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FaciliWorks Desktop 8.6 User Guide

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1. FaciliWorks Desktop User Guide Chapter Seven Service Requests 1 75 Click OK to close the message If the Two step Service Requests option is disabled the service request is automatically approved immediately becomes a work order and can be accessed via the Work Order menu If the Two step Service Requests option is enabled the service request must be manually approved via Approve Service Requests Approve Service Requests Before service requests are advanced to work orders they must first be approved unless the Two step Service Request option is disabled in which case the request automatically becomes a work order From the Service Requests menu click Approve Service Requests You must have the proper permission status to approve the request for setting permissions of this sort see the Group Permissions tab in Chapter Nine Most of these fields are auto filled with information entered in the Create Service Request form To approve the service request click the Approved checkbox Fill in any necessary comments in the Comments field If the Asset ID is known it can be selected at this time by using the drop down list Approve Service Requests Customize Request Description Request No 00000003S Asset Entrance Doors Bldgs 100 101 Created 6 15 2013 desst D Enty Doors Lei Pom je Requested By No User Name Lei Problem Doors will not close Entered By Desired Date Bieefedls Locatio
2. ccccccsssseeeeeeseessseeeeeeeeseasseeeeeseseeeassaeeeeeseaasseeeesseneaasaness 289 Restore Database Watt epasp eessen ee ESA 288 Return TOOLS EE 230 Schedule FINO EEN 135 SEENEN 135 Seasonal Maintenance EE 135 Security Enable EE 222 SECUN d UE 222 Security Permissions siccsscseesvaasissaavassmeananenacedtesrneusineseaseraterdundectatsaedidkesvonsverssnecabarainetiend 209 Security Personnel E 213 Service Request Notification ds siscscucceccsncctnatnteseaveaeinentoverincsdaweunessviesiedeansiensineeedensanneneets 182 Service Request Progress Setup c ccccccssssseeeeeeeesssseeeeeeeeeeaseeeeeeseeaaaaseeeeseeseageaeneessengags 282 Service COMICS CG 174 Service Requests ld 176 Service Requests e DEE 185 311 Chapter Sixteen FaciliWorks Desktop User Guide SEENEN EE 175 SETUD MER 257 SNONCUL KEYS sininen nadana inapasa aiani aa ii aaa ma ariar a 69 eg gel d CN 165 le 269 Skip Days of the Week ccccccsssssseeeeeeseesssseeeeeeeeeagseeeeeeeeeeeasseeeeeseeeaaasseeeseseeaasseeeessegs 269 Dale ln CC 187 CIR TT 211 Staff User KC E 222 Stock Levels Changing EE 190 SEHR sears a EE 155 LEI BC E 271 TASK CUS TONI ssaaaccncunanaeseeesates teeiatiecuemionaesmeuiatacesniadsdeaaniads E 87 WASH 711 GE 86 NASH ASE WA ME 131 ET gen UG ce setiaecae seevscnsen stusarenseaniaeee seanansen ssosansaeeanmiatasaacniatssaaonpennemacnsensessnaiernesaeras 89 Tasks User defined Fields EE 87 EVA 260 Technical SUD E 3 EE 271 TOOL ENUY
3. Destination Connection Information C 4Program Files KEE FW OO F D aal acedb H Available Reports for updating Report Name Your Version Curr Version Action New Report Name 1 Inch Label 1 2 Inch Label 1 4 Inch Label 3 4 Inch Label 3 8 Inch Label Agreement Due Listing Asset Analysis by Contract Cost With Component Asset Analysis by Contract Costs Asset Analysis by Downtime Hours Asset Analysis by Labor Cost With Component Asset Analysis by Labor Costs Asset Analysis by Labor Hours Asset Analysis by Labor Hours With Component Asset Analysis by Part Cost With Component Asset Analysis by Part Costs Action Legend Overwrite overwrites your existing report with the updated one Note Do not choose this option if you have customized the report earlier Save as save the updated report with a new report name Skip skips the report update Note Reports that need to be updated are automatically set to Overwrite action by default Overwrite All Skip All Cancel Transfer Data Within this form you will determine which reports to update and which to keep intact This is important if you have customized reports If not you can retain the default settings which will result in overwriting all of the reports where Your Version target is older than numerically less than the Current Version available You can manually Overwrite All Skip All or select individual reports for Overwrite or Skip by making a selection
4. 264 Chapter Thirteen Program Setup FaciliWorks Desktop User Guide Settings Email Options Tab Set email specifications in the Email Options tab You can choose a standard MAPI client such as Microsoft Outlook or Outlook Express or use SMTP to connect directly to your email server The automatic email notification is designed to send an email to the person who created the service request and or to a list of users A set of emails has been created for various steps in the service request work order process This function requires that at least one workstation be running FaciliWorks this workstation must have a functional MAPI compliant email program installed The program does not need to be running but it must be present on the workstation Settings Email Options Customize Email Method SMTP Settings Common Netwol e Use Authentication SMTP Server mailcompanycom Name ssid From Email name company com lt Password Cid Remote Port Test Email Email Evert Aaaa EE send List O Don t Send This Email Send Requester subject Line fork Order Created Email Text work Order has been created for your Service Request This Work Order willbe completed as soon as possible Sincerely Employee ID Name Email Address Record 4 5078 KN KK No Filter Email Method e MAPI Client Choose this option to use default email client such as Microsoft Outlook Outlook Express or any other local email system e SMTP Common N
5. 304 Chapter Sixteen Data Files and System Maintenance FaciliWorks Desktop User Guide The current database file is displayed in the lower right corner of the application window FaciliWorks will remember which database file you last opened even if you exit the program and launch it later To open and use your original database file go to Open Database again and navigate back to your original directory typically C PROGRAM FILES F W80 Date Formats FaciliWorks supports all available numeric date formats within Windows For example you can represent the date of November 1 2002 as 11 1 2002 2002 1 11 or 2002 11 1 depending on your preference You may want to verify your date settings in the Windows Control Panel Choose Start gt Control Panel then open Regional and Language Options and click the Regional Options tab The date formats that you enter into FaciliWorks must match the Windows international date setting otherwise errors will occur while you re running the program Maintaining Your Hard Drive Windows Includes two utilities to keep your hard disk running smoothly Run Disk Cleanup each week to cleanup cross linked files and other problems Next run Disk Defragmenter to defragment your files this keeps your files from being spread out in pieces over the hard drive Your disk accesses will run somewhat faster and your hard drive will be less prone to problems To run either of these programs close all of your open applica
6. Click OK to close the message To view the work order associated with the service request if the work order has already been created click the View WU button From this window the work order can be printed emailed or exported To print the associated work order without previewing it check the WO Silent Printing checkbox and then click the View WU button FaciliWorks Desktop User Guide Chapter Seven Service Requests 1 ZO Edit Service Requests Assignment Tab The Assignment tab captures specific information needed to create a work order for the request Edit Service Requests Assignment Customize Time Until Automatic Refresh Minutes O Request No 0000000139 Requested By No User Name Le AssetlD Eny Dons el Task ID A Cause Assigned Priority Assigned Tech T Page Technician Po Service Supplier Desired Date 5 22 2013 Actual Hours Date Assigned Estimated Hours Completion O Emergency Time Until Automatic Refresh Minutes The amount of time the program will wait before it updates the information in this form Click the button at the right of this field to immediately update the form Request No This field is auto filled from the Information tab Requested By This field is auto filled from the Information tab Asset ID This field may already be populated with the Asset ID if it was entered during earlier steps of the service request process if not select an Asset ID from the drop down list Task ID
7. Department HEE AssetID Eee sd ae ReceivedDate i ReceivedTime N ReceivedFrom i Geer M 228 Chapter Ten Tools FaciliWorks Desktop User Guide Tool ID Select the tool to issue from the drop down list Only those tools that are not currently issued will be on the list Issued Date This field is auto filled with the current date To change the date click the field text box to display the calendar icon and then click the icon to view the pop up calendar Issued Time This field is auto filled with the current time If the time displayed is not accurate reset the clock for your computer using the Windows Control Panel This field can be edited Issued To Select or enter the name of the person to whom the tool is being issued Department Select or enter the name of the department that will use the tool Asset ID If the tool is issued for use on an asset select that asset here The remaining fields on this form are not editable here They will capture return information that is entered in Return Tools Use the Customize button here to modify the field labels The Next ID button updates and stores the current record and displays a new blank record to capture the next tool for issue Click Close to return to the Tools menu When the tool has been issued FaciliWorks automatically updates the Tool Entry gt Information tab to show the status change The Current Location field now shows the name of the person who has the tool
8. Edit Service Requests Information Time Until Automatic Refresh Minutes O Requested By Created Description Occurrence Date Resolution Code Location Phone E mail Problem Doors will not close Request Friority J Entered By Approved Request No Asset Entrance Doors Bldgs 100 101 Status Progress Name fork Order Completed Le Progress set Bf 52015 12 50 14 PM Progress TextL Progress Change o o o o o o oo o y y WO Silent Printing 1 86 Chapter Seven Service Requests FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory Track spare parts inventory and purchase orders receive parts into stock record where the parts are used by identifying work order number asset ID cost center and warehouse and calculate ideal order quantities Spare Parts Inventory w ei gt RK Part Entry Receive Parts Use Parts Create Purchase Orders ef ils Edit Purchase EOQ Analysis Orders FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory 1 87 Part Entry In the Part Entry window you can easily maintain up to date inventory records of your supplies You can also track the costs of parts and supplies that you use during maintenance By setting a Reorder Point FaciliWorks will notify you when you need to order more parts for your work orders The Stock Level Indicator is a useful visual to inform you of current stock levels Part Entry Information Tab Part Entry I
9. Edit Work Orders In addition to using the Create Unscheduled Work Orders function unscheduled work orders can also be created using Edit Work Orders This form can be used either before or after the work is completed and it will also automatically flag the work order as unscheduled when you select a Task ID from the drop down list Fill in the work order task components and complete the work order as instructed in preceding examples The Edit Work Orders function is also used to modify and complete work orders after they ve been created in Manual Create Scheduled Work Orders or Auto Create Scheduled Work Orders Navigate to Work Orders gt Edit Work Orders The following form is displayed Note that this form is identical to the form found in Create Unscheduled Work Orders Edit Work Orders Information Customize Page Tech View WU View Compact WO View Request AssetID Ee fw Description 2012 Ford F250 Tock D Repair Tea Task Description 7 Cause Accident Lei Current Location Wort Order Mo QOOU000781 Comments Record Created B11 5 2013 10 47 AM Field Repair Technician LI Entered By Administrator Le Task Prot Shutdown Task Type Required Shutdowns Shutdowns Performed TaskUserli TI OE O Facility O Facility TaskUser 2 Dii SN Completion Froqress OCompleted Notice Maintenance Done Dael Progress Name Downtimel J Hours amp ProgressText _ oS O O Emergency Progress set C Unscheduled Progress Change Ld WO Sile
10. From the main menu select Dashboard Analytics Asset Schedule In this form you can create a customized schedule of asset maintenance usage and availability marking an asset as scheduled for usage storage shipping or repair Asset Schedule Select All Unselect All Draw Grid Unschedule 4 Today Jan Feb Mar ei May Jun Jul Aug Sep Oct Nov Dec 4 Year 20121 gt WW June 13 14 BEBE Bees DEE 15 18 d Sie 4 Units Selected WIT sel 001 Truck Ce mmm Cl Con CESARE See eee ea 10021 SSS ee H 1 CTT 10 2014 SR ee A A A T a bb wech eee 128 Pt eee tt tT tT ET TE TT TE TE ET ET TT 33551 KEE 9 393 SER 4 014 Key Maintenance W Repair W storage Shipped Being Lsec Unusable FaciliWorks Desktop User Guide Chapter Twelve Dashboard Analytics 253 The Asset ID for each asset in your FaciliWorks database is displayed as a button on the left hand side of this screen Click on the button of each Asset ID you wish to schedule you can select several assets at a time if desired To unselect an Asset ID Click its button again Use the scrolling arrows at the left of the screen to view more Asset IDs the single arrows advance the display up or down one Asset ID at a time while the double arrows advance the display up or down a whole screen at a time To select all Asset IDs click the Select All button at the top of the form to unselect all Asset IDs click the Unselect All button
11. Graph Titles Descriptions and Special Filtering Options Asset Graph Asset Downtime This graph shows the downtime for a single asset and a corresponding task for a specified time period Filter by either the date of creation or date of completion of the applicable work orders Use this graph to determine whether an asset s downtime for a particular task has increased or decreased during the specified time period If the filter finds two or more records that fit your filter criteria you ll see individual graphs for each asset and task matching the criteria Asset Cost Graphs Asset Costs by Type Shows cumulative costs If you update your asset records with current replacement costs this graph will give you an accurate summary of original and replacement costs by asset type Asset Costs within Type Original and replacement costs for assets sorted by type Asset Fuel Cost Charts the fuel costs of your asset over a period of time You can filter for a single asset or leave the filter blank to view costs for all assets Asset Fuel Distance per Unit Shows fuel consumption for specified units on the day it was consumed Asset Oil Cost Charts the oil costs of your asset over a period of time You can filter for a single asset or leave the filter blank to view costs for all assets Asset Oil Distance per Unit Shows oil consumption for specified units on the day it was consumed Asset Tire Cost Shows tire consumption over a period of ti
12. Save Asset Print Close Although FaciliWorks automatically saves the current record whenever you navigate to a different record or close the form or table you can manually save records by clicking the File tab and then clicking the Save button You can also click the Record Selector Bar located on the left side of the application window to save a record Please see Record Selector Bar for more information 44 Chapter Three Program Conventions FaciliWorks Desktop User Guide If you want to save the data in a different format use the Output To command Formats such as Rich Text format RTF text txt Microsoft IIS HTX IDC Microsoft Excel XLS Microsoft Active Server pages asp or HTML HIM HTML are available When you save the output in AS or HIE format it includes fonts layout and other formatting elements The Print group of commands is similar to those of other Microsoft software applications and is available in both Form View and Datasheet View Print Setup enables you to set print options such as margin boundaries and page orientation such as portrait and landscape options as well as column sizes Print allows you to set print range type of printer and other properties such as page layout and print quality Print Preview displays what will be printed on hardcopy To view a list of the assets most recently modified click the Last Asset button to immediately navigate to the selected record T
13. Date based Schedules Date Based Schedule If you perform the task according to a calendar schedule enter the interval number on the left and select the unit of time on the right The available units are days weeks months years EOM End of Month and DOM Date of Month EOM is similar to months but it advances the Next Date Due to the last valid day of the month DOM is similar to months but it advances the next date due to the same date each month See Skip Dates for more information about skipping days of the week such as Saturday and Sunday or specific dates such as national Holidays Last Maintenance Date When you re setting up this task enter the last date on which this task was performed for this asset After the task has been completed FaciliWorks will automatically update this field with the most recent completion date Next Date Due Click the Calculate Next Date Due button to the right of this field for FaciliWorks to automatically calculate the next date this task should be performed Override the automatic calculation by typing the information into this field First Mo of Season and Last Mo of Season If the task is seasonal i e it is not performed year round such as mowing a lawn or spreading sand on sidewalks select the name of the first month the task is performed and the last month the task is performed from the appropriate drop down list The calculated Next Date Due for that work order will fall between the start
14. FaciliWorks displays the results of the search 8 When you are finished using the Advanced Filter click Close 68 Chapter Three Program Conventions FaciliWorks Desktop User Guide Editing and Shortcut Keys The following tables list keyboard shortcuts that save time when entering data into the database Note When lt CTRL gt or lt SHIFT gt is indicated hold down the key while pressing the subsequent keystroke Keyboard Shortcuts General Keystroke Description Page Down Go to the next record in Form View next page of records in Table view Page Up Go to the previous record in Form View previous page of records in Table view eil SCH Copy field data from the previous record s field lt GIRLS Insert the current date lt CIRL gt Insert the current time lt CTRL gt Add a new record lt SHIF I gt lt ENTER gt Save changes to the current record lt CIRL gt Delete the current record lt CTRL gt lt ENTER gt Add a new line to a memo field F2 Switch between field editing and navigation modes F5 Move to the record ID entry text box lt SHIF T gt Space Select the current record Field Editing and Selection Keys Keystroke Description lt SHIF T gt Right Arrow Extend the selection or deselect one character to the right lt CTRL gt lt SHIF T gt Right Arrow Extend the selection or deselect one word to the right lt SHIF T gt Left Arrow Extend the selection or deselect one character to the left
15. Group Permissions Form Form Form Work Orders Editfadd Form Form Form Llser Editfadd Form Form Form Requests Read Only Form Form Form Guest Read Only Form Form Form Administrator Edqit 4dd De EquipshutDow Asset Check box Administrator Read vyrite Equipvwasshu Asset Check box Administrator Read yyrite Equip_ID Asset iD Combobox Administrator Read yyrite CalcNextDatel Calculate Next Command butt Administrator visible Ene melon lo eT A eo ele bene hl A Le e we sel LL WW lan ee ee ees oe Te Security Status Tab The Status tab gives you a quick view of your system security Secunty system status Logon System Current User ID security Enabled Security Warning Logon System This is the type of logon security used based on the Logon Method selection you made in the Setup gt Settings gt Security tab e f your Logon Method is Application Logon your Logon System is EZ Security e f your Logon Method is Windows Logon your Logon System is Win 95 98 NT FaciliWorks Desktop User Guide 221 Chapter Nine Personnel Current User ID This field displays the ID of the user who is currently logged in Security Enabled Based on Settings gt Security gt Enable Security Security Warning Based on Settings gt Security gt Enable Security Messages Staff User List Navigate to Personnel gt Staff User List The Staff User List is created for staff without personal login credentia
16. Model No Enter the asset s model number Supplier Code Use the drop down list to select the supplier Manufacturer Enter the name of the asset s manufacturer Asset Type Group assets for reporting or analysis purposes based on type FaciliWorks will create a self building drop down list as you enter new types Asset User 1 amp Asset User 2 Enter any additional information about the asset in these fields Storage Location Note the storage location of the asset FaciliWorks will create a self building drop down list as you enter new Storage locations Current Location Enter the asset s current location An employee name will appear here if the asset is issued Manual Location Enter the location of the asset s user manual Information Tab Command Buttons The command buttons are located just below each tab name in the green bar The buttons link to the accessible operations that can be performed for the active form Information Customize Usage Attach Tasks ist Work Orders Customize Button Within each FaciliWorks form is a Customize button allowing each form label Label Text to be modified Label Text Font eight Hyperlink RR leen pen _ eeng li RE Eleng OT eve Noel Open Beet Besse Base le nomai open dd Rest _ Ges Reset Nomel open id Been _ Eeer lge omg 9 Reset Set Weight Default Cancel Close Record 4 La KN Sen Return any Label Text to its original state
17. W i FaciliWorks Desktop CMMS User Guide FaciliWorks Desktop CMMS User Guide CyberMetrics CyberMetrics Corporation 1523 West Whispering Wind Drive Suite 100 Phoenix Arizona 85085 USA Toll free 1 800 776 3090 USA Phone 480 295 3465 Fax 480 922 7400 www cybermetrics com Entire Contents Copyright 1988 2013 CyberMetrics Corporation All Rights Reserved Worldwide 8 6 071113 U S GOVERNMENT RESTRICTED RIGHTS This software and documentation are provided with RESTRICTED RIGHTS Use duplication or disclosure by the Government is subject to restrictions as set forth in subdivision DON of The Rights in Technical Data and Computer Software clause at 252 22 013 Contractor manufacturer is CyberMetrics Corporation QUESTIONS should you have any questions concerning this agreement or if you wish to contact CyberMetrics Corporation for any reason please write or call CyberMetrics Corporation 1523 West Whispering Wind Drive Suite 100 Phoenix Arizona 85085 Toll free 1 800 776 3090 USA Phone 480 295 3465 Fax 480 922 7400 TECHNICAL SUPPORT If you need technical support please call or write our product support and development office CyberMetrics Corporation 1523 West Whispering Wind Drive Suite 100 Phoenix Arizona 85085 Toll free 1 800 776 3090 USA Phone 480 295 3465 Fax 480 922 7400 Technical support is available by telephone during normal business hours Mountain Central ti
18. gt User Defined tab You can specify fields as text date or list fields Task Custom Sub tah Labels for the user fields under the Tasks gt User Defined tab You can specify fields as text date or list fields Main Menu Sub tab All menu and submenu labels Menu Bar Sub tab Labels on the menu bar of the ribbon Messages Sub tab All warning and security messages found In pop up windows Preferences Sub tab Customize the software interface such as color theme tab style and menu style Use the drop down list in the Theme pane to select your color preference Click the Apply Theme button The new color is applied immediately To change the tab display on each form use the drop down list in the Tab Style pane and choose Single Row Click the Apply Style button This change will take effect when you browse to other forms The Menu Style options include either the ribbon menu or the classic drop down lists of earlier versions Make a selection from the drop down list and then click the Apply Style button You must restart FaciliWorks for this change to take place FaciliWorks Desktop User Guide Chapter Thirteen Program Setup SEA Dashboard Sub tab Assume that your day begins by approving service requests and then creating work orders Your shortcut icon display can be modified to accommodate your preferences The shortcut icons are the round icons at the bottom of the dashboard A e re E No cost center is over budget No tool i
19. Education Industy Experience Byears Related Experience Description Start Date Certification Cert E speriat Welding 12 28 2009 1413 2010 Welding Tech Instil 350 00 Welding Cert 6 17 Record H 1 of1 a H H Education Enter a basic description of the employee s education Industry Experience Enter the employee s experience for example 6 years Boiler Engineer Class II Related Experience Use this field to track any other useful experience such as 4 years Mechanical Drafting 3 dimensional blueprints Management Experience Enter any management experience that the employee has for example Supervised crew of 18 for installation of 3 cooling towers in 1996 Use the Training History pane to track classes or certifications for each employee Use the scroll bar at the bottom of the form to see the different fields Description Enter a brief description of the training Start Date and End Date Enter the beginning and ending dates of the training FaciliWorks Desktop User Guide Chapter Nine Personnel 211 School Enter the name of the school at which the employee attended training Cost Enter the cost of the class Status Indicate whether or not the employee has finished this particular class Certification If this training was for a particular certification enter the type of certificate earned Cert Expiration Date If the certification is good for a specified length of time enter the expira
20. Effective Date Warranty Cost Accounting Information Model Ho Purchase Date Supplier Code Original Cost Manufacturer Cost Center Description Life mos Type Rep Cost Storage Location PO No Manual Location Custom Fields Notes Asset User Asset User Asset Task List The worksheet can be printed or exported as various file types FaciliWorks Desktop User Guide Chapter One Introduction and Implementation Planning 1 9 Chapter Two Running FaciliWorks Now that you have installed FaciliWorks it s time to launch the application Starting FaciliWorks To launch FaciliWorks double click the FaciliWorks Desktop icon on your computer desktop Logon If your system administrator has set up system security in FaciliWorks the Logon window will appear when you start FaciliWorks sen Pasewod O Change Name Password OK Cancel Enter your User ID and Password and then click OK 20 Chapter Two Running FaciliWorks FaciliWorks Desktop User Guide If a password was not previously set you will see the First Time Logon window the first time you log in prompting you to enter a password a This t the first entry for user ID bones Enter a passwor Click OK and the Logon window will now appear as follows UserID ConfirmNewPassword Cancel Type your User ID and then type a password in the New Password field Type the same password in the Confirm Password field
21. From Date Created Ir To Date Created From Date Done mene To Date Done AssetID _ o TeskDL _ Hl status Co E AssetTypeL__ o Ceuse ooo Current Location DOO TA storage Location TA AssetUser o AssetUser2 gt S View Print Clear Filter Close Advanced Filter Add To Queue Fill From Queue Date Fields Type a date directly into a date field or double click in a date field to select a date from the pop up calendar Drop down Lists When a filter field has an arrow on its right side click the arrow to see a drop down list of available entries Highlight any item to select it You can also start typing in the information you want FaciliWorks will go to the first entry in the list that starts with the characters you type User defined Fields The two user defined fields appear on many reports You can customize these and other field names your custom names will appear in entry forms report filters and reports Please see the Setup gt Settings gt Interface tab for information about change labels AssetUsert S AssetUser2 i Checkboxes Some report filters have checkboxes which can be used to include additional information or limit the report by a particular field In the sample filter shown here the Include days with no activity checkbox is checked so that the Work Order Schedule Summary shows all pertinent information FaciliWorks Desktop User Guide Chapter Eleven Reports amp Graphs
22. It is sorted by the number of maintenance downtime hours Asset Analysis by Labor Cost with Component An analysis of scheduled and unscheduled maintenance costs for an asset It includes the cost of child assets as part of the cost of the parent asset hence the term with component This report is sorted by the cost of labor items for the maintenance Asset Analysis by Labor Costs Lists the labor costs associated with each asset sorted by asset ID Asset Analysis by Labor Hours An analysis of scheduled and unscheduled maintenance costs for an asset sorted by the number of labor hours Asset Analysis by Labor Hours with Component An analysis of scheduled and unscheduled maintenance costs for an asset It includes the cost of child assets as part of the cost of the parent asset with component This report is sorted by the number of maintenance labor hours Asset Analysis by Part Cost with Component An analysis of scheduled and unscheduled maintenance costs for an asset It includes the cost of child assets as part of the cost of the parent asset with component This report is sorted by the cost of parts used for maintenance Asset Analysis by Part Costs An analysis of scheduled and unscheduled maintenance costs for an asset It is sorted by the total cost of parts used for maintenance Asset Analysis by Total Cost with Component An analysis of scheduled and unscheduled maintenance costs for an asset It includes the cost of ch
23. January 15th The maintenance cycle has a more flexible schedule based on one month following the date on which the last maintenance occurred FaciliWorks Desktop User Guide Chapter Five Data Administration 1 35 Task List Labor Sub tab In the Asset gt Task List gt Labor sub tab you can assign additional active employees to a task or delete employees that have already been assigned To delete a labor record place the cursor in the Employee ID field of the record to be deleted On the ribbon click Records and then click the drop down menu on the Delete button Select Delete Record Assets Task List Customize AssetlD 001 Truck Description 2012 Ford F250 Customize Asset D 001 Truck Description 072 Pord Fasi Task IO S ller Le Task Description Ir O O Employee ID Name Craft Code Est Hours Est Cost LE Stan Smith Mech is e EE BG ee eee eee The Asset ID Description Task ID and Task Description fields reflect the active asset and task records Employee ID Use the drop down list to select an employee Name When you select the ID the employee s name auto fills this field trom the Staff Entry record Craft Code This field auto fills from the Staff Entry record If no value currently exists type the employee s union affiliation department or classification Est Hours Estimate the number hours needed for the employee to complete this task Est Cost FaciliWorks automatically calculates the
24. OO O Source Connection Information ee Cancel l FaciliWorks Desktop User Guide Chapter Two Running FaciliNorks DS Use the drop down list in the Source Database field to select Version 7 0 Data Click the browse button to the right of the Source Connection Information field to navigate to and select your database and then click Next the following window is now active Data Transfer Utility Destination Database Version 6 0 Data Destination Connection Information ee Cancel lt Back The Destination Database field defaults to Version 8 Data Click the browse button to the right of the Destination Connection Information field to navigate to and select the blank database in the FW80 folder on your C drive and then click Next You are now given a choice to use the new labels that are included in FW8 or to retain previous labels trom your FW7 database Data Transfer Utility Options for Program Labels Use Faciliworks 8 Desktop labels Recommended Retain previous program labels Use the new naming conventions for menu titles tab labels field captions etc Cancel Transfer Data When you are ready click Transfer Data 24 Chapter Two Running FaciliWorks FaciliWorks Desktop User Guide A message reminds you that any data in the blank database will be overwritten You have already made a copy of your existing database Click OK It will take a minute or two for FaciliWorks
25. Sorted by staff ID this report shows total numbers of estimated hours and actual hours as well as a productivity percentage Staff Report All the current staff members and their hire dates departments and job titles Staff Training Report Shows your staff s certifications and other training and qualifications FaciliWorks Desktop User Guide Chapter Eleven Reports amp Graphs 245 Supplier Reports Supplier Listing by Asset ID Sorted by asset ID this report includes supplier information for each asset Supplier Listing by Supplier Code Sorted by supplier code this report lists all suppliers their category contact information and activity Supplier Listing by Supplier Code with Asset Data Sorted by supplier code this report lists all suppliers their category contact information activity and all assets and parts they supply Supplier Listing by Supplier Name Sorted by supplier name this report lists all suppliers their category contact information and activity Supplier Listing by Supplier Name with Asset Data Sorted by supplier name this report lists all suppliers their category contact information activity and all assets and parts they supply Supplier Listing by Supplier Type Sorted by supplier type this report lists all suppliers their category contact information and activity Supplier Listing by Type with Asset Data Sorted by supplier type this report lists all suppliers their category contact info
26. The search field ends with the value listed The value listed is within the contents of the search field from the first to the last entries including the first and last entries The value listed is between the first and last entries of the search field The value listed is not a subset of or is not part of the search field The search field matches the value listed exactly The search field is not equal to the value listed The search field is less than the value listed The search field is greater than the value listed The search field is less than or equal to the value listed The search field is greater than or equal to the value listed This works only in conjunction with the Null value empty field Value Enter a value to be used in your search Values may be letters and or numbers or a date however the Value field will not permit you to enter letters for a numeric field and only allows dates for date fields Sort Fields This field lists the Sort By fields you have selected separated by commas Sort By This drop down list shows available sort fields Records are arranged using this field as reference Clear Resets the Sort By field Add Adds the value of the Sort By field to the Sort Fields entry Preview Previews the report on the form Close Closes the Report Filter window Quick Filter Returns you to the Quick Filter 236 Chapter Eleven Reports amp Graphs FaciliWorks Desktop User Guide Repor
27. When FaciliWorks Desktop 8 is launched for the first time the sample database is loaded into the program by default and the navigation path to the location of the current database is displayed in the lower right corner of the application window We will discuss how to point the program to your company s database later The sample database does not have security enabled Therefore a login User ID and password are not required when launching FaciliWorks for the first time This is reflected as No User Name in the lower left corner of the application window After you enable security and log in to FaciliWorks the User ID will be displayed We will discuss how to enable security later UserID Default User C Program Files x86 FW80 FWData80 accdb Scroll Bars scroll bars might appear on the right side and or the bottom of a form You can use them to scroll to portions of the form that aren t immediately visible which can happen if vou ve reduced the form s size from its original design VIE gt VT FaciliWorks Desktop User Guide Chapter Three Program Conventions 41 The Ribbon When you launch FaciliWorks you will notice that the software no longer includes the typical drop down lists and toolbars found in previous versions Desktop 8 is built on the Microsoft Access 2007 platform and thus uses the new Ribbon technology The Ribbon is a new interface component that contains task specific commands grouped together under different
28. Wk NoFilter beach To attach a file to a procedure type the file path and name into the File field or click the button to browse for the file The File Description will be auto filled with the type of file attached such as MS Word MS Excel images PDF or Text formats but this content can be overwritten by deleting it and typing in a new description If the file path of an attachment has changed click Change File Path and the following window will open E Ciare acer eran E Old File Path Desktop Attachment 23 jog Browse Mew File Path fsharedDrive Attachment 23 joq Browse Change File Path Cancel Enter the appropriate information and then click the Change File Path button There is no limit to the number of files you can attach To view or print attached files click the View Print button Click the Attach to WO checkbox to allow your attachments to be printed on your work orders 1 54 Chapter Five Data Administration FaciliWorks Desktop User Guide Supplier Entry Before you add data to assets parts tools or contractors all vendor supplier data is entered in Data Administration gt Suppliers All assets parts tools and purchase orders for the supplier are tracked here Suppliers Supplier Info Tab The Supplier Info tab contains general information about the supplier Each supplier must have a unique identifier If the Supplier is currently in good standing the Enabled box will be checked an
29. etc will have an effect on the total computation for the parent component For example for a truck its engine might be a child component A part of the engine s regular maintenance might be changing the oil at regular intervals When the cost of changing the oil varies FaciliWorks automatically recalculates the overall cost of maintaining the truck 1 30 Chapter Five Data Administration FaciliWorks Desktop User Guide Assets Task List Tab An asset can have one or more tasks associated with it Each task consists of one or more components and Is represented by the tabs in the Task List Each component tab captures information about the task including Schedule Labor Contracts Parts Tools Variables Procedures Shadowed Tasks and Checklists Each of these task components will be described m the sections below Task List Task Sub tab The Task List gt Task sub tab allows you to specify information about the work preventative maintenance that will be performed on the asset Assets Task List Customize Asset iD 001 Truck Description 2012 Ford F250 Task Customize AssetlD 001 Truck Description 2012 Ford F250 TaskID POO Le Task Description Ir O Task Type OU amp Lube Job e O Shut Down Facilities Technician 3791 Le Shut Down Asset iori SA ear Priory Time Needed To Peron OPEN Work Order TaskUseri TI o O Maintenance 1 0 25 Hours TaskUser2 0 TimePerDey _ Miiles Comments Tasks that are pe
30. o o O o o iy O WO Silent Printing All fields are auto filled from the Approve Service Request form The Approved checkbox is checked and the Progress Name field in the Status pane confirms the approval of the service request The original service request can be viewed and printed using the View Request button in the strip below the tab title Use the Customize button to modify the form labels and font weight of any form labels If it is decided that the request will not be advanced to a work order do one of the following e Delete the service request record From the Ribbon select the Records tab click the Delete drop down list and then click Delete Record e Select Closed from the drop down list to the right of the Request No field e Close the Edit Service Request form The request will remain here until either deleted or advanced to a work order FaciliWorks Desktop User Guide Chapter Seven Service Requests 177 Information tab fields Time Until Automatic Refresh Minutes The amount of time the program will wait before it updates the information in this form based on program settings Click the grey button at the right of this field to immediately update the form Request No FaciliWorks assigns a consecutive number to each service request The format for this number comes from program settings chosen in the Setup gt Settings gt Auto Numbering tab Requested By This field displays the name
31. 233 H Work Order Schedule Summary by Day Filter From Date Due RFA To Date Due AssetID S d Description _ i O Current Location fe Storage Location I AssetType Le Technician o d Default Hours Include days with no activity lew Print Clear Filter Close Add To Queue Fill From Queue View Click this button to see a print preview of the report Print Click this button to print every page of the report without previewing it Clear Filter Click this button to remove all filter choices Close Click this button to return to the report listing Add to Queue Add the current filter to the print queue Fill from Queue Select a previously saved filter from the print queue Advanced Filter This option allows you to create more complex criteria for filtering your report With the Advanced Filter you must build criteria for your report to act as your records filter You can save a filter by giving it a name and open it again for reuse By selecting the Save Search button you can specify a filter name in the Report Filter dialogue window it FaciliWorks amp Desktop Report Filter Supplier Listing by Asset Find Records that match these criteria l Supplier_Master Supplier Code Like sFord Equip MasterEquip ID Like 00 New Search Open Search Save Search Define more criteria CE e And CC Or Field Condition Value E quip Id e contains Sort F
32. Bytes Ji FMS J Fwso Ji BACKUP RN eege Finished Navigate to the location of your database backup Double click the Zip file to open it Your backup database is listed You can now copy it to a CD or flash drive FaciliWorks Desktop User Guide Chapter Fourteen Utilities 287 Manual Restore Use Manual Restore if the backup was created with Manual Backup or to restore the database to a specific location On the Manual tab click Manual Restore The next dialog box will ask you to enter the name of your Zip file Navigate to the location of your database backup and select the Zip file Click OK The Browse for Folder dialog window prompts you to select the folder in which the restored files will be placed When you restore your database manually you must either restore it to a location other than that of your current database or change its name The Manual Restore utility has a built in safeguard that will prevent you from overwriting your current database even if you select the option to do so This safeguard allows you to alternately open your restored and current databases to compare them if you suspect that you ve lost data because of database corruption FaciliWorks will notify you when the backup has been restored to the selected location Click OK You can now connect to your database Data Backup Automatic Tab Use the Automatic Backup and Automatic Restore buttons to back up and restore your data using the
33. Disabled or Enabled Users see this field but cannot change its contents disabled and enabled refer only to the button s appearance gt Read Write users can view and change the contents of this field e Report gt No Access Users cannot view this report it won appear in the list of available reports on the Reports menu Print Users can print this report e Report Control No Access Users will not see the field on the report gt Print When users print the report this field will appear Important Make sure you coordinate the permissions that you assign For example you can t allow a group to add new asset records but then remove their access to the Asset ID field 220 Chapter Nine Personnel FaciliWorks Desktop User Guide Security Object Permissions Tab Use this form to view a Summary of the permissions you ve assigned for a particular form or report This feature will be helpful as you define specific rights in the Group Permissions tab In the Select Object pane select the type of object you want to view and then select the specific object from the drop down list FaciliWorks will display a listing of permissions for that object including control permissions fields buttons and group names Secunty Group Penmissions Tano s0 yy ce ry Groups select Object Gei Form Edit Work Orders O Report O Report Control Function Control Name Control Name Control Type
34. Do you wish to continue Click OK Click Close in the Ribbon to close the Merge Utility Wizard the following message will open Click OK You may receive a prompt about making sure no one else is connected to the database if so click Yes to continue IK Chapter Fourteen Utilities FaciliWorks Desktop User Guide This will return you to the Open Database window the path C Program Files F W80 F WData80 accdb is displayed in the Database field Click the Test button database connection is successful Click OK FaciliWorks will refresh the database Click the Help tab and then click the About button on the ribbon The Current Number of Records in Database File section reflects the new records in the previously blank database the window will look similar to the following FaciliWorks amp Desktop Version 8 6 Build 001 MAINTENANCE MANAGEMENT SOFTWARE For technical support call 460 295 3465 E mail suppon cybermetrics com Website wew cybermetrics com Current Humber of Records in Database File Assets Procedures Tasks PO Work Orders Staff service Reg Suppliers Contracts Tools Parts Variables System and License Information Serial Number Expiration Date Windows Directory System Directory Access Directory Copyright 2013 CyberMetrics Corporation Fortions 2006 Microsot Corp All rights reserved Asset Parent Child History This utility displays a comprehensive history of the par
35. E E 280 Exporting toan El 280 O E LO E 280 Rugg 281 ENEE Bar Code EE eebe 281 PARINE Fan Bar Code EE 281 Panina ee 281 12 Table of Contents FaciliWorks Desktop User Guide Work Order Service Request Progress s sscccccsssssseeeeeeeeseesssseeeeeeeseasseeeeesseaeaasaeesesseeagsaeees 282 Chapter Fourteen Utilities 283 PUUL EE 284 Dale AG MUD arinaren 285 Data BacKUD Manual TAD ecnin ia iiaiai iiini i 285 Hie ET aA E E ae to ete 285 lee JEE E EE 288 Data Backup Automatic Jah 288 ele eer arc setacasiacesnessterast N E A T S 288 EE O ee 289 Import Export RecordS EN 289 FOUN 5 lt 290 Joie glate EE 292 moot Data RTE 294 Oli A BI 295 Records ArChive ccscccccssccccsccceeeenccueeneaceeeuaaceeeuasceeeuueueeuenaueuuenaueeeegagesennaueeenaaeueauaegeeanaeusess 295 Merse UY E te BEE 296 Asset Parent Child History sisssssacesnsustessiicustanevsdantaasesdnsnansneesesausssbunteusosdutanisuesdsusdesiaaesbonnvunds 299 Reset NEE eg 300 SV MC invemo COSUIDE saceosstsaeeencesesesetecsenesesucseasnmsnccnsuaenadnseusseadesaitiecedsndedeiaceesesnauciatecceaainnnd 300 Update Record INGE EE 300 Chapter Fifteen Data Tools 301 Calculate Due Dates and Meters ccccccccsscccccccsceesnceeeueuceeeueueeeeaueueseuuueeseuauuesenaueeenaeusessas 301 Fill Maintenance RE 301 Fill Part and te 302 Find Uncodeable Records csccccscseccccscuecencceeeeauceeeeucueeuaucueeuauueeeenuueeeenuueesenacueanaaeuesnaueess 302 DEENEN 302 Repai
36. Enter the Est No of parts and the Cost field will auto fill Customize Task ID F 1021 Oil Change Task Type Oil amp Lube Job e Task Description _ __ o o o Y Part Mo Description Model Mo Est Mo Cost fOF 21515 Oil Filter Il 9 00 H tze Oi 5w30 o 37 50 F Noninventory Ply ee eC Tasks Tools Tab On the Tools tab specify which tools will be needed to complete the task Use the Tool ID drop down list to select a tool that was entered via Tool Entry Description Type and Current Location will auto fill from Tool Entry If the tool was issued out to the technician performing the task the Issued checkbox will be checked 92 Tools Customize Task ID F 10217 Oil Change Task Type OU amp Lube Job sl Task Description sd Tool ID Description Type Current Location Issued P Drainpan e ea e Crib Cab 2Drw2 C EE BE Rn Record M 4 1of2 k MES WK No Filter Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Tasks Variables Tab On the Variables tab specify the variables that will be used to measure the tolerance range of the asset Use the Name drop down list to select a variable that was entered via Data Administration gt Variable Data All other fields will auto fill Check the Use if Fail checkbox to allow the use of the asset even if it fails the set conditions Customize TaskID F 1021 Oil Change Task Type OH Lube Job EN T
37. Evet O ie o O Tie S O Miolation o O H O Record 4 4 6of6 NM d No Filte Enter the new event Type in the empty field at the bottom of the list as you enter the event Type a new blank field appears beneath it to allow you to enter another one 1 24 Chapter Five Data Administration FaciliWorks Desktop User Guide Assets Operating Costs Tab Use this form to capture asset operating costs This form contains sub tabs to enter meter readings and other detailed information relating to Fuel Oil Tires and Other costs Mileage entries cannot overlap and date entries must be consecutive Assets Operating Costs Customize Asset 001 Truck Description 2012 Ford F250 Mileaqe Meter Date Units Purchased Cost Dist nn a BE er ee BR ood WEE re BR EAT Peeve 4 BEER Ful Le 4 29 123Aching Le Diese E 0 22 The fields below the table rows showing Capacity and Costs are linked to the row data Click the grey box to the left of a row and the fields below will reveal Capacity and Cost information for that row FaciliWorks Desktop User Guide Chapter Five Data Administration 1 25 Assets Auth Persons Tab Use this form to enter the names of persons authorized to use the asset Assets Auth Persons Customize Asset 001 Truck Description 2012 Ford F250 Restictlssue Til Authorized Persons P DavidBridges de anet Townsend dr Mark Crawford e RobertCure e PR S C SCSC
38. FaciliWorks relaunch it and log back in 5 The Task Due Listing Report similar to the one shown below will be displayed 4 27 2013 Due Date Asset IDo Time Left Task ID 002 Conv 0 00 Conv lube 4 2013 ETS Telos 1 0 00 Coe 45 2013 Facility San Diego 0 00 Facility Service Request 4 5 2013 Man Lift 01 0 00 Cos FA 12013 Conv 002 0 00 Conv 001 Weekly Your Company Name Division Name Task Due Listing Description Task Type Adjustoveyor Conveyor Lubrication Telos Toxic Gas Monitor C San Diego Plant Service Request Liftrite Man Lift Cc Adjustoveyor Conveyor Preventative Maintenance Asset S N Date Frequency Task Priority Meter Frequency Sfre75490 6 Months Medium Prop 179135 2 Sfrzr5490 Normal To disable the Automatic Task Due Listing Report feature navigate to the Setup gt Settings gt Options tab and uncheck the Enable Auto Task Due Listing Report checkbox to disable it 238 Chapter Eleven Reports amp Graphs FaciliWorks Desktop User Guide Report Titles Descriptions and Special Filtering Options Asset Reports Agreement Due Listing A detailed list of expiration dates of warranties and service agreements and includes asset ID description current location effective date warranty cost asset user 1 asset user 2 storage location and agreement term Asset Barcode Label 12 1 2 1 Inch Use this report to print barcode labels for your assets In the filter you
39. It ndi oc zate The Mil Miram d Record M 4 HES Wk No Filter Click the Attachments button and FaciliWorks displays the path and file type of each attachment If you have changed the location of a document you can re link to it here If you want the attachments to print on the work order check the Attach to WO checkbox To view the attachment click the View Print button The selection made here in the Attach to WO checkbox does not affect the original procedure record it is specific only to this task F 10217 Oil amp Filter Change File Description Attach to WW Delete SENG H es Record H 4 b bl BE Wk No Filter fiew Print 94 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Tasks Checklist Tab On the Checklist tab specify the checklist s that must be used during the completion of the task Use the Checklist Name drop down list to select a checklist that was entered via Data Administration gt Checklists All remaining fields will auto fill A checklist is used when you need to ensure that each step of a procedure was completed and can include a signature Tasks Checklist Customize Task ID F 10217 Oil Change Task Type Oil amp Lube Job e Task Description O o Z o ef Oil Change e Inspection Check all fluids fill if necessary Dio tem and Inspection e H Drain oil Inspect and clean the oil drain plug Record H Lei bl RE VK No Fi
40. Requests Asset iD Description Current Location Task ID Est Hour Emerg Close The work order list includes all scheduled and unscheduled work and open service requests Click the button to the right of any record to view the details of that record FaciliWorks automatically updates the Work Order List according to the most recent information entered into your database FaciliWorks Desktop User Guide Chapter Six Work Orders 1 73 Chapter Seven service Requests Service Requests are typically utilized by employees outside of the maintenance facilities group to alert maintenance staff to work that must be completed This can be anything from changing a light fixture to hanging a white board to repairing a leak The request either goes through a two step approval process or a work order is automatically created for the job All service request activities are handled through the Service Request menu Two Step Service Requests service request records can be viewed and edited by users with full access rights Further administrative users can immediately create work orders based on service requests To use the two step approval option navigate to the Setup gt Settings gt Options tab In the service request options group check the Use two step Service Requests checkbox If security is enabled you must have administrative permissions to change settings O Allow requester name other than User O Require Asset ID for Serv
41. Select the Task ID from the drop down menu This list shows only tasks linked to this asset Click the All button next to this field to see all of the tasks in your database click it again to go back to the original list Cause Enter the basis for the service request Causes are defined in the Setup menu Assigned Priority This editable field displays the priority originally given to the task Assigned Tech This editable field displays the name of the technician originally assigned to the task 1 80 Chapter Seven Service Requests FaciliWorks Desktop User Guide Page Technician You must select a Technician before using this feature Click the P button to call the assigned technician s pager to leave a message This form appears Enter the number of the employee s pager and the numeric message to send to the pager and click Page Pager Number 922 7300 Numeric Message 555 556 1212 The Phone Dialer will dial the Pager Number and send your Humeric Message After the number has been dialed hang up the line Close To page the employee click the Page Technician button FaciliWorks sends the numeric message to the employee s pager You must enter the pager number in Staff Entry before you can page the employee from this form Service Supplier This editable field displays name of the service supplier originally linked to the task Desired Date Enter the date on which work should be completed FaciliWorks automatically assign
42. Staff Entry and the estimated number of hours Assets Task List Customize AssetlD 001 Truck Description 2012 Ford F250 Customize Asset 001 Truck Description 2012 Ford F250 Task ID F 10217 Gil Change Task Description O Part No Description Model No Est Mo Cost Geck l Filter WW 9 00 H oitswa0 EISE WE 90 00 Non inventory PL G iii 1 00 E EI RS BE eee eee You can also add parts that are not in your database by typing a new value in the Part No field In this case FaciliWorks will ask if you want to add the part to the database If so the Part Entry form will be displayed for you to enter all pertinent data Part records can be deleted trom this sub tab To do so click in the Part No field of the part you want to delete Click the Ribbon s Record tab click the Delete drop down menu and click Delete Record 1 00 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Task List Tools Sub tab In the Asset gt Task List gt Tools sub tab you can add records by selecting from previously entered information by using the drop down list in the Tool ID field FaciliWorks will automatically display the Description Type and Current Location of the tool if the information was previously entered in Tool Entry These fields are grayed out as they are not editable here Tools can be removed from this form Assets Task List Customize AssetlD 00
43. and then click OK Password successfully entered FaciliWorks will require you to enter this password the next time you log in To change your password check the checkbox labeled Change Name Password located in the original Logon window FaciliWorks will require you to enter your old password and then type and confirm your new password FaciliWorks Desktop User Guide Chapter Two Running FaciliWorks 21 Serial Number A reminder message will appear whenever you open FaciliWorks if you have not entered your program serial number into the About window In this reminder message click OK and the About window will appear FaciliWorks 9 Desktop Version 8 6 Build 001 MAINTENANCE MANAGEMENT SOFTWARE For technical support call 460 295 3465 E mail suppon cybermetrics com Website wew cybermetrics com Current Humber of Records in Database File Assets Procedures Tasks PO Work Orders Stafi Service Deg Suppliers Contracts Tools Parts Variables System and License Information serial Number O O Expiration Date Windows Directory System Directory Access Directory Copyright 2013 CyberMetrics Corporation Portions 2006 Micrasott Corp All rights reserved In the Serial Number field of this form enter the serial number for your copy of FaciliWorks The serial number is located on the inside of the CD case If you can t find your serial number please contact Technical support at 1 800 776 3090 Data Transfe
44. button to select all fields To remove one or all fields from the Selected Fields list click the lt or lt lt buttons respectively Next select the format of the resulting file using the Format to Export drop down list Export Records Advance Export Filter select a table to Export Equip_Master el O Show All Tables Available fields Selected fields Asset GAN Asset No Model No Format To Export Manufacturer FS Owner d 3 Current Location Manual Location Supplier Code Storage Location Original Cost Serice Date Status Retirement D ate Life mos Technician Rep Cost Cost Center Purch Date PO No Directory C Program Files x86 FW80 Next The Directory button allows you to navigate to the database in which the records reside the default is the location of the active database Click Next you are presented with a filter window dE Chapter Fourteen Utilities FaciliWorks Desktop User Guide This advanced filter allows you to limit the records that will be exported The result can be very specific one type of asset or very general all records Select the Field Condition and Value criteria using the drop down lists then click Add to List to place the criteria in the criteria box FaciliWorks is creating a query on the database using the information in the criteria box You can add one or more criterion to create the query using the And or Or radio buttons The Sort By field will specify the
45. can select the width of the label Ge 1 or 14 The length of the barcode determines the length of the label FaciliWorks will print the Shortest possible label Asset Detail Report Detailed asset information including status importance serial number S N manufacturer current location and storage location Asset Listing A listing of current assets ordered by asset ID categorized by e Current Location e Asset Type e Current Location with Tasks e Description e Description with Tasks Asset Listing by Asset Type A list of current assets ordered by asset type Asset Listing by Current Location Current assets grouped by current location and ordered by asset ID within each group Asset Listing by Current Location with Tasks Current assets with associated tasks grouped by current location and ordered by asset ID within each group Asset Listing by Description Current assets ordered by asset description Asset Listing by Description with Tasks Current assets with associated tasks ordered by asset description Asset Status History by Asset ID A list of assets by asset ID and their status Asset Status History by Status A list of assets by status Asset Status History Summary A summarized list of asset status Asset Status Report This asset status report creates a Summarized list of assets based on the status you select Use this report to print a list of all inactive assets or items in need of repair You can al
46. column you want to display Each column will reappear as you check the box beside its name if you uncheck a box the corresponding column will disappear from Datasheet View When you ve selected the columns you want click Close 62 Chapter Three Program Conventions FaciliWorks Desktop User Guide Freeze Columns To prevent columns from scrolling off the form select Freeze from the Format tab to hold the selected columns in place as you scroll left and right For example place the cursor in the first row of the first column OO1 Truck On the Format tab click Freeze As you scroll to the right the Asset ID column remains visible This is very helpful when viewing records after the first form of data the column header and Asset ID you are viewing will remain visible Asset ID CostCenter PO No DO Touch T5875 1011530 Facility To unfreeze the columns click the Format tab and then click Unfreeze Hide and Display Gridlines By default the program displays gridlines around each cell in Datasheet View To hide gridlines go to the Format tab and choose Gridlines Width Style ame Color HH Gridlines Both Gridlines Horizontal A shortcut menu will appear use the options in this menu to display or hide gridlines There are three other formatting options in the Gridlines group Width Style and Color Each refers to the lines of the grid and has a drop down list of opti
47. command tabs and is located at the top of your document window The Ribbon enables you to easily identify the desired tools or functions and perform both simple and advanced operations without having to navigate extensively i Records AY X ei FN Save Output Page Print Preview Last Close To Setup Asset Save Print Asset Close To hide the Ribbon right click the Ribbon then click Minimize the Ribbon This command is a toggle switch clicking it again will make the Ribbon visible Help Format Records Edit View Gei BD X Page Print Preview Last Close Setup Asset Print Asset Close Help Customize Quick Access Toolbar Show Quick Access Toolbar Below the Ribbon Output Ta ave G i W X Page Print Preview Last Close To Setup Asset i Asset Close Press one of the access keys to move to the next menu option For example press Y2 to see the Records options and then press KN to obtain a new record Press the Dash to view the file options Main Ribbon Tabs The Ribbon tabs replace the traditional menu bar utilized in previous versions of FaciliWorks These tabs give you quick access to common program commands Each tab consists of commands that are arranged into groups Each group includes a combination of buttons and commands The tab choices will change as you navigate to the various FaciliWorks menu options Only one tab Is visible at a tim
48. display the downtime calculator shown here Enter times in the format shown start Time DUU AK 9 30 PM End Time he AM 8 30 PM Hours Emergency Check this checkbox for emergency maintenance Unscheduled This box is automatically checked if the work order is not part of the asset s routine maintenance Progress Name This field shows the status of the work order By default FaciliWorks automatically updates the status of work orders when they are created or completed The status of the work order can be edited using the drop down list To edit progress names and reset triggers see Work Order Service Request Progress in Chapter Thirteen Progress Text Enter comments on the status of the work order e g Part Number X 0011 on backorder Progress Set FaciliWorks automatically enters the date and time of the last change in the progress of this work order This field can be edited Progress Change Enter the date you expect the progress of this work order to change next e g if you are waiting for a part enter the date on which you expect to receive the part WO Silent Printing With this box checked click the View WD button rather than displaying a print preview of the work order in FaciliWorks the work order is sent to print Customize Use this button to modify the form labels and font weight of any form labels Page Tech You must select a Technician before using this feature Click this button to call the ass
49. enice Request Letter Entry j E E 36 Chapter Three Program Conventions FaciliWorks Desktop User Guide Use the drop down list in the Form Shortcut 1 field to select Edit Service Requests A warning message appears FaciliWorks 8 Desktop You are about to update 1 row s Once you dick Yes you can t use the Undo command to reverse the changes Are you sure you want to update these records Click Yes Use the drop down list in the Form Shortcut 2 field to select Edit Work Orders The above warning message appears again click Yes to close the message Close the Settings window to return to the main menu by doing one of the following e Click the Close button in the File menu OR e Click the smaller of the two Xs in the upper right corner of the window Settings From the main menu click Dashboard Roll the mouse pointer over the first two quick link icons They should reflect your new choices if not click Refresh nere are total number Or active employees Refresh d t me Di CG Edit Work Orders C Prograr FaciliWorks Desktop User Guide Chapter Three Program Conventions 37 Maximize Minimize Restore Close Buttons Use these buttons located in the upper right corner of the form to Maximize the form to the largest size allowed or to Minimize the form to an icon If you maximize the form then the Maximize button becomes the Restore button Click Restore to return the f
50. estimated cost based on the number of hours multiplied by the employee s rate This field cannot be edited 136 Chapter Five Data Administration FaciliWorks Desktop User Guide Task List Contractors Sub tab The Contractors sub tab allows you to capture information for any outside contractors that are required to maintain the asset Task List Customize AssetlD 1001 Truck Description 2012 Ford F250 Contractors Customize AssetilD 001 Truck Description 2012 Ford F250 TaskID Repair Le Task Description ___ o o Reference Mo Description supplier Code Rate Time Lost Lead Time P D amp B Body Shop Body repair S I 65 00 Hours e tens fee VE EE E WEE BEE ee WEE 0 00 Te Enter a unique alphanumeric identification code for each contractor in the Reference No field or select a contractor from the drop down list If you select an existing contractor from the drop down list the remaining fields will auto fill with information from that original contractor record If no such information was previously entered you can enter that information here based on the following field descriptions Rate Enter the dollar amount the contractor charges in the left hand field and the unit of time in the right hand field for example 20 00 Hour 500 Day or 052 Mile Description Enter a brief description of the service or asset that the contractor provides Time Enter the estimated amount of time required to complete
51. every three months or 3000 miles Upon completing this form the Next Meter Due and or the Next Date Due will automatically be calculated when the Calculate Next Meter Due and or Calculate Next Date Due buttons are clicked When these values are calculated FaciliWorks will send a notification that a work order is to be created for this work This action starts the continuous process for scheduled work orders After the work order is scheduled and completed the program will automatically send notification for the next work order to be created and the ongoing schedule Is set This schedule continues until the asset status is no longer active We will look at the work order notification in the next chapter Informatior Task List Customize AssetlD 001 Truck Description 2012 Ford F250 Schedule Customize AssetiO 001 Truck Description 2012 Ford F250 Task ID F 10271 Oil Change Le Task Description o o O OoOo oo O O Mies Meterbased Schedule 2UUDukdles Le O Fixed Rollover Meter Reading Floating Total Time On CurrentMeter Calculate Next Meter At Last Maintenance led Meter Due Current Meter E Next Meter Due Date based Schedule Months fe CH Fixed Last Maintenance Date SACHER Floating Next Date Due oT fell 3 Calculate Next FirstMo OfSeason l ke Lille Last Mo Of Season si FJ Meter based Schedules Meter Based Schedule If the schedule for this maintenance is based on as
52. fall with a minimum and maximum range From the Main Menu select Data Administration and then click Variable Data To add a new variable record click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form Vanrable Data Customize Variable KEWA Number Format Wi Le Description Notes Minimum Maximum Allow Asset Use If lt Does Not Meet The Criteria Examples of assets and their possible variables Asset Possible Variable s Brake drum Degrees of flatness Motors Oil temperature and oil pressure Gears Lash Tires Depth of tread Electrical Amps Gages Calibration tolerances shafts MM out of round To get started focus on the fields described below For more information please see Variable Data Entry in Chapter Five Variable Enter a unique name of the variable being tested Description Enter a brief description of the variable Minimum Maximum Enter the variable s range of limits Use the drop down list for measurement unit amp psi etc Number Format Select the number of decimal places for accuracy Notes Enter any pertinent information such as instructions for testing the variable 84 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide If you need to have your technician sign off on all steps to a procedure when completing a task use a checklist With a checklist each step is a Separate record and each record can be signed as c
53. from the corresponding Action drop down list Make your selections and then click the Transfer Data button the following confirmation message will appear Reports Updated Reports transfered successfully Click OK to close the message The values in both the Your Version and Current Version fields will display the same reference number The update procedure is now complete Close the DTU You are ready to re launch FaciliWorks 30 Chapter Two Running FaciliWorks FaciliWorks Desktop User Guide Chapter Three To save time and provide consistency FaciliWorks uses certain operational conventions It is highly recommended that you become familiar with these conventions before you begin using FaciliWorks Conventions help you navigate through add edit delete retrieve and print records Shortcut keys help you save data entry time and avoid mistakes FaciliWorks Desktop User Guide Chapter Three Program Conventions 31 The FaciliWorks Application Window The FaciliWorks application window consists of various elements to assist you as you navigate through the program OFFICE BUTTON nm oo X Openi Login Logout Exit Database Open Database Security RIBBON DASHBOARD SUBMENU PANE Exit Main Menu Dashboard Recent Reports Graphs Dashboard Service Request Work Order Asset Downtime Employee Performance N Report Queue No service request for approval today No s
54. hard copy records you can take this opportunity to carefully review your records for completeness and correctness Questions that you need to answer include e Where is the existing information e How accurate is the data e Are walk downs necessary to collect asset information e Should walk downs cover all assets or only assets that lack complete accurate information e s the asset still located where it was when the original records were created Instruct the data collection person or team on exactly what cata to collect and enter This eliminates the need to look at a record more than once FaciliWorks includes printable cata collection worksheets that will allow you to compile organized complete records to enter into FaciliWorks 1 8 Chapter One Introduction and Implementation Planning FaciliWorks Desktop User Guide To print these blank forms navigate to Reports and Graphs gt Program Reports and select the form you would like to print Reports and Graphs Asset Cost Graphs Work Order Graphs Staff Graphs Part Graphs Yariable Graphs Repor Queue Asset Reports Asset Cost Reports Task Reports Open Work Order Reports Historical Work Order Reports Service Request Reports Contract Reports Part Reports Procedure Reports otaff Reports supplier Reports Tool Reports Variable Reports Program Reports Asset Information Warranty Information Asset ID Warranty Term Status Importance Asset SH Asset No
55. if you entered ACW O0002 In this screen the next number would be ACW O0003 Click the Test button to see a preview of the next number in the sequence based on the format you created Note Once FaciliWorks creates an automatic number it will not re issue that number FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 267 Numbering schemes Numbering schemes can be formatted for assets parts and staff records based on type or department Use the drop down lists to select number field or type department Enter the format in the Format field using the format instructions listed on the right side of the form Be sure to check the Enable Automatic Asset Numbering checkbox to activate the Numbering Schemes Clicking the Test button will display a message to tell you what the next number in the sequence will be Numbering Schemes O Enable Auto The nest number in the sequence willbe OO006 Settings Calendar Tab The FaciliWorks calendar allows you to define certain dates and days of the week to skip when the program calculates maintenance due dates Skip dates might include holidays vacation periods or plant shutdown periods Settings Calendar Customize Skip Date Entry Calendar Colorcading Intervals Fiscal Year Begins January February l From To Skip Sun E March SEN Green Hows E May skipTue O DE mmm Yellow Hous Skip Wed O Red SES e geen Skip Thu H 10 October Cal
56. in the Notes field Auth Persons Customize AssetlD 001 Truck Description 2012 Ford F250 Motes Only the authorized personnel may drive this vehicle due to insurance coverage restrictions This vehicle is to be used for company purposes only All preventative maintenance for this vehicle is based on the F 10217 inspection program outlined by the Ford Motor Company FaciliWorks Desktop User Guide Chapter Five Data Administration 1 27 Assets Attachments Tab On the Attachments tab you can attach pictures maps PDF files HTML pages and other file formats to your asset You also have the option to print the attachments along with your work orders To do so check the Attach to WO checkbox Assets Attachments Customize View Print Asset 001 Truck Description 2012 Ford F250 File Description Attach to WC Delete b CAProgram Files Fww6 F250 jog Picture of the truck H ax CAProgram Files PWE WRS Codel EMMG Codes Bi Il CH ei Record M Ae gt m bE WK No Filter Note You can use various file formats as long as you have a viewer on your system that supports each format For example you would need to have Adobe Acrobat Reader installed on your computer to be able to view PDF files Asset ID and Description The current record s Asset ID and Description appear in these fields These fields will auto fill from fields on the Information tab File Enter the full path to the file you wish
57. labels and font weight Report Control Entry Customize Report Name Asset Analysis By Contract Cost Control Text This textis customizable Alignment Lett O Center Right Ge No Filter Search Record H 4 2 of 252 P HH FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 275 2 6 4 28 2013 From Date Created Asset iD 002 Conv Gas Forkiitt 1 Conv 004 33551 001 Truck Rounds daily Refrigeration Rest Rooms Fire Extinguisher 003 Conv 002 Bidg 101 9 398 128 105 weekly 10 2014 1011530 15 Record s Printed The control text appears at the bottom of the report right justified Your Company Name Division Name Asset Analysis By Contract Costs To Date Created Description Adjustoveyor Conveyor Gas Forklift 1 Lawn Tractor 1999 Ford F250 Daily Refrigeration Inspection Rest Room Pm Route Hand Held Fire Extinguisher Adjustoveyor Conveyor Building Number 101 Ar Compressor Lamanation Press Welder 2185 ac Portable Eye Wash Clean Storage Room Chapter Thirteen Program Setup From Date Done Page Asset Type Fred Equip Vehicle Vehicle Vehicle Rounds Facility Fire Extinguisher Conv Hotel Fed Equip Electric Electric 70 Classed Area Total Cost This text amp customizable 1 of 1 To Date Done Cost 270 00 0 00 0 00 0 00 50 00 30 00 50 00 50 00 50 00 0 00 50 00 30 00 0 00 0 00 0 00 270 00 F
58. leave the filter blank to display all data Clear Filter sets all fields blank Click Close to return to the Spare Parts Inventory menu Description A ABC Stoc Casa Category 7 Reorder Point Record Createc Work Order New EquipID 7 EH Temp Recording Chart A Stock Refrigeration 0 5 15 2013 0000000768 001 Truck 1 _ 00 1447 12 Temp Recording Chart A stock Refrigeration 0 5 15 2013 0 10021 1 00 147 12 Temp Recording Chart Stock Refrigeration 0 5 15 2013 0000000479 105 weekly 1 00 147 12 Temp Recording Chart A stock Refrigeration 5 15 2013 0000000482 002 Conv U Record M 1of4 gt H Jivpgeeg Search a E gt Holding Cost 25 00 Order Cost 0 00 Calculate FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory 207 The EOQ Analysis window shows a list of parts to be compared Holding Cost refers to the costs to keep a part on the shelf as a percentage of the part s purchase cost Order Cost refers to the miscellaneous costs associated with buying parts including the time it takes to create the order shipping costs or any costs other than the parts themselves and the taxes These two values are the same for every part in the list Click the Calculate button FaciliWorks will recalculate reorder points based on the figures you enter Description EOQ Quantit Reorder Dom Update Quantity Quantity Temp Recording Chart 2 0 Record H lofi iF Wo Filte SelectAll Deselec
59. rather than delete the employee record If you delete the employee record all associated records such as work order history will also be deleted FaciliWorks Desktop User Guide Chapter Nine Personnel 209 Staff Entry Information Training Work Orders Issued Tools Customize Employee ID Namens JS ze Gef egg gett Home Pogerb t aopg pz2 7300 IS Page Technician Bee ork Phone 555 9999 Ext Date Hired Emergency Contact Name Date In Job Emergency Contact Phone Department Supervisor aeaa E Cratt Mech dl Shift EE EE owi E N o o 4 CC D om ID D Gi 4 The fields on the left side of the form are typically completed You may want to remove sensitive information such as No from the right side of the form or restrict use For setting security permissions please see the Security section of Chapter Nine Employee ID Create a unique alphanumeric identifier Name Enter the employee s full name Active By default this checkbox is checked If it is not checked the employee will not appear on reports or in drop down lists Rather than delete an employee uncheck this checkbox to make the employee inactive to retain all associated records Email Enter the employee s email address this is necessary if you are going to use the Automatic Email feature Craft Categorize workers by profession such as a description code or number classification Rate Enter the employee s hourly rate FaciliWorks uses this rate to calculate th
60. records that meet the specified criteria Close Closes the Advanced Filter window FaciliWorks Desktop User Guide Chapter Three Program Conventions 67 Advanced Filter Example 1 Use the drop down lists on the Field Condition and Value text boxes to select your choices or type in your values 2 Click the Add to List button to place the criterion in the criteria box in the upper portion of the filter window Select the appropriate And Or condition and then continue adding criteria Click Find to start the search FS Type Fire System X land Storage Location Plant Define more criteria C o And OD Or Field Condition Storage Location e Find Close 3 You will be prompted to save the search criteria To save your filter before starting the search click the Save button pamos ooe E Do pou wizh to save the curent search 4 If you click Yes in the message above the Advanced Search Save dialog box will open Your filter will be saved by giving it a name If you select No the search results will be displayed Enter search name ox Fire system in plany 5 Type the search name and then click OK Your search results are then displayed 6 Your named filter can be launched by first starting the Advanced Filter When the advanced filter opens click the Open button 7 Select the named filter of your choice and then click Select Click the Find button on the Advanced Search window
61. renamed to better suit your needs For example your company might use the term Asset Code instead of Asset ID so you can change the Asset ID field to read Asset Code To change field names click the Customize button found on most forms To change all other interface items do so here in the Setup gt Settings gt Interface tab Settings Interface Customize Custom Labels i Field Name Lahel Text Default Label Text Font vveight Hyperlink F EE E SS E Se R S E SES o A TERET S SI TEE 5 2 Same as Ship To if blank Lisi oe 8 8 8 6 6 Report Label Options Ge Open Nomalhy CH Open with default label text There are eleven categories that can be customized each of which corresponds to one of the Interface sub tabs Within each sub tab enter your desired text in the white boxes the grey boxes are not editable Click the Normal or Bold radio buttons to specify font weight In the Asset Custom Parts Custom and Task Custom sub tabs you can specify fields as text date or list fields by using the drop down lists in the Field Type column These customizations appear in the User defined tabs of Assets Parts and Tasks respectively Upon making a selection the Field Attribute field will change to your specification If you select List the following window will open allowing you to enter values for your new drop down list gt Build List for User Define field S Choose What Type of Listto Build O From Table Custo
62. service requests Cost Center Total Downtime Charts each cost center s total downtime You can filter by date range asset or task ID type Cause asset description location technician emergency work order status and scheduled and or unscheduled status Cost Center Average Downtime Shows each cost center s average downtime You can filter by date range asset or task ID type Cause asset description location technician emergency work order status and scheduled and or unscheduled status Cost Center Downtime Comparison Compares each cost center s total downtime average downtime and total number of work orders You can filter by date range asset or task ID type cause asset description location technician emergency work order Status and scheduled and or unscheduled status Asset Type Total Downtime Shows total downtime for each asset type You can filter by date range asset or task ID type Cause asset description location technician emergency work order status and scheduled and or unscheduled status Asset Type Average Downtime Shows average downtime for each asset type You can filter by date range asset or task ID type Cause asset description location technician emergency work order status and scheduled and or unscheduled status Asset Type Downtime Comparison Compares total downtime for each asset type average downtime and total number of work orders You can filter by date range asset or task ID type caus
63. tables from an entire database as opposed to transferring a database in its entirety Please call Technical support at 1 800 776 3090 for instruction DOA Chapter Fourteen Utilities FaciliWorks Desktop User Guide Modify License Modify License accessed via the Utilities menu is used only when the 30 day FaciliWorks evaluation period is about to expire to provide a way for you to continue your license Seven days before your evaluation period is over FaciliWorks will display a message that this period is about to expire For your convenience this period will not expire on a Saturday or a Sunday To continue your license call CyberMetrics Technical Support at 1 800 776 3090 for instructions Records Archive This utility allows you to archive or un archive your completed work orders purchase orders and service requests according to date Archiving will move your records from the current group of records and place them in a storage location within the database This makes your current group of records smaller so your database will run more efficiently An archive is not the same as a backup a backup preserves your entire database in a separate place and can be restored if your database is lost or damaged Archived records are not accessible through forms or filters The Records Archive function can be accessed via Utilities gt Records Archive or via the Office Button gt Records Archive Important Always make a backup copy of your FWD
64. technicians locations assets or tasks You can also choose to view only emergency or non emergency work orders or both and or only complete or incomplete work orders or both Work Order Actual Hours by Technician A listing of work orders detailing the actual hours worked by the technician Work Order Compact with Full Proc Text A compact listing of work orders including meter readings due dates tool listings and complete procedure text for each work order Work Order Compact with Proc Name Only A compact listing of work orders including meter readings due dates tool listings and procedure name Work Order Due Listing by Asset ID Current Location Due Date and Meter Left All work orders due sorted by asset location due date or meter left including the associated task information Work Order Progress he progress of your current work orders You can filter by date range on progress set date range on progress change asset ID progress name requester and priority Work Order Schedule Summaries by Day Day of Week Day with Detail Month Quarter Week and Year These summaries provide the numbers of jobs and hours for the specified date range Work Order Summary A list of all work orders with completion status and date sorted by asset ID It also includes asset description and task ID and type FaciliWorks Desktop User Guide Chapter Eleven Reports amp Graphs 241 Historical Work Order Reports Asset Type Average Down
65. term entered in Agreement Term FaciliWorks Desktop User Guide Chapter Five Data Administration 1 23 Assets Event Log Tab Use this form to enter events that involve a particular asset Be sure that entries in the Name field are unique The event Type must be selected from the drop down list Assets Event Log Customize AssetlD 001 Truck Description 2012 Ford F250 Events Name Type Description Location Authorized Person start Date start Time End Date End Time Mileaqe Meter Cost Reason Long Range Delive Trip fe Delivery of oversize parts to customer Califomia David Bridges 4 2008 9 00 AM 4 4 2008 3 15 PM 21152 SEI ff Due to incorrect specifications we were forced to deliver these parts to the customer ourselves Cost is for fuel only Accident e Minor paintdamage ad O O Janet Townsend Le 1078 2007 4 30 PM 1078 2007 4 30 PM 6301 EI ff Gravel from the front end loader damaged the paint on the lett rear tender Damage was touched up to prevent corrosion Custom Event Towing of broken vehicle Mark Crawford 3 26 2009 2 00 PM 117102008 3 00 PM 38123 19500 fs Vehicle axle broke cause unknown Truck had to be towed back to yard for replacement of axle EE WEE E WE WE e Lei HIGH O O sens O SO O O l eee OE aa Event types can be created or edited by clicking the button to the right of the Type field The Event Types window will appear Event Name Accident O Custom
66. the Add gt gt button The Group Members pane contains a list of all users who are assigned to that security group Select the user from the Group Members pane and then click the Remove lt lt button to delete a user from a security group Each group and Its permissions are listed in the following tables If a program area isn t listed for a particular group the group does not have any rights to that area Approve Service Request Edit Add Edit Add Entry Delete Delete Asset Analysis Print Print Print _ Asset Bar Code Labels Print Print Print Print Asset Detail Report Print Print Print Print Asset Entry Edit Add Edit Add Read Only Read Only Delete Asset Issue Usage Edit Add Edit Add Read Only Delete Asset Listing Print Print Print Print Asset Location Print Print Print Print Asset Status Entry Edit Add Edit Add Read Only Read Only Read Only Delete Asset Status Report _ Print Prit Print Asset Task Records Edit Add Read Only Read Only Asset Usage History Print Print Print Budget Entry Edit Add Delete Calculate Due Dates and Run Meters Calendar Edit Add Edit Add Read Only Read Only Read Only Delete Contract Entry Edit Add Edit Add Read Only Delete Contract Listing Edit Add Print Print Delete Create Purchase Orders Edit Add Edit Add Delete Create Service Requests Edit Add Edit Add Add Only Delete Critical Part Listing Print Print Print Data Backup E
67. the Suppliers gt Parts tab information is updated Suppliers supplier Code supplierName jAcme Tool supplies Inc Description Category Sub Category Temp Recording C Refrigeration Refrigerators freez 502 Mastercool Pump A Pumps Masterogd 10 Record Mano gt WO Meno rites Search 4 Ga FaciliWorks Desktop User Guide Chapter Five Data Administration 1 57 Suppliers Tools Tab The Tools tab displays all tool records associated with this supplier As in the Assets and Parts forms you cannot change this information here To modify records close Suppliers to return to the Main Menu and then navigate to Tools gt Tool Entry As you make the required changes to the part the Suppliers gt Tools tab information is updated 158 Suppliers Customize Supplier Code Tools Serial No Description Manufacturer Spark Plug Gap To is Nie NF 457 474 150 Ft lb Adjustable Wrench Chapter Five Data Administration Supplier Mame Acme Tool Supplies Inc FaciliWorks Desktop User Guide Suppliers Purchase Orders Tab The Purchase Orders tab automatically generates all order information associated with this supplier The fields are non editable here To modify records close Suppliers to return to the Main Menu and then navigate to Inventory gt Edit Purchase Orders As you make the required changes to the purchase orders the Suppliers gt Purchase Orders tab information is updated S
68. to transfer the data The progress of the transfer will be displayed in the status bar at the bottom of the form When the DIU completes successfully click OK A listing of table record counts for the transfer will display Source Destination Table Record Counts Source Version 0 Tables Count Destination Version 0 Tables Count Authorized Person 0 Authorzed_Persons 0 Lut En Header S 16 Puta Emal Heder ti ID Budget U Budget U CAS Oo CAS Oo CAS Archive U LAG Archive U CAS Header Gg U CAS Header Gg U Checkbox SN Checkbox SN Checklist lU D IOheckkbt D Contracts Contracts Employee Schedule U Employee Schedule U Iroup Maele lU D Zoe In JEquip_Master_Images Ip Ci Maste mages In Equip_Parent_Child 0 Equip_Parent_Child 0 Equip_Parent_Child_Hist U Coup Parent_Child_Hist U E oup Shadow U Equip Shadow U Ja Teeks Equip Tasks ln JEquip_Tasks Checklist ID Egip Tasks Checklist In Equip_ Tasks Contract 0 Coup Tasks Contract i Equip_Tasks _Yanables U Equip_T asks_ Yariables U Equipment Schedule Equipment Schedule O Z O 0 Counts for both Source and Destination tables IF the Counts match click the should be equal except where new tables have Finish Button been added in Destination Tables Print Finish Click Finish If you want to rename the new database or make a copy it will be located here C Program Files F W80 If you want to move the new database to a server do So now The last step is t
69. to update the Open Work Order checkbox in all of your asset records Assets gt Task List gt Task sub tab 302 Chapter Fifteen Data Tools FaciliWorks Desktop User Guide Compact Repair Database Whenever you delete a record the record is not truly removed from the database It s just marked as deleted and the location it occupies is reused whenever you add new records that is the data file size does not decrease If you delete many records you may want to compact your data file so that all the records marked as deleted are actually deleted and the data file is reduced in size You can do this by selecting Compact Repair Database from the Data Tools menu If necessary this utility will also repair the database before compacting it Although FaciliWorks has been designed to be as trouble free as possible there are occasions when error messages may appear because of power outages accidental resetting of your computer network disconnects and other mishaps In these cases you may need to repair and compact your data file You can do this by selecting Compact Repair Database from the Data Tools menu If you use multiple databases you must compact each database Individually Depending on the size of your file this utility may take several minutes to complete the process Reset Tools Issue Status This utility corrects problems with imported records showing that a tool has been received even though it has not been issued Do not run thi
70. ways change the Current Meter value here on the Task List gt Schedule sub tab or click the Update Meter Readings option in the Data Administration menu Date Based Schedule When performing the task according to a calendar schedule enter the interval number in the left hand Date based Schedule field and select the unit of time in the right hand Date based Schedule field The available units are days weeks months years EOM End of Month and DOM Date of Month EOM is similar to months but it advances the Next Date Due to the last valid day of the month the last valid day of each month will be determined by your skip days and or dates see Chapter Thirteen Program Setup for more information about skip dates DOM advances the Next Date Due to the specified day of each month Enter the Last Maintenance Date and then click the Calculate Next Date Due button FaciliWorks will automatically calculate the Next Date Due based on the date based schedule entry If the Next Date Due text box is red the maintenance is overdue 1 34 Chapter Five Data Administration FaciliWorks Desktop User Guide Seasonal Maintenance The First Mo of Season and Last Mo of Season fields are used to create a seasonal schedule A season is the portion of the year over which a task will be performed For example in the spring and summer the lawn must be mowed once a week But the lawn is dormant during the fall and winter and thus does not need to be on a ma
71. work order data but also includes any other addition and subtraction of parts These fields cannot be edited here Part Entry PartNo 24747 Description Air Filter Ze de Date Time Name WO Number Cty Adj Adi Purpose Cost Center FM Cost FM Adj Cost gt I ifi2s3 PM es ee 3 66 415 FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory 1 97 Part Entry User Defined Tab On this form are 20 free fields that can be customized for part tracking information Part Entry We ee I Tha HCH N LATI L Sr Iie s E Wiere L Js Customize Part No Description User Do ooo e usse TT eer Lo oo E Usei Doo OE ee Lo sei oT eer Doo y Oef eer oT Users oT Users D o o o O Users L o S Usert6 oT User Co Useri oT Users Lo SSS y OE User18 Co Uses oT eer oT eer oT User20 oT The label names can be changed using the Customize button as in all other forms and the field types can be altered by doing the following Close the Part Entry window to return to the Main Menu Navigate to the Setup gt Settings gt Interface gt Parts Custom sub tab to define the field type label text and font weight Close the record to save the changes Please see Chapter Thirteen for more information about customizing field types Navigate to Spare Parts Inventory gt Receive Parts Enter received parts on this form to update your part inventory NOTE Parts received from purchase orders shou
72. work orders for you They can then be printed or electronically distributed to the technicians who will be completing the work From the Main Menu navigate to Work Orders gt Auto Create Scheduled Work Orders A filter is displayed that lets you to create work orders for all maintenance tasks due by a certain date FaciliWorks automatically fills in a date one month from the current date To change the default date type the date in the Ending Due Date field Auto Create Scheduled Work Orders Customize Create Save Filter Clear Filter Close Ending Due Date I Meter Time Remaining Work orders can also be created for tasks due based on a meter reading defaults to 100 To change the default reading type the amount of Meter Time Remaining If you want to save the value s you ve entered to be the new default values click Save Filter Click Clear Filter to remove the filter values and Close to return to the Main Menu To create all work orders that satisfy the filter criteria you ve entered click the Create button FaciliWorks creates the work orders and then asks if you want to print them immediately or view them first The printed work order contains all of the asset and task information It will also include all components that you previously defined for the tasks needed for each work order 1 06 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Manual Create Scheduled Work Orders The Ma
73. you need more formatting options including paragraph indent bullet points font formatting etc click the Open Editor button to open an external text editor to format your procedure information 1 52 Chapter Five Data Administration FaciliWorks Desktop User Guide File Edit View Insert Format Tools Help Do el SRY Aa MS Sans Serif 14 pr A DN OO E E Foe riot r ai r a DN OO s NU E E E OO OO OO ET O E DN OO EE ot AIR COMPRESSORS 6 WEEK PM Using Auto Sentry Controller Display observe and record the following in the Variables Section of PM Hour Meter Reading Operating Temperature Pressure Am D Separator differential Pressure Note any advisones and take appropriate steps defined below or schedule follow up maintenance Aur D Advisory Change separator refer to Manual 13 9 663 page 56 steps 1 9 Al Filter Advisory Change air filter as part of step F below refer to Manual page 59 steps 1 2 Dil Filter Advisory Change oil filter refer to Manual page 50 steps 1 6 High Temperature Advisory Machine will automatically shutdown Check and record in Yanables Section motor amperage for all three phases A D and C Check Pressure Relef Valve for proper operation Look for corrosion of leakage Refer to Manual pages 21 22 Check the oil level in the Sump If the gauge indicates it is in the red range while running add ol Refer to the manual page 46 steps 1 5 Shutdown the machine and follow either Lockout Tago
74. 0 37680 Task User2 Date Freq 3 Months Technician 3791 Fixed Date Sched No Name Sten Smith Last Maint Date 5 15 2013 Phone 555 9999 Maintenance Done Date Next Date Due 8152013 Estimated Hours 025 Hours ome Time Jean Tost eri asi i DA S le l C i Sg 3 i OF 21515 8 Q i The printed work order contains all of the asset and task information It will also include all components needed for the work order that you previously defined for the task 162 Chapter Six Work Orders FaciliWorks Desktop User Guide Manual Create Scheduled Work Orders The Manual Create Scheduled Work Orders function allows you to selectively create work orders From the Work Orders menu click Manual Create Scheduled Work Orders The following form opens Manual Create Scheduled Work Orders Customize Select All Deselect All Create Asset IO Task ID Usage Lett Due Date deer C AE Olean Storage Room n 105 weekl 105 weekl 5 17 2013 Create Welder 2185 ac Weekly Pm Loo o 001 Truck F 1021 Brakeinsp sd 12013 Create 2012 Ford F250 es EE o The assets that are due for maintenance are displayed along with the due date and current meter usage remaining if a meter based schedule was defined for the task Click the Create button to create the selected work order To create multiple work orders check all appropriate boxes below the Create buttons and then click the Greate button on the green strip just below the form title To crea
75. 00 00 1 vn nm April May TL mun am weu June July L___ 50 00 J __ sooo welt August mum ant mt September 50 00 1 80 00 JL__ 850 00 JT October L mum sooo ssam November 1 mum ml wenn December IT 000 wm sun Total 2 950 00 7 052 55 5 502 55 234 15 This is exactly like Budget Allocation except that attached components are also included inthe budget computation even ifthe related components are not members of the current cost center 256 Chapter Twelve Dashboard Analytics FaciliWorks Desktop User Guide Chapter Thirteen Program Setup The Setup menu is used to set your program preferences enter company information and describe pre defined drop down lists that are used by FaciliWorks To access the Setup menu you must have administrative permissions or have been given permission by the administrator through security settings From the Main Menu click Setup A x Settings Work Order Multiple Choice Report Control Cause Entry Entry Entry v Bet K op Ga til Letter Entry Order Service Request Progress FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 257 Use the Settings utility to e Enter your company information and logo e Select your work order options and skip dates e Enter your maintenance certificate statement e Customize the appearance of FaciliWorks including labels tabs forms menu buttons and icons e Enter your purchase order statement e Enable securit
76. 1 Truck Description 20172 Ford F250 Tools Customize AssetilD 001 Truck Description 2012 Ford F250 Task ID F 10271 Oil Change Task Description O O Tool ID Description Current Location PBe de Dreinpan is ffFecshid lx foo e Gh o01 Rubber Gloves All Cribs Cab 1 Dr ffSackettin ft In Socket Crib 1 Cab 2 Drw T234 E Crib 1 Cab 2 Drw WE es es EE FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 1 01 Task List Variables Sub tab In the Asset gt Task List gt Variables sub tab you can edit previously defined variable information to be unique to this asset except the variable name You can also add records here by using the drop down list in the Name field to select a variable trom the database Variables can also be deleted from this form Assets Task List Customize AssetlD 001 Truck Description 2012 Ford F250 Vanables Customize AssetID 001 Truck Description 2012 Ford F250 Task ID F 10271 Oil Change Task Description c oOSoOC oOo O O a P l Uself a Mame Description Minimum Maximum Llntz Fail Oil Pressure Check Oil Pressure d PI RRE ER EE EE 1 02 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Task List Procedures Sub tab In the Asset gt Task List gt Procedures sub tab you can add procedures by selecting one or more previously entered procedures th
77. 7 CLONE E o a A E E A E A AA EA EAA E A T 145 Close a Service Request ssssssnnnnsnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnn 185 Color lui 2 1 CoMmpactn Dall Database E 303 COM I0 ge ln 258 Complete a Work Ordel cccccccscssseeeeeessesssseeeeeseeeasseeeeeseeeeaasaeeeesseeaaseseeesseeeaasaeesesssoags 168 Contract ACEC INN E 122 Ee 255 Ke 196 IGA INGW USC E 217 Customize eege 114 Customize ForS nnise aED Aa iea 270 CUSTOM REDONS cccscusuagenzestneavnnctaqasvesebesssvesacecunesautesseehinesaimescdseasaminacescauvennnassseeciestaneccecs 279 Dashboard Bruder 253 Med Kreien CN 272 Data BACK EE 285 Data Backup Command EE 40 Database Automatic Backup sssssssssseununnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnunnnnnnnnnnnnnnn nenne 288 Database Automatic Restore ccccccssssseeeeessesssseeeeeeeeeassseeeeeeeeeeasseeeeeseeaaaaseeeesssseaaeseees 289 Database Compact and Repair ssscccccsssssseeeeeeeeseassseeeeeeseeeasseeeesseeeaaasseeesesseageseees 303 Database Create E 304 Database File Location Current csscscceccssssssseeeeeeeseasssseeesseeeeaseeeeeeeseeaaaseeeesseneagsaeegs 305 Database Info NICO EU EE 41 307 Chapter Sixteen FaciliWorks Desktop User Guide Database Manual Backup E 285 Database Restore Manual csscccccccsseeeecccssseeeescasseeeeeeeasseeeeecasaeeseseassesseeeasaeeesssaganes 288 Data building Strategy EE 17 Data Colec seepra
78. 7 Edit Service Requests Information Job 177 Edit Service Requests Assignment Top 180 Edit Service Requests Notification Job 182 Edit Service Requests Comments Job 183 Edit Service Requests Signature 1D EE 183 Closing a Service Request by Completing the Work Order sssssssssnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 185 Chapter Eight Spare Parts Inventory 187 PA un EE 188 Part Enty MEO MFA OV Ta Dersinin cence nae ses EEE e ae ees AE SENEE EEEa ton 188 Changing he Quantity M eeesedegdeeresegeie eeereEageege deed 190 KeA IIE Ener EE 191 Part Entry Alternates Prices Job 192 Kg rt EE II Ee EE 193 Serialized E EE 193 EE 193 BE ee ER 194 K VW FN A NEE GE 195 Kitten AE EE 195 Part Entry Costing EE 196 PCEN E Ee EE 197 Pan Enty Usor E EE 198 Receive Parts E 198 Use PANS eet 199 Create Purchase re CN 200 Edit Purchase alte ICH 201 Edit Purchase Ord rs INTOPMAMION AD EEN 201 Edit Purchase Orders Line Items Tab 204 Belg Steg Ell Bil TO NEIE 209 Edit Purchase Orders Signature Tab 205 298 CN 207 Chapter Nine Personnel 209 EI un E 209 SAFI FI AION A E 209 eT de TEE eebe 211 Staff Entry Work Orders Job 212 SUH Eny FSSC NOS EE 213 1O Table of Contents FaciliWorks Desktop User Guide en EE 213 SS NAO EE 213 EEN Ee 217 Creatine a New USS Oe EE 217 PSO MIO a User t0 a Secun ON ee EE 21 chaneine 8 al lee 218 SC UNIO EE MISSIONS eege 218 DE CUMO ODI
79. AM FILES FW80 However if another FWDATA80 ACCDB file already exists in C PROGRAM FILES FW80 FaciliWorks will place the restored file into C PROGRAM FILES FW80 BACKUP If a database file with the same name exists in this directory as well FaciliWorks will tell you that the file already exists and that you need to use Manual Restore to restore the file to a different location FaciliWorks will tell you when the database has been successfully restored and then it will close the Backup Restore screen and ask you if you want to attach to the database that you just extracted Import Export Records Use the Import Export utility to move data records to and from your database or to populate your database with records from an Excel spreadsheet From the Main Menu navigate to Utilities gt Import Export Records button Import Export Records Export Records Import Records Create Excel Template FaciliWorks Desktop User Guide Chapter Fourteen Utilities 289 Exporting Records Click the Export Records button Use the drop down list in the Select a table to Export field to select a table The tables in the default menu are the major entry tables To display all database tables check the Show All Tables box before using the drop down list In the Advanced Export Filter pane select the fields from the table that you want to export click the field in the Available Fields list and then click the gt button Click the gt gt
80. ATA80 ACCDB file before you archive records Records Archive Customize View Records Archive Un Archive Clear Filter Record Tue C Work Orders by Date Created C Purchase Orders CH Service Requests eso Le From Date Done 1 17 2012 To Date Done 123172012 To archive your records first select the Record Type by clicking the appropriate radio button Two options for work orders are provided filter by Date Created or by Date Done Next if you want to find records that pertain to a particular asset enter or select the Asset ID Then enter a date range for records you want to archive Next click the Archive button to archive the selected records i Archive of records completed d Click OK to close this message Click the View Records button to view the corresponding records To re filter click the Clear Filter button To un archive records enter the appropriate information in the filter fields and then click the Un Archive button Use the Customize button to modify the form labels and font weight of any form labels Close the form to return to the Utilities menu FaciliWorks Desktop User Guide Chapter Fourteen Utilities 295 Merge Utility Wizard Accessible via the Utilities menu the Merge Utility Wizard allows you to merge data from another FaciliWorks database into your current database A single record or multiple records can be merged Navigate to Utilities and Data Tools gt Utilities gt Merge Utility Wizar
81. As Formatted For faster searches search for the first few characters in a single field Set Match options as shown on the drop down list To find the first instance of the text click the Find Next button To find the next instance and all subsequent instances click the Find Next button again When you re finished click the Cancel button FaciliWorks Desktop User Guide Chapter Three Program Conventions 45 Replace Command The Replace command is available in the Edit tab in both Form and Datasheet Views You can find and replace all or some occurrences of a phrase word or part of a word For example if a manufacturer changes Its name put your cursor in the Manufacturer field and then use the Replace command to update your records as shown in the image below Find What CS Distribution Replace With C amp H Distribution Centers Look In Manufacturer EN Whole Field a E Match Case Search Fields As Formatted To replace data in a table navigate to the record containing the data you want to replace Select the field in which to replace data Click the Edit tab and then click the Replace button The program displays the Find and Replace dialog box Click the Replace tab In the Find What field type the text you want to find If you use wildcard characters you may want to confirm text replacements to ensure that the replacements are correct In the Replace With field type the replacement text Set values for th
82. C File Edit View Format Records Bookmarks Help LI mm X Tabs amp Command Buttons Each tab contains an entry form that displays specific information as well as a set of command buttons Within each tab you can edit or view information for the current record The buttons located under the tabs show the accessible functions for that form The tabs shown here are available within Data Administration gt Assets Assets Information Customize Usage Attach Tasks Gr Work Orders Colored Controls amp Messages Information shown in gray fields is permanently associated with a record and cannot be edited For example a description is linked to a part number and an employee s name is linked to his or her employee ID If you want to change information displayed in a non editable field go to the original entry form and change the information in the master record Changes you make to the master record will appear wherever the information appears Yellow fields show calculated or automatically updated information If necessary you can edit this information manually Red yellow blue or green messages Can appear on different forms throughout FaciliWorks to alert you to situations or items that require attention 52 Chapter Three Program Conventions FaciliWorks Desktop User Guide Record Selector Bar This tall rectangular bar is located on the left side of the form Use it to select the entire record for subsequent copying or deletio
83. Dept fields to establish manufacturing traceability For example if you find that the asset is out of tolerance you can immediately generate a recall report listing all parts assemblies or products that you may have manufactured incorrectly To issue an asset click the Issue tab and then click the New Blank Record button To return an asset locate its issuance record and then click the Return tab You cannot enter a Return record for an asset that does not have an Issue record this is why the Return tab is inaccessible grayed out in the screen shot above the issuance has not yet been completed If you are reassigning the asset you must create a new Issue record The fields in the Issue Usage Entry form function as follows Asset ID and Description These fields automatically show the Asset ID and Description for the current record Issue Begin Time Enter the date on which you issued the asset to a job or the date on which usage cycles will begin being counted The current date automatically appears in this field FaciliWorks Desktop User Guide Chapter Five Data Administration 1 1 5 Type Use the Type field to indicate the reason you are Issuing the asset You can enter a code or a description in this field It s important to enter this information consistently per your identification system so that you can later create reports that list your asset by the type of issuance When you enter a code or description FaciliWorks adds it t
84. E 226 Tool Issue and Return Records Edit ccccssccessssscceeeeeeseeeeeseeuseeeeseeaseeeeeeeaseeeeseeaseeeenseaes 231 MQONG EA EE AE E E A A AA N AA A TE A A AN 225 TOOTS JEE ege 228 Tools 1SSUC FISLONY arrian iaia 221 TOOS RO E 230 Tools Where Used ccccccssseeeesssseeeeeseeeeeaceeeeaseeeeeassaeseeuseeseeuseeeeeuseeeeeaseeseaaeeeaeaeenessagaes 228 TANNE sseasnasdecesseanansatveoscesacenteimeseenaunasucduancaaae A 15 Ul elel Eer 305 Unscheduled Maintenance Tasks cccccsssccccsssseeceeeeesseeeeneeaseeeeeeeuseeeeeeeaseueeseeaseueeeneagssgs 164 Unscheduled Work HIER jicicssssicacuicinenndinsiistandinnsisetansnisisaianiin tniscubierinscubieniuussaieriesssiciiueesanden 164 R BOUON EEN 115 JN le CHE 199 User defmed Ee Sahni tacuneciss dna vneceseeanndeasdenbuscanaamancceantbindceustbaneseerthuesueninueedeerinaenseedintes 129 User ID Changing or Deleting csssseeeecssessssseeeeeeeeeassseeeeseeseaasseeeesseeaaagseeessesseaaeaeess 218 User ID CHO Il 217 FaciliWorks Desktop User Guide Chapter Sixteen 31 2 Vaapo Da DEE 159 EI Ee E 191 WOM Order GAS EN 165 Work Order Cause Entry ccccccccsssssceeeesssssseeeeeeeseasseeeeeeeeeeaasseeeeseeeaasssaeesssenaagsaeneesseaaags 2 4 Work Order Progress EE 282 Work Orders Archive and Unarchive ccccscccccsssssceeeesecseeeeeseaseeeeeeeaseeeeeseaseeeeeeeaseeeenneass 295 Work Orders Auto Create Scheduled WOS cccssssseeeecssesssseeeeeeeeeeaseseeeeseesa
85. ECE POMUISSIONS Ee E Sch SEI EE EE 221 Staff User E E 222 Chapter Ten Tools 220 TOOL ENUY EE 226 TOEA E T EE 226 ee Din Ee SU EE 22 TOO HAY Where EE 228 SUE TOOLS EE 228 Reutte TOOS ene T E E E E E 230 Edit Tool Issue and Return ReCOmdS ccccccssssssseeeeeeeeeessseeeeseeeeaasseeeeseeeeaasseeeeeseeagagseneeeees 231 Chapter Eleven Reports and Graphs 232 BR ONS EE 233 FOO eS arpecop oceania E ET N E A E 290 Weieng 237 Automatic Task Due Listing Repol la ccc cccesccsssessessssesssessssssecsssessceesessressseesseeressseessseueseesessseeesenes 237 Report Titles Descriptions and Special Filtering Options ccc ccc cscssscsssssssscssescrsssesseseessenseseeeesteses 239 EE teen 239 Asset Cost Report 240 Ee EE 241 CODEN ett e TE 241 Historical Work Order PCOS EE 242 See EE 243 IIIA Ve at 243 Kings 244 Neel 245 RAT IS OOS ee EE 245 SUNG Clg et 246 SOTO AGS e A ete NE N NE E A DE A A E tue 246 I AMI TON sages E E A EE 246 Progra REDONS ssnacncsnctcsidesedexncstsacanadscaed sscaesezosheausnedadeetdsccdenssdbosnsiddectiss dod Aa ni 247 EI E 248 ire 248 161 6 GIR me a eee to ee nn en E ee ee ee ee ee eee ee eee 249 Viewing Printing and Emailing Grape 250 FaciliWorks Desktop User Guide Table of Contents 11 Graph Titles Descriptions and Special Filtering Options wo cece csc csssessesseescesssssseseessesessreseeeseeess 250 EE 250 EE EE 250 WO TST OAS ee 25l SEET 202 Eeer 292 E E EE 292 Chapter T
86. EE E E 119 FISON BURNO EE 121 Work rder BUTO eege 121 POSES FNAN CIR EE 122 Assets Event Log Eeer 124 Assets Operating Costs TaD EE 125 e E E EE 126 PSUS EE FI eege 127 Assets Attachments Job 128 ASSEIS User PENNE TaD EE 129 EE EE Eeer 130 Assets lask List TaD EE 131 Task List Task Gub ab kr nn knna k rnnt Ennn EAEAN EEEE EEEE E Ennn Ennn 131 tak Let Schedule SUDAAN EE 133 8 Table of Contents FaciliWorks Desktop User Guide Meter based Schedule ccccccccccecccesccececseeecseecccccccccccccccuacaecceccccaccuccucececeuseeseuuseuseneees 134 Date Based Schedule wooo eee cec i cccecseccsesseccneseeceeeesenseeseeeueeseeeevensueeseuvessnneseeniveventnesennenens 134 Seasonal Maintenance cece ceeescecessseceseseceneesecenssescneeesenssesensuesseneeesenseeveesstessnnesennneress 155 EISES leede eege 135 EG E kapor UO e E 136 Task List Contractors SUDATA D orines esenee eet 137 Task List Fans UD Ta EN 138 EG wee EEN 139 Task ele CIE 140 Task List Procedures Gub Jab tnnt rnnt k rnnt Enant Er AE Enan E nanen neren rns 141 Task List Shadowed Tasks SuD taD EEN 142 TaK List Checkit oub EE 143 LE un EE 144 TAS TASK VO EE 144 iii BUIO E 145 ern E rel SE 145 EG Brel BU O E 146 WAS KG 1K EEN MAIS telen 146 Re AE i re EE 147 C OMZ CUNO EE 148 DvkEI CHUTE Gd EC 150 Contactor IME GE 151 gll ENUY coroana yaetacacsusdesssasusa2eesasusa2dssasentauesanesanescandesiescanaieniescanat
87. F Powered b y ii ici osoft Office Access iz This format is more flexible than Form View as you can resize column widths and row heights rearrange column positions hide columns freeze and unfreeze columns and rows and even change fonts These options and others are all available under the Format tab on the ribbon when you click the More button Datasheet View will also display related records in an embedded form For example an asset will have one or more tasks that are performed on it that create work orders In Datasheet View to display the associated tasks of an asset click the plus sign also called the expand indicator in the column to the left of the first column To return to full Datasheet View click the minus sign also called the collapse indicator in the column to the left of the first column FaciliWorks Desktop User Guide Chapter Three Program Conventions 55 Title Bar Located at the top of the table this bar shows the title of the table Edit Work Orders in the example below To move the window click this bar and drag the window to a new location Format Records Bookmarks a TaskID Work Order No Record Created Time Technician EnteredBy Task ne HVAC Spring Equigl Carrier Rooftop H 0000003767 375 2012 353 PM 002468 De DK MAI HVAC Spring Equir Late Rooftop HM DUUUUULZ GD v22 3 53 PM 002465 Control Menu Icon This icon is located to the left of the ribbon If you click on it o
88. FProgram Files obhKPY oU FyYSampol accdb Destination Database Version 8 0 Data e Destination CAFProgram Files ob F a0 PA Data ii accdb Click Next This will connect to the Source and Destination databases Click Yes to continue On Page 2 of the Merge Utility Wizard specify the data that will be merged into the blank database In the upper section of the filter use the drop down lists to locate and select specific records To merge all data leave all fields blank The lower section of the Merge Utility Wizard window contains options for how to proceed if there are identical asset records in both databases Merge Utility Wizard Customize Cancel Merge Utility Fage 2 of 2 PertNumbe T rat Merge Options on Identical Asset Skip O Merge history records O Add a prefix CH Overwrite CH Add a suffix FaciliWorks Desktop User Guide Chapter Fourteen Utilities 297 Skip Ignore identical records Add a Prefix Place additional characters at the beginning of the record Add a Suffix Place additional characters at the end of the record Merge history records Merge historical data from newly merged records into the corresponding records in your original database Overwrite Replace your original records with the corresponding records in the newly merged database When you are ready to proceed click Merge Data cmomsoonee O Merging Data Thie procedure will merge data from source to the destination database
89. Five Data Administration FaciliWorks Desktop User Guide Task List Tools Sub tab The Tools sub tab captures information about any tools that may be required when the task is performed on the asset Information for this form must be stored in the database before it can be assigned see Tool Entry Task List Customize Asset 001 Truck Description 2012 Ford F250 Tools Customize AssetilD 001 Truck Description 2012 Ford F250 Task ID F 10271 Oil Change Le Task Description o oC oOo OoOo oo O Tool ID Description Current Location P Bbar0m e Drainpan we Facshid we foo e a Gh o01 Rubber Gloves All Cribs Cab 1 Dr ffSockettin In Socket Crib 1 Cab 2 Drw Ta 23 E Crib 1 Cab 2 Dra EE E BE E Use the drop down list in the Tool ID field to select a tool the remaining fields will auto fill FaciliWorks Desktop User Guide Chapter Five Data Administration 1 39 Task List Variables Sub tab All information in the Variables sub tab can be edited If the name of the variable is selected from the drop down list the remaining fields will be auto filled with information entered via Data Administration gt Variable Data Task List Customize Asset iD 001 Truck Description 2012 Ford F250 2012 Ford F250 Ford F250 Vanables Customize AssetlD 001 Truck Description 2012 Ford F250 Task ID F 1021 Gil Change Task Description ss lse It Name Description Mimirm
90. Flow Diagram we now have all the information we need to create a Task FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 85 A task defines the work performed on an asset Any task that you enter in this form will be available for any asset when scheduling preventative maintenance or work orders It is highly recommended that you always enter tasks here From the Main Menu select Data Administration and then click Tasks To get started focus on the fields described in this section For more information please see Task Entry in Chapter Five Tasks Task Tab To add a new task click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form Task Customize Task Link Task ID F 1021 Oil Change Task Type Ou amp Lube Job Technician RN Le Priority TaskUsert C OOOO TaskUser Sd Asset Down Time 025 Hours O Shut Down Facilities Shut Down Asset Task Description Comments Data entered on the Task tab includes general information about the task The Technician will be the person responsible for getting the task completed and not necessarily the person who actually performs the work Asset Down Time is an estimate for most assets that will require this task for maintenance It can be specified later Use the checkboxes to indicate whether the facility or the asset will require a Shut Down The Comments box can store any additional information T
91. Friday and Saturday and Sunday are skip days then the next maintenance falls due on Monday However if a work order with a frequency of two or more days is due on a Saturday or Sunday and those days are skip days the maintenance will be due on Friday Calendar Meter Date Schedule Check this checkbox to use both meter based and date based schedules If this checkbox is not checked FaciliWorks uses date based schedules only Calendar Color Coding Intervals FaciliWorks scheduling Calendar shows you a quick summary of scheduled maintenance for each day Entries in the calendar are color coded by the total number of hours that the maintenance for that day will take This section allows you to assign the range of time in hours to each color Note You must use blue for your shortest range of time and red for your longest range of time Calendar Range Determine the range of time for the Calendar to display work due The two fields in this section are Number of Months to Look Ahead and Number of Months to Look Before If you want to see only the schedule for the current month enter O in both of these fields you won t be able to see any previous or future months Fiscal Year Begins Click the name of the month in which your company s fiscal year begins FaciliWorks uses this information in calculating budgets FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 269 Settings Interface Tab Any FaciliWorks field label can be
92. Main Menu From the Main Menu click Reports and Graphs select Asset Graphs from the list and then select Asset Downtime The Downtime Filter window displays From Date Created OE To Date Created H From Date Done To Date Done AssetIDL_ TI TaskID Le Find Clear Eiter Close Enter the desired dates and select the Asset ID from the drop down list Click Find 1 20 Chapter Five Data Administration FaciliWorks Desktop User Guide History Button To view a Summary of the work order history for the current asset click the History button The Work Order History window displays a review of the maintenance history for the asset which includes the completed date work order number task performed technician completing the work and total cost i Date Done Work Order Mo Task ID Technician Total Cost 1 15 2013 TEE Milan a Dreem F 1021 Minsp 671172012 0000000027 F 1021 Coolinsp 362 24 75 Close h Record H 4 1 o0f63 H IG No Filter This window is designed for viewing purposes only you cannot edit information here or print from this window To view the work order details and print the work order click the button to the right of the record the record opens in a separate Edit Work Orders window Work Orders Button In the Assets gt Information tab click the Work Orders button to go directly to the Edit Work Orders window the records are automatically filtered for the records that p
93. Move Up and Move Down Click on these buttons to move the checklist item up or down in the checklist as required FaciliWorks Desktop User Guide Chapter Five Data Administration 1 47 Update Click this button to update the checklist A dialog box will appear Update this checklist only in Tasks without updating this checklist in Asset Tasks orUpdate this checklist in Asset Tasks without updating this checklist in Tasks orJpdate this checklist in all Tasks and all Asset Tasks that use this checklist Update In Tasks Update In Asset Tasks Update In Tasks And Asset Tasks Cancel e Click Update in Tasks to update the checklist in Tasks but not in Asset Tasks e Click Update in Asset Tasks to update the checklist in Asset Tasks but not in Tasks An Asset Task is a task record within an asset record this task record may have been modified to be specific to the asset e Click Update in Tasks and Asset Tasks to update the checklist in both sets of records Click Cancel to return to the Checklist form without updating Customize Buttons There are two Customize buttons on the Checklists form Both will allow you to modify the form labels and font weight of the labels The Set Weight button will set all fonts to bold Return all labels to the original settings using the Default button The Cancel button will close the window with no further action while the Close button saves any modifications before closing the window Click the C
94. New Blank Record button on the Record Navigation Bar in the lower left corner of the form Tool Entry Information Customize Tool D SI O Tool Descrip Battery Cable Puller SeialNo _ i i O Cost Purchase Date Fon ManufacurerL Lel supplier Code J Type Toolset Dize ToolUser2 os Metric Quantity Notes storage Location ee Current Location O Issued For now enter information into the following fields to quickly create your new tool record For more information please see Chapter Ten Tools Tool ID Enter a unique alohanumeric ID code for the tool Tool Description Enter a description of the tool Type Because you can use this field to filter your tool records enter tool types consistently To make it easier to do so when you enter a new tool type FaciliWorks adds it to the drop down list so you can select it for future tool records Quantity If this tool is part of a set enter the number of pieces in the set Storage Location Where the tool is stored Current Location When you first enter the tool enter its current location in this field FaciliWorks automatically updates this field whenever that tool is issued Issued This box is automatically checked when the tool Is issued 82 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Tool Entry Issue History and Where Used Tabs The Issue History tab information is auto filled as tools are issued to employees
95. No Approved By Received Date Supplier Code Genuine Parts Co Instructions Supplier Contact Your Purchase Onder Statement Supplier Name Address City State Zip Phone Fax BillTo Same as Ship To if blank Ship To Sample Database Administ star Sample Database 122 4 Industrial Rd 122 4 Industrial Rd Dearborn Mi 48111 1234 Dearborn Mi 48111 123 555 555 1212 555 551212 655 555 1214 TN Ship Date Notes Crested by Stock Reordering eS Se Fees A Date Received Notes Min Part 0 00 Number 0 00 P2010522 Mas t cool Belt 49 450 P20 10522 Parts Total Tax Rate Purchase Order By Electronic Sig nature Signature Name Signature Date Signature Time Approved By Electronic Signature Signature Name Signature Date Signature Time Purchase Onder Listing The information that appears in the Instructions box of the report is created and modified in the Purchase Order Statement pane of the Setup gt Settings gt User Information tab FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory 203 Edit Purchase Orders Line Items Tab When FaciliWorks creates purchase orders all parts from the same supplier will be grouped into one order If any other parts are needed from the same supplier they can be added to the order in the Line Items form As you use the drop down list in the Part Number field the Description and Price will auto fill from the database When you enter part quantity ordered the Extended fie
96. Note Once selected Asset IDs remain selected until you click their buttons to unselect them or click the Unselect All button You cannot unselect an Asset ID by clicking the button of another Asset ID Once you ve selected the Asset IDs you want to schedule you can select a date or date range By default the current date is the first date shown in the Asset Schedule screen if you need to select a date outside the range of visible dates you can use the scrolling arrows at the top of the screen to advance the visible dates backward or forward a day or a screen at a time You can also click the name of a month to display that month beginning with the current day of the month The year shown in the schedule is displayed in red in the upper right hand corner of the screen next to the scrolling arrows To advance backward or forward to a different year click the red triangles on either side of the year display To return to today click the Today button next to the scrolling arrows on the left To select a date click the desired date button under the colored month bar FaciliWorks will display the selected date at the top of the screen To select a range of dates click on the button for the first date included in the date range then click on the button for the last date included Again FaciliWorks displays the selected range of dates at the top of the screen As with Asset IDs you must click a date a second time to deselect it When you have select
97. Purchase Orders Procedure Reports Procedure Listing A list of every procedure name with full procedure text Procedure Listing by Asset ID Displays each asset its associated tasks and associated procedure names procedure text is not included Procedure Listing by Asset Task Displays each asset each associated task and the list of procedures that are associated with each task procedure text is not included Procedure Listing by Procedure Name Sorted by procedure name this report lists the assets and tasks associated with each procedure Procedure Listing with Attachments Displays full procedure text and procedure attachments images etc for each procedure Staff Reports Craft Performance Listed by craft this report shows the estimated hours actual hours and productivity percentage of each craft category Payroll Report Sorted by task ID this report shows each task the technician who performed the task the number of hours spent the technician s pay total hours and total cost Staff Cert Due Listing Lists each staff membere certifications and corresponding expiration dates Staff Labor Performance Detail Sorted by staff ID this report shows estimated hours actual hours and a productivity percentage for each asset on which that staff member performed maintenance In the filter window you can search by the creation or completion dates staff asset and task IDs and craft code Staff Labor Performance Summary
98. Return Sheet e Blank Form Variable Entry e Blank Form Work Order Budget by Cost Center Shows a table of budgeted costs actual costs and the difference between the two by month one report Is generated for each cost center and each year Checklist Listing A detailed listing of all checklist data sorted by checklist name Group Permissions and Users Details each user group s permissions Add Edit Delete Read Write and Visible Enabled for all objects within FaciliWorks and includes contro name and control type PM Sign in Sheet Attach or post the PM Sign In Sheet to an asset for staff members to log maintenance performed on the asset One sheet is generated for each asset in the database In the filter search by asset description to generate the desired sheet Report Control Listing This report begins with Advanced Report Filter which is used the same way as the Advanced Filter please see Program Conventions for detailed instruction This report displays report names with their associated report control text found at the bottom of every report page Print the report to write new report control text by hand in the empty new text box FaciliWorks Desktop User Guide Chapter Eleven Reports amp Graphs 247 FaciliWorks graphs allow you to see comparisons and trends regarding asset downtime inventory value maintenance hours required or expended and estimated or expended costs All of these graphs can be viewed on screen printe
99. SCi s Record M nl Wk No Filter Search To add a staff member to the Authorized Persons list select a name from the Name drop down list and type any applicable notes in the corresponding Note field When you select a Name a new blank row of fields appears beneath it allowing you to enter another staff member 1 26 Chapter Five Data Administration FaciliWorks Desktop User Guide Use the Restrict Issue drop down list to indicate whether the asset is Restricted to persons on the Authorized Persons list or Not Restricted Selecting the third option Program Default means that FaciliWorks will behave according to the preference settings in the Setup gt Settings gt Security tab Settings Customize Security Audit Trail O Enable Security Advanced Audit Log Le Enable Audit Trail Enable Security Messages O Remove Audit Trail records after this Application Logon Le Logon Method many days Leave blank ta nat remove records O Require Password Changes Number of Days Before Password Change Electronic Signat 4 Minimum password length EE User Login Timeout Period Electronic Signature Login Email the ff recipients email addresses separated by semicolons after unsuccesstull login attempts KR Restrictlssue To Authorized Users O Hide Buttons With No Rights Assets Notes Tab Use this form to enter or copy and paste text that applies to the asset There is no limit to the amount of text you can enter
100. Shadow Early Days Inventory Costing Method 3 Weighted Average O FIFO CO LIFO The Costing tab keeps track of the date inventory was received and quantity and cost of each set of parts If a set of parts comes in at the same cost as the previous set the quantity is added to the previous set If the cost is different then a new record Is created with the new cost If weighted average Is used the new parts are averaged in the existing record They are weighted by the number of parts already in stock and the number of parts in the new set Essentially this is a cost history for all parts Part Entry Fato 24747 Description Ar Filter Z dv Date Time Quantity In Stock Phi Cost PH Adjusted Cost 3 68 416 1 96 Chapter Eight Spare Parts Inventory FaciliWorks Desktop User Guide If you make an adjustment to any of the field values in this form the following window will open prompting you for an Adjustment Purpose and Cost Center ae Parts History Enter Purpose and Cost Center needed for Parts History Adjustment Purpose CostCenter Dw Part Entry History Tab This tab displays a record of every change that is made to the inventory level It may be useful to think of this history information as an audit log that is specific to part quantities only The difference between this information and the information found when using the History button on the Information tab is that the information here not only tracks
101. Task Description Inspection cleaning and maintenance Task Type HYAC System e O Shut Down Facilities Technician 002468 EN bel Shut Down Asset DEN D Open Work Order Poong Time Needed To Perform i usil o oo E Maintenance 1 Jon User oo TimePerDay OE Comments Complete Procedure and return ta Facil Mar Record M 4 nl Yk No Fitter Search 4 ill d Wed Deeg MaAL 2 Carrier Rooftop HVAC Unit 12 Ton 26986 30825 Kc ALLE 456A FaciliWorks Desktop User Guide Chapter Three Program Conventions 57 Column Field Selector Buttons Each column header in Datasheet View contains a drop down list that displays a set of commands When you point to the drop down list on the column header and left click the mouse pointer you are given sort and filter options that include sorting the data and filtering the data based on specified criteria or based on selection If you right click the mouse pointer you are presented with a shortcut menu to find or sort records filter the records undo the last command switch to Form View or cut copy or paste data Each of these commands is described in the sections below Note You cannot copy or move the contents of one column to another column Shortcut Menu Right click the column header drop down list to obtain the Shortcut Menu The options available on the shortcut menu are the same options that are available on the shortcut menu when right clicking anywhere on the form in Form View These options include
102. The Bookmark option is only available for Assets and Work Orders You can access your most recent modified asset records via the File tab s Last Asset button This function displays the last 10 edited records the most recently modified record is listed first Edit View Format GZ ai BD Page Print Preview Last Setup Asset Print Asset When you navigate to Data Administration gt Assets the Information tab is displayed To add a new asset click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form Records A Close ae Save Output To Save Clase To get started we will focus on the Information and Task List tabs of Assets For more detailed information about asset record entry please see Asset Entry in Chapter Five 96 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Assets Information Tab Use this tab to enter information about the asset Use your mouse cursor or TAB key to move between fields on this form Attach Tasks Work Orders AssetlD 001 Truck Description 2012 Ford F250 Status Locations Importance Storage Location Garage Te Asset S N Current Location AssetNo Manual Location Supplier Code Manufacturer Asset Type Asset User 1 Asset User Z Asset ID Enter a unique alohanumeric identification code for each asset record You must create a unique ID for each asset in order to store the
103. Time Used I H Motes ITE 1 d d 22 e Received End Time Enter the appropriate time or click in the empty field and the calendar icon will move to the right of this field and expose a grey square button to the right of the Received End Date field Click the grey button to enter the current date and time into the Received End Date and Received End Time fields Received End From Use the drop down list to select the person department or company returning the asset If the name isn t on the list enter it here FaciliWorks adds the typed information to the Received End From drop down list for future selection Meter Time Used Enter the number of times the borrower used the asset while it was issued 1 1 6 Chapter Five Data Administration FaciliWorks Desktop User Guide Notes Enter any special information regarding the asset or its use When you save the Return record FaciliWorks automatically updates the asset s Current Location to be its Storage Location Clone Button To copy an asset record and its set of tasks with all task components click the Clone button on the Assets gt Information tab lf the Asset Type of the asset being cloned has been given an Asset Type Numbering Scheme then FaciliWorks will suggest the next number in the sequence for that Asset Type Numbering Scheme by auto filling the New Asset ID text box Otherwise the application will suggest the next number in the Asset ID Numbering Scheme A numbe
104. Tool User 2 These two custom fields are used for additional information you need for each tool Notes Enter any additional comments about the tool Tool Entry Issue History Tab The Issue History tab automatically records every occasion on which a tool has been issued and returned The most recent information is listed first You cannot edit this information here the data is captured under the Tools menu in Issue Tools and Return Tools Tool Entry Issue History Customize Tool ID ES Description Issued Date Issued To Issued Dept eeneg Received From 5 15 2013 3791 ns 5 16 2013 3791 E FaciliWorks Desktop User Guide Chapter Ten Tools 227 Tool Entry Where Used Tab In this form list each asset that uses the tool Select as many Asset IDs as needed the remaining asset information will be auto filled Click the Fill from Work Orders button to automatically insert the Asset IDs from completed work orders Tool Entry Where Used Customize Fill From Work Orders Tool ID Description Asset iD Description Model Na Current Location Qo e E ess WE BS BH EE Record M Hai Moks VK NoFilter Search Issue Tools To issue tools navigate from the main menu to Tools gt Issue Tools The Issue Tools form helps you to track tool location and usage including reasons for use and the number of times used Issue Tools Customize Next ID Close Issue Date ATS 01 3 Issue Time Issued To Fs
105. a list of each part and the assets on which the part is used Part Listing Unattached This report includes only unattached parts but displays detailed information about each part including category sub category part cost and inventory value Part Listing by Asset ID Sorted by asset ID this report lists each asset and its associated parts Part Listing Critical Lists all critical parts and highlights parts that are below their reorder point Part Listing Detail This report is similar to the Part Listing Unattached report in that it includes detailed part information such as Category sub category part cost and inventory value however this report lists all parts in the database Part Listing with Warehouse Info This report is similar to the Part Listing Detail report in that it includes detailed part information such as category sub category part cost and inventory value This report also includes warehouse Information Part Location Listing Sorted by location this report lists each location and every part at that location Part Low Stock Sorted by part number this report shows each part s stock quantity reorder point quantity on order etc Part Low Stock with Critical Parts Only Shows the current quantities and reorder points of critical parts Parts Predicted Consumption Totals the expected part consumption from open work orders open PMs and calculated future PMs It will then display the total of each part required withi
106. ab in the Filter group on the ribbon 2 Right click the mouse button anywhere on the form to show the shortcut menu select Quick Filter Sore NN AssetID Cd Description LS AssetType I CostCenter dd Imporance Cd CurrentLocation I Find Clear Filter Close FaciliWorks Desktop User Guide Chapter Three Program Conventions 65 To use the Quick Filter follow these instructions 1 Call the Quick Filter using the Records tab or the shortcut menu as described above The Quick Filter is displayed showing a list of search fields 2 Use the drop down list to select the value from the database or type the value you wish to find in the appropriate text box If the value you are typing Is in the database the text box auto fills the remaining characters 3 To restrict the search use more than one field in your search criteria For a more general search use only one criterion To show all records leave all flelds blank 4 Once you have made your selections click Find FaciliWorks will locate the first record in the resulting search and display it either on the form Form View or will point to it on the datasheet Datasheet View 5 To perform a different search click the Clear Filter button and make another selection When you are finished with the Quick Filter click Close Advanced Filter Use the Advanced Filter command to locate a very specific record or group of records With this command you can set up a cus
107. able including asset maintenance date reading units etc This report can be filtered by work order completed or created date asset or task ID variable and units Variable Listing Sorted by variable name this report details each variable including variable notes which could include variable testing instructions variable testing checklist etc 246 Chapter Eleven Reports amp Graphs FaciliWorks Desktop User Guide Program Reports Audit Cards This option allows you to print audit cards for a selected asset task or both Before a technician performs maintenance leave an audit card in the work area The return of the audit card demonstrates that the technician was on site and actually performed the work If used randomly audit cards can be effective follow up tools Audit Trail Report Prints an audit trail report showing date time user ID object and action taken You can filter this report by date time object user action and data key Blank Forms These templates can be printed and used as guides prior to entering data into FaciliWorks e Blank Form Asset Entry e Blank Form Contract Entry e Blank Form Part Entry e Blank Form Procedure Entry e Blank Form Purchase Entry e Blank Form Service Request Entry e Blank Form Staff Entry e Blank Form Supplier Entry e Blank Form Task Entry e Blank Form Tool Entry e Blank Form Tool Issue and Return e Blank Form Tool Issue Sheet e Blank Form Tool
108. ach button to assign this task to every asset record of this Asset Type gt Attach Tasks To Multiple Asset Asset Type Vehicle Sid teo SS Attach Close FaciliWorks will then notify you what action will take place and ask if you want to proceed IF You attach a new task to this Asset record twill replace any previously attached tasks that have the same task ID as the new task Do you wish to continue Click OK to close the window 1 1 8 Chapter Five Data Administration FaciliWorks Desktop User Guide Graph Button To view or print an Asset Downtime graph click the Graph button on the Assets gt Information tab By default FaciliWorks will graph the entire downtime history for all tasks performed on the asset Select the type of graph for your display by clicking the appropriate button Bar Column etc Assel IC 001 Truck Teek D F 1021 Mumsg Asset Downtime 3 30 2013 S2Ar2013 6 30 2013 11 2013 12013 Bar Column Line SDB ar J0 Column To see a print preview before you print click View To print a graph click the Print button To return to the Assets gt Information tab click Close FaciliWorks Desktop User Guide Chapter Five Data Administration 1 1 9 To see an Asset Downtime graph for a specific date range you ll need to access the graph through Reports and Graphs First close the Assets window by clicking the File tab on the ribbon and then clicking Close This returns you to the
109. aciliWorks Desktop User Guide Service Request Letter Entry The Service Request Letter Entry form allows you to edit pre defined service request letters Select this utility from the Setup menu These are the letters that are automatically sent during the service request process such as to the requester of a service request depending on your program settings service Request Letter Entry Customize Leter Type ERE e Date Authored Tefee e009 Authored By Bodh This Notice Is An Acknowledgement Of Your Service Request A Technician Will Be Assigned To The Request As Soon As Possible Maintenence Department Enter the Date Authored Authored By and Body of each letter Use the Record Navigation Bar to move to the next record Use the Customize button to modify the form labels and font weight FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 277 Asset Status Entry Found in the Assets gt Information tab the Status field is user defined you can assign your own descriptions to each Status ID except for Status 1 Active see below Assets Information Customize To set up these IDs navigate to Setup gt Asset Status Entry Asset Status Entry Customize status ID status Description ids ERE 2 E S BE 5 si zd Qed Enter your descriptions in the Status Description column Status Descriptions might be Inactive Out for Repair Backup Spare Lost or Retired You must u
110. aciliWorks FaciliWorks Desktop User Guide Click the Update Database radio button and then click Next Updating the database is a two step process update the database and then update reports The following window is now active Data Transfer Utility Target Database Version version 8 0 Data Destination Connection Information SN Cancel The Target Database Version field auto fills with Version 8 0 Data If the Destination Connection Information field does not auto fill with your database click the browse button to the right of that field to navigate to and select your database C Program Files F W80 F WData80 accdb Then click Update Database You will receive the following prompt to ensure that your database will not be corrupted during the update process Update Database Make sure that no one is connected to the database Click OK A message will tell you that your database has been updated successfully if the database did not require an update FaciliWorks will tell you that your database is already updated After updating your database the second step is to update your reports FaciliWorks Desktop User Guide Chapter Two Running FaciliWorks 27 The DTU is open Click the Back button to return to the main DTU screen Data Transfer Utility Choose Type of data transfer e C Transfer Data Update Add Reports C Update Database C Install Language Pack Cancel Click the Upda
111. aciliWorks uses the inventory information stored in its database to automatically notify you that a purchase order is to be created much the same way a notification is sent for a scheduled work order When the Quantity In Stock of a part falls to or below the reorder point entered in Part Entry Create Purchase Orders is used to quickly create a new purchase order information from Part Entry and Suppliers is auto filled into the fields Create Purchase Orders Customize View Orders Create Orders PartNo EET Quantity In Stock e Class Order Quantity Category Quantity On Back Order oub Category fo Quantity On Order Lil supplier lode Genuine PartsCo sw Reorder Point Description Reorder Quantity Manufacturer Last Order Date lefeo 2009 Model No Amount Ordered ew Case Pack EN Expected Delivery Unit Of Measure EUME serialized Manufacturer Part Mo Assembly Cost trom Manufacturer Multiple Pricing Lead Time Multiple Warehouse Shelf Lite TT For parts that need to be ordered a Create Purchase Orders form similar to the one above will appear The grey field values are not editable here Use the Record Navigation Bar to view all records All field labels can be altered using the Customize button For a print preview of current purchase orders to be created click View Orders To automatically create all pending purchase orders click Create Orders A purchase order cannot be created unless the supplier is known For parts t
112. act Work Order Part and Procedure records will also be deleted Are you sure you want to delete this Asset Records Tab Filter Group In the Filter group FaciliWorks includes innovative Quick Filter and Advanced Filter features allowing you to easily search for a particular record or group of records based on criteria you specify These commands become quite useful as your database becomes larger The filters are available on the first tabbed form of each data entry module such as the Assets gt Information tab and Procedures gt Text tab Bookmarks Tab You can bookmark records you frequently use or access making it easy for you to find the data you need To do so simply access the Bookmarks tab from the Ribbon and add the record to your bookmarks If you no longer need a bookmarked record you can delete it You can also organize the records you have marked as your Favorites Add to Organize My Bookmarks Bookmarks Bookmarks Bookmarks J 48 Chapter Three Program Conventions FaciliWorks Desktop User Guide Add to Bookmarks Select the record you want to bookmark Click Add to Bookmarks under the Bookmarks tab In the Bookmarks dialog box the record you want to bookmark is auto filled in the text box Sets Create In gt gt Bookmark Your Favorites OK Cancel To place the record into your bookmarks click OK To place the bookmark into a specific location in your bookmark
113. act WU Yisw Request Asset Entry Asset ID 001 Truck Bies Description 2012 Ford F250 Tock D Repair f Task Description Le Cause Accident Lei Current Location Wort Order Mo QOO0000 81 i Comments Record Created DIIDZUT 3 10 47 AM Field Repair Technician sd J Entered By Administrator Le Task Priory High E Shutdown Task Type Required Shutdowns Shutdowns Performed TaskUseri i i y O Sa S Fany O TaskUser UUU SS Completion Progress OCompleted Notice Maintenance Done Datel Progress Name Work Order Created e Downtime JHous Pogessfegl i O Emergency Progress Set 6 15 2013 10 41 01 AM Unscheduled ee WO Silent Printing 164 Chapter Six Work Orders FaciliWorks Desktop User Guide When using this form the unscheduled work order is created before the work is carried out by the tech Fill in all task component information within each component tab in the same manner as you did when first creating a task See Tasks m Chapter Four Notice that the Unscheduled checkbox is checked to indicate an unscheduled work order Once all component information is entered the work order can be printed and given to the technician to complete the work To close the form click the File tab on the ribbon at the top of the form and then click the Close button After the unscheduled work order has been created go to the Work Orders menu and click Edit Work Orders to edit and complete The remaining fields on th
114. act information to view the number of records currently in your database and for system and license information When calling technical support you may be asked for the version and build of your software The information is located at the top of the About window If FaciliWorks prompts you to enter your serial number for the software the About window will open type your serial number in the appropriate text box FaciliWorks 9 Desktop Version 8 6 Build 001 MAINTENANCE MANAGEMENT SOFTWARE For technical support call 460 295 3465 E mail suppon cybermetrics com Website wew cybermetrics com Current Murmber of Records in Database File Assets Procedures Tasks PO Work Orders Staff service Reg Suppliers Contracts Tools Pars variables System and License Information serial Number O O Expiration Date Windows Directory System Directory Access Directory Copyright 2013 CyberMetrics Corporation Portions 2006 Micrasott Corp All rights reserved Submenu Ribbon Tabs When navigating to a submenu the Ribbon tabs change to reflect the commands that are available in that particular submenu with the exception of the Help tab which remains the same File Tab While in Assets the File tab includes program commands to save print view most recent assets and close the submenu Edit View Format Records Help L Ai i WC Ge RX Save Output Page Print Preview Last Close To Setup Asset
115. ageneneesseaaaas 161 Work Orders Batch Complete siiiicsesisicannnaecsniwenavacasisnsdnatisieceuneiiaewsinwausunianinnniseenaincdanewstens 171 Wak Orders ul EE 168 Work Orders History cccccccssssseeeeeeeeeeasseeeeeeeeeassseeeeeeeeeaassueeeeeeeaasssaeesseesaassaeneesseaagas 121 Work Orders Manual Create Scheduled WOS cccccessssseeeeeeeseesssseeeeeeeeeasseeeeesseeagas 163 Work Orders LE 179 313 Chapter Sixteen FaciliWorks Desktop User Guide W i FaciliWorks Desktop Product Options Web Service Requests The seamless fast and secure FaciliWorks Web Service Request module allows users in various locations to quickly and easily create and submit service requests over the Internet and automatically routes them to a central maintenance department eliminating time consuming phone calls and written requests while providing centralized documentation of every service request and its outcome e Seamless integration with FaciliWorks e Unlimited concurrent users e Quick and easy no training needed e Secure and password protected e FaciliWorks Web Service Request a Cam o Col ar X 17 http FaciliworkswSR YourCustomURLaspx x gt File Edit View Favorites Tools Help Ei Favorites 7 FaciliWorks Web Service Request The request is automatically routed to FaciliWorks it can then be viewed by the maintenance manager who can delete the request or approve it and convert it into a w
116. alysis by Work Onder With Component Asset Analysis by Work Orders Asset Barcode Label 1 1 2 Inch Asset Barcode Label 1 Inch Asset Barcode Label 1 2 Inch Asset Detail Report Asset Listing Asset Listing by Asset Type Asset Listing by Current Location Asset Listing by Current Location with Tasks Asset Listing by Description Asset Analysis by Part Costs mt 1 reports successfully exported OK Exporting to an Existing File To export to an existing file select the destination file from the list box on the right before you click on the add gt button to export the file You cannot export multiple reports to a single file Importing Reports To import reports use the file browser on the right hand side of the window to select the report you want to import and then click the lt button If the report has the same content as one already in the database you will be asked if you want to overwrite the existing report or rename the report that you re importing The imported report will then appear in the Current Reports Table pane 280 Chapter Thirteen Program Setup FaciliWorks Desktop User Guide Report Manager Import Export Current Reports Table Report Files rpt Agreement Due Listing A Se 05 Asset Analysis by Contract Cost With Component DEN Asset Analysis by Contract Costs eh E CA Asset Analysis by Part Costs REVISE rpt Asset Ana
117. and the Issued checkbox is now checked showing that the tool has been Issued Tool Entry information Customize Tool ID Description Serial No Cost PurchaseDete _ PO No Manufacturer supplier code Type Gauge sd we Tool User Szell Lsl Toollser2 O O OC oOo O Metric O Quantity Notes a Storage Location E Current Location 3791 StanSmith el Issued FaciliWorks Desktop User Guide Chapter Ten Tools 229 Return Tools To return tools navigate from the main menu to Tools gt Return Tools The Return Tools form captures information when returning a tool to the tool crib select the Tool ID of the tool to be returned from the Tool ID drop down list Only the tools that are currently issued out will be listed here Upon selecting the tool the issue information is auto filled into the grey fields Return Tools Customize Next ID Close Tool 1D W s Issue Date Issue Time issued To Department 0 Asset ID Received Date 5 16 2013 Received Time 12 26 PM Goes Received Date This field automatically displays the current date To change the date click the field text box to display the Calendar icon and then click the icon to view the pop up calendar Received Time This field automatically displays the current time This field can be edited Received From Enter the name of the person or department returning the tool Cycles Enter the number of times the borrower used the tool Notes Ente
118. asapeunesascuientveadewsuneinibeeeauaincent 135 FaciliWorks Desktop User Guide Chapter Sixteen 308 Foanne Schedule sceschscscuanaineotacedsuntiteeduervatsadesesuceaanisiaccess E TE E a 135 FOROL St EE 217 Si 51 Graph E dl 119 Graph BUTION EE 119 Graph Ponai anaE E E a iaa 249 Oe a E A A E E E E E 248 Graphs Filter svaccseengrtacstesasenaunisnrticonetuyetvanstegeayenst pectigentunsannnsteusatasnteseeeaunesanseeastncrseaneaes 248 Graphs Titles Descriptions Filtering csscccccccssssssseeeeeeeseeasseeeeeseeeeagseeeeessenaassseeeesees 250 Graphs Viewing Printing Emalling cccsscceceeessssssseeeeeesssessseeeesseeeasseeeeessseaassseeeesees 250 Implementation EIER 15 Import Records to FaciliWOrks ccccccsssssseeeeeeeeeesssseeeeeeeeaeasseeeeeseeeasssseeeeeeesaasseeeeesenaaags 289 NUM ACS dees 2 0 IT oaiae aa A veciecencstenawunciiiecmantchpesmantetneeaesmet E EE A 187 Inventory Costing sssssssnnssunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn ne 260 SUE TOO S rra E E taunt peweustmebeneetimitensctumewes stants ssbeds 228 Keyboard ShortCuts cccccccscssssseeeeeeescsssseeeeeeeeeeusseeeeeeeeeaesseeeeeeesaasseeeeeeseaaagseeesseseeaggaeess 69 Last Maintenance Date csssccccccsssssssseeeeeesesssseeeeeseeeassseeeeeeeaeasseeesesseeagsseeeessensagsanes 105 Bu EE 258 Bed tre ME 221 Logon Method Settings cssssccccccsssssseeeeeeesesssseeeeeseeeassseeeeseeaeass
119. ase Orders Information Customize Requisition Number MMM PO No 0000000068 Supplier Code Genuine Eege el Srippedva F Purchase Order Date 5 15 2013 ShipDate Invoice Dee Tems E Approved Date Foot Deliwery Due Date Farts Total 94 90 Ordered By Administrator Je TePe z Approved D 15 Tax 0 00 O Received O Paid Freight O O Grand Total 94 90 Notes Created by Stock Reordering enne TF FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory 201 Requisition Number FaciliWorks creates the requisition number for you The format for this number is based on the format specified in the Setup gt Settings gt Auto Numbering tab PO Number FaciliWorks auto creates the purchase order number based on the purchase order number format specified in the Setup gt Settings gt Auto Numbering tab Supplier Code Select or enter or the code of the supplier Purchase Order Date This field contains the date on which the purchase order was created Invoice Date Enter the invoice date for this order Approved Date Enter the date on which the purchase order was approved Delivery Due Date Enter the anticipated delivery date if known Ordered By If this field does not auto fill select or enter the name of the person department or location that requires the items on this order Approved By Enter or select the name of the person who approved the purchase order Received Check this chec
120. ased and Date based Schedules Ihe task is scheduled every 3000 miles or every 3 months If both methods are used FaciliWorks will automatically schedule the task based on the method that comes up first Further the date based method allows you to schedule the task on a defined season For example if this oil change Is to be performed on a garden tractor the season can be defined for May through October The task would not be automatically scheduled for any months outside of this range Both methods also include a schedule type of either fixed or floating In the example in the table below on a 1 month schedule a task is due to be performed 3 15 13 Say that the task was not completed until 3 30 13 On a fixed schedule FaciliWorks will calculate the Next Date Due as one month from the original schedule date The floating schedule will show one month trom last date performed and allows more flexibility If you are following OSHA or FDA regulations be sure to use the fixed schedule method 1 month schedule Fixed Floating default reduces overuse of the asset Last Done 2 15 13 Was Due 3 15 13 Actually Done 3 30 13 Next Due 4 15 13 4 30 13 FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 89 Tasks Labor Tab On the Labor tab specify the employee who will actually perform the task Use the drop down list in the Employee ID field to select an available employee Type in the estimated hours Est Hou
121. ask Description sd Description Minimum Maximum Units Use If Fail leese Check Oil Pressure ao Pst 0 0000 Lo ll ll ll eee 0 0000 e Record H nl Wk No Filter Search FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 93 Tasks Procedures Tab On the Procedures tab specify which procedures must be followed during the completion of the task Use the Procedure Name drop down list to select a procedure that was entered via Data Administration gt Procedures Procedure text and Attachments will auto fill Procedures Customize Task ID F 1021 Oil Change Task Type Oil amp Lube Job Le TaskDescription Te F 1021 Qil amp Filter Change m Perform Every 3000 Miles Or 3 Months 1 Frequent Oil Changes Are The Most Important Preventative Maintenance Procedures That Can Be Done By The Mechanic As Engine Oil Ages It Becomes Diluted 4nd Contaminated hich Leads To Premature Engine Wear A Make Sure That ou Have All The Necessary Tools Before rou Begin This Procedure you Should Also Have Plenty Of Rags Handy For Cleaning Up Oil Spills A Access To The Oil Drain Plug And Filter Will Be Improved If The Vehicle Can Be Lifted Un Hoist Driven Onto Ramps Or Supported By Jackstands Warning Do Not Work Under A Vehicle Supported Only By A Bumper Hydraulic Or Scissors type Jack Always Use Jackstands A IF ou Havent Channed The Mil Te Thie Mekbuele Refare Get Inder
122. at apply to this task Use the navigation arrows at the bottom of the Procedures sub tab to view any additional procedures that are linked to the record Procedure records can be deleted trom this form using the Delete button Deleting a procedure from the form will not delete it from the database If you have other task components attached to your task select the corresponding tabs to modify any information as appropriate Assets Task List Customize AssetlD 001 Truck Description 2012 Ford F250 Procedures Customize AssetID 001 Truck Description 2012 Ford F250 Task ID F 10271 Oil Change Le Task Description o o oOo oOo o y ooo O F 1021 Oil amp Filter Change Perform Every 3000 Miles Or 3 Months 1 Frequent Oil Changes Ae The Most Important Preventative Maintenance Procedures That Can Be Done Du The Mechanic As Engine Oil Ages Ir Becomes Diluted And Contaminated Which Leads To Premature Engine Wear A Make Sure That ou Have All The Necessary Tools Before You Begin This Procedure ou Should Also Have Plenty OF Rags Handy For Cleaning Up Oil Spills 4 Record M POH YK No Filter FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 1 03 Task List Schedule Sub tab On this form enter information about how often this task will be performed on this asset For example the sample form shows that the oil change should be performed
123. ate that the work order has been completed Completion Progress E Maintenance Oone Datel 5 15 2013 Progress Mame Downtime Hours Progress Tet L o ooo y O O Emergency Progress set O Unscheduled Progress Change d WO Silent Printing Completed Filter Now that the work order is complete FaciliWorks automatically creates a notification that a work order is to be created for the work in the next cycle To create the new work order use Auto Create Scheduled Work Orders or Manual Create Scheduled Work Orders 17O Chapter Six Work Orders FaciliWorks Desktop User Guide Batch Complete Work Orders To designate all work orders as completed navigate to Work Orders gt Batch Complete Work Orders A list of all incomplete work orders in the system is displayed Batch Complete Work Orders Customize Complete ze Description Task ID Task Description Cusef Cd Work Order No Rollover Meter Reading O Emergency Maintenance Done Meter lt Maintenance DoneDate Current Reading Comments fo Asset ID Description Task ID Task Description L___ Gees Wok Order Nc Rollover Meter Reading O Emergency Maintenance Done Meter Maintenance DoneDate _ Current Reading Comments fo Asset ID Description Task ID Task Description L___ O Gees Wk Order Ne Rollover Meter Reading O Emergency Maintenance DoneMeter Maintenance DoneDate lt Current Reading Comments fo Use the Customiz
124. aves the time you would spend assigning individual permissions You can also create a new group based on a pre defined group and make modifications as necessary Navigate to Personnel gt Security Security Groups Tab Use the Groups tab to create and edit names of different security groups and add users to a security group FaciliWorks includes five pre defined groups Administrator Guest Requests User and Work Orders Each group contains a set of security permissions defined under the Group Permissions tab which can be customized to your needs Secunty Groups Group User SOS Add Delete All Users Group Members 379 Armin FaciliWorks Desktop User Guide Chapter Nine Personnel 21 3 New groups can be added to accommodate special needs To add a new group type the group s name in the Group field and then click the Add button FaciliWorks prompts you to copy group permissions from another group Click Yes to copy the rights you would then be prompted to select a group from which to copy permissions and prompted to copy users from another group or click No to assign unique permissions to this group To delete a group select the name from the Group field drop down list and then click the Delete button The All Users pane contains a list of users entered into the program through the Users tab To add users to a group select the group using the Group drop down list Select a user from the All Users pane then click
125. aws and international treaty provisions Therefore you must treat the SOFTWARE like any other copyrighted material eg a book or musical recording except that you may a make copies of the SOFTWARE solely for backup or archival purposes and b transfer the software to hard disks provided that only one copy of the SOFTWARE is used at any time You MAY NOT COPY the written materials accompanying the SOFTWARE 3 OTHER RESTRICTIONS You may not rent or lease the SOFTWARE but you may transfer the SOFTWARE and accompanying written materials on a permanent basis provided you retain no copies and the recipient agrees to the terms of this Agreement LIMITED WARRANTY CyberMetrics warrants that a you may return the SOFTWARE and all accompanying written materials for any reason for a full refund for a period of 30 days from the date of receipt and b the SOFTWARE will perform substantially in accordance with the accompanying written materials for a period of 90 days from the date of receipt and c any hardware accompanying the SOFTWARE will be free from defects in materials and workmanship under normal use and service for a period of one year from the date of receipt Any implied warranties on the software and hardware are limited to 90 days and one 1 year respectively Some states do not allow limitations on duration of an implied warranty so the above limitation may not apply to you CUSTOMER REMEDIES CyberMetrics entire liability and your excl
126. begins with Fire type Fire in the text box and then click OK Asset ID begins with fire FaciliWorks Desktop User Guide Chapter Three Program Conventions 59 The following records are displayed Ww Description Status Importance t AszetSN Asset No il Mam Bldg system Active High ste a a ES LL Oa a S E A a JL Sel S Oi eme A a E Oc nk RL al E H Fire Extinguishe The Column Selector icon in the Description column has now changed to a filter icon see image above which indicates that the data for this field has been filtered The Record Navigation Bar will also show that the records are filtered Also notice that in the example above the Importance field is sorted in ascending order as indicated by the arrow To view all records click the Column Selector icon filter icon for the Description column to display the sort and filter options and then click the Clear Filter from Description option or click the Filtered button on the Record Navigation Bar The filter options in the lower portion of the Sort and Filter Options menu contain a list of the column contents with a checkbox to the left of each record item You can manually select the records that you want to display For example the records here show the contents of the Description column When first opened all records are selected to display in the datasheet Uncheck the Select All box All re
127. by clicking the Reset or Default buttons Fonts can be set to normal or bold To set font weight click the appropriate Normal Bold radio button next to the form label or click Set Weight to set all labels to bold 114 Chanter Five Data Administration FaciliWorks Desktop User Guide A label can be set as a hyperlink Use the browse button to navigate to the result location or type the location in the Hyperlink textbox Usage Button Click Usage to issue the asset to a person authorized to use it or to return the asset to storage Le o Issue Return Issue Asset ID Description sue Begin Time w ssuedusedayene E ssued usede Si Record 4 dfi ofi KK No Filte Search FaciliWorks allows you to track all asset issues and returns These issue return records are especially useful in manufacturing assets tools or assemblies are loaned out for periods of time or assigned to a particular job then serviced and or returned to Storage and safekeeping By tracking this information you can Identify which employees or departments use particular assets and how often they use them Another purpose of these records is to track usage days and operating cycles for assets whose maintenance schedules are based on actual days or cycles used instead of elapsed calendar days You must use issue tracking records when maintenance schedules for an asset are based on metered usage or cycles Use the Issued Used By Emp and or Issued Used
128. ch may amount to thousands of asset records then you might want to use multiple databases to avoid waiting too long for records to process and for reports to generate Maintenance Tasks Your data building strategy should also include how you are going to handle maintenance tasks should you create stand alone or cumulative tasks for multiple frequencies such as semiannual and annual tasks Does the annual task include the maintenance procedures of the semiannual task or should you create both orders when they coincide once a year Data Collection To begin entering your asset inventory into FaciliWorks you ll need to either collect your existing records such as paper files cards etc or create new records trom scratch If you re switching from another computer based maintenance system you may be able to import your records to FaciliWorks FaciliWorks can import records from the application s standard Excel based templates These templates can be obtained from the installation of the DTU program on the same CD as your FaciliWorks software If your records are in a system that uses a proprietary file format you may still be able to import your records by printing a report to a file or writing a software program to extract the records CyberMetrics can be contracted to assist you with the import and record conversion process If you are unable to import records from another computer system and must manually enter your records from
129. ch page of this report is a detailed overview of a current service request The filter options include request date staff ID asset ID priority cause status and approval status Service Requests by Requester List of service requests and their associated details sorted by requester Contract Report Contract Listing This report lists your maintenance contractors with cost sorted alphabetically by reference ID FaciliWorks Desktop User Guide Chapter Eleven Reports amp Graphs 243 Part Reports Part Barcode Label 1 2 Inch 1 Inch 1 1 2 Inch Use these reports to print barcode labels for parts Select from label widths of 4 1 or 1 FaciliWorks determines label length by the length of the bar code it prints each label on the shortest length possible Printing barcodes requires the Maintenance Label Kit Part Consumption Summarizes parts used during each month It calculates the total used for the time period you select as well as the total cost based on the part s current cost multiplied by total number used Generate this report for one year at a time to see Current part consumption information Part Listing This brief parts report includes part number description stock type and quantity in stock Part Listing Parts Used in Work Orders Sorted by part number and then by asset ID this is a list of each part used and the quantity in work orders Part Listing Where Used Sorted by part number this is
130. changes When you return to the Tasks gt User Defined tab your changes will display See Chapter Thirteen Program Setup for more information Settings Interface Customize Task Custom Tab Caption User Defined Hem Field Type Field Attribute Label Text DetaultLabel Text Label Font eight Pier Mee fe fText Field TL foe fet effet Fics TL fos ftext_ eText Field TL fos fet eText Fics TL oe Met fe fText Fics l effet fe fTextFicit for leg lieu Fics TL oa Met lte Fics TL fos fret effet Fics TL Text Lallfed feld Record WM 4 1o0f20 ItHt WK No Filter D E fet tet tei tei tei fet tet toi te Hot Set Ha pel Hei Hot Ho ac 88 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Tasks Schedule Tab The Schedule tab allows you to initially set general information as to when this task is performed You can set the task on a Meter based or Date based schedule Regardless of the schedule used this is only a general schedule The schedule will be made more specific when you are performing this task on a particular asset Schedule Task ID F 1021 Oil Change Task Type Oil amp Lube Job EI Task Description Meterbased Schedule Zus e Date based Schedule Zone Lei Meter Schedule Type Fixed Date Schedule Type Fixed Floating Floating FirstMo OfSeason _ Lel LastMo OfSeason _ el On the form above the task is scheduled using both Meter b
131. cords are now deselected Check each box of the records you wish to display C Adjustoveyor Conveyor EN Cl Air Compressor 30hp C Air Compressor J Building Number101 Zaeseeses see EE REENEN SEENEN REENEN EE EE EEEEENEEN nananana annan Cafeteria Refrig amp Freezer Sys Cafeteria Water Filters C Carrier 400 Ton Chiller 41 C Clean Storage Room C Daily Refrigeration Inspection CI Dril D Checking the four Cafeteria records and then clicking OK will result in the following display Asset ID Description f Status Importance t Cato bit REGGE Wein Cafe Oven Cafeteria Come Medium Cafe Ice Mach Cafeteria lce Mach Cafe Filters Cafeteria Water Ei LI UL Y OO To view all records click the Column Selector icon filter icon for the Description column to display the sort and filter options and then click the Clear Filter from Description option 60 Chapter Three Program Conventions FaciliWorks Desktop User Guide Rearranging Columns In Datasheet View the record fields are displayed in a single row making it necessary to scroll the form to the right to view all fields FaciliWorks allows you to reposition the field columns that you view most often The new column position can be saved so that each time you switch to Datasheet View the columns will be in the position that you prefer This repositioning of the columns does not globally change the database nor does it affect the display of the f
132. ct another procedure name from the list of procedures If you have a file attached to a procedure click the Attachments button to view the attachment list and then click the View Print button to display the attachment Use the browse button on the right of the File field to select a file using Windows built in file locator dialogue box For more details about entering procedure records please see the Procedure Entry in Chapter Five Assets Task List Customize AssetlD 001 Truck Description 2012 Ford F250 Procedures Customize AssetID 001 Truck Description 2012 Ford F250 TaskID F 10271 Oil Change ba TaskDescription lt C C C OoOo oOoOoOoOoO O O F 1021 Oil amp Filter Change x Fertorm Every 3000 Miles Or 3 Months a 1 Frequent Oil Changes Are The Most Important Preventative Maintenance Procedures That Can Be Done E By The Mechanic As Engine Oil Ages It Becomes Diluted And Contaminated Which Leads To Premature Engine Wear A Make Sure That you Have All The Necessary Tools Before You Begin This Procedure ou Should Also Have Plenty OF Rags Handy For Cleaning Up Oil Spills d Record M 4 OH K GG No Filter FaciliWorks Desktop User Guide Chapter Five Data Administration 141 Task List Shadowed Tasks Sub tab When task shadowing is employed the completion of the shadowing task automatically completes the shadowed tasks The
133. d In our example we will merge FWSamp80 accdb Source Database with FWData80 accdb Destination Database FWSamp80 accdb contains the sample data that ships with the FaciliWorks software FWData80 accdb contains no records We will merge all records from FWsamp80 mdb into FWData80 accdb Important Make a copy of the blank database and give it a different name before merging the blank database with the sample database See Creating a New Data File for instructions Before merging the two databases verify that you are connected to the FWData80 accdb database and that it contains no data From the Main Menu select the Help tab on the ribbon and then select About The center section of the display will show the current number of records in the database FaciliWorks 9 Desktop Version 8 6 Build 001 MAINTENANCE MANAGEMENT SOFTWARE For technical support call 460 295 3465 E mail suppont cybermetrics com Website wew cybermetrics com Current Humber of Records in Database File Assets booo Procedures DN Tasks kt Po fg Work Orders IDN Staff Booo service Reg booo O Suppliers Booo Contacts Tools Dd Parts 2 Variables O System and License Information serial Number O O Expiration Date Windows Directory System Directory Access Directory Copyright 2013 CyberMetrics Corporation Portions 2006 Micrasott Corp All rights reserved Currently there are no records in the FWData80 accdb database Close the About form to retur
134. d enee 63 Change Row Height and Column W it 64 Naming ConventioNS sates azestnicesecuseiasacsnancaseetonasacisaneitnescaceiacctunesnosstcerciaueavanmesesnesaceetveenaases 64 E Te CN 65 supported Wildcard Characters in Search Eelde A 65 ek le 65 PAV WN EH 66 Advanced Filter EXAMple EE 68 Editing and SMOMGUE EN 69 Keyboard E ae DC 69 Field Editing and se eC WOMAN E 69 Datasheet View Table Keyboard Shortcuts ccccccccccsccssscssecssecssecsuecseceseesseseresueseressueseressueessessreenes 69 Chapter Four Entering Data for Preventative Maintenance 10 Data Flow and Implementation Strategies cccccccssssssseeeeeessessseseeeeeeeeaasseeeesesseassseeesssnseags 70 Automati d ul sesceesutte nessun cpadtrcunctscinsauthnceausachadansseesastabauiseseetanetvavebsseswineimentuesbianenee 71 PROCS OU GS ee 72 Procedures Text EH 72 Procedures Attachments Tab 00 cccccccsccssscessceescsesssseeusseeesssesesseeasseesesesessresseeesssesessiressieesssreesieess 74 SUE ee 75 Selen Ta EE fie Suppliers Asset Parts Tools and Purchase Orders Tabs wo ccc ccccsecesseecsssecssescssesesseesesevensesensneees 6 AS OPV AG el CN 71 ICT EE 78 PA ENUY eene AO ae E EE TEE E pach ertedenwoniosdsocsdentes 78 Egeter 79 AA ENNY U ele RE 79 SIE D Ciel 80 Stalf Entry Work OFGers aiid Issued le e EE 81 EE eege EEN 82 TOOl Entry Information TaD EEN 82 Tool Entry Issue History and Where Used Lafe 83 Vanale Dala secre EE E E S 84 EE
135. d in the box on the right First select the shadowing task and add it to the Task Tree View box on the left by clicking the lt lt button Shadowed tasks are then selected and added to the tree view In the same manner 142 Chapter Five Data Administration FaciliWorks Desktop User Guide Task List Checklist Sub tab A Checklist is a user defined set of steps that must be verified prior to completing a task You must enter records for checklists within Data Administration gt Checklists before you can assign them to asset task records For more information see Checklist Entry in Chapter Five A checklist assigned to a particular task can be edited here however changes made at this time will not affect the checklist anywhere else it appears If you want to globally change a checklist you must do so within Data Administration gt Checklists Assets Task List Customize AssetlD 001 Truck Description 2012 Ford F250 Checklist Customize Asset 001 Truck Description 2012 Ford F250 TaskID F 1021 Gil Change Task Description TI O Oil Change e Oil Change Lube e Checklist Text Inspection Check all fluids fill if necessary Do kem and Inspection e H i Drain oil Record 4 4 1 of 1 POH K WK No Filter Search Checklist Name Select a checklist from the drop down list Description The description of the selected checklist will populate this field Checklist Text This field auto fills with information fro
136. d or emailed Graph Filters As with reports each graph starts with a filter that allows you to define the group of records you want to analyze These filters work in the same way as the report filters allowing you to create specific representations of your maintenance costs and activities To Date Created fo O O From Date Done To Date Done asset L o y I TaskID Le Find Clear Eiter Close 248 Chapter Eleven Reports amp Graphs FaciliWorks Desktop User Guide Graph Formats Asset 01 Truck Test ID F 1027 Minse Asset Downtime Wa0013 S232013 6 30 2013 11 2013 GT AZ013 Bar Column Line SDB ar J Column Click the buttons just below your graph to view it in any of these formats Bar Horizontal bar graph Column Vertical bar graph Line Single line graph 3D Bar Three dimensional horizontal bar graph 3D Column Three dimensional vertical bar graph FaciliWorks Desktop User Guide Chapter Eleven Reports amp Graphs 249 Viewing Printing and Emailing Graphs Once you have selected the format you want for your graph click the Print button at the bottom of the window to print it without a print preview To see what your graph will look like when it is printed click on the View button at the bottom of the window A preview window will appear You can use the window s scroll bars to see how your graph will appear and you can zoom in and out To print from this window click the Print icon in the Ribbon
137. d the supplier will be displayed in the drop down lists of all other forms using this information assets parts tools and contractors Suppliers Supplier Info Customize Supplier Code Supplier Name Type Phone Contact Person Fax Salutation E mail Address 1 WebSite _ o y O Address 2 SupplierUser Lo City unner Usel State Le Last Review Zip Code Last Rating Country Last Received Enabled LastReject o o Supplier Code Enter a unique alphanumeric identification code for each supplier Supplier Name The supplier company name Type Select the supplier type from the drop down list or enter a new type to add to the list Contact Person The name of the person to contact Salutation Mr Ms or Mrs etc If you leave this field blank FaciliWorks will direct your correspondence simply to the name of the contact person for example Joe Smith instead of Mr Joe Smith Address City State Zip and Country Enter the supplier s address in the appropriate fields Note To modify or add to the States drop down list click the unmarked button to the right of the drop down list button the States Entry form will appear allowing you to enter new state codes Phone and Fax The supplier s telephone and fax numbers Email and Web Site The supplier s email address and web site Enabled Check this box to indicate that this supplier is currently active Only enabled suppliers appear Supplier drop down lists els
138. default backup file name and location Data Backup Automatic Automatic Backup Automatic Restore Select Automatic Backup to automatically create a backup of the current database Select Automatic Restore ifthe backup was created with Automatic Backup Automatic Backup Click Automatic Backup to have FaciliWorks back up your current database FaciliWorks will create a backup file that has the same name but with an extension of ZIP for example FWDATA80 ZIP The backup file is automatically placed in a directory that uses the date for its name for example if you did an Automatic Backup on April 28 2011 the directory name would be 28042011 A text file called AUTOZIP TXT will also be created Important Do not make any changes to the text file AUTOZIP TXT FaciliWorks tells you when your data is successfully backed up D288 Chapter Fourteen Utilities FaciliWorks Desktop User Guide Automatic Restore To use Automatic Restore you must use Automatic Backup to back up your data When you click Automatic Restore FaciliWorks tries to put the database back in the same place from which you backed it up If a database file with that name already exists in that location FaciliWorks tries to put the database back into its original folder in the subdirectory BACKUP For example if you originally backed up FWDATA80 ACCDB and it was located on C PROGRAM FILES FW80 F WDATA80 ACCDB FaciliWorks will try to restore it to C PROGR
139. dental damages the above limitation may not apply to you Copyright CyberMetrics Corporation All Rights Reserved Table of Contents Chapter One Introduction and Implementation Planning 14 Welcome e ACI dl EE 14 A Note about the Software amp Technical Support ccccccseessssceeeeeessseeeeeeesseeeeeeeaseeerseeaseeeeneeas 14 Validating the ONE W EE 15 UCI 15 FaciliWorks Implementation Planning cccccccsssssceecessssssseeeeeesseassseeeeeseeeeasseeeeeeseaaaaseeessesseags 15 Breet 16 Define a Time me l6 SEET ee 16 E O E EAE E EE EAE 17 Choose System Administrator s cccccccccscccsceccscescessescescesseeseeseeseeseuseuseeseuseuseuseuseesaesersarsesseeseeseneesees 17 Pee UNG ee CIE 17 ESIC e EEN 17 Maintenance E 18 Kee NEE 18 Chapter Two Running FaciliWorks 20 Stanine EAC INV elt 20 Eae a EE EE E E EEE EEN EET EE E EEE E EE E ERE 20 SESCH eae EE E Se Data Tan ster Utility DITU EE 22 Bee ele re NS re 22 CTS VOMIT IO lta E 26 Chapter Three Program Conventions 31 The FaciliWorks Application Window ccssssccccceesssssseeeeeeeeeeasseeeeeeeeeaassseeeeeeeseasseeeeeeseeaaagaees 32 letz MENU serisine 33 FaciliWorks Desktop User Guide Table of Contents 5 Da MOAN ME 34 ell ue EE 35 Status CN 35 Dashboard Shortcut ICONS ccccccsssccccesccueeeecueeeuucueeeacueenauceeeeauueeeenaueeeunaueeseuaueesnaaeesnaeuueseas 36 Maximize Minimize Restore Close Buttons cccccscccccssceeenccceeee
140. dget this fiscal year rsonnel There are 7 total number of active employees Chapter Three Program Conventions There are 90 open work orders There are 196 work orders to be created No emergency work order at the moment Spare Parts Inventory No part is for purchase order There are no part under critical limit at the moment No new purchase order at the moment No tool is overdue No tool defined yet No tool currently issued FaciliWorks Desktop User Guide The Submenu Pane is visible in the center pane of the FaciliWorks application window after clicking any main menu item other than Dashboard Each submenu has a unique set of functions associated with the option selected For example the image here depicts the functions accessible for the Work Orders option Clicking a submenu function button will display the corresponding information form Work Orders ei Create Unscheduled Edit Work Orders Auto Create Manual Create Scheduled Work Scheduled Work Work Orders Orders Orders Work Orders Status Pane The Status Pane is on the right hand side of the FaciliWorks application window A summary of the active main menu option is shown in the top portion of the pane For example the summary here is for the Work Order menu option Quick Links to navigate to specific graphs and reports are displayed in the lower portion of the pane Work Order There are 90 open work orders There are 196 work orders to be c
141. ding this particular serial number record Assembly Pane Assembly Item Enter the part by assembly number or name Qty Enter the quantity of parts for the assembly item Comment Enter any additional comments about the assembly item or part FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory 1 93 Part Entry Special Tab On this tab you can store special information about the part Part Entry Special Fato 24247 Description Air Filter Ze de Special Features Engineering Data DrawingNo i O Drawing Date ChangeLevel S Change Date Special Features Enter any distinctive characteristics of this part Drawing No Enter the drawing number for this part Drawing Date Enter the date of the original drawing Change Level Enter the current change level characters that identify the current drawing Change Date Enter the date of the most recent drawing change level 1 94 Chapter Eight Spare Parts Inventory FaciliWorks Desktop User Guide Part Entry Where Used Tab On this tab you can create a list of assets that use this part When you select an Asset ID the asset s Description Model Number and Current Location will automatically populate the appropriate fields You can t change this information on this form Click the Fill from Work button to add assets from completed work orders to this list This feature is useful if you need to scavenge a part from a non critical asset and use it u
142. displayed ontop of Service Request Form Maximum Records Visible inthe Reports Advanced Filter Value Dropdown O Minimize to tray O Synchronize Users with Staffs and Auto Fill User Staff List FaciliWorks Desktop User Guide New Service Request Notification For FaciliWorks to alert you when users enter new service requests place a check in the Show Pop up Message when new Service Requests are created checkbox then enter the number of service requests that should be entered before you receive notification Service Request Service Request Module only Allow requester name other than user Users can enter service requester names other than their own when submitting a service request Require Asset ID for Service Request Choose whether or not a user must reference an Asset ID with every service request Use two step Service Requests Requires that service requests be manually approved in order to be made into work orders Require Email Address Requires a requester to submit an email address with a service request Type Requester Only Disables the drop down list of requester names in the Service Request Module so users must type their names into the name field whenever they submit service requests No Login Required Users can submit service requests without logging in This option is grayed out if you ve installed the 21 CFR Part 11 compliant version of FaciliWorks which requires login Automatically Create WO from Service Req
143. dit Add Delete Edit Purchase Orders Edit Add Edit Add Read Only Delete Edit Service Requests Edit Add Edit Add Edit Add Read Only Read Only Delete Edit Tool Issue and Return Edit Add Edit Add Read Only Records Delete Edit Work Orders Edit Add Edit Add Edit Add Read Only Read Only Delete Fill Maintenance Dates Run Fill Part and Tools Use Run Find Uncodeable Records Run Run Run Import Export Records Edit Add Delete Issue Tools Edit Add Edit Add Edit Add Delete 214 Chapter Nine Personnel FaciliWorks Desktop User Guide Maintenance Cost by Cause Print Print Print Manual Create Scheduled Edit Add Edit Add Edit Add Work Orders Delete Modify License Run Multiple Choice Entry Edit Add Delete Out of Limit Variables Print Print Print Print Part Barcode Labels Print Print Print Print Part Consumption Listing Print Print Print Print Part Entry Edit Add Edit Add Read Only Delete Part Listing Print Print Print Print Part Listing Print Print Print Print Low Out of Stock Part Reorder Calculation Print Print Print PM Sign in Sheet Audit Cards Print Print Blank Entry Forms Print Print Procedure Entry Edit Add Edit Add Read Only Delete Procedure Listing Print Print Print Purchase Order Listing Print Print Print Records Archive Edit Add Delete Remove Spaces Run Repair Work Orders Dates Run Report Control Entry Ed
144. dit Purchase Orders Customize Requisition Number O000000033 PO No JOOO0000086 Contact Company Name Address City State Zip Code Phone Fax Edit Purchase Orders Signature Tab To use the signature feature you must first activate security by checking the checkbox labeled Enable Security in the Setup gt Settings gt Security tab To sign a record as completed click the Sign button under the Signed By pane and the following window will open Log On Electronic Signature Authentication FaciliWorks Electronic Signature Authentication UserID Password o H o biometric security device is attached please actrate it now JK Cancel Enter your user ID and password and then click OK This creates a new signature record containing the user s name the date and the exact time The label of the Sign button changes to Unsign at this time FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory 205 Edit Purchase Orders Signature Customize Requisition Number O000000033 PO Mo OO00000088 siqned By signature Name signature Date Signature Time signature Mode Comments gt Acministrator 6 15 2013 1 38 43 PMI Signed Te Record H nr WK No Filter Approved By _ dnsign signature Name signature Date Signature Time signature Mode Comments Once the Signed By pane has been marked as signed the Approved By pane can be marked as signed Once a record has been signed it canno
145. e You can use this feature in several different ways If you re using FaciliWorks on a network with all users sharing the same data file you might use one workstation to constantly display the calendar for your maintenance personnel FaciliWorks automatically updates the display according to your program setup for more information see the Setup gt Settings gt Calendar tab in Chapter Thirteen This includes color coding the number of jobs per day to get a quick visual on the day ahead On your individual workstation you can open the calendar at any time to view past present and future maintenance activity Because FaciliWorks automatically calculates the due dates for all asset tasks for the next year you can see your entire projected workload for the next 12 months The calendar contains a hidden maintenance Work Order List for each day To view the Work Order List click the calendar date the list of jobs for that day will display D Wor ode it TT Jobs For 6 29 2013 Scheduled Work Orders View Wi View Compact vy O View WO Summary Description Asset ID Description Current Location Test EstHours Method EO eow Bldg 2 ConvOOl Weekly Ui 26 Jee TE WI 105 weekl Welder 2185 ac H kop Floor 105 weekl 100 Dae TI bd LF 1 25 Des gt Record 4 4 b Nk i No Filter Unscheduled Work Orders View WC View Compact WC Print Summary Description Asset iD Description Current Location TaskID EstHours Method Open service
146. e Audit ID Date Time User Object Action Data Key PAS 5 15 2019 3 42 20 PMAdministrator_Jezy Logon Successful Login Admin s Settings O Beaj 5 15 2013 3 28 15 PMjAdministrator_ frmParsUserDefined Update Text Field Hame Old value Mew value Memo Value P Control Text Asset Analysis By Conil This tetis customizabl D84 Chapter Fourteen Utilities FaciliWorks Desktop User Guide Data Backup It is highly recommended that you periodically back up your FWDATA80 accdb database file for best results back up daily or weekly To use the built in backup feature click Data Backup under the Utilities menu FaciliWorks provides two methods to back up your data automatic and manual The Data Backup function can also be accessed via the Office Button gt Data Backup Data Backup Manual Tab Use the Manual Backup and Manual Restore options if you want a different name for your backup file or if you want to select a database other than the current one the one shown in the bottom right corner of the application window Manual Backup In the Manual tab click Manual Backup The following dialog pop up opens Data Backup Manual Manual Backup Manual Restore Select Manual Backup to select the name ofthe backup file orto backup a database other than the current database Select Manual Restore ifthe backup was created with Manual Backup orto restore the database to a specific location Do you want to activate multi volume s
147. e T indicates a truck HVAC indicates a facility or P1 indicates Plant 1 Your Asset ID might also include the area where the asset is used the cost center to which it belongs the department responsible for it or any other useful information that would help you instantly identify tt Next begin working to satisfy your long term needs 1 6 Chapter One Introduction and Implementation Planning FaciliWorks Desktop User Guide Long term Needs Long term needs might include Entering your compete inventory of assets active inactive and perhaps employee owned Items Entering the complete history of maintenance records perhaps going as far back as five years setting up maintenance procedures for on line reference and control Reviewing maintenance history and optimizing frequencies or scheduling methods e calendar based versus meter based schedules Entering information about your asset and service suppliers Choose System Administrator s To choose system administrator s the person or group of people responsible for the system answer these questions Who will be responsible for the system Who will install the program Who will enter the records Who will maintain and back up the data files Who will take inventory Once you answer these questions you can decide who should lead your FaciliWorks implementation Data building Strategy Before you begin entering data into FaciliWorks you must develop a data building
148. e active tab 42 Chapter Three Program Conventions FaciliWorks Desktop User Guide File Tab When in the Main Records menu the File tab provides access to a set of commands that allow you to change the database you are currently viewing log in as a different user log out or exit FaciliWorks Changing the current database is a responsibility of the system administrator Login Logout Exit V kt Open Database Open Database Security e If security is not enabled and you click the Login button or Logout button FaciliWorks will prompt you with messages letting you know that security is off Help Tab To use the FaciliWorks Help System click the Help tab and then click Contents or press the F1 key on your keyboard Contents Tip of the Day Help About About When you select Tip of the Day FaciliWorks will display helpful hints about using various functions and commands You can navigate to the Previous and Next tips using the corresponding buttons If you d like this information to pop up each time FaciliWorks is launched click the box at the bottom of the window Click Close to close the window gy Did seou Knowl our Data is automatically saved when you move to the neat record FaciliWorks Desktop User Guide Chapter Three Program Conventions A3 Click the About button for information regarding your current version of FaciliWorks for technical support cont
149. e asset description location technician emergency work order Status and scheduled and or unscheduled status Work Order Cause Total Downtime Shows total downtime for each work order cause You can filter by date range asset or task ID type cause asset description location technician emergency work order status and scheduled and or unscheduled status Work Order Cause Average Downtime Shows average downtime for each work order cause You can filter by date range asset or task ID type cause asset description location technician emergency work order status and scheduled and or unscheduled Status Work Order Cause Downtime Comparison Compares total downtime for each work order cause average downtime and total number of work orders You can filter by date range asset or task ID type cause asset description location technician emergency work order status and scheduled and or unscheduled status Technician Total Downtime Shows total downtime for each technician You can filter by date range asset or task ID type Cause asset description location technician emergency work order status and scheduled and or unscheduled status FaciliWorks Desktop User Guide Chapter Eleven Reports amp Graphs 251 Technician Average Downtime Average downtime for each technician You can filter by date range asset or task ID type Cause asset description location technician emergency work order status and scheduled and or unscheduled s
150. e 152 FOC CCUG Ae EE 152 Procedures Attachments lab EE 154 Supplier Entry ON 155 oppie ee MO TAD EE 135 See AS El TA EE 156 INC a EE 157 PpS EE dE 158 Sie FUG EE 159 Notairen ENUY epceseecagatcecsnceaeatinnuseectaceasaescinseaseessieenndessaessenersdesssinateesrasechussniarsanesenneanines 159 Chapter Six Work Orders 161 Scheduled Work Orders ccscccscsssccceccceeencueeenuceeeeeueueeueaeueeuaueuseunuuueeenaeeseuauueeenaueaseauesnnaegs 161 Auto Create Scheduled Work Order lol Manual Create Scheduled Work Order 163 Unscheduled Work Orders ccccccscsecccccscceeeecceeeuaccueeeuuceeeeauueeeeauueeeeuaeeeuuaueeenauueaeaeeueaeauuusss 164 Create Unscheduled Work Orders ccccceccseseccenssccensseecsseeseneeeeeseueeseseeesenausesenseesenseeeeenitesentresennanens 164 Create Unscheduled Works Orders Information Tab 164 Baier OMG ISM eee EE E EE ede seni dcerzc E elas sins AEE 168 Batch Complete Work Orders ssi eebe ere EEN 171 KIT e E 172 FaciliWorks Desktop User Guide Table of Contents 9 Chapter Seven Service Requests 174 Two Step Service Requests sii cise dete cssesisnccnsesniaacnsesniansnsseadansnsneedescetucadesceibcadiasbedcaduatueteadinannt 174 Create Service E UE 175 Approve Service REQuests ssssssccccsssssssseeeeeeeeeeaeseeeeeeeseaassseeeeeseeaasseeeeseeeaassseeessseseageeeeesaes 176 Edit Service Requests eases usotavucnecesaversctcesersaGosvenusGoesumianaceetesanccusitugiccusitusudseansutucsasauiinssees 17
151. e Audit Trail records after this Application Logon Logon Method many days Leave blank to not remove records O Require Password Changes Number of Days Before Password Change Electronic Signat Minimum password length SE User Login Timeout Period Electronic Signature Login Email the ff recipients email addresses separated by semicolons after unsuccesstull login attempts Restrict lssue To Authorized Users O Hide Buttons w it No Rights 262 Chapter Thirteen Program Setup FaciliWorks Desktop User Guide To enable security check the Enable Security checkbox This box must be checked before requiring users to login to the program the Login button under the File tab on the ribbon will not be active unless security is enabled Cn II Cette Dei cay 8 File Help a X De D H Open Login Logout Exit Database Open Database Security A Exit security cannot be enabled until you have at least one administrative user in the program this will prevent you trom being locked out of the system as only the Administrator has access to this form under the Settings submenu All users and permissions should be set from within Personnel gt Security before enabling security Once users have been created and permissions have been set users who do not have access to certain areas of the software will be shown this message if the Enable Security Messages box has been checked Security Warning fou hav
152. e Create Unscheduled Work Orders gt Information tab are described as follows Asset ID and Description Select the Asset ID from the drop down list the Description field will auto fill from the asset entry form Task ID When you open the Information tab the Task ID drop down list will show only tasks linked to the selected Asset To see all of the tasks in your database click the All button next to the Task ID field and then select a task trom the Task ID drop down list To change the list to show only tasks linked to the asset click All again Task Description This field auto fills when a Task ID is selected it can be edited only in the Asset Entry and Task Entry modules Cause Select the basis for the work order your system administrator creates this list during program setup see Work Order Cause Entry in Chapter Thirteen Current Location The current location of the asset auto fills from the Assets gt Information tab Work Order No FaciliWorks automatically assigns a number to this work order based on the format your system administrator created in the Setup gt Settings gt Auto Numbering tab Request No If a service request was created for this asset FaciliWorks automatically enters the service request number in this field If no service request was created this field will not display Record Created When you create a new work order record FaciliWorks automatically inserts the current date and time into th
153. e Look In and Match fields using the drop down lists Use the Search field drop down list to select Up Down or All for the direction in which you want to search Click the Find Next button to find the first occurrence of the text The program will display the record Click the Replace button to replace the highlighted text with the text in the Replace With box If you choose not to replace this record instance click Find Next to go to the next occurrence Continue to click Find Next until you have located all instances To replace all occurrences without confirmation click the Replace All button Go To Command Use the Go To command on the Edit tab to quickly advance to different records The submenu offers you the following options to help you navigate through your records the Record Navigation Bar at the bottom left corner of the FaciliWorks application window provides the same options Command Description First Move from the current record to the first record Last Move from the current record to the last record Next Move to the next record Previous Move from the current record to the previous record New Move to a blank record at the end of your record set 46 Chapter Three Program Conventions FaciliWorks Desktop User Guide View Tab In the FaciliWorks database data is arranged into rows and columns called tables The program provides two primary views for using tables Form View and Datasheet table View Form View displa
154. e Work Order filter and report You can select work orders for one or more technicians locations asset or tasks The filter permits you to select work order created and completed date ranges Work Order History Summary Lists each work order associated with an asset and Is sorted first by asset ID then by task ID It also shows the date done technician and total hours 242 Chapter Eleven Reports amp Graphs FaciliWorks Desktop User Guide Work Order History with Component Includes the work order history from all attached components Work Order on Time Analysis by Asset This report shows both the number and percentage of work orders that are completed early late or on time according to your asset s maintenance schedule You can filter for a date range asset and task ID technician cause description type and emergency status Work Order on Time Analysis by Task Shows both the number and percentage of work orders that are completed early late or on time sorted by task You can filter for a date range asset and task ID technician cause description tyoe and emergency Status Work Order on Time Analysis by Technician Sorted by staff ID this report shows both the number and percentage of work orders that are completed early late or on time You can filter for a date range asset and task ID technician cause description type and emergency status Work Order Progress History This report shows the progress of your current wor
155. e button to modify the form labels and font weight of any form labels Click the Complete button and FaciliWorks will prompt you to continue This will mark all work orders visible on this form as complete IF any work orders have blank dates done meters done or other required information blank it will be filled m with default information Do you wish to continue All work orders on have been completed Do you wish to close this form If you click Yes in this message the form will close and you ll be returned to the Work Orders menu To view the completed work orders click Edit Work Orders and unfilter the list this action shows all work orders instead of only showing those that are incomplete FaciliWorks Desktop User Guide Chapter Six Work Orders 171 The calendar shows a summary of your maintenance schedule including the number of jobs and hours for each day of the month Navigate to Work Orders gt Calendar the Calendar Filter appears Calendar Filter View Clear Filter Close AssetID Le Select an asset from the Asset ID drop down list to filter the calendar to a single asset or to see all assets leave the Asset ID field blank Then click View to see the calendar Calendar Customize Time Until Automatic Refresh Ff 10 Min Fetuey p lt lt Febuay 2013 gt gt yans sunday Monday Tuesday Wednesday Thursday Friday saturday 172 Chapter Six Work Orders FaciliWorks Desktop User Guid
156. e cost of maintenance based on actual hours performed Seniority Enter the work status of the employee or the date that determines seniority Skill Level An internal or external classification system can be used to assign skill level Staff User 1 and Staff User 2 Used to store any additional information The field labels can be customized Craft Categorize your workers by profession You can use a description such as welder or electrical engineer a code such as MIG 3 or a union number combined with a classification such as 86 Journeyman or 86 Apprentice SS No Enter the employee s social security number or other employee number Job Title Enter the employee s official job title DOB Enter the employee s date of birth Date Hired and Date in Job Enter the date s on which you hired the employee and when the employee started his or her Current position 21 O Chapter Nine Personnel FaciliWorks Desktop User Guide Department Enter the name of the employee s primary department Supervisor Enter the name of the employee s direct supervisor Shift Indicate the shift s for which this employee is available Crew Enter the name s of the crew s to which this employee either belongs or is qualified to belong Staff Entry Training Tab Use the Staff Entry gt Training tab to keep track of the employee s current and continuing education Staff Entry Training Work Orders Issued Tools Employee ID 575 NamefSten Smith o oo i
157. e database 56 Chapter Three Program Conventions FaciliWorks Desktop User Guide You can select multiple records by clicking and dragging your mouse pointer over the desired records To select a large group of records click on the first record and then hold down the SHIFT key while you click the last record This function selects both the first and last records and all records in between A selector button with an asterisk indicates that a row is a new record position it s always located at the bottom of the table zx If a record is being used by another user it is locked and the selector button will have the locked symbol o Click the Select All Records button located in the top left corner of the table to select all records in the table Conw 001 m 001 Truck MOER 17999 Fg Expand a record Click the icon at the left of a record in datasheet view The icon becomes a icon and the record expands into form view Click the icon to return to regular datasheet view E Asset Description Status o Importance A AssetSN AssetNo ModelMo Access Control System DS Badge GER i T a Automatic Transfer Switch ATS for Kohler 125kw generator 4004 3phase 208 120 i K221 9531 aS KSS DC TA 04008 BE MALI 1 Carrier Rooftop HVAC Unit 12 Ton 26986 30826 ees 4SHJEC 45641 Task Customize Asset BK MALEI Description Badge ID and Access Clearance Task ID JAVAC Fall Equigment Servicing e
158. e form or datasheet and then type the value in the Search field FaciliWorks will locate the record for you Using the scroll bar to the right of the Search field allows you to see data that is not immediately visible FaciliWorks Desktop User Guide Chapter Three Program Conventions 39 The Office Button The Office Button is located in the top left corner of the FaciliWorks window The Open Database and Exit commands in this menu are the same commands available when you click the File tab while in the Main Records menu These commands are available regardless of your location within the program Both the Exit command under the Office Button and the Exit button at the bottom right of the menu will close FaciliWorks Se Open Database i H a Data Backup cm e Records Archive X The Data Backup and Records Archive commands are also in the Office Button menu These commands will be discussed later in the Utilities chapter Control Menu Icon The Control Menu Icon is located next to the Office Button If you click on it once a menu will appear allowing you to change the form s size and location If you double click the control icon it closes the current window Restore Move Size Minimize Maximize xX Close 40 Chapter Three Program Conventions FaciliWorks Desktop User Guide User and Database Info The User and Database Info is shown at the bottom of the FaciliWorks application window
159. e tied to access a secure form Please see your application administrator Logon Method You can choose from two types of system security e Windows Logon uses security from your Windows operating system when users log in to Windows they can access FaciliWorks e Application Logon uses security specific to the FaciliWorks program you must set up user IDs and passwords in the Security form Require Password Changes Check this box to require users to change their logon passwords at intervals chosen by the administrator When this option is selected you may choose any number of days for this interval The default interval is 14 days Minimum Password Length The minimum number of characters for user defined passwords User Login Timeout Period The number of minutes of inactivity FaciliWorks will allow before automatically logging out a user Email the ff recipients Enter a list of email addresses separated by semicolons that will receive an automatic email notification after the number of unsuccessful login attempts set in the after unsuccessful login attempts field Restrict Issue to Authorized Users Check this box if you want assets to be issued only to authorized users If you select this option you cannot override it for individual assets in the Assets gt Auth Persons tab Hide Buttons with No Rights Check this box to hide buttons from users who do not have rights to view forms or perform actions triggered by those b
160. eaches its maximum reading and rolls over to Zero This value is used to calculate usage remaining on the scheduled cycle Meter at Last Maintenance Current Meter and Next Meter Due each have two entry fields The fields on the left in the Total Time column reflect the accumulated meter value the fields on the right in the On Current Meter column reflect the value of the current meter reading until rollover Meterbased Schedule CH Fixed Rollover Meter Reading Total Time On CurrentMeter Calculate Next Meter At Last Maintenance Meter Due Current Meter Next Meter Due Floating In the example here the Meter At Last Maintenance is 9 320 miles FaciliWorks calculates a total of 90 680 miles until rollover The Current Meter reading shows 9 565 miles which is a total of 90 435 miles until rollover Based on the information entered thus far FaciliWorks will calculate the Next Meter Due when you click the Calculate Next Meter Due button Scheduled units are added to the meter at last maintenance reading to obtain this value In the example the last maintenance reading of 9 320 is added to the scheduled units 3 000 to obtain the 12 320 reading for the next scheduled maintenance This leaves 87 680 units until the meter rollover point If the Next Meter Due text box is red the maintenance is overdue As you update the meter readings the usage remaining before next maintenance is recalculated The meter reading can be updated in one of two
161. eceived Lo Enabled Last Reject sd To add a new supplier click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form The Supplier Code must be a unique ID that identifies the supplier The name can be more descriptive and can contain up to 255 characters The record will not be saved if either of these two fields is missing data If this is an active supplier be sure to check the Enabled checkbox on the bottom of the form If you are no longer doing business with this supplier it is best to uncheck the Enabled box rather than delete the supplier trom your database Deleting the supplier will cause a cascade deletion of all associated records that are attached to the supplier and will result in loss of information from your database Supplier Code A unique alphanumeric identification code for each supplier Supplier Name The supplier company name Type Select the supplier type from the drop down or enter a new type to add to the list Contact Person The name of the person to contact Salutation Mr Ms Mrs etc If you leave this field blank FaciliWorks will direct your correspondence to the name of the contact person for example Joe Smith instead of Mr Joe Smith FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 75 Address City State Zip and Country Enter the supplier s address in the appropriate fields To modify or add to the states dropdown li
162. ecord to complete the information for that individual record However you can also use the Fill Part and Tool Use utility to fill in all of your part and tool records with the Where Used information from all non archived completed work orders Find Uncodeable Records In FaciliWorks you can print bar codes for parts tools employees and assets Run the Find Uncodeable Records utility to check all of your Part Numbers Tool IDs Employee IDs and Asset IDs to determine if any of them contain characters that cannot be converted into bar codes If no uncodeable records are found a dialog box will confirm this If the utility does find any uncodeable records it will list them and let you to print a report of them navigate to each record to correct errors Remove Spaces It is highly recommended that this utility is run after you import data from another program This feature removes unnecessary trailing spaces that may have been used by your old program and were then imported into FaciliWorks Note This utility is not the same as the utility executed by Compact Repair Database The Compact Repair Database function does not remove any spaces instead it removes old deleted records that are no longer needed Repair Work Order Dates This utility checks all of your work order records for valid dates and times If a record is missing one of these values the program will insert the required information Reset Open Tasks Use this utility
163. ed the Asset IDs you wish to schedule and an appropriate date or date range you can click a status button below the schedule grid to display the appropriate status during the time selected The status options available are Maintenance Storage Being Used Repair Shipped or Unusable The Draw Grid button redraws the visible area of the Asset Schedule Grid after you have scrolled to a different part of the grid The Unschedule button removes scheduling information for the selected asset over the selected date range The Close button closes the Asset Schedule screen 254 Chapter Twelve Dashboard Analytics FaciliWorks Desktop User Guide Budget Allocation As maintenance manager you are responsible for budget and resource planning FaciliWorks powerful tools help you plan ahead To obtain a historical perspective e g for the most recent quarter and for the same quarter in the previous year you print the Work Order Costs and Labor report several times sorting by assets tasks locations and technicians so that you can better analyze past use of resources Using FaciliWorks Budget Allocation feature you check your budget for each of the three months of the most recent quarter and the same quarter in the previous year comparing actual and estimated costs FaciliWorks flags over budget months so that you can easily recognize them Use FaciliWorks Budget Allocation feature to compare estimated maintenance costs with actual costs To acces
164. eeeseseeeagsseeeessensagsaness 263 BC CNN E 221 Maintenance Frequency EE 301 Manual le e EE 285 O 288 Nett 271 Meter based Schedules sssccececseesssseeeeeeeeeasssseeeeseeeeasseeeeeseeaeausaeeeeseeeagsaeeeesssanaasaness 104 309 Chanter Sixteen FaciliWorks Desktop User Guide div Du A BI CN 295 Mu itiple Choice EMY EE 275 Vd 105 Next Meter ei TEEN 134 Numbering Formats ccccccsssssseeeceseesssseeeeeeeseeasseeeeeeeeeasssseeeeeeeeaasseeeeseeeeasssaeeesseneageaeess 267 Numbering Schemes sis deste isesdeeravepeneeeeenrsdeanevostevunesnstedene vaste aneyssemaaseiestesistanieesseuneins 268 OST AUN ee E 125 OSHA EE 89 ASS Jett 166 Page Technician Settings scccccccsssssseceresssssssseeeeeeeeeesseeeeesseeaaasseeeeseseaassseeesseeneageeees 259 PANE COSINE anani araen EA E E E 196 PAN EUY aea E AE OE A 188 are Etage 197 FES EOC oe E A E 207 Parts Fill Part SO E 302 Parnis Ode E 192 Parne RECEIVE erra EE E 198 Parts R order EEN 208 Parts SUDSUTUTE tee 192 EE O eege EEEE E EEE SE SEE E E EE A EE E E 199 Parts Used Eeer 91 Parts User defined cccccccscsscceccseeeeeuceueenuecueeeacueeeeuuueeenauueeenuaeeenauueseeaueeenauueanaueesneas 198 Parts ne iccsteccotucsuswasnccsuiuecuanssiavebsceinionnneseiinouie nbaratuceaiseensdessiPeecneenseusteecvanabode 195 Password WIEN 217 Password NEE 217 EEGENEN 209 Mile CEET 217 Pop up Ke E EE 38 Wie 72 Dol SOT E 257 Purchase Orders ateicencienensereneseniceen
165. eegene 85 EC 86 Et Ee E 86 BASS NICSE CMCC Eet 8 SO SVG EE 89 Ee E e E A E A E E sete E teeter EN N E A AES 90 FaciliWorks Desktop User Guide Table of Contents 7 E ER E EE 91 E T00 E aa A E E O A 92 Tasks Variables Tab 93 E ee e EIN e A E E E EA N E E 94 TaS KS C e TE EEN 95 EE oeren aaati usc dela et aaatelWane tiaras jaaieneedanboednehanbusnewaiacbmieiadiaienees 96 Assets Information Job 97 Assets fask List Jah 98 EG le EE 98 Task NS Labor UDA EE 99 Task List le El 100 Task List Tools le GI EEN 101 Task Liste Vand SS Ce oan a E S ntadnduonthatiatiihnetumusuimestintsainiit 102 Task List Procedures Sub tab wivcsscewansencusaniceseannnatennvaiitannssiviees tieyadearniansniiesnwiinusapwiioudandanenenivaustts 103 Task List Schedule Sub tab ieee eee ecececseseseeceseeseneeeceneueeseeseesnsueesenseeveeueesennesentreeseneys 104 Meter based El 104 Date based SCNECUIES eceeeccceesseccessecesssseccseseeseeeeseneeeesenuvesenaeeeseseesenuesennisesennesennenens 105 Adding Additional Tasks to the Asset A 105 Sched led Work Orders geed 106 Auto Create Scheduled Work Orders 106 Manual Greate scheduled Work RE 107 SR LDO EE 108 Unscheduled Work d r CHE 110 PAS SOU ENUY cima E see ste sie ou sade eeee savers eaeanauieees 112 EE T s O EEEEee 113 intonnaton Tab Command BUTIONS E 114 O Tt T n E E E E 114 HFS Ae FOI EE 115 Gone BUNOT eebe 117 E Ten EE EE 118 Eog DTE p a E EE S EEEE EEN AN A
166. eft corner of the application window The Ascending Descending buttons will sort the records in alphabetical or reverse alphabetical order FaciliWorks Desktop User Guide Chapter Three Program Conventions 47 Records Tab Records Group The Records group provides commands to refresh record modifications add save and delete records check spelling and modify display settings in Datasheet View only The New button will display a new blank record for data entry This is the same function as clicking the New blank record button on the Record Navigation Bar at the bottom left corner of the application window Use the Save button to manually save any modifications to the current record Records can also be manually saved by clicking the Record Selector bar on the left of the application window The current record will be automatically saved when you navigate to the next record The Delete button performs two functions Clicking Delete will simply delete the contents of the active field the field selected or where the cursor is situated To reverse the delete action click the Edit tab and then click Undo Delete Click the Delete button drop down list to display delete options Delete Record will delete the entire active record This action Cannot be reversed once the record is deleted To acknowledge this action FaciliWorks will display the following message If You delete the Asset Master record all associated Usage Labor Contr
167. elef Yalve for proper operation Look for corrosion or leakage Refer to Manual pages 21 22 Check the oil level in the Sump If the gauge indicates it ts in the red range while running add oil Refer to the manual page 46 steps 1 5 Shutdown the machine and follow either Lockout Tagout Procedure No SAF 190 203 Compressor No 1 54F 190 204 Compressor No A or SAF 190 205 Compressor No 3 as applicable Check the Ventilation Fan on top of the unit for dirt accumulation Check the Air Filter for dirt accumulation or blockage cracks tears in the filter media also check the gasket Change filter if called for by advisory Check Oil Filter to make sure it is not leaking At nine month intervals regrease Motor Refer to Manual pages 16 17 steps 1 7 Use recommended grease per manufacturers qease chat on page 1 Remove all material and tools from the machine remove LOTO devices open all valves and return electrical disconnect to On position Start unit check for leaks and proper operation Hun unit until normal temperature is reached Note below any unfinished or follow up work required For Help press Fl Close the editor to return to the Procedures form FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 73 Procedures Attachments Tab Images maps spreadsheets and other files can be attached to your procedures Click the Attachments tab Procedures Attachments Cu
168. enance FaciliWorks Desktop User Guide There are two ways to create an unscheduled work order click either Create Unscheduled Work Orders or Edit Work Orders from within the Work Orders menu The two forms display the same data format When using the Create Unscheduled Work Orders form select the asset by using the drop down list in the Asset ID field Next select the repair task In order to choose from all previously entered tasks in the Task ID drop down list click the All button to the right of the Task ID field and then click the drop down list Any information that you previously entered within Data Administration gt Tasks will auto fill Create Unscheduled Work Orders Information Customize Page Tech View WU View Compact WU Yisw Request Asset Entry Asset ID 001 Truck A Description 2012 Ford F250 TaskiD Bepa a Task Descritor cause LS Current Location Work Order Ho OOO00007 43 Comments P55 2013 e e Record Created TETAI 9 70 AM Field Repair Technician 1 Lsl Entered By Administrator lx Task bie gh Shutdown Task Type Required Shutdowns Shutdowns Performed Tosklseri O OE O Facility O Facility VG leg SES Se Completion Froqgress OCompleted Notice Maintenance Done Dael Frogress Mame Downtime IHous 2 ProgressTet oS ef O Emergency Progress Set Unscheduled Progress Change O O WO Silent Printing When using this form the unscheduled work order is created before the work is carried out by the technicia
169. endar Range il November Skip Fri O 12 December Skip Sat Number Of Months To Look Ahead 6 Number Of Months To Look Before Calendar Meter Date Schedule set Appointment Range when Jobs are sentto MS Outlook Calendar O Use both meterbased and date based hedul E Stat Time B00AM el EndTime 400PM e 268 Chapter Thirteen Program Setup FaciliWorks Desktop User Guide Skip Date Entry To skip certain days of the week such as Saturday or Sunday click the checkbox next to each day In the Skip Dates pane you can enter an unlimited number of skip dates Click in a field to access a pop up calendar icon will appear to the right of the active field from which you can select your skip dates Skip dates can also be manually entered Note If a calculated maintenance due date falls on any skip day or date FaciliWorks schedules it for the previous day However if you manually enter a maintenance due date FaciliWorks will not apply your skip dates Also the calendar shows assets that have exceeded their meter time as due on the current date regardless of whether it is a skip date or day When you complete a work order if the skip days or skip dates would cause the next date due to occur on or before the date on which you performed the work order then the Next Date Due moves to the next available date after the skioped days or dates For example if a work order that must be completed once every day a one day frequency is completed on
170. ent child relationships of the assets in a database Each record lists the respective Asset IDs for both parent and child assets the date and time a change was made to the child asset status whether the child asset was added or removed and the respective meter readings for both parent and child assets This history coincides with the Asset Tree View created on the Assets gt Components tab Asset Parent Child History Customize Parent Asset Child Asset Date Time Change Made Farent Meter Child Meter HI WEEN 33551 2 16 2013 6 26 34 AM Child Added 47001 18000 10021 001 Truck 2 26013 11 06 48 AM Child Added ER 65102 1011530 10021 2 26 2013 11 13 49 AM Child Added 2777 N 33551 002 Conv 2 26 2013 11 36 56 AM Child Added 18000 H FaciliWorks Desktop User Guide Chapter Fourteen Utilities 299 Reset Messages This utility allows you to restore the original text of any message in FaciliWorks FaciliWorks displays the current text of the message in the upper text box of this window and the default text in the lower text box Use the record navigation bar to move through the various records To restore messages to their default text check the Reset checkbox next to the messages you want to restore and then click Update Click the Select All button to check the Reset checkboxes for all messages click Deselect All to uncheck all checkboxes Use the Customize button to modify the form labels and font weight of any form labels Reset Messages C
171. equest s status Don t Send This Email Check this checkbox if you do not want to send emails for this event Email Text Specify the default email content to be sent 266 Chapter Thirteen Program Setup FaciliWorks Desktop User Guide Settings Auto Numbering Tab On this form you can specify the formats to use for your Work Order Purchase Order Requisition Service Request and Asset ID numbers For your convenience basic instructions and codes are listed on the right side of this form including notes about date formats Settings i Asset lD Humben Work Order Numbering p eee Enter the formatta use for Automatic Numbering og Test Format Test into Format Use for letters that will be Ce EEN incremented and for digits that will be QUOUUOO GS Last Number Issued 000000001 Last Number Issued incremented For letters or numbers that will not be l l incremented enter the text as you want tto appear service Request Numbering Inthe number letters must be all caps Ifyou want C oi a Test Gest D cl to include date information in the Automatic Number enter the date codes from the table below OOO00001 42 Last Number Issued Inthe Format Leave the Format field blank to use standard incremental numbering Numbering Schemes Requisition Numbering Format Test oogg000035 Last Number Issued Record H 1 of 3 oe ee We Search Date Information g DEE e Il i Purchase Order Numbering Enab
172. er Guide Field This drop down list shows all the fields you can search Field names appear as column headings in the data grid Condition This drop down list shows the field operators you can use to create search criteria e contains The value listed is a subset or is part of the search field e begins with The search field begins with the value listed e ends with The search field ends with the value listed e je between inclusive The value listed is within the contents of the search field from the first to the last entries e is between exclusive The value listed is between the first and the last entry of the search field e not like The value listed is not a subset of or is not part of the search field e he search field matches the value listed exactly e lt gt he search field is not equal to the value listed e lt The search field is less than the value listed e gt he search field is greater than the value listed e lt he search field is less than or equal to the value listed e gt The search field is greater than or equal to the value listed e s amp Is Not This works only in conjunction with the Null value empty field Value Enter a value to be used in your search Values may be letters and or numbers or a date however the Value field will not permit you to enter letters in a numeric field It will also allow only dates in a date field Entry conventions are described elsewhere Find Displays all
173. ermissions to specific form or report controls this field appears First choose the form or report in the Select Form Report field Then select each field button to which you want to assign specific rights For example if you want this group to access and edit asset records but not clone them select the Clone button in this field then define the type of access in the Permissions field FaciliWorks Desktop User Guide Chapter Nine Personnel 21 9 Permissions The available options in this field will vary depending on the specific object chosen Permissions are listed below all permissions may not appear for every selection e Form gt No Access Users cannot see edit add or delete records in this category Read Only Users can only view records gt Add Only Users can only add new records in this category gt Edit Only Users cannot add or delete records but can edit them Edit Add Users can change and add new records Edit Delete Users can edit or delete existing records but not add new ones Edit Add Delete Users can change add and delete records in this category e Form Control No Access Users won t even see this field or button for example you can block users from seeing salary related fields in Staff Entry Visible Disabled or Enabled Users see this button but cannot use it disabled and enabled refer only to the button s appearance gt Read Only
174. ertain to the asset you were viewing FaciliWorks Desktop User Guide Chapter Five Data Administration 1 21 Assets Financial Tab Financial information for each asset is entered here Le purchase records and contract agreements Financial Customize Asset 001 Truck Description 2012 Ford F250 Cost Center Transporation F Purch Deet 2827 Lite mos PO No Traas Original Cost 20 698 00 Rep Cost 25 752 00 Invoice Mo 1021 Invoice Date 792012 In Service ZI0d2017 Retirement Reason Useful Lite e Disposition InUse Retire Date r 9fe018 Agreements Supplier Code Mame Description Contract Type Mon Payment Interest Rate Invoice Account Mo Agreement Term Effective Date Agreement Cost Expiration Date A Jones Ford Extendectactorywal Powertrain single dw 36 46 0 EARS 7 9 2012 1750 00 Taco Ram EH vd E E E WE soj d RS s0 00f EEE Record 44 1 of 1 E MORE i No Filte Search The fields in the upper portion of the form are described as follows Asset ID and Description The current record s Asset ID and Description appear in these fields Cost Center The specified cost center for financial reports grouping PO No Purchase order number Invoice No Invoice number Retirement Reason The reason for retiring the asset Purch Date The date on which the asset was purchased Original Cost Original cost of the asset Invoice Date Invoice date Disposition When the asset is in use Life m
175. ervice request due today Data Administration There are 196 work orders to be crea Work Orders No emergency work order at the moment No service request overdue Service Requests MAIN MENU Spare Parts Inventory Spare Parts Inventory Personnel No asset is due for maintenance No part is for purchase order today Tools There are 139 assets overdue There are no part under critical for maintenance limit at the moment STATUS PANE Quick Links Top 3 Assets with Most Downtime Reports and Graphs There are 88 assets undergoing No new purchase order at the maintenance today moment Dashboard Analytics Compare Downtime Graphs Financial Status Setup View Dashboard Reports No cost center is over budget Ne tool is overdue this fiscal year No month is over budget this No tool defined yet fiscal year Utilities and Data Tools Ne teal currently issued There are 7 total number of active employees User ID Default User DASHBOARD SHORTCUT ICONS 32 Chapter Three Program Conventions FaciliWorks Desktop User Guide The main menu is the list of items along the left hand side of the FaciliWorks window Each item is a link that allows you to navigate to a submenu Click Data Administration to see options for entering Asset Task Supplier Procedure and other data records as well as updating meter readings on all assets Clicking Work Orders dis
176. es Tax Rates Enter the tax percentages and types that may apply to your purchases Refresh Interval Enter a time period in minutes When you open the Calendar the program will automatically update the data according to this interval Create Work Order for Shadowed Tasks Check this checkbox if you want FaciliWorks to generate a separate work order for a task that is covered by a shadowing task Settings Options Tab Set service request and report auto generation options in the Options tab Settings New Service Request Notification show Pop Up message when new service Requests are created Do not open Pop Up message until atleast this many new Service Requests are created Enter 1 to open the Pop Up message for any new Service Requests O Web Service Request Indicator service Request service Request Module Only O Allow requester name other than User O Require Asset ID for Service Request Lise two step Service Requests O Require Email Address O Type Requester Only O No Login Required O Automatically Create WO From Service Request Default Task For Automatic Work Order Automatic Backup Restore Default backup path CABackup 260 Chapter Thirteen Program Setup Reports O Enable Auto Task Due Listing Report Auto Work Order Due Report Settings Number of Days To Look Ahead Amount of Meter Time Lett O Show Tool Tips when opening program Field Overwrite Warming Caption that willbe
177. escribed Equipment Vas Maintained In Accordance With The manufacturer s Published Specifications 258 Chapter Thirteen Program Setup FaciliWorks Desktop User Guide Click the lt Insert button to browse to and select your company logo FaciliWorks supports BMP GIF TIF and JPG images For best results we recommend that you paste your logo into FaciliWorks as a HME regardless of how it was originally created Ideally the logo graphic you insert or paste should be no larger than the space provided about 1 square and use no more than 8 bit color 256 colors Larger graphics using higher color resolution may use system resources unnecessarily This may slow down report printing or prevent your logo from being printed at all If your logo does not fit into this area use Adobe Photoshop or a similar program to modify your image before placing it here trying to modify the size of the logo after it is placed here will distort the image Enter the Taxpayer ID Number it will appear on your purchase orders The Purchase Order Statement contains information or instructions that will appear on your purchase orders The field contains a scroll bar and expands for your needs The Maintenance Certificate Statement text populates into the Maintenance Statement field of a completed work order This Statement might be required to satisfy asset warranties The field contains a scroll bar and expands for your needs Settings General Tab The Gene
178. ese fields they cannot be edited Technician The Staff ID of the technician assigned to this task is displayed If necessary you can select a different technician Entered By Select the creator of this work order Task Priority This field describes the importance assigned to the task Task Type FaciliWorks auto fills this information from the task or asset record This field is editable Task User 1 and Task User 2 These custom fields are used for additional information pertaining to the task Comments Any information that you enter in this field will appear in the Work Order History report Work Order Cost reports and on the printed work order Required Shutdowns and Shutdowns Performed H you must shut down the asset and or the facility to perform the maintenance task checkmarks will appear in the appropriate checkboxes Place a check in the corresponding Shutdowns Performed box when the work has been performed Completed Notice When the task is complete check this checkbox Checking Completed Notice closes the work order deducts parts used charges cost centers and completes the information regarding the open work order FaciliWorks Desktop User Guide Chapter Six Work Orders 1 65 Maintenance Done Date The completion date of maintenance work for this task Downtime Enter the actual number of hours it took to complete the work To calculate the number of hours double click the text field or click the magnifying glass icon to
179. et Weight Default Cancel Close WK No Filte Record 4 1of6 b bi FaciliWorks Desktop User Guide Chapter Five Data Administration 1 49 Update Meter Readings Navigate to Data Administration gt Update Meter Readings Assets that are on a meter based schedule will need to be updated periodically with the current meter reading As the meter is updated FaciliWorks will automatically update the Usage Left meter located in Work Orders gt Manual Create Scheduled Work Orders When the Usage Left meter falls to zero or below it is time to perform the scheduled maintenance on the asset Use the Asset ID drop down list to select an asset All fields will be auto filled with the current data for the asset Type the current meter reading in the Total Time column and then click Next The update has been performed and the fields are blank now allowing you to update the readings for another asset Update Meter Readings Customize Next Cancel AssetlD Maaa we Description Asset S N Rollover Meter Reading Total Time On Current Meter Current Meter 565 90435 Click Customize to modify the form labels and font weight of the labels The Set Weight button will set all fonts to bold Return all labels to the original settings using the Default button The Cancel button will close the window with no further action while the Close button saves any modifications before closing the window Clicking Cancel will close the form and ret
180. ettings FaciliWorks 8 Desktop KK ex es zen KE F Settings From the main menu click Dashboard Roll the mouse pointer over the first two shortcut icons They should reflect your new choices if not click Refresh Inere are y total NUmDer or active employees Refresh s S SS P amp Edit Work Orders C Progran FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 273 Work Order Cause Entry On the Work Order Cause Entry form define the drop down list values for the Cause field in Edit Work Orders and Create Unscheduled Work Orders FaciliWorks includes seven pre defined causes which can be edited here More records can be added to the bottom of this list To ensure that the list item is included in the drop down list check the Allow Use box If you want to temporarily make a particular cause unavailable for selection in the drop down lists you can uncheck the Allow Use checkbox instead of deleting the record Use the Customize button to modify the form labels and font weight Work Order Cause Entry Customize Cause Aeee O Allow Use An Accident Damaged The Asset Cause Allow Use A Design Or Manufacturing Flaw Cause Fuse breaker Allow Use A Current Limiting Device Overloaded Cause Misc Allow Use A Miscellaneous Failure must Explain In Comments Cause Allow Use The Asset vas Misused Or Neglected Cause Weoainomal Use Allow Use The Asset Was W
181. etwork Specify your email provider and the program sends the email directly using a specified email sender e SMTP Workstation Specific Same as above but system registry Specific From Email The default email sender This option is not available if you select MAPI Client SMTP Server The SMTP server used to send and receive emails this option is not available if you select MAPI Client Remote Port Ask your administrator for this value this option is not available if you select MAPI Client FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 265 Email Event These predefined email events cannot be modified added to or deleted Specify the settings for the first email event and fill out the remaining fields beneath it Then advance to the next email event by using the record navigation bar at the bottom of the Email Event pane These events are defined as follows service Request Created This email is automatically sent when a service request is created The program checks periodically for new service requests The frequency of the check is based on the Refresh Interval defined in the Setup gt Settings gt General tab The created email will be sent no matter how the service request is created service Request Acknowledged This is sent to acknowledge a service request The Acknowledgment is not sent automatically it can be sent manually from the Edit Service Request gt Notification tab service Request Approved Th
182. eunnnteniiaienstaneiadnnientensunienseaseitenatidenteaiedentaassaienenanisaeana 187 Purchase Orders Archive csscccccsccccccsceeeenceeeeeuceeeeeaeneeenuunesenaeeeenaeueesnaeueeseaeeeseeaaesnaas 295 Purchase Orders Eege 200 FaciliWorks Desktop User Guide Chapter Sixteen 31 O Purchase Orders Edit kk KKK NERVEN ENKER KR R NK KNRKNR NENNEN NENNEN KR KREE 201 Purchase Orders No Supplier Code cccccccsssssseeeeeeessssseseeeeeseeaasseeeeeeseeassseeeesseneagsaees 200 Purchase Orders Pending cccccccsssssssceeeeessssssseeeeeeeeeassseeeeeeeeeaasseeeessseeassseeeesseesageaeess 201 Purchase Orders Print PreViW ccccssssccceessssssseeeeesesseasssseeeeeseeaassaeeeesseeassseeeesseneageaeess 200 Ale d ON 65 Receive e CN 198 Recordo e 295 Records Archive Command cccccccccsssssseeeeeeescsseeeeeeseeeassseeeeeeeeeaasseeeeeseeaassseeeesseeeagennees 40 Reorder Outlet eeben 188 Report Automatic Task Due Listing cccccccssssseeeeceeeessseeeeeeeeeeaeseeesesseeasseeeeesseneageneees 237 Did t CM EII SE 275 Report Delete asec ecrasers rah sats ts re sate ts ae aes masts gece aptestids seeat ds eee batide nemeeatnedeeeeaieanawaanet 279 Reng ICES eege eege 233 Lulu 237 BONUS eege eege 232 Reports Advanced FINED eegenarteg er deeen 234 PREDOLES GUS EE 279 Reports E ccc tistieceaievasinene det uviiasniiceesen sais ateceniesirusisandewseaasedsn seseseusienwinedsorniveiseeeasainsens 235 Restore Database Automatic
183. ewhere in the program FaciliWorks Desktop User Guide Chapter Five Data Administration 1 55 Supplier User 1 and Supplier User 2 Use these fields to store any additional information about each supplier that you consider useful Last Review The date of the last review of this supplier Last Rating The date of the last rating of this supplier Last Received he date of the last shipment you received from this supplier Last Reject The date of the last time you rejected parts from this supplier Suppliers Asset Tab On the Asset tab FaciliWorks automatically tracks and displays all of the assets that are supplied by this supplier Suppliers supplier Code Supplier Name Acme Tool supplies Inc Asset Aes Asset GAN Description Importance Storage Log ee 1002113 Overhead Crane Beso Pr You cannot enter or edit information here If you need to edit this information close Suppliers to return to the Data Administration menu and then click Assets As you make the required changes to the asset the Suppliers gt Asset tab information is updated 1 56 Chapter Five Data Administration FaciliWorks Desktop User Guide Suppliers Parts Tab The Parts tab automatically displays all records for parts that are purchased from this supplier If this information is incorrect or incomplete close Suppliers to return to the Main Menu Navigate to Spare Parts Inventory gt Part Entry As you make the required changes to the part
184. find or sort records filter records undo the last command switch to Form View and cut copy or paste data Find Sort Ascending Sort Descending Quick Filter Advanced Filter Show All Records Datasheet View Copy Cut Find Search for any phrase word or part of a word Sort Ascending amp Sort Descending Select the column by which you want to sort and then right click to see the menu use these commands to sort the data either alphabetically or in reverse alphabetical order Quick Filter Perform simple searches based on a pre defined set of criteria Advanced Filter Perform more complex searches on criteria that you select Show All Records f a filter has been set to display a subset of your records this command resets your display to show all records Undo Remove any modifications to a selected field If a record is not selected all modifications made to the current record are removed Form View amp Datasheet View Switch between Form View and Datasheet View Copy Copy selected contents to the clipboard Cut Delete the selected text and place it on the clipboard Paste Paste the contents of the clipboard into the specified location 58 Chapter Three Program Conventions FaciliWorks Desktop User Guide Sort and Filter Options By default records in a table are displayed alohanumerically and sorted in ascending order by the ID field values To reduce the time spent searching for data FaciliWorks provides seve
185. for use during the performance of tasks Every occasion on which a tool is checked out and returned is included here The most recent information is listed at the top You Cannot edit this information here the source of the information is in Tools gt Edit Tool Issue and Return Records Tool Entry Issue History Customize Tool ID Tool Descrip Battery Cable Puller ssued Date Issued To Issued Dept Recenved Received From 5 14 2013 00221159 SC WE WW EE Record M Hr VK No Filter In the Where Used tab you can list each asset that uses this tool Tool Entry Where Used Customize Fill From Work Orders Tool ID Bt554 Tool Descrip Asset iD Description Model No Current Location CTIE Vache Ford Pickup with Ford F350 FACIL Parking Lot at Char WEE re eee eee Record l4 4 FOR ORE WK No Filter Search select as many assets as needed using the drop down list in the Asset ID field the additional information will automatically display in the remaining fields Click the Fill From Work Orders button to automatically insert the Asset ID numbers based on completed work orders FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 83 Variable Data A variable is a condition that might affect the maintenance or safe operation of the asset As a result you must check this condition during maintenance Measured variables such as temperature or pressure normally have to
186. ged in the warehouse with the highest quantity of this part Click Yes to choose a warehouse Now you can enter a purpose and cost center for the stock adjustment Le Enter Purpose and Cost Center needed for Parts History Adjustment Purpase MM anual Adu Bif O CostCenter Te Lei OK 1 90 Chapter Eight Spare Parts Inventory FaciliWorks Desktop User Guide The Adjustment Purpose field will show Manual Adjustment but this value can be changed if needed Make a selection from the Cost Center drop down list if desired and then click OK The newly updated part quantity is now visible in the Quantity in Stock field of the Information tab Quantities Quantity In Stack ae Quantity On Order On Back Order Part Entry Warehouse Tab The Warehouse tab tracks the location of all parts in inventory When parts come in enter the quantity and storage location information An inventory report sorted by part number or location can be generated from the Reports menu By selecting one of several options from the Graphs menu you can see this information in graph format Part Entry Warehouse Customize Warehouses Partha 24747 Description Air Filter 24xedxe Farts In stock Date Recvd stock Oty Warehouse section Aisle City Revd Shelf Bin 30 2013 PS fWereHouset eID pT FER PO 2 15 2013 po fWerehouse 2 ef ee WM ee E J ee The Part No and Description fields auto fill with the current record s
187. hange Sd WO Silent Printing Each tab here displays the same information as the task component tabs Simply click each tab to edit or complete the information After the work order has been edited it can be printed and given to the technician who will perform the work Click the View WO button and then click Print When you are ready to complete the work order click the Completed Notice checkbox If there is any information missing from any of the task component tabs FaciliWorks will display a message similar to the following Edit Missing Work Order Gas ee One or more records for this work order are missing required information One or more of the records in the following list are missing information in the field listed Record Type Labor Required Fields Actual Record Type Contract Required Fields Act Time Record Type Parts Required Fields Act Record Type Variables Required Fields Value Do you wish to edit these records IF You select Yes a form will open that will let you enter the value for the records with missing information If you select No the blanks will be filled with zeros 1 08g Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide If you choose to edit the records a form will open allowing you to enter the information Simply type the values into the editable text boxes you can only edit the white text boxes When you are finished close the window If you cho
188. hat do not have the supplier information FaciliWorks will display this message nose NN There are Purchase Orders without a supplier code The application cannot create a purchase order without a supplier code Do you wish to cancel the creation of purchase orders and enter supplier codes for these records If you click Yes the create action will be cancelled and you will be returned to the Create Purchase Orders form Use the Supplier Code drop down list to select a supplier 200 Chapter Eight Spare Parts Inventory FaciliWorks Desktop User Guide If you click No in the above window FaciliWorks will create all complete purchase orders but will not create any that are missing the Supplier Code The supplier information will need to be filled in before the purchase order can be created Note H all of the parts you have in stock are above their reorder threshold FaciliWorks will notify you that you have no parts that need to be ordered There are no parts that need to be ordered a To view pending purchase orders and complete all information close the Create Purchase Orders form and navigate to Spare Parts Inventory gt Edit Purchase Orders Edit Purchase Orders Navigate to Spare Parts Inventory gt Edit Purchase Orders Edit Purchase Orders Information Tab This form shows all information required to complete the part order All field labels on this form can be modified using the Customize button Edit Purch
189. he location of the template it defaults to the location of the current database Select each Current Table to export and then click the gt button Click the gt gt button to select all tables To remove one or all tables from the Selected Tables list click the lt or lt lt buttons respectively Create Template Director CAProgram Files ipnr aD F0 Template xls BI Current Tables Selected Tables Equip_Master Part Master Supplier Master Maintenance Procedures Create Excel Template Click Create Excel Template You ll receive a message that the template was successfully created Click OK on the message and then navigate to the location of the file Fwa Template ex Microsoft Excel Home Insert Page Layout Formulas Data Review View Acrobat IR A Calibri 11 General A a Insert E AF PA Ek Be Ae Delete al Z Paste E ee lee Styles Sort Find amp SEI pE Pan S SS Per 09 hA H Format G Filter Select Clipboard Ta Alignment Number p Cells Editing Supplier Supplier Salutatio Contact Mobile 1 Code Name n Person Phone Fax Number E mail Address Address City 4 H Sheeti Sheet Sheet3 J Ill Records can now be added to the template Resist the temptation to resize the columns or change any formatting of the template this will prevent the records from being imported correctly Data can be copied from another spreadsheet and inserted int
190. he tabs across the top of the form identify the necessary task components You will notice that each tab corresponds to data records we ve already created We now simply associate each task component to the task 86 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Tasks User Defined Tab Before we begin associating the task components there are two tabs on this form that have not been previously discussed The User Defined tab contains twenty fields that can be renamed and used to store other information about a task All fields are customizable by selecting the appropriate option from the Field Type list under the Task Custom tab in the Settings menu the field can be defined as a text field a date field or a drop down list Task ID Task Type TaskDescripton _ Usert User Usera L o Ueeri ooo Ef Leer O usel ooo Ef Leer O Usea ooo Ef Leerpl o Ussisoo Eh Users L o UserteL o E Leer O Usert7 ooo Ef Users L oo O Ussisoo Ef Used to User t9L Eh UsertOL oo Ef User20 fo FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 87 To edit these field labels and types close the Tasks window to return to the Main Menu Navigate to the Setup gt Settings gt Interface tab Under the Interface tab click the Task Custom sub tab to define the Field Type Field Attribute Label Text and Label Font Weight Close the record to save the
191. he user has no access you must have administrative rights Navigate to the Setup gt Settings gt Security tab Check the Hide Buttons With No Rights checkbox The Group Permissions tab contains the following fields Group Select the name of the group whose rights you want to edit from the drop down list 21 8 Chapter Nine Personnel FaciliWorks Desktop User Guide Select Object Choose from the options by clicking the appropriate radio button e Form edit rights to forms e Form Control edit rights to specific fields and buttons within forms e Report edit rights to FaciliWorks reports e Report Control edit rights to specific fields within reports e Functions edit rights to the following FaciliWorks functions gt Audit Log gt Calculate Due Dates and Meters gt Compact Repair Database gt Create Purchase Orders Create Service Requests gt Create Unscheduled Work Orders gt Fill Maintenance Dates gt Fill Part and Tool Use gt Find Uncodeable Records gt Modify License gt Remove Spaces Repair Work Order Dates gt Report Designer setup gt Reset Open Tasks gt Reset Tools Issue status gt synchronize Inventory Costing Select Form Report This field appears when you select the object type Simply choose each record or report category to which you need to assign rights for this group You can edit rights for only one category at a time Select Control If you choose to assign p
192. her special characters in your ID field or other fields as FaciliWorks considers them to be wildcard characters Wildcard characters help you search and filter records and set numbering formats If you must use these characters such as in Boiler 1 then you will need to put brackets around the wildcard character whenever you use It to filter records for example enter Boiler 1 Information Customize Clone Attach Tasks Work Orders AssetlD 001 Truck Description 2012 Ford F250 Status Location Importance High dw Storage Location Garage e Asset S N IFTCRTDABJUA35674 Current Location Garage F Asset No 9075 1021 Kdanual Location Glove Compartment Model No F 250 Pickup Supplier Code lonesFord R Manufacturer Ford Motor Company e AscetType Veide F Asset User 1 Asset User bb Lod Asset ID Enter a unique alohanumeric identification code for each asset record You must create a unique ID for each asset in order to store the record in your database This is a required field Description Enter a brief description of the asset Status Assign a status to the asset If the Status field is not 1 active the asset will not be included on scheduled preventative maintenance This is a required field Importance Assign a priority rating to indicate how important the asset is to your operations FaciliWorks Desktop User Guide Chapter Five Data Administration 1 1 3 Asset S N Enter the asset s serial number
193. hierarchy click Create In Bookmark Your Favorites Asset ID Create In lt lt Create in O Favorites CL DM Request Create a Folder Rename To bookmark the above item select a folder first then click select the folder in which you would like to store your bookmark and then click OK or create a new folder by clicking the Create a Folder button namoro M Enter a new folder to place under Favontes tolder FaciliWorks Desktop User Guide Chapter Three Program Conventions 49 In the Create Folder text box type the name of your new folder and then click OK The new folder is added to the Favorites list You can also add a description to the folder at the bottom of the Bookmarks window gt Bookmarks Bookmark Your Favorites Asset ID Create In lt lt Create in Create a Folder Rename To bookmark the above item select a folder first then click ae OK Description Po Select the folder and click OK Organize Bookmarks Click Organize Bookmarks under the Bookmarks tab Click Create a Folder to add a new folder to your bookmarks To change the name of a folder click Rename FaciliWorks will highlight the folder Type the new folder name Create int Create a Folder Rename Delete Description Po 5O Chapter Three Program Conventions FaciliWorks Desktop User Guide To delete an item from Bookmarks select the item to be deleted and click Delete FaciliWorks will ack
194. his option is available only under the Asset submenu Click Close to return to the Main Menu Edit Tab The Edit tab includes program commands to Undo or Redo the last applied command to Cut Copy Paste and to Find specified records Find Command The Find command is available in the Edit tab in both Form and Datasheet Views You can search for any phrase word or part of a word For example you might look for assets located in a certain department or for assets you purchased last year Because the Find dialog box remains on the form during searches you can locate as many records as necessary Drag the Find box out of the way to see your records click the title bar of the dialog box and while holding the mouse pointer down drag the dialog Dox To find data display the table or form of the records you want to search Select the column or field in which you want to search by placing the mouse pointer in the field searching a single field is faster than searching all fields Then on the Ribbon click the Edit tab and then click Find The program displays the Find and Replace dialog box In the Find What field type the text you want to locate Use wildcard characters such as or to make your search more general Please see Supported Wildcard Characters in Search Fields for more information Find What Generator Find Next Cancel Look In Assets Match Whole Field Le Search All EN E Match Case Search Fields
195. ice Request O Require Email Address O Type Requester Only O No Login Required O Automatically Create WO From Service Request Detault Task For Automatic Work Order When the Two Step Service Request option is activated any service requests will require prior approval from a user with full security rights or administrative rights If the two step option is disabled all service requests created are automatically approved Other options on this form will be discussed further in the Settings section of Chapter Thirteen 1 14 Chapter Seven Service Requests FaciliWorks Desktop User Guide Create Service Requests From the Main Menu navigate to Service Requests gt Create Service Requests to create a new service request Create Service Requests Customize Submit Request Request No 0000000139 Description of Asset Created 5 15 2013 Entrance Doors Bldgs 100 101 Desired Date SERGE Requested By Mo User Name SR l i Description of Problem Location Building 101 Doors will not close E mail AssetID Enty Doors dm Request Priory de O Emergency Priority A Request No is automatically generated by FaciliWorks based on the formatting scheme defined in the Setup gt Settings gt Auto Numbering tab The Created date is the current date and by default the Desired Date will be generated as one week from the Created date unless the Emergency Priority checkbox is checked If the Emergency Priority box is checked FaciliWor
196. ields sort By Description z Clear Add Preview Close Quick Fiter 234 Chapter Eleven Reports amp Graphs FaciliWorks Desktop User Guide In the example above we are searching for all suppliers whose Supplier Codes contain Ford and supply us with assets whose Asset IDs include OO Begin by selecting Supplier Code from the Field drop down list Choose Contains from the Condition drop down list and then type Ford in the Value field Click the Add to List button and the first criterion will appear in the upper portion of the filter window the Criteria List Box Make sure the And radio button is selected Then from the Field drop down list select Equip ID which is synonymous with Asset ID select Contains from the Condition drop down list and then type 00 in the Value field Click the Add to List button Our specified criteria are in the Criteria List Box Click the Preview button to see the report Your Company Name Division Name Supplier Listing By Asset ID 192013 Fage 1of 1 Asset ID Descnpton Asset SH Supplier Code Supplier Name 001 Truck 2012 Ford F250 TFTCRIOASIUASS674 Jones Ford Jones Ford 1 Records Printed From the Preview window the report can be printed or exported Choose Output To from the File menu to export reports as text file Microsoft HIE HTML or Microsoft Excel spreadsheet format XLS If you save a file in RTF format and open it in a word processing applicatio
197. ields in Form View it affects only the display of Datasheet View on your desktop Follow these steps to reposition the columns in Datasheet View For this example move the Type column to the right of the Importance column in the sample below Click the header of the column that you want to move i e the Type column This will select the entire column of data Release the mouse Click and hold the left mouse button and drag the Type column header to the right of the Importance column A thick black line appears between columns as you drag the mouse pointer indicating the new position 5 Release the mouse The Type column is now to the right of the Importance column Format Tab several other column options are available in Datasheet View such as hiding columns changing row and column height and freezing columns These options are available on the Format tab The Format tab includes options to design the layout of your records in Datasheet View Set Label Font Modify the font type of the labels Row Height Change the row height for multiple records and specify standard height Column Width Change the column width for multiple records and specify standard width Hide Columns Temporarily hide specified columns from the display Unhide Columns Show specified columns Freeze Freeze columns rows in place so that they remain in view as you are scrolling through the table Unfreeze Set all columns to move freely as you scroll
198. igned technician s pager to leave a message This form appears Enter the number of the employee s pager and the numeric message to send to the pager and click Page Pager Number 922 300 Numeric Message 555 5565 1212 The Phone Dialer will dial the Pager Number and send your Humeric Message After the number has been dialed hang up the line 166 Chapter Six Work Orders FaciliWorks Desktop User Guide To page the employee click the Page Technician button FaciliWorks sends the numeric message to the employee s pager You must enter the pager number in Staff Entry before you can page the employee from this form Note The first time you use this feature FaciliWorks asks you to select the appropriate COM port select COM1 COM2 COM3 or COM4 depending on your hardware View W 0 To preview the work order click this button From the preview window the work order can be printed exported or emailed The printed work order will include all of the information that applies to the task View Compact W 0 Click this button to see a summarized version of the work order with full procedure text View Request Clicking this button opens a print preview of the Service Request associated with this work order This button will be disabled if the work order was not created from a service request Asset Entry Opens Asset Entry displaying the asset referenced in the work order FaciliWorks Desktop User Guide Chapter Six Work Orders 1 67
199. ild assets as part of the cost of the parent asset with component This report is sorted by the total cost of contracts parts and labor associated with the asset s maintenance Asset Analysis by Total Costs An analysis of scheduled and unscheduled maintenance costs for an asset It is sorted by the total cost of contracts parts and labor associated with the asset s maintenance Asset Analysis by Work Order with Component This report is an analysis of scheduled and unscheduled maintenance costs for an asset It includes the cost of child assets as part of the cost of the parent asset with component This report is sorted by work order Asset Analysis by Work Orders An analysis of scheduled and unscheduled maintenance costs for an asset and is sorted by work order Operating Costs Detail Report A detailed listing of an asset s operating costs i e Fuel Oil and Tire These are three of the four sub tabs within the Assets gt Operating Costs tab Other Costs Detail Report A detailed listing of an asset s operating costs aside from fuel oil and tires i e the costs entered into the Assets gt Operating Costs gt Other sub tab Other Costs Summary Report A summarized listing of an asset s operating costs aside from fuel oil and tires i e the costs entered into the Assets gt Operating Costs gt Other sub tab 240 Chapter Eleven Reports amp Graphs FaciliWorks Desktop User Guide Task Reports Task Detail Lis
200. ime is the amount of notice needed for providing the service FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance T1 You can easily maintain up to date inventory records for your suppliers and assets You can also track the cost of parts and supplies that are used during maintenance From the Main Menu navigate to Spare Parts Inventory gt Part Entry Part Entry Information Tab To add a new part click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form Part Entry Information Customize History PartNo iin Description Filter 20x2 ix Gass sd J PatUset 1 y Category HVAC Ganser sd Sub Category Dier Lei LastInvoiceDate TJ Case Pack OD LastOrderDate __ UPCCode Cid LastPO Number L o o i y Manufacturer E EE Manufacturer PartNo C SSES eegne ModeINo C ReorderPoint J Toor Supplier OOOO O SE Unit Of Measure Quantities D Cost From Manutacturer 2 00 Bag SC on Ir l ti Bo siz ShelfLie O Critical a On Back Order oooO j Create Purchase Order tor this Part ABCStock To get started focus on the fields on the Information tab described below For more information please see Chapter Eight Spare Parts Inventory Part No Create a unique alohanumeric identifier for each part Description Enter a brief description of the part Supplier Use the drop down list to select the supplier for this part Unit of Measure U
201. information Date Recvd Enter the date on which you received the order Stock Qty Enter the number of parts already in stock in that particular warehouse If the sum of all Stock Qty fields does not equal the current Quantity in Stock on the Information tab FaciliWorks will open an alert message to inform you Qty Recvd Enter the number of parts received for that particular warehouse Section Shelf Aisle Bin Specify the exact storage location of the part FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory 1 91 Warehouse field and Warehouses button Select the location for the part in the Warehouse field located in the Parts in Stock pane If the location you need isn t on the list click the Warehouses button located in the strip beneath the tab title to add a new warehouse Location Number Address Type Ld ContactName od Other a ve TT Record 4 1 of 2 RoR RE E To add a new warehouse click on the New Blank Record icon at the bottom of the window Enter the warehouse information in the appropriate fields and close the window The new warehouse will now be available for selection in the Warehouse field drop down list Part Entry Alternates Prices Tab In the Alternates Prices tab enter the part number s that you can substitute for this part and the supplier s of the substitute part s In the Pricing pane of this form identify the part pricing by assigning a code to different purchasing
202. ing month and the ending month inclusive Adding Additional Tasks to the Asset An asset may have more than one task associated with it For example after attaching a brake inspection task to a truck asset you can add an oil change task to the asset To attach another task to the asset navigate back to the Assets gt Task List gt Task sub tab and click the New Blank Record button Use the Task ID drop down menu to select a task all components of the task will auto fill from the task entry form Modity information in each task component tab as necessary When you complete the Schedule sub tab the process will be set for scheduled work orders FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 1 05 Scheduled Work Orders Once you have developed an asset task record and set a schedule for it FaciliWorks will generate a notification that a work order can be created Work orders are not automatically generated you retain control of them There are several ways to create scheduled work orders To get started we will introduce the Auto Create Scheduled Work Orders and Manual Create Scheduled Work Orders functions For more information about work orders please see Chapter Six Work Orders Auto Create Scheduled Work Orders The Auto Create Scheduled Work Orders function will create all work orders for assets that have been scheduled When the work orders have been created FaciliWorks will preview the
203. ining You ll learn how to save time avoid common mistakes and get the most out of your software You ll also learn about advanced topics such as data administration asset management spare parts Inventory management managing purchase orders creating preventative maintenance schedules unscheduled work orders system security and more Contact us today to learn how these products and services will further maximize your productivity with FaciliWorks W i FaciliWorks Making Maintenance Manageable 1 800 776 3090 www cybermetrics com 1 480 295 3465 sales cybermetrics com
204. innen n NEEE EEEE E E EN 18 Datasheet VIEW sane sinascemesstopensanectecaeacanseasemaswisetneesmeccuastanneeuesaanidenesteneyapeapunececenagentuesaaentenin 55 Data LOOLE EE 301 Data Transfer Utility After Upgrade ccccccssssssseeeeeessesseseeeeeeseeeasseeeeeeseeasseeeeessensaasenes 22 Data Transfer Utility Update Database cssssseeeceessssseseeeeeeseeeasseeeesseeeaseeeessseneageeness 26 Date based EI ETC 105 MH dE 305 EVANS OF lettre 105 Document Control TIVE 2 5 DON eege 105 Drop down List Cl e 38 Due Dates and Meters Recalculate ccccccssseeecssssseeeeeeesseeeseeeaseeeseeeasseessenaneeesseagaags 301 ECONOMIC Order QUANTITY GE 207 et lee IT 264 Sur Ubau 266 Email Notification Staff Entry ccccssscceeeesssssssseeeeeeeeeasseeeeeseeeeasseeeseseeeagseseeesseneaasaees 209 ET OS scanestaaceamcasienteteostecigntecncessutuansitenstecuctegsavensteesalnestiecseonanenseneesnssierarsmneceuannnn 265 EMDIOVEE D icc sta ce ice EAEE E oe arse E E EEES E 224 End Or MONU essen ps na 105 Engineering eebe 194 O R A A E E A E A A E E E 105 ug 124 Export Records from FaciliWorks cssssseeccccssssseeeeeeeeeeasseeeeeeeeeeagseeeeeeeeeagasseeesseneagsaeess 289 UE 89 INLET Ee BEE 66 PTET Ee EE 248 Filtering ee CN 65 Filtering Wildcard KR TC 65 Fiber e le EE 65 Filter Reports EE 233 Financial TaD E 122 SCC IRC 269 Fixed Schedule stan care ste arate nal cemecetvnatanninijeecictaaniesinweneatinsaauuadawsia
205. int you ve already entered all task components into the database and you ve attached the components to task records All task component information will auto fill to its corresponding component tabs when you select the task in the Task sub tab If you need to modify the task components as they relate to this specific asset you can do so in the component sub tabs after attaching the task to the asset Task List Task Sub tab Use this form to attach all pertinent tasks to an asset Notice that there are two record navigation bars in this window The one at the bottom of the window corresponds to the asset records the one above that corresponds to the task records Because we have already entered our tasks into the database we simply need to select the task s for this asset Assets Task List Customize Asset iD 001 Truck Description 2012 Ford F250 Task Customize AssetiD 001 Truck Description 2012 Ford F250 Task ID Leite Le Task Description Ir O Task Type OU amp Lube Job e O Shut Down Facilities Technician 3791 Shut Down Asset iori TA OR Priory Time Needed To pen H OPen Work Order TaskUseri 1 O Maintenance 1 0 25 Hours TaskUser2 oo TimePerDey _ Miiles Comments To attach a task to the asset make a Selection from the Task ID drop down list All related information will auto fill this form as well as the component sub tabs To attach a second task to the same asset click the New Blank Record icon as
206. intenance schedule Therefore we set First Mo of Season to March and the Last Mo of Season to September Date based Schedule Weeks Le Fixed Last Maintenance Date SACHER Floating E CG 5 8 2013 Calculate Next First Mo Of Season March w el tE Due a Last Mo Of Season September Je If the Mow Lawn task is completed on September 24th ordinarily the Next Date Due would be calculated for October Ist Since this date is outside the specified season FaciliWorks calculates the Next Date Due as March 1st of the next year Fixed and Floating Schedules Fixed or floating options can be set for either meter based or date based schedules Use the Fixed option if you want the next maintenance due to always occur on a certain day or at a certain meter reading For example a task with a one month frequency is due on the first day of each month but it was neglected on December 1st not completed until December 15th A Fixed schedule will calculate the Next Date Due as January 1st The maintenance is based on a strict fixed schedule regardless of when the last maintenance occurred With the Floating option although the Next Date Due is based on the unit set the time of the last maintenance performed is used in the calculation For example if that same task with a one month frequency unit is due on the first day of each month and you last performed the maintenance on December 15th a Floating schedule will calculate the Next Date Due as
207. is email is sent when a service request is approved The program checks periodically for newly approved service requests The frequency of the check is based on the Refresh Interval defined in the Setup gt Settings gt General tab The approval email will be sent regardless of how the service request was created service Request Closed This email is automatically sent immediately upon the closing of a service request without a work order being created Work Order Created This email is automatically sent when a work order is created from a service request Late Notice This email is sent when a service request will be delayed or late Late notification is not an automatic email it can be sent manually from the Edit Service Request gt Notification tab Work Order Completed This email is automatically sent upon completion of a work order that was created from a service request This email can also be sent manually from the Edit Service Request gt Notification tab Send List Check this checkbox to notify a list of personnel of the service request s status Select an Employee ID from the drop down list to add that employee to the notification list Each email event can have a unique list of personnel Note You cannot enter Employee IDs manually they must be selected trom the Employee ID drop down list which is drawn trom the records created in Staff Entry Send Requester Check this checkbox to notify the requester of the service r
208. ise information only the final results are rounded Each FaciliWorks user should have a thorough understanding of the particular functions that he or she will use It s not necessary for a user to learn FaciliWorks tools and utilities if that user isn t going to have administrator rights Keep in mind that some users may need training on basic computer and Windows functions CyberMetrics offers convenient and effective training options to fit your needs Our talented instructors will guide you through the planning preparation setup and successful operation of FaciliWorks You ll learn how to save time avoid common mistakes and get the most out of your software For more information about FaciliWorks training classes please call CyberMetrics at 480 295 3465 or toll free at 1 800 76 3090 or visit us online at www cybermetrics com FaciliWorks Implementation Planning As with any new record control system be it computerized or manual it is worthwhile to take the time to plan the implementation Major steps to consider e Define your needs for the system e Determine when you want to start using FaciliWorks set both long term and short term goals e Choose system administrator s FaciliWorks Desktop User Guide Chapter One Introduction and Implementation Planning 1 5 Define Your Needs The first step is to define what your needs are for your maintenance system and then determine how FaciliWorks can help you meet those need
209. it Add Delete Report Control Listings Print Print Print Report Queue Print Print Print Request Work Orders Print Print Print Print Print Summary Reset Open Tasks Run Run Return Tools Edit Add Edit Add Edit Add Delete Schedule Edit Add Edit Add Read Only Read Only Read Only Delete Security Edit Add Delete Service Request Letter Entry Edit Add Delete Service Request Work Orders Print Print Print Print Print Service Requests Print Print Print Print Print Service Requests by Print Print Print Print Print Requester Settings Edit Add Delete Staff Certificate Due Listing Print Staff Entry Edit Add Edit Add Delete FaciliWorks Desktop User Guide Chapter Nine Personnel 215 Work Orders by Location Print Staff Labor Performance Print Staff Listing Print Supplier Entry Edit Add Edit Add Read Only Delete Supplier Listing Print Print Print Task Entry Edit Add Edit Add Read Only Read Only Delete Task Listing Print Print Print Print Tool Bar Code Labels Print Print Print Print Tool Entry Edit Add Edit Add Read Only Delete Tool Issue History Print Print Print Print Tool Listing Print Print Print Print Update Task Link Edit Add Edit Add Delete Variable Entry Edit Add Edit Add Read Only Delete Variable History Report Print Print Print Print Variable Listing Print Print Print Print Warranty Due Listing Print Print Print Print Work Orde
210. ity Notes Storage Location Crib 1 Cab 2 Orw 2 e Current Location Crib 1 Cab 2 Drare O Issued Tool ID Enter a unique alphanumeric code for each tool Serial No Enter the tool s serial number or model number Purchase Date Enter the date on which the tool was purchased Manufacturer Enter the name of the tool s manufacturer Type Select or enter the type of tool Because this field can be used to filter your tool records it is recommended that you be consistent with your entries Size Enter the tool s size or range of use Because this field can be used to filer your tool records it is recommended that you be consistent with your entries Metric Click this radio button if the tool is metric Quantity If this tool contains different pieces or is part of a set enter the total number of pieces in the set Storage Location Enter the tool s storage location Current Location The current location of the tool is automatically updated when the tool is issued and returned Issued When a tool is issued FaciliWorks automatically checks this checkbox and updates the current location of the tool Tool Description Enter a brief description of the tool 226 Chapter Ten Tools FaciliWorks Desktop User Guide Cost Enter the tool s original cost PO No Enter the purchase order number used to purchase the tool Supplier Code Enter a supplier or select a supplier from the database using the drop down list Tool User 1 and
211. ive Data Administration 1 51 Procedure Entry Navigate to Data Administration gt Procedures to create procedures to associate with your asset task and work order records You can also attach pictures maps multi media files or any other document or file with your procedures Procedures Text Tab Procedures Customize Procedure Name Air Compressors 6 Week PM Procedure AIR COMPRESSORS 6 WEEK PM S 1 Using Auto Sentry Controller Display observe and record the following in the Vanables Section of PM II Hour Meter Reading Operating Temperature P Pressure Aur Oil Separator differential Pressure 2 Note any advisones and take appropriate steps defined below or schedule follow up maintenance Aur D Advisory Change separator refer to Manual 13 5 663 page 56 steps 1 9 Air Filter Advisory Change air filter as part of step 7 below refer to Manual page 59 steps 1 2 Dil Filter Advisory Change oil filter refer to Manual page DU steps 1 6 High Temperature Advisory Machine will automatically shutdown bh et A NZ AL EK be e E nt Le A EN e A Es 4 L Use the Record Navigation Bar at the lower left corner of the Text tab to navigate through the stored procedures To enter a new procedure click the New Blank Record button Each procedure must have a unique Procedure Name Next enter the procedure text You can either type the text directly into the Procedure field or copy paste text from an existing file If
212. k Description hl Cause weather dw Current Location 7 Work Order Mo 0000000785 RequestNo 0000000 3s a Comments ATE PECETA EENEN EEN ER Any necessary comments about the service Technician 3791 E request can be typed here Entered By Administrator Le Task Priority High dw shutdown Task Type Required Shutdowns Shutdowns Performed TaskUsert oo Eee cue SE O O TaskUser Td Ge Completion Frogress OCompleted Notice Maintenance Done Datel Progress Name Work Order Created A Downtime JHous A Pogessfegl O Emergency Frogress Set a Tofellla 12 26 46 Ph Unscheduled Progress Change SS WO Silent Printing Completed Filter Incomplete When a work order has emergency priority status this screen will reflect that in a red box underneath the Completed Notice checkbox This order is also specified as unscheduled as it originated from a service request Work orders that originate this way include a Request No shown above the Comments field Complete the work order Any task information for this repair is completed within each task component tab Upon checking the Completed Notice box the Emergency Priority box changes to green The Progress Name field is updated to show Work Order Completed FaciliWorks Desktop User Guide Chapter Seven Service Requests 1 85 The service request record in Edit Service Requests is similarly updated i e the Resolution Code now reads Closed and Progress Name shows Work Order Completed
213. k orders You can filter for date range on progress Set date range on progress change asset ID progress name requester and priority Work Order Scheduled vs Unscheduled This report can be filtered by due date or completion status It shows both the number and percentage of scheduled and unscheduled work orders sorted by asset ID Work Order Started to Closed Monitor work order performance time This report tracks the length of time between the creation date and the completion date of a work order and gives an average number of hours spent per work order Note maintenance personnel should select the Work Order Started Progress Name when work begins on a work order for more accurate accounting Service Request Reports Service Requests Progress Shows the progress of your current service requests You can filter for date range on progress set date range on progress change asset ID progress name requester and priority Service Request Progress History The history of progress changes of your current service requests You can filter for date range on progress set date range on progress change asset ID progress name requester and priority Service Request Summary Sorted by date this summary of service requests shows service request number entry date requester asset ID desired date status and emergency status Service Request Total Hours Sorted by date this report compares estimated hours to actual hours Service Requests Ea
214. kbox when the order is received Paid Check this checkbox when your accounting department pays the invoice for the order Notes Enter any notes that should appear on the purchase order If the order was created as a result of reorder point levels the Notes field will auto fill to reflect this Shipped Via Enter or select the shipping method Ship Date Enter the date on which the supplier shipped the order Terms Enter the payment terms for the order FOB Enter the party responsible for paying for loading and transportation costs and or the point at which the responsibility for the goods transfers from shipper to buyer Parts Total This field contains the total cost of the order as calculated by FaciliWorks You cannot edit this field Tax Rate Enter or select the tax rate Tax This field contains the tax amount on this order as calculated by FaciliWorks based on the Parts Total and Tax Rate You cannot edit this field Freight Enter any freight costs included with the order Grand Total This field contains the total cost including freight and tax You cannot edit this field 202 Chapter Eight Spare Parts Inventory FaciliWorks Desktop User Guide To preview the Purchase Order Listing report of the active purchase order click the View P O button 12013 Your Company Name Division Name Purchase Order Listing PONo 0000000058 PODate 5 15 2013 Requisition Number 00000000233 Due Date Ordered By Administrator Received
215. ks will automatically set the Desired Date to be the same as the Created date All date fields can be edited to your personal preferences The Location Phone and E mail fields will auto generate from the staff records identified by the login information If security is disabled these fields will be blank and can be filled in manually If the requester is to receive an email notification that the service request was submitted the requester must enter his her email information See the Edit Service Requests gt Notification tab for more information To complete the form fill in the remaining fields The Asset ID field may or may not be required depending on your program settings If an Asset ID is selected the Description of Asset field will auto fill If service requests are submitted by people outside the facilities maintenance group they most likely will not know the Asset ID For this reason it is important to enter a detailed but brief Description of Asset Select a Request Priority using the drop down list Enter a detailed but brief Description of Problem To save the record you can navigate to a new blank record to enter a new service request click Submit Request click the Record Selector Bar on the left of the window or close the form to return to the Service Requests menu You will receive a confirmation message that the service request has been created FaciliWorks 8 Desktop Service Request OOO0000139 has been created ok
216. l address this is important if you are going to use the Automatic Email feature Craft Categorize workers by profession such as a description code or number classification Rate Enter the employee s hourly rate FaciliWorks uses this rate to calculate the cost of maintenance based on actual hours performed Seniority Enter the work status of the employee or the date that determines seniority Skill Level An internal or external classification system can be used to assign skill level Staff User 1 and Staff User 2 Used to store any additional information Labels can be customized Staff Entry Training Tab The fields on the Training tab are used to keep track of the employee s current and continuing education Staff Entry Training Work Orders Issued Tools Mame Patrick Kline Employee ID HEEN Education Industry Experience Related Experience Ir OS Management Experience Po Training Histo Description Start Date End Date School Certification Cert Experiat Use the scroll bar at the bottom of the Training History pane to move the form to the left and display more fields 80 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Staff Entry Work Orders and Issued Tools Tabs These tabs are auto filled as the employee is assigned work and issued tools The Work Orders tab displays work orders completed by the employee Date Done Work Order Number Task Completed Technician
217. ld not be entered here instead see Edit Purchase Orders Receive Parts Entry Customize Next Cancel Fart Number fii Fast Quantity Recernved Cost Order Cost 789 00 warehouse Warehouse T The warehouse you specify is the storage location for the part received All labels can be altered using the Customize button To save the record click Next To cancel the action and return to the Spare Parts Inventory menu click Cancel 1 98 Chapter Eight Spare Parts Inventory FaciliWorks Desktop User Guide After parts are pulled from inventory and used on an asset you must update your inventory records accordingly If parts are used for a work order the parts are automatically deducted from inventory and do not need to be recorded here Use Parts Entry Customize Next Part Number OQF 21515 e Quanity Usea zent Cost Center Wiarehouse Use this form to enter the Part Number and Quantity Used the Asset ID for the asset on which the parts were used the Cost Center responsible for the asset a brief description of the Purpose and the Warehouse at which the part is currently stored All labels can be altered using the Customize button To save the record click Next To cancel the action and return to the Spare Parts Inventory menu click Cancel Using this form will automatically deduct the quantity used from inventory FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory 1 99 Create Purchase Orders F
218. ld shows the progress status this is the value that can be customized the radio buttons under Event Trigger indicate when FaciliWorks will automatically change the status of a service request or work order Use the Record Navigation bar to move to the next record Use the Customize button to modify the form labels and font weight Work Order Service Request Progress Customize Progress Name s Ze Ed DO Service Request Created Service Request Approved Service Request Closed Work Order Created C Work Order Completed work Order Started No Event Record H dfi of6 gt HF WK NoFilter Search 282 Chapter Thirteen Program Setup FaciliWorks Desktop User Guide Chapter Fourteen _ Utilities Utilities are functions that are used to maintain your FaciliWorks database Maintaining the audit log data backup importing exporting records archiving records and merging records are some of the functions that can be performed on the database To access the Utilities menu roll the mouse pointer over Utilities and Data Tools in the main menu and then click Utilities C Si ei B Audit Log Data Backup Import Export Modify License Record e a G Records Archive Merge Utility Asset Parent Reset Messages Wizard Child History O m Sync Inventory Update Record sting Indexes FaciliWorks Desktop User Guide Chapter Fourteen Utilities 283 Audit Log The FaciliWorks Audit Trail feature main
219. ld will calculate total cost for the part Edit Purchase Orders Line Items Customize Requisition Number OO00000033 PO Mo DUDUDUUUDP City Ord Oty Rec City BO Fart Number Description Frice Extended Date Exp Date Rec Model Ma Comments D D oaoa Mastercool Belt 9 49 94 90 ee Record H hei HH WK NoFilter Search Qty Ord Enter the quantity ordered for each part Qty Rec Enter the quantity received for each part Qty BO Enter the quantity of parts that are on back order Part Number Select the part number s you need to order only parts already entered in the Part Entry form will appear on this list Description The part description auto fills when you select the part number Price The porte price per unit will auto fill this field This field is editable Extended This field contains the cost for the number of parts your ordered Quantity Ordered x Price Date Exp Enter the date on which you expect to receive this order Date Rec When you receive the shipment enter the date in this field Model No Enter the model number of the part Comments Enter any additional comments regarding this item 204 Chapter Eight Spare Parts Inventory FaciliWorks Desktop User Guide Edit Purchase Orders Bill To Tab The information on the Bill To form is auto filled with data from the Setup gt Settings gt User Information tab but can be changed as necessary for each purchase order E
220. lds described below For more information please see Contractor Entry in Chapter Five In the Contractors window you will add information about outside services or consultants Navigate to Data Administration gt Contractors To add a new contractor click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form This adds a blank section of fields to the bottom of the form to add a new contractor record As you add a new record an additional section of blank fields will appear beneath it Contractors Customize Update Contract Reference Hoist Inspection Maintenance Description 6 month periodic inspection Supplier Safety0015 A Rate 49 00 Od TotalTime BEd Cost Lead Time nou dw Reference WretOry Fire Sprinkler System Inspection Description Annual Inspection of two wet and one dry sprinkler systems Supplier Securl105 e Rate 65 00 dml TotalTime BS Cast LeadTime weeks dw Identify each contractor with a unique Reference ID Enter the description next You can now use the Supplier drop down list to select supplier information Recall that we entered supplier records prior to this step Had we not completed that step first we would not have any choices in this drop down list Next in the Rate fields type the pay rate and select the increment on the rate drop down list hours days weeks The Cost field will auto fill Lead T
221. le Automatic Asset Numbering dd numeric day of the month 01 ta 31 TT F i F Odd test day of the week Sun to Sat orma es OOOO000070 Last Number Issued mim numeric month 01 to 12 mmrm text month Jan to Dec w two digit year 99 w four digit year 1999 Your numbering format can include numbers letters dates or any combination of these characters For example you can create a work order numbering system that includes the code WO the day of the week on which the work order is created and a sequential number WO ddd In this case a sample work order number would be WO Mon 00014 You can also create a format that uses today s date for the number such as yyyymmdd Then if you create a work order on May 10 2012 the first work order number would be 2012051000 Basic tips for creating your numbering formats e Use the symbol for numbers e Use the symbol for letters e Use the code dd for the date created e Use the code ddd for the day of the week created Monday Tuesday etc e Use 20 characters or less in your numbering format otherwise the numbers will not fit on your reports To start your numbers with A and or O use the and symbols in your format For example if you entered PO in this form your first purchase order number would be PO AAA OOO01 To start your numbers with a specific number and or letter code enter the exact code in this screen For example
222. lower left corner of the form Staff Entry Information Employee ID Tea Name Patrick Kline Active REES eg No Aaa y7 Ste zipfwndr fee lc S g Job Title Sr Electro Mechanical E mail patrick kline company com Se DOB 11 24 1946 Home Pager 555 555 9546 678 300 2147 e Page Technician Work Phone 555 555 6536 Ext Date Hired 6 1 1987 Emergency ContactName Selma Kline Date ndoh AEE Emergency Contact Phone 555 555 4546 SERGE Facilities Maintenance 1 Supervisor Mike Callahan e Craft Er Electro Mechanical Shift Rete ssm ow A een sauer Skill Level Sr Specialist Staf User o o o E P The fields on the left side of the form are typically completed You may want to remove sensitive information such as SS No from the right side of the form or restrict access to these fields by changing security settings For information about setting security permissions please see Chapter Nine Personnel gt Security Employee ID Enter a unique alphanumeric identifier Name Enter the employee s full name Active By default this checkbox is checked If not checked the employee will not appear on reports or drop down lists Rather than delete an employee uncheck this checkbox to make the employee inactive this retains all associated records FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance ZO Email Enter the employee s emai
223. ls to share a user login with a user of the system A shared list can only be created for the user who Is currently logged in This form can be accessed only when security is enabled Based on default security settings only a user in the Administrator group can access this form So if you want to create a staff user list of service requesters for instance 1 Temporarily grant the Request user admin rights Secunty eet Ebene F Name Add Delete Password All Groups Member Of Administrator Administrator Requests Work Orders Remove lt lt 222 Chapter Nine Personnel FaciliWorks Desktop User Guide 2 Then log in as Request and create the staff user list When navigating to this form the current User ID is auto filled into the User ID text box Use the Employee ID drop down list to add employees to the list The Record Navigation Bar displays the number of employees sharing the login credentials of the current user Staff User List Employee ID Record 4 4 30f3 gt Mo WK NoFilter Search 3 Then remove Request from the Administrator group Secunty UserlD Rege F Name Add Delete Password All Groups Member Of Administrator Requests Work Orders Remove lt lt FaciliWorks Desktop User Guide Chapter Nine Personnel 223 lf a Staff User List is indicated when logging into FaciliWorks a modified login screen is displayed User ID Password O Chan qe Hame Pass
224. lt CTRL gt lt SHIF T gt Left Arrow Extend the selection or deselect one word to the left lt CTRL gt C or lt CTRL gt Insert Copy the selected text into the Windows Clipboard lt CTRL gt V or lt SHIF T gt Insert Paste text from the Windows Clipboard Datasheet View Table Keyboard Shortcuts Keystroke Description lt IAB gt lt ENTER gt or Right Arrow Move to the next field lt END gt Move to the last space in the current field lt SHIF I gt lt TAB gt or Left Arrow Move to the previous field lt HOME gt Move to the first character in the current field Down Arrow Move to the current field in the next record lt CTRL gt Down Arrow Move to the current field in the last record lt CIRL gt lt END gt Move to the last space in the current record Up Arrow Move to the current field in the previous record lt CTRL gt Up Arrow Move to the current field in the first record lt CTRL gt lt HOME gt Move to the first field in the first record FaciliWorks Desktop User Guide Chapter Three Program Conventions 69 Chapter Four Entering Data tor Preventative Maintenance Data Flow and Implementation Strategies This diagram shows how records are arranged in FaciliWorks Each asset may have one or more tasks that are performed on it for preventative maintenance The task is comprised of a number of components needed to complete the task Schedule Labor Schedule Labor Tools Contracts Parts Tools Con
225. lter Search It is important to note here that a task will not require an entry for each tab if that particular kind of information is not being tracked Use the tab information that you need and add tab information as you become more familiar with the software Close Tasks to return to the Main Menu To close click the File tab on the ribbon at the top of the form and then click the Close button Now that all task information has been entered you can associate the task to assets FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 95 Navigate to Data Administration gt Assets to input and store all information regarding your assets including maintenance scheduling and tracking Assets are everything in your business that you need to test replace or service at regular intervals based on either elapsed time or actual usage Including vehicles machinery buildings individual components fixtures and facilities You can bookmark records that you frequently use or access making it easy for you to find the data you need To bookmark a record simply access the Bookmark option from the ribbon and add the record to your favorites You can also delete and organize bookmarks See Bookmarks Tab in Chapter Four for more information Add to Organize Bookmarks Bookmarks Bookmarks Bookmarks Ll Bookmark Your Favorites Asset ID Mame reste tn gt gt OK Cancel Note
226. lysis by Downtime Hours Asset Analysis by Part Costs pt Asset Analysis by Labor Cost with Component aos PA Asset Analysis by Labor Costs fa Asset Analysis by Labor Hours Asset Analysis by Labor Hours With Component Asset Analysis by Part Cost With Component Asset Analysis by Part Costs Asset Analysis by Total Cost With Component Asset Analysis by Total Costs Asset Analysis by Work Order With Component Asset Analysis by Work Orders Asset Barcode Label 1 1 2 Inch 1 reportis successfully imported Asset Barcode Label 1 Inch Asset Barcode Label 172 Inch Asset Detail Report Asset Listing Asset Listing by Asset Type Asset Listing by Current Location Asset Listing by Current Location with Tasks Asset Listing by Description Printing Labels In order to print labels you must have the FaciliWorks Maintenance Label Kit The kit comes with a small high resolution Brother printer design software and everything else you ll need to get started Printing Asset Bar Code Labels To print bar coded asset labels go to the Reports amp Graphs menu select Asset Reports then select Asset Bar Code Label 12 Inch Asset Bar Code Label 1 Inch or Asset Bar Code Label 1 2 Inch and a filter will open Enter any necessary filter criteria in the filter window or leave all fields blank to view all asset bar codes Next click View to see a print preview version of your label s or Click Print to pri
227. m List SeletaTabe l __ b Selecta Field Addttemstalis O Mote Each added item should be separated by example em em Etc Cancel 2 0 Chapter Thirteen Program Setup FaciliWorks Desktop User Guide To build your list from an existing table click the From Table radio button select a table and a field and then close the window The new drop down list will contain those values For instance selecting the table Equip_Master and the field Equp_ID will populate your new list with Asset IDs To build your own custom list click the Custom List radio button and type all desired values in the Add Items to List textbox with items separated only by a semicolon Making the field a Text field allows you to type anything into that field in the User defined tab a Date field will display a calendar icon for date selection The purpose of each of the Interface sub tabs is explained below Custom Labels Sub tab All program labels and buttons listed in alohabetical order Form Captions Sub tab Form titles including report filters dialog windows and message windows Form Tabs Sub tab All tab names are customizable here Select a form name from the drop down list to display and customize all of the tabs within that form Asset Custom Sub tab Labels for the user fields under the Assets gt User Defined tab You can specify fields as text date or list fields Parts Custom Sub tab Labels for the user fields under the Part Entry
228. m the checklist record or you can enter new text Inspection This field auto fills with information from the checklist record or you can select Do Item Only Inspection Only or Do Item and Inspection from the drop down list Requires Signature This field auto fills with information from the checklist record or you can check this box to require an electronic signature on this checklist item before a work order containing this checklist can be completed Move Up and Move Down Click these buttons to move the checklist item up or down as required FaciliWorks Desktop User Guide Chapter Five Data Administration 1 43 Task Entry From the Main Menu navigate to Data Administration gt Tasks Tasks Task Tab The Task tab allows you to specify information about the work preventative maintenance that will be performed on an asset Before attaching your tasks to your assets as described earlier in this chapter it is wise to create and modify tasks here in Data Administration gt Tasks Any task that you create here will be available for all assets It is highly recommend that tasks are always entered here so that tasks can be tracked independently of assets Once a task is attached to an asset it can be modified to reflect all requirements exclusively for that asset Tasks Task Customize Task Link Task ID F 10217 Oil Change Task Type Technician RN we TaskDescripton _ Priority Taskus _ ee Asse
229. me Email and Internet Support Electronic support is also available 24 hours a day to all registered users contact Technical Support at Email support cybermetrics com Internet www cybermetrics com NOTE TECHNICAL SUPPORT CANNOT BE PROVIDED UNLESS THE USER HAS FULLY COMPLETED AND MAILED IN THE ACCOMPANYING REGISTRATION CARD TRADEMARK ACKNOWLEDGMENTS All CyberMetrics Corporation products are trademarks or registered trademarks of CyberMetrics Corporation All other brand and product names are trademarks or registered trademarks of their respective holders SINGLE USER SOFTWARE LICENSE AGREEMENT This is a legal agreement between you the end user and CyberMetrics Corporation CyberMetrics BY USING THIS SOFTWARE YOU ARE AGREEING TO BE BOUND BY THE TERMS OF THIS AGREEMENT IF YOU DO NOT AGREE TO THE TERMS OF THE AGREEMENT PROMPTLY RETURN THE DISKS AND THE ACCOMPANYING ITEMS including written materials and binders or other containers TO THE PLACE FROM WHICH YOU OBTAINED THEM FOR A FULL REFUND SOFTWARE LICENSE 1 GRANT OF LICENSE CyberMetrics grants to you the right to use one copy of the enclosed software program the SOF TWARE on a single computer If you wish to put the SOFTWARE on a network server you must purchase the same number of copies as computers attached to the network that use the SOFTWARE 2 COPYRIGHT The SOFTWARE is owned by CyberMetrics or its suppliers and is protected by United States copyright l
230. me Asset Tire Distance per Unit Tire consumption for specified units on the day it was consumed Asset Other Cost Other costs costs aside from fuel oil and tires over a period of time 250 Chapter Eleven Reports amp Graphs FaciliWorks Desktop User Guide Work Order Graphs Work Order Cost Compares labor contract part and total costs filtered by date asset task technician or location FaciliWorks creates a separate work order cost graph for every asset ID and task ID that meets the selected criteria for easy comparison Generate the same set of graphs twice once with emergency work orders and once with non emergency work orders to compare the difference in cost Asset Work Order Length Compares estimated and actual task time FaciliWorks creates a separate graph for each asset ID and task ID that meets the selected criteria for easy comparison Work Order Length by Tech Shows the total amount of time each technician spent on work orders during a specific time period You can filter for a time period of work order creation or completion Leave the staff ID field blank to see a separate graph for each technician who performed a work order during the specified date range Work Order Schedule For any time period you select this graph shows all work orders that are due whether they are scheduled work orders unscheduled work orders or service requests Frequent viewing of this graph alerts you to excessive unscheduled maintenance or
231. mize When you click Customize in the Clone Task window the window below opens which allows you to modify the labels in the Clone Task window Default Label Text Label Text Font Weight Hyperlink MME JONoma Open __ been ese JO Nomal open dest ass Jeun op dest _ New Task ID New TaskID Nomal OBold Ld Rsa Source Task ID Source Task ID Nomal OBld Ld Reset SetWeight Default Cancel Close FaciliWorks Desktop User Guide Chapter Five Data Administration 1 45 Task Link Button If you modify a task record you can automatically update associated asset records by clicking the Task Link button The Task Links window displays a list of all assets that use this task GC Task Links Asset D Description Importance Task Type Wodate P foot Truck 2012 Ford F250 Oil amp Lube Job Me select All DeselectAll Update Close Check the Update checkbox for each asset record that you want to update click Select All to update all records Next click the Update button at the bottom of the window FaciliWorks will automatically update the selected asset records with the revised task information Tasks Task Component Tabs The forms to capture task data are similar to the forms to enter task information on the Task List tab within Assets Each task consists of several components all of which are previously entered into the database to take advantage of the drop down lists These components incl
232. n Building 101 O Emergency Approved Comments If it is decided that the request will not be advanced to a work order do one of the following e Delete the service request record From the Ribbon select the Records tab click the Delete drop down list and then click Delete Record e Select Closed from the drop down list to the right of the Request No field e Do not check the Approved checkbox To return to the Service Requests menu close the Approve Service Requests form The approved service request will be available in Edit Service Requests to create a work order 1 76 Chapter Seven Service Requests FaciliWorks Desktop User Guide Edit Service Requests To edit service request records or to create work orders from service requests navigate to Service Requests gt Edit Service Requests f you have the proper permissions a new request can be created here approved and edited here Edit Service Requests Information Tab Edit Service Requests Information Customize Time Until Automatic Refresh Minutes O RequestNo A Requested By Created Description Occurrence Date er Ead Asset Entrance Doors Bldgs 100 101 Location Phone E mail Problem Doors will not clase Request Priority J Entered By Approved a Status Progress Name Service Request Aporoved e Progress Get 5 16 2015 11 46 45 AM Progress Text TI ProgressChange
233. n Fill in all task component information within each work order tab in the same manner as you did when first creating a task Notice that the Unscheduled checkbox is checked to indicate an unscheduled work order Once all component information is entered the work order can be printed and given to the technician to complete the work After the work is completed navigate to Work Orders gt Edit Work Orders Complete the work order as previously instructed in the Scheduled Work Orders section FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 1 1 1 Chapter Five Data Administration Now that you have gone through the procedures to quickly create scheduled preventative maintenance and unscheduled work orders in the preceding chapters it is time to populate the data tables for all business operations From the Main Menu navigate to Data Administration Here data is entered for all asset and task records including associated records for checklists procedures contractors variables and suppliers Meter readings are also manually updated here Before you begin entering records we recommend that you read Chapter Three Program Conventions to familiarize yourself with FaciliWorks basic naming conventions commands functions and time saving shortcuts Asset Entry Navigate to Data Administration gt Assets An asset is any item that may require preventative maintenance or tracking of unscheduled wo
234. n You can also use it to save changes to the record if you change any fields a pencil icon will appear on the bar indicating that you can click the bar to write your changes to the database Customize Asset IL Task Customize Asset iD Task ID Task Type Technician Priority Userl Usere gt Current record F Record modified but not saved Record locked in use by another user FaciliWorks Desktop User Guide Chapter Three Program Conventions 53 Shortcut Menu Within any FaciliWorks data entry window you can right click anywhere on the form to open a shortcut menu The options available on the shortcut menu include find or sort records filter records undo the last command switch to Datasheet View and cut copy or paste data Each command is explained below Find d Sort Ascending Sort Descending Quick Filter Advanced Filter Show All Records D Form View Datasheet View Copy Cut Find Search for any phrase word or part of a word Sort Ascending amp Sort Descending Click in the field by which you want to sort and right click to see the menu Use these commands to sort the data either alphabetically or in reverse alphabetical order Quick Filter Perform simple searches based on a pre defined set of criteria Advanced Filter Perform more complex searches on criteria that you select Show All Records f a filter has been set to display a subset of your records this command reset
235. n each tab can then be specified as the work order is created Navigate to Data Administration gt Tasks To add a new repair task click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form You only need to fill in the Task ID and Task Description fields to save the repair task in the database Once you have created a generic repair task and stored it in the database it can be attached to any asset requiring an unscheduled repair There are two ways to create an unscheduled work order use the Create Unscheduled Work Orders function or the Edit Work Orders function found in the Work Orders menu The two forms contain the same data format Edit Work Orders will be discussed in the next section Create Unscheduled Work Orders Create Unscheduled Works Orders Information Tab There are two pieces of information that are required for creating an unscheduled work order Asset ID and Task ID On the Information tab select the asset to be maintained by using the drop down list in the Asset ID field Next to select the generic Repair task click the All button to the right of the Task ID field and then select the Repair task from the drop down list in the Task ID field Any information that you previously entered for the Repair task will auto fill on the form including all task components found under each tab Create Unscheduled Work Orders Information Schedule Customize Page Tech View WU View Comp
236. n such as Microsoft Word your data appears in a formatted table When you save the output in XLS or RTF format it includes fonts layout and other formatting elements Select File gt Send or click Send in the Report Toolbar to output reports to Microsoft Outlook or any other MAPI compatible mail program The output does not include subforms or subreports The fields in the Advanced Filter window are defined as follows Criteria List Box Displays a listing of the generated criteria New Search Click to create a new filter name Open Search Opens a list of previously saved search criteria Save Search Saves newly created or modified criteria And and Or When defining criteria use these radio buttons to connect criteria Use And if both premises must be true use Or if only one premise must be true Add to List Click this button to add your defined criteria to the criteria list box Field This drop down list shows all the fields you can search in the selected report Field names appear as column headings in the printed report FaciliWorks Desktop User Guide Chapter Eleven Reports amp Graphs 235 Condition This drop down list shows the field operators you can use to create search criteria contains begins with ends with is between inclusive is between exclusive not like lt gt gt Z Is amp Is Not The value listed is a subset or is part of the search field The search field begins with the value listed
237. n the example above the current record is the 9 record in a set of 51 total records residing in the database table This is a location only relative to the other records in the table not the actual record ID Therefore as records are added and deleted the record location within the set may change To go to the 26th record click and drag your cursor over 9 of 55 to select it and then type 26 Press the Enter key on your keyboard The 26 record is now displayed Button Action n Go to first record 4 Go to previous record Current record of total records gt Go to next record gt I Go to last record be Create new record Current records are filtered or unfiltered Search for a specific record The Filtered Unfiltered button on the record navigation bar is a toggle switch when your records are filtered the button will be orange active and display Filtered A filtered set of records is a subset of the total based on specified search criteria When you Click the Filtered button the filter will turn off become inactive the button will then be the same color as the navigation bar and will display Unfiltered When records are unfiltered all records in the database table are displayed Please see Filtering Records for more information The Search field is another way to locate a specific record from the database table This is helpful when the table contains many records Place the mouse pointer in the field you wish to search either on th
238. n the time frame specified in the report filter Part Reorder Calculation Calculates the number of parts used in the past and taking required delivery time into account calculates how many parts need to be ordered to meet future needs based on your current needs You can filter for one Or more part numbers or leave the Part No field blank to see reorder information for all of your parts The dates in the filter automatically default to the last three months but can be changed Part Valuation by Part No Lists the total number of each part in stock and the cost of the entire stock of each part sorted by part number Description and supplier for each part are also given Parts Out of Stock This report provides quantities in stock and on order order dates costs and expected delivery dates of all parts sorted by part number Purchase Order Listing Lists all purchase orders and their dollar amounts order dates and received dates Purchase Order Summary A summary of purchase orders placed with each supplier sorted by supplier code 244 Chapter Eleven Reports amp Graphs FaciliWorks Desktop User Guide Purchase Orders Each page of the report is a detailed view of a purchase order You can filter for orders by requisition or purchase order number staff ID supplier code expected delivery date or date received Re Order Part Listing This is the report that opens when you click the View Orders button in Inventory gt Auto Generate
239. n to the Main Menu The Merge Utility Wizard window is displayed Page 1 of 2 Open the Source Database drop down list and select Version 8 0 Data Next click the browse button at the right side of the Source field and the Open Database window opens Click Browse In the Where is the Data File window navigate to FWSamp80 accdb in the FW80 folder Click Open This will return you to the Open Database window the path C Program Files x86 F W80 F WSamp80 accdb Is displayed in the Database field Click the Test button database connection is successful Click OK on the message and then click OK in the Open Database window to return to the Merge Utility Wizard The Destination Database field should automatically display Version 8 0 Data if not select it from the drop down list Click the browse button to the right of the Destination field Click Browse 296 Chapter Fourteen Utilities FaciliWorks Desktop User Guide In the Where is the Data File window navigate to FWData80 accdb in the FW80 folder Click Open This will return you to the Open Database window the path C Program Files x86 F W80 F WData80 accdb is displayed in the Database field Click the Test button database connection is successful Click OK on the message and then click OK in the Open Database window to return to the Merge Utility Wizard Merge Utility Wizard Customize Cancel Merge Utility Page 1 of 2 source Database version 0 0 Data e SOurce CA
240. nce a menu will appear allowing you to change the form s size and location If you double click on the control icon it closes the current window D Restore Minimize Maximize x Close Record Selector Buttons Use these small rectangular buttons located on the far left side of each row to select an entire record for subsequent copying or deletion As you roll the mouse pointer over the button the pointer will change to an arrow HVAC Spring Equi Carrier Rooftop Hw 0000003767 1 28202 SB PMOO246B BK MAUS HVAC Spring Equip Carrier Rooftop Hv 0000003768 28002 2p9EM IER OO BKMAD 4 HVAC Spring Equic Carrier Rooftop H 0000003769 35 202 353 PM 002468 li gt HVAC Spring Equip Carter Rooftop Hu Oppe a 5vam12 292 mue o o BRATION FAVA Spring Equig Carrier Rooftop Hu 0000003771 S202 SPM 002468 DPI HMC Spring Equip Carrier Rooftop H ooooooa772 3 5 2012 282PM IER BKAT 03 ENG Spring Equir Carrier Rooftop Hu 0000003773 28002 2AD2EM IER DKG Hut Spring Equip Carrier Rooftop Hvi 0000003828 22001 2290PM 002468 BK AT 04 02 HVAC Spring Equig CarrierRooftopHvi 0000003e29 1 32072012 3 PM OO24e8 DPI HVAC Spring Equip Carrier Rooftop Hv 0000003774 3 5 2012 PMO Left click the mouse button to select the entire record an orange border will outline the selected record You can also save record changes If you changed the record a pencil icon appears on the button click it to write your changes to th
241. ncludes a variety of pre defined standard reports and graphs Upon selection of a report a filter window opens which allows you to select a specific group of records and entries that will be included in the display Reports and graphs can be based on date and or time and one or more fields To print or view reports and graphs select Reports and Graphs from the Main Menu the list of available report and graph categories is displayed Select the name of the group you want to view FaciliWorks will display below it a list of the reports or graphs in that category from which to choose Reports and Graphs Asset Cost Graphs York Order Graphs staff Graphs Part Graphs Yariable Graphs Repor Queue Asset Reports Asset Cost Reports Task Reports Open Work Order Reports Historical Work Order Reports Service Request Reports Contract Reports Part Reports Procedure Reports staff Reports supplier Reports Tool Reports Variable Reports Program Reports 232 Chapter Eleven Reports amp Graphs FaciliWorks Desktop User Guide Report Filters Each report opens with a filter window This window allows you to define a specific group of records to analyze some reports allow you to sort the data according to your preference Many reports give you a choice between a summarized listing and a detailed report Most of the report filters contain special options which will be discussed in later sections H Asset Analysis by Downtime Hours Filter
242. nformation Customize oho 24242 Class Stock LS Categary Sub Category Case Pack uPcCode LY Manufacturer I Manufacturer Part No ee Modelno Supplier Unit Of Measure fo OE Cost From Manufacturer Shelf Life Critical ABC Stack Description Air Filter Ze dv Fon eent L S E PatUser2 1 Last Invoice Date e Last Order Date Last PO Number fo OS stock Level 100 Reorder Lead Time Reorder Foint Reorder Quantity Quantities Quantity In Stack 20 ja Quantity On Order On Back Order nr D WU Create Purchase Order for this Part Part No Enter a unique alphanumeric identification code for the part Description Enter a brief description of the part Class Classify parts based on ordering stocking or job assignment policies Category Categorize parts for ease in grouping for reports and graphs Sub Category Categories can be divided into subcategories for more detailed reporting Case Pack Enter the number of parts a typical package or shioment contains For example enter the number of items per case 12 pack 24 pack or 96 pack carton UPC Code Enter the UPC code assigned to this part Manufacturer Select the name of the part s manufacturer from the drop down list Manufacturer Part No Enter the manufacturer s part number Your printed purchase orders will show this number instead of your internal part number However if you leave this field blank your POs will show your internal
243. nit by which the part is purchased each pack gallon pound case etc Cost from Manufacturer In this field enter the part s current price Important enter this value before entering quantities ABC Stock Categories of importance for keeping stock on hand Reorder Point Minimum quantity in stock before reordering this part Quantity in Stock Current quantity on hand After you first enter this record FaciliWorks will update it automatically based on your work order and purchase order records 78 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Quantity on Order This field shows the quantity currently on order based on purchase order records On Back Order This field shows the quantity back ordered based on purchase order records Create Purchase Order for this Part When this box is checked FaciliWorks will automatically create a notification that the part has fallen below its reorder point and a purchase order should be created Personnel Navigate to Personnel gt Staff Entry Detailed employee records for your maintenance staff are entered and viewed here Employee training information assigned work orders and tools issued are tracked here as well To get started focus on the fields described below For more information please see Chapter Nine Personnel Staff Entry Information Tab To add a new employee click the New Blank Record button on the Record Navigation Bar in the
244. nowledge the delete action Click Yes to delete To relocate an item in bookmarks select the item and then click Move Select a new destination folder My Bookmarks Click My Bookmarks under the Bookmarks tab to access your bookmarks AC k DM Request BK MAL When you click an option from the Main Menu and then select a submenu button records are displayed in Form View by default A form is a graphical interface that is used to display and edit data Form View displays one record at a time As you enter data into the form use the Tab key on the keyboard to advance to the next field Field text boxes will hold up to 50 characters of data and will display 32 characters on the form Form Header When in form view the header contains the title of the section the selected submenu option and the various related tabs The buttons located under the tabs show the functions that can be performed in that section In the example below notice the Clone option Assets can be cloned but this operation is not available for Parts Assets Information Customize Usage Attach Tasks ist Work Orders Part Entry Information Customize FaciliWorks Desktop User Guide Chapter Three Program Conventions 51 Form Title Bar Located at the top of each form this bar contains the title of the current form and program name You can click the title bar and drag it to move the window to a new location III sets Facitorts 8 Desktop i c S
245. nsert today s date Last Order Date Enter the date on which you last ordered the part Last PO Number Reference the PO number for the last order Lead Time Enter the estimated lead time for the part Reorder Point Enter the minimum quantity to have in stock before you reorder this part When assigning this part to a work order FaciliWorks will notify you if your part quantity drops to or below the reorder point Reorder Quantity Enter the number of parts to order once the stock level falls to the reorder point The total quantity to order will be the difference between the quantity in stock and the reorder point plus this field Reorder Point Quantity in Stock Reorder Quantity Total Quantity to Order Quantity in Stock Shows the current inventory level of this part To change this amount see Changing the Quantity in Stock Quantity on Order Based on purchase order records this field shows the quantity currently on order This number can be edited On Back Order Displays the number of parts that are currently on back order based on your purchase order records This number can be edited Stock Level Displays a visual graph of the current quantity in stock Create Purchase Order for this Part When this box is checked and the part quantity falls to the reorder point FaciliWorks will automatically create a purchase order for the part History Click the History button to display both open and completed work orders that u
246. nt Printing Completed Filter Although all complete and incomplete work orders can be viewed here FaciliWorks will display by default only those work orders that are incomplete This is indicated by the Filtered button at the bottom of the form To show all work orders unfilter the records click the Filtered button to deactivate it Record WM 4190f26 P MH H vf Filtered Search Record H 1of331 H H i Unfiltered Search Each tab on this form displays the same information as the task component tabs Simply click each tab to edit or complete the information Once the work order has been edited it can be printed and given to the technician who will complete the work Click the View W 0 button from this screen you can print or export the work order 168 Chapter Six Work Orders FaciliWorks Desktop User Guide When you are ready to complete the work order check the Completed Notice checkbox If any information is missing from any of the task component tabs FaciliWorks will display a message similar to the following One or more records for this work order are missing required information One or more of the records in the following list are missing information in the field listed Record Type Labor Required Fields Actual Record Type Contract Required Fields Act Time Record Type Parts Required Fields Act Record Type Variables Required Fields Value Do you wich to edit these records IF You select Yes a form
247. nt them Click Clear Filter to remove any filter information click Close to return to the reports list Printing Part Bar Code Labels To print bar coded part labels go to the Reports amp Graphs menu select Part Reports then select Part Bar Code Label 1 2 Inch Part Bar Code Label 1 Inch or Part Bar Code Label 12 Inch Use the filter window to select parts by Part No Model No Category and Supplier After you ve selected the part s click View to see a print preview version of your label s or click Print to print them Click Clear Filter to remove any filter information click Close to return to the reports list Printing Tool Bar Code Labels To print bar coded tool labels go to the Reports amp Graphs menu select Tool Reports then select Tool Bar Code Label 11 2 Inch Tool Bar Code Label 1 Inch or Tool Bar Code Label 1 2 Inch Use the filter window to select a specific tool or group of tools by Tool ID Serial Number Manufacturer Type and Size After you select the tool s click View to see a print preview version of your label s or click Print to print them Click Clear Filter to remove any filter information click Close to return to the reports list FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 281 Work Order Service Request Progress In this window you can create and edit the progress names that FaciliWorks displays in work order and service request Progress and Status fields The Progress Name fie
248. ntil you receive a new part Part Entry Where Used Customize Fill From Work Fato 24247 Description Air Filter 24x2 4x2 Where Used Asset b Description Model Na Current Location CS SEE Een Diego Plant a ee Part Entry Attachments Tab Attach pictures maps other drawing objects or any other file to a part record on the Attachments tab Type a file path and name into the File field or click to browse through your directories to find a file FaciliWorks will automatically enter the type of file in the File Description field this value can be overwritten There is no limit to the number of files you can attach To view or print attached files click the View Print button Part Entry Attachments Customize View Print PartNo 24747 Description Air Filter dv de File File Description feddrive part24242_image pnq PNG File eS FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory 1 95 Part Entry Costing Tab Costing is a record of all of the various cost levels of the part There will be multiple records here if LIFO or FIFO is used one record for weighted average The Inventory Costing Method is specified within the Setup gt Settings gt General tab Settings Infe rmation General Customize Page Employee Number of seconds to pause when calling an employee s pager Even numbers only Seconds Bar Code Code 39 BarCode Task Shadowing
249. nual Create Scheduled Work Orders function allows you to selectively create work orders From the Main Menu navigate to Work Orders gt Manual Create Scheduled Work Orders The following form appears Manual Create Scheduled Work Orders Customize Select All Deselect All Create Asset IO Task ID Usage Lett Due Date deer C AE Olean Storage Room n 105 weekl 105 weekl 5 17 2013 Create Welder 2185 ac Weekly Pm Loo o 001 Truck F 1021 Brakeinsp sd 12013 Create 2012 Ford F250 es EE o The assets that are due for maintenance are displayed along with the due date and current meter usage remaining if a meter based schedule was defined for the task To create a single particular work order click the Create button associated with the record To create multiple work orders check the boxes below the Create buttons and then click the Create button in the green strip just below the form title To select all work orders click the Select All button and then click Create Important The meter rollover feature does not affect Auto Create Scheduled Work Orders or Manual Create Scheduled Work Orders because these utilities operate on the difference between Current Meter and Next Meter Due This value will be the same for both the left and right columns of these two fields For example if an asset s total Current Meter left field was 2260 when the total Next Meter Due value left field was 2300 the difference is 40 hours When the actual Current Me
250. o connect to your new database Open FaciliWorks 8 if it is not already open In the bottom right hand corner the path of the current database is displayed FaciliWorks launches with the Sample database To connect to your database click the File tab in the top left corner of the form and then click Open Database FaciliWorks Desktop User Guide Chapter Two Running FaciliWorks 25 The Open Database dialog box will display i i D i Lan Browse Use obec O Use DSN O Required Fields Use File DH O Click the Browse button to navigate to and select your database and then click OK FaciliWorks will take a moment to connect to your database Upon completion the path to the location of your database is displayed in the bottom right corner of the window After completing the data transfer process you may be prompted to update your database before proceeding The message will say Your database is outdated Do you want to close FaciliWorks and run the Update Database Utility Click Yes to update Updating Your Database If you need to update your database FaciliWorks will open the DTU If it is not open launch the DTU from the Start menu by clicking Start gt All Programs gt FaciliWorks 8 gt Data Transfer Utility The DTU window will open Data Transfer Utility Choose Type of data transfer Gun Script Transfer Data Update Add Reports P Update Database C Install Language Pack 26 Chapter Two Running F
251. o the Type drop down list for future selection Some examples of issuance types are milling grinding delivery production assembly inspection packaging cost center plant job number or customer name Issued Used by Emp Enter the name of the employee who is authorized to use the asset and to whom the asset is being issued Issued Used Dept Enter the name of the department job number or customer that will require the asset Expected Return Enter the date on which you expect the borrower to return the asset When you initiate the issuance record FaciliWorks auto fills the Issue Begin Date and Issue Begin Time fields however you may edit these fields if necessary The Current Location field in the asset record is also modified the modified description consists of the Issued Used By Emp field and the Issued Used Dept field separated by a slash character eg 3 91 shipping Once an asset has an Issue record the Return tab can be accessed While on the desired issuance record click the Return tab to record its return Received End Date Enter the date on which the borrower returned the asset Click the Calendar icon to the right of this field to display the calendar Click Today to enter the current date or click the appropriate date on the calendar Kl Issue Usage Entry Return Asset ID Description Recened End Date Received End Time a d May 2013 l Su Mo Tu We Th Recelved End From 233 30 1 2 Neter
252. o the template copy one column at a time adding pertinent data and leaving other columns blank where appropriate If you insert a record that contains a duplicate Key Field already in the database that record will not be imported as it will violate the rules of unique Key Fields Notice that the template contains a separate worksheet for each table Navigate to each worksheet to insert your data When all data is entered save and close the template FaciliWorks Desktop User Guide Chapter Fourteen Utilities 293 The template can now be imported into the database From the Import Export Records menu click Import Records Select the Import Data from Excel Template radio button and then click Next Import Records Gi Import Data from Excel Template O Import Data from Shared Tables E Import Data from Excel Template Navigate to the template file using the button to the right of the navigation text box Import Records start Import Click Open Template to display available worksheet s Select the worksheet s to import into the database and then click the gt button Click the gt gt button to select all worksheets Click Start Import The total number of records imported is displayed in an Import Summary window Click OK to close the window Import Data from Shared Tables The Import Data from Shared Tables function is only to be used at the advice of FaciliWorks Technical Support The purpose is to import select
253. of the person who initiated the service request Created The date on which the service request was created appears in this field If the service request is being created here the current date automatically appears in this field Occurrence Date he date on which the problem occurred Resolution Code The status of the service request Open or Closed Location The location of the requester automatically populates this field if this information is available within Staff Entry for the name entered in the Requested By field This field can be edited Phone The phone number of the requester populates this field if this information is available within Staff Entry for the name entered in the Requested By field This field can be edited E mail The requester s email address automatically populates this field if this information is available within Staff Entry for the name entered in the Requested By field This field can be edited Request Priority Select a priority for the service request or enter a new priority description Entered By This field shows the user name of the person who submitted the service request it cannot be edited Approved If the service request has already been approved this checkbox will be checked otherwise to approve the request check the checkbox Asset A brief description of the asset Problem A detailed but brief description of the problem or service required Progress Name This field shows the statu
254. omplete From the Main Menu select Data Administration and then click Checklists To add a new checklist click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form To get started focus on the information provided below For more details please see Checklist Entry in Chapter Five Checklists Customize Update s Checklist Name Description Monthly Brake Inspection e Checklist Text Inspection Verify that brakes are working Do Inspection Onl e O Requires Signature Move Un Move Down Are the brakes rough enough Do Inspection Onl O Requires Signature Move Un Move Down Poe J Requires Signature Move Lp Move Down a i As you add a step to the checklist FaciliWorks provides a new blank set of fields for the next step In the above example this Brake Check procedure contains two steps You can specify if each step requires Do Item Only Inspection Only or both from the drop down list If the item requires a signature check the Requires Signature box After typing in the steps for the checklist you can rearrange the order of the steps by using the Move Up or Move Down buttons Click the Update button to save any changes made Updating the checklist may require that all tasks using this checklist are also updated Close Checklists to return to the Main Menu To close click the File tab on the ribbon at the top of the form and then click the Close button Following the Data
255. only when instructed to do so by Technical Support or FaciliWorks documentation such as update notices Calculate Due Dates and Meters This utility recalculates all maintenance due dates For example if you change the maintenance frequency for punch presses from 60 days to 90 days and you have 25 punch press records it would be more efficient to update the due dates by running this utility than to manually click the Calculate buttons in the Assets form for all 25 records This utility uses the Last Maintenance Date and the Maintenance Frequency to calculate the Next Date Due It will leave the Next Date Due field blank for any records that are meter based Fill Maintenance Dates Use the Fill Maintenance Dates utility to fill maintenance records with information from the date field in Work Order Entry The work order dates will be filled in only if they are currently blank Emergency work orders will be filled in with the date the work order was created Non emergency work orders will be filled in with a date one week after the work order was created FaciliWorks Desktop User Guide Chapter Fifteen Data Tools 301 Fill Part and Tool Use Each part and tool record contains a Where Used form In this form you can see a list of assets that contain work orders that used this particular part or tool You can fill in the information in this screen yourself or you can click on the Fill from Work Orders button or Fill from Work button in each r
256. onn Below Limits Cause Allow Use Weather Or vweather Related Failure Genee E Allow Us 274 Chapter Thirteen Program Setup FaciliWorks Desktop User Guide Multiple Choice Entry The Multiple Choice Entry form allows you to set all multiple choice fields in the program Use the Record Navigation Bar at the bottom of the window to move to the next record The Description of Multiple Choice field explains the drop down list entries You can enter your own descriptions for these fields but you cannot change their values meanings Use the Customize button to modify the form labels and font weight Multiple Choice Entry Customize Description of Multiple Choice This field is used to setthe A B and C inventory categories Customize Report Control Entry If your company must comply with Document Identification and Control requirements you can set up FaciliWorks to identify each report with a document control number To use this feature select Report Control Entry from the Setup menu and then enter your control text for each report Report Control IDs will appear at the bottom of reports using the page alignment you have chosen for each report left center or right If you are not required to use a control number you may enter any other information you want to appear at the bottom of your reports such as your company address Use the Record Navigation Bar to move to the next record Use the Customize button to modify the form
257. ons FaciliWorks Desktop User Guide Chapter Three Program Conventions 63 Change Row Height and Column Width To change the height of all rows or the width of selected columns select Row Height or Column Width respectively from the Format tab Each option allows you to type in a value Check the Standard Height or Standard Width checkbox to display the default height width The column width option includes a Best Fit alternative FaciliWorks will automatically size the column to the longest text in the field Column Width CW Standard Width Naming Conventions A primary key field is a field that contains unique values which are used to identify each record i e Asset ID Task ID etc Key identifiers are used to establish appropriate relationships between the data tables There are certain restrictions when entering data into the record ID fields e D fields must not be blank e D values must be unique for each record ID values cannot be duplicated in another record e D fields can contain letters numbers and dashes Avoid using or any other special characters in your ID field or other fields as FaciliWorks considers them to be wildcard characters wildcards help you search and filter records and set numbering formats See Supported Wildcard Characters in Search Fields If you must use these characters such as in Boiler 1 then you must put brackets around the wildcard character whenever you use It
258. options For example you might identify a minimum purchase price code You can also use special codes to identify the lowest price highest price or optimum quantities for your needs You could also use the code to reflect a particular product or location number Part Entry Information Warehouse Alternates Prices Customize PartNo 24747 Description Air Filter dv de Alternate Parts And Suppliers Pricing RE e PlAcme lebia we FP o a E T 1 92 Chapter Eight Spare Parts Inventory FaciliWorks Desktop User Guide Alternate Supplier Use the drop down list to select a supplier for the alternate part Alternate Part No Select a substitute part number from the drop down list Price Code Enter a price code in this field Qty Low Enter the minimum purchase quantity to qualify for special pricing or discounts Qty High Enter the maximum purchase quantity to qualify for special pricing or discounts Price Enter the price for the quantity specified Part Entry Serial Assembly Tab The Serial Assembly tab captures serial number and assembly number information about the part Part Entry Serial Assembly Customize Fato 24247 Description Air Filter 24uedxe eralized tems TD D LI ka P15234 1 20 2013 fe NH K E Serialized Items Pane Serial No Enter the serial number of the part Date Recvd Enter the date on which you received the part Comment Enter any additional information regar
259. ord as completed click the Sign button under the Done By pane you are prompted for your login credentials LSS Log On Electronic Signature Authentication E FaciliWorks Electronic Signature Authentication UserID Password o H o biometric security device is attached please actrate it now JK Cancel Enter your login credentials and then click OK This creates a new signature record containing the user s name the date and the exact time and the former Sign button is now an Unsign button Done By signature Name signature Date Signature Time Signature Mode Comments Ui 5 15 2013 12 24 02 Ph Signed H m e Fe BEE Once the Done By pane has been signed the Approved By pane can be signed in the same fashion Once a record has been signed it can be made editable only if the original signer unsigns it if the record s approval has been signed the approval must be unsigned by the person who signed It before the record can be unsigned 1 84 Chapter Seven Service Requests FaciliWorks Desktop User Guide Closing a Service Request by Completing the Work Order Once a work order is created for the service request the work order can be edited and completed To retrieve the work order navigate to Work Orders gt Edit Work Orders Edit Work Orders Information Customize Page Tech View WU View Compact W 0 View Request Asset Entry Asset ID iat i Description Entrance Doors Bldgs 100 101 Task ID Repair J Tas
260. order of the resulting records in the file To include all records leave all fields in the filter blank Export Records Find Records that match these criteria FG Type like Fire Extinguisher Reset Delete CG And O Or Field Condtion Value Sort Fields ot B Cl Ges Cl a Back Hei Click the Reset button to clear the criteria box and create a new query Select a criterion and then click the Delete button to remove the criterion from the query Click Next when you have completed defining the query The selected records are displayed next Export Records Description Asset Type Importance Current Locat Supplier Code Original Cost Status Fire Extinguist Hand Held Fir Fire Extinguist High 150 Building H Graingers Fire Extinguist Hand Held Fir Fire Extinguist High 150 Building H Graingers Fire E stinguisH Hand Held Fir Fire Extinigquist High 150 Building H Graingers TotalRecords 4 Back Finish FaciliWorks Desktop User Guide Chapter Fourteen Utilities 291 Click Finish to complete the export process FaciliWorks notifies you that the records were exported successfully and displays the path to the file that was created meega M Records exported successtully C Program Files KBEF BOSE quip_M aster xlsx SC Equip_Masterxlsx Microsoft Exce Data Review View Acrobat E General L i Conditional Formatting a Insert Ei gt Format as Table g Delete Paste Kai e ZS S
261. ork order FaciliWorks can be configured to send automatic email notifications at each step of the process informing the original requestor and need to know personnel of the progress of the request and the maintenance manager can monitor the status of the requests and work orders from the FaciliWorks Dashboard Total Maintenance Solution TMS The FaciliWorks Total Maintenance Solution includes all the tools you need to automate your maintenance department at a special package price FaciliWorks TMS includes e FaciliWorks Desktop CMMS Software e Maintenance Label Kit ge SafetyPro Maintenance Label Kit Print durable laminated bar coded labels directly from FaciliWorks The small footorint Brother printer comes with cables design software and everything else you ll need to get started TaskPro and SatfetyPro TaskPro is a fully customizable comprehensive database of maintenance procedures covering 250 different topics related to facility and equipment maintenance and easily installs directly into your FaciliWorks database SafetyPro is a database of step by step safety checklists to assist with OSHA compliance It covers 40 different topics including fire protection stairs and stairways hand tools and just about anything else you might need Training Anyone involved in the implementation or daily use of FaciliWorks will benefit from the array of training options we offer web training regional classes and onsite tra
262. orm to Its original size Minimize Se Maximize H Restore mizi Close Drop down List Button DH Drop down list buttons indicate that a field contains a list of available items from which to choose When you click the button the list appears in a scrollable box Click any item in the list to enter it in the field Pop Up Calendar Icon The pop up calendar allows you to enter dates by choosing them from a calendar rather than manually typing them This is very helpful when you are not sure which date format is required When you click a date field the calendar icon appears Click the calendar icon to the right of the date field When the calendar first appears It displays the current month day and year Maintenance Done Date To select a different date click the left or right arrows to navigate to the desired month and year and then click the day of the month The date field will auto fill with the date selected Click the Today button to select the current date To close the calendar click anywhere on the form 38 Chapter Three Program Conventions FaciliWorks Desktop User Guide Record Navigation Bar The Record Navigation Bar is at the bottom left corner of the FaciliWorks application window after you have navigated to one of the submenus It displays the current record and includes buttons to navigate to the first previous next last and new records Record H 4 1 of 3327 ob bbe W Unfiltered Search I
263. ort A Find amp Ets x 30 00 E Cell Styles 7 B Format A Filter Select Clipboard I mt F Alignment Number Styles Cells Editing Asset ID Description Asset Type Importance Current Location Fire Extinguisher 001 Hand Held Fire Extinguisher Fire Extinguisher High 150 Building Maintenance Graingers Fire Extinguisher 002 Hand Held Fire Extinguisher Fire Extinguisher High 150 Building Maintenance Graingers Fire Extinguisher 003 Hand Held Fire Extinguisher Fire Extinguisher High 150 Building Maintenance Graingers Fire Extinguisher 004 Hand Held Fire Extinguisher Fire Extinguisher High 150 Building Maintenance Graingers Ha E H temp_ExportTable 27 A il Importing Records When importing records into the FaciliWorks database it is crucial to follow the same format as the database use the same data types and order of the fields An Excel template is provided to ensure that the proper format is followed to successfully import your records First export the template populate it with your data and import the template back into your database From the Utilities menu click Import Export Records and then select Create Excel Template Only one template can be created at a time however the Excel workbook may have many sheets one for each table This makes it both easy and efficient to populate your tables one at a time or all at once DOD Chapter Fourteen Utilities FaciliWorks Desktop User Guide The Directory field displays t
264. os Number of months of the asset s useful life Rep Cost Replacement cost of the asset In Service Date the asset was put into service 1 22 Chapter Five Data Administration Expire FaciliWorks Desktop User Guide Retire Date Date the asset is to be retired This field auto fills based on the values entered in the Life mos and In Service fields The Agreements pane captures information regarding terms and contract information and other relevant information on any maintenance agreements or other contracts pertaining to the asset Supplier Code Enter the name of the supplier or select a supplier from the drop down list Invoice Enter the invoice number for the service agreement Name Enter the title of the service agreement Account No Enter the account number of the service agreement Description Enter a description of what the service agreement covers Agreement Term Enter the term of the agreement in months or years Contract Type Choose the type of contract trom the drop down list or enter a type Effective Date Enter the date the agreement went into effect Mon Payment Enter the monthly payment amount specified in the agreement Agreement Cost Enter the total cost of the agreement Interest Rate Enter the interest rate specified in the agreement Expiration Date Click the Expire button to automatically compute the expiration date of the agreement based upon the date entered in Effective Date and the
265. ose not to supply the information at this time zeros will be placed in those fields If you have not already entered the date on which the maintenance was performed you will then be asked to fill in the Maint Done Date with today s date Maint Done Date is blank Maint Done Date wll be filled in with today s date Do you wish to continue Maint Done Meter iz blank Nest Due Meter will be filled in with the Current Meter Do pau wish to continue Click Yes or No depending on your preference The record won t be visible by default after completion to view it unfilter the records If security is enabled you will be prompted to go to the Signature tab to sign the record pawos cic Thiz record will not be visible after the completion process Do you wish to proceed aigning the record Back on the Information tab the Completed Notice checkbox is now checked and the Maintenance Done Date is filled in The Progress Name is also updated to indicate that the work order has been completed Completion Progress oo o Eeee Maintenance Done Date 5 15 2013 Progress Name Downtime 2 25 Hours Progress Tel O Emergency Progress set O Unscheduled Progress Change __ i Ef VW Silent Printing Completed Filter Once the work order is complete FaciliWorks automatically creates a notification that a work order is to be created for the next cycle To create the new work orde
266. part number Model No Enter the part s model number 188 Chapter Eight Spare Parts Inventory FaciliWorks Desktop User Guide Supplier Select the supplier from the drop down list Unit of Measure Enter the unit by which you usually purchase the part such as each dozen carton 3 pack 6 pack gallons pound case or gross Cost from Manufacturer Enter the current cost of the part Shelf Life If the part is perishable or will soon be obsolete enter its shelf life Critical Place a check in this box to indicate that this part is critical ABC Stock ABC Stock items fall into the following categories e A Items are expensive to keep on hand but are critical items You would keep a small number of these on hand and closely manage the stock level e B Items are not very expensive to keep on hand but are still required Keep a moderate amount of parts in Stock but would not closely monitor the stock level e C Items are inexpensive parts that may not be critical You would keep a large number of these parts on hand but would not closely monitor the stock level Part User 1 and Part User 2 Use these custom fields to track additional information These fields can be renamed using the Customize button Last Invoice Date Enter the last invoice date Click within the field to activate the calendar icon Click the calendar icon to select a date or click the grey button to the right of this field to automatically i
267. plays options to create scheduled and unscheduled work orders Clicking Inventory allows you to record all parts used in preventative maintenance and to create purchase orders Main Menu Work Orders Service Requests Spare Parts Inventory Personnel Tools FaciliWorks Desktop User Guide Chapter Three Program Conventions 33 Dashboard The FaciliWorks Dashboard is a new feature for Desktop version 8 The Dashboard is an automatic management monitoring system a convenient summary of current maintenance pending purchase orders service requests needing approval and budget summaries simply click a link within the summary boxes of the dashboard to navigate to the point of interest At the bottom of the Dashboard in the center section are seven Dashboard Shortcut icons that help save you time when accessing frequently used options in any of the submenus Rolling the mouse pointer over each icon displays the shortcut option Return to the Dashboard from any location within the software by clicking the Dashboard link at the top of the main menu Dasha Work Order Se Fir Pe 34 rvice Request No service request for approval today No service request due today No service request overdue No asset is due for maintenance today There are 139 assets overdue for maintenance There are 88 assets undergoing maintenance today lancial Status No cost center is over budget this fiscal year No month is over bu
268. r go to Auto Create Scheduled Work Orders or to Manual Create Scheduled Work Orders in the Work Orders menu FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 1 09 Unscheduled Work Orders Unscheduled work orders are created for emergency work or other unscheduled maintenance tasks The most efficient way to create an unscheduled work order is to build a generic repair task and store it in the database This task can be very general using Repair as the Task ID or it can be general to a type of task such as Electrical Repair Lighting Repair Plumbing Repair Wiring Repair etc Each component of the task can be left blank until the repair is required Components can then be specified as the work order is created From the Main Menu navigate to Data Administration gt Tasks To add a new repair task click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form You only need to fill in the Task ID and Task Description to save the repair task in the database Once you have created a generic repair task and stored it in the database it can be attached to any asset requiring an unscheduled repair Task Customize Task Link Task ID Task Type Technician i Task Description Prioriy rechten O TaskUser2 S Y Asset Down Time _ Houss O Shut Down Facilities O Shut Down Asset Comments Field Repair 1 1 O Chapter Four Entering Data for Preventative Maint
269. r Print Print Print Print Work Order Backlog Report Print Print Print Print Work Order Cause Entry Edit Add oe Delete Work Order Compare Print Print Print Print Work Order Cost Analysis Print Print Print Work Order Costs amp Labor Print Print Print Work Order Due Listing Print Print Print Print Work Order History Print Print Print Work Order Labels Print Print Print Print Work Order On Time Analysis Print Print Print Work Order Schedule Print Print Print Print Work Order Status Edit Add Edit Add Read Only Read Only Read Only Delete Print Print Print 21 6 Chapter Nine Personnel FaciliWorks Desktop User Guide Security Users Tab The Users tab is used to create edit and delete FaciliWorks user records You can also assign users to security groups It is important to understand the difference between staff members and users A staff member is an employee whose work progress you track and whose Information is stored The techs completing the work orders would be included in this classification For example the staff member s salary information is used to calculate labor cost for preventative maintenance A user on the other hand may or may not be included in your staff records For example employees outside the facilities maintenance group may be users of the system but will not be tracked as staff members In your database Secunty Name Bear Add Delete Password All Groups Member Of Administrator quest Req
270. r Utility DTU Upgrading to Desktop 8 If you ve upgraded from FaciliWorks version 7 to FaciliWorks version 8 you will need to run the Data Transfer Utility DTU before you begin using the program with your database FaciliWorks Desktop 8 will install on your computer in the following location C ProgramFiles F W80 In this folder you will find two databases e FWSample80 accdb contains sample records e FWData80 accdb blank database 22 Chapter Two Running FaciliWorks FaciliWorks Desktop User Guide FaciliWorks 7 is built on the Access 2003 platform the extension of that database is mdb FaciliWorks 8 is built on the Access 2007 platform the extension of that database is accdb If you do not transfer your database and update it to the new version you will encounter errors that you did not have previously You will transfer your updated FW7 database to the blank database FWData80 accdb To complete the data transfer process make a copy of your database and then follow these steps From the Start menu launch the DTU for FaciliWorks 8 by clicking Start gt All Programs gt FaciliWorks 8 gt Data Transfer Utility Data Transfer Utility Choose Type of data transfer Ron Scrivts Transfer Data C Update Add Reports Update Database C Install Language Pack Cancel Click the Transfer Data radio button and then click Next the following window is now active Data Transfer Utility Source DateBese
271. r Work Order Dale viisicicsscscnisssncsensanreetancenccienieannnascnns nentaamnesessanneanamauensiatatnensteshinanae 302 Leide RE 302 Compact Repair RENE 303 Reset Tools Issue Status ccsccccscssueescccueeeeucueeuaueueeuaucueeuauceeeuauueeeeuaeeeenaeesenacueanaueusanaesusss 303 Chapter Sixteen Data Files and System Maintenance 304 Creating a New Data File cccccsssseeeeeesesssseeeeeeeeeeasseeeeeseeeaaasseeeeeseeeassaeeeeseeeaaasseeesseseageaeees 304 Dare FP ONMANS rasaae aE a EE EE EE EE E E E E EEEE 305 Maintaining Your Hard NOCH 305 Maximizing the Performance of FaciliWorks cccccssssssseceeecesssssseeeeeeseeeassseeeeeseenaasseeeesees 305 FaciliWorks Desktop User Guide Table of Contents 1 3 Chapter One introduction and implementation Planning Welcome to FaciliWorks Welcome to FaciliWorks Desktop CMMS computerized maintenance management software that is an easy to use flexible system for scheduling managing and tracking your maintenance tasks This guide is intended to be used by supervisors and network administrators who will be responsible for leading the implementation of FaciliWorks You ll learn how to set up users security and user defined program settings and perform advanced system maintenance features including backing up and restoring data and importing data from other CMMS systems This guide is also for general users and will present detailed information about entering records into FaciliWork
272. r any additional information such as the current condition of the tool Use the Customize button here to modify the field labels The Next ID button updates and stores the current record and displays a new blank record to enter return information for another tool Click Close to return to the Tools menu When the tool is successfully returned the tool s Current Location reverts to its Storage Location and the Issued checkbox in the tool s Information tab is no longer checked 230 Chapter Ten Tools FaciliWorks Desktop User Guide Edit Tool Issue and Return Records To modify tool issue and return records select Tools from the Main Menu and then click Edit Tool Issue and Return Records This form displays all historical issue and return information for each tool for every issuance and return Edit Tool Issue And Return Records Tool IO II Received Date w Description Received Time Issued Date W Received From Issued Time Cycles Issued To Motes ssuedDet I Asset ID Tie as The fields on this form are similar to the fields described on the Issue Tools and Return Tools forms however this form includes tool description Make any necessary changes to the record and save the changes To view all tool issue usage and return information navigate to the Reports and Graphs menu select Tool Reports then select Tool Issue History FaciliWorks Desktop User Guide Chapter Ten Tools 231 Chapter Eleven FaciliWorks i
273. ral options that will assist you in locating and viewing specified records by arranging data in a specific order Sorting can be performed on a single field or multiple fields Left click the column header drop down list to obtain the sort and filter options The sort options are the same as those on the Shortcut Menu Sort A to Z is an alphabetical sort placing numbers before letters while Sort Z to A is a reverse alphabetical sort placing numbers after letters l En Description Access Control System OSa A SortAtoZ b Air Storage Tank ad Sort ZtoA Anemometer Thermo wd vane prob Wx Clear filter fram Asset ID Automatic Transfer Switch ATS Select All Ee W Blanks EI Access Control System DSX Air Storage Tank Anemometer Thermo wy vane p Aquasaver Automatic Transfer Switch ATS BK MAU 1 F BK MAU 2 Se 4 Ui BK AT 01 1 BK AT 02 Clicking on Text Filters brings up another shortcut menu to specify how to filter the data By selecting one of these options a dialog box opens permitting you to type in your criteria Sort Ato Z Z 9875 1021 Z SotZtoA E K L ar fi It er f rom D EScript on preening Equals Select All Does Not Equal Blanks 1999 Ford F250 FZL area er KAL LL ee DA ee ee When filtering data a subset of the records is displayed while the records that do not match the criteria are temporarily hidden For example to filter all records in which the Description
274. ral tab captures tax information inventory costing method and bar coding selection Settings Customize Fage Employee Tax Rates percentage Number of seconds to pause when calling an Tax Rat Tax Type employee s pager Even numbers only W Goverment Ta Ss Seconds Bar Code ue im Der Code Refresh Interval Task shadowing service Request scheduling Calendar shadow Early Days refresh interval Inventory Costing Method ine Weighted Average O FIFO Create Work Order for Shadowed Tasks GO LIFO Page Employee FaciliWorks works with an AT compatible modem If you have difficulty paging your employees it could be because you don t have a long enough pause between the dialing of the pager number the answering of the pager by the service provider and the automatic sending of the number for the employee to call We suggest that you begin with a six second delay You can later increase or decrease this pause as needed Bar Code Code 39 contains capital letters and numbers Code 128 contains letters numbers control characters and some symbols After you select the bar code format FaciliWorks prompts you to run the Find Uncodeable Records utility FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 259 Task Shadowing Indicate the maximum number of days between completing a shadowing task and completing the shadowed task Inventory Costing Indicate the inventory costing method your accounting department us
275. re and oil pressure Lash Fluid temperature Pol Amps Ambient air temperature and humidity Torque foot pounds Elasticity resilience Depth of tread Dimensional wear Calibration tolerances Durometer MM out of round To enter variable records navigate to Data Administration gt Variable Data and enter information into the fields as instructed below Variable A unique alohanumeric name or code for each variable Description A brief description of what the technician should test Minimum The minimum acceptable measurement for this variable use the field on the left for the numerical value and select the measurement unit from the drop down list on the right Maximum The maximum acceptable measurement for this variable use the field on the left for the numerical value and select the measurement unit from the drop down list on the right Allow the asset to be used if it does not meet the criteria Check this checkbox if the asset can be used even if it does not meet the specified variable requirements If this checkbox is checked the record will appear in the result when using Allow Use If Fail variable report filters Number Format he number of decimal places needed for the precision of the measurement Notes Instructions for measuring or testing the variable including how to check variables that can t be quantified Customize Allows you to change all labels and font weights on this form Update If you change an e
276. reated No emergency work order at the moment Quick Links Top 3 Assets with Most Downtime Compare Downtime Graphs View Dashboard Reports FaciliWorks Desktop User Guide Chapter Three Program Conventions 35 Dashboard Shortcut Icons Located along the bottom of the dashboard are seven shortcut icons er No cost center is over budget No tool is overdue ee Utilities and Data Tools EEN No month is over budget this No tool defined yet fiscal year No tool currently issued Personnel There are 7 total number of active employees Refresh Assume that your day begins by approving service requests and then creating work orders Your shortcut icon display can be modified to accommodate your preferences To customize these icons click Setup from the main menu then click Settings from the submenu then click the Interface tab Clicking the Interface tab displays several sub tabs beneath it Click the Dashboard sub tab This navigation path can be written concisely as Setup gt Settings gt Interface gt Dashboard sub tab Seven Form Shortcut fields with drop down lists are displayed Settings Interface Customize Dashboard Dashboard Shortcut loons Form Shortcut 1 Edit service Requests Form shortcut alendar Form Shortcut 3 EOQ Analysis Form Shortcut 4 Merge Utility Wizard Form Shortcut 5 Records Archive EHI Gol ld ty Ia Form shortcut 6 Edit York Orders Form shortcut
277. record in your database Description Enter a brief description of the asset Status Assign a status to the asset If the Status field is not 1 active the asset will not be included on scheduled preventative maintenance Importance Assign a priority rating to indicate how important the asset is to your operations Asset S N Enter the asset s serial number Model No Enter the asset s model number Supplier Code Use the drop down list to select the supplier of the asset Supplier records become available in this list once they are entered via Data Administration gt Suppliers Manufacturer Enter the name of the asset s manufacturer Asset Type Group assets for reporting or analysis purposes based on type FaciliWorks will create a self building drop down list as you enter new types Asset User 1 amp Asset User 2 Enter any additional information about the asset in these fields Storage Location Note the storage location of the asset FaciliWorks will create a self building drop down list as you enter new Storage locations Current Location Enter the asset s current location An employee name may appear here if the asset is issued Manual Location Enter the location of the asset s user manual FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 97 Assets Task List Tab Notice that the Task List tab contains sub tabs that contain all of the task s components At this po
278. rformed on more than one asset are typically entered into the database under the Tasks submenu prior to attaching them to the assets When you attach a task all of its components are also attached Entering a task in this manner allows you to enter the data once and then use it repeatedly as necessary Once attached task information can be modified specifically for the asset All tasks previously entered will be available for selection in the drop down list of the Task ID field If the task is specific to one asset only task information can be entered into the database here If the task record is only entered here in the Assets gt Task List gt Task sub tab the task will not be available to any other assets Note If you change a task in this form FaciliWorks considers those changes specific to the current asset record only Your changes will not appear in any other asset records linked to that task FaciliWorks Desktop User Guide Chapter Five Data Administration 1 31 Asset ID and Description These fields are auto filled from data on the Information form Task ID Select an existing Task ID from the drop down list or create a new task by entering a unique Task ID Task Description Enter a description of the task This field can only be edited in the Asset Entry and Task Entry modules Otherwise this field is read only Task Type Enter a new type or select an existing type from the drop down list Technician Select a technician from
279. ring scheme different from the default scheme can be selected You may use the suggested New Asset ID or enter a new one These numbering schemes are set up within the Setup gt Settings gt Auto Numbering tab Asset iD Mumberin Farm Test UU Last Number Issued Numbering Schemes Record M 4 1of3 M HE SK No Filter Search EJ Enable Automatic Asset Numbering If there is no numbering scheme set up then the New Asset ID text box will be blank allowing you to manually enter the new value Once you ve typed the New Asset ID click Clone to clone the asset To clone the same asset record again enter another New Asset ID and click Clone again source Assetid 001 Truck Mew AssetID 0001 Clone Close Click Close when you re finished The last cloned record will be displayed in the Asset gt Information tab FaciliWorks Desktop User Guide Chapter Five Data Administration 1 1 7 Attach Tasks Button The Attach Tasks button on the Assets gt Information tab lets you to attach a task to all assets of the same asset type The task will not be attached to the current asset record if the Type field is blank you will be prompted to enter an Asset Type for a blank Type field When you click the Attach Tasks button for the current asset the Attach Tasks to Multiple Assets window is displayed This window displays the Asset Type of the current record Select a Task ID from the drop down list and then click the Att
280. rk order cost analysis report plus it includes work order costs from all attached components Work Order Cost by Cause Lists each work order and sorts in ascending order by cause Work Order Costs and Labor Summarizes each task including the costs for contracts labor and parts category totals and a grand total The filter permits you to isolate maintenance costs by asset task location or technician You can filter for one task and compare the cost of the same task for different assets or for different technicians You can also isolate emergency work orders for comparison with scheduled and unscheduled work orders Work Order Costs and Labor with Component This report includes work order costs and labor from all attached components Work Order Created to Closed Permits the maintenance supervisor to monitor overall response time for maintenance personnel including work order performance time This report tracks the time between work order creation and work order completion Work Order Created to Started This report will permit the maintenance supervisor to monitor initial response time for maintenance personnel This report tracks the length of time between when a work order is created and when work begins on the work order Note maintenance personnel should select the Work Order Started Progress Name when work begins on a Work Order for more accurate accounting Work Order History The Work Order History filter and report are similar to th
281. rk performed everything in your business that you need to test replace or service at regular intervals based on either elapsed time or actual usage It might include vehicles machinery individual components fixtures and buildings Enter asset information define maintenance tasks attach appropriate maintenance procedures record financial information document events that arise specify operating costs for mobile assets identify authorized persons for asset usage and arrange components of assets in a tree structure 1 1 2 Chapter Five Data Administration FaciliWorks Desktop User Guide Assets Information Tab When you navigate to Data Administration gt Assets the Information tab is displayed To add a new asset click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form Use your mouse or Tab key to move among fields The Information tab describes the asset Each asset is recognized by a unique identifier Asset ID which is primary key A primary key field is used to establish appropriate relationships between the data tables and is a required field There are certain restrictions when entering data into the primary key fields e D fields must not be blank e Enter a unique value for each record ID values must not be duplicated in another record See Automatic Numbering for more information e D fields can contain letters numbers and dashes e Avoid using or any ot
282. rmation activity and all assets and parts they supply Tool Reports Tool Barcode 1 2 Inch 1 Inch 1 Inch Use these reports to print barcode labels for tools Select from label widths of 1 2 1 or 1 FaciliWorks determines label length by the length of the bar code it prints each label on the shortest length possible Printing barcodes requires the Maintenance Label Kit Tool Issue History This report shows tool issue and return information The filter is designed so that you can prepare a report that displays the usage for one or all tools issued or returned on a particular day This report also shows the number of cycles used per issuance and the tool s current location Tool Listing Sorted by tool ID this report gives detailed information about every tool Tool Listing by Asset ID If you leave the tool ID field blank in the report filter the report will list each asset with all its associated tasks and tools If you filter for a specific tool this report will only list assets that require that tool Tool Listing by Tool Sorted by tool ID this report lists each tool and its associated assets and tasks Variable Reports Out of Limit Variables Lists variables that users have tested and marked as beyond minimum or maximum values This report can be filtered by work order completed or created date asset or task ID variable and units Variable History Report Each page of this report details the history of a vari
283. rs Automatic Numbering Please see Chapter Thirteen Setup gt Settings gt Auto Numbering tab FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 71 Procedures To get started focus on the fields described below For more information please see Procedure Entry in Chapter Five Procedures Text Tab In the Procedures window you can create a process to follow for completing a task From the Main Menu select Data Administration and then click Procedures Main Menu gt Data Administration gt Procedures To add a new procedure click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form Each procedure must have a unique Procedure Name Procedures Text Customize Procedure Name Air Compressors B Week PM Procedure b AIR COMPRESSORS 6 WEEK PM 1 Using Auto Sentry Controller Display observe and record the following in the Vanables Section of PH m1 Hour Meter Reading Operating Temperature Pressure Aur Oil Separator differential Pressure 2 Hote any advisones and take appropriate steps defined below or schedule follow up maintenance Aur D Advisory Change separator refer to Manual 13 5 663 page 56 steps 1 9 Air Filter Advisory Change air filter as part of step 7 below refer to Manual page 59 steps 1 2 Dil Filter Advisory Change oil filter refer to Manual page 50 steps 1 6 High Temperature Adviso
284. rs required to perform the task The estimated cost Est Cost field will auto fill with the product of the estimated hours and the employee s rate specified on the Staff Entry gt Information tab Customize TaskID F 1021 Gil Change Task Type Oil amp Lube Job e Task Description sd Employee ID Name Craft Code Est Hours Est Cost Flo Mech we 5 75 PO el WEE WE P Record M bob OBE WK No Filter 90 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Tasks Parts Tab On the Parts tab specify which parts will be needed to complete the task Use the drop down list to select parts that were entered into inventory via Part Entry Customize Task ID F 10217 Oil Chance Task Type OU amp Lube Job e Task Description o Y Part Mo Description Model No Est No Lost LASS SN M tt e O 7 a eee eee eee Record H hai NS WK No Filter You can also type in part numbers that are not in your database Enter the new part s Part No and the following window will open To add the part click Yes The Part Entry form will open in a separate window enter the new part s information save the changes and close the Part Entry form FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 91 Back in the Tasks gt Parts tab which is still open the new part and its associated information populate the row of fields
285. rs by Supplier Compare the costs of received and backordered parts for a particular period of time You can compare parts purchased during the current and previous months or during the same month one year ago You can choose to see only received parts parts you haven t received or both FaciliWorks creates a separate graph for each supplier Purchase Orders by Part Shows information about a particular part that is supplied by more than one supplier You can compare current and previous costs for the same part for different time periods to determine cyclical requirements increased usage or increased cost Frequent use of this graph can alert you to excessive backorders that can affect your business Each part has its own graph showing the amount spent on each part during the time indicated You can filter the data by Ordered By or Approved By criteria by supplier code or by parts received Variable Graphs Variable History by Task Shows the history of a selected variable a separate graph is generated for each asset and each task You can then see asset trends and predict when readings will be out of tolerance Variable History by Variable Use this graph to track the history of a selected variable as it applies to all assets and tasks You can see trends and overall reliability and decide if changes need to be made to improve reliability 252 Chapter Eleven Reports amp Graphs FaciliWorks Desktop User Guide Chapter Twelve Dashboard Analytics
286. ry Machine will automatically shutdown 71 il n we ne Ge fees Oe E E Sn ee Se BE we wn ns e Wb DN sn cl Me Bi d 72 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide You can enter the procedure text in one of three ways type the procedure directly into the text box provided cut and paste from an existing procedure text file or use the editor for more formatting options To use the editor click the Open Editor button on the Text tab You can type the procedure directly into the editor or cut and paste from an existing text Tile File Edit View Insert Format Tools Help Cor S tajlo IP MS Sans Serif 4 y BruUA WE EENEG EE GESCHEET GENEE EE ENEE EE AIR COMPRESSORS 6 WEEK PM Using Auto Sentry Controller Display observe and record the following in the Yariables Section of PM Hour Meter Reading Operating Temperature Pressure Am Dud Separator differential Pressure Note any advisones and take appropriate steps defined below or schedule follow up maintenance Au Did Advisory Change separator refer to Manual 13 9 663 page 56 steps 1 9 Au Filter Advisory Change au filter as part of step below refer to Manual page 59 steps 1 2 Dil Filter Advisory Change oil filter refer to Manual page 50 steps 1 6 High Temperature Advisory Machine will automatically shutdown Check and record in anables Section motor amperage for all three phases AH and C Check Pressure H
287. s For example you may need the system to e Maintain an inventory of all assets tools and parts e Remind you when PM tasks are due e Maintain a complete history of all asset and repair records e Maintain a history of tool usage e Maintain a database of your maintenance procedures e Maintain a database of your asset Suppliers and service providers Define a Time Line Divide your list of needs into short term and long term needs goals Next decide on a time frame for your short term goals and begin working toward them This will help you make FaciliWorks useful in the shortest possible time Short term Needs short term needs might include e Entering records for only active assets items that are currently used or may be used in the near future e Entering only the most recent history of maintenance records e Setting up an internal asset identification numbering scheme if you don t currently use one Before you begin entering your asset records you should organize your data and formulate a plan for consistent data entry You may wish to categorize assets by type so that you can later quickly generate reports by type You can also generate reports by asset description So you may want to enter some common information for each kind of asset Or you may find it useful to devise an asset identification scheme that includes the type of asset For example an Asset ID that begins with a V indicates that the asset is a vehicl
288. s a date of one week from the current date unless the request is an emergency Date Assigned This field displays the date on which the task was assigned Completion and Actual Hours When the technician completes the work and the work order data is entered the completion date and actual hours spent automatically appear in these fields Estimated Hours Enter the estimated hours for the task This field is editable Emergency Check this box to indicate that this request is for emergency maintenance FaciliWorks Desktop User Guide Chapter Seven Service Requests 1 81 Edit Service Requests Notification Tab This form allows you to create print or email correspondence related to service requests including acknowledgments late notifications and completion notices If you send letters from this form FaciliWorks automatically puts the current date in the appropriate Letter Dates fields All fields are editable To preview each letter click the appropriate View Letters button These letters are pre formatted and can be modified from within the Setup menu see Service Request Letter Entry Edit Service Requests Notification Time Until Automatic Refresh Minutes GC Requesto DRRES Requested By No User Hemes Lei Required Letters Acknowledge e Letter Dates view Letters Acknowledged 6 15 2013 Late Notification Completed Notice O The Request No and Requested By fields are automatically populated Use the Required Let
289. s and using the various reports and graphs For basic instructions and time saving tips that will help you use FaciliWorks more efficiently please see Program Conventions A Note about the Software amp Technical Support FaciliWorks is simply a tool used to store data calculate results and generate printed reports and graphs The software cannot determine the suitability of the system for your use Determining this is the responsibility of the user alone The technical support available for FaciliWorks Is strictly limited to the operation of the software Itself If you have questions regarding maintenance frequency procedures tools etc please seek the advice of your asset manufacturer or other qualified professionals 14 Chapter One Introduction and Implementation Planning FaciliWorks Desktop User Guide Validating the Software This software has been tested validated and deemed suitable for release Calculation validations were conducted using test data with known results However these validation tests do not preclude your conducting your own validation tests using data with known results i e results that you calculated manually or proven published values It is important to remember that when comparing the software results to your manually calculated results you may find that differences exist due to rounding errors FaciliWorks uses up to 15 significant digits of precision in all intermediate calculations to give the most prec
290. s less than the meter value at which maintenance is due FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 261 Other Options Show Tool Tips when opening program Check this box if you want to see a different usage tip each time you launch FaciliWorks This is a convenient way to learn more about the software Checking this checkbox is equivalent to going to the Ribbon gt Help tab gt Tip of the Day and checking the Show this form the next time the application is opened checkbox Field Overwrite Warning If this box is checked and a user tries to modify an existing key field such as Asset ID or Task ID a dialog box will warn the user that they are about to change a key field Caption that will be displayed on top of Service Request Form Type in the caption to be displayed on the Create Service Request form Max Records Visible in the Reports Advanced Filter Value Drop down When using the advanced filter on reports display this quantity of records in the Value drop down list Sync Users with Staff and Auto fill User Staff List When creating Users in the Security form under the Personnel menu automatically synchronize the User with a staff record if a staff record for that user is present in the database Settings Security Tab Set security and audit trail options in the Security form Settings Security Audit Trail Enable Security Advanced Audit Log Enable Audit Trail Enable security Messages O Remov
291. s means that every 5 days the task will be due 1 32 Chapter Five Data Administration FaciliWorks Desktop User Guide Task List Schedule Sub tab Use the Schedule sub tab to create scheduled preventative maintenance on your assets After you initiate the schedule here FaciliWorks will take over with a continuing maintenance schedule You can schedule asset maintenance based on meter readings and or based on calendar date Task List Customize Asset 001 Truck Description 2012 Ford F250 Schedule Customize AssetilD 001 Truck Description 2012 Ford F250 Task ID F 10271 Oil Change Task Description c CSCoC O O O Meterbased Schedule CO Fixed Rollover Meter Reading gd Floating Total Time On CurrentMeter Calculate Next Meter At Last Maintenance led Meter Due Current Meier TT Next Meter Due Date based Schedule Months e Fixed Last Maintenance Date ADR GI Floating Next Date Due a Tfelll 3 Calculate Next FirstMo OfSeason sw belle Lille Last Mo Of Season sd FaciliWorks Desktop User Guide Chapter Five Data Administration 133 Meter based Schedule To set up the Meter based Schedule enter the number of units in the left hand Meter based Schedule field and then use the drop down list in the right hand field to select the unit type Unit types include minutes hours days cycles miles and kilometers Rollover Meter Reading The point at which the asset s meter r
292. s of the service request By default FaciliWorks automatically updates the status of service requests when they are created approved or closed or when their associated work order is created started or completed This field can be edited using the drop down menu Progress Text Enter comments about the status of the service request e g Part Number X 0011 on backorder Progress Set FaciliWorks automatically enters the date of the last change in the progress of this service request This field can be edited Progress Change Enter the date you expect the progress of this service request to change next i e if you are waiting for a part enter the date on which you expect to receive the part 1 78 Chapter Seven Service Requests FaciliWorks Desktop User Guide Create Work Order Using This Record button Before you can create a work order for this service request you must first fill in the information on the Assignment tab see the next section If the information is missing the following message will display Asset ID and Task ID must be filled in to create a Work Order Click OK to close the message Open the Assignment tab to complete the information see the next section for detailed information When finished return to the Information tab to create the work order You will receive the following acknowledgement that a work order has been created FaciliWorks 8 Desktop Di Work Order OOO0000785 has been created Ca
293. s overdue a ie Utilities and Data Tools Deenen No month is over budget this No tool defined yet fiscal year No tool currently issued Personnel There are 7 total number of active employees Refresh To customize the shortcut icons navigate to the Setup gt Settings gt Interface gt Dashboard sub tab Seven Form Shortcut fields with drop down lists are displayed Settings Interface Customize Dashboard Dashboard Shortcut loons Form Shortcut 1 Edit Service Requests Form Shortcut 2 Form Shortcut 3 UO Analysis Form shortcut 4 Merge Utility Wizard Form Shortcut 5 Records Archive Form Shortcut 6 Ed Wort Orders Form shortcut 7 ervice Request Letter Entry AT id ol ol Io Use the drop down list in the Form Shortcut 1 field to select Edit Service Requests A warning message appears meega e You are about to update 1 row s A Once you dick Yes you can t use the Undo command to reverse the changes Are you sure you want to update these records 272 Chapter Thirteen Program Setup FaciliWorks Desktop User Guide Click Yes Use the drop down list in the Form Shortcut 2 field to select Edit Work Orders The above warning message appears again click Yes Close the Settings window to return to the main menu by doing one of the following e Click the Close button in the File menu OR e Click the smaller of the two Xs in the upper right corner of the window oO S
294. s this feature select Budget Allocation from the Dashboard Analytics menu Budget Allocation Customize Print Cost Center Year 2012 Budget Actual Variance Variance 3 January sooo 0 00 JL_s50 00 L_ February ____ 800 00 _ oul seam March 1 000 00 L__ 702 95 L__ 297 05 JL April May 1 mum mm eunmt June Jk mum sam saml August sooo s son seso September 1 50 00 JI sooo went October 1 ul saol eum November 1 weumnl am saml December wull am aeumlt Total 2 350 00 7 052 55 5 502 55 234 15 Set up a separate budget for each of your cost centers Then to compare costs select or enter the cost center and year for which you wish to see data After you edit the estimated costs for a cost center use the Refresh button to recalculate the difference between estimated and actual costs Whenever the actual cost exceeds the estimated cost the program will flag the month as Over Budget FaciliWorks Desktop User Guide Chapter Twelve Dashboard Analytics 255 Budget Allocation with Components This form is like the Budget Allocation form except that attached components are also included in the budget computation even if the related components are not members of the current cost center Budget Allocation With Components Customize Print View Refresh Cost Center Year 2012 Budget Actual Varance Varlance 4 January 50 00 90 00 JL_ 850 00 J February 800 00 1 am emm March L 1 0
295. s tool unless instructed to do so by Technical Support FaciliWorks Desktop User Guide Chapter Fifteen Data It S303 Chapter Sixteen Data Files and system Maintenance Creating a New Data File FaciliWorks includes an empty database identical in structure to the sample database to allow you to use multiple asset databases You can copy the empty FaciliWorks database file and give it a different name The settings and users that you entered for your current database will be copied to your new database Before you create a new data file you may want to create a new directory in which to store your new database file Use Windows Explorer to create the new directory You can name your directory to identify which database file it contains such as PLANTS STAMPING REFRIG or by the name of a customer or an asset supplier For example your directory name could be a plant location Your database file paths would look like this C PROGRAM FILES FW80 CHICAGO FWDATA80 ACCDB C PROGRAM FILES FW80 MIAMI FWDATA80 ACCDB C PROGRAM FILES FW80 SEATTLE FWDATA80 ACCDB After you have created your new database open FaciliWorks stay in the Main Menu then select File gt Open Database Use the Browse button to navigate to your new directory which contains the second database file and then click Open In the Open Database window click Test the connection is successful Click OK to close the message and back in the Open Database window click OK
296. s your display to show all records Undo Remove any modifications to a selected field If a record is not selected all modifications made to the current record are removed Form View amp Datasheet View Switch between Form View and Datasheet View Copy Copy selected contents to the clipboard Cut Delete the selected text and place it on the clipboard Paste Paste the contents of the clipboard into the specified location 54 Chapter Three Program Conventions FaciliWorks Desktop User Guide EIENAAR AN Datasheet View also called Table View displays the records in a table similarly to a spreadsheet Therefore it can be a more efficient interface for adding or modifying records Each row represents a record each column represents a field The column headers are the field names of the data stored in the database To switch from Form View default click the View tab on the ribbon and then click Datasheet View Assets FaciliWorks 8 Desktop View Format Records Bookmarks Help ee _Model No a Access Control System Da Badge ID and Access Clearance Active High E mees ci een ee ES EE H m m m a m m m EK AT 03 02 Carrier Rooftop HAC Unit 8 5 Ton 4411G30205 Installed 12 11 11 48TCODOSA2A6 L BE BK RAT 04 Carrier Rooftop HAC Unit 10 Ton 14986 30803 48T JDO14 631 a4 Record 4 fi of 194 bl RE WK No Filter 4 cues Enter a unique ID number for the Asset such as 00 i Num Lock
297. sasiesntevsensnsindieninnaesinnsessinsineesvinasensanndesineawecdadwesventauerinerdessansiadenenns 128 A le IMINO NTRS ln EN 195 Attachments Procedure cccscccsssseceesseeeeeeseeseesseeseeuseenseuseeneeaseeeeauseeeeasseeseasaeessagaeess 154 Cie EC 118 PCIE Ee EA E E A E E TE O E E 264 E E E E E E A S E E a 264 Authorized Persons csccccccsessccceeeecssceeeeeesseueeeeeuusueeeeeuuseeeeeeausueeeeeeusuaeeneeuseeeenneaseeeenseaas 126 Aulomalle Ee dl E 288 Automatic Numbering ccccccsessseeeeeeessssseeeeeeeeeeeasseeeeesseeaaasseeesseeeaassseeeseeeagasseeeeesseagans 267 Automatic Tel CHE 289 Backup Database Automatic sscasistinceussntisiavacsatsksssssavimouesanvenanueusyersavsandecanebonianeerboniaanns 288 Backup Database Manual ccccccssseeeeceessseeeseeaaseeeeeeeasseesseeasseeseeeasseessenagseeessnagaegs 285 Bat Code Ee CN 281 Bar code TPES oe at ocaeasaascnncnn cuss E E 259 FaciliWorks Desktop User Guide Chapter Sixteen 306 Sief Ter EE 255 Budget Allocation with Components ccccccsssssssereessssssssseeeeseeeeasseeeeesseeasseeeeesseeeaaeeeees 256 ECHT 172 Calendar Color Coding E 269 Calendar A1 172 CANINE NG E 229 Calendar Refresh Interval cccccccssssscceecsssssseeeeeeeseassseeeeeeeeeeasseeeeeseeeeagseeeeessenaassseeessens 260 ECHT dl 268 ECHTEN 214 Change EEN 217 Changing the Quantity in Stock ZE 190 PIG CRIS gl ENI since ve cencaitine st enr E EEE EE EEEE 147 Clone ASSE enotita E aaa aia 11
298. se Status ID 1 for Active assets The 1 tells FaciliWorks that the asset is currently in use This means that only assets marked as Status 1 will appear on lists of assets due for maintenance and on automatic work orders Therefore do not modity Status ID 1 Active 278 Chapter Thirteen Program Setup FaciliWorks Desktop User Guide Report Manager FaciliWorks Desktop offers the ability to delete reports import reports from other compatible databases or export reports If you need a custom report please contact us at 1 800 776 3090 to speak with one of our Client Solutions Managers Delete Report Tab To delete a report from your database navigate to the Setup gt Report Manager gt Delete Report tab Report Manager Delete Report Delete Asset Analysis by Contract Cost With Component Asset Analysis by Contract Costs Asset Analysis by Downtime Hours Asset Analysis by Labor Cost With Component Asset Analysis by Labor Costs Asset Analysis by Labor Hours Asset Analysis by Labor Hours With Component Asset Analysis by Part Cost With Component Asset Analysis by Part Costs Asset Analysis by Total Cost With Component Asset Analysis by Total Costs Asset Analysis by Work Order With Component Asset Analysis by Work Orders Asset Barcode Label 1 1 2 Inch Asset Barcode Label 1 Inch Asset Barcode Label 1 2 Inch Asset Detail Report Asset Listing Asset Listing by Asset Type Asset Listing by Current Location Asset Listing by C
299. se this part FaciliWorks Desktop User Guide Chapter Eight Spare Parts Inventory 1 89 Changing the Quantity in Stock lf the Quantity in Stock must be changed double click the field or click the magnifying glass to the right of the field The Calculate Part Quantity window will appear In the designated fields enter the number of parts to add or subtract and then tab to the next field FaciliWorks will calculate the new total and display it in the Final Stock Level field To accept this new amount click the Close button or click the Cancel button to revoke the action ernas E Current Stack Quantity Add This Amount subtract This Amount Final Stock Level Close Cancel When you click Close the message below will appear detailing the part number current amount in stock and the new amount in stock amryson E The Quantity in Stock for 24242 will be changed The Quantity in Stock will be changed from 20 to 21 Do you wish to continue If you click No the Quantity in Stock will remain at the current level and the Calculate Part Quantity window will remain open until you close tt If you click Yes to accept the new amount in the window above FaciliWorks will update the Quantity in Stock field If the part is Stored in multiple warehouses the following prompt appears This part is stored in multiple warehouses Do you wish to select the warehouse this part came from If you select Ho the part quantity will be chan
300. set usage or meter readings enter the number of units on the left and then select the type of units from the drop down list on the right Available units include minutes hours days cycles miles and kilometers Rollover Meter Reading Enter the meter value when you replaced the meter or when it rolls back to zero Total Time and On Current Meter columns Enter the total meter value for Meter at Last Maintenance Current Meter and Next Meter Due in the Total Time column FaciliWorks will enter values in the On Current Meter column based on the value entered in Rollover Meter Reading 1 04 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Meter at Last Maintenance In this field enter the meter value for the asset at the time when you last performed this task FaciliWorks will fill in the updated value for this field when a work order for the task is completed Current Meter Enter the current meter value for the asset If you complete any work order for this asset that has a higher meter reading then the current meter reading will be updated Next Meter Due Click the Calculate Next Meter Due button on the right of these entries and FaciliWorks will automatically calculate the meter value at which this task should be performed next You can override the calculated Next Meter Due value by typing information into this field This field will be recalculated when you complete the work order for this asset task
301. shadowing task includes all the work of the shadowed task In the example below the OO1 Truck asset has two separate tasks attached to it a semi annual inspection and an oil change The semi annual inspection includes an oil change as part of the Inspection so the semi annual inspection is the shadowing task and the oil change is the shadowed task When the shadowing task is completed it automatically updates the date cone meter done date due and meter due of the shadowed task If the regular oil change fell on the same date as the semi annual inspection there is no need to perform both tasks as the semi annual inspection includes an oil change Identifying shadowed tasks allows FaciliWorks to confirm each task as complete even though only the shadowing task was performed This saves time in creating work orders as only one is needed Assets Task List Customize Asset 001 Truck Description 2012 Ford F250 Shadowed Tasks Customize Asset 001 Truck Description 2012 Ford F250 Task ID F 11021 Semi ann insp Task Description O Task Tree View Task ID Task Type ge F 10271 Sermi ann inep Sem anr inspectior settee F 1021 Brakeinsp Brake Inspection be Fe O21 Oil Change Oil amp Lube Job A en E D shadowing can only be applied to the same asset Therefore a task for Asset OO1 cannot shadow or be shadowed by tasks for Asset O02 A complete list of Task IDs and Task Types for the asset will be displaye
302. so print a list of your spare or backup assets If you leave the status field blank the list will include equipment of any status Asset Usage History A listing of when where and for what purpose you ve used assets during a specific time frame You can filter for assets issued to one or more departments for one or more purchase orders or for one or more part numbers This report helps you provide documentation for billing and cost accounting and it can be a valuable tool for long term asset purchase and replacement planning Component Listing Report by Child A listing of each asset sorted by child asset ID detailing child components of each asset Component Listing Report by Parent A listing of each asset sorted by parent asset ID detailing child components of each asset FaciliWorks Desktop User Guide Chapter Eleven Reports amp Graphs 239 Asset Cost Reports Asset Analysis by Contract Cost with Component An analysis of scheduled and unscheduled maintenance costs for an asset It includes the cost of child assets as part of the cost of the parent asset hence the term with component This report is sorted by the cost of contract Items for the maintenance Asset Analysis by Contract Costs An analysis of scheduled and unscheduled maintenance costs for an asset It is sorted by the cost of contract items for the maintenance Asset Analysis by Downtime Hours An analysis of scheduled and unscheduled maintenance costs for an asset
303. sociated with the Task sub tab and select another Task ID from the drop down list Now that the task is associated with the asset go through each sub tab to modify component information to be specific to the asset 98 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Task List Labor Sub tab In the Asset gt Task List gt Labor sub tab you can assign additional active employees to a task or delete employees that have already been assigned The Craft Code and the Estimated Hours can be modified here Assets Task List Customize AssetlD 001 Truck Description 2012 Ford F250 Customize Asset ID 001 Truck Est Hours Est Cost To delete a labor record place the cursor in the Employee ID field of the record to be deleted On the ribbon click Records and then click the drop down menu on the Delete button Select Delete Record FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 99 Task List Parts Sub tab In the Assets gt Task List gt Parts sub tab you can add parts from the database using the drop down list in the Part No field FaciliWorks will auto fill Description and Model No if the information was previously entered in Part Entry These fields are grayed out as they are not editable here When you type in Est No of hours for the task the Cost field is auto filled with the product of employee s rate which was entered in
304. st click the pencil button to the right of the drop down button State d The States Entry form will appear H States Entry State Code State Mame Alaska o Alabama Bi SE H I LD California oO e ol a 5 d o lorida DE H O d d H i d Connecticut d d fl i S LJ D d Ee ecord H 1 of 51 k Mk Modify an item by overwriting the current field contents or create a new record by clicking the New Blank Record button on the Record Navigation Bar Phone and Fax The supplier s telephone and fax numbers Email Web Site The supplier s email address and web site Enabled Check this box to indicate that this supplier is currently active Only enabled suppliers appear on lists of available suppliers Supplier User 1 and Supplier User 2 Use these fields to store additional information about each supplier not on the form that you consider useful Last Review The date of the last review for this supplier Last Rating The date of the last rating of this supplier Last Received he date of the last shipment you received from this supplier Last Reject The date of the last time you rejected parts from this supplier Suppliers Asset Parts Tools and Purchase Orders Tabs These tabs will auto fill as those components are entered into the database 76 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide To get started focus on the fie
305. stomize View Print Change File Path Procedure Name Air Compressors b Week PM File File Description Attach ta WO Delete P CAUlsers haredDrkveh 2 213 note Microsoft Word Document a n ee a w i Record H 4 lofi MBE ga No Filter Search To attach a file click the browse button Navigate to the location of the file and select it FaciliWorks will add the file path and file description There is no limit to the number of files you can attach to a procedure Click the Attach to WO checkbox to allow your attachments to be printed along with your work orders To view or print attached files click the View Print button To close the procedure window click the File tab on the ribbon at the top of the form and then click the Close button 14 Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide Suppliers Supplier Info Tab Before you add data to assets parts tools or services any vendor supplier data must be entered Navigate to the Data Administration gt Suppliers gt Supplier Info tab To get started focus on the fields on the Supplier Info tab described below For more information please see Supplier Entry in Chapter Five Suppliers Supplier Info Customize Supplier Code Supplier Name Type Prone Contact Person Fax Salutation ooo E Email ooo E Address 1 WebSite deC OO O O O O O e City Supplier User2 State LastReview Zip Code LastReating _ County LastR
306. strategy Asset Records FaciliWorks allows an asset record to represent any item of value to your business such as a vehicle facility building pump or piece of equipment A pump and all of its components could be included in a single asset record or the pump itself motor starter etc could each have its own asset record To determine which approach is best for your company consider the following Does each component need a separate history Does each component need a separate part list Are the components critical or expensive If so you ll want to enter the pump and its components as separate asset records If you re going to manually enter your asset records you should examine the order in which you process them By using FaciliWorks Clone function you can save considerable time and avoid mistakes FaciliWorks Desktop User Guide Chapter One Introduction and Implementation Planning 1 7 In a typical manufacturing environment though many assets are used there may only be a few different types of assets The only differences between similar assets will be each one s ID number serial number and location They might also share the Same maintenance tasks and procedures If this is the case for your company you can set up a boilerplate record of each asset type and then clone the boilerplate record when you add a new asset of the same type If you are responsible for centrally managing the records of several facilities whi
307. supervising the work and Total Cost applied are reported here Staff Entry Work Orders Customize Employee ID 00221159 Name Patrick Kline Date Done Work Order Mo Task ID Technician Total Cost ffelf2012 0000003731 Compressor 6 week PM 00221159 0 00 Complete Procedure and return to Facilities Mgr 2172012 0000003725 Compressor 6 week PM 00221159 0 00 Complete Procedure and return to Facilities Mar 22172012 0000003730 Compressor 6 week PM 00221159 0 00 Complete Procedure and return to Facilities Mgr 17272012 0000003699 oprinkler Water FLow Te 002468 0 00 Complete Procedure and return to Facilities Mgr 12728 2011 0000003653 Compressor 6 week PM 00221159 0 00 Complete Procedure and return to Facilities Mgr Record H 4 D of ISL F H Search Y WK No Filter The Issued Tools tab displays all tools that were issued to the employee to complete a task To see if this tool was returned to the tool crib please see Tool Entry Staff Entry Issued Toals Customize Employee ID LUER Mame Patrick Kline Issued Date Blowtorch 5 14 2013 Tool lo Record H Hr YK No Filter FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 81 Tools If you keep track of tools you can enter and edit tool records including each tool s usage history Navigate to Tools gt Tool Entry Tool Entry Information Tab To add a new tool record click the
308. t date To change the default date type the new date in the Ending Due Date field FaciliWorks Desktop User Guide Chapter Six Work Orders 1 61 Auto Create Scheduled Work Orders Customize Create Save Filter Clear Filter Close EndingDueDate MEAE Meter Time Remaining The work order can also be created for tasks due based on a meter reading default is 100 To change the default reading type the amount of Meter Time Remaining If you want to save the new values as the default values for the filter click Save Filter Click Clear Filter to remove the filter values click Close to return to the Main Menu To create the work orders based on the filter criteria click the Create button FaciliWorks creates the work orders and asks If you want to print them immediately or view them first Print Work Orders Do pou wish to print the created work Orders IF You select No the Work Orders will be viewed on screen Page to 4 F 1021 Oi Change Your Company Name Division Name Work Order Work Order Number 0000000780 Priority High Asset ID 001 Truck TaskID F 1021 Oi Change Description 2012 Ford F250 Task Type Oil amp Lube Job geng MeterMaint Freq 2000 Miles Importance High Fixed Meter Sched No Asset SIN TFT CRIOASJUA25674 Rollover Point 100000 Manual Location Glove Compartment Total Time Current Read Current Location Garage Last Maint Meter 9320 0650 storgeLocsion Gorge WaieeDoretletr 1 Task User Maint DueMeter 1232
309. t Down Time D 25 Hours O Shut Down Facilities Shut Down Asset Comments 144 Chapter Five Data Administration FaciliWorks Desktop User Guide Customize Button The Customize button allows you to modify the form labels and font weight of the labels The Set Weight button will set all fonts to bold Return all labels to the original settings clicking the Default button The Cancel button will close the window with no further action while the Close button saves any modifications before closing the window 85 Set Label Text Label Text Font V eight Hyperlink teur Time FissetDawn Time Normal op ___ dest _ pecia ea J Normal Oe det _ one Gene Jonom open det _ omen Commens Jeun op 9 Rest _ ES Come Je ung op ELL Bes ale Schedule Type DaleSchedle Type Nomai open 9 det SetWeight Default Cancel Close Recordi 4 lt 2ofS1_ gt w Clone Button Within the Task tab click the Clone button to create a new task record based on the current record In the Clone Task window type a New Task ID then click Clone to create the task When the task is successfully cloned all task components are copied to the new task Click OK on the acknowledgement window and then click Close on the Clone Task window or enter another New Task ID to create a second clone Click Close to exit this window without cloning the task record source Task ID F 10271 Oil Change NewTaskID oo Clone Close Custo
310. t Queue The Report Queue allows the user to store and retrieve the most frequently used criteria Once a filter criterion has been set up you can simply add this to the queue by clicking Save Search The following window opens Enter Filter Name OK Cancel F 250 Flee Type a name for your search and click OK To open that search at a later date click Open Search in the Report Filter The following window opens listing all previously Saved searches D oora peony m San Diego Facility Assets Delete Select Cancel Click the report name to select it and click the Select button or double click the report name and the saved search will open in the Report Filter window It can then be modified if necessary or viewed and printed Automatic Task Due Listing Report The Task Due Listing Report gives you an overview of all work that is due based on date FaciliWorks will generate an automatic report each time you launch the software Follow these steps to automatically generate a Task Due Listing Report You must have administrative permission to access the Setup menu 1 Navigate to the Setup gt Settings gt Options tab From this form you can enable this feature and enter settings 2 Check the Enable Auto Task Due Listing Report checkbox FaciliWorks Desktop User Guide Chapter Eleven Reports amp Graphs 237 3 Enter the Number of Days To Look Ahead for work due and the Amount of Meter Time Left 4 Close
311. t be edited by anyone A signed record can only be made editable if the original signer unsigns it if the record s approval has been signed the approval must be unsigned by the person who signed it before the record can be unsigned Note You can require users to enter their user IDs and passwords whenever they click the Sign or Unsign buttons by checking the checkbox labeled Electronic Signature Login in Setup gt Settings gt Security tab If this option is not enabled FaciliWorks will sign the record with the user name of the user who is currently logged in 206 Chapter Eight Spare Parts Inventory FaciliWorks Desktop User Guide EOQ Analysis From the Main Menu select Spare Parts Inventory and then click EOQ Analysis Economic Order Quantity EOQ is a formula that helps you optimize stock levels by determining the stock level that will cost your company the least amount of money EOQ uses the number of parts that are needed for a specified time period and compares that to the cost of ordering the parts and the cost of keeping the parts on the shelf The EOQ Analysis Filter is used to determine which parts are compared FOQ Analysis Filter Find Clear Filter Close From Date Done fo O ToDateDone __ _ Pen Huber Jl Description el QuantityIn Stock el Cass o d Category L o ReorderPoit Jl Work OrderNo sl AssetID el TaskID _ Le Click the Find button to view information based on the criteria selected in the filter or
312. tAll Update Cancel The EOQ Results window displays the current Reorder Point and the calculated EOQ Quantity reorder point for each part in the list To use the calculated reorder point for future orders of a particular item select that item by checking the eme Update Quantity checkbox and then click the Update button To close this window without modifying your database click Cancel 208 Chapter Eight Spare Parts Inventory FaciliWorks Desktop User Guide Chapter Nine Personnel The Personnel menu is used to enter detailed staff and user records and assign security permissions Employee training information assigned work orders and issued tools are all tracked here as well Staff Entry From the Main Menu click Personnel and then select Staff Entry In the Staff Entry window enter and view detailed employee records for your maintenance staff including training information assigned work orders and tools issued to each employee Staff Entry Information Tab The Information tab captures the personal profile of each employee To add a new employee click the New Blank Record button on the Record Navigation Bar in the lower left corner of the form Data entered here will display in Labor drop down lists for maintenance in the Requested By field in service requests and in email notifications The Active checkbox is checked when the employee is in good standing If the employee is no longer with the company uncheck the Active box
313. tains a log of database usage such as record modifications and deletions the name of the user who performed each action and the date and time when each action was performed The Audit Log is a non editable form Records can be filtered using the Records tab on the ribbon and selecting either the Quick Filter or Advanced Filter from the Filter group To enable the Audit Trail go to the Setup gt Settings gt Security tab If you ve installed the 21 CFR Part 11 compliant version of FaciliWorks the Advanced Audit Log is automatically enabled and cannot be changed records are never purged Remove Audit Trail Records after this many days Enter the number of days of Audit Trail records to keep FaciliWorks will automatically purge and delete actions older than this value For example enter 7 to keep a week of Audit Trail data Enter O to keep a comprehensive audit trail record To see the Audit Log select Audit Log from the Utilities menu The Basic Audit Log record displays all actions performed on the database including the date and time the action was executed and the user performing the action The Advanced Audit Log displays basic audit information as well as the value of the modified field before and after the action In the example below click the row that shows the Action field as Update and the Data Key field as Settings The Advanced Audit Log displays the old and new values of modified fields in the lower pane Audit Log Customiz
314. tatus Technician Downtime Comparison Compares total downtime for each technician average downtime and total number of work orders You can filter by date range asset or task ID type cause asset description location technician emergency work order Status and scheduled and or unscheduled status Work Order Scheduled vs Unscheduled Compare scheduled work orders and unscheduled work orders by asset The graph on the left shows the total quantity of work orders the graph on the right shows work orders by percentage Each asset Is represented by its own set of graphs Use the record navigation bar to advance through the graph sets Staff Graphs Employee Performance Compares the amount of time that different employees spent on the same task during the same time period You can also compare how much time the same task took for different assets Compare emergency work order time by asset ID task ID or employee Craft Performance Shows craft performance comparisons for a period of time Employee Performance Comparison Use this graph to compare employee performance generate graphs for more than one employee for the same asset ID task ID and time frame Part Graphs Inventory Value by Category Compares the inventory value of part categories Filter to graph a single category or leave the filter blank to look at all categories Ten categories are shown per graph advance through all graphs using the record navigation bar Purchase Orde
315. te Add Reports radio button and then click Next the following window is now active Destination Connection Information SN Available Reports for updating Report Name Your Version Curr Version Action New Report Name Action Legend Overwrite overwrites your existing report with the updated one Note Do not choose this option if you have customized the report earlier Save as save the updated report with a new report name Skip skips the report update Note Reports that need to be updated are automatically set to Overwrite action by default Overwrite All Skip All Cancel 28 Chapter Two Running FaciliWorks FaciliWorks Desktop User Guide lf the Destination Connection Information field does not auto fill with your database click the browse button to the right of that field to navigate to and select your database C Program Files F W80 F WData80 accdb Database ogram Files x86 FWe0 FWDatas0 accdb Browse Use ODBC Use DSN Use File DSN Database Name DSN File OSM User lb Password Driver Denver service Name Database Attribute Application Attributes Pretetch Count Transation Option Translation Library Name Database connection successful Click OK in the above message the message will close Click OK in the Open Database window the window will close FaciliWorks Desktop User Guide Chapter Two Running FaciliNorks DO A list of reports showing both Your Version and Current Version is displayed
316. te all work orders click the Select All button and then click Create Important The meter rollover feature does not affect Auto Create Scheduled Work Orders or Manual Create Scheduled Work Orders because these utilities operate on the difference between Current Meter and Next Meter Due This value will be the same for both the left and right columns of these two fields For example if an asset s total Current Meter left field was 2260 when the total Next Meter Due value left field was 2300 the difference is 40 hours When the actual Current Meter value right field was 10 the current Next Meter Due right field was 50 The difference between these two fields is also 40 Since this difference will always be the same value the meter rollover feature does not affect either of these functions For more information on the meter rollover feature see the Meter based Schedule section FaciliWorks Desktop User Guide Chapter Six Work Orders 1 63 Unscheduled Work Orders Unscheduled work orders are created for emergency work or other unscheduled maintenance tasks The most efficient way to create an unscheduled work order is to build a generic repair task and store it in the database This task can be very general using Repair as the Task ID or it can be general to a type of task such as Electrical Repair Lighting Repair Plumbing Repair Wiring Repair etc Each component of the task can be left blank until the repair is required Components withi
317. ter value right field was 10 the current Next Meter Due right field was 50 The difference between these two fields is also 40 Since this difference will always be the same value the meter rollover feature does not affect either of these functions For more information on the meter rollover feature see the Meter based Schedule section FaciliWorks Desktop User Guide Chapter Four Entering Data for Preventative Maintenance 1 07 Edit Work Orders Once the work orders have been created you can edit them by adding or modifying information or by completing the work order Navigate to Works Orders gt Edit Work Orders Although all complete and incomplete work orders can be viewed here FaciliWorks will by default display only incomplete work orders This is indicated by the Filtered button at the bottom of the form To show all work orders click the Filtered button this action removes the filter Edit Work Orders Information Customize Page Tech View WO View Compact WD Visw ecuest Asset Entry E Description Task ID BAIE Brakeins TTS Eo Task Description cass ooo Current Location Work Order No Record Created oman Technician Entered By Task Priority ee Task Type Required Shutdowns Shutdowns Performed Tosk User TT O Facility O Facility VE eem Completion Fragress OCompleted Notice Maintenance Done Datel Progress Name Downtirel 2 25 Hours ProgressText Cd O Emergency Progress set Unscheduled Progress C
318. ters drop down list to select the type of letter For instance if you select Acknowledge from the Required Letters drop down list the Acknowledged field in the Letter Dates column will be populated with today s date In the View Letters column click Acknowledge to see a print preview of the letter From the preview window the letter can be printed exported or emailed 1 82 Chapter Seven Service Requests FaciliWorks Desktop User Guide Edit Service Requests Comments Tab The Comments field automatically displays any comments that were entered during previous steps of the service request process Here in the Comments tab the comments can be modified Edit Service Requests Comments Customize Time Until Automatic Refresh Minutes Request No UUUDUUUT 29 Requested By 1 fslEEI deel Comments Any necessary comments about the service request can be typed here Edit Service Requests Signature Tab To use the signature feature security must be enabled via the Setup gt Settings gt Security tab Fdit Service Requests Signature Customize Time Until Automatic Refresh Minutes O Request No 0000000139 Requested By No User Name Le Signature Name Signature Date Signature Time Signature Mode Comments Sign signature Date Signature Time Signature Mode Comments Record WM 4 1o0f1 gt bo SK No Filter FaciliWorks Desktop User Guide Chapter Seven Service Requests 1 83 To sign a rec
319. the list of active employees or enter a new technician Priority Assign a priority to the task optional This entry can consist of numbers characters or a combination of both Task User 1 and Task User 2 Use these two fields to store additional information about the task See the Program Settings chapter for information about changing these and other field labels If you need more than two user defined task fields you can use the User Defined tab Comments Use this field to store additional information about this task Shut Down Facilities Check this box to indicate that the task requires the facility to be shut down during maintenance Shut Down Asset Check this box to indicate that the task requires the asset to be shut down during maintenance Open Work Order This box contains a checkmark if you currently have an open work order for this asset task You can change this field by unchecking the box if you don t have an open work order for this task or check the box to show that it does have an open work order Time Needed to Perform Maintenance Enter the number of hours that the technician should need to perform this task Time Per Day This feature directly relates to the Calendar feature found under Work Orders Use this field to calculate when maintenance will be due based upon the meter reading For example Task O1 is associated with Asset 01 which has a meter based schedule of 100 hours and the Time Per Day is set to 20 hours Thi
320. the work in the left hand field and the unit of time in the right hand field Cost FaciliWorks automatically calculates and displays the estimated cost based on the time required multiplied by the Rate Supplier Code This field auto fills with information entered within Data Administration gt Suppliers and is a non editable field Lead Time Enter the current lead time for the contractor or service such as 3 Hours or 2 Days FaciliWorks Desktop User Guide Chapter Five Data Administration 1 37 Task List Parts Sub tab The Parts sub tab captures information about any parts that may be required when the task is performed on the asset Information for this form must be stored in the database before it can be assigned see Part Entry Assets Task List Customize AssetlD 001 Truck Description 2012 Ford F250 Customize AssetID 001 Truck Description 2012 Ford F250 Task ID F 1021 Gil Change Task Description y y oooO O O Part Mo Description Model No Est Mo Cost POMBE ae LU tt eT Non inventory PL Ld WE WW Use the drop down list in the Part No field to select a part the remaining fields will auto fill Est No of parts needed for this task is the only editable field type in the numerical amount FaciliWorks automatically calculates and displays the total cost in the Cost field based upon the estimated number of parts required multiplied by the unit cost of the part 138 Chapter
321. through the table Gridlines Set the gridlines to display on the table Width Style and Color Set the width style and color of the gridlines that are displayed on the table FaciliWorks Desktop User Guide Chapter Three Program Conventions 61 Hide and Display Columns You can temporarily hide columns while in Datasheet View This allows you to remove nonessential data from the form and reduce the report e width when you re designing a custom report To hide columns click anywhere in the column or click the header of the column s you want to hide To hide multiple columns click and drag across the column headers In the example below we want to hide the three highlighted columns Asset S N Bassel No Model No SupplerCode 1FTCR10450A39 9875 1021 F 250 Pickup Jones Ford SNE EE D HVAC Retrigeration 497004910 Il H Odd 1p American Combort F From the Format tab click Hide Columns The three columns are temporarily hidden from the display To display hidden columns click the Format tab and click Unhide Columns A dialog box appears listing all columns Following our example you can see that the three columns that we just hid from view are unchecked C o E EquipTreeControl Asset ID Description Status Importance E Asset SN E Asset No Model No Supplier Code Manufacturer E Asset Type Asset User 1 Asset User 2 Storage Location IERT ee ef mW m Place a check in the box beside the name of each
322. time Average and total downtime and scheduled work orders for each asset Cost Center Average Downtime A list of average downtime by cost center including total work orders for each cost center Labor Hours Number of labor hours spent by each statf member on each work order The list is sorted first by staff ID then by work order number and includes the total number of hours worked Technician Average Downtime A list of each technician s total number of work orders total amount of downtime and average downtime The list is sorted by average downtime Work Order Cause Downtime Average Sorted by cause this report lists the total number of work orders total amount of downtime and average downtime for each cause Work Order Compare Use this report to compare the costs of scheduled and unscheduled work orders sorted by asset ID i e contract part and labor costs The following reports also compare the costs of scheduled and unscheduled work orders e Work Order Compare Asset amp Task Only e Work Order Compare Asset Only e Work Order Compare with Component Work Order Cost Analysis The work order cost analysis report gives you a quarterly sum of itemized work order costs totals for the current year and previous year and a grand total lifetime Use it to quickly see summarized annual work order costs filtered by asset task technician or location Work Order Cost Analysis with Component This report provides all the details of the wo
323. ting The filter for this report permits you to search for tasks by ID priority type or assigned technician Use the shutdown checkboxes to isolate tasks that require asset or facility shutdowns Task details included in the report are labor contracts parts tools variables and procedures required for each task and a notation of whether the maintenance schedule Is fixed or floating Task Due Listing by Asset ID Tasks due sorted by asset ID Task Required Parts List Required parts for each task and also includes basic task information such as ID priority technician type and time needed to perform the task Shadowed Task Listing Sorted by asset ID this listing of tasks and shadowed tasks can be filtered by asset ID asset S N description or current location Open Work Order Reports Backlog Work Orders Active assets that are past due for maintenance based on date or meter reading Multiple Asset Work Order Work orders with multiple assets Open Work Orders from Requests A summary of work orders filtered by date asset or task ID cause requester or technician You can also filter for complete or incomplete work orders and for emergency or non emergency work orders Procedure Attachments Lists each work order its associated procedures and the procedures associated attachments Work Order Use this report to view work orders created or completed during a specific time period You can view or print work orders for one or more
324. tion date in this field Hours Enter the number of hours of the training session CEUs Continuing Education Units Enter the number of credit units earned for the training Comments Enter any other relevant information for this training or certification Staff Entry Work Orders Tab The Work Orders tab displays work orders assigned to and completed by the employee Date Done Work Order No Task ID completed Technician supervising the work and Total Cost are all reported here FaciliWorks automatically collects this information from your work order records You can view this information here but it cannot be edited here Staff Entry form p WE Work Orders Customize Employes D E NamefSien Smith i Date Done Work Order Mo Task ID Technician Total Cost 5 15 2013 0000000751 Lon DUT Quarterly 5 15 2013 0000000778 F 1021 Brakeinsp 21 2 Chapter Nine Personnel FaciliWorks Desktop User Guide Staff Entry Issued Tools Tab The Issued Tools tab displays all tools that have been issued to the employee to complete tasks This information is not editable here Staff Entry Issued Tools Customize Emplayee ID B78 Vasen Smith o i y Tool ID Description Issued Dept Issued Date Bt 554 Blow Torch 10 26 72013 FaciliWorks offers you several system security options including logon options in the Setup gt Settings gt Security tab and program access options You can assign users to pre defined user groups which s
325. tions Then from Windows Start button select All Programs Choose Accessories and then select System Tools Next select either Disk Cleanup or Disk Defragmenter Maximizing the Performance of FaciliWorks If you have limited resources and FaciliWorks runs slowly try closing all other applications to devote all of your available system resources to FaciliWorks FaciliWorks Desktop User Guide Chapter Sixteen Data Files and System Maintenance 305 Advanced EES 66 Advanced Filter Example cccccccsssssseeeeeceeeeessseeeeeeeeaaasseeeseeeeeauseeeeeseeaeaasaeesssessaggneegs 68 Advanced Filter Reports cssscccccccsssssseeeeeeeeeeassseeeeeeeeeeasseeeeesseeagasseeeeseesaaseneeeesseaaags 234 AREMA ln CN 192 Ass t Components eet 130 Asset Current Location aisinnesesnnsanaeossunnnsaaciennnnscacisnenvewsceanacndecisauasnGusaanindectananiadecanseincenmans 117 Asset Downtime Graphi EE 119 ASSEL ENEY EE 96 Asset Entry Full Details cccccccccssssssseeeeeeeseaseeeeeeseeeaaesseesseeeeagsaeeeeseeeaaasaeeesseneagneegs 112 ASSO VG EE 124 Asset Operating Costs ccccccsssssseeeeeessscsseeeeeeeeeeaasseeeeeseeeaassaeeeesseeagasseeeessesaasseeaeesseagags 125 Asset Record Create ccccccsssccccssssceeeeecscceeeneesseeeeeeeaseeeeeeeaseeeeeeeaseeeeeneaseeeeseeaseeessnaasneeess 97 Assets Bookmark Etgen genee dd EE 96 EEGEN EeEeEe 253 Assets Task Eeer 98 Asset Storage IOC TE 117 EENEG 154 Attachments ASS Cb vsnse
326. to attach or click the button to locate and select the file Upon selecting the file the full path to the file will populate the File field File Description FaciliWorks will auto fill this field with the type of file attached This information can be overwritten if desired Attach to WO Check the checkbox beside each file that you want to include in printed work orders View Print button Click this button to open the file for viewing or printing FaciliWorks will open the file with the Windows default file type settings as registered If no match Is found you will be prompted to select an appropriate program 1 28 Chapter Five Data Administration FaciliWorks Desktop User Guide Assets User Defined Tab This form gives you more flexibility as it provides 20 user definable fields to use in your record keeping and reporting The field labels can be customized by clicking the Customize button in the upper left corner of this form The field types can also be customized by selecting the appropriate option from the Field Type list under the Asset Custom tab in the Settings menu the field can be defined as a text field a date field or a drop down list Please see the Program Setup chapter for more information about changing field types User Defined Asset ID Description user Ld ven C SSS S SASA user E user E ves E ven E users S ue S user Sd user E ven ven E FaciliWorks Desktop User Guide Chapter Five Data Adminis
327. to filter records for example enter Boiler 1 64 Chapter Three Program Conventions FaciliWorks Desktop User Guide Filtering Records Supported Wildcard Characters in Search Fields Within any FaciliWorks data entry window you must set a unique identifier for the records see Naming Conventions The asterisk question mark number sign exclamation point and brackets are all wildcard characters that cannot be used in setting the identifier as these characters are used by FaciliWorks for other functions You can use them in record and report filters and in Find Replace commands to include all records that begin with specific characters or match a certain pattern Wildcard Enter Result j wh what white why ot cat bat what 09 any date in 2009 11 any date in November Dill ball bill bell D 1 3 103 113 123 etc blaelll ball bell any single character within the brackets bell bell 1 literal search to find records that contain the wildcard character b aelll bill bull characters not shown in the brackets bla c d bad bbd bcd any characters within the range shown in the brackets Quick Filter Use the Quick Filter command to quickly find records based on a simple search using one or more of a predefined set of fields The Quick Filter feature recognizes wildcard characters There are two ways of calling invoking this feature 1 Access Quick Filter from the Records t
328. tomized search filter for your records you can search by all fields in the form Access the Advanced Filter from the right click shortcut menu or from the Records tab With the Advanced Filter you create the criteria for your result The Advanced Filter fields and buttons function as follows Find records that match these criteria This box in the upper portion of the Advanced Filter window displays a list of all defined criteria New Creates a new filter name Open Opens a list of previously saved search criteria Save Saves search criteria so that you don t have to set up the same searches repeatedly To do so click the Save button after you enter your criteria The program asks you to create a descriptive name for each search Later when you want to use this search again select Advanced Filter and then click the Open button to retrieve your saved search Delete Each criterion listed in the upper section of the Advanced Filter has a button to the left marked with a red X Click the X button to delete that particular criterion from the list Find records that match these criteria And and Or radio buttons When defining criteria use these buttons to connect criteria Use And if both premises must be true use Or if only one premise must be true Be sure to select And or Or before adding another criterion Add to List Adds your defined criteria to the criteria list 66 Chapter Three Program Conventions FaciliWorks Desktop Us
329. tracts Parts Checklists Variables Procedures Checklists Variables Procedures 7O Chapter Four Entering Data for Preventative Maintenance FaciliWorks Desktop User Guide To help you quickly get started with FaciliWorks and to evaluate and use its major functions this chapter provides instructions for entering only basic preventative maintenance information which includes asset and task information For full instructions on each of the data entry screens proceed to the appropriate chapters To have the data available to create preventative maintenance and work orders easily and efficiently it is best to follow a process To make all data available for asset records enter the component information first We start by entering all task component data as shown on the following flowchart Once the task components are entered we can then associate the components to the task The task can then be associated to the asset When all information is entered for the asset we can create scheduled preventative maintenance and unscheduled work orders for the asset Enter Component Records Set up Automatic Numbering for Asset IDs Part IDs and Staff IDs Enter Procedures Checklists and Variables Enter Suppliers then Alternate Suppliers Enter Parts and Warehouses Enter Staff Records with Craft Codes Training and Rates Enter Tools and associate Suppliers to them Enter Task Records Enter Asset Records Preventative Maintenance and Work Orde
330. tration 1 29 Assets Components Tab This form displays asset relationships Components can be easily attached to each other by first selecting the parent component from the Asset Tree View pane on the left selecting a child component from the Asset ID pane on the right and then click the lt lt button in the middle to create the link To break the relationship select the child component on the left and then click the gt gt button Components AssetiD 002 Conv Description Adjustoveyor Conveyor Asset Tree View Asset iD Description El Facility San Diego San Diego Plant 1011530 Clean Storage Room i 001 Truck 2012 Ford F250 10 2014 Portable Eye Wach 105 weekly Welder 2185 ac 128 Lamanation Press 33551 Lawn Tractor 9 394 Alr Compressor A 014 8500 Chm Make Up Air B 014 Ice Machine B 102 Water Softener Er 01 Hot Water Boiler 1 B10 Cafe Filters Cafeteria Water Filters Cafe lce Mach Cafeteria lce Machine Cate Oven Cafetera Convection Oven Cafe Refrig Cafetena Refrig amp Freezer Cho Carrier 400 Ton Chiller 41 COM 001 IBM Compatible Computer Comp 001 Air Compressor 30hp Cony O02 Adiustoveyor Conveyor Emerg Light 100 Emergency Lighting Sys B Enty Doors Entrance Doors Bldgs 100 ETS Telos 1 Telos Tosic Gas Monitor Facility General Safety San Diego Plant H I I abine When components are linked as shown here any computation done to a child component such as meter readings cost computation due dates
331. tton FaciliWorks Desktop User Guide Chapter Nine Personnel 217 Changing or Deleting User IDs To edit user information first locate the record by selecting the User ID from the drop down list You can then change the user s full name or password You cannot change a User ID it can only be deleted and a new one created To delete a User ID locate the record and click the Delete button under the Name field Security Group Permissions Tab Create unique sets of rights for each group using the Group Permissions tab Permissions can be set for each object form form control report report control or function Permissions range from Full Edit rights to Add and Delete rights to No Access All permissions can be reset to the original settings by clicking the Default button Secunty Group Permissio Select Object oO Form O Form Control ne Report CO Report Control O Functions Default Permissions exceptions to the default properties O No Access EditfAdd Read Only O Edit Delete OH Add Only CO Edit Add Delete O Edit Only Tip To assign unique rights to an individual user create a unique group for that user and then use this form to assign the specific rights The user will receive this security warning when trying to access an object with No Access permission Security Warning ou have tied to access a secure form Please see your application administrator Lok To hide the controls to which t
332. uceeeeenuceseenuueeeenuuuesnauueseaeuesnas 38 Drop down List Button cccccccssssscceeeeesseceeeeeuseeeeeeeusseueeeeaseeeeeeeauscueeneeauseeseenaseeenneaeuessneagess 38 Pop Up Calendar ICOM EE 38 Record Navigation TEE 39 The Office Button asssansssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn na 40 Control Menu ICON RE 40 User and Database MIO EE dl Kiel 41 Tie e el seancen ey oe ie tniinslvtenoeainn pita de aaneee dud na donna neetennoneanteNetueKeanG 42 Dag gie 4 ler Ue tee 43 EE Eege 43 IIS TI ee Eege EE 44 BU 44 Bel 45 Biere EEN 45 Pe NAO OI MIG E 46 FTO GTN E 46 ANE Te EE 4 F016 Oe enian eE i Eia 4 Records lei Die E E TEE 47 Records Tao Records El 48 Records Tab Filter Group WEN 48 BOOKMARKS 12 EE 48 le A ee 49 OS NZ Eeer 50 MY Ee x caesoc nasconataceed2ataaaensdeccdadehtessnchassendaasduaodi Tn E Taaa daidi Dl FORM UE 51 Kasel 51 FOI VHT EE 52 Taos e command BUIO ee 92 Colored Controls e sinoniem aina aa as e a aa 52 PECO E D e E N 99 SV TOOL 1 Meare ena arrar e eaae iE E vaca ot E E E EEE 54 Datasheet ATTEN 55 SUT EE 56 Esou el E 56 SCCM Seley BULION ee 56 BAIN E E S 1 ERE E A E T A EA T 5 Beil gol Fie sclector BUTTONS EE 58 OOS hd ER 58 6 Table of Contents FaciliWorks Desktop User Guide Sal UNL eet EE 59 Bye AN UN NIN ec cpa crs esc aint finde EE EE 6l TEI EE 6l Mde and EE OT ennaa S EE 62 Re EI IN 63 Hide and Display Gr
333. ude Schedule Labor Contract Parts Tools Variables Procedures User Defined and Checklist Each tab is explained in the Assets gt Task List section earlier in this chapter 146 Chapter Five Data Administration FaciliWorks Desktop User Guide Checklist Entry A Checklist is a user defined set of steps that must be verified prior to completing a task Each step must be checked before a task is completed To create and edit checklists navigate to Data Administration gt Checklists Checklists Customize Description Oil Change Lube e Checklist Text Drain a ae Mopeden Doltemandinspection O Requires Signature Move Up Mous Down i Do ltem Ony Lelll Requires Signature Move Up m Mowe Down Inspect and clean the oil drain plug oT Requires Signature Move Up Move Down To create a new checklist click the New Blank Record button on the Record Navigation Bar Checklist Name Enter a unique name for the checklist Description Enter a description of the checklist or choose an existing description from the drop down list Checklist Text Enter text for the checklist item as you do a blank record for a second checklist item will appear below it Inspection Choose Do Item Only Inspection Only or Do Item and Inspection from the drop down list Requires Signature Check this box to require an electronic signature on this checklist item before a work order containing this checklist can be completed
334. uest Allows you to create a work order from a service request without the request having to go through the approval process If this box is checked select a task from the Default Task for Automatic Work Order drop down list Once you choose a task and go to Service Requests gt Create Service Requests the Task ID field is automatically filled complete the information on the screen and click Create WO Automatic Backup Restore Enter the path for your data backup Reports Enable Auto Task Due Listing Report When you launch FaciliWorks a Task Due Listing report in preview mode will automatically pop up when this box is checked This report shows Asset IDs that are due or past due for maintenance You can print the report or close it to continue into FaciliWorks If you have no due or past due tasks a dialog box will pop up to inform you that no assets are due for maintenance Auto Work Order Due Report Settings These two fields allow you to determine the criteria for the Auto Task Due Listing report Number of Days to Look Ahead determines how far ahead the report will search for date based maintenance for example if you enter 7 an asset doesn t appear on the report until the maintenance due date is a week or less away Amount of Meter Time Left determines how much usage an asset should have left before it appears on the report for example if you enter 10 an asset doesn t appear on the report until its current meter usage is ten unit
335. uests o Add gt gt ser Work Orders _Remaves lt User Creating a New User To create a new user type the User ID and the Name of the user in the corresponding fields and then click the Add button below the Name field To enter a password for the user click the Password button the Change Password entry window will appear If you do not enter a password FaciliWorks will require the user to enter a password when he or she first logs into FaciliWorks If a user forgets his her password the administrator can reset the password by selecting the user s User ID from the drop down list and then clicking the Password button and entering the user s new password Assigning a User to a Security Group In the lower section of the form is a list of user groups Highlight the group s to which the user will belong and then click the Add gt gt button to assign the user to the group s The list of groups to which the user belongs is shown in the Member Of pane You must assign each user to at least one group Note he user receives the highest level of privileges available among the groups to which he or she is assigned For example if the user is assigned to one group that cannot delete tool records but is also assigned to a group that can delete tool records the user will have permission to delete tool records To remove a user from a particular group highlight the group name in the Member Of pane and then click the Remove lt lt bu
336. um Maximum Llntz Fail Oil Pressure ly Check Oil Pressure 4g d lp WEE E EE EE e To enter a new variable type the unique identifier in the Name field Use the tab key to navigate to the next field Name The name of the variable that the technician will check Description A brief description of the variable Minimum The minimum test parameters for the variable For example if the variable is temperature enter the lowest acceptable temperature for the task Maximum The maximum test parameter for the variable Units The units being measured This includes but is not limited to degrees inches foot pounds rom amps quarts psi or any other unit by which job conditions are measured Use if Fal Check this box if the asset can be used and the task can be completed even if the conditions specified for the variable are not met Comments Any other pertinent information such as instructions for testing the variable Format Select the number of decimal places for the minimum and maximum values 140 Chapter Five Data Administration FaciliWorks Desktop User Guide Task List Procedures Sub tab In the Procedures sub tab one or more previously entered procedures that apply to the task can be selected The arrows on the Record Navigation Bar are used to view additional procedures To select an additional procedure click the New Blank Record button on the Record Navigation Bar A blank form will appear ready for you to sele
337. uppliers Purchase Orders Customize supplier Code oupplier Mame jAcme Tool Supplies Inc Purchase Orders Requisition Number Due Date oooooooost AO No User Nam oooogooo44 B 4A0m0 LI N s er Na Onoooo0023 oooooooo52 B Na User Nar ogo0000024 oooooooosa ao No User Ha ooooooooz7 ooooooooez agang Variable Data Entry A variable is a condition that might affect the maintenance or safe operation of an asset These conditions should be checked during maintenance Measured variables such as temperature or pressure should fall between a minimum and maximum Enter variable information here and later assign the variable to a task Variable Data Customize Variable Lee Number Format t DD e Description Change Charts Inspect Unit Notes SC Temp Inspection Comments Minimum L o beaig rl Em r32 c Pass Maximum _ves No_ O Allow Asset Use If lt Does Nat Meer The Criteria Brm r h c Pass FaciliWorks Desktop User Guide Chapter Five Data Administration 1 59 Listed here are some possible variables for various types of assets Asset Brake drum Variable Degrees of flatness Motors Gears Boilers heaters condensers Pressure lines reservoirs accumulators Electrical equipment Outdoor machinery Handling restraining equipment Flexible tensioning devices Tires Repetitive production tools Gages and measuring devices Plastic molding equipment shafts Oil temperatu
338. upport Note Muli volume support requires removable data storage drive Click No FaciliWorks Desktop User Guide Chapter Fourteen Utilities 285 The next dialog box will ask you to enter a name for your Zip file First navigate to the location where you will create the file In this example navigate to the desktop Do not place the backup file on the same drive on which your database currently resides C program Tiles fw8Q Give your Zip file a name that will easily identify it when the backup is made in the example below the date is used in the File Name Click Open Organize New folder Libraries BR Desktop CH System Folder mg Downloads SR KC Recent Places Computer ee system Folder BR Desktop cee System Folder Libraries Documents al Music El Pictures E Videos jE Computer di Network EZ Control Panel E Recycle Bin File name Backup_5 15 2013 D86 Chapter Fourteen Utilities FaciliWorks Desktop User Guide The next dialog box prompts you to identify the database you want to back up Navigate to and select your current database file and then click Open ES Select Database file to Zip Organize New folder J dell Name Daie maia di Drivers FWSamp80 accdb 5 15 2013 3 52 PM J Forefront 5 15 2013 8 23 AM A we 4 18 2013 3 42 PM a MSOCache 4 18 2013 3 42 PM A PerfLogs A Program Files Ji Program Files x86 Adobe A Common Files A CyberMetrics Corp Dell A Elaborate
339. urn you to the Data Administration menu 1 50 Chapter Five Data Administration FaciliWorks Desktop User Guide Contractor Entry Navigate to Data Administration gt Contractors to enter information about outside services or consultants Contractors Customize Update Contract Reference Hotst Inspection Maintenance Description b month periodic inspection Supplier Safety0015 e Rate 849 00 Od TotalTime dw Cast Lead Time nou dw Reference Metry Fire Sprinkler System Inspection Description Annual Inspection of two wet and one dry sprinkler systems Supplier Securl105 e Rae 865 00 Le TotalTime BS Cast LeadTime __ Weeks dw Reference Enter a unique reference ID for each contract Description Enter a description of the services or equipment provided by the contract Supplier Enter the name of the supplier of the contracted goods services or select a supplier from the drop down list Rate Enter the contract rate in these fields for example 75 Day Total Time The length of time the goods or services will be needed Cost FaciliWorks calculates the total cost of the contract by multiplying the Rate by the Total Time Lead Time If the supplier needs a specific amount of notice for providing the service enter that notice time in this field Update Contract button If you change the record click this button You can update associated task or asset records FaciliWorks Desktop User Guide Chapter F
340. urrent Location with Tasks select the report you want to delete and then click the Delete Report button A confirmation message will appear Click Yes to confirm that you want to delete the report and the report will be deleted from your FaciliWorks database You cannot undo the deletion of a report FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 279 Import Export Tab Navigate to the Setup gt Report Manager gt Import Export tab Exporting Reports This utility allows you import and export reports FaciliWorks saves encrypted reports in rpt format Select the report on the left from the Current Reports Table listing Use the browser on the right to navigate to a destination for the file and then click the add gt button You will receive a message that the report was successfully exported to the destination If you select more than one report each report will be saved as a separate file Report Manager Current Reports Table Report Files C roi Agreement Due Listing A E 05 Asset Analysis by Contract Cost With Component E Asset Analysis by Contract Costs Ki acs Asset Analysis by Downtime Hours Asset Analysis by Labor Cost with Component E Asset Analysis by Labor Costs Asset Analysis by Labor Hours Asset Analysis by Labor Hours With Component Asset Analysis by Part Cost With Component Asset Analysis by Part Costs Asset Analysis by Total Cost With Component Asset Analysis by Total Costs Asset An
341. usive remedy shall be at CyberMetrics option either a return of the price paid or b repair or replacement of the SOFTWARE or hardware that does not meet CyberMetrics Limited Warranty and which is returned to CyberMetrics with a copy of your invoice or receipt This Limited Warranty is void if failure of the SOFTWARE or hardware has resulted from accident abuse or misapplication Any replacement SOFTWARE will be warranted for the remainder of the original warranty period or 30 days whichever is longer NO OTHER WARRANTIES CyberMetrics DISCLAIMS ALL OTHER WARRANTIES EITHER EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE WITH RESPECT TO THE SOFTWARE THE ACCOMPANYING WRITTEN MATERIALS and ANY ACCOMPANYING HARDWARE THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHERS WHICH VARY FROM STATE TO STATE NO LIABILITY FROM CONSEQUENTIAL DAMAGES In no event shall CyberMetrics its distributors its representatives or its suppliers be liable for any damages whatsoever including without limitation damages for the loss of business profits business interruption loss of business information or other pecuniary loss arising out of the use or inability to use this CyberMetrics product even if CyberMetrics has been advised of the possibility of such damages Because some states do not allow the exclusion or limitation of liability for consequential or inci
342. ustomize Select All Deselect All Update Current Messaq st enter an AssetiID before you can view Asset graphs Reset Default Messaqe ou must enter an Asset ID before you can view Asset graphs Record NM 4 1 of 2111 P Ht Tk NoFilter Search Sync Inventory Costing This function updates the part costing records for your inventory when the total of the part costing records does not match the value in Quantity in Stock Before running this function make sure that the value in Quantity in Stock is the correct value for all parts in the database The value in Cost from Mfg will be used as the part costing value Update Record Indexes The Access database uses indexes in a table to find data quickly much the same way indexes are used in a book Access looks up the location of the data in the index In some instances such as for a Primary Key Access automatically creates an index for you If you are making changes to your Primary Key fields deleting records and or adding records on a regular basis you will need to update the record indexes periodically to keep the database running efficiently Simply click Update Record Indexes from the Utilities menu FaciliWorks will automatically update the index and notify you upon completion 300 Chapter Fourteen Utilities FaciliWorks Desktop User Guide Chapter Fifteen Data lools The Data Tools menu contains utilities that are intended for one time use Use these features
343. ustomize button directly below the Checklist form title to modify the Checklist Name and Description field labels or the Update button label Checklists Customize 7 Set Label Text Default Label Text Label Text Font Weih Hyperlink Checklist Name Normal Bold Pd Desst ie Customize Jonom Op LL Eet _ Descipion Je um op EL eg _ Updeie J8 eet Open ll Deg e Set Weight Default Cancel Close Record WV et p H Yk NofFitter Seay 148 Chapter Five Data Administration FaciliWorks Desktop User Guide Modify the value in the Label Text column to change the labels Any of the labels can be a hyperlink to a file Type in the file path or click the browse button to navigate to the file Click the Customize button in the Checklist Text pane to modify the labels that appear in that pane Checklist Text ate inspection ech cine Check all fluids fill if necessary Da Item and Inspection Le IT Requires Signature Move Up Move Down Drain oil Do Hem Onl e IT Requires Signature Move Up Move Down Inspect and clean the oil drain plug PFT Requires Signature FEH Mave Down Tf Se bm Default Label Text Label Text Font Weight Hyperlink hecklist Text Checklist Tex Normal Bold Pf Desst i ES Customize ona ELL re Noma OBld TI Jl Pet i Move Dow MoveDom J noma Osa ELL Reset Move Up Noma OBod Ps Requires Signature Requires Signature Normal Bold S
344. ut Procedure No SAF 190 203 Compressor No 1 54F 190 204 Compressor No 2 or SAF 190 205 Compressor No 3 as applicable Check the Ventilation Fan on top of the unit for dirt accumulation Check the Air Filter for dirt accumulation or blockage cracks tears in the filter media also check the gasket Change filter if called for by advisory Check Oil Filter to make sure it ts not leaking At nine month intervals regrease Motor Refer to Manual pages 16 17 steps 1 7 Use recommended grease per manufacturers grease chat on page 17 Remove all maternal and tools from the machine remove LOTO devices open all valves and return electrical disconnect to On position Start unit check for leaks and proper operation Hun unit until normal temperature is reached Note below any unfinished or follow up work required For Help press Fl Note Changes made to an existing procedure don t affect all tasks that use it unless or until you update the task s FaciliWorks Desktop User Guide Chapter Five Data Administration 1 53 Procedures Attachments Tab You can attach pictures maps other drawing objects or any other file to a procedure in the Attachments tab Procedures Attachments Customize View Print Change File Path Procedure Name Air Compressors b Week PM File File Description Attach ta WO Delete P CAUlsers haredDrkveh 2 213 note Microsoft Word Document a n ee a w i Record 4 10f1 Moks
345. uttons If you leave this box unchecked users can see those buttons but will receive a warning message when those buttons are clicked FaciliWorks Desktop User Guide Chapter Thirteen Program Setup 263 Audit Trail To record actions that al users perform in the program such as record modifications and deletions check the Enable Audit Trail checkbox The Audit Trail lists every action and the user who performed it Select one of three options e No Audit Log disable audit log e Basic Audit Log shows values after a change e Advanced Audit Log default shows values before and after a change This option is automatically enabled for the 21 CFR Part 11 compliant version of FaciliWorks and cannot be changed Remove Audit Trail Records after this many days Enter the number of days of Audit Trail records to keep FaciliWorks will automatically purge and delete actions older than this value For example enter 7 to keep a week of Audit Trail data Enter O to keep a comprehensive audit trail record If you ve installed the 21 CFR Part 11 compliant version of FaciliWorks the Advanced Audit Log is automatically enabled and cannot be changed records are never purged To see the Audit Log select Audit Log from the Utilities menu Electronic Signature Login Check this checkbox to require a user to log in before signing a record This feature is automatically enabled for the 21 CFR Part 11 compliant version of FaciliWorks and cannot be changed
346. welve Dashboard Analytics 293 Asset SC MO CU IG ceca nenssnceaccansaasamenstonsamcaneaseavasnie sees ccees sa tiautns secsianie jeresmenrgnestusseeeasednidesseenntans 253 Budget Allocation EE 255 Budget Allocation with Components cccccccssssssseceesssssssseeeeeeeeeassseeeesseseasseeeeesseenaasseeessees 256 Chapter Thirteen Program Setup 201 RSE UNV species css ers AETA AE E ED redness te saat A dine a snes tines seg dea E A E E 258 settings User Inormaton E E 258 SE CIR E EE 259 BC TM oo IONS 1 E 260 NEW Semice Reguest edel EE 261 service Request Service Request Module om 261 Automatic BaCkup ReSt0re ccccccccecccsccsssssesecsesecuecseuecsessesuecseusceeeseaueseessrsserseseassarssenseenes 26l Kee 261 Bue ele EEN 262 se AS aero oO 46 a ans ne aon E ne ee ene ee eer ee ee 262 seines Ela ODUONS Ta D siudascecacenaintroncacectnciwaienbheavabiedaatiuntstienbanatodsinban tend vad dacmoadceauiselageeinacateistoansiny 265 ENEE DEER Egeter 267 NUDER SCN ee 268 Settings Calendar Job 268 SS NS SACS Eet 2 0 Work Order Cause ee 2 4 Multiple Choice Entry cccccssscsceecessssssseeeeeeeeeasesseeeeseeseassaeeeeeeeeaaaseeeesseeeagsaeeeesseeagagsaeeseaes 275 Ronon Eve ENUY EE 2 5 Service Request Letter Entry csscccccccssssssseeeeesesessseeeeeeeeeasseeeeeeeeeeaasaeeeeeseeaaasseeesesssageaness 2 7 Asset Status Entry E 278 REDON WAN EO aeania EE A E A E A 279 Kee EE 2 9 ITC OO E e dE 280 AATA EAE EO e EEE E
347. will open that will let you enter the value for the records with missing information Ir you select No the blanks will be filled with zeros If you choose to edit the records a form will open allowing you to enter the information Simply type the values into the editable text boxes you can only edit the white text boxes When you are finished close the window If you choose not to supply the information at this time zeros will be placed in those fields If you have not already entered the Maintenance Done Date FaciliWorks will display this message Maint Done Date is blank Maint Done Date will be filled in with today s date Do you wish to continue Click Yes or No depending on your preference Depending on the asset s schedule you may also receive this message Maint Done Meter is blank Next Que Meter will be filled in with the Current Meter Do wou Wish to continue Click Yes or No depending on your preference FaciliWorks Desktop User Guide Chapter Six Work Orders 1 69 The record won t be visible by default after completion to view it unfilter the records If security is enabled you will be prompted to go to the Signature tab to sign the record avons 900 This record will not be visible after the completion process Do you wish to proceed signing the record The Completed Notice checkbox is now checked and the Maintenance Done Date is filled in The Progress Name is also updated to indic
348. word This User ID is being shared by different employees Flease identity yourself by selecting from the list i Cancel select your User ID trom the drop down list and then click OK to log in The user is identified on the bottom left corner of the FaciliWorks application window as the person logged into the system not the staff member trom the list 224 Chapter Nine Personnel FaciliWorks Desktop User Guide Chapter Ten Wee EE i ry FX 4 E pg gt A l H W W EF tw To keep track of all tools in the tool crib FaciliWorks provides the Tools menu In this menu tools are recorded and documentation is stored regarding where the tools were issued the employee to whom the tools were issued and the return of the tools to the tool crib Tools Tool Entry Issue Tools Return Tools Edit Tool Issue and Return Records FaciliWorks Desktop User Guide Chapter Ten Tools 225 Tool Entry From the Main Menu navigate to Tools gt Tool Entry to create and edit records for all of your tools FaciliWorks automatically keeps track of each tool s issue and usage history Tool Entry Information Tab The Information tab captures data about each tool in the tool crib Tool Entry Information Customize Tool ID Description Serial No Cost 0 00 PurchaseDate O o o i y O PO No Manufacturer supplier Code Ee eS Type ToolUset o OOOO O O sze o o Lei Toolse S SE Metric Quant
349. xisting variable record click this button to update associated task or asset records 1 60 Chapter Five Data Administration FaciliWorks Desktop User Guide Chapter Six Work Orders All jobs to be completed either scheduled or unscheduled can be created viewed and edited within the Work Orders menu Other options include batch completing work orders and viewing work due on each calendar day Scheduled Work Orders Once you have developed an asset task record and set a schedule for it see Chapter Four Entering Data for Preventative Maintenance FaciliWorks will generate a notification that a work order can be created Work orders are not automatically created you retain control of creating them There are a number of ways to create scheduled work orders First the Auto Create Scheduled Work Orders and Manual Create Scheduled Work Orders functions will be introduced Auto Create Scheduled Work Orders The Auto Create Scheduled Work Orders function will create all work orders for assets that have been scheduled When the work orders have been created FaciliWorks will preview the work orders for you They can then be printed and distributed to the technicians who will be completing the work From the Work Orders menu click Auto Create Scheduled Work Orders A filter is displayed that allows you to create all work orders for maintenance tasks due before a certain date FaciliWorks automatically fills in a date one month from the curren
350. y and set password specifications e Set service request options and email notification information e dentify inventory costing methods e Enable the audit trail e Enable and set preferences for Automatic Numbering for work orders purchase orders requisitions assets and service requests e Set tax rates for purchase orders e Enter your calendar refresh schedule e Choose your calendar color coding Settings User Information Tab From the Main Menu navigate to the Setup gt Settings gt User Information tab The User Information tab captures company information that will be used on all reports work orders and purchase orders Use the Customize button to modify the form labels and font weight of any form labels Enter your company name address phone number logo etc The address entered here will be used as the bill to address for purchase orders created within FaciliWorks however the address can be modified for any purchase order within the Edit Purchase Orders gt Bill To tab The two lines for company name and the optional logo will appear at the top of all of your reports Settings User Information Customize Company Information Name rour CompanyName Address 1234IndustialRd City State Zip Mal banaa Contact JohnSmith o Phone lt Insert Fax Sg TaxpayerIDNumber TT Purchase Order Statement Your Purchase Order statement Maintenance Cerificate Statement is Hereby Certified That The Above D
351. ys the data one record at a time while Datasheet View displays all records in the form of a table or spreadsheet Please see the Form View and Datasheet View sections for details Records Tab The Records tab provides options to sort and filter the record display in both Form and Datasheet Views Format Records Help A IZ CM ke New Ca Spelling 4 d i A wd b Save More z l Quick Advanced Filter Filter Filter Records Quick Sot g Go To Navigate through the records i e click the buttons to go to the first next previous last or new record Ascending and Descending Specify the order of the records as either alphabetical order or reverse Refresh All Refresh the screen with the most current modifications of records New Create a new blank record for data entry Save Manually save modifications to the current record Delete Delete the last change to the record field or delete the entire record Spelling Check spelling throughout the records More Visible in Datasheet View only this function allows you to specify the same commands as those on the Format tab Quick Filter Find records based on a simple search Advanced Filter Find records based on a complex search Records Tab Quick Sort Group All options in the Quick Sort group are available on other tabs and shortcut menus Use the Go To button to navigate through the record group also use the Record Navigator Bar at the bottom l

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