. Search Active Work Orders: Use the search options to filter the Work Orders to be displayed. The Search and Filter options can be combined to narrow the search. Select the filter in the lookup list and click Search. To clear the filter and display the entire List click Clear All. 4. Show Tree: To View all active Work Orders, click on Show All 5. Equipment Number: To see the details of a Work Order click on the Work Order Number Link Last printed 8/26/ :07 PM Page 27/38

28 Facility & Fleet Management Software CHAPTER 6: Maintenance Work Order Listing All (including completed) Work Orders are shown in the Work Order Listing. It allows filtering and displaying all Work Orders (all types of Workorders) across the board. To display the Work Orders in a list form, select Maintenance > Workorder > WO List from the Main menu or from the Menu bar. Last printed 8/26/ :07 PM Page 28/38

29 Facility & Fleet Management Software CHAPTER 4: My Page CHAPTER 5: Reports The Reports are divided into Modules and Groups for easier reference. Each Report has a similar layout structure which allows adjusting the report criteria with various parameters in order to limit the Report results. By Default the report will show all Data available. 1. Filter Parameter: Select the Filter Parameters to limit the Report Results (From to range) 2. Report Preview: Shows the Result of the selected Filters 3. View Report: Click on View Report after changing the Filter Parameters 4. Print: Click to Print the Report to the selected Printer 5. Export: Select the Export format for the Report and click on Export 6. Find: Enter find criteria to search within the report 7. Document Map: Click on Document Map to navigate within the Report. The Document Map can be hidden by clicking on the Document Map symbol. Last printed 8/26/ :07 PM Page 29/38

30 Facility & Fleet Management Software CHAPTER 12: Reports Report Overview 1. Report Modules: Select the Module to list all Reports within one Module 2. Report Group: Select the Group to list all Reports within one Group 3. Search: Enter Search Criteria to find a specific Report 4. List of Report: List of filtered Reports Asset Group Report Name Description Asset Asset Warranty Report Prints a list of Vehicle including Warranty Details Asset Asset Summary of Vehicle Registration Record Vehicle Insurance Name/Insurance Policy Coverage Last printed 8/26/ :07 PM Page 30/38 Prints a list of Vehicle with all Registration Details including Historical data related to transfer, maintenance and fleet management Prints a list vehicle including all related insurance details Asset Vehicle Technical Specification Prints a list of vehicles including all related technical Asset Listing Asset Details Listing Report Asset Listing Asset Listing details Prints a list of vehicles including all major details Prints a list of vehicle including BOM details Meter Meter Reading Prints a list of vehicle including all related meter

31 Facility & Fleet Management Software CHAPTER 12: Reports Reading readings Car Sticker Group Report Name Description Car Sticker Car Sticker Prints a list of employees including all related car Gen Set sticker requests. Group Report Name Description GenSet GenSet Prints a confirmation letter for the selected GenSet Request Number GenSet GenSet Capacity Planning Prints a monthly capacity planning for all GenSet Requests GenSet GenSet Details Prints a list of Requests related to employees and Maintenance GenSets Group Report Name Description Failure Vehicle Failure Report Prints a summary of failures by problems or by Monthly Report Monthly Report Monthly Report 3-DayRepair Time Statistics Maintenance Cost Type of Repair vehicles Prints a statistics of Work Orders including repair time ledger and panel workshop assignment details Prints a list of vehicle including a monthly summary of maintenance cost including parts, labor and inspection. Prints a statistics of Repair categories Work Order Vehicle Maintenance Report Prints a list of vehicle including all related Work Orders, Tasks and Parts Work Order Work Order Prints individual Work Orders Work Order Work Order Cost Details Prints a list of vehicle including all Work Order cost such as parts and labor by Date or by Year Work Order Work Order Cost Report Prints a list of vehicle including the total number of Work Orders and related parts and labor cost summary Last printed 8/26/ :07 PM Page 31/38

32 Facility & Fleet Management Software CHAPTER 12: Reports Work Order Work Order Listing Prints a list of Work Orders including description, parts Panel Workshop and labor cost Group Report Name Description Monthly Report Panel WorkShop Performance Panel WorkShop Performance Puspakom Passing Rate Number of Rework/Complaints Panel WorkShop Permit and Licensing Prints a statistics of Inspection Passing rate for Puspakom and PMA and allows to view details by clicking on the graphics Group Report Name Description Prints a list of Work Orders including related vehicles, Panel Workshops and complaints. Prints a list of Panel Workshops including related Work Orders and Inspection details Inspection Permit And Licensing Prints a list of Permits and licensing including Due Monthly Report Form Pool Car Inspection Details Dates, status and cost Group Report Name Description Prints a list of Work Orders including inspection details and Panel Workshop assignment Pool Car Pool Car Details Prints a list of Pool Car Requests including the request Setting Group Report Name Description Master Listing Master Listing Master Listing Code File Maintenance Currency Listing Employee Listing details and vehicle assignment Prints a list of all codes used throughout the system Prints a list of available currencies including details Prints a list of available employees including details Last printed 8/26/ :07 PM Page 32/38

33 Facility & Fleet Management Software CHAPTER 12: Reports Master Listing Master Listing Master Listing Master Listing Problem Master Listing Supplier Listing Tax Listing Unit Of Measurement Listing Prints a list of Problems including Categories used throughout the system Prints a list of Suppliers including details Prints a list of taxes including details Prints a list of Unit of Measurements Last printed 8/26/ :07 PM Page 33/38

34 Facility & Fleet Management Software REFERENCES REFERENCES ANNEX A: Asset-ERMS Link Last printed 8/26/ :07 PM Page 34/38

35 Facility & Fleet Management Software REFERENCES ANNEX B: Employee-ERMS Link ANNEX C: Panel Workshop-ERMS Link Last printed 8/26/ :07 PM Page 35/38

36 Facility & Fleet Management Software REFERENCES ANNEX D: Work Order-ERMS Link ANNEX E: Data Import Schedule Module Schedule Remarks Asset Register Monthly Employee Monthly Panel Workshop Yearly Work Orders Daily Part/Schedule Rate Yearly Last printed 8/26/ :07 PM Page 36/38

37 Facility & Fleet Management Software REFERENCES ANNEX H: Layout & Workflow Repair (Panel WS) IFMS PERFEKTO Layout & Workflow: 1. Repair (Panel Workshop) Procurement of Vehicle Create & Modify Vehicle (Number & Parameters) Export new & modified Asset Data & Parts to Perfekto Update Parts Catalogue Transfer Vehicle (New Vehicle Order No) Dispose Vehicle 1. Panel Workshop Web-Management PERFEKTO (OT) 0.4 Part Register PERFEKTO (OT) 0.3 Asset Register PERFEKTO (OT) 0.2 Repair & Maintenance ERMS (TNB) 0.1 Asset/Vehicle Register ERMS (TNB) Prepare PM Schedule & Budget Control incl. Parts Catalogue Reviews P/W Quotation, Generate Work Order And Release Export W/O Data incl. Parts & Workshop assignment to Perfekto (included-use of ERMS-PM Type to differentiate) Update Asset Register with Fleet spec. Data Update Work Order History incl. Labor & Parts Analyse Data & KPI Report Update Part Register with Fleet spec. Data Analyse Data & KPI Report 1.4 TNB Inspector Updates Web Work Order with Inspection Details Inspection Failed 1.1 Send RFQ to Panel Workshop Issue Web Work Order to Panel Workshop Workshop Services Vehicle 1.2 Workshop Updates Web Work Order with Labor, Parts & Mileage 1.3 Workshop Notifies TNB Vehicle Ready Puspakom Inspection (if required) Pass Puspakom Inspection TNB Inspects Vehicle 1.5 Workshop Updates Web Work Order with Inspection Details Puspakom Inspection failed Pass Inspection Proceed with Service Entry & Service Acceptance Process Close W/O & Technical complete W/O 1.6 TNB completes Web Work Order 1.7 Reminder/Notification for Roadtax renewal based on Puspakom Inspection Last printed 8/26/ :07 PM Page 37/38

38 Facility & Fleet Management Software REFERENCES Last printed 8/26/ :07 PM Page 38/38