Standards for Using the Mainsaver CMMS System
Contents
1. RFP NO 327357 CW Mainsaver Maintenance E 3 _ O x File Edit Modules wiew Lists Reports Query Options Window Help pe a Bes F888 S Exit PreSctup Search Rpt writer Main Menu REETA Mi Reg Work Aeg Work Order Eudgek Supplicrs o 4 H B 8 amp amp W Cle Module Mew KwikEdit ork Fictrieve 9 FRieferences Spares List Update Usg Ast Status Meter Repl iol x T Asset Mew aAsset Detail 2 Financial e Ph Reliability Sg spares User Defined References Usage pe Vehicle ID Tire Size Classification Tire Size 2 Opr Lic Class Gross Weight Registration Ho GWT License Ho Ignition Key Code Make Model Year M Continuous Add Duplicate OK Cancel Figure 5 Detail tab with Vehicle asset detail fields displayed 27 Vehicle ID CMMS Standard required Type in the vehicle identification number VIN 28 Classification CMMS Standard required Type in one of the following typical vehicle classifications Car Truck Van Bus Tractor Motorized cart golf or Gator type 29 Opr Lic Class CMMS Standard required Two types of operator s license class apply Class C or CDL Enter the minimum license required to legally operate the vehicle 30 Registration No CMMS Standard required Enter the state vehicle registration number if available This is the TDL number sticker on the side of the vehicle 31 License No CMMS Standard required Enter the state lice2. the value here Ex 36 000 as with miles 88 Ltd Usage This is the cumulative usage of the asset When initially setting up the asset enter the cumulative usage value here if you can Mainsaver automatically calculates this value each time you update the asset usage 89 Meter Maximum If the meter has a limit on how much usage it can record then enter that here That facilitates replacement or rollover notification 90 Alert max average Click on this checkbox to receive warnings whenever the usage entered results in an average greater than the Max Average Usage Day value 91 Alert rollover Click on this checkbox this to receive warnings whenever the cumulative usage will cause the meter to rollover 92 Meter Install WO Enter the work order from which the meter was installed as with a gas meter 93 Meter Install Date Enter the date on which the meter was installed If the meter pre existed and you are just now setting up the asset then enter today s date 94 Meter Install Time Enter the time that the meter was installed RFP NO 327357 CW Specifications Tab Specifications are crucial when ordering parts investigating replacement or taking diagnostic readings These specifications are typically stated as norms maximums or minimums They are provided on equipment information plates attached to the equipment and on documents provided with the equipment The Specifications tab Figure 13 lets you set the rating sp
3. Example HP If the appropriate UOM for the specification you are rating is not in the drop down list contact your system administrator or a member of the Core Team to have the appropriate UOM added to the system so that it appears on the drop down list RFP NO 327357 CW Updating Asset Usage Updating asset usage properly will cause Mainsaver to generate usage based PM work orders Do not try to do that by changing values on the Usage tab of the asset record Here is how to properly update asset usage 1 In the Mainsaver main window click on the Maintenance button The Maintenance module window appears Figure 14 000 Mainsaver 275 JUL 06 TEST Mainsayer Maintenance File Modules Options Window Help Tt 88 E p Exit PriSetup Search Rpt Writer Main Menu B aS y Mil Reg Work Aeg work Order Budget Suppliers Figure 14 Top of Maintenance module window with Assets button Asset module window appears Figure 15 000 Mainsaver 275 JUL 06 TEST Mainsayer Maintenance File Edit Modules View Lists Reports Query Options Window Help re g B fos B DLA S amp Exit PriSetup Search Rpt writer Main Menu Assets Marl Reg Work Req work Order Budget Supplicrs z 2 amp B 8 2 jlt amp Cle Moduls Mew KwikEdit ork Retricvs References Spares List Update Weg Ast Status Mieter Repl 4 Asset Module Figure 15 Top of the Maintenance module Asset Module wi
4. assets The data entry requirements on the Detail tab are described in the next section For data entry requirements of the Detail tab for vehicle assets the following section Detail Tab Vehicle Asset Detail Tab Equipment Asset On the Detail Tab for Equipment Assets Figure 3 you only need to enter a work group if certain conditions exist Otherwise you will leave the fields on this tab blank A Mainsaver Maintenance y iol x File Edit Modules View Lists Reports Query Options Window Help e a x BEA Z FO 88 S Exit PrtSctup Search Rpt writer Main Menu Assets Mtl Req work Req work Order Budget Suppliers J A 2 ih x at Sa W 2 Cls Module Mew KwikEdit Sort Retrieve References Spares List Update Usg Ast Status Meter Repl Asset New E 10 x i Asset Detail P Financial EPM Reliability Spares User Defined References Usage Specifications Work Group Available Hours Special ID Ho Reading Freq Read Freq UOM Reading UOM V Continuous Add Duplicate OK Cancel Figure 3 New Asset window Detail tab Equipment asset 21 Work Group CMMS Standards conditionally required If a specific work group will always work on the asset double click on the field to select that work group from the drop down list The work group you select appears on work orders for this asset whenever they are created For more information see the Work Group Field Details section in Chapt
5. drop down list If the manufacturer s name is not listed contact the Mainsaver System Administrator or your Core Team member to have the manufacturer s name set up in the system so it appears in the drop down list 60 Model Number CMMS Standard required Mainsaver automatically populates this field when you enter the manufacturer on the Reliability tab Otherwise select the model number from the drop down list Example 900XL If the model number is not available or you don t know the number contact the System Administrator for help 61 Stock Number CMMS Standard required Enter the Mainsaver stock number Check the Parts Master for the stock number RFP NO 327357 CW Or If the part number is not available or you don t know the number contact your Core Team representative for help 62 Lawson Item Number Mainsaver required Enter the Lawson item number Or If the number is unavailable or you don t know the number contact your Core Team representative for help Important Mainsaver requires that you enter the Lawson number or it won t save the record This is automatically entered when you select the stock number if it exists on the Part Master record If it does not exist on the Part Master record then contact your Core Team representative for assistance Spare parts require the Lawson item number 63 Description CMMS Standard required Mainsaver will automatically fill in a description
6. in the correct value or double click in the field and choose a value from the look up table Table 7 Parent ID Guidelines Asset Category Parent ID Guideline Equipment System if not then room if not then building if not then site Building Number Building Equipment System Room or building number as applicable Garage building number or building where the vehicle serves Equipment assets are primarily tied to system level assets If not they are tied to the room that they serve If not that then they are tied to the building they are in And if not that then the site where they are System level assets may be created in Mainsaver They may be applied at either the site level or the building level Buildings are made up of component parts specific to the structure These are assets linked to the respective buildings by the Parent ID assigned Only equipment that is specific to a room in direct support of that room should be linked to the room by the Parent ID field RFP NO 327357 CW Sites typically have buildings garages crosswalks etc on them Those assets are linked to sites by the Parent ID assigned SITEOOO represents M D Anderson Cancer Center It is the highest level in the hierarchy 19 Asset Group Code CMMS Standard required This field creates a logical grouping of similar assets to make it easier to query assets and to analyze maintenance needs and costs Asset groups may also have specific fault cause a
7. of the part when you enter the stock number Otherwise type a reasonable description 64 Qty Needed CMMS Standard required Type the number of this type of part that is typically required to repair the asset 65 Total On Hand CMMS Standard required Mainsaver displays the total number of parts on hand RFP NO 327357 CW User Defined Tab The fields on the User Defined tab Figure 10 let you add related information about the asset 4 Mainsaver Maintenance E Ioj x File Edit Modules wiew Lists Reports Query Options Window Help eE 2 2 BF F228 2 Exit Preectup Search Rpt writer Main Menu Ageeks Mtl Reg Work Aeg work Order Edger Supplicrs 1 2 amp 2 8 8 7 Cle Module Mew KwikEdit Sork Retrieve References Spares List Update Usg Ash Status Mieter Repl S Asset KwikEdit 23293 FILTER Roll CRB Section 3 eS loj x E Asset Detail Financial ee PM Reliabilty Speres User Defined References Usage fa Asset Hotes Option 1 JCAHO Inventory Y Customer Hame PM Contractor Option 6 omonooa Option jand Option f omonooa Option 3 000 Figure 10 User Defined tab 66 Asset Notes This is a text field with limit of 2000 characters You can type notes about the asset 67 Option 1 Do not use this field For Facility assets the automated FNAIT process enters the Room Type code here 68 JCAHO Inventory Y CMMS Standard required See the crite
8. vehicle serves 13 Safety Requirements CMMS Standard required List any specific EH amp S safety regulations that apply to the asset including especially these Whether a Log out Tag Out is necessary Any special Personal Protective Equipment that is needed Whether a confined space permit is required 14 Asset Short Description CMMS Standard required Type a brief identifying description for the asset This field is limited to 25 characters For consistent guidelines based on the type of asset see Table 5 Table 5 Asset Short Description Guidelines Asset Type Short Description Guideline Equipment Most Appropriate Noun for the Item Adjective Identifying which one if multiple Equipment ID No from as built drawings Vehicle Vehicle Type Truck Car Bus Van Golf Cart Tractor Model Year Make of Vehicle Model Example Truck 2003 Chevrolet 3 4 Ton Facility Space Management Room Type Lab Mechanical Electrical Rm Office Stairwell Corridor Roof Room Patient Restroom Area of Responsibility 15 Asset Long Description CMMS Standard required Type a more complete description of the asset That is use the Long Description field to make it clear to the craftsman which asset it is See Table 6 Asset Long Description Guidelines RFP NO 327357 CW Table 6 Asset Long Description Guidelines Asset Type Long Description Guidelines Equipment Include any distinguishing details relevant to identifying t
9. 18 Select Table ast l Filter By Field Hame Operator Field Name Value Logical sset Number flike 51790 Fle Column List Asset Cost Asset Group Asset Location Asset Lang Desc Asset Motes Asset Number Asset Short Desc Asset Status Asset Type Sort By Field Hame Ascending gt a Assigned To ad Select All Records Report Query List Save o Cancel Figure 18 Select Table window 5 Create a query to retrieve the assets that you want to update The Maintenance module Asset Usage Update window now displays the results of your query Figure 19 A 000 Mainsaver 20 JUN 06 local Mainsaver Maintenance O x File Edit Modules wiew Lists Reports Query Options Window Help eek Bos FF ee 8 Exit PrtSctup Search Rpt writer Main Menu Assets Mil Reg Work Aeg work Order Budget Suppliers a 2 3 8 BP fh Cle Modul Mew KwikEdit Tort Retrieve References Spares List Update Usg Ask Status Mieter Repl PE OST OUEN dd Define Query Asset Humber Asset Short Meter ID Usage Usage verage Old Meter Description UOM Reading ate Usage Reading _ INE ISO MONITYJAOURS Record 1 of 1 A Figure 19 Asset Usage Update window with Usage Reading fields 6 Usage Reading Type the usage reading into the Usage Reading field Figure 19 RFP NO 327357 CW Important Do not attempt to do anything more than type in the actual reading value Do not attempt
10. RFP NO 327357 CW What Items Should Be Entered as Assets Asset Types Asset Numbers Taking Assets Out of Service Special Situations Adding Many Assets at Once Creating a New Asset Record Updating Asset Usage Asset Record Maintenance Facilities Management provides asset management for M D Anderson Cancer Center With good asset management assets last longer perform better and cost less money to operate That saves money that would be required to replace them Maintenance is an important part of asset management Facilities Management uses Mainsaver to keep maintenance operations records for its asset management program Asset records are the most important records in Mainsaver Every other type of record depends either directly or indirectly on the details from the asset records Preventive maintenance records and work orders of all types get much of their data directly from asset records Asset records contain valuable information on all of the facility and related assets in the institution The asset data in Mainsaver supports analysis for equipment replacement that goes into budget development Work areas and work groups on asset records indicate what business unit is responsible for maintaining the equipment Safety requirements print out on work orders to help keep craftsmen from injury Those are just a few examples of why these records are so important Assets managed by Facilities Management are of three types f
11. ST User Manual Facility New Asset Import Tool for more information Equipment asset records are imported into Mainsaver through a different utility that allows users to create records in a spreadsheet format and then import them all at once That is sometimes easier than directly entering them into Mainsaver See the FM AST User Manual Equipment New Asset Import Tool for more information You must get authorization from your Core Team Member for permission to use it Always download the latest version each time you use it Creating a New Asset Record To establish a new asset record start in the Asset window as directed in the following procedure and proceed tab by tab 1 Log into Mainsaver 2 Select the Maintenance Tab from the main window 3 Select the Assets option from the main tool bar 4 Click on the New button to get to the Asset New window Figure 1 oO loj x 4 Mainsaver Maintenance File Edit Modules View Lists Reports Query Options Window Help a E BE A 7 g 0 8 8 Exit PriSctup Search Rpe Writer Main Meni Aceite Mtl Reg Work Req Work Order Budget Suppliers z BE 8 amp T k Cls Module Hew KewikEdit Zort Retrieve References Spares List Update Usg Ast Status Meter Repl E Asset New i 4 E l x 2i Asset a Benci Eien Relatii WB spares User betinen PP reterences Usage KIL Asset Humber Asset Type Asset Short Desc Asset Status Asset Long Desc Work Area Critical Fac
12. Table 1 compares examples of valid and invalid assets in Mainsaver Table 1 Examples of Valid and Invalid Assets in Mainsaver Air Handling Unit Sheaves panels etc component parts Elevators Office refrigerators Client owned equipment not maintained by Facilities Mgmt Dark Rooms Carpet expense item not worked on by maintenance 1 HP motor component part Exit Signs represented by one asset Individual Exit Signs not worthy of separate record keeping number by building and or floor Additional Asset Entry Criteria Here are some other criteria for deciding whether or not to enter something as an asset in Mainsaver A Facilities Management tech touches it for maintenance Portability vs in place Financial cost of the asset or one of them Criticality impact to mission if it fails Preventative maintenance labor required Life safety regulatory requirements with record keeping and inspections Gathering the Necessary Data to Set Up an Asset Each business unit has two standard forms for gathering the details of equipment asset records Equipment Asset Data Collection Sheet and the JCAHO Risk Assessment form are made available on your business unit s shared network or as printed documents Creation of every equipment and or vehicle asset in Mainsaver must be accompanied by both signed forms These forms can be scanned and attached to the asset records for future reference Required Fields Asset records PM rec
13. __ Outof Service Reloc p OSX Out of Service Other DEL No Longer Exists 8 Work Area Mainsaver required Select the work area from the drop down list IST EW Out of Service Maint SX DEL Work Area tells the physical ownership or business unit responsibility for maintenance of the asset For an up to date list of Facilities Management work areas see the Work Area Values and Descriptions section in Chapter 10 Standard Data Values 9 Critical Factor Mainsaver required Select the critical factor designation for the Asset from the drop down list Critical Factor is the priority for maintaining and responding to work orders for the asset Table 3 lists and describes the valid critical factors for Facilities Management Equipment assets must have an associated JCAHO Risk Assessment form to determine the appropriate critical factor to assign As a general rule all 0 A and B equipment assets are to have a preventive maintenance program established for them Table 3 Critical Factors Factor 0 Deseription O O O Emergency Immediate repair response needed or priority given on Preventative Maintenance No work arounds allowed Mission Critical Immediate response required or priority given on Preventative Maintenance Temporary work arounds allowed B Not Mission Critical But PM maintenance is required C Minimal Impact No impact to Mission if asset is out of service due to redundancy or equipment onl
14. a For example a fire alarm system encompasses many individual fire sensors and alarm units On the other hand consider the number of man hours required to do routine maintenance on the system Generally speaking the preventive maintenance of an asset will be done all at one time without any significant delays by a fixed crew and will not take longer than 10 percent of the PM lead time allowed Otherwise the asset has been defined too broadly and you may need to divide it into smaller systems Asset Examples Light fixtures are an effective example of the use of these guidelines Light fixtures have identifiable replacement components bulbs diffuser starter ballast etc Those components are not assets The light fixtures are the assets However the cost of a single light fixture is not enough to justify creating a separate asset record for each fixture So the business unit would create a single system level asset record that represents all light fixtures of a logical grouping For example all the light fixtures on a single floor in the building 1s a reasonable grouping for creating a system level asset record All the light fixtures in the hospital would not be an RFP NO 327357 CW effective grouping because of the number of fixtures included the lack of tracking for specific problem recurrence and the fact that the man hours required to change them all could not be effectively coordinated with other maintenance activity
15. acility equipment and vehicle Each type of asset may require specific maintenance activities to meet these divisional objectives Extend their useful life Predict and prevent failures that affect M D Anderson Cancer Center s ability to achieve its mission Determine when an asset has reached the end of its useful life and funds need to be budgeted for its replacement Satisfy the need of regulatory agencies for information during periodic inspections and audits To meet those objectives certain information must be entered in the CMMS The Mainsaver Core Team has adopted standards for creating and editing asset records in Mainsaver Any deviation and or updates to these standards must be approved by the Core Team What Items Should Be Entered as Assets The definition of asset can vary depending on organization structure business needs and maintenance operations goals The Mainsaver Core Team has established basic asset Asset records can not be deleted easily Don t add assets without knowing the impact RFP NO 327357 CW definition guidelines to help Mainsaver users determine if an item should be set up as a unique asset record in the system Important Once you ve established an asset record it usually cannot be deleted so please contact a Core Team member if you have questions about new asset records To decide which items need to enter into our CMMS as standalone assets those assigned Mainsaver asset num
16. bers we use some basic assumptions If it breaks down the responsibility to replace the item falls under the Facility Division s budget or they manage budget the maintenance contract on the equipment and The item needs periodic preventive maintenance and or repairs to help maintain M D Anderson Cancer Center s ability to achieve its mission or The item is a Life Safety Other item that requires regulatory PM s and inspections or documentation or The item is a customer owned piece of equipment such as an ultra low freezer and a business unit in the facilities management division has agreed to maintain or repair it As a guideline on how far to break out items that fit into the asset category one of the best indicators is how the asset is usually purchased An item that is usually purchased as a completely assembled item is generally considered to be an asset Component parts are not assets For example a truck is an asset a tire is not A sprinkler system is an asset an individual sprinkler head is not An air handling unit is an asset a thermostat is not Another aspect to consider is the value of tracking maintenance related activity as compared to the value of the item If the cost of record keeping is equal to a large part of the item s total cost then the item is not an asset worthy of separate record keeping You should instead create a system level asset to represent many of a specific asset in a common are
17. ck of spare parts for the assets Spare parts listed here make it easier to determine which parts to order when repairs are needed or when planning preventive maintenance That also helps in managing the spare parts inventory Knowing how many assets need a particular spare part allows us to keep the right number of parts in stock It also lets us know to dispose of spare parts when the last of an asset is disposed of A feature in the Part Master in the Materials module can be set up to automatically add items here as spare parts whenever they are issued to a work order See the Mainsaver User s Guide for more information on that feature Mainsaver Maintenance Ee E Ioj x File Edit Modules wiew Lists Reports Query Options Window Help e a E Bee E 2888 S Exit PreSctup Search Rpt writer Main Menu Asseks Mi Reg Work Aeg work Order Edge Suppliers etn in Ets te in tn Alte ua Cle Module Mew EwikEdit ork Retrieve References Spares List Update Usg Ast Status Meter Repl Asset KwikEdit 80333 BFP ZURN 1464826 2 RPZ eS 5 Asset Detail Financial fis PM Reliability Sa Spares User Defined Tee Usage ae Mig TURN LA Model No SPSL r Stock Humber LawsontemHo Description OK Cancel Figure9 Asset tab Spares sub tab 59 Manufacturer CMMS Standard required Mainsaver automatically populates this field when you enter the manufacturer on the Reliability tab Otherwise select the manufacturer from the
18. e ll hal Carry To Print YW Add Browse View Delete J Continuous Ade Duplicate Cancel Ready i Figure 11 References tab Important Reference files should reside on a common Shared drive to allow all appropriate users access to the file Do not link to a file on your C drive 73 File Name If a reference file is going to be attached enter the file and path name here Example R Share REF O amp M Asset_docs BHP_123AirHandling doc 74 Description Type a brief description of what the attached reference file contains 75 Carry To Work Order To make the reference file available for all work orders with that asset check the selection Carry To Work Order selection box Otherwise do not check the selection 76 Print To Work Order To print the attached reference file along with the actual work order pertaining to this asset check the Print To Work Order selection box Otherwise do not check the selection RFP NO 327357 CW Usage Tab Asset usage is one way to schedule preventive maintenance like changing the oil in a vehicle every 3000 miles When users update asset usage if there is a usage based PM record Mainsaver automatically generations PM work orders A separate calendar based PM record is required for taking the usage readings For details on how to properly update asset usage see the Updating Asset Usage section at the end of this chapter The Usage tab Figure 12 lets you define any met
19. ecifications for any asset For example you might enter the capacity of a pump or the power rating of a generator 4 Mainsaver Maintenance Asset New ioj x CA File Edit Modules View Lists Reports Query Options Window Help 5 x Kl Tt 82 B FH S amp S amp 6 ae amp Exit PrtSctup Search Rpt Writer Wain Milenu Assets Mil Reg Work Reg work Order Budget Suppliers zl A z H BD amp amp 3 M k Cle Module Mew EwikEdit Tort Retrieve FRieferences Spares List Update Usg Ast Status Meter Repl Reliability Spares User Defined References Usage specifications Description Rating Unit of Measure Add Delete i Continyous Ade Duplicate Cancel Ready a Figure 13 Maintenance Module Asset New window Specifications tab 95 Description Mainsaver required This field is required if you add any specifications to the asset record This field describes the specification of the asset and the limit being expressed To enter a description of the unit being rated click on the Add button The description must include one of these qualifiers Maximum Normal or Minimum Example Maximum Amperage 96 Rating Type in a number for the actual rating of the described unit The rating identifies nameplate data for the asset such as horsepower amperage voltage and capacity Example 25 97 Unit of Measure Select the unit of measure appropriate for the rating from the drop down list
20. en ASSETNO 5 AND SCH MSAVER_AST ASSET TYPE E GROUP BY Left ASSETNO 2 HAVING Count SCH MSAVER_AST ASSETNO lt 500 Taking Assets Out of Service The DEL asset status code must be applied when the asset physically no longer exists or Facilities Management is no longer in any way responsible for maintaining it Out of service status codes must be used only for assets that are not currently available to perform their normal function but for which Facilities Management is still responsible in some way For more information see the Status Codes section of Chapter 10 Standard Data Values RFP NO 327357 CW Special Situations Adding Many Assets at Once Under special circumstances as when new buildings are built there may be many equipment asset records to create quickly The Core Team has developed tools for mass entries and updates These tools use an Excel spreadsheet that lists both the Mainsaver required fields and the CMMS Standard required fields that you must enter when setting up a new Asset Record To allow the most efficient entry of the data into the CMMS the spreadsheet is set up in the same order as the natural flow of the new asset record windows Facility asset records are imported into Mainsaver from the Space Management system through the FNAIT utility This utility uses only the asset number building number and generic short description in the facility asset record Please refer to the FM A
21. er 10 Standard Data Values 22 Available Hours Leave this field blank 23 Special ID No Leave this field blank 24 Reading Frequency This field is not required It is informational only Leave it blank Reading details and frequency information is entered on the Usage tab instead 25 Reading Frequency UOM This field is not used Leave it blank 26 Reading UOM This field is not used Leave it blank RFP NO 327357 CW Detail Tab Facility Asset The Detail tab for Facility Assets Figure 4 comprises four sub tabs Lease Insurance Address User Dates Facilities Management does not use them Leave them all blank 4 Mainsayver Maintenance File Edit Modules wiew Lists Reports Query Options Window Help e a Bes E D A a 2 Exit PreSctup Search Rpt writer Main Menu REETA Mil Reg Work Aeg work Order Eudgst Suppliers 2 2 amp B 2 3 2 Cle Module Mew KwikEdit Tort Fictrieve References Spares List Update Usg Ast Status Meter Repl a Asset Mew eS loj x 5 Asset Detail BF Financial fi PM Eee L Ece User Defined amp References Usage fia Lease insurance Address User Dates Lease Ho Amnt of Space Rate Space UOM Rate Freq Improvements Hotes W Continuous Add Duplicate OK Cancel Figure 4 Asset window Detail tab Facility asset Lease sub tab Detail Tab Vehicle Asset The Detail tab for Vehicle assets Figure 5 is for capturing important details about the vehicle assets
22. er information and how long it has been in service ae eA 4 Mainsaver Maintenance Asset New oe _ O x He File Edit Modules View Lists Reports Query Options Window Help im x Kl Tt 2 BE FH S amp S H 6 ae amp Exit PrtSctup Search Rpt writer Milain Milenu Assets Mil Reg Work Req Work Order Budget Suppliers ai A no Ss H BE 8 F DD BB Cls Module Mew KwikE dit Tort Retrieve Fieferences Spares List Update Usg Ast Status Wictor Repl Reliability Sa spares User Defined Reterences Usage Specifications Mfg Install Date poMo0000 Model Ho Purch Date pomo0o00 Part Ho O Mig Date pooonono serial Ho O Overhaul Date ponon Supplier CE B Downtime o W Continuous Ade Duplicate Cancel Ready a Figure 8 Reliability tab 49 Mfg CMMS Standard required Double click in the field and select the name of the manufacturer maker of the asset from the lookup table Example York If the manufacturer is not in the look up table contact your Core Team member to get that manufacturer added by the System Administrator 50 Model No CMMS Standard required Click on the arrow beside the field and select the asset model number from the drop down list Example GL 2451020 P If the model number is not in the drop down list contact your Core Team member to get that manufacturer added by the System Administrator 51 Lawson Item No Part No CMMS Standard required The label
23. er points associated with the asset 4 Mainsayver Maintenance Asset New a O x a File Edit Modules wiew Lists Reports Query Options Window Help x mT Tto 8 BEB H amp B B m g Exit PrtSctup Search Apt Writer Milain Menu Asseks Mtl Reg Work Req Work Order Budget Suppliers sis A a z pn SB 8 amp DH k Cle Modul Mew EwikEdit Tort Retrieve References Spares List Update Usg Ask Status Meter Repl i Asset Detail a Financial ay PM Reliability Sg Spares User Defined h Reterences Usage k Meter Increment Meter ID Usage UOM Average Max Aug Description Usage Flag Usage Usage Day Add Delete Detail W Continuous Ade Duplicate Cancel Ready 2 Figure 12 Usage tab 77 Meter Point Enter a logical descriptor of the meter ex Hour Meter Odometer etc 78 Meter Description Description of the type of meter 79 Increment Usage Flag Check the box if you want the usage updates to be incremental usage since last reading If you do not check the box then readings must be cumulative when they are taken like odometer readings usage to date 80 Meter ID Mainsaver required This field is required if you enter anything in any of the other fields Enter the meter ID code The meter ID should follow the format assetno usageUoM ex 51790 HOURS Meter IDs should be unique RFP NO 327357 CW 81 Usage UOM Mainsaver required This field is required if you enter anything in any
24. for this field incorrectly says Lawson Item No It is correctly the manufacturer s part number Enter the manufacturer part number of this asset if provided Example IA2210 52 Serial No CMMS Standard required Type in the asset serial number if available Example CAMM141933 53 Supplier CMMS Standard required The name of the company from which the asset was purchased Example Grainger If the supplier is not in the look up table contact the Mainsaver System Administrator or your Core Team member to have it added RFP NO 327357 CW 54 Downtime Do not edit this field Mainsaver automatically fills in any downtime associated with the asset when you change the asset status to any out of service status code NEW OSM OSR or OSX and then change it back to an in service status code ISF or IST 55 Install Date CMMS Standard required Type the date the asset was installed fully functional and put into service Example 10 10 2002 56 Purchase Date CMMS Standard required Enter the PO origination date for this asset Example 10 08 2002 57 Mfg Date CMMS Standard required Type the date listed on the asset manufacturer tag if available in the format MM DD YYYY Example 10 29 1967 58 Overhaul Date CMMS Standard required If asset was replaced list the most recent replacement date Example 10 10 2002 RFP NO 327357 CW Spares Tab The Spares tab Figure 9 allows Facilities Management to keep tra
25. he asset from other identical units color physical location within a room and so on Include color and any special features for example 4x4 Facilities Include any special uses for this room that may not be evident from Short Description alone for example Police Training room 16 Permanent ID CMMS Standard required when available Type the M D Anderson Cancer Center property identification tag number in this field if the asset has been assigned one 17 Note M D Anderson Cancer Center policy is to identify assign and affix a property identification tag to all capital and controlled assets at M D Anderson Cancer Center for tracking of State owned property throughout the equipment life cycle Upon receipt or before being put in service all capital and controlled assets must be tagged with a standard pre numbered property identification tag Figure 2 Figure 2 M D Anderson Cancer Center property identification tag The property ID tag is imprinted with the bar code number assigned to the asset That number is the control mechanism for tracking of a capital or controlled asset within M D Anderson Cancer Center Capital and controlled assets are tagged upon receipt as part of the receiving process of Materials Management Services 18 Parent ID CMMS Standard required This field creates the hierarchy of assets throughout the entire M D Anderson Cancer Center The parent is another asset in Mainsaver Type
26. nd action codes associated with them That allows us to do two things Sort assets by group Have Mainsaver automatically filter the appropriate fault cause action codes for specific asset groups during work order creation Select an asset group from the drop down list in that field This list is maintained by the System Administrator 20 Assigned To CMMS Standard required as applicable This field is used to identify when Facilities Management performs work on behalf of their clients Select the value Client if this is a client owned asset This field is a look up list of all employee ID numbers in Mainsaver The generic name ID number Client is created and stored in Mainsaver employee records to be used for this field in the look up table CLIENT Chent Customer Owned Asset Remember The term owned as it is used here refers to the party unit responsible to budget for replacement of the asset when it reaches the end of useful life or fails prematurely It does not refer to the party unit responsible for maintenance preventive maintenance since a client owned asset may be maintained by the Facility O amp M group or by an outside vendor RFP NO 327357 CW Detail Tab The setup of an Asset Record s Detail Tab Figure 3 will vary greatly depending on which asset type you selected on the main Asset Tab Facilities Management only uses the Detail tab for equipment and vehicle asset types The Detail tab is not used for any facility
27. ndow with Update Usg button 2 Click on the Update Usg button Figure 15 The Asset Usage Update window appears Figure 16 RFP NO 327357 CW 000 Mainsaver 20 JUN 06 local Mainsaver Maintenance a _ O x File Edit Modules View Lists Reports Query Options Window Help ee Bos FoF 82 S Exit PrtSctup Search Rpt writer Blain Menu Assets Mil Reg Work Aeg Work Order Budget Suppliers a 8 S Cle Modul Mew EwikEdit ork Retrieve References Spares List Update Usg Ask Status Mieter Repl mM Asset Usage Update 7 Oj x Asset Usage Update Import Usage Data Manual Update Cancel Figure 16 Maintenance module Asset Usage Update window Manual Update button 3 Click on the Manual Update button The Asset Usage Window appears Figure 17 000 Mainsayer 25 JUL 06 TEST Mainsaver Maintenance O x File Edit Modules View Lists Reports Query Options Window Help 2 2os B 8 ee S Exit PrtSctup Search Rpt writer Main Menu Assets Mil Reg Work Aeg Work Order Budget Suppliers BE 8 a BD amp Cls Module Mew KwikEdit Sark Retrieve References Spares List Update Usg Ast Status Meter Repl Asset Humber Asset Short Meter ID Usage Usage Usage Usage Average Description VOM Reading Time Usage Mm Asset Usage Update Figure 17 Asset Usage Update window with Define Query button 4 Click on the Define Query button Figure 17 RFP NO 327357 CW The Select Table window appears Figure
28. ng trucks cars buses tractors vans and motorized carts such as golf carts Each asset type Facility Equipment Vehicle requires some unique information that is specific to the asset type Different tabs and or sub tabs with different data entry fields will appear for each of the different asset types Important Once you set up an asset as one type you cannot change the type Asset Numbers Blocks of available numbers can be identified with proper data analysis tools For new Facility assets the asset number is the building number or room number entered in the space management database by the Space Management System administrator Creating an asset number for a piece of equipment system level asset or a vehicle is different from creating an asset number for a facility asset For an Equipment or Vehicle asset the number can be any numerical value of either 5 or 6 digits in length that is not already assigned in the Mainsaver asset records This provides for 999 999 different asset numbers Tip To find blocks of numbers available you must be able to perform data analysis with SQL You can export the asset records to Microsoft Excel and perform your own analysis to find blocks A person with data analysis capability and Microsoft Access can use this query to quickly identify blocks of 1 000 or more SELECT Left ASSETNO 2 AS Prefix Count SCH MSAVER_AST ASSETNO AS CountOfASSETNO FROM SCH _MSAVER_AST WHERE L
29. nse plate number if available 32 Ignition Key Code Leave this field blank 33 Make CMMS Standard required Enter the make brand of the vehicle For example Chevrolet Ford and Chrysler 34 Model Year CMMS Standard required Enter the model year of the vehicle not the year purchased but the manufacturer s model year RFP NO 327357 CW 35 Tire Size CMMS Standard required Enter the manufacturer recommended tire size for this vehicle up to 10 characters Use the standard OEM size for example G75R15 That is usually found on a sticker inside the driver s side door 36 Tire Size 2 CMMS Standard required Enter the alternative tire size for this vehicle Or If the vehicle requires two wheel sizes enter the second wheel size here 37 Gross Weight CMMS Standard required Enter the gross weight of the vehicle unloaded here in US pounds That is usually found on a sticker inside the driver s side door 38 Gvwr Enter the maximum weight that the vehicle can carry in US pounds That is usually found on a sticker inside the driver s side door Financial Tab The Financial Tab contains financial information regarding the Asset item The values entered are used for analysis As work orders and PMs charge labor materials and contractor cost to the asset Mainsaver displays those charges here A 000 Mainsaver 20 JUN 06 local Mainsaver Maintenance _ oj x Fie Edit Modules wiew Lists Report
30. ntrifuges Sterilizers etc that may apply Medical VacuumPumps owo Compressors o 42 Warranty Date CMMS Standard required The date on which the asset warranty ends This value makes the words ON WARRANTY display on a dispatch or repair work order if the origination date is less than the warranty date provided This can help to recover repair costs when assets are still under warranty 43 Double click in the field A calendar pops up for easy entry 44 Select the warranty expiration date 45 Labor Acct CMMS Standard required Leave this default to the system generated value 5156001 46 Maccount CMMS Standard required Leave this default to the system generated value 5710952 47 Contract Acct Leave this field blank 48 Taxable Leave this field blank RFP NO 327357 CW PM Tab The PM tab Figure 7 is a display only page that shows the current preventive maintenance PM information about the asset if any is available Mainsaver Maintenance Asset New Moraer Cogs nM Serengeti oe Figure 7 PM preventive maintenance tab This tab only shows PM information It does not display any information of assets on Routes but it does show PM information where the asset is part of a PM Group If the PM tab does not show any detail that means no PM records have been created for this asset RFP NO 327357 CW Reliability Tab The Reliability tab Figure 8 lets you keep a record of the manufactur
31. of the other fields Click on the down pointing arrow to select the unit of measure for the meter from the drop down list If the unit of measure you need is not available contact your system administrator or Core Team Representative for assistance 82 Average Usage Mainsaver required Enter a reasonable expectation for the average daily usage of the asset This is not editable once the asset record has been saved with this meter Instead the software calculates the average based on your usage updates to predict when a PM will be due to be done 83 Max Average Usage Day Type the maximum average usage for the meter If you also click on the Alert max average check box users will see a message to warn them if the average daily calculated by Mainsaver is greater than the value they entered That helps to prevent a data entry error from improperly driving the PM program 84 Usage Reading Enter the most current reading for this asset meter If it is not known then leave this field blank 85 Usage Date Defaults to today s date Leave it as is unless you entered a reading and know the date this reading was taken In that case enter the date the reading was taken 86 Usage Time Defaults to the current time Leave it as is unless you entered a reading and know the time the reading was taken In that case enter the time the reading was taken 87 Warranty Usage If the asset has a warranty period associated with the usage then enter
32. ords and open work orders need to be corrected together You must enter the proper values in Mainsaver required fields or Mainsaver will not save the asset record and you may lose all your work The names of Mainsaver required fields are displayed in red on the screen and in the text of this document Certain fields are required by Facilities Management to be able to manage assets They are noted in the text as CMMS Standard required You must fill in all those fields so that Facilities Management can manage assets successfully in Mainsaver Important Details from asset records carry over to PM records and work orders when they are created Anytime assets are re allocated the associated asset records PM records and open work orders need to be corrected RFP NO 327357 CW Asset Types Once you set up an asset as one type you cannot change the type Asset Types are the highest level of categorization of assets in Mainsaver Every asset in Mainsaver must be given one of the three Asset Types available Equipment E AII assets that are not more appropriately Facility or Vehicle asset types This includes individual pieces of equipment as well as logical groupings of similar items and system level assets Facility F AII building components including roofs corridors rooms and stairwells These assets are typically entered by the Space Management database administrator Vehicle V AII vehicles includi
33. ria for JCAHO inventory list to determine if the asset needs to be included If the asset meets the criteria for being on the JCAHO inventory list enter a Y Or If the asset does not meet JCAHO criteria enter an N 69 Customer Name If this is a client owned equipment then type in the name of the department that owns the equipment 70 PM Contractor If an outside vendor maintains the asset use this field to record the contractor name company This is an open text field so the name should be verified as consistent in spelling to allow for accurate querying of information 71 Option 6 This field is not currently used Leave it blank 72 Option 7 9 These fields are not currently used Leave them blank Reference files must reside where everyone can access them RFP NO 327357 CW References Tab Often the best way to provide information about assets is to attach supporting documents Diagrams and pictures can be added to the References tab 4 Mainsavrer Maintenance Asset New o 5 x ee File Edit Modules View Lists Reports Query Options Window Help ay x T3 ze FA 25 za a m E Exit PreSctup Search Ree writer Main Milenu Assets Miti Reg work Req work Order Budget Suppliers re G Ed 2 Ez 2 T g 70 Zo Cle Module Pw EwikE dit Dork Retrieve References Spares List Update Usg Ast Status Meter Repl Ti Asset Detail Financial E Pm Retiability Sf spares User Defined References File Hame Usag
34. s Query Options Window Help 2 os Fo 82 8 Exit PreSctup Search Rpt writer Main Menu Asseks Mi Reg Work Aeg work Order Eudgek Suppliers 0 amp H B 8 amp m amp Cls Module Mew KwikEdit Sort Retrieve References Spares List Update Usg Ast Status Meter Repl Asset KwikEdit 23293 FILTER Roll CR6 Section 3 5 Asset Detail a Financial E PM Reliability Sg Spares User Defined References Usage fa Asset Humber 23293 Asset Type EUlPMEMT Asset Short Desc FILTER Foll CRB Section 3 Costcenter 15670138 Asset Cost oo Month To Date Year To Date Life To Date Replacement Cost og Labor Cost 60 54 60 54 1 565 52 Est Asset Life Material Cost 0 00 0 00 931 55 Warranty Date aooaa Contractor Cost 0 00 0 00 460 17 Labor Acct Sub Total 60 G4 60 G4 2 957 24 Maccount LA Other Material 40 00 0 00 0 00 Contract Acct RA Total 60 84 60 84 2 957 24 m Taxable Figure 6 Asset New window Financial tab 39 Asset Cost CMMS Standard required equipment vehicles only Asset cost must be recorded in whole dollars to help Facilities Management make decisions on whether to keep or replace assets The full asset costs includes All installation costs to bring asset to full operating condition vendor commissioning Cost of controls panels used to operate the asset Cost of all supporting infrastructure involved with setting up the asset Support framework or pad
35. site Piping and or conduit runs chiller supply water electrical RFP NO 327357 CW 40 Replacement Cost CMMS Standard required Type the cost of replacing the base asset in whole US dollars Replacement cost may be significantly lower than the initial asset cost because it does not include certain one time costs such as controls base pad utility runs and control set up Example Initial cost to set up a generator in a new building was 115 000 including a concrete base pad utility runs control point set up and one time commissioning When the generator failed a similar unit was bought and installed for 85 000 because of being able to use the existing utility connections and control points and not having to pour a new pad 41 Est Asset Life CMMS Standard required Enter the anticipated useful life of an asset in whole years This value is critical because each year s Capital Renewal budget is based on analysis of critical assets reaching the end of their useful life For asset life estimates of specific asset types use the values in Table 8 Table 8 UT System Estimated Asset Life Values Estimated Equipment Group Life Yrs Included Equipment Types Elevators Elevators escalators etc HVAC Equipment 20 Pumps Chillers Cooling Towers Air Handling Units Exhaust Fans Fan Coil Units Less than 3 5 HP units per Trane Boiler Packages Standards for AHU vs FCU Client Freezers Refrigerators Ultra lows Ce
36. to calculate any usage yourself Mainsaver uses the meter set up on the asset record to automatically do the necessary calculations Do not calculate Usage Let 7 Usage Date If the meter reading was not taken today type the Usage Date Mainsaver de that 8 Usage Time If the reading time is provided enter that in the Usage Time field 9 Click on the OK button Mainsaver may display a message window asking you to confirm that your entry is correct before the record is actually saved The message warns that you may have made a mistake In the example in Figure 20 the average usage calculated as a result of the value that was entered is greater than the specified maximum in the asset record Asset Usage Update q x m E 7 Average Usage 35 00 exceeds maximum average usage 2 00 Proceed ee Figure 20 Asset Usage Update message window Other similar messages may appear to indicate meter rollover or maximum 10 Check the reading to make sure you entered the reading correctly 11 Click on the Yes button to save your changes Or Click on the No button to return to the previous window with the Usage Reading field blank and re enter the reading 12 Click on the Close button here to exit the Usage Update module
37. tor Perm ID Costcenter Parent ID Building Ho Asset Group Asset Location Requirements J Continuous Add Duplicate OK Cancel Figure 1 Asset New window displaying the Asset tab RFP NO 327357 CW Asset Window Asset New In the Asset window Asset New tab Figure 1 you record all of the required information for any asset plus other useful details Remember Mainsaver required fields are displayed in red 5 Asset Number Mainsaver required Enter an asset number For more information see the earlier section Asset Numbers 6 Asset Type Mainsaver required Select an asset type from the drop down list For more information see the earlier section on Asset Types Remember Once you set up an asset as one type you cannot change the type 7 Asset Status Mainsaver required Select an Asset Status from the drop down list You must set the correct asset status so that Facilities Management can manage the active and inactive assets in the facility Table 2 lists the asset status choices oo Important Do not use status code OSX as if it means the same as DEL They are OSX as if it different for a reason Out of Service means that the asset exists but is not being used for means the its normal function at the current time same as DEL Table 2 Valid Asset Status Codes Status Type _ Status Code In Service ISF In Service Ful a In Service Test New Not Yet Available O OSR_
38. y needed for non essential functions on infrequent basis RFP NO 327357 CW 10 Cost Center Mainsaver required Cost Center is used for accounting reports on asset maintenance and activity costs It is the primary cost center that labor and materials will be charged against Double click in the field to choose the Cost Center for the physical location of the asset the building where the asset is or for the closest building from the look up table 11 Building Number CMMS Standard required The building number applied to asset records allows for reporting on all assets in a building regardless of who maintains them Double click in the field to select the building number for the asset from the lookup table For more information see Chapter 10 Standard Data Values Note Building numbers for all facilities in the Facilities Management portfolio including Houston Bastrop and Smithville are entered by the System Administrator 12 Asset Location CMMS Standard required Double click in the field to select the room building or roof where an asset resides from the lookup table Use Table 4 as a guide in choosing the correct value for this field Table 4 Asset Location Codes Asset Category Guideline O Equipment Room number or roof number Building Houston Bastrop or Smithville or blank as applicable Equipment System Room or building number as applicable Garage building number or building where the
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