ADVANCED COMPUTERIZED MAINTENANCE MANAGEMENT SOFTWARE VERSION 7.
Maintenance Coordinator Software System Copyright 2001 – 20013 Mark Dunbar GENERAL CONTACT INFORMATION Simplicity Software Technologies Inc. 13143 River Oaks Drive Rancho Cucamonga, CA 91739 Business Phone: (909) 463-1818 Fax Number: (909) 463-1808 World Wide Web: www.SimSoftTech.com Emails: Support: support@SimSoftTech.com General Information: info@SimSoftTech.
LICENSE AGREEMENT YOU SHOULD CAREFULLY READ THE FOLLOWING TERMS AND CONDITIONS BEFORE INSTALLING THIS SOFTWARE PACKAGE. INSTALLING THE SOFWARE PACKAGE INDICATES YOUR ACCEPTANCE TO THE CONTAINED TERMS AND CONDITIONS. IF YOU DO NOT AGREE WITH THEM, YOU SHOULD PROMPTLY RETURN THIS PACKAGE, IN REUSABLE CONDITION, FOR A FULL REFUND OF THE PURCHASED PRICE. SIMPLICITY SOFTWARE TECHNOLOGIES INC. provides single copies of this software ("computer program") and licenses its use.
5. Copy the databases used by this program to single computer or to a network drive to be shared by a single facility. The conditions above also apply to any portions of the program contained or merged in other programs. You must reproduce and include the copyright notice on any copy, modification, or portion merged into another program. YOU MAY NOT USE, COPY, MODIFY, OR TRANSFER THE PROGRAM OR ANY COPY, MODIFICATION, OR MERGED PORTION IN WHOLE OR IN PART, EXCEPT AS EXPRESSLY PROVIDED FOR IN THIS LICENSE.
MAINTENANCE COORDINATOR SYSTEM
Getting Started Maintenance Coordinator Simplicity Software Technologies Inc.
Getting Started Table of Contents Introduction ......................................................................................................................... 4 Administrator Rights ........................................................................................................... 4 Installing the Application .................................................................................................... 4 Installing for Network Use......................................................
Getting Started Introduction The procedures presented herein assume that the purchaser of this product has basic computer skills, and has used the Windows environment in the past. Many of the functions such as file open, file save and the like can change depending on the operating environment the application is executed in. In such cases please refer to the user’s manual for that environment (supplied by that vendor).
Getting Started Click OK. Click the Install Products option. Click on the option that best describes the application you want to install. Follow on screen instructions. Installing for Network Use Please note that a Network/Site License must have been purchased to use the routines outlined in this section.
Getting Started For more information on this subject please refer to the Security, Databases and Utility Modules chapter. Already Have a Demo Version Installed If you already have a demo version of the software installed, and it’s the same version as the one supplied with your purchase, then you do not need to install the program again. Just activate the demo and it will become a full working version.
Getting Started System Requirements The following are minimum system requirements to operate the Maintenance Coordinator system on your computer. We highly recommend installing on the most powerful systems available to help increase performance. Pentium® 90 MHz or higher microprocessor SVGA 600x800 or higher-resolution screen supported by Microsoft Windows.
Getting Started To unlock a demo version into a full working version please follow these steps: The application must first be purchased and an activation file supplied by Simplicity Software Technologies Inc. Run the application in your normal manner. Open the File menu and select the Validate Demo Version option. Use the file open dialog box and locate the activation file supplied. Once located click on this file to select it and click on the Open button.
Getting Started you enter it immediately. If not entered within 45 days of the activation date, the software will lock you out. Also note that we normal use first class mail to deliver these software keys to you, so please be on the lookout for this letter/ To enter your software key: Open the File menu and select the Software Key option. Enter the key in the space provided. Click Ok. INPORTANT NOTE: As with validating the software, the software key must also be used for each installation.
Getting Started Moving Between Modules The Maintenance Coordinator program is arranged in modules, with each module providing its own functions and features. The modules are accessed mainly through the use of the program’s Main Menu screen. Screen shot is from the Professional Edition, your menu may be different To move between program modules: Option One Move to explorer bar on the left of the screen and click on a group a Title found there to expand that group.
Getting Started Program Settings The Program Setting allows you setup general features that will be pretty much global to the application. Each of the individual modules in the system may also have other settings that pertain to that module only and in many cases maybe local to that computer only. To configure the program settings: Login to program with Administrator rights. Move to the Main Menu screen of the program. Open the Admin drop down menu and select the Program Settings option.
Getting Started Move to the Company Logo section and click on the Browse button. Browse to and select the graphic you want to use for your logo and click Open. The company logo accepts square bitmap images that display on the printed document in appropriate 7/8” x 7/8” size. If you logo does not display well in this size we suggest editing the logo with a graphic editor program such as Paint which is found as part of Windows.
Getting Started Remove the checkmark in the Use Outlook or Outlook Express for Outgoing Mail checkbox. Move to the User Name field and type in the default user’s name for this computer. Move to the E-Mail Address field and type in the return address for this computer. Move to the Outgoing Mail Server field and type in your mail server configuration. DISPLAY/REPORTS Maintenance Coordinator supports various visual themes that effect the overall appearance of the application and its modules.
Getting Started Move to the Graphical Theme drop down and select the graphical theme of your choice. Next place a checkmark in the Conserve Ink on Reports if you wish to turn on this option. ISO DOCUMENTS We know that many organizations today are getting ISO certified, and require ISO document control numbers to be included with their primary documents. For this reason we allow you to include document control numbers with work order and purchasing documents.
Getting Started DATABASE SETTINGS When you move your databases to new locations or create new database you need to tell the program where they are. To setup your databases: Move to the Main Databases Setup tab. Now move to the Primary and Work Orders Database Path section and type in the complete path of this database. You can also use the Browse button to open and use a File Open type dialog screen to locate the database file.
Getting Started How to Get Started with Maintenance Coordinator With Maintenance Coordinator we have tried to make it possible to enter things as needed. This to say, if you need to add a mechanic to a work order, you can add the mechanic to the database at the time the work order is created. Most of our lookup screens allow you to add new items as you are selecting them. This approach allows you to get started using the program almost immediately. The first thing you need to setup is your databases.
Getting Started the same set of instructions over and over. For example, say you have five air compressors in your facility it would only make sense to reuse the same set of instructions for all five air compressors. Once you have built your database of task instructions, you should do the same thing with your safety instructions. Unlike task instructions, safety instructions should be assigned to each and every work order regardless of whether it’s a planned maintenance or repair type.
Getting Started Maintenance Coordinator Simplicity Software Technologies Inc.
MAINTENANCE COORDINATOR SYSTEM
Common Features Maintenance Coordinator Simplicity Software Technologies Inc.
Common Features Table of Contents Chapter Overview ............................................................................................................... 5 Getting Around in Program Controls.................................................................................. 5 Editing Basics ..................................................................................................................... 5 Pull Down Menus ............................................................................
Common Features Equipment and Machinery Lookup .................................................................................. 44 Employee Lookup ............................................................................................................. 45 Contact and Vendor Lookup ............................................................................................. 47 Chart and Graphs Designer ...............................................................................................
Common Features Chapter Overview This chapter outlines features that are in common use throughout the Maintenance Coordinator software system. Some of the features explained here may apply to every module in the system, whereas others may only apply to a couple of modules. By placing common features together we have reduced the documentation size, and at the same time helped to reduce the learning curve.
Common Features Pull Down Menus Throughout the program are pull down menus that are located directly beneath the screen header or title bars. You'll also notice that these menus will change depending on the screen or module that is currently displayed. These menu options allow for easy access of many features and functions the program has to offer to the user. There are a couple of different methods in which the user can access the contents of pull down menus and are outlined next.
Common Features Use the Ribbon When you first start some of the modules in the Maintenance Coordinator system, you may be surprised by what you see. The menus and toolbars in most of modules have been replaced with the Ribbon, which is part of the Microsoft Office Fluent user interface. The Ribbon as it appears in the Maintenance Scheduler module The Ribbon is designed to help you quickly find the commands that you need to complete a task.
Common Features Restore the Ribbon Click Customize Quick Access Toolbar In the list, click Minimize the Ribbon. . Quick Access Toolbar The Ribbon control has a Quick Access Toolbar associated with it. This toolbar normally contains features that are widely used throughout the system. One set controls you’ll find in wide use are the data controls that are used to scroll through the records of the database.
Common Features The Coordinator, Module or Application Button In the upper left hand corner of the new ribbon control is the Coordinator or Module button. This is the same style of button that Microsoft calls the Office button in their Office 2007 suite. In Office, this button has the Office icon displayed in it. In our modules, we have an icon that is representative of the module its installed in. Clicking on this button opens a pop up that closely resembles the old File menu.
Common Features Selecting Text for Editing Most edit functions first require you to select, or block the text to be edited. The procedure for this is as follows: METHOD ONE To select text to be edited, place the cursor at the beginning of the text. Now while holding down the SHIFT key, use the ARROW keys to drag the cursor over, and blocking the text of your choice. METHOD TWO Use the SHIFT + HOME key combination to select text from the current cursor location to the end of the line.
Common Features Cutting Text To cut text from its original position and store it in the Windows clipboard for possible insertion elsewhere, you must: Select the text to be cut. Access the Cut option under the Edit menu heading, or use the Hot key assignment of CTRL + X. Copying Text To make a copy of text and store in the Windows clipboard for possible insertion elsewhere, you must: Select the text to be copied. Access the Copy option under the Edit menu or use the Hot key assignment of CTRL + C.
Common Features To open a saved document or file: Click on the Coordinator button and select the Open or Import option. Move to List Files of Type drop down listing, and select the file type you wish to open. Move to the Drives drop down list and select the drive that your desired file is located on. Move to the Directory list box and double click on the directory that contains the file you wish to open. Move to the Files list box and select the file of your choice.
Common Features Shortcut Bar (Outlook Style) The Shortcut Bar allows you to branch to either different parts of the module or program, or execute commonly used routines. This control breaks things into different groups. Clicking on the large bar opens different groups and displays different options. Click on an item within the shortcut bar will activate that option. Note that most if not all the options on the shortcut bar are also available from drop down menus and ribbons, and the Go menu when available.
Common Features Shortcut Bars and Task Panel Options In many of the module you can both close and minimize the shortcut bars and Tasks Panels, and once closed reopen them. Minimize Shortcuts or Tasks Click on the tack icon Restore Shortcuts or Tasks Click on its name or tab as it rests on the left side of the screen. To keep in place, click on the tack icon. Hide the Shortcuts or Tasks Click on the X Display Hidden or Close Shortcuts or Tasks Click on the Options dropdown in the ribbon.
Common Features Clicking on the next arrow moves you forward in the database one record at a time. Clicking on the last arrow, on the far right, will move you to the last record in the database. Searching the Database The Find record method has been designed to look and work the same no matter which module you are accessing. The procedures are the same only the effected database fields are different.
Common Features Quick Find Besides from the Search or Find Record routines used throughout the program, we have also incorporated a Quick Find routine in various areas in the program. Where available, move to the Sort By drop down list and select how you want the database sorted. The Quick Find routine will use this field for its search. Move to the Quick Find text box and type in the item you are looking for. As you type, the program will search the database for a matching item.
Common Features Each text field in the program, which works with these routines, have there own little databases. For example, if you call up the listing while in the "Problem" text field, you'll get a different list of items than if you where in the memo field. CALLING UP THE QUICK ENTRY LIST To call up the Data Quick Entry list from one of the supported text input fields: Move to the text field that uses the quick entry routines. Click on the … button adjacent to this field.
Common Features Press or click on the NEW command button on the Quick Entry screen. Type in the information you want included in the listing. This text can be any combination of text characters and numbers. Press or click on the OK command button to save the text, and add it to the list box. SELECTING TEXT FOR INSERTION Once you have information installed into the Quick Entry listing, you can use and reuse this text any countless number of times.
Common Features Print Preview Screens There are actually a couple of different print preview screens used by the Maintenance Coordinator system, but we have tried to design them so they look and feel the same. This way as you learn one, you learn them all. When available, the following elements are found in the top toolbar of a Print Preview screen. Print – Open the print dialog and prints the document. 2 Pages / 1 Page – Toggles the preview to showing one or two pages.
Common Features Next - Moves you through your print preview document from the current page towards the last page. Close – When available, closes the preview screen. If this button is not available click the ESC key to close the screen. Picture Viewer The Picture Viewer is used by the application to insert images into your database, view existing images or pictures, and send a copy of the image to a printer.
Common Features TO INSERT OR CHANGE THE INSTALLED PICTURE Open the Picture Viewer and then click the Change Picture option. Use this File Open dialog to locate the image or picture file you want to use. With the file selected, move to and click on the OPEN command button. TO PRINT AN EXISTING PICTURE Open the Picture Viewer and then click the Print Picture option. TO CLEAR AN EXISTING PICTURE Open the Picture Viewer and then click the Clear Picture option.
Common Features To move forward one month at a time, click on the button with > on it. To move forward two months at a time, click on the button with >> on it. To move back by one year, click the button. To move to a specific month, open the Months menu and select the appropriate option. To move to today's date move to and click on the Today button.
Common Features To change either the Start Month or End Month: Move to the appropriate area. Move to the Month drop down option box, and click on the arrow shown there. Click on the month of your choice. To change either the Start Day or End Day of the month: Move to the appropriate area. Move to the Day drop down option box, and click on the arrow shown there. Click on the month of your choice. To change either the Start Year or End Year: Move to the appropriate area.
Common Features Spell Check Spell checking is available for use throughout the program. The Notepad, Editor, and the various sections that contain forms have a built in, 250,000 + word spell check. To use the built in spell checker, you must: Open the Tools menu, the Spelling menu or click on the Spell Check button, depending on which module and screen you are currently working in. Select the Spell Check option.
Common Features ADD – Adds the misspelled word to the custom dictionary. User-Defined Fields It’s impossible to know what everyone could possibly want to keep information on, as we work differently. For this reason we have installed userdefined fields in a few of the system’s modules. These fields operate the same no matter where it’s used. Basically, a user defined field works just like any other field in the system.
Common Features In the Maintenance Scheduler module, this editor is used as the Instructions Editor to create and edit both work orders tasks instructions, and tasks safety instructions. You gain access to this editor by using one of the available command buttons on the Scheduler's Instructions tab, or by selecting one of the options found under the Instructions ribbon tab. Text Editor Home Tab Maintenance Coordinator Simplicity Software Technologies Inc.
Common Features The following elements are found on the Instructions Editor Home tab, reading left to right: Save and Close – Saves the current text and closes the editor Paste – Inserts any clipboard text into the document, and at the current cursor location Cut – Deletes selected text and places it into the clipboard. Copy – Copies selected text and places it into the clipboard.
Common Features Changing the Name of Your Instructions To change or edit the name of the loaded instructions (Maintenance Task/Safety Instructions Only): Click the Coordinator button and select the Edit Title option. Type or edit the instructions name or title to your liking. Click the OK button. Importing a Text File If you want to, you can create your instructions in other applications such as Windows Notepad, save the file as a text file, and then import it here.
Common Features Documents (Document Feature) Any maintenance department is sure to accumulate a wide variety of documents. Examples of these documents could be warranty information, information about your equipment, notes about your mechanics, and the list goes on and on. These documents can also be proven to be very important to the day-to-day operation of your maintenance department. For these reasons we have included the Documents feature.
Common Features You can create three different types of documents with this feature. One is a picture document, which can be GIF, JPG, BMP, WMF and ICO formats. The next type of documents can be the editor type. These editor type documents features the use of our built-in word processor. This word processor feature many professional features such as multiple fonts, colors, paragraph formatting, the use of tables and more.
Common Features Adding a New Document To create a new document: Move to the Documents Groups grid and select the group you want to assign your new document to. Click the Add New option in the Documents group. Move to the Document Name field and type in a descriptive name for your new document. Move to the Document Type area and select the type of document you are creating. With everything setup to your liking, move to and click the OK button.
Common Features Documents Types EDITOR DOCUMENTS The Documents Editor is the word processor that we have included with our applications to create, edit and view text type documents. To learn how to use this power feature please refer to the Word Processor chapter. PICTURE DOCUMENTS Picture documents make use of our Picture Viewer features. This feature is outlined elsewhere in this chapter. ATACHMENT DOCUMENTS When you create this type of document, you will be greeted by a File Open type dialog.
Common Features Where supported, you can attach a file by: Moving to the Detail View of the module you’re in. Click on the Attach or Attachments tab located near the bottom on the screen. Click on the Add New button. From the File Attachment screen move to and click on the Browse button to locate and point to the file you want to attach. Click the Open button. Click the Accept button.
Common Features Creating Barcodes The program allows for the creation of Barcode labels for the Equipment and Parts and Inventory modules. All the major barcodes are supported, as well as variety of formatting options. To create a bar code: Move to the appropriate module. Move to the Details tab by clicking on it. Move to the tabs near the lower part of the screen and click on the Barcode tab Enter the text you want to use with the barcode in the space provided.
Common Features Move to the Font drop down and select the font and type size you want to use. To show the description or caption on the label, place a checkmark on the Show Text Label checkbox. To have the label scaled for you, place a checkmark on the Scale Barcode checkbox. To change the rotation of the barcode, select an option from the Rotation drop drown list. Click the Use Barcode option to save the barcode to file.
Common Features E-Mail Composer The E-mail Composer is for writing and sending e-mails to vendors, other employees, or anyone you so choose. You can import text files with this editor, along with checking your spelling. To access the E-Mail composer from the Purchasing module: Move to the Purchasing main screen. Maintenance Coordinator Simplicity Software Technologies Inc.
Common Features Click on the Mail tab in the ribbon Then select one of the following options: o Send Approval o Quotation Request o Current Document o E-Mail Composer To access the E-Mail Composer from the Scheduler module: Click on the Go tab in the ribbon. Click on the Email Composer option. Setting Up an Account for the E-Mail Composer (THIS APLLIES TO PURCHASING MODULE ONLY) Before you can send e-mails with the E-Mail composer you must tell the program what e-mail account to use.
Common Features Writing an E-Mail with the E-Mail Composer To create and send a new e-mail message: Open the composer as outlined. Move to the Mail To text box and type in the complete e-mail address of the person you’re sending the e-mail to or click on the Recipient button in the ribbon and then either the Vendors or Employees option. o Select the recipient from those listed and click Select. Move to the Subject text box and enter a subject for your e-mail.
Common Features Budgets With the Maintenance Coordinator system you can setup three different types of budgets. The first is based on purchasing and purchase items accounts, and the other two are based on maintenance activities, using maintenance accounts or projects. To setup a budget: Move to the Budget screen. Move to the Expense Type drop down box and select the expense type you want to base your budget on.
Common Features Select a category from those listed and click the Select button. From the budget main screen, move to the Categories grid and select the category you want to base your budget on. Move to the various month fields and type in your budget for that month. Opening Saved Budgets To open saved budgets: Move to the Budget screen. Move to the Expense Type drop down box and select the expense type you want to base your budget on.
Common Features Printing the Current Budget To print the current Budget: Move to the Budget screen. Open the Budget you want to print. Click on the Current Budget option in the Reports group. Printing All Budget Categories To print all categories of a set of budgets: Move to the Budget screen. Move to the Expense Type drop down box and select the expense type you want to open your budget on. Move the Accounting Types drop down and select either the Accounts or Projects types.
Common Features Move to the Parts grid located to the right of your screen and click on the part you want to view. To insert the Part into a document, click the Select button. To view or edit information on the selected part click the Details tab. Edit information on the Details tab to your liking. Click Close when done. Adding new Parts to the Database Open the Parts database from one of the acceptable ways.
Common Features Open the File menu and select the Add New Part option. When asked if you want to add the new part to the selected group, click on the OK button. When prompted, enter the part number of your new part in the space provided and click Ok. The program will now search to see if there is a matching part number already in the database. Click on the Details tab. Move to and edit the various fields with the appropriate information on that new part.
Common Features Equipment and Machinery Lookup The following section will outline the use of the Equipment and Machinery lookup screen. This dialog screen is used throughout the application. To Select a Piece of Equipment Move to the Lookup tab. Move to the grid and select the item you wish to choose. Click on the Select button. To Add a Piece of Equipment Open the File menu and select the Add New option. Move to and click on the Details tab.
Common Features Move to the various fields and enter the information appropriate to that field. To ensure the information was written to the database, click the Post button. To Delete a Piece of Equipment Move to and click on the Lookup tab. Move to the grid and select the record that you want to delete. Open the File menu and select the Delete Record option. When prompted about the deletion, click the Yes button to proceed.
Common Features To Select an Employee Move to the Lookup tab. Move to the grid and select the name you wish to choose. Click on the Select button. To Add an Employee Open the File menu and select the Add New option. Move to and click on the Details tab. Move to the various fields and enter the information appropriate to that field. To ensure the information was written to the database, click the Post button. To Delete an Employee Move to and click on the Lookup tab.
Common Features Contact and Vendor Lookup The Vendor Lookup screen is used throughout the system to input or retrieve information on contacts. This information is primarily used with inventory, equipment and purchasing items. Selecting a Vendor from the Contacts Database To select a contact: Move to the far left Groups Name grid and select the group you think your contact belongs to. The Contact grid on the right will be sorted by whatever group you select.
Common Features To view or edit information on the selected contact click the Details tab. Edit information on the Details tab to your liking. Click Close when done. Adding new Contacts to the Database Open the Contact and Vendors database from one of the acceptable ways. If the group does not already exist that you want to assign the contact to, then you will need to create the group. Open the File menu and select the New Group option.
Common Features Chart and Graphs Designer The Charts and Graphs designer is used throughout the program to help you present graphical data. This designer was purchased by us as an add-in control and is very feature rich. To include and write about all the features of this control would require an additional manual all by itself. Lucky for us, the creator of this designer wrote an extensive help file that outlines all its many features.
Common Features To open the Chart designer for use with a Reports and Graphics module: Move to the Reports and Graphics module Click on the Charts – Graphics option in the toolbar. The chart designer will load automatically when used with the built in reports. The features of this powerful control remain unchanged no matter how it is accessed. Using the Chart Floating Menu The Chart Designer module is called a pop up or floating menu.
Common Features SERIESDATA POINT - Formats the fill and marker for an individual data point. SERIESDATA POINT LABEL - This option control the type and location of label on individual data points. Formats the font and layout of text, and formats the backdrop. AXISAXIS - The option is for future use. AXISLABEL - This option formats the axis labels and backdrops. AXISTITLE - This option is for future use.
Common Features Chart Data Grid Every chart must have a data grid associated with it. With Maintenance Coordinator there are actually two of these data grids available. One is associated with the reports module and the other is a dedicated grid for use with the Chart Designer. Our discussion will concentrate on the dedicated grid since it’s the more powerful of the two when creating charts from raw data. The other grid that was designed to take data from reports can still be used with raw data.
Common Features The following illustration shows the relationship between a data grid and a chart. When the grid is filled with random data you may want to start by resizing the grid to agree with your data. To Resize the Data Grid for the proper number of rolls and Columns you must: Double click on the ROWS field of the Editor dialog to select the current row value. Type in your new number. Use the Tab key to move to the COLUMNS field. Type in your new number.
Common Features The cell will display the new value once you either leave the cell or press Enter. Applying Data Grid Changes to the chart: You can apply the changes you have made by clicking on the APPLY command button. You can apply any changes you’ve made and exit the Data Grid Editor by clicking on the OK command button. You can exit the Data Grid Editor without applying changes by clicking on the CANCEL command button.
Common Features To Delete a Data Grid Row, you must: Use the mouse or Arrow keys to move to the desired cell location. Open the DELETE menu and select the ROW option. The entire data grid row will be deleted at that point, moving the row below the current cell up to the current position. To Delete a Data Grid Column, you must: Use the mouse or Arrow keys to move to the desired cell location. Open the DELETE menu and select the COLUMN option.
Common Features To Delete a Row of Data Grid Column Labels, you must: Use the mouse or Arrow keys to move to the desired column label location. Once your location is selected, move to the DELETE menu and choose the COLUMN LABEL option. The entire row of column labels will be deleted. Chart Wizard The Chart Wizard is a series of tabbed dialog screens that will guide you through the creation and modification of the charts.
Common Features To select a chart type you must: Click on the picture of the chart type of your choice. The Style Tab The Style Tab of the Chart Wizard allows the user to select the chart style that relates to the selected chart type. To select a chart style you must: Click on the picture of the chart style of your choice. Maintenance Coordinator Simplicity Software Technologies Inc.
Common Features Please note that the number and types of options you have on this screen will vary according the Type of chart you chose on the GALLERY tab. Once you have finished making you selection on the STYLE tab use the BACK or NEXT command buttons to continue the chart setup process. The Layout Tab The LAYOUT tab allows you to specify the Chart Title, Chart Footnote, Chart Legend Position, and whether the series data in the chart range should be charted along rows or columns.
Common Features To change the Chart legend, you must: Move to the CHART LEGEND drop down list and select the option of your choice. To change how data in a series is read, you must: Move to the SERIES DATA ALONG option button and click on the option of your choice. Maintenance Coordinator Simplicity Software Technologies Inc.
Common Features The Axes Tab This tab will allow you to enter the optional axes titles for all the axes on your chart. The preview on the tab will allow you to view your changes. To change the Chart axes, you must: o Move to the appropriate field and type or edit the text. When you are done setting up all your options using the Chart Wizard you must: o Click on the FINISH command button to apply your changes. Maintenance Coordinator Simplicity Software Technologies Inc.
Common Features Standard Work Orders Wizard Because this program is primary basic around maintenance operations, we allow the creation and editing of Standard, or Repair types of work orders throughout the system. One of the main way of working with work orders is with the Standard Work Orders Wizard. This feature will be outlined next To use the Standard Work Orders Wizard: Open the wizard by one of the approved methods. These methods can vary by module. Move to the General Setup tab.
Common Features The Date field indicate the creation date of this task. To change it, click on the … button adjacent to this field. Next select a new date from the pop-up calendar. Next click on the Lookup button next to the Equipment or Machine field. Select the equipment you want to assign to this task from the Equipment Lookup screen, and click on Select. Move to the Requested By field and type in your name.
Common Features Purchase Requisition Wizard The Purchasing Requisition Wizard can be found in the Purchasing and Receiving and Personal Manager modules. This wizard allows the user to create purchasing requisition for goods they need. To use the Purchasing Requisition Wizard: Open the wizard by one of the approved methods. These methods can vary by module. Move to the Originator tab by clicking on it.
Common Features Click on the Lookup button. Select the vendor you want to assign to this document, and click the Select button. Click the Move Next option or click the Materials tab. To add a stocked item for purchase: o Click on the Parts Lookup button. o Select the part from the Inventory Lookup screen and click the Select button o Move to the Qty field within the tab, and double-click to enter that field. Type in the quantity you need.
MAINTENANCE COORDINATOR SYSTEM
Security, Databases and Utility Modules Maintenance Coordinator Simplicity Software Technologies Inc 2
Security, Databases and Utility Modules Table of Contents Chapter Overview ............................................................................................................... 4 Logging into the Program ................................................................................................... 4 Re-Logging into the Program ............................................................................................. 5 Lost or Forgotten Passwords ...........................................
Security, Databases and Utility Modules Chapter Overview In this chapter we will be discussing the program security and database setups along with built in utility modules for automatically sending work order emails, backing up, and importing/exporting data. With the Maintenance Coordinator program you can setup different locations for your databases, such as putting them on a network. You can also regulate which areas or program modules your users have access to.
Security, Databases and Utility Modules To login to the program, please follow these steps: Start the program in your normal manner. When the Login screen appears, move to the User Name text field and type in the name your administrator has issued you. Move to the Password text field and type in your assigned password. Move to and click on the OK button. Re-Logging into the Program While the application is already running, you may wish to re-log into the program.
Security, Databases and Utility Modules Turning Password Protection On and Off To toggle password protection either on or off, you must: Log into the program as a user that has Administrator rights. From the Main Menu screen open the Admin drop down menu, and then select Users Accounts option. From the Users Accounts screen click on the Coordinator button and select the Toggle Password Protection option.
Security, Databases and Utility Modules Changing Your Own Password Once a user has logged into the program, and with password protection turned on, they can change their own individual password to anything they want. For a user to change their password: Ensure password protection has been turned on. Log in to the program and normal. Open the File menu and select the Change Your Password option Ensure your user name is in the User Name text box.
Security, Databases and Utility Modules User Setups – Creating a New User To create a new user: Start the program in your normal manner. When the Login screen appears, login as an administrator. From the Main Menu screen open the Admin drop down menu, and then select Users Accounts option. Click on the Add User option in the ribbon. This will give you a new user record to work with. Now click on the … button to the right of the User Name text field.
Security, Databases and Utility Modules Types in the user’s password in the box provided, and then click on the OK button. If you want to assign this user a personal database to be used with the Personal Planner module, move to and click on the … button to the right of the Personal D.B. text field. When the Database Setup dialog screen opens, find and locate the database file you want to assign to this user. Use this dialog as you would use any File Open type dialog found in windows.
Security, Databases and Utility Modules Allow Deleting Records A check here allows the user to delete or remove records within the module. Allow Report Viewing A check here allows the user to view and create reports from within the given module Allow Support Tools Removing the checkmark here will hide or disable many of the built-in support tool options.
Security, Databases and Utility Modules Deleting Users To delete a user from using the program: Start the program in your normal manner. When the Login screen appears, login as an administrator. Open the Admin drop down menu for the main menu of the program and select the User Accounts options Locate the user you wish to delete by using the data control. With the user record displayed, move to and click on the Remove User option in the ribbon.
Security, Databases and Utility Modules Optional databases for Add-on features Issues Database – This database stores production numbers, production issues and maintenance issues. Maintenance Services and Safety Management Database – This database stores information pertaining to the optional Maintenance Service and Safety management modules. To create a new database, please follow these steps: Start the program in your normal manner. Log in as an administrator.
Security, Databases and Utility Modules To setup your databases: Start the program in your normal manner. Log in as an administrator. Open the Admin drop down menu for the main menu of the program and select the Databases / Setup Database Path options Move to the Main Databases Setup tab. Now move to the Primary and Work Orders Database Path section and type in the complete path of this database.
Security, Databases and Utility Modules Use this File Open dialog as you would any File Open dialog found in Windows, locating the setup file you wish to open. Click on the Open button. Opening Different Databases at Startup Once you have saved various database setups as in the Database and Program Setting section, you can open one of these setups from the main menu of the application. This feature can come in handy for a variety of reasons.
Security, Databases and Utility Modules To install and use a network version on multiple computers first install Maintenance Coordinator on each computer access is require from, then setup the database paths to point to the location you have your databases installed. This must be done on each computer access is required. Backing Up Your Database It is highly recommended that you backup your database on regular bases. Database can become corrupt and unusable at times for a variety of reasons.
Security, Databases and Utility Modules The main menu module will close and the Database Backup / Copier screen will load. The program closes to ensure you’re not accessing any databases, as all users must be out of the program when backing up. Move to the Drives list and select the hard drive you want to backup to. Move to the Directories list and double click on the directory or directories (or folders) you want to backup to. The full backup path should be displayed in the Backup Path area.
Security, Databases and Utility Modules repair function will repair a database that was left invalid by an incomplete write operation. This can happen when an application quits unexpectedly because of a power failure or other computer hardware problems. To perform a compact/repair operation on an Access database: Start the program in your normal manner. Log in as an administrator. Open the Admin drop down menu and select the Databases – Backup Databases option.
Security, Databases and Utility Modules Work Orders Auto Email The Work Orders Auto Email feature is a small but extremely useful little utility. What it does is looks through the Work Orders database for tasks that are becoming due, and then emails the people responsible for the completion of these work orders a copy of the actual work order. This feature can be operated automatically when it is set to run in the background.
Security, Databases and Utility Modules Auto Email Setup Options You have a few setup options with the Auto Work Orders Email feature, to set these up: Log into Maintenance Coordinator as a user with Administrator rights. Open the Admin menu and select the Auto Work Orders Email option. Move to the Export File Format drop down, and select the format you want the email attachment, or Work Order document saved in.
Security, Databases and Utility Modules Import – Export Module The Import Module was designed to help our clients import information or data from existing software packages to ours. You can import from three popular file formats. These include Microsoft Access databases, Microsoft Excel 97 (BIFF8 format) and tab-delimited text files. We don’t expect that you’ll be able to import all information straight from one software package to another as each company has their own way of doing things.
Security, Databases and Utility Modules Import Database The Import Database function allows you to copy data from one Microsoft Access database to another Microsoft Access database. You first select and open the source database and a table to copy from, and then select the destination database and the table to copy to. Next you setup the field relationships of the two databases, then copy. To copy one database to a different database: Click on the Import Database button in the main toolbar.
Security, Databases and Utility Modules From the list click on Microsoft Jet 4.0 OLE DB Provider option. Click the Next button. Click on the … button adjacent to the Select or enter a database name text box. Browse to and select the database you want open. Click the OK button. Move to the Table to Copy From drop down list and select the database table you wish to copy data from. Click on the Connect to Database button found in the Destination Database section.
Security, Databases and Utility Modules Import Spreadsheet The Import Spreadsheet function allows you to import data from either an Excel 97, or a tab-delimited text file, and save the information into a Microsoft Access database. To import a spreadsheet: Click on the Import Spreadsheet button in the main toolbar. Click on the Browse command button in the Source Spreadsheet section. Locate and open the spreadsheet you want to use as the data source by using this familiar File Open type dialog.
Security, Databases and Utility Modules From the Data Link Properties dialog, move to the Provider tab by clicking on it. From the list click on Microsoft Jet 4.0 OLE DB Provider option. Click the Next button. Click on the … button adjacent to the Select or enter a database name text box. Browse to and select the database you want open. Click the OK button. Move to the Table to Copy To drop down list and select the database table you wish to copy data to.
Security, Databases and Utility Modules Open Database The Open Database function allows you to open a database and one of its tables. Once opened information can be edited directly within the grid, or the data can be exported to either a tab-delimited text file, or an Excel 97 compatible file. To open a database: Click on the Open Database button in the main toolbar. Click on the Connect to Database button in the Database Path and Table section.
Security, Databases and Utility Modules Browse to and select the database you want open. Click the OK button. Move to the Table to Open drop down list and select the database table you wish to view. To export the database: With the database and table already selected, move to and click on the View Database tab. Open the File menu and choose the Export option. Use this familiar dialog box to name the file, type of file, and the path to save the file. Click the Save button.
MAINTENANCE COORDINATOR SYSTEM
Word Processor Maintenance Coordinator Simplicity Software Technologies Inc.
Word Processor Table of Contents Editor / Word Processor Overview ..................................................................................... 5 Understanding the Ribbon’s Home Tab ............................................................................. 6 Understanding the Ribbon’s Insert Tab .............................................................................. 7 Understanding the Ribbon’s Table Tab ..............................................................................
Word Processor Spell Check ....................................................................................................................... 25 Maintenance Coordinator Simplicity Software Technologies Inc.
Word Processor Editor / Word Processor Overview We use the same Editor or Word Processor throughout all the modules. This way you only have to learn it once and then use it over and over again. The included word processor is very powerful and contains a What-You-See-IsWhat-You-Get editor environment. This word processor is used for all notes sections, used by our documents feature, used a standalone editor and is an integral part of the Procedures and Solutions module.
Word Processor Understanding the Ribbon’s Home Tab The following elements are found on the Editor’s Home tab, reading left to right and top to bottom by groups. Paste – Pastes clipboard text into the document at the current cursor location Cut – Removes selected text and places it into the clipboard. Copy – Copies selected text and places a copy of it into the clipboard Delete – Deletes selected text. Font dropdown – Both shows and sets the selection’s font.
Word Processor Full Justified – This sets the selected paragraph as fully justified. Paragraph Group Caption Button – Calls the format paragraph dialog screen. Spell Check – Checks the document for spelling errors. Thesaurus – Suggest other words for the selected word. Find – Finds text in the document. Replace – Replaces text in the document. Select All – Selects all text within the document.
Word Processor Table Options – Click for options. o Table Properties – Opens the table properties dialog (borders, colors, etc.). o Grid Lines – Toggles the display of table grid lines. Delete Options – Click for table deletion options. o Delete Table – Deletes the selected table. o Delete Column – Deletes the selected table column. o Delete Row- Deletes the selected table row. Select Options – Click for table selection options. o Select Table – Selects the entire table.
Word Processor Document Normal or Draft View – Displays the document in draft view mode. Pages View – Displays the document in page or printout view mode. Page Center – Displays the document in a centered page view mode. Control Characters – Toggles the display of control characters. Ruler – Toggles the display of the formatting ruler. Gridlines – Toggles the display of document grid lines. Zoom Factor – Sets the document display zoom factor.
Word Processor Import Document – Open To import a document from file, overwriting any information already loaded: Click on the Module button (Editor Icon) Select the Open option. Use the File Open dialog to locate the file, and select it. Click Open. Export Document - Save To export the currently loaded document: Click on the Module button (Editor Icon) Select the Save option. Move to the Save as File Type list box and select how you want the file exported.
Word Processor Print Preview To receive a print preview of your document: Open the File menu and click the Print Preview option. To zoom in or out of the preview use either the Zoom In or Zoom Out command buttons. To view two pages of the document at one time click the Two Pages command button. To scroll through the various pages of the document use the Previous and Next command buttons. To print the document from the Preview screen, click the Print button.
Word Processor Edit Functions The edit functions of cut, copy, paste and clear are all found under the Home tab and the Clipboard group. To cut, copy or clear text: Select the text you wish to work with. Open the Home tab and select the appropriate option in the Clipboard group. To paste text: Place your cursor in your document where you want the insertion to take place. Open the Home tab and select the Paste option.
Word Processor To cancel the search move to and click on the Cancel button. Replacing Text To find and then replace selected text within your notes document: Open the Home tab and select the Replace option. Type the word you wish to search for in the Find what text box. Type in your replacement text in the Replace With text box. To replace all occurrences of matching text move to and click on the Replace All command button.
Word Processor Page View With the Page View option your can view your document as pages with visual page breaks, as opposed to Normal view, or as one endless document. To switch the view to Page view: Click on the View tab and select the Page option in the Document Views group.
Word Processor Insert Image To insert an image into your document: Click in your document where you would like the insertion to take place. Click on the Image option on the Insert tab. Move to the Files of Type drop down and select the graphic format of the image you want to insert. Use the other controls of this dialog to locate and select the graphic of your choice. Click Open.
Word Processor Insert Date To insert the current date into your document: Click in your document where you would like the insertion to take place. Click on the Current Date option on the Insert tab. Insert Symbol To insert a special character into your document: Click in your document where you would like the insertion to take place. Click on the Symbol option on the Insert tab. Move to the list box near the top, and select the name of the Font that holds the character you want to insert.
Word Processor Format Character To change or set the font: Select the text to be formatted or place your cursor within the document where you wish the new formatting to begin. Move to the Home tab and click on the Group Caption button icon in the Font group. Setup the options available on this dialog as you would to similar dialogues found in Windows. Click Ok. Maintenance Coordinator Simplicity Software Technologies Inc.
Word Processor Format Paragraph You can setup the formatting characteristics of selected paragraphs: Select the text to be formatted or place your cursor within the document where you wish to begin the new formatting. Move to the Home tab and click on the Paragraph Group Caption button in the Paragraph group. Move to the various formatting elements found on this screen. You can change the line spacing, paragraph indents, alignment and distances for the selected paragraph.
Word Processor Click on the color of your choice by clicking on it. Click Ok. Back Color To setup the background color: Select the text to be formatted or place your cursor within the document where you wish to begin the new formatting. Move to the Home tab and click on the Back Color icon in the Font group. Click on the color of your choice by clicking on it Click Ok.
Word Processor Select the text to be formatted or place your cursor within the document where you wish to begin the new formatting. Click on the Home tab and select the Bullet icon in the ribbon. Move to the Bulleted/Numbered section and select the formatting option of your choice. Other options on this screen will become available depending on your choice.
Word Processor Decrease Bullet Level To decrease the level or tab position of your bullets: Select the text to be formatted or place your cursor within the document where you wish the new formatting to begin. Click on the Home tab and select the Increase Level icon. Insert Table To insert a table into your document: Click in your document at the position that you want the insertion to take place. Move to the Insert tab if not already there.
Word Processor In the Table Insert group select either the Column Left or Column Right options. Inserting Rows to an Existing Table To insert an additional row into an existing table: Place your cursor within the table where you want to make the insertion at. Move to the Table tab. In the Table Insert group select either the Row Above or Row Below options. Deleting a Table To delete an existing table: Click anywhere in the table you want to delete and select it.
Word Processor Deleting a Table Row To delete a row from an existing table: Click in the row you want to remove. Click on the Table tab to select it in the ribbon. In the Table group select the Delete option followed by Delete Row option. Selecting an Entire Table To select an entire table: Click anywhere in the table you want to select. Click on the Table tab to select it in the ribbon. In the Table group select the Select option followed by Select Table.
Word Processor Toggling the Display of Table Grid Lines To toggle the display of table grid lines: Click on the Table tab to select it in the ribbon. In the Table group select the Table option followed by Show Grid Lines choice. Setting up a Tables Properties To format a table: Select the cells within the table that you want to change the formatting on. This can be the entire table or just one or two cells. In the Table group select the Table option followed by Table Properties choice.
Word Processor Open the dropdown list found in this section, and select the color you want to use. To setup the text distance from the frame within the selected cells, change the values in the Text Distances area of the screen. Click Ok. Spell Check To spell check your document: Click on the Home tab in the ribbon to select it. Click on the Spelling option in the Tools group. Follow the directions found in the Fundamentals chapter for more information on using the spell check option.
Word Processor Maintenance Coordinator Simplicity Software Technologies Inc.
MAINTENANCE COORDINATOR SYSTEM
Maintenance Scheduler Maintenance Coordinator Simplicity Software Technologies Inc.
Maintenance Scheduler Table of Contents Overview ............................................................................................................................. 7 Work Orders Setup ............................................................................................................. 8 Work Order Creation Wizard............................................................................................ 12 Creating a New Work Order .........................................................
Maintenance Scheduler Setting Up a P.M. Group................................................................................................... 42 Deleting a P.M. Group ...................................................................................................... 43 Rescheduling with P.M. Groups ....................................................................................... 44 Setting the Status of PM Group Members ........................................................................
Maintenance Scheduler To Print a Blank Month Calendar ..................................................................................... 71 Print a Single Work Order from the Month Calendar....................................................... 71 Maintenance Documents ................................................................................................... 71 Adding Task, Safety or Comments Instructions ...............................................................
Maintenance Scheduler Maintenance Coordinator Simplicity Software Technologies Inc.
Maintenance Scheduler Overview The Maintenance Scheduler module is the heart of all CMMS type programs, and you’ll find ours to be extremely powerful, feature rich, and easy to use. The Maintenance Scheduler module was designed to handle all work order types. These include recurring and single shot, or repair types of work orders. RECURRING TYPES (Default): Full Planned Maintenance - This task indicator specifies a full-blown planned maintenance type task.
Maintenance Scheduler REPAIR, SINGLE-SHOT TYPES (Default): Imminent Danger Safety Hazard Safety Concern Standard Work Orders One of the most valuable features of this module is found in its ability to create and use recurring type tasks. Once a task has been setup the program will handle the responsibility of keeping track of when the task is next due to be performed, and will schedule it accordingly, and automatically.
Maintenance Scheduler Days in Advance to Generate Work Orders – To help keep the database at a reasonable size, we allow you to specify how many days in advance to generate or display work orders. Allow the Automatic Printing of Work Orders – Selecting this option allows a notice to popup when you first open the program. This will notify you about work orders due today, and gives you the chance to print them from the pop up.
Maintenance Scheduler View Options This tab lets you setup the following options: Table View Options – The Show Table/Grid Only option displays only the table on the lookup tab. Show Classes Tree Only option will only display the classification tree on the lookup tab. The 'Show both Above' option displays both the Table and the Classes tree. Recurring WO Select the options on this tab that you want printed on your recurring types of work order documents.
Maintenance Scheduler Work Orders User Defined Fields – This allows you to specify the default user defined fields’ titles that will be filled in for you when a new work order is created. You can change them on the original work order at any time. Print User Defined Fields – Placing a checkmark here will cause the user-defined fields to show up on the printed document. Use Custom Comments – Placing a checkmark here will cause the program to use your custom Comments Section title.
Maintenance Scheduler Move to the various fields on this tab and edit the name to whatever you want. The flags displayed here indicates the legend used within the tree view control of the Scheduler’s Lookup View tab. Work Order Creation Wizard In this section we will create a new work order and at the same time explain the use of the Work Orders Creation Wizard. The Work Order Creation Wizard is used in various parts of this module, and follows the same guidelines no matter where used. 1.
Maintenance Scheduler Something like “Monthly PM of Compressor 1 Control Panel” maybe appropriate here. This field will accept up to 100 characters. 4. The Task ID field has already been filled in for you. You have the option of changing this if you would like. Click Next. 5. Now you should be on the Task Type tab. Move to and select the task type assignment of your choice here. You have 3 planned maintenance types (normally recurring), and 4 standard work order types (normally single shot tasks).
Maintenance Scheduler 13. You should now be on the Recurring tab. Move to the Frequency drop down list and select an appropriate frequency indicator for this task. Since we named this task as a “Month PM” we have a couple of legitimate choices here. We could choose Monthly or Every XX Weeks. For this example click on the Every XX Weeks text. 14. Move to the Every XX Criteria text box and type in the number 4. This task is now setup to regenerate itself every 4 weeks. 15.
Maintenance Scheduler 22. Click the Next command button to move to the Assignments tab. 23. Click on the … command button within the Machine Assignment section. 24. Click on the machine description that you want this work order to be assign to from within the grid. 25. Click the Select command button. 26. Click the … command button within the Classification Assignment section. 27. Click on the description of the class that you want to use from those within the list.
Maintenance Scheduler 34. Click the safety instructions you want to use with this work order from those listed within the grid. 35. Click the Accept command button. 36. Repeat the above steps for the Planned Maintenance Instructions. 37. Click the Save and Close button in the ribbon and you have just created a PM type work order. Creating a New Work Order To create a new work order: From the Home page of the ribbon, click on the Add New Record option.
Maintenance Scheduler Move to and click on the Check button adjacent to this field. The program will then inform you as to whether a matching identifier was found. Understanding the Scheduler Tabs In this section we will explore each tab of the Maintenance Scheduler module and discuss the function of each element on that tab. Lookup View This tab helps in locating tasks by grouping and sorting work orders. All the tasks in the current sort are located here.
Maintenance Scheduler When the Classification Tree is displayed, you can also select a work order by first clicking on the folder icon that contains the work order and then clicking on the work order itself. Using Classification Assignments and the Classes Tree can help streamline item lookup. Sorting and Filtering the Database You have a couple of sort and filtering options available to help you better manage the tasks or work orders found on the Lookup tab.
Maintenance Scheduler Details Tab Under the Details tab you can setup your scheduling information, equipment, classification assignments, mechanic resources and other task specifics. Task Types When creating or editing a task setup, this area allows for the specification of the task type. You can change or assign different task types by clicking on the proper task type description from the pull down list.
Maintenance Scheduler 50,000-mile tune-up on an automobile, for example, or perhaps a compressor maintenance procedure that needs to be performed. Mini - Planned Maintenance - This type of assignment is almost exactly the same as a Full PM. The difference is maybe that a full PM may last up to 8 hours or so, while this one could be for maybe half of that time or less. Using the automobile example above, this task may only be an oil change, as compared to a full tune-up.
Maintenance Scheduler Scheduling This area sets up the task scheduling criteria. This section needs not to be filled in manually when the task has been assigned to a PM group. Move to the Scheduling section. Date Scheduled - This area specifies the date that this task was first scheduled. You can change the date here by clicking the … button adjacent to this field, then selecting the new date from within the popup calendar.
Maintenance Scheduler Recurring Tasks The section allows the setup of repeating criteria for work orders of the recurring types. These include Planned Maintenance, and the other 2 top most types of tasks. Like the Scheduling section, this information does not require manual setup if the task has assigned to a PM group. Move to the Recurring Setup section. Frequency - This drop down list setups the recurring frequency of the task.
Maintenance Scheduler If you want to have the program wait until this task is completed before generating a new task, place a checkmark in the Generate New When Done checkbox. To toggle the value of the Do Not Generate New Task checkbox open the File menu and select the Change Do Not Generate New Task option. Machine or Equipment Assignment This section allows you to assign the task or work or to a piece of equipment.
Maintenance Scheduler Move to the Machine Assignment section and click on the… command button. Click on the machine you want to use from the displayed grid. Click Select. Assigning to a Client and their Equipment Note: This feature is only available when licensed to use the Maintenance Services add-on module.
Maintenance Scheduler Click the Select command button. Classification Assignments Classifications are much like a user defined field and should be used in such a way that makes the most sense to your organization. Valid classifications could describe a production line, property, building, a client, or any other way you would like to group your work orders. Classifications or classes help group tasks for reporting and viewing purposes.
Maintenance Scheduler Specifying Account and Project Assignments You can assign Account and Project Assignment to work orders. This comes in handy with reports and other related information. To specify Account or Projects: Click on the Assignments tab located near the bottom on the screen. Move to and click on the … button adjacent to the field you want to make an assignment to. Select the assignment for this Quick Entry type dialog box. Click on the Select button.
Maintenance Scheduler Repeat the above steps until you have added all parts and materials you want to the current work order. Removing Parts and Materials from Work Orders To remove a part from the current work order: Move to the Details tab by clicking on it. Click on the Assignments tab near the bottom of the screen. Click on the Edit Work Orders Parts button Move to the grid and click on the part you wish to remove. Click Remove Part. Answer Yes to the prompt.
Maintenance Scheduler Click on the Assignments tab near the bottom of the screen. Click on the Edit Work Orders Parts button Move to the grid and click on the part you wish to record information on. Move to the Quantities section and click in the Qty Used text box. Type in the actual quantity that was used for the selected part. Repeat the above steps for each part used.
Maintenance Scheduler Click on the resource you want to add by clicking on them from within the grid. Click Select. Repeat the above steps for each additional resource you want to add. Note: You can check to see if the mechanic is available to perform the task by clicking on the Schedule tab of the Employees lookup screen. Removing Labor To remove a resource from a task: Move to the Details tab by clicking on it. Click on the Assignments tab near the bottom of the screen.
Maintenance Scheduler Recording Labor Actually Work To record the time your labor actually worked on the completion of a task: Move to the Details tab by clicking on it. Click on the Assignments tab near the bottom of the screen. Click on the Edit Work Orders Labor button. Move to the displayed grid, and click on the resource you wish to record the information on. Click in the Enter Actual Time Worked field to select it.
Maintenance Scheduler Automatic Email of Work Orders To allow the program to use the automatic email feature for work orders, you must tell it to do so. To allow auto email of a work order: Click on the Options tab located near the bottom on the screen of the Details view of the Scheduler. Place a checkmark in the Use Auto Email Feature checkbox.
Maintenance Scheduler Work Order Attachments For information about the Attachments Feature please refer to the Common Features chapter. Work Order Audits Overview With Work Order Audits you can attach an audit list to the end of work orders. These audits can be a requirement of in-house personnel or from your customers. Possible audit items could be a check list to see if any tools were left in the work area, was welding performed, was the area inspected and so on. Audit lists require a few steps.
Maintenance Scheduler Repeat the above two steps for each question you want to assign to the selected group. Click the Close button in the toolbar when done. Assigning an Audit List to a Work Order To assign an audit list to a work order: Open the Maintenance Scheduler module. Locate and select the work order you want to add an audit list to. Click on the Details tab. Near the bottom of the screen, click on the Audits tab. Click on the Select button in the Audit Assignment section.
Maintenance Scheduler Task Instructions This section allows you to select and setup instructions for recurring type tasks. These tasks would be where you could use the same set of instructions for a variety of machines. For example, let's say you have various production lines that use the same type of gearboxes. Instead of writing separate instructions for each gearbox, or lines, you would just reuse the same instructions over and over.
Maintenance Scheduler To select instructions: Click on the Lookup button. Highlight the instruction's description from within the list by clicking on it. Click the Select button. You can setup three sets of instructions for any given task. This can be useful when you wish to schedule separate tasks that need completion at the same time, such as grouping a weekly, monthly, and quarterly PM together.
Maintenance Scheduler discussed. The difference however is that you can include only one set of safety instruction per task. Comments for PMs – Task Instructions for Standard Work Orders This section when used with PMs and Change Over type tasks is used to add comments to the work orders. These comments could be almost anything in nature, such as special instructions or precautions.
Maintenance Scheduler Status Tab On the Status tab you can record the current status of the selected work order, record completion information, and record the costs occurred performing the task. Completion Information Use this section to record information about the completion of the currently selected task. To record completion information: Move to the Completion Information section and click on the … command button adjacent to the Date Completed field.
Maintenance Scheduler Select the date that the task was completed from within the popup calendar and click on Select Date. Click on the … button adjacent to the Completed By field. Click on the name of the person to be credited for completing this task from within the displayed grid. Click Select. Click on the … command button next to the Inspected By field. Click on the name of the person who inspected the completion of this task from the displayed grid. Click Select.
Maintenance Scheduler Move to the Task Status section and select the appropriate indicator from the drop down list by clicking on it. Costs This section will assist you in calculating the total costs involved with the completion of this work order. This is used in reports and can also assist you in charging clients, when such is applicable. The cost of a work order is broken down into the following elements: Total Labor Costs – This refers to the labor setup on the Labor tab.
Maintenance Scheduler To use the Complete button: Move to the Status tab by clicking on it. Click the Complete button. From the Resources tab click on the two buttons here and record the appropriate information. These two dialogs where outlined earlier. Next move to the Completion Notes tab by clicking on it, or clicking on the Next button. Record your completion notes in the space provided.
Maintenance Scheduler Setup or select the various options of this tab. Click on the OK button when done. PM Groups Many of you may find the PM Group feature to be very useful, especially if you have sets of machines or equipment that need servicing at the same time. You may find it an even greater value if you are required to reschedule these tasks on regular bases, as to meet production demands for example.
Maintenance Scheduler Setting Up a P.M. Group The first step in using a PM group is to setup one, and we'll explain this procedure next. Click the PM Groups option in the Go page of the ribbon. From the PM Groups screen click Add option. Move to the Group Title field and type in a brief, but descriptive title for this PM group. This field can be up to 40 characters in length. Move to the Scheduling section and setup the task scheduling criteria. The fields in this section are outlined below.
Maintenance Scheduler o Schedule Start - This field specifies the date work should commence on the task. Change this date by double clicking on the field with your left mouse button. o Schedule End - This field should indicate the date you expect the work on the task to be completed. Change the date by double clicking. o Start Time - This field should show the scheduled starting time of the task. Change this time by clicking on the arrow and selecting a new time from within the list.
Maintenance Scheduler Rescheduling with P.M. Groups With PM Groups you can reschedule tasks that belong to that group, and that meet certain criteria. The criteria for task rescheduling is that the tasks must have the same scheduled start date as a start date that you specify. All other tasks in the database with a different scheduled starting date will be ignored, even if they belong to the group.
Maintenance Scheduler Move to both the New Schedule Start and New Schedule End date fields and enter the appropriate information. Click on the Update Now button found in that section. Next you'll be greeted with a Reschedule Group dialog screen. If you wish to continue with the rescheduling operation move to and click on the Yes command button. If you do not want to continue with the rescheduling procedure, click either the No or Cancel command buttons.
Maintenance Scheduler Scheduling by Meter With the scheduler module you can have new recurring tasks scheduled by meter, hours or odometer readings. This comes in handy for a variety of reasons such as scheduling equipment maintenance after so many hours or miles have past. To schedule by meter: Move to the Details tab. Move to the Recurring Setup section. Select the recurring frequency of Every XX units.
Maintenance Scheduler The “Do Not Generate New Task” flag has NOT been set. When a new work order is created the new task will have a scheduled start date 2 years in advance of the date it was created. This is to prevent the task from showing up in the default sorts, and from being reported as being past due. When the Equipment meter value reaches or exceeds the Next Meter value the schedule start date will be changed to the date this information was first realized.
Maintenance Scheduler Move to the Classification Assignment section and click on the … button. To create a new classification click Add New. Next a dialog screen will appear prompting you for the name of the new classification assignment. Type this information in the box provided. This field can contain any combination of text characters and numbers, and be a maximum length of 40 characters.
Maintenance Scheduler Editing Recurring Tasks The program is designed to allow users to create recurring tasks or work orders. These tasks regenerate themselves from previously created tasks, copying all the fields of the previous task to the new task or work order. Only the schedule dates are changed in the new tasks (or next meter value, as the case may be). To change or delete a task in the database you need to find the tasks that have NOT yet regenerated themselves.
Maintenance Scheduler Repair Codes With repair you can have both universal repair codes, and machine specific repair codes. With the universal codes you can assign the same code to every work order regardless of the machine assignment. Examples here may be Normal Maintenance, Scheduled Downtime, etc. Machine specific codes can be more specific to what was done, and the list will change according to the equipment assigned to the work order.
Maintenance Scheduler Maintenance Personnel – Employees Database If you want to assign tasks to specific mechanics, or other personnel, you will need to use the built in Maintenance Personnel option. This option builds a database of names that can be used in the following tasks fields: Personnel Assignments, Work Requested By, Completed By and Inspected By. This feature also allows you to print a list of Maintenance Personnel that includes their names, position, home phone numbers and pager numbers.
Maintenance Scheduler Adding Records to the Maintenance Personnel List To add mechanics and other personnel to the Maintenance Personnel list: Click Support Tools in the Shortcut bar, then click Mechanics or open the Go page and select the Mechanics option. Open the File drop down menu and click Add New option in the ribbon. Move to the Details tab by clicking it. Move to the various fields and type in the appropriate information for that field.
Maintenance Scheduler Generating Tasks Whenever the program executes one of the generate tasks routines it looks for tasks that meet the following criteria. A scheduled starting date that falls within the generating range, and/or falls behind today's date. The ‘Do Not Generate New Task’ flag has not been set. A recurring frequency has been setup. The task has been assigned as a recurring type.
Maintenance Scheduler Select the ending date for your tasks date range from within this calendar, and the click Select Date. Click the OK command button and the program will generate all tasks that fall within the date range you have just setup Next the Generated Work Orders screen will be displayed. From here you have a couple of options in the printing of tasks. To print all the tasks generated just move to and click on the Print All option in the ribbon.
Maintenance Scheduler Generate by Classification To generate a range of tasks to be printed by Classification assignment, please follow these steps: . From the Home page of the ribbon and select Generate by Classes option. From the Select Task Dates screen, move to and click on the … command button adjacent to the Start Date field. Select the Start Date range from within this calendar, and click Select Date. Move to and click on the … command button adjacent to the End Date field.
Maintenance Scheduler Print Previewing the Current Work Order To preview the currently selected work order: From the Home page of the ribbon select the Preview Record option. From the Print Preview screen, click the Print button. Printing the Main Lookup View Grid You can print the main grid or table that’s located on the Lookup tab of the Scheduler. To print the main grid and all its information: Sort or filter the database to your liking.
Maintenance Scheduler Saving the Work Orders to History You can save a summary of any work order with a machine assigned to it to the machine or equipment’s history log. This is an extremely useful feature as you can maintain a complete maintenance history on your equipment. This history record will be maintained even if the associated work order has been deleted or archived. The program also copies task completion notes to this history record for you automatically.
Maintenance Scheduler Deleting a Work Order To delete a work order from the database: Locate the work order you want to delete. Move to the Home page in the ribbon and select the Delete Record option. When prompted, click the Yes button. IMPORTANT NOTE: Once a task has been deleted it’s gone forever. If it’s a recurring type task and the program has not already generated a new task for it, this functionality will also be lost.
Maintenance Scheduler Emailing the Work Order To email a work order: Select the work order document you want to email from within the database. Open the Work Orders page in the ribbon and the Email W.O. option. Type in or select the person’s email address in the Mail To text box. Click the Send button. For more information about the Email Composer please refer to the Common Features chapter. Accessing the Email Composer To access the email composer: Open the Go page in the ribbon.
Maintenance Scheduler Open the Filters page in the ribbon and move to the Assignments group. Click on the Mechanics option. From the Employees Lookup screen, select the mechanic you want to base your filter on. The database is searched for this mechanics in the three personnel assignments fields. Once the employee is selected, click on the Select button. To restore the database back to its normal sort, click the Refresh button on the Lookup tab.
Maintenance Scheduler Other Sort and Filter Options Besides from the options available on the Lookup tab, you have other sort/filter options found under the Filters page in the ribbon. These options are useful when you want to sort or filter the database by specific criteria. To use one of the above sort options: Open the Filters page in the ribbon and select the option of your choice.
Maintenance Scheduler Click Find First. To find additional matches to your search: Move to the Home tab in the ribbon and click on the Find Next option or, press F3. Time Tracker This section will outline the use of the Time Tracker feature where you can record and report on Mechanics time spend on work orders and other activities. To record a Mechanics Time: From the Maintenance Scheduler module move to the ribbon and click on the ‘Go’ option.
Maintenance Scheduler Move to the ‘Specifics’ area and enter the appropriate information for this record. To assigns a work order and insert the Work Order description click on the ‘Select Work Order’ button (optional). Select a work order and click select. To ensure your information is saved correctly move off the record using the data control or click refresh. To View Records Assigned to Mechanics Move to and click on ‘Select Mechanic’ to select an employee to view information on.
Maintenance Scheduler Move to the various fields of this dialog and setup the appropriate information. The ‘Group By’ allows for the creation and layout of a couple of different kinds of reports. Click on the ‘OK’ button to create and preview the report. Maintenance Coordinator Simplicity Software Technologies Inc.
Maintenance Scheduler Using the Tasks Planner Option With the Tasks Planner option you can display and print the maintenance schedule for an entire month, create and edit existing tasks and export a copy of the planner to Excel. To access the Task Planner screen: Click on the Task Planner option in the shortcut toolbar or from the Go page in the ribbon. Print the Planner Schedule To print the planner schedule: From the Tasks Planner screen move to and click on the Print option in the ribbon.
Maintenance Scheduler Printing a Single Task with the Planner To print a single work order using the Task Planner: Move to the Tasks Planner screen. Select the task you want to print from those found in the planner’s grid. Click on the Print Task option in the ribbon. Creating a New Work Order with the Planner To create a new task or work order using the Task Planner: Move to the Tasks Planner screen. Click on the Add New option in the ribbon. Create your task using the Work Order Wizard.
Maintenance Scheduler Exporting with Tasks Planner To export or save the Tasks Planner screen to be read by another (supported) program, please follow these steps: From the Tasks Planner screen move to and click on the Export option in the ribbon. This will bring up the Save Schedule dialog screen. Use this dialog as you would use any normal "Save As" dialog. Select the save path and directory.
Maintenance Scheduler Tasks Calendar Everyone is different, and we all have our own preferences on how we like to do things, for this reason we have added the Tasks Calendar to our list of Work Order management tools. With this option you can create and edit tasks, view tasks in day, week, work week and month views. You can also any of these views, along with a blank month calendar that you can fill in yourself.
Maintenance Scheduler Move to the Calendar View Options group in the ribbon and select the option of your choice. Creating a Work Order with the Tasks Calendar To create a new task or work order using the Tasks Calendar: Move to the Tasks Calendar screen. Select a blank time slot within the calendar. Either double-click in this time slot or click on the Add New button in the ribbon. When asked about creating a new work order, click the Yes button. Create your task using the Work Order Wizard.
Maintenance Scheduler Printing the Current Tasks Calendar Schedule To print the current schedule as currently viewed: Select the view option of your choice. Click on the Schedule option in the ribbon’s Print Options group. Setup the options on the Calendar Page Setup dialog screen to reflect your preferences. Click the OK button. Click the Print button from the Print Preview screen. Maintenance Coordinator Simplicity Software Technologies Inc.
Maintenance Scheduler To Print a Blank Month Calendar To print a blank calendar: Move to and open the Tasks Calendar option. Click on the Blank Calendar option in the ribbon’s Print Options group. Once the calendar loads, open the File menu and select how you want to print the calendar. Options are Print B&W or Print Color. To scroll through the months: Click on the Forward or Backwards arrows.
Maintenance Scheduler Adding Task, Safety or Comments Instructions For recurring type tasks we have provided a way of creating and then reusing multiple sets of task instructions, or work to be performed instructions. Once created the same set of instructions can be used over and over again and assigned to multiple work orders. This saves you time as you do not have to rewrite instructions for common tasks.
Maintenance Scheduler Create a New Archive Database As you continue to use this application, your database is sure to grow in size. As a database grows too large there can be performance issues as far as speed, and problems with the data itself. For these reasons it is highly recommended that you remove data from the database in regular intervals. Either deleting older records or archiving them to an external database can do this for you.
Maintenance Scheduler Click on the Module button and move over the Databases option. Click the Archive Database option. Move to the Date Range section and click on the … button adjacent to the Start Date field. Select the start date for your archive from within this calendar. Click on the Select Date button. Repeat the above step for the End Date field. All tasks that fall between these two date ranges will be selected for archiving.
Maintenance Scheduler To restore all records from archive: Click on the Module button and move over the Databases option. Click the Restore Database option. Move to the Restore Options section and click on the Restore All radio button. Move to the Archive Database path section and click the Connection button. From the Data Link Properties dialog, move to the Provider tab by clicking on it. From the list click on Microsoft Jet 4.0 OLE DB Provider option. Click the Next button.
Maintenance Scheduler Move to the Restore Date Ranges section and click on the … command button adjacent to the Start Date field. Select the start date range for your restore from the calendar and click on the Select Date button. Repeat the above 2 steps for the End Date field to setup the ending date of the restore range. Move to the Archive Database path section and click the Connection button. From the Data Link Properties dialog, move to the Provider tab by clicking on it.
Maintenance Scheduler Deleting a Date Range of Work Orders To permanently remove a date range of work orders from the database: Click on the Module button and move over the Databases option. Click the Delete Date Range option. Select the ending date for this completion from the calendar, and click the Select Date button. All task that fall on or before this date will be permanently removed from the database.
Maintenance Scheduler Next you need to choose the status indictors for the report wizard. Options here include the following: o View All - This status indicator will select all tasks no matter what their status. o All Open - This indicator will select all open tasks. This includes task with the Ready and On Hold status. o Ready - This indicator will only select those tasks that have a status setup of Ready. o On Hold - This indicator will only select those tasks that have a status setup of On Hold.
Maintenance Scheduler To select only those tasks that are assigned to a specific Classification, move to and click on the SELECT CLASS command button. This will display the Classifications Assignments screen. Next move to the list of classifications and select the class of your choice by clicking on. Next click on the SELECT command button to insert this class into the wizard.
Maintenance Scheduler Once the wizard has been fully setup to your liking, move to and click on the Create Report button to generate the report. Work Orders Cost Wizard Report The Work Orders Cost Report allows you to analyze the costs associated with your work orders. The report can be used on certain types of work orders, only certain machines, certain classes, including any combination of the above.
Maintenance Scheduler To specify the date ranges of your report move to the Date Ranges section and click on the … command button adjacent to the Start Date field. Select the starting date of your report date range from within this calendar. Click Select Date. Repeat the above step for the End Date field. To use the specified date range, remove the check from the Include All Dates checkbox. To include all dates in your report, ensure this checkbox is checked.
Maintenance Scheduler Work Orders Down Time Report The Down Time Report Wizard allows you to run a report on a machine or machines down time. This report allows you to specify date ranges and other criteria for some fairly custom reporting. To use the Down Time Report Wizard: Open the Reports page in the ribbon and click on the Main Wizards option. Click on the Downtime Wizard option.
Maintenance Scheduler Work Order Details Report This report is based on the currently selected work order and will provide detailed information about the work order. This includes work order scheduling, assignments, materials list, total cost and more. To create a Work Order Details Report: Locate and make current the work order you want to base your report on. Open the Reports page in the ribbon and click on the Current W.O. option. Click on the Work Order. Details option.
Maintenance Scheduler Open the Reports page in the ribbon and click on the Current W.O. option. Click on the Estimated Costs option. Work Orders Completion Analysis Report The Work Orders Completion Analysis Reports look at all work orders that are completed in a given time frame, and then breaks down this information as to the total number of different work orders types that were completed, and the percentage of these types that where completed on time or late.
Maintenance Scheduler Open the Reports page in the ribbon and click on the Completed WOs option. Click on the Repair Codes Report option. Click on the … button adjacent to Equipment Assignment Selection field. Click on the equipment you want to base your report on from those listed and click on the Select option in the ribbon. Click on the … button adjacent to Repair Code Selection field.
Maintenance Scheduler Completion Summary Report The Completion Summary Report groups the report by dates and then reports on the following: Date Completed Equipment Reason for Outage Labor Hours Downtime Labor Costs Other Costs Total Costs To create a Completion Summary Report: Open the Reports page in the ribbon and click on the Summary Reports option. Click on the Completion Summary option. Move to the various section and setup you’re the report criteria to your liking.
Maintenance Scheduler Projected Work Orders Costs Report The Projected Work Orders Cost Report allows you to analyze the costs associated with your work orders. The report can be used on certain types of work orders, only certain accounts, certain classes, and other criteria. You also have a different options available as how the information is grouped, such as by months, quarters, and so.
Maintenance Scheduler To specify which equipment to report on, move to the Equipment / Machines sections and click on the Select Equip button. Select the equipment you want to base your report on by clicking from within the installed grid. Click Select. To base your report on all equipment, click on the All Equipment button in the Equipment / Machines section. Repeat the above couple of steps for the Account and Project sections.
Maintenance Scheduler Closed Work Orders by Mechanic Report The Closed Work Orders by Mechanic reports allows you create a report on all completed work orders for a given mechanic or employee. To create an Closed Work Orders by Mechanic Report: Open the Reports page in the ribbon and click on the Labor Resources option. Click on the Closed by Mechanic option. From the Mechanic Lookup screen, click on the mechanic that you want to base your report on. Click on the Select button.
Maintenance Scheduler Move the Date Ranges section and setup the date range you want to base your report on. Click on the OK button. Actual Man Hours Used Report The Actual Man Hours Used Report will return information on closed work orders, and the man hours actually used are recorded for their completion. Included in the report are descriptions of the closed tasks, the projected, actual and difference in the hours needed in their completion.
Maintenance Scheduler Charts and Graphs There are a few charts and graphs available on work orders. These routines use the same report wizards that are available to the normal reports, so please refer to appropriate reports on how to use them. To create a chart on work orders: Click on the Graphs page in the ribbon. Select the option that best descriptions what you want to report on. For more information about the Charts Designer please refer to the Common Features chapter.
Maintenance Scheduler Maintenance Coordinator Simplicity Software Technologies Inc.
MAINTENANCE COORDINATOR SYSTEM
Work Orders Maintenance Coordinator Simplicity Software Technologies Inc.
Work Orders Table of Contents Overview ............................................................................................................................. 4 Sample Work Order System ............................................................................................... 5 Understanding the Work Orders Tabs ................................................................................ 5 Lookup View ............................................................................................
Work Orders Overview This module is designed for use with standard work orders, which includes three safety related types. We believe you'll find this module much easier to use for these types of work orders than the Maintenance Scheduler module. This module is ideal for use as a Work Orders Request module. It’s possible to give the user access to just this module if wanted.
Work Orders Sample Work Order System The following flow chart illustrates a possible work order system that can be used with this module. This system will work best if you are able to make this module available to all employees that write work orders. Some of the advantages to this system compared to a paper system lie in the easy tracking of work orders, and there used in a variety of reports. You can print reports based on these work orders by open items, closed items, pre-maintenance reports and more.
Work Orders Lookup View This is a lot like a lookup table. All work orders in the current sort will be located here. To select a work order simply move to the grid and click on the record of your choice. Once selected you can move to the other tabs and edit the selected task. Maintenance Coordinator Simplicity Software Technologies Inc.
Work Orders Detail View This is where you would create your standard work orders. Describe the work to be done, where it should be done, and other related information. Work Order Reference Number – This is the internal number assigned to work orders. The first two digits of this number indicate the year the work order was generated. The next two numbers indicate the month the work order was generated. The last set of numbers is a sequential number generated by the program.
Work Orders Work Request By – This field indicates the name of the person requesting the work to be performed. You can change this field by typing directly in it. Request Date – This is the date this work order was requested. Change the date here by clicking the … command button, and then selecting a new date from the calendar. Classification– This is the classification assignment this work request relates to.
Work Orders Scheduling and Status Tab NOTE: The person or persons responsible for the administration of work orders should fill out information on this screen. Delay and Completion Comments – This area is used to record delay reasons for the completion of the work order. It is also used to record any comments on the completion of the task. Status – This field indicates the current status of the task, and is changed by clicking on a new indicator from the drop down list.
Work Orders Scheduled Start – This field indicates the scheduled starting date the administrator has assigned to the task. Change this date by clicking the … command button, and selecting a new date from the calendar. Scheduled End - This field indicates the scheduled ending date the administrator has assigned to the task.
Work Orders Adding a New Work Order with the Wizard For some people creating a new work order maybe simplified by using a wizard, and in other cases the user may not have rights to create a new work order the conventional way. For these reasons we have made the wizard available To create a new work order: Click on the Module button and select the Add New with Wizard option (Alt + N). The procedures for using this wizard are outlined in the Common Features chapter.
Work Orders Deleting a Work Order To delete a work order: Select the work order you want to delete. Click the Delete Record option on the Home page of the ribbon. When asked about the deletion, click Yes. Saving the Work Order to the Equipment History Log To save a copy of the work order to the equipment history log: Select the work order you want to save information on. Ensure that work order has equipment assigned to it.
Work Orders From the Employees Lookup screen, select the mechanic you want to base your sort on. The database is searched on mechanics in the three resource assignments fields. Once the employee is selected, click on the Select button. To restore the database back to its normal sort, click the Refresh button on the Lookup View tab. Filtering the Database by Equipment Assignment You can have the work orders database sorted by equipment assignments and open work orders.
Work Orders Safety Instructions You have your choice of using the standard set of safety instructions with your work orders or specifying your own instructions. You can’t actually create your own instructions from within this module, but you can create them in the Scheduler module, and then use them here. To specify your own set of safety instructions: Locate the work order you want to apply the instructions to.
Work Orders Report Wizard With the report wizard you can create some fairly custom reports on work orders by using the built in View Sort/Filter Wizard. To create reports using the Report Wizard: Open the Report page in the ribbon and select the Report Wizard option Move to the Work Order Types section and select the type of work orders you wish to view by clicking on one of the option buttons found there.
Work Orders Work Orders by Classification Report To create a work orders by classifications report: Open the Report page in the ribbon and select the Classifications Report option. The Select Date and Line dialog screen should appear. Move to the Start Date field and click on the … button adjacent to this field to bring up a calendar. Now click on the desired date and then click the Select Date button. Repeat the above step for the Ending Date.
Work Orders Work Orders Remote Request As an add-on feature to the Maintenance Coordinator system, we offer the Work Orders Remote Request module. This module is designed to be used in remote locations where Maintenance Coordinator needs not be installed. This module needs a couple of support functions, and these will be outlined next. Create Request Data File The Work Orders Remote Request module allows you to assign Equipment to the work orders requests.
Work Orders Importing Remote Work Order Requests With the Remote Work Orders Request module, people have the ability to create work orders request from remote locations, and then email these requests to the system’s administrator. The administrator must then have a means to import these requests into the system, where the request can be turned into actual work orders, or denied. To import remote work order requests: Save the work request email attachment file, Request.wko to your hard drive.
MAINTENANCE COORDINATOR SYSTEM
Parts and Inventory Maintenance Coordinator Simplicity Software Technologies Inc.
Parts and Inventory Table of Contents Overview ............................................................................................................................. 4 Lookup View ...................................................................................................................... 5 Quick Find .......................................................................................................................... 6 Adding New Parts ...................................................
Parts and Inventory Overview This module is used as part of an inventory control system. Use this module to keep track of all the parts that your production and maintenance departments require to conduct everyday business. With this module you can track inventory levels, storage locations, set minimum and maximum stock levels, record costs, and more. One of the key features of this module is with its use of Part Groups. With Part Groups you can assign a single part to various groups and equipment.
Parts and Inventory Lookup View This tab acts much like a lookup table. Here you simply click on the part of your choice to select it. Once selected you can move to the other tabs to view or edit the record’s contents. To resort the database: Move to the Lookup View tab. Select a sort option from the Sort By drop down list. The database will be sorted by whatever field you selected from this list. Click the Refresh button. Maintenance Coordinator Simplicity Software Technologies Inc.
Parts and Inventory Quick Find To find a part using the Quick Find routine: Move to the Lookup View tab. Move to the Sort By drop down list and select how you want the database sorted. The Quick Find routine will use this field for its search. Move to the Quick Find text box and type in the item you are looking for. As you type, the program will search the database for a matching item.
Parts and Inventory Once you have enter the Part Description, you can click on the ID button adjacent to this field and program will automatically create you a unique ID for the selected part. Deleting a Part To delete a part from the parts database: Locate the part that you want to remove by using one of the lookup routines. Click on the Record option on the Home page of the ribbon. When prompt about the deletion, click the Yes button.
Parts and Inventory Part Substitutions It is highly recommended that you setup substitute parts whenever possible. This comes in handy when you run out of stock on a specific inventory item, but have other parts that can be used in its place. Setting up substitute parts can save a lot of wasted time in situations when time is most valuable. To setup substitute inventory items: Locate and select the inventory item you want to work with. Move to the Details View tab by clicking it.
Parts and Inventory Click the View Part button. When asked if you want to view the substitute part, click the Yes button. Removing Substitute Parts To remove substitute parts: Locate and select the inventory item you want to work with. Move to the Details View tab by clicking it. Move to the Substitution tab by clicking it. This is found near the bottom of the screen on the Details View. Select the substitute part you want to remove by clicking on it from within the grid.
Parts and Inventory To view the part movement history: Locate and select the inventory item you want to work with. Move to the Details View tab by clicking it. Move to the Movement tab by clicking it. This is found near the bottom of the screen on the Details View. Deleting a Part Movement Entry To remove a Part Movement history entry: Locate and select the inventory item you want to work with. Move to the Details View tab by clicking it. Move to the Movement tab by clicking it.
Parts and Inventory Barcodes You can create and use barcodes and labels. To access the Barcode feature: Locate and select the inventory item you want to work with. Move to the Details View tab by clicking it. Move to the Barcodes tab by clicking it. This is found near the bottom of the screen on the Details View. For more information on the Barcodes feature, please refer to Common Features chapter.
Parts and Inventory For more information on the Attachments Feature, please refer to Common Features chapter. Group Assignments You can and should assign each of your parts to a group. These groups by default would be related to machines they are used on, but they could also be any type of group you want to create. Assigning parts to areas they are stored in for example would also be a good group. The type of item it relates to is also a good group, such as Electrical, Hardware, Bearings, and so on.
Parts and Inventory Adding New Group Titles To add a new group title to both those listed on disk, and to the currently selected part: Locate and select the inventory item you want to work with. Click on the Group Assignments tab Click in the Enter New Group text box and type in your new group description. This description can be up to 30 characters in length. Move to and click on the ADD/NEW button to add this group to both the selected part, and those listed on disk.
Parts and Inventory Viewing Part Groups One of the advantages of groups is helping with the lookup process. You can also open Part Groups, effectively filtering out all other parts except those belonging to the selected group. To have the database sorted by a single group, please follow these steps: Click on the Groups tab in the ribbon and select the Parts Group option. Move to the Groups Title grid and select the group you wish to open by clicking on it.
Parts and Inventory Add a Warehouse To add a warehouse: Click on the Module/Application button in the upper left corner of the ribbon. Click on the Manage Warehouse menu and then select the Add Warehouse option. From the invoked dialog, move to the Warehouse Name field and type in a descriptive name for this warehouse. Next move to and click on the Browse button adjacent to the Database Path field. Use this dialog to location the external database path. Select the database and click Open.
Parts and Inventory Edit a Warehouse To edit an existing warehouse: From the Details Tab of the Inventory module move the other set of tabs near the bottom, and select the Inventory Control tab. Move to the Warehouses list and click on the warehouse you want to edit. Click on the Module/Application button in the upper left corner of the ribbon. Click on the Manage Warehouse menu and then select the Edit Warehouse option. Edit the warehouse information in the same way as it was created.
Parts and Inventory Transferring Inventory between Warehouses To transfer inventory between warehouses: Locate the inventory item in the database that you want to create an inventory transfer on. Either click on the Module/Application button in the upper left corner of the ribbon or click the Go tab in the ribbon. Click on the Warehouse Transfer option. Move to the Source Warehouse section and select the warehouse you want transfer inventory from, from the drop down list found there.
Parts and Inventory Parts Lookup The Parts Lookup screen divides up the database by part groups, which can make finding a specific part much easier than sorting through the entire database. This screen also allows you to quickly checkout parts from inventory. To locate a part using the Part Lookup routine: From the Home page of the ribbon select the Part Lookup option or click Ctrl+L. Move to the Group Name grid on the left and select the group you believe your part belongs to.
Parts and Inventory Click Select to open the selected part. To check-out a part: Locate the part you wish to check out by using one of the available lookup routines. Click on the Checkout button. Move to the Quantity Checked Out field and type in the appropriate information. You can also use the two arrow buttons located on either side of the field to change the quantity. Move to Check Out Type drop down list and select a description that best describes the type of check out this is.
Parts and Inventory Printing the Current Part To print the current part: Move to the Home page in the ribbon and select either the Print Record or Preview Record options. Click on the icon of the Printer in the Preview’s screen toolbar to print the document. Using the Quick Checkout The Quick Checkout routine was design for the easy and quick issuing of inventory items. This routine will not only remove items from stock, but will also update the Parts Movement database.
Parts and Inventory Move and click on the … button adjacent to the Account field, and select which account this checkout show apply to. Click the Ok button. Parts Notes You can keep detailed notes on each of your parts. The notes editor uses our built in word processor that is used throughout the Maintenance Coordinator system. To find how to use the features of this word processor please refer to the Word Processor chapter.
Parts and Inventory Check Out Report The database keeps track of the last 5 activities on any given part. These include part check out, record creation and receiving parts into inventory. Parts can be checked out using the Quick Checkout in the Parts module, by work orders in the Scheduler module, and by issues from either of the Issues modules. The Check Out Report will report on all parts that have been checked out from a given date range forward, and has been marked as a check out type.
Parts and Inventory Parts Last Movement Report After your parts room has been operational for sometime, you may want to know what parts are just sitting there, taking up space, and costing you at tax time. Once this information is known, these parts can be removed from inventory, saving money and space. To create the Parts Last Movement Report: Open the Reports page in the ribbon and select the Parts Movement option.
Parts and Inventory Inventory Report Wizard The Inventory Report will return a document showing all items presently in inventory. To create this report: Open the Reports page in the ribbon and click on the Report Wizard option. Move to the Storage Locations area and type in the appropriate information, or click on … button adjacent to this field, and making your selection from the list, and clicking the Select button.
Parts and Inventory Inventory Report The Spare Parts Inventory Report will create a document reporting on all inventory levels within the database, and at the same time give a dollar figure for all items that have a dollar amount assigned to it. To create this report: Open the Reports page in the ribbon and click on the Inventory option. Next chose the format to create the report in; Spread Sheet Format or Word Processor Format. Export options will change by how you create the report.
Parts and Inventory If you want to specify a cost range of items to report on, move to the Unit Cost Range section and setup the report criteria found in this section. Click on the OK button to create the reports. Under Stocked Items Report The Reorder (Under Stock) Report will report on all inventory items that are below suggested inventory levels. To use this report: Open the Reports page in the ribbon and click on the Under Stocked Items option.
Parts and Inventory Parts by Equipment Report To create a report on all parts that is assigned to a single piece of equipment: Open the Reports page in the ribbon and click on the Parts In Equipment Group option. Select the equipment you want to base your report on from those listed in the grid. Click on the Select button. When asked, enter a title for your report and click OK. Maintenance Coordinator Simplicity Software Technologies Inc.
Parts and Inventory Maintenance Coordinator Simplicity Software Technologies Inc.
MAINTENANCE COORDINATOR SYSTEM
Equipment and Machinery Maintenance Coordinator Simplicity Software Technologies Inc.
Equipment and Machinery Table of Contents Overview ............................................................................................................................. 5 Lookup View ...................................................................................................................... 6 Adding New Equipment ..................................................................................................... 7 Equipment Reference Field.................................................
Equipment and Machinery Print All Motors Report .................................................................................................... 27 Print All Pumps Report ..................................................................................................... 28 Printing the Equipment Bill of Materials List................................................................... 28 Maintenance Coordinator Simplicity Software Technologies Inc.
Equipment and Machinery Overview In this section we'll be discussing the Equipment and Machinery database module. Use this module to record information about your facility's equipment, including such items as warranty information, asset numbers and other related information. Also keep complete histories on your equipment using the Notes and Equipment Log features. Records in this database are also used in the machine assignment sections within the Maintenance Scheduler, Work Orders and Issues modules.
Equipment and Machinery Lookup View The Lookup View tab acts much like a lookup table. Here you simply click on the equipment of your choice to select it. Once selected you can move to the other tabs to view or edit the record. To resort the database: Move to the Lookup View tab. Select a sort option from the Sort By drop down list. The database will be sorted by whatever field you selected from this list.
Equipment and Machinery Adding New Equipment To add a new Equipment record to your database: Click the Add New Record option in the ribbon. Move to the Details View tab by clicking on it. Then enter the appropriate information for each of the fields found there.
Equipment and Machinery Linked Assets You can link an asset record to a countless number of additional assets. This comes in handy for parent/sub-assembly support where you can also mark the record as a sub-assembly and link to a parent record. To add a new linked record: Move to the Details View tab, and then select the Linked Assets tab. Click on the Add New button. From the invoked dialog locate and select the asset you want to link to. Click on the Select option in the ribbon. To Edit a link.
Equipment and Machinery Setting Asset’s Parent/Sub-Assembly Relation Move to the Details View tab, and then select the Linked Assets tab. If this asset is considered a sub-assembly check the This is a subassembly checkbox. To set the parent asset move to and click on the Select button in Parent Asset section From the invoked dialog locate and select the asset you want to link to. Click on the Select option in the ribbon.
Equipment and Machinery The initial cost of the asset. The asset’s useful life in months. The salvage value of the asset at the end of its life. The current year in the depreciation calculation. To calculate the appraised value of a piece of equipment: Locate the piece of equipment you want to make you calculation on using one of the lookup methods. Move to the Details View tab and then click on the Appraisal tab near the bottom of the screen.
Equipment and Machinery Move to the various fields on this tab and setup the appropriate information for that field. Use the Meter value in the upper section to record mileage. Equipment Property Assignment To assign your equipment to different properties: Move to the Details tab. Click on the Property Assignment tab near the bottom of the screen. Move to and click on the Select Property button.
Equipment and Machinery From the Properties and Locations screen, click on the Add New option. Move to the various field near the bottom of the screen, and enter the appropriate information. To supply direction and note, move to and click on the Directions and Notes button. Write your information in the space provided, and then click on the OK button. Click on the Save Changes option.
Equipment and Machinery Click on the Delete Record option in the ribbon. Leasing and Warranty Information You can maintain leasing, ownership and warranty information on your equipment by: Moving to the Details View tab and then clicking on the Leasing and Warranty tab near the bottom of the screen. Move to the various fields on this tab and setup the appropriate information for that field.
Equipment and Machinery Click the Select button. Motors If your equipment is actually an electric motor, you can record this type of information into the database and create special reports on this type of asset. To setup an asset as a motor: After creating the initial record, open the Go page and select the Motor Information option Enter the appropriate information for the fields found here.
Equipment and Machinery After creating the initial record, open the Go page and select the Pump Information option Enter the appropriate information for the fields found here. To assigned the motor to a different piece of equipment click on the … button adjacent to the Equipment Assignment field. Place a checkmark in the This Equipment is a Pump checkbox. Default Safety Instructions You can assign a default set of safety instructions to each of your assets.
Equipment and Machinery Repeat the above two steps for the other color. Click on the OK button Enter Meter or Mileage Readings If you have the Use Meter checkbox checked on the Details view of a piece of equipment, then that equipment will show up in a Meter Quick Entry screen. This quick entry screen will allow you to enter updated equipment reading in one easy to use screen. This saves you from having to browse through all the records in the database to enter this information.
Equipment and Machinery When you are done with one meter, click the Enter key to move down to the next. Once all readings have been updated, move to and click on the Update Meters button to update the database. Export Meter Collection Spreadsheet To export the meter collection form to an Excel 97 spreadsheet: Open the Home page and select the Enter Meters option. Move to and click on the Export button.
Equipment and Machinery Copy and Paste Equipment As a time saving feature, we allow you to copy an equipment record to be pasted into another equipment record. This comes in handy when you have multiple equipment of the same type. After the paste, you may only need to modify a few select fields. To Copy an equipment record: Display the record you want to copy. Click the Copy Equipment option in the ribbon. To Paste an equipment record: Create or display the record you want to copy to.
Equipment and Machinery Equipment Picture You can include a picture of each of your assets in the database. The picture viewer used here is used throughout the Maintenance Coordinator system. To find out more about this viewer please refer to our Common Features chapter. To view or edit the asset’s picture: Locate and select the equipment item you want to work with. Move to the Assets page in the ribbon. Click on the Picture option.
Equipment and Machinery Equipment Log Use the Equipment Log to keep a complete history of your equipment. Record such items as PMs, repairs made, and other important items. Entries to this log can come from work orders, issues and can also be made manually. For entries from work orders please refer to the Maintenance Scheduler and Work Orders modules. Adding Records to the Log To add a record to the Equipment Log: Move to the Equipment Log tab. Click on the Add New button.
Equipment and Machinery To change the date of the entry, click on the … button adjacent to the date field. Move to the Entry Title field, and enter a descriptive title for this entry. Move to the Log Entry section and record the details about this entry. Click on the OK button when done. Editing History Log Entries To edit an entry: Move to the Equipment Log tab. Move to the grid and select the entry you want to edit. Click on the Edit Entry button.
Equipment and Machinery Deleting Records from the Log To delete a record from the Equipment Log: Move to the Equipment Log tab. Move to the grid and select the record you wish to remove by clicking on it. Move to and click the Delete button. Printing the Equipment Log To print the log for the currently selected equipment: Locate and select the equipment record that you want to print the log from.
Equipment and Machinery To delete or remove a part from the list. Click on the part you want to remove from those listed. Click on the Delete Parts option in the ribbon. To print the list: Click on the Print List option in the ribbon. Documents You can maintain many other documents and pictures dealing with your equipment by accessing the features on the Documents tab. To learn how to work with this documents feature, please refer to the Common Features chapter.
Equipment and Machinery Equipment Asset/ List Report To create an Equipment Asset/List Report: Open the Reports tab and select the Assets option in the Main List group. Next select how you want the report created, PDF Format or Spreadsheet Format. Export options change by the selection you make. Move the Locations area and type in the location you want to base your report on.
Equipment and Machinery Move to the Status drop down and select the indicator you want to report on. Click on the OK button to create the report. Print the Equipment Log To print the Equipment Log: Locate and select the equipment you want to print the history log on. Open the Reports page and select the Print Log option.
Equipment and Machinery Predictive Maintenance Worksheet This report will report on the dates between a part's repeated replacements. It calculates both the days and months between these replacements. With this information the user can predict when a part may fail again. To create a Predictive Maintenance Report: Select the equipment record you want to base your report on. Open the Reports page and select the Predictive option.
Equipment and Machinery Printing a Meter Readings Data Collection Sheet To print a meter data collection sheet: Open the Home page and select the Print Collections option. Spare Parts Inventory Report The Spare Parts Inventory Reports return all parts that are assigned to the currently selected piece of equipment, and reports on stock levels. To create a Spare Parts Inventory Report: Select the equipment record you want to base your report on.
Equipment and Machinery Print All Pumps Report To get a report on all motors in the database: Open the Go page and select the Print All Pumps option in the Pumps Options group. Printing the Equipment Bill of Materials List To print a report based on the Bill of Materials List: Select the equipment record that you want to report on. Move to the Report page in the ribbon. Click on the Bill of Materials option. Maintenance Coordinator Simplicity Software Technologies Inc.
MAINTENANCE COORDINATOR SYSTEM
Purchasing and Receiving Maintenance Coordinator Simplicity Software Technologies Inc.
Purchasing and Receiving Table of Contents Overview ............................................................................................................................. 5 Differences between Purchase Requisition and Orders ...................................................... 5 Lookup View ...................................................................................................................... 6 Purchasing Document Lookup ...............................................................
Purchasing and Receiving Removing an Existing Document for a Blanket PO ......................................................... 34 E-Mail Accounts ............................................................................................................... 34 E-Mail Composer .............................................................................................................. 35 Setting Up an Account for the E-Mail Composer .............................................................
Purchasing and Receiving Overview Use this module for all your purchasing and receiving needs. Create quotation requests, purchase requisitions and purchase orders. Track backorders, receive items and update your inventory levels. With this module you can also assign each of your purchase orders to a variety of different groups for reporting purposes. These include Cost Center, Used On and Projects.
Purchasing and Receiving Lookup View The Lookup View tab facilitates the quick retrieval of purchase documents. Here you simply click on the purchase document of your choice to select it. Once selected you can move to the other tabs to view or edit it. To resort and filter the database: Move to the Lookup View tab. Move to the Filter By drop down list and select what type of purchase documents you want to view. Select a sort option from the Sort By drop down list. Click on the Refresh Now button.
Purchasing and Receiving Purchasing Document Lookup To locate a purchasing document using the Purchasing Document Lookup screen: Move to the Lookup View tab. Click on the icon of the Blue Binoculars or open the Go page in the ribbon and select the Document Lookup option Move to the Filter By drop down and select how you want the database sorted. Click the Refresh Now button. Move to the grid and select the document your want to open. Click the Select button.
Purchasing and Receiving Creating a New Purchase Document To create a new purchasing document: Open the File menu and select the Add New option or click on the icon of a plus sign in the toolbar. Move to the various sections on the first two tabs, and enter or select the appropriate information. Add New with Wizard You can create a new purchase document using the built in Purchase Requisition Wizard. This wizard should help simply the creation process by removing extra elements out of the process.
Purchasing and Receiving Click on the Module button and select the Add New with Wizard option (Alt + N). Move to the Originator tab by clicking on it. Click on the … button adjacent to the Requester field. Select an employee’s name from the list and click on the Select button. Move to the Priority drop down list and select the indicator that you want to assign to this document. Click on the … button adjacent to the Date Needed field.
Purchasing and Receiving o Move to the Part Groups grid, and click on the part group that best describes the group your part belongs to. o Move to the Parts List grid and click on the part that you want to insert into the purchase document. o Click on the Select button. To add non-stock items to your purchase document: o Click on the Add Non-Stock. This will insert a row into your material list. o Move to the new inserted row, and edit the fields to match the item you're adding.
Purchasing and Receiving Entering Vendor Information To select a vendor for your current document: Move to the Vendor Section of the Details View tab, and click on the Look Up button. Move through the Vendors grid and select the vendor of your choice by clicking on it. Move to and click on the Select command button and the vendor will be inserted into the current document.
Purchasing and Receiving Document Assignments There are additional fields that may need your attention with the Documents Assignments section. To enter these: Move to the Documents Assignments section on the Details View tab. Click on the … button adjacent to the Project Field. Select a project from the pop up list and then click on the Select button. Repeat the above step for the Buyer, Cost Center, Carrier and Used On fields. Move to the Confirmation No.
Purchasing and Receiving Entering Materials for Purchase ADD MATERIALS FROM STOCK To enter the materials you wish to buy or be quoted on from stock: Move to Details View tab and the Materials List section Click on the Part Lookup button. Move to the Part Groups grid, and click on the part group that best describes the group your part belongs to. Move to the Parts List grid and click on the part that you want to insert into the purchase document. Click on the Select button.
Purchasing and Receiving ADDING NON-STOCK ITEMS To add non-stock items to your purchase document: Move to the Material List section and click on the Add Non-Stock. This will insert a row into your material list. Move to the new inserted row, and edit the fields to match the item you're adding. Removing Items from the Material List To remove an item from the current purchase material list: Move to the Details View tab and the Material List section.
Purchasing and Receiving Specifying Comment for Purchase Orders To specify special comments to show up on purchase orders: Move to and click on the Details View tab. Click the Comments button near the lower right hand side of the screen. Enter your comments in the space provided. Click the Ok button. Marking the Document as Taxable To mark the purchase document as taxable: Move to and click on the Status / Ordering tab. Click on the Taxable checkbox to add a checkmark there.
Purchasing and Receiving Select the approvals of your choice from those listed, and then click the Select button. Changing the Purchase Type Status To switch from one purchase type to another: Move to and click on the Status / Ordering tab. Click either the Purchase Order or Purchase Requisition radio buttons to assign the current document as the selected type. Maintenance Coordinator Simplicity Software Technologies Inc.
Purchasing and Receiving Deleting a Purchase Document To delete a purchase document from the database: Locate the purchase document you wish to delete using one of the available lookup routines. Move to the Home page and select the Delete Record option. Click on the OK command button when prompt. Purchasing Items Accounts You can assign each of your purchase items an account number.
Purchasing and Receiving User –Defined Purchase Document Fields There are 4 user defined fields that can be included and printed on Purchase Orders. To use these fields you must tell the program to use them. To tell the program to use the user-defined fields: Click on the Module button and select the Purchasing Setup option. Click on the General tab. Place a check in the Print User Defined Fields on Purchase Orders checkbox.
Purchasing and Receiving Purchasing E-Mail Notification Overview The Purchasing E-Mail Notification system will automatically e-mail a person or persons you specify a notice on any new purchasing documents you create. This can come in handy for a couple of reasons. For one example you may want to e-mail a notice to an approving manager, or the purchasing agent or both.
Purchasing and Receiving Open the Purchasing module. Click on the Module button and select the Purchasing Setup option. Click the E-Mail tab. Place a checkmark in the Use Auto E-Mail for New Requisitions checkbox. Move to the Default E-Mail Recipient text box and enter the email address or addresses you want the e-mail to be sent to. You can separate multiple addresses by using the semi-colon “;”.
Purchasing and Receiving E-Mail Approval Routing of Purchase Documents Most organizations today need various individuals to approve a Purchase document prior to allowing the actual purchase. An example of such an approval system is as follows: 1. A purchase document is created and the program automatically e-mails a notice to the default e-mail recipient (the buyer). 2.
Purchasing and Receiving Create a New Archive Database As you continue to use this application your database is sure to grow in size. As a database grows too large there can be performance issues such as speed, and problems with the data itself. For these reasons it is highly recommended that you remove data from the database in regular intervals. Either deleting older records or archiving them to an external database can do this for you.
Purchasing and Receiving Move over the Databases button and select the Archive Database option. Move to the Date Range section and click on the … command button adjacent to the Start Date field. Select the start date for your archive from within this calendar. Click on the Select Date button. Repeat the above step for the End Date field. All tasks that fall between these two date ranges will be selected for archiving. Move to the Archive Database path section and click the Browse button.
Purchasing and Receiving To restore a date range of records from archive: Click on the Module button. Move over the Databases button and select the Restore Database option. Move to the Restore Options section and click on the Restore Dates radio button. Move to the Restore Date Ranges section and click on the … command button adjacent to the Start Date field. Select the start date range for your restore from the calendar and click on the Select Date button.
Purchasing and Receiving Deleting a Date Range of Purchasing Documents To delete a range of purchasing documents: Click on the Module button Move over the Databases button and select the Delete Date Range option. Select the ending date of the deletion from within the calendar. All records falling before this date will be removed from the database. Once the date is selected move to and click on the Select Date button. Click on the YES button when prompt.
Purchasing and Receiving Move to and click on the Company tab. Move to the various fields and input the appropriate information for that field. Click on the General tab. To specify the next PO number to use, move to and edit the Next PO Number field. To disable the program automatic prefix, place a checkmark in the Do Not Use Auto Prefix field. If unchecked the program will use a prefix in the following format: yymm. Where yy equals the year and mm the month the new document was created.
Purchasing and Receiving To enable the ink save feature on documents, place a checkmark in the Conserve Ink/Toner on Printed Documents field. To have the program warn you about printing a document more than once place checkmark in the Warn about the Duplicate Printing of Documents checkbox. Click on the View Options tab. Chose the option that best describes how you want information displayed on the Lookup View tab of the main purchasing screen.
Purchasing and Receiving Printing the Current Document To print the current document: Locate the record you want to print using one of the available lookup routines. Click on the Print Record option on the Home page of the ribbon. Print Purchasing Documents by Types To print preview the current document: Locate the record you want to print using one of the available lookup routines. Click on the Module button and move over the Print option. Click on the type of document you want to print.
Purchasing and Receiving Under Stock Inventory Items The Under Stock Inventory Items routine searches the database and returns a screen full of items where the stock levels have fallen below recommended inventory levels. You can then have the application create purchase requisition for you automatically from these items. To use the Under Stock Inventory Items routine: From the Purchasing main screen, move to the Go menu and select the Under Stock Items option.
Purchasing and Receiving Now move to the far left column of the grid and click and place a checkmark next to each item you want to create a purchase requisition for. To select all click on the Select All option in the ribbon. When ready to create your requisition, move to and click on the Create Purchase Requisition button. Aging Purchase Orders To obtain a list of Purchase Orders that is past due: From the Purchasing main screen, move to the Go page and select the Aging Documents option.
Purchasing and Receiving Blanket Purchase Orders Overview Blanket Purchase Orders are documents that you have setup with vendors for the items that they supply. These orders are normally approved for certain dollar amounts. Once the blanket purchase order is created, you issue child purchase orders against the original amount. The Blanket Purchase Orders routine allows you to create a master blanket order and then create child documents that are attached to this master.
Purchasing and Receiving Create a New Blanket Purchase Order To create or setup a new blanket purchase order: From the Purchasing main screen open the Go page in the ribbon and select the Blanket POs option. Move to and click on the Add New button. Move to the various fields and input or edit the appropriate information for that field, ensuring that enter an Approved Amount. To select a vendor move and click on the select Supplier button.
Purchasing and Receiving Click the Add New PO button. Click the Refresh button. Viewing an Existing Blanket PO Child Document To view or edit an existing Blanket PO Child document: From the Purchasing main screen open the Go page in the ribbon and select the Blanket POs option. Select the master blanket PO that contains the child document you want to view from those listed. Click the Child POs tab. Click on the child document you want to open. Click the View Existing PO button.
Purchasing and Receiving Removing an Existing Document for a Blanket PO To remove a document from a master blanket PO document: From the Purchasing main screen open the Go menu and select the Blanket PO option. Select the master blanket PO that contains the child document you want to remove from those listed. Click the Child POs tab. Click on the child document you want to remove. Click on the Remove PO button.
Purchasing and Receiving To setup e-mail accounts: From the Purchasing main screen open the Mail page and select the EMail Accounts option Move to and click on the New button. Click the Details tab. Enter a descriptive account name in the Account Name field. Move to the User Name field and enter your account’s user name. Move to the E-Mail Address box and enter your user’s return e-mail address.
Purchasing and Receiving Open the E-Mail Composer window. Click the Module button and select the Change Accounts option. Select the account you want to use from those listed in the grid. Click on the Select button. The computer will remember the account you picked on this computer only, and will maintain this setting until you or another user changes it. Using the E-Mail Composer The procedures for using the Email Composer are outlined in the Common Features chapter.
Purchasing and Receiving Receive an Item into Inventory Once an order has been placed you will eventually start receiving the items ordered. To receive a single item and at the same time update your inventory levels with the amount received, please follow these steps: Locate the purchase document you wish to receive the item to from one of the available lookup routines. Move to the Details View tab by clicking it. Move to the Material List grid, and click on the item you wish to receive.
Purchasing and Receiving Updating the Unit Cost of Individual Purchase Items To update the unit cost of an individual purchase item: Locate the purchase document you wish to update the unit cost on using one of the available lookup routines. Move to the Details View tab by clicking on it. Move to and click on the item you want to update from within the Material List grid. Open the Receiving page in the ribbon and select the Update Costs option. Enter the new unit price in the box provided.
Purchasing and Receiving The ‘Receiving Wizard’ will allow you to receive items into inventory, update the unit price of the purchasing document, and update the unit price in inventory from one convenient screen. To use the Receiving Wizard please follow these steps. Move to the Purchasing and Receiving module. Move to the ribbon control and click on the ‘Receiving’ tab. Click on the ‘Receiving Wizard’ option.
Purchasing and Receiving Filtering the Database You can filter the purchasing database by a few available sort or filtering options. To change the current database filter: Open the Sorts page in the ribbon. Now select one of the available options. Purchasing Report Wizard The Purchasing Module contains a very powerful tool that can be used for the creation of reports. This is found in the Report Wizard.
Purchasing and Receiving Next select the how you wanted report formatted, either Spreadsheet Format or PDF format. Export options will change by what you select here. Move to the Types area, and select what types of documents you want to base this report on. Options are Requisition, Purchase Order or both. Move to the Status area and select one of the available options here. Options include On Hold, On Order, Completed, and Cancelled.
Purchasing and Receiving Move to the Date Range section and click on the … buttons adjacent to the Start and End Dates fields to bring up a calendar. Select the dates for your reports from within this calendar. To include all dates, place a checkmark in the Include All Dates checkbox. Move to and click on the … button adjacent to the Account field. Select the account that you want to base your report on from within the list, and click the Select button.
Purchasing and Receiving Select the date you want to base your report on from within the Calendar. All On Order documents that fall on or before this date will be reported on. Vendor Report The Vendor Report, reports on purchases made to a single vendor. To use this report: Open the Reports page in the ribbon and select the Vendor Report option. From the Vendor Report Wizard, move to the grid and select the vendor you wish to base your report on.
Purchasing and Receiving Once everything is setup to your liking, move to and click on the OK command button. Received Items Reports The Received Items Report will report on all items received within a given time period. To use this report: Open the Reports page in the ribbon and select the Receiving Report option. Move to the Start Date and End Date areas and click on the … buttons located besides them. From the calendar, select the appropriate date you wish to base your report on.
MAINTENANCE COORDINATOR SYSTEM
Contacts and Vendors Maintenance Coordinator Simplicity Software Technologies Inc.
Contacts and Vendors Table of Contents Overview ............................................................................................................................. 4 Lookup View ...................................................................................................................... 5 Adding New Contacts ......................................................................................................... 6 Contact Identification Field ..............................................
Contacts and Vendors Overview With the contact module you can keep track of all your business contacts; these can include vendors, suppliers, co-workers, or just general everyday contacts. As you are more than likely aware, contact information can be extremely valuable to conducting everyday business. One of the unique features of this module is with its use of contact groups. Contact groups allow you to group like contacts for easy lookup, and reporting purposes.
Contacts and Vendors remember. Just open either the Motors or Cooling Tower groups and scroll through the records. You're sure to find the correct contact, and in record time. Lookup View The Lookup View tab acts much like a lookup table. Here you simply click on the contact of your choice to select them. Once selected you can move to the other tabs to view or edit their file. To resort the database: Move to the Lookup View tab. Select a sort option from the Sort By drop down list.
Contacts and Vendors Adding New Contacts To add a new contact to your database, please follow these steps: Click on the Add New Record option in the ribbon. Move to the various fields on this screen and input the appropriate information for those fields. This information will be automatically saved within the database. Click the Post/Save Change option to ensure all your changes are posted back to the database.
Contacts and Vendors Linked Contacts You can link a contact record to a countless number of additional contacts. To add a new linked record: Move to the Details View tab, and then select the Linked Records tab. Click on the Add New button. From the invoked dialog locate and select the asset you want to link to. Click on the Select option in the ribbon. To Edit a link: Move to the Details View tab, and then select the Linked Records tab. Click on the link you want to edit.
Contacts and Vendors Group Assignments Once a contact record has been created it should be assigned to a contact group. This group or groups should indicate the types of services or products supplied by that contact. This makes locating contacts much easier. To assign a contact to a group: Locate and select the contact you want to work with. Click on the Group Assignments tab. Move to the Groups on Disk list box and select the name of the group you want to join from those within the list.
Contacts and Vendors Adding New Group Titles To add a new group title to both those listed on disk, and to the currently selected contact: Locate and select the contact you want to work with. Click on the Group Assignments tab Click in the Enter New Group text box and type in your new group description. This description can be up to 30 characters in length. Move to and click on the ADD/NEW button to add this group to both the selected part, and those listed on disk.
Contacts and Vendors Deleting a Contact Record To delete a contact, and permanently remove the record from the database: Locate the contact record you want to delete by using one of the available lookup routines. Open the File menu and select the Delete Record option or click on the icon of a minus sign in the toolbar. Copy and Pasting a Contact Record At times you may find that you have two or more contacts with almost identical information. These could be perhaps company for example.
Contacts and Vendors Contact Lookup The Contact Lookup screen divides up the database by groups, which can make finding a specific contact much easier the sorting through the entire database. To locate a contact using the Contact Lookup routine: From the Home page of the ribbon click on the Contacts Lookup option. Move to the Group Name grid on the left and select the group you believe your contact belongs to. The grid on the right will display all the contacts that belong to that group.
Contacts and Vendors Searching the Database To find a Contact: Click on the Find First option in the ribbon. Move to the Search Text field and enter your search criteria. Move to the Search Type drop down list and select on which database field you want to base you search on. If you only want to return exact matching records from your search, place a check in the Exact Match Only check box.
Contacts and Vendors Opening a Contact Group With the Contacts module you can have the database sorted by a Contact Group, effectively filtering out all other contacts. This makes it easy to find a contact that supplies a specific item or service. To open a contact group: Move to the Filters page and select the Open Group option. Move to grid listing all the contact groups and click on the group you want to open. Click on the OK button.
Contacts and Vendors Contacts Notes You can include a complex set of notes to be attached to each one of your contact files. The sizes of these note files are limited only by available disk space, and are saved within the contact database. The editor used for the contact notes section is actually a small word processor, and contain many of the features of commercial word processing programs. To find how to use the features of this word processor please refer to the Word Processor chapter.
Contacts and Vendors Group Phone List Report To create a phone list report based on a contact group: Move to the Reports page in the ribbon. Move to the Phone Lists group and click on the Group Lists option. To print the report, click on the Print icon in the toolbar. Contact List Report To create a contact list report on your contacts: Move to the Reports page in the ribbon. Move to the General Lists group and click on the Main Contacts button.
Contacts and Vendors Maintenance Coordinator Simplicity Software Technologies Inc.
MAINTENANCE COORDINATOR SYSTEM
Personal Planner Maintenance Coordinator Simplicity Software Technologies Inc.
Personal Planner Table of Contents Overview ............................................................................................................................. 4 Moving Between Modules .................................................................................................. 4 Personal Scheduler .............................................................................................................. 5 Changing Views of the Personal Scheduler ...........................................
Personal Planner Overview The Personal Planner module is a feature designed for your whole team. With this module you can plan your tasks, schedule events in advance, keep detailed logs of your activities, plus create and track work orders and purchasing documents. This feature rich module is broken into even more modules or cells, with each cell providing its own unique features. The first cell allows the user to plan and schedule activities on a daily/weekly or monthly bases.
Personal Planner Personal Scheduler With the Personal Scheduler option you can create and edit personal or business related tasks, view tasks in day, week or work week view. You can also print day, week and month views. If a user is linked to this module, you can also view a work orders schedule this user is assigned to. To access the Personal Scheduler option: Open the Go menu and select the Personal Planner option. Maintenance Coordinator Simplicity Software Technologies Inc.
Personal Planner Changing Views of the Personal Scheduler You have the option to change the views available in the Personal Scheduler to a single day, work week, full calendar week, or month view. To change the view of your Personal Scheduler: Move to the Calendar View Options group in the ribbon and select the view option of your choice. Creating a New Task with the Personal Scheduler To create a new task using the Personal Scheduler: Move to the Personal Scheduler screen.
Personal Planner Either double-click in this time slot or click on the Add New option in the ribbon. Move to the Subject field and enter a descriptive title for this appointment. This field will accept up to 100 characters. Move to the Location field and type in where this task will take place. Move to the calendar and select the date of this appointment. Move to the Scheduled Start Time and Scheduled End Time drop down boxes and select the appropriate times here.
Personal Planner Editing a Task with the Personal Scheduler To edit task or work order using the Personal Scheduler: Move to the Personal Scheduler screen. Select the task you want to edit in the calendar grid. Double-click on the task you want to edit. Edit the task to your liking. Click on the Save and Close button. Printing the Current Personal Scheduler Schedule To print the current schedule as currently viewed: Select the view option of your choice.
Personal Planner Viewing Assigned Work Orders Schedule To see a work order schedule: Ensure that there’s a user assigned to this module from the User Setup of the Main Menu module. Move to the View Options group in the ribbon and select the Work Orders option. To Do List Any manager or mechanic is sure to have a list of items that need their attention. This is where the To Do List will come in handy. With this feature, you can create yourself a list of items that need completion.
Personal Planner Adding a Task to the To Do List To add a task: Move to and click on the Add Task button in the ribbon. This will open up the Task Editor dialog. Move to the various fields and enter or edit the information appropriate to that field. Click the Save and Close button. Editing a Task To edit a task an existing task: Click on the task you want to edit from within the grid. Click the Edit Task button in the ribbon Move to the various fields of this edit them to your liking.
Personal Planner Deleting a Task from the To Do List To delete a task: Select the task you wish to delete by clicking on it from within the To Do List grid. Click on the Delete Task option in the ribbon. Purging all Completed Tasks To delete all completed tasks from the To Do List: Click on the Module button and select the Purge Completed option. When the Purge Records dialog appears, move to and click on the Yes button.
Personal Planner Now move to and click on the Print button on the preview screen to send the report to the default printer. Personal Log The Personal Log tab allows the user to keep complete records on a wide variety of items. This log differs from the Daily Log in that it uses categories to group its entries. Possible uses for this log are to keep track of items done on a specific machine, or interactions with a specific person.
Personal Planner Creating a New Personal Log Entry To create a new Personal Log entry: Move to the Personal Log by first clicking on the Personal Options button in the shortcut bar, and then choosing the Personal Log option. Move to Categories grid and click on the category description that you want to assign this new entry to. Click on the New Entry button. When the Log Data Entry screen appears move to the date field and set the date for your entry.
Personal Planner Editing Personal Log Entries Move to the Personal Log by first clicking on the Personal Options button in the shortcut bar, and then choosing the Personal Log option. Move to Categories grid and click on the category that contains the entry you want to edit. Click on the entry you want to edit from within the Entries grid. Move to and click on the Edit Entry button. Now edit this entry in the same fashion as you created it.
Personal Planner Daily Journal Use the Daily Journal log to record all the important activities you've done for the day. This module features a what-you-see-is-what-you-get word processor with many formatting options. A smart manager is a well-organized manager, and this feature allows for just this. Keep yourself covered by keeping a detailed record of actions and observations.
Personal Planner Move to and click on the Select button, your new entry will be created and ready for editing. Opening a Daily Journal Entry To open a previously created entry for viewing or editing: Move to the Daily Journal screen by opening the Go menu and selecting the Daily Journal option. Move to the Sort drop down box and select how you want the database sorted. Move to the grid and select the entry you wan to open. Click the Edit Entry button.
Personal Planner Personal Work Orders With the Personal Work Orders feature you can create new work order requests, and then track their progress. By default, work orders found here will only be those work orders that can be identified as created by the current user, and have the Work Requested field exactly match those of the logged in user. If no user is linked to this module, then all work orders are returned. You can also sort this database to those work orders assigned to the logged in, or linked user.
Personal Planner Filter Options You have to main view options. The default is to view work orders created by the currently linked user. The second is to view work orders where one of the 3 assignment fields match the currently linked user. If no user is linked to this module (employee record), then all work orders are shown regardless of who created them, or who they may be assigned to. At no point however can any user delete or edit these work orders from within this module.
Personal Planner To use the Work Orders Lookup View: Open the Go menu and select the Work Orders option. Move to the Sort By drop down list and select how you want this database sorted. Click on a work order within the list to select it Once selected you can click on the Details View tab to view its information and status. Creating a New Work Order Request By default, all new work orders made in this module will have a status of Work Order Request.
Personal Planner Purchasing Documents With the Personal Purchasing feature you can create purchase requisitions and then track their progress. Purchase documents found here will only be those that can be identified as created by the current user. To access the personal Purchasing Documents option. Open the Go menu and select the Purchase Requisitions option or click the System Options button in the shortcut bar and then chose the Purchasing Documents option.
Personal Planner Purchasing Tabs The Lookup view tab of the Purchasing Documents tab allows for the easy lookup of system purchase documents To use the Lookup View: Open the Go menu and select the Purchasing Requisitions option. Move to the Sort By drop down list and select how you want this database sorted. Click on a document within the list to select it Once selected you can click on the Details View tab to view its information and status.
Personal Planner Maintenance Coordinator Simplicity Software Technologies Inc.
