efacility - Maintenance Management System

Transcription

1 efacility - Maintenance Management System SIERRA ODC Private Limited

2 1.1 Maintenance Management System efacility - Maintenance Management System efacility an outstanding Tool, which acts as a powerful control center; incorporates the following extensive features with system simplicity, Facilities / Equipment / Assets creation via a 6 level configurable hierarchical tree Preventive (scheduled) Maintenance work orders scheduled by days or usage Demand (breakdown) Maintenance templates for fast response to common tasks Asset Template Designer: Asset Templates can be custom created by the system administrator for each asset / equipment type to capture various asset specifications for tracking the asset information and create a repository. For example a template to capture vehicle information for all vehicles like Reg. No., Make, Model, Engine Capacity etc., and similarly a template for computers can be created to capture information like Processor, Mother Board, HDD Capacity, Memory etc. can be custom created as per business need Custom Reports can be created by the users using the Custom Reports Builder module based on these user created fields / templates and linked to the application menu system and set access privileges for the users. This way the system becomes completely user managed for storing all kinds of asset related information. User Based Access Privileges Equipment tracking with cost history, warranty, vendor, technical documentation & list of spare parts Inventory tracking with vendors, costs, reorder quantities, stock location Employee files - department wise with labor rates Calendar functions for displaying work orders Vendor database with contact information, parts purchased, and purchasing history Purchasing module for creating purchase requisitions, purchase orders and receipts Reports and Graphs - over eighty standard reports View future work orders / Closing work orders Multiple stock rooms Service Request Module for remote work order requests 1

3 Typical Maintenance Management System (Masters) Screen Managing Equipment Facilities / Equipment s / Assets creation via a 6 level configurable hierarchical tree Complete record for every asset / plant or equipment. Supplier and warranty information. Unlimited number of assets can be entered into the Equipment Register. Physical characteristics of each item including height, width, depth and color. Registration and certificate numbers for each item. Move Equipment from one parent to another. Track the movements of Equipment. 2

4 1.1.2 Work Orders Equipment User interface: Work orders can be created for every job. Post Entry Work Orders. Enter a work order after the job is complete. Estimated and actual costs for each work order. Estimated and actual labor and spare parts required. Link external files to print with Work Orders. Word, Excel, any file format. Create work orders from customers job requests. Resource scheduling - Scheduling the work for any day, week, month of any year for any Equipment, trade or trades person. Add history at any time during a job. Create work orders from standard jobs. Add safety notes and instructions to each work order. 3

5 1.1.3 History Failure analysis codes. Downtime and repair time reporting. Full description of each job done. Add history without work orders. Example Work Order Screen: 4

6 1.1.4 Maintenance Policy Example Work Order History Screen: Plan all the work on any preventative maintenance or routine job. Including all resources. Schedule maintenance by hours, weeks, years, kilometers etc. Two categories for Policy are used in MMS. The first category is calendar based, e.g. days, weeks, months and years. The second category is usage based, e.g. hour meter for hours, odometer for kilometers, weight meter for tones. Create work orders for the Policies when they are due. By running the Activator, MMS will select any of the maintenance policies that are overdue or due in the near future and turn them into work orders for each piece of equipment that uses it. Labor resource requirements and spare part requirement planning. 5

7 Provide an area where you can store all your standard jobs. A standard job is a job that is planned (resourced), but not scheduled on a routine basis. The standard job can be turned into a work order when required Readings Example Maintenance Policy: Enter any reading for any reading type. For example hours, kpa, amps etc. Use readings to trigger policies. Calculate average usage rates for all equipment Inspection / Building Audit Management The inspection or building audit management module to provide features to create and manage recurring audits Audit of all equipment / assets, inventory levels and occupational / environmental health and safety conditions Audit checklists to support multiple types of checklist items, each with their corresponding response types. Range of response types to be configurable Invoicing Create an invoice from a work order, or use the Invoicing module. Have MMS cost and quote directly from the work order or use the quoted price on the invoice. Enter discounts for each supplier. This will show on all invoices for that customer. 6

8 Trade labor costs can be charged out differently to each customer Key Register Manage all the keys within your company. Who has keys, what keys are they. Track how often people lose keys Job Request Allow any person on site to raise a request for maintenance work Downtime Register downtime of all plant and equipment. Instantly produce daily and weekly downtime report Resource Management System The resource management shall be capable of tracking and maintaining the schedules & workloads of the maintenance team. The resource management includes, but not limited to, the followings: Information on resource availability during allocation of job Availability of centralized resources information such as leave status, holidays, working details etc in calendar format Ability to categorize the resources based on skill sets Ability to process leave requests and update Schedules accordingly Ability to track schedules, work distribution and availability of individual resource as well as group of resources Integration connectivity with Help-desk for allocation of resources for specific jobs Example Resource Scheduler Screen: 7

9 Time Cards Enter tradesmen times into this module. Work orders can be updated from time cards. Each time card can be allocated to a work order, a piece of equipment or an account code. Processing a time card will update all work orders with the appropriate trade time information Inventory Management System Ability to capture details of materials and vendors. Ability to perform on-line updates of stock levels in line with the execution of each transaction (Receipts, Issues, Material returns, Stock Adjustments, Material Rejects and Stock Transfers -between Warehouses). Integration with Purchase Order / Request Management. Record all the spare parts in your company. Charge out spare parts to customers. Create purchase orders automatically for items, the stock level of which have reached the reorder level. Manage all suppliers and contracted rates for spares. Analyze the usage of all spare parts. Integrated with Purchase Order / Request Management System 8

10 Example Stores Catalogue: 9

11 Purchase Order / Request System Enable submission, tracking of purchase requests Allow single purchase request to get translated to multiple purchase orders Have built-in reminder and escalation mechanism for Purchase Order requests not attended to within acceptable time frames Seamlessly integrates with Inventory Management and generates Purchase Orders when stock levels drop below reorder level Example Purchase Order Screen: 10

12 RFQ & Quotations Management Generation of RFQs ing / Printing of RFQs to selected / all Suppliers Entering quotation information Quotation Analysis Selecting vendors and getting approval Service Level Agreement (SLA) Management SLA or Service Level Agreement can be defined for any job type and priority combination Analysis and escalation can be set against Status codes Status can be Response, Start of Work, Completion etc. Escalation time and the person to escalate can be defined SLA s can be linked to a Contract or a Maintenance Policy (or facility) or a Work Order directly SLA analysis and escalation can be done for internal work orders also Contracts Management Contracts storage and retrieval with attachments For Scheduled and Corrective Maintenance Service, Procurement, Projects etc. Vendor Details, Contract Details, Terms of Payment, Contract & Warranty Period, Insurance Details etc. Service Level Agreement (SLA) for the contract can be defined Three levels of Auto Reminders for Contract End, Warranty End To link to one or more facilities Provision to store Contract Sum and the variations Rate Schedules Management Rate schedules can be linked to Contracts Revisions to rates are allowed and the schedules can also be cancelled Work Orders pick up Trade wise rates for Supplier Purchase Orders pick up Item wise rates for Supplier Report to list Rate schedules nearing expiry Maintenance Status Dashboard This feature gives the user a graphical representation of all the work order activity status. It can be set to automatically refresh for every 60 seconds to get fresh update on the activities. Color combinations assist in easy understanding of activity status. 11

13 Energy Dashboard This feature gives the user a graphical representation of the consumption value (Previous / Baseline / Current) of all the equipments / assets registered in the system. Color combinations and bar Chart assist in easy understanding of Consumption of each asset. The report allows for comparison of Organization wise, Site wise and Date Range wise consumption. Selecting the required parameters and clicking 'View' button, will generate a detailed interactive report with respect to the chosen filter parameters. Automatic Refresh for every 60seconds feature will enable the user to refresh the consumption report for every 60seconds. Energy Management Dashboard 12

14 Alerts for Maintenance Management System Alert Description SMS Maintenance Management System (Configured in the Site Configuration) when the asset warranty expires. s / SMS shall be triggered to the staff profile users (Configured in the contract screen) when the contract expires. s / SMS shall be triggered to the staff profile users (Configured in the contract screen) when the contract is nearing its expiry. s / SMS shall be triggered to the staff profile users (Configured in the contract screen) when the contract warranty is nearing its expiry. / SMS shall be triggered to any user defined ID / Mobile No. (Configured in the Site Configuration) when an item is reordered. (Configured in the Site Configuration) when a Purchase Order is raised. (Configured in the Site Configuration) when a Purchase Order is overdue. (Configured in the Site Configuration) when a Quotation is received. (Configured in the Site Configuration) when a RFQ is raised. s / SMS shall be triggered to any suppliers configured in RFQ when a RFQ is raised. SLA Alert messages shall be sent to the Individuals (Configured in the SLA) via / SMS or both. SLA Alert messages shall be sent to the Trade Persons (Configured in the SLA) via / SMS or both. SLA Alert messages shall be sent to the User Group (Configured in the SLA) via / SMS or both. SLA Alert messages shall be sent to the Supplier (Configured in the SLA) via / SMS or both. (Configured in the Site Configuration) when the shelf life for an item expires. (Configured in the Site Configuration) when the stock is received in the Store. (Configured in the Site Configuration) when the stock is transferred from one store to another store within the same Site. 13

15 (Configured in the Site Configuration) when the stock is transferred from one store to other Site store. s / SMS shall be triggered to all users mapped with the approver user group when a stock variance is submitted. s / SMS shall be triggered to the Tenant when a Scheduled Work needs to be performed on the equipment or asset that is available in the tenant occupied property. / SMS alert messages shall be sent to the Approver (Configured in the Site Wise Configuration) when the Work Order is waiting for approval. / SMS alert messages shall be sent to all users mapped with the approver user group regarding the Work Order approval status. When a Work Order is raised, / SMS alert messages shall be sent to the contractors mapped with the Work Order. When a Work Order is raised, / SMS alert messages shall be sent to the trade persons mapped with the Work Order. When a Work Order is raised, / SMS alert messages shall be sent to the users who raised the Work Order. When a Work Order is raised, / SMS alert messages shall be sent to any user defined ID / Mobile Nos. (Configured in the Site Wise Configuration) When a Work Order is closed, / SMS alert messages shall be sent to the users who closes the work orders When a Work Order is closed, / SMS alert messages shall be sent to any user defined ID / Mobile Nos. (Configured in the Site Wise Configuration) When a job request is created, / SMS alert messages shall be sent to the user who raises the request. When a job request is created, / SMS alert messages shall be sent to the MMS Admins. When a job request is created, / SMS alert messages shall be sent to any user defined ID / Mobile Nos. (Configured in the Site Wise Configuration) When a Work Order is overdue, / SMS alert messages shall be sent to any user defined ID / Mobile Nos. (Configured in the Site Wise Configuration) 14

16 1.2 Drawings & Documents Management System The Drawings and Documents Management System will be the management tool to store, manage, and administer information of all of the building systems AutoCAD drawings, any kind of soft files like MS word documents, PDFs, Excel Sheets, Software Drivers etc. The Drawing Management System supports a variety of graphic formats including DWG, BMP, JPEG, and other standard graphic formats. It also allows storage of any file type with restrictions as configured by the administrator. These drawings also are capable to be integrated, uploaded and viewed from various other application modules that require such drawings for their specific functions or references. The following is the list of features of this module, Facility / Equipment wise drawings and documents Multiple drawings and documents for each entity Secured access Supports all type of files including DWG, BMP, JPG, PDF, DOC etc Detailed search options for searching based on facility, equipment, level, manufacturer, type of file etc. Example Drawings / Documents Management System Screen: 15