CHAPTER 6: Preventive Maintenance

Transcription

1 CHAPTER 6: Preventive Maintenance Introduction To Preventive Maintenance The Preventive Maintenance (PM) screens in FacilityFocus allow the maintenance manager to monitor and schedule tasks aimed at preventive maintenance of installed Systems and equipment. These screens help identify, schedule and allocate resources to critical recurring maintenance tasks. The purpose of Preventive Maintenance is to get the best return for money spent by prolonging equipment life and avoiding costly corrective and emergency repairs. Using the PM module of FacilityFocus involves these basic activities: Defining the Systems and equipment requiring preventive maintenance. Defining the criteria determining when and how often Preventive Maintenance is needed. Generating the Work Requests for the maintenance tasks. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-1

2 ENTERPRISE INVENTORY MASTER SCREEN Parts/materials are first defined in the FacilityFocus System on the Inventory Part screen. Also called the Enterprise Inventory Master screen, it provides a short, 80-character field for quick identification of the part, followed by a separate optional field for detailed cataloging information. This screen also functions as an analysis screen providing a summary of quantity and cost information. To Access the Inventory Part Screen, select these menu items: Inventory & Equipment Module / Inventory & Equipment / Entry / Enterprise Inventory Master To use the Inventory Master Screen: Click Insert ( on the button bar above the entry screen) to create a new record. Enter information using the fields and facilities described in the tables that follow. s labeled in red on the screen are zoom fields. Zoom ( on the button bar above the entry screen) to display a list of items from which to choose. Before you can save the record, you must attend to the fields/facilities whose names are underlined in the list. Click Save ( on the button bar above the entry screen) after entering your data to save the record. 6-2 FACILITYFOCUS PrimaryMAP USER S GUIDE

3 Part Enterprise Inventory Master Screen s Identifies the Part. Enter code or number. Codes or entries can be a combination of letters and/or numbers. Displays a graphic description of the item, if available. Click the graphic display icon. Kitted Check box that indicates that this part has child parts associated with it. Since a kit is a virtual part, it cannot be associated with a bin or a price. Thus, the Bin and Cost information will not appear in the screen when displaying a part designated as a kit. If you are designating a kit rather than a single part click this button then enter the kit parts using the Kitted Parts Button described later in this chapter. Status Displays the status of the part being entered. This field should display a status of Available, which means the record is available for editing. If the Status is Frozen, the record is not available for editing. Other possible Statuses are Below Reorder, Out of Stock, and Back Order, which are System-generated based on transactions and cannot be manually changed on this screen. Description Generic statement describing the part. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-3

4 Enterprise Inventory Master Screen s Allows you to enter additional description information. If you run out of room, the Extra Description screen will allow you to enter the additional information. When finished, click Close. You will be asked if you wish to save the information. Click Yes. UOM Type The Part s Unit of Measure, which can be selected from a predefined list containing items such as pounds, gallons, feet, case, each, etc. The unit of measure that appears is issued from the Warehouse record. If needed, select a Unit of Measure from the drop-down list. All parts/materials in the inventory are identified as Expendable, Non-expendable, Durable or Equipment. EQUIPMENT Serialized items that require preventive maintenance. EXPENDABLE shop stock materials and generic replacement parts. NON-EXPENDABLE items on the tracking list that must be tracked by use and location. DURABLE Items that can be serialized but do not require preventive maintenance. Selecting Durable or Equipment places a check in the Serialized checkbox, activates the Serial No. button on this screen and the label on the Part field changes to Equipment. Note: You can use this field for searches, but since the values are hard-coded, you cannot select from a dropdown list. However, if you put in the actual values (X, N, D or E), the search will proceed. Serialized Indicates whether or not a part is classified with a serial number. If Durable or Equipment is chosen, the Serialized checkbox fills automatically. 6-4 FACILITYFOCUS PrimaryMAP USER S GUIDE

5 Cycle Code Enterprise Inventory Master Screen s User-defined values established according to the value of the item. The more expensive the item, the more frequent it is counted. Example Cycle Code values are: A - Most frequent used and valuable B - Audit Regularly: Moderate value and use C - Lowest Audit requirements. Shelf Days Identifies the length of time the item can remain on the shelf prior to use or replacement. Type a number, if applicable. The MSDS button is an on/off switch that allows you to identify hazardous materials according to Material Safety Data Sheet criteria. Click MSDS to reveal the skull-and-crossbones icon, if the material contains dangerous compounds. Click again to turn it off if the materials present no health hazards. Class Classifies the item and best describes the part belonging to a more general class of equipment. Available codes may include: Bulbs Plumb Carp Tools Elec Equip Fleet Furniture HVAC Key Lumber Other FACILITYFOCUS PrimaryMAP USER S GUIDE 6-5

6 Commodity Enterprise Inventory Master Screen s User-defined values that further identify the part for inventory records or reports. Commodity Codes range from Div 1 through Div 16, Non-Specified Product, Non Stock Parts and Stock Parts. Select a code from the drop-down list. Category Further defines or classifies the inventory item. Available Category codes may include: Active Inactive Stock Nonstock Expensive Inexpensive Hazardous Warehouse Preferred warehouse for storing the part. The Warehouse list displays all the warehouses to which you have access. Min. Level This value rolls up from the Warehouse Window, whose values roll up from the Inventory Bins Maintenance screen. This value reflects Minimum Level the quantity of parts can reach before it needs to be restocked. The graph at the bottom center of the screen changes to reflect this entry. This entry is not editable on this screen. 6-6 FACILITYFOCUS PrimaryMAP USER S GUIDE

7 Max. Level Enterprise Inventory Master Screen s This value rolls up from the Warehouse Window, whose values roll up from the Inventory Bins Maintenance screen. This value reflects Maximum Level the quantity of parts can reach in stock, above which the FacilityFocus System should provide a warning message. Although FacilityFocus warns of excess quantity levels, you can still order the part. The graph at the bottom center of the screen changes to reflect this entry. This entry is not editable on this screen. Warehouse Displays a Warehouse Data screen for entering additional information on the part in the specific warehouse. Click Warehouse. For more information, refer to the Warehouse button later in this chapter. Spec Codes Displays labels used to describe the condition of inventory goods. Allows you to add additional Special Codes. Close the window when you have finished. Contractors Opens the Contractors window allowing you to select multiple contractors from whom to order the part. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-7

8 Enterprise Inventory Master Screen s Attributes Opens the Attributes window allowing you define labels to associate with equipment items you then define on the Serialized Inventory Master Screen. Close the window when you are finished. Substitutes Opens the Substitutes window that allows you to specify a substitute for the part you are entering if it is not available. Parts List Opens a window that displays a parts list window for the inventory part described on the main screen. When the user clicks the new Parts List button the window displays either a parts list or an empty row for entry of a list. The parts list is user-defined. The system verifies that the item entered in the zoomable List Part (list_part) field is a valid inventory part and if so, displays the corresponding description. The system verifies that the quantity of parts is greater than FACILITYFOCUS PrimaryMAP USER S GUIDE

9 Enterprise Inventory Master Screen s MSDS Codes Opens the MSDS Codes window that allows you to designate any appropriate MSDS information for the item. This only needs to be done if the product presents health, fire, or reactive hazards. Serial No Accesses a data window displaying serialized equipment information for the part. Kitted Parts Allows you to associate multiple "kit" parts with the part being defined. For more information, refer to the Kitted Parts button in this chapter. Status Accesses a data window displaying the status history of the part. Transactions Accesses a data window displaying a history of transactions for the part. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-9

10 WAREHOUSE BUTTON Warehouse Enterprise Inventory Warehouse Window s This is a warehouse where the part will be stored. The System automatically selects MAIN. Min and Max Levels Levels above or below which the System should provide a warning message. The message can be printed and given to the stockroom person for reorder purposes. These values roll up from the Inventory Bins Maintenance Screen and in turn rollup to the Enterprise Inventory Master Screen. They are not editable on this screen. The graph at lower left changes to reflect these values. Account Sub Code Overhead Account code and Sub Code used to account for percentage markup of equipment item. Zoom to select the Account Code FACILITYFOCUS PrimaryMAP USER S GUIDE

11 Markup Enterprise Inventory Warehouse Window s Percentage Markup for cost of equipment item. Enter a percent. Spec Codes Provides a screen displaying any special codes established during the item setup. This button is linked to the same screen displayed by the Spec Codes button on the Enterprise Inventory Master screen. Reorder Use this screen to set reorder quantities and levels (by month if necessary) for each warehouse that would house a part. Bins Use this window to view the bin locations and Quantity On Hand for the Warehouse (defined in Inventory Module / Entry / Bin Maintenance). FACILITYFOCUS PrimaryMAP USER S GUIDE 6-11

12 Enterprise Inventory Warehouse Window s Inv Trans. Inventory Transactions window displays a history of adjustments made at receiving, invoicing or manually is. This is maintained to provide an audit trail. The history includes dates and user login information. A button on the Enterprise Inventory Master screen Warehouse Data window opens a window to display this history FACILITYFOCUS PrimaryMAP USER S GUIDE

13 Enterprise Inventory Warehouse Window s Scrolled to right Cach Trans The Cached Transactions window displays a history of caching transactions made necessary by adjustments made a PO Invoicing. The history includes dates and user login information. A button on the Enterprise Inventory Master screen Warehouse Data window opens a window to display this history. Allows you to add additional warehouse locations for this part. Click Insert if you wish to add another Warehouse listing for this part. Supply information for the Warehouse through Bins fields described above. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-13

14 KITTED PARTS BUTTON Kitted Parts Child Part Screen s Allows you to associate multiple "kit" parts with the part being defined. Child Part Identifies the kit, or child, part you wish to associate with the part being defined on the Enterprise Inventory Master screen. Zoom to select. Child Qty Number of child parts of this description that are being defined for this inventory part. Enter a number. Notes on Kit Parts: When the user generates a Preventive Maintenance Work Request, the System selects only component parts associated with the kit. The System does not display part numbers or quantities for kits, use them in calculations, print them on the Pick List or include them in the reorder process FACILITYFOCUS PrimaryMAP USER S GUIDE

15 SERIALIZED INVENTORY MASTER SCREEN This screen is used to: Define attributes, warranties, manufacturer data and persons responsible for serialized items Define parent/child relationships Identify the location of equipment. To Access the Serialized Inventory Master Screen, select these menu items: Inventory & Equipment Module / Inventory & Equipment / Entry / Serialized Inventory / Serialized Inventory Master FACILITYFOCUS PrimaryMAP USER S GUIDE 6-15

16 To use the Serialized Inventory Master Screen: Click Insert ( on the button bar above the entry screen) to create a new record. Enter information using the fields and facilities described in the tables that follow. s labeled in red on the screen are zoom fields. Zoom ( on the button bar above the entry screen) to display a list of items from which to choose. Before you can save the record, you must attend to the fields/facilities whose names are underlined in the list. Click Save ( on the button bar above the entry screen) after entering your data to save the record. Serialized Inventory Master Entry Screen s Equipment Equipment to which you assign serial information. Zoom to select. Displays a picture of the item, if available. Status Displays the item s status. Verify that the code is correct. When the record is created, Status will automatically fill with AVAILABLE. Serial No Unique number for this particular inventory part. Enter a number. System System supported by this serialized equipment item. This provides a method of grouping serialized equipment by the System it supports. System Setup is defined on the Setup Screen in this module. Zoom to select a System FACILITYFOCUS PrimaryMAP USER S GUIDE

17 Serialized Inventory Master Entry Screen s Description Example: Air Handler Unit, 20 Ton. Type a description. If you run out of room, the Extra Description screen will allow you to enter the additional information. You will be asked if you wish to save the information. Click Yes. If the part you are entering is a serialized item and associated with a larger item, you can use this feature to identify the Parent Part. Click on the Icon to the right of the Status field, if you wish to specify a Parent Part for this item. Shop Shop responsible for the item. Also appears on work requests generated from Preventive Maintenance requirements. Shop Person Shop Person who has overall responsibility for the equipment item. Zoom to select a shop person. Also appears on work requests generated from Preventive Maintenance requirements. Region Facility Property Location Place, if any, where the item is installed if not stored in a warehouse. Select Region or Facility from drop-down list; zoom to select Property or Location. (Or select a Warehouse and Bin in the fields below.) FACILITYFOCUS PrimaryMAP USER S GUIDE 6-17

18 Serialized Inventory Master Entry Screen s Route/ Sequence Route and Sequence number, such as Route 2, Sequence 2. This field is used by MobileFM to establish the route and sequence used to collect readings from meters. The sequence must be unique. For example, you can have only one Route 2, Sequence 2 for this piece of equipment (although you can have the same route/sequence set up for another piece of equipment). Select the Route from the Zoom list. Warehouse Required location information for equipment not installed at a site location or mounted with other equipment. (e.g., 5HP motor). Select from drop-down list. Either this field or the locating fields in the previous row are required. Bin Bin in which the part will be stored. Required location information if equipment is not installed. Zoom the to select a bin. Required if Warehouse is entered. More Opens a window that displays the following: Parent Part Parent Serial Number Parent Description Installation Address PM Contractor and Address Code Installation and Relocation Dates and Meter Readings 6-18 FACILITYFOCUS PrimaryMAP USER S GUIDE

19 Serialized Inventory Master Entry Screen s Attributes Opens the Attributes window allowing you to associate the part with attributes previously defined on the Enterprise Inventory Master screen, or to view attributes associated with the part. Attributes are words that describe the item. They can also be used to search for the part. Close the window when you are finished. Warranty Allows you to associate Warranty information to the serialized part. MSDS Codes Opens the MSDS Codes window displaying any MSDS codes set up via the Enterprise Inventory Master screen. Support Opens a window displaying the building location supported by this equipment item. Direction Displays a text window that allows you to enter or view directions for locating the item. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-19

20 Serialized Inventory Master Entry Screen s Distribution Notes Rental Rates Components Parts List. Opens the Distribution data window displaying account distribution data on the serialized equipment. For more information, refer to the Distribution button in this chapter. Opens a data window similar to an extra description data window. Its purpose is to hold MobileFM comments on equipment condition and actions taken while doing PM Checklists and related Work Requests. Opens a window to displaying equipment rental rate and rate type. The Equipment Rental feature of FacilityFocus is discussed in User Guide Volume 2, Chapter 2. Opens a window to displaying child parts associated with this equipment, if any. Opens a window that displays a parts list window for the equipment part described on the main screen. This list is set up on the Enterprise Inventory Master Screen, described previously in this chapter. Status History Opens the Status History window displaying the all the statuses the record has been through, dates and users who assigned those statuses FACILITYFOCUS PrimaryMAP USER S GUIDE

21 Serialized Inventory Master Entry Screen s Meter Opens a window displaying the associated PM Meters data for this part. PM Templates Opens a window displaying the associated PM Template data for this part. Relocation WR History Opens the Relocation window displaying a history of any transactions relocating the part to another warehouse/bin or property. Information includes Installation and Removal readings. Displays the following data regarding the history of repair of the equipment item: Work Request Phase Description Shop Contractor FACILITYFOCUS PrimaryMAP USER S GUIDE 6-21

22 DISTRIBUTION BUTTON Distribution Account Distribution Screen s Opens the Distribution data window displaying account distribution data on the serialized equipment.. Allows you to you to edit an existing record so that you may change account information. Click this button on the toolbar to put the record into edit mode. You can then change or enter information in the following fields. Start Date Expire Date Date range within which the transactions can be made against the account distribution. If a value appears in the Start Date field, all values except the Expire Date are read-only. Zoom to select date. Account Code that indicates the Account against which the costs are charged. Zoom to select an account. Sub Code (Account) Code that indicates the Sub-Account against which the costs are charged FACILITYFOCUS PrimaryMAP USER S GUIDE

23 Offset Acct Account Distribution Screen s Code that indicates the Offset Account used to balance cost entries in the Account selected above. Zoom to select an offset account. Sub Code (Offset Account) Code that indicates the Sub-Account used to balance cost entries in the Sub-Account selected above. Company Company charged for the item. Choose from the dropdown list. Department Department charged for the item. Choose from the drop-down list. OC Code Organization charged for the item. Zoom to select. Fixed/Actual Indicates whether a fixed dollar amount or actual price for labor is entered in the next field. If the System detects that only fixed dollar amounts have been entered, it will display a message indicating that at least one percentage account set at 100% must be set up. Select either the Fixed/Actual Radio Buttons, using the Amount and Percent field descriptions that follow to determine which button to use. Note that when using a fixed distribution, you should create a spillover distribution (with a percentage account) to handle transactions exceeding the fixed dollar amount. Otherwise, you could lose transactions. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-23

24 Amount Account Distribution Screen s If you select the Fixed radio button The Amount field displays a dollar amount as the contracted labor cost. Key in the amount of the Fixed Price. Percent Or PREC. If you select the Actual radio button, the Percent field displays how much of the cost of the item will be charged to the selected Company, Department, and OC Code. If you are entering only one distribution record, type 100 in the Percent field. If you are entering more than one distribution record, the Percent fields in all must total exactly 100 before the System will allow you to save the record. If you select the Fixed Radio button, a precedence (PREC.) field appears. Enter a number here (1,2,3 and so on) to indicate the order in which the system should charge fixed amounts to distributions. Encumber Displays the amount you want encumbered from the Account to pay for the work. Region Facility Display the State and City where the work will take place. Select from the drop-down list. Property Building where the work will take place. Zoom to select or key in. Repeat the above sequence for each additional distribution you wish to add. Close the Account Distribution window when you are finished FACILITYFOCUS PrimaryMAP USER S GUIDE

25 PREVENTIVE MAINTENANCE TEMPLATES The PM Template is the heart of the Preventive Maintenance program. On this screen you can: Associate Preventive Maintenance Tasks with equipment items Select the type and frequency of Preventive Maintenance Tasks Define Work Request and Phase values. To access the Preventive Maintenance Template screen, select these menu items: Inventory & Equipment Module / Inventory & Equipment / Entry / Serialized Inventory / Preventive Maintenance / PM Templates FACILITYFOCUS PrimaryMAP USER S GUIDE 6-25

26 To use the Preventive Maintenance Template Screen: Click Insert ( on the button bar above the entry screen) to create a new record. Enter information using the fields and facilities described in the tables that follow. s labeled in red on the screen are zoom fields. Zoom ( on the button bar above the entry screen) to display a list of items from which to choose. Before you can save the record, you must attend to the fields/facilities whose names are underlined in the list. Click Save ( on the button bar above the entry screen) after entering your data to save the record. Preventive Maintenance Template Screen s Template ID Number used to identify the preventive maintenance template you are defining. A value should already appear in this field. This ID appears on the Work Request when PM Generate is run. On the Work Request, this field facilitates loading of PM Checklist information onto the MobileFM device. MobileFM then selects the PM Basic based on the Template ID and the Phase sort code. (Description) Description used to further identify this preventive maintenance template. Type a description in the field to the right of Template ID. WR Type Type of Work Request to generate for preventive maintenance on this item. Category Work Request Category FACILITYFOCUS PrimaryMAP USER S GUIDE

27 Status Preventive Maintenance Template Screen s Status the System should automatically apply to work requests using this preventive maintenance template. Available statuses may include: 10-OPEN 30-SCHEDULE 40-HOLD 50-COMPLETE 80-CANCELLED 90-CLOSED Select from the drop-down list. Customer Entity that is paying for the preventive maintenance as indicated by the selection of default distributions via the Customer, Property, Shop or Equipment radio button described later in this table. Zoom to select a customer. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-27

28 Preventive Maintenance Template Screen s PM Type Maintenance Type the System will apply based on the criteria set up in this preventive maintenance template. Available types may include: FIXED Tells the PM Generate program to schedule PM on the same day each month. TIMED If PM does not take place on the specified day of the month, the System updates the PM Last Date field to reflect the date on which the PM was actually performed. METERED - PM will be done based on certain meter readings. An interval is required for metered PM. CALENDAR PM Work Requests are generated for fixed calendar dates, not based on the PM frequency (divisions of a year). When this option is selected, the Calendar button on the screen activates, allowing you to enter values for Month of the Year, Week of the Month and Day of the Week. The schedule generation programs use these values to select the calendar dates used by the PM work request, allowing generation of PMs at a set schedule (e.g 1 st Tuesday of each month) with no schedule slippage. ALL - Any combination of above. For example an automobile may require certain maintenance tasks after five years or fifty thousand miles. Select from the drop-down list. Seasonal Used with PM type Fixed or Timed, allows you to establish a seasonal time frame for some Preventive Maintenance tasks, such as use of anti-freeze during the winter months. Check the box if applicable FACILITYFOCUS PrimaryMAP USER S GUIDE

29 Preventive Maintenance Template Screen s From/To Month-to-month time frame mentioned in the seasonal description. Select months from the drop- down list. Interval Number of units (miles, hours, gallons, etc.) that must elapse before a metered PM work order will be generated via the PM Scheduler. This field is only for metered templates. This value will default on the work request screen when the PM work order is generated via the scheduler. Customer Property Shop Equipment Indicates that the account distributions for Work Orders generated (By PM Generate) using this template from will be distributed to one of these four distributions, if the distribution sub-codes have been previously defined in the System. Select a radio button. See also PM Generate later in this chapter. Frequency Maintenance frequency for the PM Template. Select from the drop-down list. Required if PM type is Fixed or Timed Phase Phase number to automatically place on work requests based on this preventive maintenance template. Enter a phase number in the field. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-29

30 Preventive Maintenance Template Screen s Description Describes the work to be done according to this template. Enter a description in the field to the right of Phase. If you run out of room, the Extra Description screen will allow you to enter the additional information. When finished, click Close. You will be asked if you wish to save the information. Click Yes. Status Phase Status to automatically place on work requests based on this preventive maintenance template. Available statuses may include: 10-OPEN 50-COMPLETE 80-CANCELLED 90-CLOSED Select from the drop-down list. Work Code Work Code defining the work to be done for this preventive maintenance template. Zoom to select a Work Code. Labor Class Determines the billing rate on the work request. Select from the drop-down list. Estimator Estimator if any, to be used on the work request for this Phase. Select from the drop-down list, if applicable FACILITYFOCUS PrimaryMAP USER S GUIDE

31 Priority Preventive Maintenance Template Screen s Priority to automatically place on work requests based on this preventive maintenance template. Select from the drop-down list. Repair Code Repair Code to automatically place on work requests based on this preventive maintenance template. Select from the drop-down list, if applicable. PM Basic Classifies the Preventive Maintenance standard routine. Zoom to select a preventive maintenance standard routine. Once you have chosen a routine, Total Hours displays an estimate of the number of hours it will take to complete the preventive maintenance routine. Shop Shop assigned to do the work for this Phase. Select from the drop down list. Shop Person Shop Person responsible for this Work Request Phase. Zoom to select a shop person. Total Hours Estimated time it will take to complete the preventive maintenance. The Total Hours fills in when you select a PM Basic routine. Labor Estimate of the cost of Labor for the preventive maintenance work request. If necessary, enter a number in this field. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-31

32 Preventive Maintenance Template Screen s Materials Estimate of the cost of Materials to be used in fulfilling the preventive maintenance work request. If necessary, enter a dollar amount in this field. Equipment Estimate of the cost of Equipment to be used in fulfilling the preventive maintenance work request. If necessary, enter a dollar amount in this field. Hazardous Indicates whether the preventive maintenance involves hazardous materials or work conditions. If necessary, click the check box. Contractor Contractor to automatically place on work requests based on this preventive maintenance template. If the work is going to be done by an outside contractor, zoom the field to select a contractor. Address Code Address Code for the Contractor. Zoom to select an address code. Contract No. Displays the number of a contract, if any with the outside contractor for this type of work. If there is a contract for work to be done, enter the contract number in the field FACILITYFOCUS PrimaryMAP USER S GUIDE

33 Preventive Maintenance Template Screen s Calendar Displays a window that allows you to enter month, occurrence and day for a Calendar type PM. This button is only available when you have selected Calendar from the drop-down list in the PM Type field. The system uses values for EACH of the fields in a calendar PM. What you indicate here is what month (or all months) what occurrence (or every occurrence) and what day of the week. The program still references the seasonal setup on the template in date generation. This will only generate dates that fall within the seasonal dates on the template. Load Equipment Opens a window that allows you to select a part and enter a PM Last Date (and optionally, Region, Facility and Property). When you click the Process button, the system loads the specified equipment into the Equipment list window described below. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-33

34 Preventive Maintenance Template Screen s Equipment Displays an editable equipment list window that includes buttons for Projected Schedule and Materials. See Equipment Window, later in this Chapter. EQUIPMENT WINDOW PM Template Screen Equipment List Window Detail Line Detail line scrolled right Equipment PM Template Equipment Window s Displays all serialized inventory parts with a Type code equal to that of the item selected. Zoom to select the part associated with the PM Template FACILITYFOCUS PrimaryMAP USER S GUIDE

35 PM Template Equipment Window s Serial Number Associates the Serial Number of the inventory part with the PM Template. Zoom to select the serial number of the Equipment Part. Allows Multiple Serial Numbers to be added to the PM Template. Click Insert or press Enter while the cursor is in the Hold field. Meter Id Meter Id numbers associated with serialized pieces of equipment. Take note of this field. This association takes place on the PM Meters entry screen. PM Last Date Last Date that Preventive Maintenance was performed on the serialized equipment described. Enter or zoom to select the date. The user initially enters a date, but the FacilityFocus System updates it thereafter based on Type of Preventive Maintenance performed. Shop Shop responsible for the equipment item being scheduled for Preventive Maintenance, if different from the Phase Shop. Select from the drop- down list, if applicable. If this Shop is the same as the Shop listed in the Phase this field will automatically fill with the value for the Phase Shop when the Schedule is generated. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-35

36 Shop Person PM Template Equipment Window s Shop Person assigned to the shop defined above. Zoom to select a shop person, if applicable. Hold Places Preventive Maintenance on Hold for serialized equipment by serial number. Click the checkbox, if a hold is necessary. Leave blank to include when generating PM-related work requests. Contractor Outside vendor who performs preventive maintenance. This information is automatically placed on generated PM work requests. If the work is going to be done by an outside contractor, zoom the field to select a contractor. Address Code Address Code for the Contractor. Zoom to select an address code. Contract No. Displays the number of a contract, if any with the outside contractor for this type of work. If there is a contract for work to be done, enter the contract number in the field. Materials Displays a window with an editable materials list. See Materials Button, later in this chapter. Projected Opens a data window that lists the projected PM schedule dates for the serialized piece of equipment FACILITYFOCUS PrimaryMAP USER S GUIDE

37 PM Template Equipment Window s FACILITYFOCUS PrimaryMAP USER S GUIDE 6-37

38 MATERIALS WINDOW PM Template (Equipment) Materials Window s Materials Opens the Materials window and allows you to build a parts list for the equipment line item. Click Materials. Supply the following information for each part you wish to add. Warehouse Warehouse the parts will be coming from. The FacilityFocus default warehouse is MAIN. Select from the drop-down menu FACILITYFOCUS PrimaryMAP USER S GUIDE

39 Part PM Template (Equipment) Materials Window s Part required to complete the preventive maintenance for the item. Zoom to select a part. The Description, UOM, Equipment and Serial No fields fill in once a part is selected. Bin Location Location of the bin where the part is stored. Zoom to select a bin location. Quantity Number of parts required to complete preventive maintenance for the item. Enter a number. Pick Ticket Indicates that you wish to use a Pick Ticket transaction to acquire the parts. Click the checkbox, if applicable. The System will automatically generate the Pick Ticket when the PM Generate screen is finalized. Allows you to add materials to the list. Click Insert or press Enter while the cursor is in the Quantity field. Allows you To Save the record. Click Save Close the Materials window when you have finished. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-39

40 Preventive Maintenance Standards Screen The Preventive Maintenance Standards screen is used to define basic preventive maintenance tasks drawing upon SRV industry standard checkpoints or freeform user-defined checkpoints. To access the Preventive Maintenance Standards screen, select these menu items: Inventory & Equipment Module / Inventory & Equipment / Entry / Serialized Inventory / Preventive Maintenance / PM Standards To use the Preventive Maintenance Standards Screen: Click Insert ( on the button bar above the entry screen) to create a new record. Enter information using the fields and facilities described in the tables that follow. s labeled in red on the screen are zoom fields. Zoom ( on the button bar above the entry screen) to display a list of items from which to choose. Before you can save the record, you must attend to the fields/facilities whose names are underlined in the list. Click Save ( on the button bar above the entry screen) after entering your data to save the record FACILITYFOCUS PrimaryMAP USER S GUIDE

41 Preventive Maintenance Standards Screen s PM Basic Identifies the preventive maintenance standard you are entering. Enter a label Means Frequency Total Frequency from each checkpoint listed on screen from R. S. Means. Enter the frequency. (Description) Description of the preventive maintenance standard. Enter in the field below PM Basic. You may use the Text Processor Tool if your description exceeds the line length. Checkpoint Each Checkpoint is a preventive maintenance task carried out on the equipment. Note the following acronyms: UPB = Unit Price Book (RS Means Standards) SRV = Service Maintenance EPS = Engineered Performance Standards If you wish to enter a new preventive maintenance standard item, key a number in the Checkpoint field. If you wish to pick from a set of predefined standards click Appropriate Checkpoint at the bottom of the screen and follow the instructions in the UBP / SRV/ EPS Checkpoints section later in this chapter. Description Tells what preventive maintenance task will be done. Enter a description of the maintenance task. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-41

42 Hours Preventive Maintenance Standards Screen s Suggests how long it will take to accomplish the task. Enter a number. Means Frequency Displays R. S. Means Frequency for each checkpoint taken from the R. S. Means Standard. Enter for each checkpoint, if necessary FACILITYFOCUS PrimaryMAP USER S GUIDE

43 UPB / EPS / SERV CHECKPOINT BUTTONS UPB Checkpoint EPS Checkpoint SRV Checkpoint CheckPoint Screen s Display selections of various industry standard tasks for preventive maintenance. Note the following acronyms: UPB = Unit Price Book (RS Means Standards) SRV = Service Maintenance EPS = Engineered Performance Standards Click the appropriate button to select a standard task. This brings up preventive maintenance tasks within this category. Double-click the category you wish to choose. This selects which tasks within the category you wish to apply. Click in the check box(es) next to the item(s) you wish to choose. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-43

44 Checkpoint Description Hours CheckPoint Screen s Automatically fill with the selections you made. Click OK when you have finished. If you wish to select another existing PM task, click the appropriate UPB / EPS / SRV Checkpoint button again. Repeat these steps for each Checkpoint you wish to add FACILITYFOCUS PrimaryMAP USER S GUIDE

45 CREATING A DIAGNOSTIC PM BASIC 1. Create a PM Basic with associated questions. The PM Type will be Diagnostic 2. Associate the PM Basic with a piece of equipment by entering the ID of the Basic on the Enterprise Inventory Master Screen. Note that the Type has to be Equipment and the Serialized checkbox needs to be checked before the PM Basic field will display on the screen. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-45

46 3. Associate the Equipment with a Work Order by entering the ID number for the piece of equipment in the Equipment field on the Work Request Screen. 4. Once the piece of equipment associated with the PM Basic is identified on the Work Request screen, the item Diagnostic PM Basic appears on the View menu FACILITYFOCUS PrimaryMAP USER S GUIDE

47 5. When you select the menu item Diagnostic PM Basic the data from your previously-defined PM Basic appears in the view window. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-47

48 Preventive Maintenance Meters Screen The Preventive Maintenance Meters screen is where meters and meter readings are entered into the System. To access the Preventive Maintenance Meters screen, select these menu items: Inventory & Equipment Module / Inventory & Equipment / Entry / Serialized Inventory / Preventive Maintenance / PM Meters To use the Preventive Maintenance Meters Screen: Click Insert ( on the button bar above the entry screen) to create a new record. Enter information using the fields and facilities described in the tables that follow. s labeled in red on the screen are zoom fields. Zoom ( on the button bar above the entry screen) to display a list of items from which to choose. Before you can save the record, you must attend to the fields/facilities whose names are underlined in the list. Click Save ( on the button bar above the entry screen) after entering your data to save the record FACILITYFOCUS PrimaryMAP USER S GUIDE

49 Meter ID Preventive Maintenance Meters Screen s Identifies the meter. Enter the meter number. (Description) Displays a Meter Description. Enter a description of the meter in the field to the right of Meter ID. Equipment Allows you to associate a piece of Equipment to a meter. Zoom to select a piece of Equipment. Serial No Associates the Equipment Serial number to the meter. Zoom to select a number. Est Meter Units/Day Estimated meter units used per day. Enter a number. Region Region where the serialized equipment is located. Select from the drop-down list. The physical address information on the Serialized Inventory Master record will automatically appear if the Part/Serial Number is associated with a location. Facility Facility where the serialized equipment is located. Select from the drop-down list. Property Property where the serialized equipment is located. Select from the drop-down list. Location Location where the serialized equipment is located. Select from the drop-down list. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-49

50 Address City State Zip Preventive Maintenance Meters Screen s Address, City, State, and Zip code of the Property selected above. Enter the address. UOM This is the Unit Of Measure the meter uses. Roll Reading at which meters roll over and start again at zero (for example, for an automobile, 100,000 if the odometer rolls over to zero when it reaches 100,000 miles.) Enter a number Roll Count Number of times the meter has rolled over. This number starts with zero and increments by one any time a new meter reading lower than the existing reading is entered and saved. Reading Current Reading taken from the meter. Enter a number. Repeat as necessary to add meter readings. Date Date the meter reading was recorded or entered. Enter or zoom to select the date. Repeat as necessary to add meter readings. User User who is entering the meter reading. Enter or zoom to select a user name. Repeat as necessary to add meter readings FACILITYFOCUS PrimaryMAP USER S GUIDE

51 Preventive Maintenance Meters Screen s Indicates that the meter reading was successfully taken. Click OK if the reading was successful. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-51

52 PM GENERATE This screen is used to generate PM Work Requests based on criteria and information established on the PM Templates screen. To access the Preventive Maintenance Generate screen, select these menu items: Inventory & Equipment Module / Inventory & Equipment / Entry / Serialized Inventory / Preventive Maintenance / PM Generate (Below) Detail lines scrolled to right 6-52 FACILITYFOCUS PrimaryMAP USER S GUIDE

53 To use the Preventive Maintenance Generate Screen: Click Insert ( on the button bar above the entry screen) to create a new record. Enter information using the fields and facilities described in the tables that follow. s labeled in red on the screen are zoom fields. Zoom ( on the button bar above the entry screen) to display a list of items from which to choose. Before you can save the record, you must attend to the fields/facilities whose names are underlined in the list. Click Save ( on the button bar above the entry screen) after entering your data to save the record. End Date PM Generate Main Screen s Selection of the End Date will create the date range for which the work requests will be generated. The date range will be from the Gen Date to the End Date. Zoom to select a date. Generate Duplicate PMs Generates duplicate work requests that fall within the date range for the each item on the PM Equipment List window. If you have set up Weekly, Yearly and Monthly PMs and they all fall within the established time frame, if you check this box, the system will generate them all. This scenario assumes that the PM standards linked to the template are exclusive of one another, meaning that the checkpoints of the weekly PM are different from the monthly PM, and so forth. If the standards are inclusive of one another, the Generate Duplicate PMs checkbox should not be used. If the checkbox is not checked, the system selects the least-frequent PM (in this case, Yearly) for generating the Work Request. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-53

54 PM Generate Main Screen s Find Open WR/Phase See screen above for explanation. Generate Finalize Generates new projected PM records within the date range selected above. In Update mode, click Generate. Generates Work Request numbers and Finalizes the schedule. In Update mode, click Finalize. PM Errors Displays an error log. The log table can be purged by pressing the Purge button while in insert mode FACILITYFOCUS PrimaryMAP USER S GUIDE

55 PM Generate Main Screen s GENERATING A PM FOR A PIECE OF EQUIPMENT IN A WAREHOUSE. Verify that region, facility and property are associated with the warehouse on the warehouse setup screen. In the generation process the system: 1. Checks for equipment region, facility, and property. 2. If equipment does not have region, facility, and property, it checks the equipment s warehouse. 3. If the equipment s warehouse has a region, facility, and property, it uses those values in the work request. 4. If the equipment s warehouse does not have a region, facility, and property, it skips the equipment. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-55

56 PM Generate New Inventory Schedule Dates The PM Generate New Inventory Schedule Dates screen is used to generate projected PM dates for a new piece of equipment. PM Generation is by equipment, serial number and template. The PM Work Request Generator must be run at the lowest frequency defined in a PM template. PM work requests should not be generated in advance of that frequency. To access the PM Generate New Inventory Schedule Dates screen, select these menu items: Inventory & Equipment Module / Inventory & Equipment / Entry / Serialized Inventory / Preventive Maintenance / PM New Inv Dates PM Generate New Inventory Schedules Screen s Puts an entry screen into search mode so that the user can use the screen fields to enter criteria for a search. Enter applicable search criteria. Key in the Serial Number of the new equipment item on which you need to create projected schedule dates. This item must already be added to a PM Template. Click OK FACILITYFOCUS PrimaryMAP USER S GUIDE

57 PM Generate New Inventory Schedules Screen s Generate Creates Projected PM Schedule dates for the selected serialized equipment item. Click Generate. If you perform another find and go back to the PM Template on which the equipment is listed you can click Projected and view the just-created Projected PM Schedule dates. When generating FIXED, TIMED, and ALL, the Frequency field on the PM template is used to create the generation dates. When generating METERED, the Interval field on the PM template is used to create the generation dates along with the Estimated Meter Units/Day. The starting date for the generation dates is set to either the Master schedule start date or Last PM date, whichever is later. All dates in the system already generated that are later than the starting date are deleted. The ending date for the generation dates is set to either the Master schedule end date or the Master schedule start date + the number of PM years to generate, which ever is earlier. FACILITYFOCUS PrimaryMAP USER S GUIDE 6-57

58 NOTE REGARDING GENERATING NEW INVENTORY DATES Values set up in System Administration determine the behavior of the PM Generate New Inventory Dates program in Serialized Inventory / Preventive Maintenance. The following values from System Administration have a direct effect upon the preventive maintenance schedule produced: Projected Years on the System Defaults Screen Date From and Date To on the Master Schedule Screen When generating new inventory dates, the system rewrites the existing scheduled inventory dates with new ones based upon the information in these three fields. The three fields take precedence over what is set up in PM Years and Frequency on the PM Generate New Inventory Schedule Dates screen. As a result, if PM Years and Frequency point to a last PM date beyond what is allowed by the values set up in System Administration those dates won t be included in the new schedule dates. Consider this scenario: Based on values in System Administration you generated a schedule that includes dates for four years of preventive maintenance on a part. Eight months of that schedule have already passed. Your System Administrator informs you that the Master Schedule has changed as a result of addition of a holiday that was previously overlooked. No changes were made to Projected Years or Date From and Date To on the Master Schedule. You regenerate the inventory schedule dates to take into consideration the newly added holiday. You enter 4 in the PM Years field and Monthly in the Frequency field. The system generates dates from this day forward. The Master Schedule dates and Projected Years originally set up a four-year schedule, but eight months have now elapsed in the Master Schedule. Therefore, although Projected Years and PM Years make it possible to set up schedule dates for the next four years, the Master Schedule dates only allow for three years and four months (four years minus the elapsed eight months). Inventory dates are generated only within the range of the Master Schedule. Any dates that fall outside of the range provided by the Master Schedule are not included in the new inventory schedule dates FACILITYFOCUS PrimaryMAP USER S GUIDE