SYSTEM OVERVIEW In this overview

Transcription

1 SYSTEM OVERVIEW In this overview Introduction Equipment Inventory Tasks Work Orders Scheduling Purchasing Reports and Graphs Requirements and Recommendations

2 Datastream Systems, Inc., is the sole owner of this documentation and may change this documentation without issuing notice. No person or entity may reproduce or transmit any part of this documentation without written permission from Datastream Systems, Inc Datastream Systems, Inc. All rights reserved. Datastream, MP2, SideArm, and MaintainIt are registered trademarks and Personal Maintenance Assistant is a trademark of Datastream Systems, Inc. Microsoft is a registered trademark and Windows, Windows 95, Windows NT, Windows NT Server, SQL Server, Microsoft Word, Microsoft Excel, Microsoft Project, and Microsoft Access are trademarks of Microsoft Corporation. Adobe, Acrobat, and Exchange are trademarks of Adobe Systems, Incorporated. Borland and Paradox are registered trademarks of Borland International, Inc. LaserJet is a trademark of Hewlett-Packard Company. WinFax and Delrina are trademarks of Delrina Technology, Inc. DataLIB is a trademark of Everest Enterprises. Graphics Server is a trademark of Bits Per Second, Ltd. and Pinnacle Publishing, Inc. PKZIP and PKUNZIP are registered trademarks of PKWARE, Inc. Novell is a registered trademark of Novell, Inc. ORACLE and SQL*Net are registered trademarks of Oracle Corporation. PROCOMM PLUS FOR WINDOWS is a trademark of Datastorm Technologies, Inc. Quattro is a registered trademark of Novell, Inc. Newton and MessagePad are registered trademarks of Apple Computer, Inc. UNIX is a registered trademark in the United States and other countries, licensed exclusively through X/Open Company Limited. Wonderware is a registered trademark and NetDDE and Wonderware InTouch are trademarks of Wonderware Corporation. Platinum is a registered trademark of Advanced Business Microsystems, Inc. Symbol is a registered trademark of Symbol Technologies, Inc. TRAKKER is a registered trademark of INTERMEC Corporation. ImageMan is a registered trademark of Data Techniques, Inc. Sentinel Driver is a trademark of Rainbow Technologies, Inc. Rainbow Port Driver is a trademark of Rainbow Technologies, Inc. Crystal Reports FOR WINDOWS is a trademark of Crystal Computer Services, Inc. dbest Barcodes is a trademark of Hallogram Publishing. INTERSOLV and DataDirect are trademarks of INTERSOLV, Inc. Brand names and product names mentioned in this document and in this software are trademarks or registered trademarks of their respective owners. Datastream Systems Inc. 50 Datastream Plaza Greenville, SC Printed in the United States of America. November, 98 MaintainIt Pro System Overview MAINTAINIT PRO SYSTEM OVERVIEW ii

3 INTRODUCTION MaintainIt Pro is a Computerized Maintenance Management System (CMMS) that provides all the tools you need to manage your maintenance operations while using the power and flexibility of the Microsoft Windows 95 operating system. MaintainIt Pro is a unique combination of power and simplicity. Datastream structures each MaintainIt Pro module to provide a wide variety of management tools. The program is easy to use icons activate most modules, and a context-sensitive help system assists you with any form, field, and procedure. Other convenient features of MaintainIt Pro include lookup tables and a quick work order update data entry function. Lookup tables store maintenance codes at your fingertips for easy reference, and with quick data entry you can easily enter parts, labor information, and notes for several work orders at once. System Features Native 32-bit processing on Windows 95 or Windows NT 3.51 Microsoft Access database Increased performance speed Available on CD and diskettes Uninstall function User-defined button bar 40 user-defined fields ASCII database and Microsoft Excel file import compatibility Access to Datastream s web page from MaintainIt Pro s on-line help, including e- mail capability to several Datastream departments and groups such as Technical Support and Training (Web browser such as Internet Explorer or Netscape required) On-line help for fields, forms, and tasks Data Collection Forms within MaintainIt Pro s on-line help On-line wizards for work orders, tasks, and purchase orders MAINTAINIT PRO SYSTEM OVERVIEW 1

4 INTRODUCTION (CONTINUED ) MaintainIt Pro is a completely integrated system that consists of these functions and modules. Equipment Store information on and track the maintenance history of all your facility s equipment. Inventory Track inventory (including suppliers, prices, and part numbers) for maintenance operations. When you use an inventory item to complete a task, enter the item number and quantity used in the Work Orders form. MaintainIt Pro adjusts inventory accordingly and notifies you when it s time to reorder items. Tasks Schedule tasks (by meter or by date) that your facility performs repeatedly, and MaintainIt Pro automatically generates work orders or scheduled tasks according to the meter reading or the due date. Work Orders Create on-demand, repair, emergency, or non-repetitive work orders simply by accessing the Work Orders form and entering information about the work to be done. Purchasing Create purchase orders to print and distribute to suppliers. MaintainIt Pro tracks items ordered and received and adjusts inventory information accordingly. Scheduling Set up MaintainIt Pro to automatically generate repetitive work orders and tasks with the MaintainIt Pro Calendar. History Record closed work orders and purchase orders in history. Use Work Order History and Purchase Order History in reports and graphs to track equipment maintenance and inventory stock replacement, to project equipment repair and replacement, and to analyze costs. Reports and Graphs Visually display different aspects and summaries of your maintenance tasks. Sort and query reports and graphs, and print the reports and graphs, view them on the screen, or export them to a spreadsheet. You can also send reports and graphs via within your facility with Microsoft Mail. MAINTAINIT PRO SYSTEM OVERVIEW 2

5 EQUIPMENT In MaintainIt Pro, the term equipment refers to any item on which you track maintenance. Equipment may be vehicles, construction machinery, freezer units, etc. Equipment may also be any of the sub-assemblies, or components, of larger pieces of equipment, and you can list these as separate pieces of equipment as well. For example, an automobile is one piece of equipment. The engine in that automobile could also be a piece of equipment. You can even create an equipment record for the carburetor on the engine. This hierarchy helps you better organize equipment records in MaintainIt Pro. Keep a separate history and track costs for each component. The equipment number is the focal point for most MaintainItPro functions. Features Component View the hierarchical relationships between pieces of equipment and their components. Meter Track meter readings by cumulative run time or usage cycles. Define the units of measure so that MaintainIt Pro tracks the data that is most relevant to your operation. History/Notes View the work order history of each piece of equipment. MaintainIt Pro displays any notes or special instructions for each work order. Custom Fields MaintainIt Pro gives you maximum flexibility in defining your maintenance system.. MAINTAINIT PRO SYSTEM OVERVIEW 3

6 INVENTORY With MaintainIt Pro s inventory module, create inventory records for all your facility s maintenance parts and then track parts usage and costs. Inventory records contain basic information about parts, such as quantities, vendors/manufacturers, and reorder points. Enter reorder points and default reorder quantities. MaintainIt Pro checks these quantities when you generate a Reorder Parts List and notifies you to reorder the item. The inventory system helps gain complete control over your inventory by reducing downtime resulting from emergency part ordering. Also, MaintainIt Pro keeps a complete history of inventory transactions for you to view. The vendor record tracks all vendor information. Assign a user-defined Vendor ID to each vendor. The vendor record contains contact information, tax rates, and notes about the vendor. The item number tracks each inventory item and may be the part manufacturer s number, the vendor stock number, or a user-defined number. Use account codes to allocate inventory items to specific processes or departments. Identify, classify, and track expenses related to each inventory item with these codes. Features Physical inventory count Enter a count of inventory items, and then check the actual counts against inventory records. MaintainIt Pro automatically adjusts quantities to match the physical count. Part check out and return Check out and return parts to work orders, cost centers, equipment numbers, or employees. Item Specifications Enter special instructions or detailed information for each item. Notes and specifications will be printed on purchase orders. Transaction History Inventory records contain a history of all transactions for each item. Custom Fields Enter additional information (up to 10 fields) for each inventory item, according to your needs. MAINTAINIT PRO SYSTEM OVERVIEW 4

7 TASKS With MaintainIt Pro s task system, schedule repetitive tasks to be performed at regular intervals based on dates, meter readings, or both. When the equipment reaches the scheduled meter reading and/or date, MaintainIt Pro automatically generates a work order. MaintainIt Pro obtains task information from the Tasks form and generates a new work order with the information. MaintainIt Pro keeps the scheduled task in the Tasks form and generates the task the next time the equipment reaches the scheduled meter reading and/or date. To develop a preventive maintenance schedule, first, create task records for all recurring maintenance tasks your facility performs. Second, schedule these tasks for optimal times. Finally, determine work schedules by assessing employee availability and facility operation days. Features Schedule Define your schedule by frequency (days), meter readings, or both (such as 90 days or 3000 miles, whichever occurs first). Instructions Each task contains userdefined instructions, which MaintainIt Pro prints on each work order. MaintainIt Pro offers unlimited space for each set of instructions. Include information such as prescribed safety procedures, required tools, specialized maintenance information, and repair procedures. Required Parts Enter all parts required to perform the maintenance task. MAINTAINIT PRO SYSTEM OVERVIEW 5

8 WORK ORDERS With MaintainIt Pro s work order module, create work orders for maintenance on your facility s equipment or locations. A work order is a form that supplies information about needed maintenance, including information about equipment, labor, and parts necessary to complete the maintenance. Work orders serve as actual orders for maintenance. Create two types of work orders with MaintainIt Pro repetitive and non-repetitive. Repetitive work orders for tasks that occur regularly (tasks that you enter into the Tasks form). Maintenance personnel often refer to repetitive work orders as planned work orders or as preventive maintenance tasks (PM tasks). Non-repetitive work orders for tasks that occur with no regular frequency. Maintenance personnel often refer to nonrepetitive work orders as emergency, unscheduled, or one-time work orders. Print work orders and refer to them when performing maintenance. Once you complete the maintenance, add additional information to work orders, such as task instructions, comments, and required parts. When you close work orders, indicating their completion, MaintainIt Pro updates relevant task records and then saves the work orders in Work Order History so that you can track maintenance operations. Features Preventive maintenance Generate preventive maintenance work orders from tasks. Equipment or location work orders Create work orders for maintenance on your facility s equipment or locations. Schedule Preview and schedule works orders. MaintainIt Pro displays contact and crew information for each work order. Labor/Parts Enter information about the employees and parts needed to complete this work order. Notes Enter special delivery instructions or vendor information. MaintainIt Pro prints your notes on each work order. Custom Fields Customize your work order form with 10 user-defined fields, according to your needs. MaintainIt Pro prints these custom fields on work orders. Equipment history view View history of an equipment item directly from the work orders form. Closed work order archive Remove information from work order history or save it to a diskette to free hard drive space. Later, restore archived data and create reports and graphs. MAINTAINIT PRO SYSTEM OVERVIEW 6

9 SCHEDULING Schedule and generate repetitive work orders for planned maintenance tasks tasks that occur with regular frequency, such as the bi-annual inspection of a facility. MaintainIt Pro generates work orders according to the task information entered in the Tasks form. MaintainIt Pro automatically generates work orders with tasks, eliminating both the need to remember which tasks are due and the burden of entering work orders for these tasks. When you generate work orders, MaintainIt Pro finds all preventive maintenance tasks that are due, assigns work order numbers to the tasks, and then releases the tasks as work orders. Verify the workload for a particular day, craft, and/or employee before scheduling or creating work orders by using MaintainIt Pro s Scheduling module. Features Include unscheduled work orders Select to include all work orders that do not have a scheduled start date. Craft Select to view all work orders scheduled for a particular craft. Employee Select to view all work orders scheduled for a particular employee. Create WO, Close WO, Goto WO Create, close, or access a work order directly from the calendar. MAINTAINIT PRO SYSTEM OVERVIEW 7

10 PURCHASING With MaintainIt Pro s purchasing function, order inventory and non-inventory items. Create purchase orders by entering information into the Purchase Orders form, and then print the purchase orders and send them to the specified vendors. As vendors deliver items, receive the items to MaintainIt Pro. After you receive all of the items, close the purchase order. MaintainIt Pro records the purchase order in Purchase Order History. MaintainIt Pro keeps a complete history of purchase order transactions, which you view and edit. You can also create new purchase order history records for transactions that occurred before you purchased MaintainIt Pro and include that data in reports and graphs. Features Cost Information Calculate the total cost of the purchase order, including tax and shipping and handling. Notes Enter special delivery instructions or vendor information. MaintainIt Pro prints your notes on each purchase order. Line Items Edit and view the line items and specifications for each purchase order. Vendor Edit and view vendor information specified for a particular purchase order. Receipts Receive purchases to an employee, an equipment item, a cost center, a work order, or directly into inventory. Custom Fields Customize your purchase orders with 10 user-defined fields. MAINTAINIT PRO SYSTEM OVERVIEW 8

11 REPORTS AND GRAPHS Analyze your data with MaintainIt Pro s reports. Sort and query reports, and either view the report on the screen, print the report, or export the report to a spreadsheet file. Send reports via within your facility with Microsoft Mail. In addition to the reports listed below, create custom reports by filtering records with a specific field. Save these reports in the Report Center and use them at a later date. MaintainIt Pro offers several graph types, such as bar, pie, and line. You may either graph all the data in a table, or you may specify which criteria to graph. Group and distribute data over the time period you choose. With the graph function, MaintainIt Pro compares selected data to another group of data, such as the costs incurred, the time required to perform tasks, or the number of tasks performed. MAINTAINIT PRO SYSTEM OVERVIEW 9

12 LIST OF REPORTS Equipment Report Name Equipment Equipment (with Custom Fields) Equipment Type Description All equipment records All equipment records (including Custom Fields) Identification number and description of all equipment types Inventory Report Name Standard Inventory Standard Inventory (with Custom Fields) Inventory Value by Item Inventory Value by Location Supplier List Inventory Stock Movement Reorder List Physical Inventory Shrinkage Counting Sheets (with Qty on hand) Counting Sheets (without Qty on hand) Inventory Type Account Codes Cost Center List Description All current inventory records All current inventory records (including Custom Fields) All inventory items, the cost of each item, and the total cost of all items Location of all inventory items, the cost of each item, and the total cost of all items Suppliers and the items they supply Issue date, employee, equipment number, work order number, and cost center information for all inventory transactions Items that have reached or exceeded heir reorder point and are marked for restock Item description, issue date, adjusted quantity, unit of measure, and unit cost at time of issue for all inventory All items currently in inventory, and their current quantities; useful when counting physical inventory All items currently I inventory; useful when counting physical inventory Identification numbers and descriptions of all inventory types Identification numbers and descriptions of all account codes Identification numbers and descriptions of all cost centers Tasks Report Name Task Description All task records MAINTAINIT PRO SYSTEM OVERVIEW 10

13 Work Orders Report Name Work Order Summary Work Order Summary (with Custom Fields) Work Order Type Summary Craft Summary Reason for Outage Summary Cost Center Summary Equipment Summary Work Order Print Work Order Print (with Custom Fields) Work Order Backlog Work Order Projection Work Order History Work Order History (with Custom Fields) Work Order History Labor Work Order History Parts Work Order History Notes Work Order Type Description Summary of all current work orders Summary of all current work orders (including Custom Fields) Total cost of work done, sorted by work order type Total cost of work done, sorted by craft code Total cost of work done, sorted by RFO code Total cost of work done, sorted by cost center Total cost of work done, sorted by equipment number All current work orders that are selected for printing All current work orders that are selected for printing (including Custom Fields) Open work orders and tasks currently due Future workload; useful for planning staff schedules Detailed history; useful for determining work done on equipment Detailed history; useful for determining work done on equipment (including Custom Fields) Labor information from all closed work orders Parts used for tasks; including information from Work Order History Comments from records in Work Order History Identification numbers and descriptions of all work order types Purchasing Report Name Purchase Order Print Purchase Order Print (with Custom Fields) Purchase Order History Print Purchase Order History Print (with Custom Fields) Vendor List Description All current purchase orders that are being selected for print All current purchase orders that are being selected for print (including Custom Fields) All closed purchase orders All closed purchase orders (including Custom Fields) All vendor records MAINTAINIT PRO SYSTEM OVERVIEW 11

14 LIST OF REPORTS (CONTINUED ) Lookup Report Name Work Order Types Reasons For Outage Equipment Types Departments Cost Centers Inventory Types Locations Employees Crafts States Account Codes Description Identification numbers and descriptions of all work order types Identification numbers and descriptions of all reason for outage (RFO) codes Identification numbers and descriptions of all equipment type codes Identification numbers and descriptions of all department codes Identification numbers and descriptions of all cost center codes Identification numbers and descriptions of all inventory type codes All locations and sub-locations Identification numbers and descriptions of all employee codes Identification numbers and descriptions of all craft codes Identification numbers and descriptions of all states and provinces Identification numbers and descriptions of all account codes MAINTAINIT PRO SYSTEM OVERVIEW 12

15 LIST OF GRAPHS Graph Name Group by Cost Center Group by Craft Group by Equipment number Group by Reason For Outage Craft Hours Projection Group by Work Order Type Description Information about cost centers. This graph is useful for analyzing cost centers by total cost, material cost, labor cost, labor hours, downtime, or number of work orders. Information about craft codes. This graph is useful for analyzing craft codes by labor cost, labor hours, or number of work orders. Information about equipment items. This graph is useful for analyzing equipment by total cost, material cost, labor cost, labor hours, downtime, or a number of work orders. Information on Reason For Outage (RFO) codes. This graph is useful for analyzing RFO codes by total cost, material cost, labor cost, labor hours, downtime, or number of work orders. Information about future workloads within a specified time frame. This graph is useful for planning staff schedules and estimating inventory requirements. Information about work order types. This graph is useful for analyzing work order types by total cost, material cost, labor cost, labor hours, downtime, or number of work orders. MAINTAINIT PRO SYSTEM OVERVIEW 13

16 REQUIREMENTS AND RECOMMENDATIONS This table outlines the hardware and operating system requirements and recommendations for MaintainIt Pro s optimum speed and performance. Workstation Operating System Processor RAM Hard Disk Space Floppy Disk Drive Monitor Graphics Adapter Parallel port for printer output Communication port and modem Laser Printer Mouse Network card speed CD-ROM drive Network File Server Protocol System Processor RAM Hard Disk Space Windows 95 or Windows NT 3.51 (or higher) Pentium 90 (min.); Pentium 120 rec.) 16 MB (min.); 32 MB (rec.) 20 MB for installation 1.44 MB 3½ high density VGA Color or SVGA 1 MB RAM recommended recommended recommended required 540 K recommended IPX/SPX TCP/IP NETBUEI/NETBIOS Named Pipes Novell NetWare 3.11 or higher Windows NT 3.51 or higher Windows 95 Pentium 120 (min.); Pentium 166 (rec.) 32 MB (min.); 64 (rec.) 20MB for installation MAINTAINIT PRO SYSTEM OVERVIEW 14