Home

ProVIEW User`s Manual

1. Field Button Name Description Image Location To attach an image enter its file path and name in this field Show Image Click this button to display the image on the right side of the screen Browse for Image If you don t know the exact path and filename of your image click this button to navigate through your directories and files and select the correct file Chapter 6 Entermg Tool Records Using Tool Entry you can create records for all of your tools including information about the usage history for each tool Select Tool Entry from the Enter View Records menu to enter records for your tools Tool Entry Tool Entry Filter 8 Tool Entry Filter Lx Tool ID Serial Number Manufacturer Clear Filter Close You can use the filter window to quickly find an individual tool or to find all tools of the same type You can filter for tools froma single manufacturer or for tools of a particular size You can also filter according to your two custom fields see the System Administrator s Guide for more information To find all of your tool records or to enter your first tool record leave the filter fields blank and click the Find button Tool Entry Information amp Tool Entry D E i 1 Where Used Tool ID DRAINPAN Purchase Date Serial No Na Cost 0 00 Tool Descrip DRAIN PAN PO No N A Manufacturer NVA S Supplier Code m Type of Tool PN E Notes Size WIDE SHALLOW DEPTH x
2. If you don t enter any filters ProVIEW presents all of your records At first this will probably be your most common selection After you enter any optional filter values click the Find button or press ENTER on your keyboard to view the filtered recordset To clear any filter information click the Clear Filter button 89 90 Chapter 14 Program Conventions Supported Wildcard Characters in Search Fields The asterisk question mark number sign exclamation point hyphen and brackets are all considered wildcard characters You can use these characters in record filters and Find and Replace commands to include all records that begin with specific characters or match a certain wildcard pattern Wildcard Example ProVIEW Finds Character Search Find wh What white and why works like MS DOS commands at Cat bat and what 2000 Records with any date in 2000 11 Records with any date in the month of November b ll Ball bell and bill this symbol matches any single character 1 3 103 113 123 matches any single digit not for use with date fields use asterisk character instead b ae ll Ball and bell but not bill matches any single character within the brackets This is useful if you want to find records that contain wildcard characters i e it allows a literal search on wildcard characters for example to find Machine 1 you would enter Machine 17 b
3. In Active This is a required field Important If the Status field is notset to 1 Active then the maintenance due reports will skip over this equipment Importance Enter a description of the importance of this piece of equipment As you enter different Importance ratings in your equipment records ProVIEW will keep a list of them in this field so that you can just select the priority from the list instead of typing it Equip S N Enter the equipment s serial number Model No Use this field to store the model number of the equipment Supplier Code Enter or select the supplier code or the name of the equipment supplier If you plan on using associated supplier records then you should place the supplier code number in this field not the supplier name See the Supplier Entry section of the User s Manual for more information Description Type in a brief but informative description of the equipment if you use similar wording for similar equipment you will later be able to filter by this field ProVIEW Maintenance Manager Quick Start Guide 13 Field Name Description Type Enter the type of equipment this field also creates its own list as you enter different types Storage Location Enter the storage or usual location of the equipment this field also creates its own list as you enter different locations Current Location Enter the actual location of the equipment Warranty Term Enter the term of the warranty such as 7 years
4. Type ons y Last Review 0770171997 Equip ID AE Last Rating ban Contact E Last Received breng Address Last Reject rias ity Enabled Both d Supplier 1 West Coast Supplier 2 Include Product Data iV a Print Clear Filter Close Print Setup You can change certain reports settings such as orientation Portrait or Landscape or margins To modify report settings go to the File menu and select Print Setup Some options are controlled by the type of printer and the Windows printer driver that you have but a typical setup window looks like this Printer currently HP LaserJet 4 4M on LPT1 Specific Printer HP LaserJet 474M on LPT1 Orientation Paper Portrait Size Letter81 2x 11 in T O Landscape Source Auto Select sl I Data Only Margins Left 0 6000 in Right 0 5000 in Top 0 5000 m Bottom 0 5000 in Tip To save paper and time you may want to first view the report on screen and then adjust the print setup values You ll see any changes immediately after you click the OK button When you close the report window the program will ask you if you want to save the new settings In order to save the report settings you must have this option enabled in your ProVIEW Settings screen under Options see the System Administrator s Guide for more information Note There are a few complex reports that cannot have their settings
5. Add a new line to a memo field Switch between field editing and navigation modes Move to the record number entry box Select the current record To Extend the selection or deselect one character to the right Extend the selection or deselect one word to the right Extend the selection or deselect one character to the left Press CTRL SHIFT LFT ARROW CTRL C or CTRL INSERT CTRL V or SHIFT INSERT ProVIEW Maintenance Management Software User s Guide 103 To Extend the selection or deselect one word to the left Copy the selected text into Windows Clipboard Paste text from Windows Clipboard Datasheet Table Keyboard Shortcuts Press TAB ENTER or RGT ARROW END SHIFT TAB or LFT ARROW HOME DN ARROW CTRL DN ARROW CTRL END UP ARROW CTRL UP ARROW CTRL HOME To Move to the next field Move to the last field in the current record Table view Move to the previous field Move to the first field in the current record Table view Move to the current field in the next record Move to the current field in the last record Move to the last field in the last record Move to the current field in the previous record Move to the current field in the first record Move to the first field in the first record Appendix ProVIEW Help To use ProVIEW s on line Help feature select the Help menu or press the Fl key you can use this feature throughout ProVIEW s various screens You can select from different
6. Allow Requester name Lets users enter service requester names other than their own other than User Require Equip ID for Lets you choose whether you want requesters to reference an equipment ID with Service Request every service request Use Two Step Service Requires that service requests be given both preliminary and final approval before Requests they become work orders Show Pop Up message If you want Pro VIEW to tell you when users enter new service requests place a check when new Service in the Show Pop Up Message box Requests are created Do not open Pop Up Enter the number of service requests that should be entered before you receive message until at least notification For example if you enter 1 in this field ProVIEW will tell you every this many new Service time someone creates a new service request If you enter 3 ProVIEW will wait until Requests are created three service requests have been created then notify you Enterl to open the Pop Up message for any new Service Request ProVIEW Maintenance Manager System Administrator s Guide 123 Settings Calendar 8 Settings A ES User Info Options Service Requests Calendar custom Fields Skip Date Entry Calendar Color Coding Intervals Skip Sun Skip Dates From To 20 Hours 40 Hours 60 Hours Skip Wed Hours Skip Mon Skip Tue Skip Thu Calendar Range 6 Number of Months to Skip Sat Look Ahead O Number of Months to Look Before Skip
7. Location TT Phone AA AAA New Record Undo Delete Close Record KIEN 1 ral oe of 1 ProVIEW Maintenance Manager System Administrator s Guide 125 The User Information screen displays information about each user Enter each user s name job title location and phone number in the appropriate fields For system security each user should have a PIN password enter this code here This code can include numbers letters and symbols The PIN is case sensitive which means that when you log on to ProVIEW you must use the same upper and or lowercase letters that you entered here for your password and PIN for example if the pin is entered as SMITH2 the user must always enter SMITH2 never smith2 or Smith2 User Entry Record Access Use Irkamation AecodAccers Repot Accers Unity Acces Access h d Mair Delete Eaupmen Emm F F F F Auessto e Task Entry F P P p mE Work Order En F F d Ld He Patente E P L4 p Corfidertal p Procedure tnr F P F p EA Suppergnry F F F F Tolem F F F F Staten F F F F CH F F d Service hequest Entry Reed a O E The Record Access tab lists each of ProVIEW s entry areas and the privileges that are available for each area The sample screen shown above shows that the user Bob Smith Jr has every privilege for every entry screen every box is checked You can use any combination of privileges for any area Each privilege is described be
8. ProVIEW MAINTENANCE MANAGEMENT SOFTWARE Version 4 ey Amakan mand 204 N Main St Suite A Monticello IN 47960 574 583 0344 Fax 574 583 0345 www aqsinc com ProVIEW Maintenance Management Software iii 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 b 3 ii of The Rights in Technical Data and Computer Software clause at 252 227 7013 Contractor manufacturer is American Quality Systems Inc QUESTIONS Should you have any questions concerning this agreement or if you wish to contact American Quality Systems Inc for any reason please write or call AMERICAN QUALITY SYSTEMS INC 204 N MAIN ST SUITE A MONTICELLO IN 47960 1 800 776 3090 OR 574 583 0344 FAX 574 583 0345 EMAIL SALES AQSINC COM TECHNICAL SUPPORT If you need technical support please write or call our product support and development office AMERICAN QUALITY SYSTEMS INC 204 N MAIN ST SUITE A MONTICELLO IN 47960 1 800 776 3090 OR 574 583 0344 FAX 574 583 0345 EMAIL SUPPORT AQSINC COM Technical support is available by telephone during normal business hours Eastern Time E mail and Internet Support Electronic support is also available 24 hours a day to all registered users Please contact Technical Support via E mail support aqsinc com Internet www agsinc
9. x Work Order Number A Created Date 8 Date Done py 1 Completed Work Orders Bath J Emergency Work Orders Clear Filter Close Go to the Enter View Records menu and select Work Order Entry A filter window will appear like the one shown above Since you haven t created any work orders yet leave the filter fields blank and click the Find button The Work Order Entry Information screen will appear Work Order Entry Information Before you can create a work order you must have already entered information for all associated tasks variables contract amp labor and parts tools To create this work order simply select the equipment ID and task ID that you created earlier The rest of the information will be automatically retrieved from your previous entries ES Work Order Entry Eg Schedule Labor Parts Tools Procedures Q Equip ID JF 1021 x J Description 1355 FORD F150 All E 1021 OIL CHANGE ause Comments Work Order No 0000000002 Record Created 5 19 1999 11 58 AM Technician 3827 Entered By Task Priority MEDIUM Completion Task Type OIL amp LUBE JOB z Tack Completed T Task 1 tk CQ Downtime 0 25 Hours Emergency Unscheduled M Print Ww D Record il 1 If Di In rl of 39 21 22 Chapter 5 Entering Work Orders When you ve finished entering and editing information for your new work order you can print it by clicking t
10. 2791 Name STAN SMITH Active v 55 No 22 22 2222 Address 1ST STREET City State SAN DIEGO CA 17 99999 Craft Title MECHANIC E Mail DOB 6 2 1960 Home Pager 555 9999 822 7300 Date Hired 7716 1396 Work Phone 555 3333 Ext 112 Date in Job 7 16 1996 Emrgcy Contact Name ps SMITH Department MAINTENANCE T Emrgcy Contact Phone 555 3333 Supervisor JOE GARCIA e Craft MECH z EN EE Custom Fields eniority Staff 1 Skill Level g Staff 2 Record il 4 If Di rr rs of 4 For now concentrate only on the fields described below This will allow you to quickly enter an employee record so that you can go back to Equipment Entry Task List Labor and assign the employee to the task you created for your equipment Field Name Description Employee ID Enter a unique alphanumeric identifier for this staff member or consultant Name Enter the employee s full name Craft Enter the employee s profession Use this field to categorize your workers It can be a description such as welder or electrical engineer a code such as MIG 3 or a union number combined with a classification such as 786 Journeyman or 786 Apprentice Rate Enter the hourly rate for the employee This rate will be used to calculate the cost of maintenance If you enable Security you can hide this field in the User Entry form under Utilities Craft Title Enter the employee s official job title After you ve entered an employee r
11. If your company needs to comply with ISO or QS 9000 Document Identification and Control requirements you can set up ProVIEW to identify each report with a document control number To use this feature select Report Control ID Entry from the Program Setup menu In this screen you can set up your report control identifications The report control ID will appear at the bottom of reports using the alignment you have chosen for that particular report left center or right alignment If you are not required to list a form number you can use this feature to display any information you want to print at the bottom of any ProVIEW report ProVIEW Maintenance Manager System Administrator s Guide 127 amp Report Control ID s Bisi x Report Name Equipment Listing By Type With Tasks Control Text Equipment Listing By Type With Tasks Alignment Left TI Center IM Right Report Name Equipment Status Report Control Text E quipment Status Report Alignment T Left I Center V Right Record nl 1 Ii II rris of 108 Setting Up Equipment Status Codes The Equipment Entry Status field is user defined This means that you can assign your own status description to each status number except for Status 1 Active see below To setup status IDs choose Status ID Entry from the Program Setup menu The Status IDs screen will appear Here you can enter the descriptions you want to appear in the Status drop down list on the Equipment Entry screen
12. ProVIEW will begin giving you messages that your trial period is nearing its end For your convenience the trial period will not expire on a Saturday or Sunday To enable your license to continue past the 30 day period contact AQS Sales or your Distributor To check on your expiration date click the About button on the main menu and look under License and System Information Logon When you start ProVIEW and if you have set up security a logon window will appear as shown here Enter your PIN Password then click the OK button see the System Administrator s Guide for information on changing your PIN Please Enter PIN No Ce Cancel 29 30 Chapter 2 Running ProVIEW for Windows Main Menu Note that the name of the currently logged in user is displayed in the lower left corner The full path to the attached database file PVDATA41 MDB or PVSAMP41 MDB if using the sample database is displayed in the lower portion of the screen ES Main Menu LoVIEW A SAMPLE DATABASE Tasks Suppliers Service Requests 4 Work Orders Utilities About C Program Files PV4 PVSamp41 mdb John Smith The function of each main menu button is explained in this table Button Description Entry Buttons Click these buttons to access the various screens where you can add change or delete records for your equipment parts tools staff and other components of our maintenance system Reports To view or print reports access the
13. Quick Sort 101 Record Selector Bar 94 96 Records Copying Records 101 Deleting Records 102 Reorder 46 Repair 127 129 131 Repairing Data Files 133 Replace 100 101 Report Control 126 Restoring Data 95 Row Height 98 Salutation 64 Saving Records 102 Schedule 13 14 35 36 Scheduling Calendar 121 123 Scroll Bars 94 97 Security 120 Select All Records Command 99 Select Record Command 99 Send 86 99 Serial No 9 115 Service Request 75 76 77 80 121 Service Requests Approving 81 Settings 45 59 63 119 121 132 Setup Users 124 Shortcuts 102 103 Show All Records Command 101 Skip Dates 14 36 119 123 ProVIEW Maintenance Manager System Administrator s Guide 135 Skip Days 123 Sort By 83 Staff Entry 59 Status 12 32 80 121 127 Status button 30 80 Status ID 127 Storage Location 13 33 54 Supplier Code 12 32 54 64 Supplier Entry 63 64 65 Tab Selector 95 Tab Selectors 95 Table View 90 95 97 98 99 100 101 102 103 Task Entry 35 43 Tasks Cloning 44 Technical Support 115 132 133 Technician 13 35 43 76 86 Tool Bar 101 Tool Entry 16 17 18 53 65 Toolbar 90 Tools and Utilities Menu 60 117 119 Tracking 39 Training 111 Trigger Code See Modify License See Modify License See Modify License Troubleshooting Problems 105 132 Unit of Measure 46 Usage 39 40 86 Validating the Software 27 Variable Reports 87 View Form View 92 Table View 95 98 102 Warranty 13 33 Wildcard Cha
14. Task Record 14 4 If 1 gt In r of 7 Record il 4 If 19 In rl of 42 In this screen you can select from previously entered active employees to assign an employee to a task or you can add additional employees to the task You can also change the employee assigned to the task the craft code or the estimated hours Each of the fields in this screen is explained below Field Name Description Employee ID Enter a unique alphanumeric identifier for each employee Some possible ways of identifying employees include using their social security numbers or combining the number of each one s department or division with the employee s name or number Name When you select the employee ID the employee s name will display in this field Craft Code You can use this optional field for general or specific identification as required by your company You could use it to store the employee s union affiliation classification department or other information Est Hours Enter the estimated number of hours for which you ll need the employee for this task Est Cost ProVIEW will automatically calculate and display the estimated cost based on the number of hours multiplied by the employee srate You can t edit this field ProVIEW Maintenance Management Software User s Guide 37 Equipment Entry Parts and Tools Equipment Entry Parts Selection for Task In either the Parts or Tools screens you must select from previou
15. Work Order Entry Information Before you can create a work order you must have already entered information for all associated tasks variables contracts labor parts and tools To create the work order simply select the appropriate equipment ID and task ID in this screen and the program will pull up the rest of the information from your previous entries Your screen will be automatically refreshed with the current information for each category 67 68 Chapter 10 Entering Work Orders amp Work Order Entry x chedule Labor Parts Tools Procedures Q Equip ID E 021 Description fi 995 FORD F150 All Task ID F1021 OIL CHANGE z Cause y Comments Work Order No 0000000002 Record Created 5 19 1999 11 58 Al Technician 3827 Entered By T Task Priority MEDIUM z Completion Task Type DIL amp LUBE JOB z Task Completed T Task 1 Task 2 2 Q Downtime 0 25 Hours Emergency Unscheduled M Print W 0 Record nl 4 If Di or gt of 39 When you select the equipment ID and task ID for this work order some of the fields in this screen will automatically display the information you ve entered in Equipment Entry and Task Entry However you can change some of this information if necessary The fields and buttons in the Work Order Entry Information screen are explained in this table Field Button Name Description Equip ID Select the equipment ID of the it
16. You MUST use the status ID 1 for Active equipment The 1 tells ProVIEW that the equipment is considered to be Active Only pieces of equipment marked with a status ID of 1 will be printed on maintenance due listings and automatic work orders Therefore be sure that you do not delete Status ID 1 Active ES Status ID s Status ID Status Description Z m dwe a HA a ETE leet Record all br of 7 Other status descriptions might include Inactive Out for Repair Backup Spare Lost Retired or whatever status is applicable for your equipment Export Import The Export utility copies data from ProVIEW into a new text file or Excel spreadsheet When you export or import a file it s exported from and imported to the same directory as your database file For example if you export file 980125 MDB and your ProVIEW database file is in C FSMM4 then 980125 MDB will be exported to C FSMM4 The Export screen looks like this amp Export Import OF x Esport Import Table s To Export Format to Export To CAS Text Equip Master Equip Tasks Issue Tracking Maintenance Maintenance Entry Labor Maintenance Labor 128 Chapter 3 Program Setup To import data click on the Import tab The following screen will appear amp Export Import Iof x Export Import Table s To Import Format to Import From Text Equip Tasks Issue Tracking Maintenance Mainten
17. el elt Kee Pop Up Calendar for Date Entry Fields ae Shorteut Menus se DRE MEER OR EN Form Views of Records ioc atre ee ei een ann OPER ERE ee Displaying Complete Fields AAA Colored Controls and Messages essent nee nne nne nnne nnne nein Elements of a Record FOr vecinet ene teret ei een nanes oaie Datasheet Table Views of Records Elements of a Table View Window essent enne nn E Eoia ae a ee Eien Printing Tables of R cords EE Hiding and Displaying Columns Changing the Font in Table View Hiding and Displaying Gridlines Changitig the Row Height OR c Changing the Column Width tit erre eher s Lo Free2e Columns sin e er Bess Ink ONT DS tens Ee d Ene eR e RT Other Commands and Functions EE Output To Command Send Command E mail Reports Select Record Command iii iii SelectAll Records COMO ii aos Find AO EE Replace Command oss E ole alan tls Quick Sort Command eese nes nun nah BRE e ERE ENSE SR XR ne Adding New Records sii Ore e Ne eee pin e dire dad Go To Command Eee a Show All Records Command Copying Records adeb RO e rers Sa Ree decies Deleting Records aer EIA ias iia Undoing Changes to Fields and Records Saving Records tissues LUCES tio LEE LE Eo aden esti eid Editing and Shortcut Keys ENNEN O AO Pro VIEW Help oeste credo ode 105 Duplicate Value Err
18. keyboard or select Undo Current Field from the Edit menu If you ve changed more than one field on a record and want to undo all the changes to the record then select Undo Current Record from the Edit menu If your cursor is still in one of the fields that you changed then first go to the Edit menu and select Undo Current Field then select Undo Current Record Saving Records Although ProVIEW automatically saves records whenever you go to a different record or close the form or table you can manually save records by clicking on the record selector bar or selector button if in Table view You can also select Save Record from the File menu to save your records Editing and Shortcut Keys Listed below are some keyboard shortcuts that you can use to save time when you re entering records Note Where indicated by CTRL hold down the CTRL key while pressing the other key Keyboard Shortcuts General Press PAGE DOWN PAGE UP CTRL CTRL CTRL CTRL SHIFT ENTER CTRL CTRL ENTER F2 FS SHIFT SPACE Field Editing and Selection Keys Press SHIFT RGT ARROW CTRL SHIFT RGT ARROW SHIFT LFT ARROW To Go to next record in Form view next page of records in Table view Go to prior record in Form view prior page of records in Table view Copy field data from the prior record s field Insert the current date Insert the current time Add a new record Save changes to the current record Delete the current record
19. 1 gt or r of 7 Record I4 4 If 19 gt t y of 42 In the Equipment Entry Task List Labor screen you can assign active employees to this task You ll need to enter an employee s record in Staff Entry before you can select it here instructions for entering an employee record in Staff Entry are given below In this screen you can change the employee assigned to the task the craft code or the estimated hours You can also add additional employees to the task Field Name Description Employee ID In this field you can select an employee s ID code to assign the employee to this task Name The employee s name will be displayed here Craft Code This optional field can be used for general or pecific identification as required by your company It could be used to store the employee s union affiliation classification or department Est Hours Enter the estimated number of hours for which the employee s time will be required Est Cost ProVIEW will automatically calculate and display the estimated cost based on the number of hours multiplied by the employee s rate This field can t be changed ProVIEW Maintenance Manager Quick Start Guide 15 Entering an Employee Record To enter an employee record go to the Enter View Records menu and select Staff Entry Another filter window will appear leave the filter fields blank and click the Find button This screen will appear ES Staff Entry x Work Orders Employee ID
20. Battery Check and Maintenance Record ula 1 gt ou r of 1 20 Chapter 4 Entering Records The major fields and buttons in the Procedure Entry screen are explained in this table Field Button Name Description Procedure Name Enter a unique alphanumeric name for your procedure Procedure This field is designed for text Type the procedure in this field or paste text from Windows Clipboard into this field any special text formatting won t be included To paste a procedure into this field 1 Run the program in which your procedure is contained 2 Highlight the text to be copied and press CTRL C to copy it into the Windows Clipboard 3 Go back to the ProVIEW procedure that you ve just named 4 Click within the Procedure field 5 Press CTRL V to paste the procedure The pasted procedure will word wrap to fit the region you might need to adjust the text Now go back to the Equipment Entry Task List Procedures screen and select this procedure to add it to the task record for this equipment When you re finished click the Close button to return to the main menu Chapter 5 Entering Work Orders Now that you ve created an equipment record including task information for the equipment you can create a work order for this task ProVIEW offers you two different ways to create work orders in this guide we will look briefly at only one of them Work Order Entry Work Order Entry amp Work Order Entry Filter
21. Entry in the above example You can move the table window by clicking on the title bar and then dragging it to the new location 96 Chapter 14 Program Conventions Menu Bar The menu bar located above the table s title bar typically has menus for File Edit View and Help To select a menu click on the menu title and a drop down list of menu items will appear Some menu items might not be available they will have a gray appearance Control Menu Icon This icon is located to the left of the title bar If you click on this icon a menu will appear allowing you to change the table window s size and location It also allows you to close the window Record Selector Buttons EE Equipment Entry __EquipID Status Importance Equip S N 4 HIGH 310 1 1 NORMAL 00335Z 102 1 NORMAL 8387900 F CONV 001 1 NORMAL SFR275430 Record selector buttons are small rectangular buttons located on the far left side of each row Use them to select the entire record for subsequent copying or deletion You can also use them to store any changes made to the record if any record s fields have been changed an icon of a pencil will appear on the button indicating that you can click on the button to write your changes to the database You can select multiple records by clicking and dragging your mouse pointer over the desired records To select all records between two records first click on the first record then hold the SHIFT key while
22. Entry from the main menu and a filter window will appear shown below ES Equip Master Filter x Equip Status AY Description o oo M E Current Location Ir RW Clear Filter Close If you want to search for a particular piece of equipment and don t know its equipment ID select the list box button next to the Equip ID field A list of all available equipment showing both the equipment ID and the description of the equipment will appear Similarly for the other filter fields you can select from the list box ifavailable or type in information applying only to the particular equipment records you want to find If you don t enter any filters ProVIEW will present all of your equipment records At first this will probably be your most common selection Select the Clear Filter button to clear any filter entries 31 32 Chapter 3 Entering Equipment Records Click the Find button after you enter any filter values optional and the Equipment Entry Information screen will appear Equipment Entry Information ES Equipment Entry E gt ask List Notes Images Equip ID FA 021 Warranty m Jctive Warranty Tern 4 YEARS mportance m Effective Date 6 12 1995 Expire Equip S N fi FTCR10A5JLIA35574 Warranty Cost 695 00 Date Asset No 1021 irati Past Due Expiration Date 6 12 1999 EAI Model No Fi 50 PICKUP Supplier Code JONES FORD DI Accounting Manuf
23. Fri Cancel Save amp Close ProVIEW has a feature that allows you to define certain dates and days of the week that you want to be skipped whenever the program calculates maintenance due dates These dates might include holidays vacation periods or plant shutdown periods To access this feature go to the Calendar tab In the Skip Dates field box enter as many skip dates as you need there is no limit If you double click in this field a pop up calendar will appear and you can use it to select your skip dates You can also manually enter your skip dates To skip certain days of the week such as Saturday or Sunday go to the Skip Days section of the screen and click in the checkbox next to each day that you want to skip a checkmark will appear next to those days Calendar color coding intervals Entries in ProVIEW s scheduling Calendar are color coded by the total number of hours that the maintenance for that day will take This section lets you assign the range of time in hours to each color Please note that you must use blue for your shortest range of time and red for your longest range of time Calendar Range In the Calendar Range section you can determine what range of time you want ProVIEW s scheduling Calendar to show you The two fields in this section are Number of Months to Look Ahead and Number of Months to Look Behind If you want to see only the schedule for the current month enter 0 in both of these fields I
24. History report Work Order Cost reports and on the printed work order Double click in the Comments field to bring up a text editor or press SHIFT F2 Task Completed When you ve completed the task place a check in the yellow Task Completed box Downtime Under Downtime either you can enter the actual number of hours or you can double click on the Downtime Hours field to use the downtime calculator as shown below Emergency If this work order is for emergency maintenance place a check in this box Unscheduled To indicate that this work order is not part of the equipment s routine maintenance check this box Print W O To view or print the work order click this button The printed work order will include all of the information applying to the task Create a Work Order Using a Task That s Not Linked to the Equipment ProVIEW allows you to create a work order with any task This allows you to go to Task Entry and create several tasks to perform emergency or unscheduled maintenance and then immediately create a work order to perform the maintenance ProVIEW Maintenance Management Software User s Guide 69 Q Equip pm d _AIl Task ID F021 MINS d Cause P Work Order No fwo 1999 0004 When you open the Work Order Entry screen the Task ID pull down list will list only tasks that are linked to the equipment selected for the work order To see a list of all of your tasks click the AU button next to the Task ID field When you click
25. Priority HH Assigned Tech c Service Supplier E Desired Date 531359 Date Assigned 5 19 1999 Completion A Actual Hours Ep Estimated Hours ti 1 Emergency Record 1 4 If 1 gt In gt of 1 Go to the Service Request Entry Assignment screen to assign a task ID priority and technician to the service request The fields in this screen are explained below Field Name Description Equip ID Enter or select the equipment ID from the list Task ID Select the appropriate task ID from the selection list This list shows only those tasks that are linked to this equipment Click the A 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 Select a code for the reason for this service request your system administrator defines these causes during program setup see the System Administrator s Guide for more information Assigned Priority This field shows the task priority originally assigned to the task You can change the priority Assigned Tech Choose the technician originally associated with the task or select a different technician Service Supplier This field displays the name of the service supplier originally associated with the task You can select a different service supplier Desired Date Enter the date by which the work should be completed This field will automatically assign a date of one week from the current date Da
26. ProVIEW will tell you every time a new service request is created If you enter another number such as 3 ProVIEW will wait until three service requests have been created then it will give you the notification message Enable Auto Work If you check this box whenever you start ProVIEW a Work Order Due Listing Order Due Report report in Preview mode will automatically pop up This report shows equipment IDs that are due or past due for work orders You can then print the report or close it to continue on into ProVIEW If there are no due or past due maintenance tasks a dialog box will pop up and inform you that no equipment was due for maintenance To set up this report see the description for Auto Work Order Due Report Settings Auto Work Order Due These two fields allow you to determine the criteria for the Auto Work Order Due Report Settings report Number of Days to Look Ahead determines how far ahead the report will search for date based maintenance for example if this number is seven equipment will not show up on the report until the maintenance date is a week or less away Amount of Meter Time Left determines how much usage equipment may have left before it appears on the report for example if this number is ten equipment will not show up on the report until the current meter usage is ten units less than the meter value at which the equipment is due for maintenance Allow Save of Print Check this box if you want to save all print s
27. RE ER e Fee caveats 53 ProVIEW Maintenance Management Software Tool Entry Where Used TEE 54 Chapter 7 Procedure Records sssssssssssssssesesesssesesssessssssssssscsssssssesesess DD Procedure Entry EE 55 Procedure Entry Filter ue e dia 55 Procedure Entry Text Eege I CHE tem 56 Procedure Entry Images iii 57 Chapter 8 Entering Staff Data ccce ecce eee eee eee eese eese eese eese sesso ss OD Staff EDY coeno Staff Entry Filter Staff Entry Information De BER aint d e eie A petet 59 Staff Entry W ork Orders eerte aiii 60 Chapter 9 Entering Supplier Records c ecce EE eere O3 Supplier Entry Supplier Entry Filter Supplier Entry Information eese eene teen tenter E eese 63 Supplier Entry Bopen GEESS 64 Supplier Entty P rts EE 65 S pplier Entry T00 ls ite 2 rien ei an 65 Chapter 10 Entering Work Orders ccce eere eere ee eene eene eee eee O7 Work Order Bitty aec RR EP RR TORRE RH TE nd 67 Work Order Entry Filter ERE pe eT Prae Pn e acon ttd 67 Work Order Entry Information esee teer nenne trennen nennen 67 Work Order Entry Schedule Work Order Entty LabOE re 22 28 ECC ii Work Order Entry Parts eie teet toni rot ear eaae rte eerte cejas tic Work Order Entry AA A Work Order Entry Procedures camita iran 72 Create Work
28. Replace window prompts you for Find What and Replace With You can replace any or all instances of the same information Y Ki Filter To perform a simple search for a specific record or group of records K If you filter for specific records then want to see all of your records again click Show All Records this button A e Sort Ascending Use this button to organize records in ascending order numbers before letters z al Sort Descending Click this button to arrange records in descending order numbers after letters When you re ready to exit the current screen and return to the main menu click Close Close this button Pop Up Calendar for Date Entry Fields The pop up calendar feature allows you to enter dates by choosing them from a calendar instead of manually typing them Whenever you are entering information in a filter form or a data entry form you can double click on any date fieldto access the calendar this works only in date fields When the calendar first appears it will display the current date To select another date click the up or down arrow buttons to scroll to the desired month and year Then click the day of the month Click the OK button to accept the date click the Today button to select today s date click the Cancel button to close the calendar without selecting a date aaa 92 Chapter 14 Program Conventions Shortcut Menu When you re inside the different ProVIEW entry sc
29. Reports menu by clicking this button Status allows you to view a snapshot of your maintenance activities Utilities Click this button to set up your ProVIEW program see the System Administrator s Guide for more information About To view information about what version of the program you have your serial number information about your computer and operating system and how many records are in your ProVIEW database click the About button Exit Click this button to exit ProVIEW This is the X in the upper right hand of the ProVIEW Window Chapter 3 Entering Equipment Records In the Equipment Entry record window you can enter equipment information define maintenance tasks and assign appropriate maintenance procedures to your equipment You can create equipment records to include any equipment for which you want to provide maintenance scheduling and tracking Equipment can include everything in your business that you need to test replace or service at regular intervals as determined either by elapsed time or by actual usage It might include vehicles manufacturing and production machinery individual components fixtures and facilities Before you begin entering records we recommend that you look through the Program Conventions chapterto familiarize yourself with ProVIEW s basic commands and functions including timesaving shortcuts Equipment Entry Equip ment Entry Filter To enter equipment records select Equipment
30. and servicing the battery Hydrogen gas which is highly flammable is always present in the battery cells so keep all open flames and sparks away from the battery The electrolyte inside the battery is dilute sulfuric acid which will cause injury if splashed in pour eyes or on your skin It will also ruin clothes and painted surfaces When removing the battery cables always detach the negative cable first and hook it up last 2 Before servicing the battery always tum the engine and all accessories off and disconnect the cable from the negative terminal of the battery 3 A sealed sometimes called maintenance free battery is now standard equipment The cell caps cannot be removed no electrolyte checks are required and water cannot be added to the cells However if an aftermarket battery has been installed and it is a type that requires regular maintenance the following procedure can be used Battery Check and Maintenance Record i 1 If II gt i gt of 1 To enter a new procedure click the New Record button Next enter the name of the new procedure Remember that each procedure must have a unique Procedure Name If you try to create two procedures with the same name ProVIEW will warn you that you cannot have duplicate index values If this happens then either enter a unique procedure name or click the Undo button Any change to the procedure will affect all tasks or equipment that use it Next enter the body of text for the
31. com Note TECHNICAL SUPPORT CANNOT BE PROVIDED UNLESS THE USER HAS FULLY COMPLETED AND MAILED IN THE ACCOMPANYING REGISTRATION CARD TRADEMARK ACKNOWLEDGMENTS All American Quality Systems Inc products are trademarks or registered trademarks of American Quality Systems Inc All other brand and product names are trademarks or registered trademarks of their respective holders American Quality Systems Inc SINGLE USER SOFTWARE LICENSE AGREEMENT This is a legal agreement between you the end user and American Quality Systems Inc AQS 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 AMERICAN QUALITY SYSTEMS grants to you the right to use one copy of the enclosed software program the SOFTWARE on a single computer i e with a single CPU at a single location 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 AMERICAN QUALITY SYSTEMS or its suppliers and is protected by United States copyright laws and international treaty provisions Therefore you must treat the SOFTWARE like any other copyri
32. equipment ID enter two tasks with the same name for the same equipment attach two procedures with the same procedure name to the same task enter two tool records with the same tool ID enter two supplier records with the same supplier code B RR RR enter two procedures with the same procedure name or x enter two parts with the same part number If this error message appears click the OK button then click the Undo button or choose Undo from the pull down Edit menu You can also use the ESCAPE key on your keyboard to remove your duplicate entry 134 Index About Box 9 30 115 Adding Records 96 101 102 125 Address 60 64 Advanced Filter Command 91 Audit Trail 119 120 121 122 Calculate Due Dates and Meters 128 Calendar 79 110 121 122 123 Checkboxes Reports 84 Clone Equipment 111 Cloning Equipment Records 39 Column Width 98 Columns Hiding and Displaying 97 Compact 129 131 133 Contact Person 60 64 120 Contract 21 67 Control Menu Icon 94 96 Copying Records 101 Current Location 13 18 33 38 40 54 Custom Fields 119 124 Data File New 131 Datasheet View See Table View Date Formats 132 Deleting Records 102 Display Gridlines 98 Downtime Calculator 69 Duplicate Value Error Message 133 Enter View Records Menu 35 43 53 55 59 63 EOM Frequency 14 36 Equipment ID 12 13 31 32 35 39 40 41 76 87 121 129 133 Equipment Records 31 39 109 Equipment Reports 86 Equipment Return 40 E
33. for each workstation installation 1 Install the program to the workstation s local hard drive as described above 2 Create a data directory on the server hard drive use whatever drive letter and directory name that you like make sure the workstation user has full rights in the directory 3 Move the PVDATA41 MDB file from the workstation s local ProVIEW program directory to the network server s data directory that you created in step two 4 Run ProVIEW for the first time and attach to the PVDATA41 MDB file on the server hard drive Running ProVIEW for Windows 1 Click the Start button Atari 2 Select Programs fm Programs i9 9 D Kl Ep z 3 ProVIEW Maintenance Manager System Administrator s Guide 115 Select ProVIEW 4 then choose ProVIEW ProVIEW s main menu will appear ES Main Menu x roVIEW SAMPLE DATABASE Suppliers E Service Requests 4 Work Orders Utilities 1 About C Program Files PV4 PV Samp41 mdb John Smith ProVIEW Serial Number If you haven t entered your program serial number into the About window whenever you open ProVIEW the following screen will appear to remind you to enter it No Serial No Entered D Please Enter your Serial No in the bout Box Click the OK button The About window will appear Enter the serial number for your copy of ProVIEW the serial number is located in your manual on the packing list that came with your package and
34. it includes fonts layout and other formatting elements Output To 21x Select Format Microsoft Active Server Pages Microsoft Excel xls Microsoft IIS htx idc MS DOS Text txt Rich Text Format rtf Send Command E mail Reports The Sendcommand from the File menu allows you to output reports to Microsoft Mail or any MAPI compatible e mail program For reports output includes the contents of text boxes as well as the text box label The output does not include subforms and subreports When you save the output in XLS or RTF format it includes fonts layout and other formatting elements Select Record Command You can use the Select Record command from the Edit menu to select highlight the current record which allows you to work with it as a whole For example you can use this command to select a record that you want to copy onto the Clipboard Select All Records Command You can use the Select All Records command from the Edit menu to select highlight all records in a form or datasheet so that you can work with them as a group For example you can use this command to select all the records in one table and then copy them to another table Find Command When you re in Form view or Table view the Findcommand is available via the Edit menu For example you could search the database for equipment located in a certain department or for equipment you purchased last year You can search for any text str
35. mandatory if the maintenance schedule for the equipment is based on metered usage or cycles If you consistently use the Issued Used By and or Issued Used Department fields you can create manufacturing traceability For example if equipment is found to be out of tolerance you can immediately generate a recall report listing all parts assemblies or products that you may have manufactured incorrectly Equipment Issue ES Issue Usage Entry Iof x Work Order Past Due Equip ID F 1021 Description 1335 FORD F150 Issue Begin Date 1071172000 Issue Begin Time AGP Type T Issued Used By Emp Issued Used Dept gt Expected Return Record i dI 1 gt nes of 1 To issue equipment click the New button When you return the equipment go to the Return tab for the Issue record If you re re assig ning the equipment you must create a new Issue record Remember too that equipment cannot be returned if it has not been issued Field Name Description 40 Chapter 3 Entering Equipment Records Field Name Description Equip ID and These fields automatically show the equipment ID and description for the current Description record Issue Begin Date Enter the date on which you assigned the equipment to a job or the date from which you will count the current usage cycles This field is prefilled with the current date Issue Begin Time This field sh ows the time at which you issued the equipmen
36. n 11 Equipment Entty Filt tz eie eat 11 Equipment Entry Information EE 12 Entering New Equipment oe rete tete EA Rn eae arena eh eee 12 Equipment Entry Task List Selection and Entry EEN 13 Equipment Entry Labor Selection for Task Entering an Employee Record ENNEN Equipment Entry Part Selection for Task SCH Parts Entry Information eerte re ere ER rene ANEN Equipment Entry Tool Selection for Task ENNEN TOOL B ener eret ro rere retener eee a dp e ede eee e et cates dr ie E ne s Equipment Entry Procedures Selection for Task sse 19 vi Chapter 5 Entering Work Orders eere eene eee eee eee eee eee eee ee eeeeeees 2 L Work Order Entry tone e a 21 Work Order Entry Information EEN 21 Chapter 6 Conclusion cere eee eee eee eese ee eee eese esos so so so sese sese sese sese se ss 29 USER S MANUAL 2 Chapter 1 Introduction to ProVIEW sssssssssssssssssssssssssescssssscscscsssssees 27 A Note about the Software and Technical Support E 27 Validating tbe Software esse Enns eis Ps 27 Chapter 2 Running ProVIEW for Windows seen 29 Starine PO VEN RE ea 29 License and Trial Period 32 3 ia Ree UR 29 Logon iste eere SE A E 29 Main Mehl sni he eie t e eme eter e Nae EA em gs 30 Chapter 3 Entering Equipment Records e eeeee ee eene eee eee ee eee eeeee Al Equipment Entry see pO IER Oe RO PUE Te oed 3l Equip
37. of Meter Time Left e audit log Allow Save of Print Setup Options View Audit Trail Format Refresh Interval Service Request Scheduling Calendar refresh interval 10 Minutes Show Tool Tips when opening program Cancel Save amp Close Field Button Name Description Audit Trail If you want to keep a text file of actions made during use of the program such as record modifications and deletions you can enable the Audit Trail feature by clicking in the Enable Audit Trail box Along with the action the user who performs each action will be listed The log file will be placed in the directory you choose in the Audit Location field The Select Text Editor field lets you choose a default text editor such as NotePad in which to view the Audit Log file To see the Audit Trail click the View Audit button Service Request In this field enter a time period in minutes If you leave ProVIEW s scheduling Scheduling Calendar Calendar open it will be automatically updated according to this interval Please see refresh interval the User s Manual for more information aboutthe Calendar New Service Request If you want to be notified when new service requests have been created you can place Notification a check in the Show Pop Up Message checkbox In the other field in this section you can enter the number of service requests that should be created before you receive the notification message If you enter 1 in this field
38. of the screen amp Main Menu roVIEW SAMPLE DATABASE Equipment E Tasks Es Suppliers Procedures Staff ES Service Requests Work Orders Reports utilities About C Program Files PV4 PV Samp41 mdb John Smith To add change or delete records select the appropriate Entry button To view or print reports select the Reports amp Status button To run utilities such as Settings Export Records Or Approve Service Requests select the Utilities button To view information about the program this will also tell you what version of the program you have select the About button To exit the program select the Exit button The full path to the attached database file PVDATA41 MDB or PVSAMP41 MDB if using the sample database is displayed in the lower portion of the screen If the program cannot find your database file then the Open File window will appear Use this window to navigate through the available drives and directories until you find the database file Remember the file name must be PVDATA41 MDB Do not select PV4 MDB this is your program file Lookin ere amp ol Backup Fw4SE mdb File name Fwo ata41 mdb Files of type Databases 7 Cancel Open as read only ProVIEW Maintenance Manager System Administrator s Guide 117 Note Users who have their database file located on the network server must be logged into the network operating system before they can open the database file The Uti
39. or 60 months Effective Date Enter the date on which the warranty begins Warranty Cost Enter the cost of the warranty Expiration Date This field shows the date on which the current warranty expires This date can be calculated immediately if your click the Expire Date button or you can manually enter any desired date into this field If today s date is past the next warranty date then the message Past Due will be displayed to the right of this date Equipment Entry Task List Selection and Entry gt Notes Images Task Labor Parts Tools Procedures Equip ID Ip 021 Meter Based Schedule 7500 MILES la Description 1995 FORD F150 i Meter at Last Maint t Task ID F 1021 BATTERY INSPECTION Z gt Current Meter 56879 E Task Type BATTERY INSPECTION z Next Meter Due M E Technician 3827 Date Based Schedule 6 MONTHS E Priority NORMAL zl Last Maintenance Date 4710 1998 c Task 1 Next Due Date E Task 2 2 E Open Work Order p Time Needed to Perform Maintenance 0 25 Hours Comments Record 14 1 If 118 In r of 7 Record 14 4 If 19 gt In gt of 42 To enter a task for this equipment click on the Task Listtab Because you haven t entered any task records yet you can go ahead and use this screen to create a task for your equipment Once you ve entered some tasks in Task Entry you can go to this screen and select from previously entered tasks or enter a ne
40. procedure in the Procedure field After you ve entered one or more procedures when you select Procedure Entry from the main menu you can filter for any of the procedures that you ve already entered If you leave the filter fields blank ProVIEW will put your procedures in alphanumeric order based on the procedure name When the Procedure Entry screen appears the record selector button at the lower left corner of the screen will display Record 1 of ___ the total number of procedures that you ve entered Click on the right pointing arrow to scroll through your procedures Copying Procedures from Another Windows Application You can copy and paste procedures from other applications by using Windows Clipboard If you want to paste a procedure from the Clipboard 1 Run the program in which your procedure is contained 2 Highlight click and drag your mouse the text to be copied and press CTRL C to copy the text into Windows Clipboard 3 In ProVIEW s Procedure screen enter a procedure name first 4 Next click within the Procedure body field 5 Press CTRL V to paste the procedure The pasted procedure text will word wrap to fit the region you may need to adjust the text as necessary The program will paste only the text not text formatting such as font style or bolding If you type a procedure name that already exists or choose one from the list box then that procedure will appear The fields and buttons in the Procedure Entry scree
41. support 10 Chapter 3 Using ProVIEW License and Trial Period Each copy of ProVIEW is set to give you a 30 day trial run period for a single user license Seven days before your trial period is over ProVIEW will begin giving you messages that your trial period is nearing its end For your convenience the trial period will not expire on a Saturday or Sunday To enable your license to continue past the 30 day period contact the Sales Department or your Distributor To check on your expiration date click the About button on the main menu and look under License and System Information Main Menu ES Main Menu roVIEW SAMPLE DATABASE E Tasks Suppliers Staff ES Service Requests Work Orders utilities About C Program Files PV4 PVSamp41 mdb John Smith To add change or delete records select the appropriate Entry button To view or print reports select the Reports button To run utilities such as Settings Export Records or Approve Service Requests select the Utilities button To view information about the program this will also tell you what version of the program you have select the About button To exit the program select the Exit button The X in the upper right corner The full path to the attached database file PVDATA41 MDB or PVSAMP41 MDB if using the sample database is dis played in the lower portion of the screen If Security is enabled the logged in user will be displayed as well If the progr
42. tasks or enter a new task to assign to your equipment If you select a task that you previously entered in Task Entry all of the information you entered for the task will appear in this screen If you wish you can modify delete or add to the information displayed to suit the task specifically to this equipment Important If you make any changes to the task in this screen they are considered to be specific to that equipment record the changes will not show in any other records to which the task is attached Also any new tasks that you create for your equipment within the equipment record belong to that particular piece of equipment meaning that you can t use them for any other equipment records If you need to create a new task that will be available for all of your equipment records go to Task Entry from the Enter View Records menu to create the new task Then return to your equipment record and select that task for your equipment Each of the fields in this screen is expla ined in the table below Field Name Description Equip ID and This information is already visible because you ve previously entered or selected it Description from the Information screen Task ID Select an already existing task ID or create a new task record by entering a unique task ID Task Type Enter a new task type or use the list box to select an existing task type Technician Select a technician from the list of active employees or enter a new techn
43. the Procedure Clear Filter Close Use the Words in the Procedure field to search for procedures that have certain words in their texts For example if you enter gear into this field ProVIEW will find procedures that have phrases like tighten all gears in them If you leave the filter fields blank ProVIEW will find all of your procedure records You can also enter a word phrase into this field however you must enter the exact phrase or use internal wildcards in order to find multiple words For example if you enter tighten gear ProVIEW will find procedures with matching phrases like then tighten gears However if you want to find procedures with phrases like then tighten gears and then tighten all gears use an internal wildcard character as intighten gear After you enter any filters optional click the Find button and the Procedure Entry screen will appear If you filtered for any procedures then the first procedure of the subset for which you filtered will appear Note Any procedures that have procedure names but have blank procedure texts will appear even if you entered a word or phrase in the Words in the Procedure field 55 56 Chapter 7 Procedure Records Procedure Entry Text E3 Procedure Entry L Jolx Procedure Name F1 021 BATTERY Procedure Battery Check Maintenance and Charging Every 7500 Miles or 6 Months 1 Warning Certain precautions must be followed when checking
44. then you may install and run ProVIEW on the server However whoever installs ProVIEW to the server must be a supervisor with full rights to the shared Windows Registry and the shared Windows DLL files Be advised that ProVIEW will run slowly in this configuration since both the program and data must be delivered to the user workstation via the network cable Repairing Data Files Although ProVIEW has been designed to be as trouble free as possible there are occasions when error messages may appear due to causes such as power outages accidental resetting of your computer network disconnects and other mishaps In these cases it is possible that your data file PVDATA41 MDB may need to be repaired and compacted You can do this by selecting Compact Data from the ProVIEW program group If you use multiple databases you must create compact icons for each of them Depending on the size of your file this may take several minutes to complete Important Network users should make sure that no one else is running ProVIEW while someone is performing this operation If the error message persists contact Technical Support immediately for additional instructions Duplicate Value Error Message An error message similar to the one shown below may appear when the user enters two records with the same key field values Duplicate ID Equip ID can not be duplicated This message will appear if you enter two equipment records with the same
45. this button the Task ID pull down list will show all of the tasks that you ve entered into your database To change the pull down list to show only those tasks that are linked to the equipment click the A button again Downtime Calculator When you enter the times in the downtime calculator see above use the format of the time shown to the right of the Start Time and End Time fields El Calculate Work Order Length Start Time 9 30 PM End Time 9 30 PM Hours Work Orders from Service Requests When you create a work order from a service request see page 75 ProVIEW shows the service request number underneath the equipment Description field as shown here Description fi 995 FORD F150 CL Request No 0000000006 To see the original service request record just double click in this field Once you complete the work order ProVIEW marks the service request as closed and uses the work order s Maint Done and Downtime fields as the completion date and time in the service request record It also checks to see if the service request required a notification letter if it did ProVIEW will ask you to preview the letter When you do the program inserts the current date as the letter sent date in the Service Request Entry record Work Order Entry Schedule 5 Work Order Entry x Information Sch Labor Parts Tools Procedures Equip ID LAS Task ID AAA Description PERIS Meter Based Sched
46. to limit your selection to equipment tasks scheduled due dates or meter readings When you click the Find button the following screen appears showing all of the equipment that is due for maintenance amp Select Tasks to Create Work Orders Bisi E Equip ID Task ID Usage Left Due Date E 1011530 Aerosol Challenge 4 26 1888 Clean Storage Room ENVIRONMENTAL TESTING PastDue W fr 011530 air Flow Rate B n 999 E Cean Storage Room E NVIRONMENTAL TESTING Past Due fi 011530 Particle Counts fa 2671999 T Clean Storage Room E NVIRONMENTAL TESTING Past Due Il O5 WEEKLY fi O5 WEEKLY 1 9 1998 p we LDER 2185 AC WEEKLY PM Past Due fi 28 DPM pa 0 1998 Create LAMANATION PRESS p AILY PM Past Due iv fi 28 MPM 7 2 1861 E LAMANATION PRESS MONTHLY Past Due fi 28 WPM 7 2 1961 Create LAMANATION PRESS WEEKLY Past Due iv Select All Deselect All Create Selected Close Record i dT 1 gt fon lr of 22 You can create a work order individually by clicking the Create button to the right of the information To create several work orders at a time place a check in each checkbox for those that you want to include then click the Create Selected button Click the Select All button to select all of the tasks or click the Deselect All button to deselect all of them After you have created one or more work orders go to Work Order Entry to modify and print each work order or go
47. to quickly see summarized annual work order costs filtered by equipment tasks technicians or locations After you enter the criteria in the filter an intermediate viewing screen appears displaying the categorized and total work order costs for the year compared to the previous year and the equipment s lifetime ProVIEW Maintenance Management Software User s Guide 87 Report Description Supplier Listing Use the Supplier Listing filter to find all of your suppliers of similar equipment IDs suppliers of a particular type or suppliers in a particular location You can also isolate suppliers by review dates rating dates receiving dates or date of last rejected material You can also use this filter to print a report for a supplier that includes all of the products you purchase from that supplier Part Listing You can use the Part Listing filter to print three different reports one detailed part listing and two summarized reports Check either of the Summary Listing checkboxes to select the summary arranged by equipment ID or part number If you do not select either of these summary reports the detailed report will appear The detailed Part Listing report displays all of the available information about each part included on the report If you selectSummary Listing by Equipment ID ProVIEW will generate a report organized by equipment ID The report also lists all of the tasks that require the parts for which you filtered Part Inventor
48. would help you instantly identify it Next begin working to satisfy your long term needs Long Term Needs Long term needs might include Entering your complete inventory of equipment active inactive and perhaps employee owned items Entering the complete history of maintenance records perhaps going as far back as five years x Setting up maintenance procedures for on line reference and control Reviewing maintenance history and optimizing frequencies or scheduling method Oe calendar versus meter based schedules Entering information about your equipment and service suppliers Define Who Will Be Responsible for the System To define who will be your system administrator the person or group of people who will be responsible for the system answer these questions Who should have responsibility for the system Who will install the program Who will enter the records Who will maintain and back up the data files RR RN Who will take the inventory Once you have answered these questions you can decide who should lead your ProVIEW implementation Gathering Records and Preparation To begin entering your equipment inventory into ProVIEW you ll need to either collect your existing records such as paper files cards and printouts or create new records from scratch If you re switching from another computer based maintenance system you may be able to import your records into ProVIEW ProVIEW can import record
49. you click on the last record This operation selects all records between the first and last records A selector button that has an asterisk on it indicates that a row is a new record position it s always located at the bottom of the table Record Selector Button Symbols D Current Record Record changed but not saved yet New Record Record locked and in use by another user All Records Selection Button This small rectangular button is located on the upper left portion of the table just below the control menu icon Click it to select all records in the table Column Field Selector Buttons BEl Equipment Entry These small rectangular buttons are located at the top of each column The name of the field that the column represents is labeled on each button Equip ID and Status in the above example Click on one of these buttons to select the entire column which allows you to work with it as a whole For example you can click the column selector button to select a column that you want to move or hide Note You cannot copy or move the contents of one column to another column ProVIEW Maintenance Management Software User s Guide 97 Navigation Buttons Use the navigation buttons to move back and forth through the records in the table These buttons are located in the bottom left corner of the window Each of the four buttons has an arrow on it that indicates its navigation direction 14 First Record D Next Record Kl Prev
50. 0 1 ALL COMPONENTS ARE DESIGNED FOR CONTINUOUS DUTY SERVICE Storage Location E Wy Current Location iz Record il 4 If 14 E In rl of 42 34 Chapter 3 Entering Equipment Records Equipment Entry Images B Equipment Entry x gt Information Task List Notes Equip ID ALTA Description FTE Image Location C APW4SE Conv gif Show Image Browse For Image Print when printing a Work Order Image Location pe Show Image Browse For Image Print when printing a Work Order me Record i 4T 1 gt ra r of 1 In the Images screen you can attach pictures maps and other drawing objects to your equipment To attach an image type the file path and name into the Image Location field click the Browse for Image button to look through your directories and files and select an image file You can attach as many image files as you need To speed record navigation the images won t automatically appear when you open this screen so you need to click the Show Image button to see each picture If you want to include images in printed work orders place a check in the box called Print when printing a Work Order for each image that you want to include Note You can use the following image types in this screen JPEG JPG Graphics Interchange GIF Tagged Image File TIF Windows Bitmap BMP Windows Icons ICO and Windows Metafile WMF Each field and button in this screen is descr
51. ANCE MANAGEMENT SOFTWARE Version 4 Quick Start Guide Chapter 1 Introduction Overview ProVIEW Maintenance Manager for Windows gives you all the tools you need to effectively track and schedule all of your maintenance tasks personnel equipment and supplies It was designed to be used by maintenance managers and personnel as well as by tool crib purchasing accounting and inventory professionals In ProVIEW equipment records store identification warranty and accounting information as well as associated maintenance tasks Each maintenance task record contains information regarding its schedule estimated and actual time costs labor personnel tools and parts required in addition to the procedures and variables required to inspect measure repair and replace equipment components With ProVIEW you can create detailed work orders based on this information coordinating the required items for each category with your available resources You can also print detailed listings of all of your equipment and resources filtered and sorted according to your preferences It s also easy to generate and keep track of the service requests and contracts that are a part of each maintenance task A part consumption report and a part re order report facilitate inventory control Useful charts can be prepared for quick comparison of equipment downtime maintenance costs or inventory valuation Other charts illustrate employee performance and purcha
52. Chapter 11 Entering Service Requests Field Button Name Description Created The current date automatically displays in this field In the field next to the date select the status of the service request Open or Closed Note Once the maintenance is completed be sure to change the service request status to Closed Requested By Enter the name of the person requesting service Location In this field enter the location of the equipment Phone Enter the phone number of the person who can provide information about the problem and schedule the service E Mail You can enter the e mail address of the requester in this field Request Priority Use the scrolling arrow to select a priority for the service request or enter a new priority description for it Equipment Enter the equipment ID if you know it otherwise enter a brief description of the equipment Problem In this field enter a detailed description of the problem and the service required if known Create Work Order To immediately create a work order based upon the information entered and Using This Record selected on the Assignment screen click this button the Assignment screen is discussed next The work order will include all of the previously entered information that applies to the task Service Request Entry Assignment 5 Service Request Entry Lx Information Comments Request No itt a Equip ID IB 014 All Task ID REPAIR Cause IC Assigned
53. Chapter 3 Entering Equipment Records Equipment Entry Tools Selection for Task Information Task List Notes Images Task Labor Parts Tools 1 Procedures Equip ID TA ao ATA Despi Tool ID Description Type Current Location H BATBRUSH BATTERY POST BRUSH BRUSH CRIB 1 CAB 2 DRw a BATPULLER v BATTERY CABLE PULLER PULLER CRIB 1 CAB 2 DW A DRAINPAN DRAIN PAN PAN ALL CRIBS SHELF 1 FACSHLD y FACE SHIELD SAFETY SHIELD 3791 E Record 14 4 If 1 gt vu rs of 7 Record il 4 If 19 In rl of 42 Field Name Description Tool ID The tool ID is a unique alphanumeric identifier for each of your tools Description This field shows a brief description of the tool that you select Type The type of tool is shown in this field Current Location The tool s current location will appear in this field Equipment Entry Procedures Selection for Task In the Procedures screen you can select one or more previously entered procedures that apply to the task The illustrated example displays the first of three procedures for the task Record 1 of 7 The navigation arrows could be used to view the second procedure Record 2 of 7 or the third procedure Record 3 of 7 and so on To select an additional procedure go to the last record then click the right navigation arrow A blank screen will be displayed ready for you to select another procedure name from the list of procedures For ins
54. Current Location for an inventory listing You can also choose whether or not you want to include the accompanying tasks with your report Equipment Usage The Equipment Usage report gives you a detailed log of when where and for what History purpose equipment has been used during a specific time period You can use the filter to produce a report for all equipment issued to one or more departments for one or more purchase orders or for one or more part numbers This report will help you provide documentation for billing and cost accounting and it will prove to be an invaluable tool for long term planning of equipment purchase and replacement Equipment Analysis The Equipment Analysis report is an invaluable tool for tracking and managing your resources and equipment replacement planning It helps you quickly determine which equipment requires the most maintenance work orders hours and parts as well as total costs You can use this powerful comparison for equipment of a specific type or equipment stored or used at a specific location You might also use this report to analyze each cost category for the same piece of equipment over a period of time Equipment Downtime The Equipment Downtime is a graph displaying downtime for the Selected Equipment Work Order Due Use this filter to create a list of work orders for each technician equipment type or Listing location You can print the work orders due for one day a week a month or any
55. Current Location sPace21 Equip 1 WHITE Manual Location GLOVE COMPARTMENT Equip 2 6600 LB Usage Cone Equip History Record il 4 Ili 19 gt In rl of 42 Elements of a Record Form All record forms have the following elements Form Title Bar Located at the top of each form this bar contains the title of the current form Equipment Entry in the above example You can move the form by clicking on the title bar and then dragging it to a new location Menu Bar Located above the title bar of each form the menu bartypically has menus for File Edit View Records and Help To select a menu click on the menu title A drop down list of menu items will appear Some menu items might not be available they will have a gray appearance If menu items are unavailable it means that you cannot use them in Form view 94 Chapter 14 Program Conventions Control Menu Icon This icon is located to the left of the title bar on forms and reports Control Menu Icon from Equipment Entry Screen E Equipment Entry Information Equip Stal Importan If you click once on the control icon a menu will appear allowing you to change the screen s size and location If you double click on the control icon it will close the current window Record Selector Bar E Equipment Entry Information Equip Stat Importan The record selector bar is a tall rectangular bar located on the left side of the form Use this bar
56. Eypire Warranty Cost 695 00 Date Expiration Date 6 12 1999 Tye VEHCE El Storage Location 6 RAGE El Custom Fields Current Location Poar Equip 1 WHITE Manual Location GLOVE COMPARTMENT Equip 2 6500 LB Usage Clone Equip History Record il 4 If 19 gt In rl of 42 Entering New Equipment To enter a new equipment record click the New Record button either the New Record icon on the Toolbar or the gt located at the bottom of the screen Use your mouse cursor or TAB key to move between available fields in this window Press the F2 key to edit existing data Each of the main fields in the Information screen is explained in the table below Field Name Description Equip ID Enter a unique alphanumeric identification for each piece of equipment You must have a unique equipment ID for each piece of equipment in order to save the equipment record Important Avoid using the characters or in your Equp ID field or other fields as these are considered wildcard characters in ProVIEW If you must use these characters such as in Boiler 1 then you will have to place brackets around the wildcard character whenever you use it to filter through your records for example you would enter Boiler 1 For more information on wildcard characters please consult the Program Conventions section of the User s Manual Status Use the list box to pick from available choices 1 Active 2
57. GA or compatible display monitor Mouse or compatible pointing device BR OR Printer if you want to print reports Program Installation Installing ProVIEW 1 Run Windows and click the Start button don t run any other programs while installing ProVIEW Select the Run command 3 Place the CD in the CD ROM drive and using the Run box browse to the CD ROM and choose the SETUP exe file 4 Click the OK button 5 Follow the setup instructions on the screen Local vs Network Installation By default the program and database will install to the C PROGRAM FILES PV4 directory When you install ProVIEW you can specify a different location for the database other than the local hard drive If you re installing ProVIEW on multiple workstations you must install the database file on the network so other users can share it Starting ProVIEW First click the Starr button Next select Programs ProVIEW 4 then choose ProVIEW ProVIEW s main menu will appear Serial Number If you haven t yet entered your program serial number into the About window every time you open ProVIEW a message will appear to remind you to enter it Click the OK button on this message and the About window will appear In the Serial No field of this screen enter the serial number for your copy of ProVIEW the serial number is located on the registration sheet that came with your package If you can t find your serial number please contact technical
58. L file or Microsoft Excel spreadsheet file For reports output in TXT or RTF format includes the contents of text boxes and the text box labels If you save a file in RTF format and then open that file in a word processing application 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 86 Chapter 13 Listings and Reports Send Use the Send command from the File menu to output reports to Microsoft Mail or any MAPI compatible mail program For reports output in TXT or RTF format includes the contents of text boxes as well as the text box labels The output does not include subforms and subreports When you save the output in XLS or RTF format it includes fonts layout and other formatting elements Reports Descriptions Each report is summarized below including any special filtering options It might be helpful for you to look at each report and its filter on screen as you read through each description Note Each report submenu contains a Listing and Reports option select this option to return to the main Listing and Reports menu Equipment Reports Report Description Equipment Listing Use this report to see a listing of a particular set of equipment This report features a Sort By option so you can sort your report by Equip 1D Equip S N Description Type good for showing groups of similar equipment or
59. Location BREAKER BAR FOR SOCKETS CRIB 1 CAB 2 DAW 2 DRAIN PAN PAN ALL CRIBS SHELF 1 FACE SHIELD SAFETY SHIELD 3791 DIL FILTER WRENCH WRENCH 3791 GLY 001 RUBBER GLOVES GLOVES 3791 STAN SMITH SOCKET 1IN 1 IN SOCKET SOCKET 3791 a Tw 234 TORQUE WRENCH WRENCH 3791 Record 14 1 If Di gt t gt of 39 In this screen you can assign tools to this work order When you select a tool ID ProVIEW will automatically update the gray fields with that tool s information again you can edit only the white fields 72 Chapter 10 Entering Work Orders Work Order Entry Procedures ES Work Order Entry Information Schedule Labor Parts Tools Pesto F 1021 F 1021 OIL CHANGE 1995 FORD F150 F 1021 OIL amp FILTER CHANGE In the Work Order Entry Procedures screen you can assign a procedure to the work order However you can t edit these procedures in this screen If you need to modify a procedure go to Procedure Entry from the Enter View Records menu Create Work Orders Create Work Order Filter Using this feature you can easily create work orders for scheduled tasks that are due based upon the due date the meter reading or both To access this feature from the Main Menu go to Utilities menu and select Create Work Orders amp Create Work Order Filter 11 12 2000 ProVIEW Maintenance Management Software User s Guide 73 You can use the Create Work Order filter
60. Metric C Quantity a Storage Location ALL CRIBS SHELF 1 Current Location amp LL CRIBS SHELF 1 Custom Fields Tool 1 Tool 2 Record il 4 If 10 gt In p of 20 53 54 Chapter 6 Entering Tool Records All of the fields in the Tool Entry screen are explained below Field Name Description Tool ID Create a unique alphanumeric identification for each tool Serial No You can use this field to track the tool s serial number or model number Tool Descrip Enter a description of the tool Manufacturer In this field enter the tool s manufacturer Type of Tool Select or enter the type of tool Because you can use this field to filter your tool records be consistent in your entries Size Enter information about the tool s size or its range of use Consistent entries in this field too will enhance your filtering capabilities Metric Fill in this circle if this tool is metric click inside the circle Quantity Tf this tool contains different pieces or is part of a set indicate the total number of pieces Storage Location Enter the tool s storage location Current Location When you first enter the tool record enter its current location in this field ProVIEW will automatically update this information whenever you issue the tool Purchase Date In this field enter the date on which your company purchased the tool Cost Enter the tool s original cost PO No Use this field to store the purchase order number
61. Orders ie Ro IRR e PR RR ERE ROUEN 72 Create Work Order Filters E n Ee Pa ee P dan 72 Chapter 11 Entering Service Requests Service Request Entry oie ee e e id Service Request Filter 3 20 22 ROO anb REB PIPER Service Request Entry Information Service Request Entry Assignment Service Request Entry Comments Work Orders from Service Requests sese tenente tenen tenentes Chapter 12 Other Features cec ee ecce ee eee eee ee eee eee esee sees eeeeeen 79 Calendar Work Order List Daily Viewing the Current Status of Work Order 80 Approve ServiceReguests unse p eee teg men eR tre 81 Chapter 13 CTOXC T QR Rep rt Filters ssori M 83 SO B I EE 83 Scrolling ATI os 83 DEA T EE 83 User Defined enu tees AS 84 vil viii Print SUP eege eege EE ARER 84 Report Filter Buttons 85 Print Preview Keyboard Shortcuts iii id en ETE RV fetten 85 Outp t Tica ES 85 O it A EE 86 Reports DesSCrIptIOfls cu eere roo e e pe ete IP I E e e IRE REED 86 Equipment REPOSO RC RU ES 86 Chapter 14 Program Conventions eee e ee eee eee eee eee eese Een OF Record Filter WindOWws oscar tree tert ere UR PR Nr Cur QURE 89 Accessing All Records pe 89 Accessing Certain Records dde dd 89 Supported Wildcard Characters in Search Fields eene 90
62. VIEW for Windows training classes please see the appendix of the User s Manual Chapter 2 Installing and Running ProVIEW Program Requirements Minimum Requirements IBM PC or 100 compatible computer Pentium 133 MHz or higher CPU 32 MB RAM or more 25 MB available hard drive space Windows 98 2000 XP workstation VGA or higher display monitor Printer if you want to print reports ink jet bubble jet or laser printer is best RR RR RRR Mouse or compatible pointing device Installing ProVIEW Note Do not run any other programs while you are installing ProVIEW 1 Run Windows and click the Start button MIN 2 Select the Run command 113 114 Chapter 2 Installing and Running ProVIEW 3 Place the ProVIEW CD in drive D your CD ROM drive and enter D SETUP E Open field use the letter of your CD drive Run Lx E into the x lt Type the name of a program folder document or Internet resource and Windows will open it for you Open DAsETUP EXE 4 Click the OK button 5 Follow the setup instructions on the screen By default the program will be installed to the CAFW4SE directory If you experience problems during installation please see the Troubleshooting section in the Appendix of this guide Network Installations If you want your database file to be stored on a network server hard drive then do the following before you run ProVIEW for the first time repeat these steps
63. acturer FORD MOTOR COMPANY Description 995 FORD F150 Purch Date 6 12 1995 Life mos 60 Original Cost 15 698 00 Rep Cost 19 999 00 Cost Center TRANS T PO No TR3875 Type VEHICLE El Storage Location 6 RAGE El Custom Fields Current Location fSPACE2T Equip 1 WHITE Manual Location GLOVE COMPARTMENT Equip 2 6500 LE Usage Clone Equip History Record il 4 If 19 In rl of 42 To add a new record select the New Record button it looks like a blank sheet of paper on the floating toolbar or click the New Record button at the bottom of the form You can also select the Last Record navigation button it looks like a right arrow pointing toward a line in the very bottom left corner of the window then press the PAGE DOWN key to add a new record Use your mouse or TAB key to move between available fields in the Equipment Entry window Each field and button in the Information screen is explained below Field Button Name Description Equip ID In this field enter a unique alphanumeric identification code You must enter this ID in order to store the record in your database Each piece of equipment machinery or component that you wish to maintain and service as a unit must have a unique equipment ID Important Avoid using the characters or in your equipment IDs or other fields as these are considered wildcard characters in ProVIEW If you must use these characters such as in Bo
64. ae ll Bill and bull but notbell matches any character not in the list between the brackets b a c d Bad bbd and bcd matches any one of a range of characters Floating Toolbar Common program functions are on a floating toolbar that appears in all entry screens The toolbar allows you to perform a variety of tasks If you don t want it to display you can disable it through the ProVIEW Settings screen see the System Administrator s Guide for more information Dm App dA 1 Yo 2 cose Shown in Horizontal Mode Repositioning the Toolbar To move the toolbar click its title bar and drag it to its new location Resizing the Toolbar Click the edge of the toolbar and drag it to the desired size Button Description O New Record Click this button to add a new record x Undo To undo all of your changes to the current record click this button x Delete To delete the current record from your database click this button x You must highlight a field to use this command Use it to delete the selected text Cut and place it on the Clipboard Like the Cut command you must also select a field in order to use this command Copy Copy leaves the selected text in the field but also places a copy of it on the Clipboard We recommend that you do not use this method to copy entire records we ll discuss other methods on page 101 el To replace the contents of a field with text you copied to the Clipboard first Paste highli
65. am can t find your database file then the No Database Found window will appear If this happens you ll need to tell ProVIEW where to find the database file named PVDATA41 MDB If this window appears click the Open File button and navigate through the available drives and directories until you find the database file Remember the file name must be PVDATA41 MDB There is also a file called PVSAMP41 MDB This database contains sample data that you can use while learning to use ProVIEW Note Users who have their database file located on the network server must log into the network operating system before they can open the database file Chapter 4 Entering Records From the Main Menu you ll see choices for entering and or viewing the following screens Equipment Entry Staff Entry Work Order Entry Part Entry Supplier Entry Procedure Entry Tool Entry Service Request Entry Task Entry This diagram shows how equipment and related records are arranged in ProVIEW Maintenance Manager To help you get your ProVIEW program started Equipment Record quickly so that you can evaluate and use its major functions this guide will give you instructions for entering equipment information including entering task information in the Equipment Entry window As you can see in the diagram tasks are directly linked to equipment and the other record areas parts tools etc are linked to tasks By introducing you to Equipment Entry Infor
66. ance Entry Labor Import Table s Maintenance Labor zi B 1 Close You can import data from the same file formats to which you can export data Calculate Due Dates and Meters This utility allows you to re calculate all maintenance due dates For example if you change the maintenance frequencies on all punch presses from 60 days to 90 days and you have 25 punch press records it would be easier to run this procedure instead of manually clicking the Calc button on the Equipment Entry window for all 25 records When you select this procedure you ll see this warning Re calculate Maintenance Due Dates And Times Maintenance due dates and times will be K re calculated for all records Are you sure you want to do this This utility uses the last maintenance date and the maintenance frequency to calculate the next due date It will make the Next Due Date field blank for any equipment records for which the next due date is based on meter Modify License Each copy of ProVIEW is set to give you a 30 day trial run period for a single user license If you purchased a multi user license copy of ProVIEW please follow step 1 below after you have installed your software Seven days before your trial period is over ProVIEW will begin giving you messages that your trial period is nearing its end For your convenience the trial period will not expire on a Saturday or Sunday To enable your copy of the software to continue past th
67. ans that in ProVIEW a piece of equipment a vehicle a facility a building or a pump can all be considered a piece of equipment For example the record for a pump could be for the entire pump and all its constituent and related components or you could have a record for the pump alone and a separate record for the motor starter and other components To help make a decision on what to include answer the following questions Isa separate history of each component needed Do we need separate part lists for each component Are the components critical or expensive If you answer yes to any of these questions you ll want to enter the pump and its components as separate equipment records Maintenance Tasks Your data building strategy should also include how you are going to handle maintenance tasks For example should stand alone or cumulative tasks be created for multiple frequencies such as semiannual and annual tasks Does the annual task include the maintenance procedures of the semiannual or should both orders be created when they coincide once a year Other Considerations If you re going to manually enter your equipment records you should examine the order in which you process them By using ProVIEW s Clone function you can save considerable time and avoid mistakes In a typical manufacturing environment many pieces of equipment are used Although a large number of equipment may be used there may only be a few dif
68. ar on your screen 3 Contact Technical Support and give them your Code Entry Computer ID and serial numbers or contact your distributor with the same information 4 A Technical Support representative will calculate the appropriate numbers and send them to you 5 Using the same computer logged in as the same user go back to Modify License and enter the Trigger Code and Additional Number 1f required from Technical Support 6 Ifthe modification is not successful first try entering the numbers again making sure that you enter them exactly as the representative gave them to you If the modification is still unsuccessful contact Technical Support or your distributor Remove Spaces from Equipment IDs It is a good idea to run this utility once after you ve imported data from another program This feature removes unnecessary trailing spaces that may have been used by your old program and were then imported into ProVIEW Note This utility is not the same as the utility executed by your ProVIEW Compact Data icon The Compact Data utility does not remove any spaces instead 1t removes old deleted recordsthat are no longer accessible or needed Repair Work Order Dates This utility checks all of your work order records and ensures that each record has a valid date and time If one of these fields is missing this utility will insert the required information You can also use this utility if you ve double clicked in a work order date fie
69. as to the suitability of the system for your use As the user this determination is your sole responsibility The technical support available for this software is strictly limited to the operation of the software If you have questions regarding maintenance frequency procedures tools etc please seek the advice of your equipment manufacturer or other qualified professionals Validating the Software This software has been tested validated and deemed suitable for release Calculation validations were conducted utilizing test data with known results However these validation tests do not preclude that you conduct your own validation tests using data with known results Oe results that you calculated by hand 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 The software uses up to 15 significant digits of precision in all intermediate calculations To give you the most precise information only the final results are rounded 27 Chapter 2 Running ProVIEW for Windows Starting ProVIEW 1 Click the Start button Start 2 Select Programs 8 L4 E g 3 Select ProVIEW 4 then choose ProVIEW ProVIEW s main menu will appear License and Trial Period Each copy of Pro VIEW is set to give you a 30 day trial run period for a single user license Seven days before your trial period is over
70. at this story is merely hypothetical it is by no means intended to be prescriptive You ll notice that all of the program s features and reports are in bold print and all of the optional accessories are in italic print A Typical Day in the Maintenance Department It s Monday morning and it s time to plan the day You turn on your computer and start up ProVIEW Your Automatic Work Order Due report pops up on the screen showing all of the work orders that are due today You print it out to use as a handy reference so that you can be sure that all of the required work is finished today Now it s time to organize the work for your maintenance crew As the maintenance manager you know that you need to plan the week s schedule for your technicians Thanks to your ProVIEW Maintenance Manager for Windows program you easily print a weekly Work Order Schedule Then because you have several technicians and you have some pieces of equipment that must be sent off site for maintenance you print a separate Work Order Due report for each of these people or sites Along with each of these lists you include the printed Work Order for each piece of equipment that needs maintenance The work order includes the equipment information the maintenance record for the equipment and the estimated maintenance hours Later in the morning you check to see how the work is progressing You look at ProVIEW s Calendar to see how many jobs are left for the day and how many h
71. atabase to display the most current data and then moves to the first record Copying Records You can easily copy records to save time and reduce mistakes However remember that certain records require that certain fields be unique In these cases go ahead and copy the record but make sure that 102 Chapter 14 Program Conventions you ve entered unique information in those fields before you try to save the record Otherwise ProVIEW will give you an error message To copy a record Go to the record you want to copy and click on the record s selector bar or button 1 nA E ba bh Choose Copy from the Edit menu or press CTRL INS on your keyboard Go to a new record Click on the new record s selector bar or button Choose Paste from the Edit menu or press SHIFT INS on your keyboard Deleting Records To delete records do the following 1 2 3 Go to the record you want to delete and click on the record s selector bar or button Choose Delete from the Edit menu or press the DELETE key on your keyboard The program will ask you to confirm the deletion sometimes twice In Table view you can delete multip le records by selecting more than one record Use the record selector buttons to select the records you want to delete then follow steps two and three Undoing Changes to Fields and Records If you want to undo changes to a field and you haven t left the field either press the ESC key on the
72. ati e ep ne 122 Settings Calendar best ee ge ratae ab ee e og eed read dead etg 123 S ttings CustomFields A A E 124 ee E A M 124 Setup USAS deer ee eene eU RR 124 User Entry User Inform tion ei ete eere He Hebe e Erreger bee dee dapes 124 User Entry Record ACCESS tenen A d s 125 User Entry Report Access eie ente nete onn tae eaae erae tte rae treo esencia datos 126 User Entry Utility ACCESS iii enep PODER Tie ate een itr 126 Report Control ID Entty eret en PU e secu ses EE ERR EE 126 Setting Up Equipment Status Codes ENEE 127 Export ImpOrt es cec Eeer Coe I ee e Ee a 127 Calculate Due Dates and Meters ettet nter tnter tenen tenete 128 Modify License eed etre tec e pie eee a te e eie AE 128 Remove Spaces from Equipment IDS ENEE 129 Repair Work Order Dates Reset Open Task Fl gsza2 dor bct i b Neto ADDED 1e eee ee ae eee dc E D tab se Maintenance eed pe RR e REA EH e d eun 131 Compact Equipment Data Repair Database essere 131 Create New Data File tad 131 Other Setup ISSUes euer petet ERE RE EE ERR ees 132 Date Formats er edet m Hm TET da 132 Troubleshooting Problems eg tet eri epe AE 132 Maximizing Your Performance iodo 132 Installation Fails 12 451 tote e teta beo eet e ZI 132 Network Installation er oett ds 132 Repairing Data Files un At TREE Pese 133 Duplicate Value Error Message O KT ProVIEW MAINTEN
73. ble easy to read maintenance labels for each piece of equipment on which you performed maintenance Thanks to ProVIEW s Pop Up Service Request Notification you knew instantly when a maintenance request was made And because your company has a multi user license of the Service Request Module other employees could easily enter maintenance requests without leaving their desks or picking up the phone and you had all of the necessary information already entered into ProVIEW s Service Request Entry screen After that it was easy to create a work order directly from the request This faster process didn t require any phone calls or messy paperwork either With ProVIEW s cost reports you had conveniently documented information about your resources Finally ProVIEW s features and optional accessories helped you comply with your company s demands for high quality on time maintenance They also helped you ensure your company s compliance with ISO QS AS 9000 FDA FAA JCAHO and other standards that require your maintenance program to be efficient and effective Chapter 3 Using ProVIEW Now that you ve seen what ProVIEW can do for you it s time to learn how to use its basic functions Program Requirements ProVIEW for Windows requires the following x Microsoft Windows 98 2000 XP x Hard disk with 50 MB of free space for program files and 5 10 MB of free space for typical database 128 MB or more of randonraccess memory SV
74. brief but informative description of the equipment if you use similar wording for similar equipment you will later be able to filter by this field Type Use this field to store the name of the type of equipment Storage Location Enter or select the storage or usual location of the equipment Current Location When you first enter your equipment record enter the actual location of the equipment ProVIEW will automatically update this field based on the equipment s issue and return information Manual Location Enter the location where the Operations and Maintenance Manual for this equipment is stored Warranty Term Tn this field enter the term of the equipment s warranty such as 7 years or 60 months Effective Date In this field enter the date on which the warranty begins Warranty Cost Enter the cost of the warranty Expiration Date This field shows the date on which the current warranty expires Click the Expire Date button to calculate this field or manually enter a date If today s date is past the next warranty date then the message Past Due will appear to the right of this date Purchase Date Enter the date when your company purchased the equipment Original Cost In this field enter the original cost or value of the equipment Cost Center Enter the accounting cost center for the equipment Life Mos Use this field to store the expected life of the equipment in months Rep Cost Enter the anticipated replace
75. ce labels for each piece of equipment These laminated durable labels are oil and water resistant and they re easy to print and apply to your equipment Now you receive a Pop Up Service Request Notification that tells you that two new service requests have been entered Employees in other departments have used their copies of the Service Request Module to enter their maintenance requests Thanks to the pop up message you know about these requests right away and you can go into Service Request Entry and decide whether or not you should approve them You can then enter more information about each request and create a Work Order directly from the service request record ES Work Order Entry x Schedule Labor Parts Tools Procedures Q EquipID RESTROOMS y Description REST ROOM PM ROUTE al TakiD REPAR JQ Request No m Cause Wear Normal Use Comments Work Order No 6000000001 FIELD REPAIR Record Created snsnsss 11 56AM EN uH 0 Task Priority o Eon Task Type REPAIR m Ts Task Completed CT taka CQ Downtime 0 25 Hours Emergency mi Unscheduled M Print W 0 Record 14 4 If ZE In rl of 39 As the maintenance manager you re responsible for budget and resource planning ProVIEW gives you some powerful tools to help you plan ahead To obtain an historical perspective for the last quarter and for the same q
76. ction Welcome to ProVIEW Maintenance Manager for Windows a computerized maintenance management software CMMS program that gives you an easy to use flexible system for scheduling managing and tracking your maintenance tasks This System Administrator s Guide is intended to be used by supervisors and network administrators who will be responsible for leading the implementation of the ProVIEW software For more information about using ProVIEW please consult the User s Manual ProVIEW Implementation Planning As with any new record control system be it computerized or manual it is worthwhile to take the time and plan the implementation Listed below are some major steps to consider 1 Define what your needs are for the system 2 Define when you want to start using ProVIEW set both long and short term goals 3 Define who will be responsible for the system Define What Your Needs Are The first step is to define what your needs are for your maintenance system and then determine how ProVIEW can help you meets those needs For example you may need the system to Maintain an inventory of all equipment tasks tools and parts Remind you of when PM tasks are due Maintain a complete history of all equipment and repair records Maintain a database of your maintenance procedures RRR R Maintain a database of your equipment suppliers and service providers Define When You Want to Start Using ProVIEW Take the needs that you defined in
77. d click on the next tab Tools Equipment Entry Tool Selection for Task In the Tools screen you can select from previously entered information by using the data selection arrow to the right of the Tool ID field If you ve entered the necessary information in Tool Entry the other associated fields will automatically display this information under the corresponding field These fields will be gray to show you that you can t edit them in this screen Instructions for entering tool records in Tool Entry are given below amp Equipment Entry x x Information Task List Notes Images Task Labor Parts Procedures Equip ID ai Task ID EI BATTERY INSPECTH Description EE Tool ID Description Type Current Location H BATBRUSH BATTERY POST BRUSH BRUSH CRIB 1 CAB 2 DRwW E BATPULLER y BATTERY CABLE PULLER PULLER CRIB 1 CAB 2 DW D DRAINPAN DRAIN PAN PAN ALL CRIBS SHELF 1 FACSHLD FACE SHIELD SAFETY SHIELD 3791 E Record 14 4 IT 11 or rs of 7 Record 14 4 If 19 In r of 42 18 Chapter 4 Entering Records Tool Entry amp Tool Entry Al x Where Used Tool ID DRAINPAN Purchase Date Serial No Na Cost 0 00 Tool Descrip DRANPAN PO No N A Manufacturer Na El Supplier Code ra Type of Tool Fan Notes Size WIDE SHALLOW DEPTH y Metric C Quantity a Storage Location ALL CRIBS SHELF 1 Current Location amp LL CRIBS SHELF 1 Cust
78. d down to allow you to enter longer statements Paste Logo You can copy your company logo from another program and then click the Paste Logo button to paste it into ProVIEW Use the Paste button if the logo is currently in Windows Clipboard Try to place a logo graphic about the same size as the logo region shown Otherwise there might not be enough memory available to print the logo on your reports To avoid wasting memory don t use logos with more colors than your printer can print You can use a scanner to obtain your logo but scanners are often set for more resolution or colors than your printer can support A logo created this way often becomes a huge file that uses an excessive amount of memory To conserve memory resources always paste your logo into ProVIEW as a BMPfile even if you have created itin a graphics program If you can view your logo in the Settings window but it does not appear on your reports you do not have enough resources for the logo size in bytes that you have used ProVIEW Maintenance Manager System Administrator s Guide 121 Settings Options When you click on the Options tab you ll see this screen ES Settings C E User Info Options service Requests Calendar Custom Fields Audit Trail Reports IV Enable Audit Trail TP Enable Auto Work Order Due Report Select Text Editor Auto Work Order Due Report Settings Noteras S ET Number of Days To Look Ahead Audit Location 10 Amount
79. e 30 day period you can do one of two things 1 Go to the Program Tools menu and select Modify License ProVIEW will generate a screen that gives you a Code Entry number and a Computer ID number Leave this screen open and call Technical Support or your distributor immediately The support representative will then give you two additional code numbers that you ll enter on your Modify License screen Once the modification is complete ProVIEW will give you a message titled Modification Successful 2 You can also wait until the date on which your trial period expires At that time you will receive an Application Violation message when you open ProVIEW Clickthe OK button and the Modify License screen will appear Again you must leave this screen open and call Technical Support or your distributor immediately for the necessary code numbers You ll receive a Modification Successful message once you ve entered the code numbers that your support representative gives you To check on your expiration date click the About button on the main menu and look under License and System Information ProVIEW Maintenance Manager System Administrator s Guide 129 If you are unable to reach Technical Support or your distributor via phone during regular business hours you can still modify your license by following the steps below 1 Select Modify License from the Tools and Utilities menu 2 Write down the Code Entry and Computer ID numbers that appe
80. e this field blank though your POs will show your company part number Model No Enter the part s model number if applicable Supplier Use this field to store the name of the supplier of this part Unit of Measure Enter the unit by which the part is usually purchased such as each dozen carton 3 pack 6 pack gallons pound case or gross Supplier Cost Enter the current price for the part Shelf Life Use this field to enter the shelf life of the part if it is perishable or will soon be obsolete Critical Place a check in this box to indicate that this part is critical Part 1 and To reflect special additional information you want noted for your parts you might Part 2 have renamed these fields in ProVIEW s Settings utility See the System Administrator s Guide for more information Last Inv Date Enter the date of the last inventory or click the button to the right of this field to automatically insert today s date Last Order Date In this field enter the date on which you last ordered the part Last PO Number Reference the PO number for the last order Reorder Field Name Description Lead Time Enter the estimated lead time for the part Reorder Point In this field enter the minimum amount that you should have in stock before you reorder this part Reorder Quantity Enter the amount of extra parts to order The total quantity ordered will be the difference between the quantity in stock and the reorder point plus th
81. ecord go back to Equipment Entry Task List Labor Contract and select the employee to assign to this task When you ve finished go to the Parts tab for now leave the Contracts screen blank for more information on this screen please consult your User s Manual 16 Chapter 4 Entering Records Equipment Entry Part Selection for Task In the Parts screen you can select from previously entered information by using the data selection arrow to the right of the Part No field If you ve entered the necessary information in Part Entry the other associated fields will automatically display this information under the corresponding field These fields will be gray to show you that you can t edit them in this screen Instructions for entering part records in Part Entry are given next amp Equipment Entry x Information Task List Notes Images Task Labor ools Procedures Equip 10 CTA Task AM Description FEF Part No Description Model No Est No Cost FLT 001 OIL FILTER 1 9 00 gt DIL 5w30 OIL 5w30 5 37 50 Record 14 4 If 5 gt or px of 7 I Record 14 4 If 19 In rl of 42 Parts Entry Information amp Parts Entry Warehouse Altemates Special Where Used Images Part No FLT 001 Class STOCK Description OIL FILTER Part 1 Part 2 Last Inv Date 8 1 1997 m Category au TOMOTIVE Last Order Date 10 12 1996 Sub Ca
82. em that needs maintenance When you do ProVIEW also pulls up the description of the equipment and inserts it next to the Equip ID field Task ID To select a task for this work order click the task ID in the pull down list see below for information about selecting a task that is not linked to this particular equipment ID Cause In this field enter or select the reason for the work order Work Order No ProVIEW automatically assigns a number to this work order Record Created When you create a new work order record ProVIEW automatically inserts the current date and time into the Record Created fields These fields are not editable Technician In this field you ll see the code for the technician assigned to this task If necessary you can select a different technician in this field Entered By In this field select your name as the creator of this work order Task Priority This field contains the priority assigned to this task Task Type The information in this field automatically fills in from your previous Equipment or Task Entry records but you can change the task type if you need to do so Task 1 and These fields contain the user defined information that you can track for each task Task 2 ProVIEW automatically pulls this information from Equipment or Task Entry but you can modify it here to suit this particular work order Comments Any information that you enter into the Comments field will appear in this screen the Work Order
83. enter the number for the interval on the left and select the unit of time from the right The available units are days weeks months years and EOM End of Month EOM is similar to months but it will advance the next due date to the last valid day of the month the last day of each month will be determined by any skip dates you have entered see the System Administrator s Guide for more information on skip dates Last Maintenance Date When you are setting up this task enter the last date on which this maintenance was done for this equipment After you ve entered a Work Order Entry record for this equipment and task ProVIEW will automatically update this field with the most recent completion date Next Due Date If you click the Calc button to the right of these entries ProVIEW will automatically calculate the date on which this task should be performed again You can override the automatic calculation feature by typing the information into this field Time Needed to Enter the estimated time for this task Perform Maintenance Comments Use this field to store further information or comments about this task Equipment Entry Labor Selection for Task ES Equipment Entry E gt gt Information Task List Notes Images j Parts Tools Procedures Equip ID i Task D EI BATTERY INSPECT Description BEEN 1 1 ai EI Employee ID Craft Code Est Hours Est Cost Ma gt ADAM AARON ELECT DI 0 0 00 Al Di DI of 0 00
84. er Although this may not seem useful at first you ll appreciate this feature when you have several hundred or several thousand records from which to select Sample Record Filter Window Equip ID aas IT Description be Wa Current Location Y Clear Filter Close Accessing All Records If you want to edit all records then leave all of the filter fields blank and just click the Find button Accessing Certain Records To access only certain groups of records you can enter search filter values along with optional wildcard characters For example you may want to edit only equipment that has a description exactly equal to Pump In this case you would enter Pump into the Description field Similarly if you wanted to set up a filter for all equipment that started with Pump for example Pump 1 Pump 2 and Pump 3 then you would enter a filter value of Pump as shown in the sample filter window The asterisk character is a wildcard character which indicates in this example that you want all equipment records that have a description starting with the word Pump Likewise if you enter Pump this tells the program that you want all equipment records ending in the word Pump Furthermore if you enter Pump this tells the program that you want all equipment records containing the word Pump You can specify as many field filters as you like depending on how selective you wish to be
85. er 1 1999 as 11 1 1999 1999 1 11 or 1999 11 1 depending on your preference date formats with a two digit year such as 11 1 99 do not support year 2000 As a precaution you may want to verify your date settings in Windows Control Panel Choose Start Settings Control Panel then click on the Regional Settings icon The date formats that you enter into ProVIEW must match the Windows international date setting otherwise errors will occur while you re running the program Shown below is the format most commonly used in the United States gt gy iM E 3 Pogana Gotinga Mante Carrey Tine Dwe Ntra ec Pe mee Portas Penal ed Y al Oen die Sao sj cen fF Changes hos number carece dater amd ken ae Aere Long dare Long date angie Lore dm ge pus MMMM Ai yyy Troubleshooting Problems Maximizing Your Performance If you have limited resources and ProVIEW runs slowly try closing all other applications to devote all of your available system resources to ProVIEW Installation Fails Try reinstalling the program a second time If the installation fails again write down any error messages that you see and call Technical Support Network Installation Before you install Pro VIEW on a network you must be familiar with the network policies for file and program locations and you must be certain that all users have full rights create change and delete rights for the appropriate files and directories You mus
86. ering procedures are given next To enter a new procedure go to Procedure Entry from Main Menu leave the filter window fields blank and then click Findto go to the Procedure Entry screen Now click the New button on the Procedure Entry form Enter the name of the new procedure Next enter the body of text for the procedure in the Procedure field 1 Images Procedure Name F1 021 BATTERY Procedure Battery Check Maintenance and Charging Every 7500 Miles or 6 Months 1 Warming Certain precautions must be followed when checking and servicing the battery Hydrogen gas which is highly flammable is always present in the battery cells so keep all open flames and sparks away from the battery The electrolyte inside the battery is dilute sulfuric acid which will cause injury if splashed in pour eyes or on your skin It will also ruin clothes and painted surfaces When removing the battery cables always detach the negative cable first and hook it up last 2 Before servicing the battery always turn the engine and all accessories off and disconnect the cable from the negative terminal of the battery 3 A sealed sometimes called maintenance free battery is now standard equipment The cell caps cannot be removed no electrolyte checks are required and water cannot be added to the cells However if an aftermarket battery has been installed and it is a type that requires regular maintenance the following procedure can be used
87. es in this screen JPEG JPG Graphics Interchange GIF Tagged Image File TIF Windows Bitmap BMP Windows Icons ICO and Windows Metafile WMF Each field and button in this screen is described in this table Field Button Name Description Procedure Name The name of the current procedure appears in this field Image Location To attach an image enter its file path and name in this field Show Image Click this button to display the image on the right side of the screen Browse for Image If you don t know the exact path and filename of your image click this button to navigate through your directories and files and select the correct file Chapter Entering Staff Data In Staff Entry you can enter detailed employee records for your maintenance staff including training information assigned work orders and tools issued to each employee Staff Entry Staff Entry Filter amp Staff Filter E Employee ID Se Name Social Security Craft E Clear Filter Close To enter your employee records select Staff Entry from the Enter View Records menu Use the Staff Entry filter to quickly find an individual employee or all of the employees that share the same craft in the sample filter the user is filtering to find all staff members who are electricians You can also filter according to the two custom fields that you named in Settings Custom Fields see the System Administrator s Gu
88. etup changes that are made to your Setup Options reports This includes margin settings and default printer selections Selecting this option will also speed up the printing of some reports Show Tool Tips when Place a check in this box if you want ProVIEW to show you a different helpful usage opening program tip whenever you open the program This is a convenient way to learn more about your software 122 Chapter 3 Program Setup Field Button Name Description Format Click on this button to change the colors font styles lines or page numbering on your ProVIEW reports These changes will not be made if Allow Save of Print Setup Optionsis checked when the report is printed Cancel and Close Click the Cancel button to discard any changes and exit the Settings window Click the Close button to save your changes and exit the Settings window Settings Service Requests ES Settings JDL User Info Options Service Requests calendar Custom Fields Service Request Service Request Module Only VW Allow requester name other than User TF Require Equip ID for Service Request TF Use two step Service Requests Service Request Notification IV Show Pop Up message when new Service Requests are created 1 Do not open Pop Up message until at least this many new Service Requests are created Enter 1 to open the Pop Up message for any new Service Requests Cancel Save amp Close Field Button Name Description
89. f you select this option you won t be able to see any previous or future months These fields default to showing you the prior month 1 in the Look Behind field and the next 12 months into the future 12 in the Look Ahead field Skip Dates and Work Orders If a calculated maintenance due date happens to fall on any skip day or date ProVIEW will schedule it on the previous day Remember if you manually enter a maintenance due date then no consideration will be given to skip dates Also please note that the ProVIEW Calendar will show equipment that has exceeded its meter time as being due on the current date regardless of whether or not today is a skip date or day When a work order is completed if the skip days or skip dates would cause the next due date to occur on or before the date on which the work order was done then the next due date for the work order will move to the next available date after the skipped days or dates For example if a work order that must be completed once every day a one day frequency is completed on Friday and Saturday and Sunday are skip days then the next maintenance will fall due on Monday 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 124 Chapter 3 Program Setup Settings Custom Fields Each of these areas contains two custom fields that you can rename to track any additional types of information
90. ferent types of equipment The only differences between pieces of equipment of a similar type 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 equipment type and then clone the boilerplate record when you add a new piece of equipment of the same type If you are responsible for centrally managing the records of several facilities which may amount to many thousands of equipment records then you may want to consider using multiple databases to avoid waiting too long for records to process and for reports to be generated Another consideration is how you will want to extract your records For example you may want to generate a report for only a certain location or equipment of a certain type By looking at ProVIEW s available filter fields and support for wildcard characters such as and you can better set up your records to exploit these features Each of ProVIEW s filter fields is explained in the appropriate section of the User s Manual for more information on wildcard characters see the Program Conventions section of the User s Manual Training Each ProVIEW user should have a thorough understanding of the particular functions that he or she will use Please remember that some users may need instruction on basic computer and Windows skills For more information about Pro
91. for a single piece of equipment it s designed only for viewing purposes Select Work Order History from the Reports menu to create and print detailed and filtered reports Chapter 4 Entering Tasks From within an equipment record you can enter or edit tasks that are associated exclusively with that equipment However you can independently create and modify tasks through Task Entry from the Enter View Records menu Any task that you enter in Task Entry will be available for all ofyour equipment We recommend that you always use Task Entry so that you can keep track of all of your tasks independently of your equipment Task Entry Task Entry Filter Task ID Y Technician Task Type T Clear Filter Close You can use the Task Entry filter to find one or more tasks based on the task ID the type of task or the technician assigned to the task The main menu Task Entry screen is similar to the Equipment Entry Task List Task screen See page 35 for information about the fields in this screen amp Task Entry x Task ID F 1021 OIL CHANGE MeterBasedSchedule 3000 Miles 7 Technician yn Date Based Schedule 1jYears Z Priority MEDIUM Time Needed to Perform Maintenance 0 25 Hours Task Type fOIL amp LUBEJOB E Task 1 Tak 2 Comments Clone Task Record i 4 If 13 gt rt gt of 39 43 44 Chapter 4 Entering Tasks Clone Task Click the Clone Task button to create a
92. formation displayed in gray fields is information that has been permanently associated with the record For example a description might be linked to a part number or an employee s name might be linked to his or her employee ID If you want to change the information displayed in a non editable field go back to the main menu select the entry option for that category then change the information for the master record Any such changes made to the master record will be reflected everywhere that the information is displayed Yellow fields show calculated or automatically updated information You can override this information with a manual entry if you wish Red yellow or blue messages may appear on different screens throughout the ProVIEW program to alert you to situations or items that require attention Example Form View of an Equipment Record amp Equipment Entry x Task List Notes Images Equip ID F1 021 Warranty Status fi S Active Importance HIGH Y EqupS N TFTCRI0ABJUA35674 Asset No fi 021 Model No Fi 50 PICKUP Supplier Code ONES FORD z Accounting Manufacturer FORD MOTOR COMPANY Ir Purch Date 671271995 Life mos 60 FORD F150 OriginalCost 15 698 00 Rep d 19 999 00 Cost Center TRANS DI PO No TR9875 Warranty Term 4 YEARS T Effective Date 5 12 1395 Expire Warranty Cost 695 00 Date Expiration Date 6 12 1898 RER Storage Location GARAGE Custom Fields
93. ght the field you want to replace then click this button If you just have your cursor in the field but it s not highlighted use this command to insert the Clipboard contents at the cursor location you ll have the Clipboard contents and the original text in the field If you don t select a field this command isn t available We strongly recommend that you don t use this method to paste records see page 101 for instructions on copying and pasting records Click this button to display your records in Form view the default presentation of Form View your records In Form view you can see all record fields but only one record at a time To see records in a tabular format click this button Table view shows you many Datasheet View records at a time available only for certain record types ProVIEW Maintenance Management Software User s Guide 91 Button Description E Use this button when you re looking for a specific piece of information like a Find company name Put your cursor in the field in which you want to search then click this button to open the search window In this window enter the information that you want to find l After you ve closed the Find window click the Find Next button to find the next Find Next occurrence of information for which you re searching en Use this button to update records Put your cursor in the field that contains the m1 Replace information you need to change then click this button The
94. ghted material e g 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 4 DUAL MEDIA SOFTWARE If the SOFTWARE package contains both 3 5 and CD disks then you may use only the disks appropriate for your single user computer You may not loan rent lease or transfer the disks to another user except as part of the permanent transfer as provided above of all SOFTWARE and written materials LIMITED WARRANTY LIMITED WARRANTY AMERICAN QUALITY SYSTEMS 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 sd
95. he Print W O button The printed work order will contain all of the equipment and task information including the maintenance history It will also include a list of parts tools and procedures needed for this work order Chapter 6 Conclusion We hope that this quick look at ProVIEW s major functions has helped you understand more about the structure of your Pro VIEW program As you study the User s Manual you will better understand these features and you ll be able to enter more complete information for your records If you have additional questions or problems please contact Technical Support 23 ProVIEW MAINTENANCE MANAGEMENT SOFTWARE Version 4 Users Manual Chapter 1 Introduction to ProVIEW Welcome to ProVIEW Maintenance Manager for Windows a computerized maintenance management software CMMS program that gives you an easy to use flexible system for scheduling managing and tracking your maintenance tasks This User s Manual will give you detailed information on entering records and work orders into your program as well as describing ProVIEW s various reports graphs and charts Please be sure to consult the Program Conventions section for information on how to operate ProVIEW including timesaving tips A Note about the Software and Technical Support The ProVIEW software is simply a tool used to store data calculate results and generate printed reports and charts No interpretations are made by the software
96. he change here Chapter 10 Entering Work Orders Work Order Entry Work Order Entry Filter amp Work Order Entry Filter Lx Equip ID N Task ID ny Work Order Number AAA Created Date Date Done Completed Work Orders Emergency Work Orders Bn m Clear Filter Close When you select Work Order Entry a filter window will appear like the one shown above If you leave the Work Order Entry filter fields blank and click the Find button ProVIEW will show all of your work orders whether or not they are completed You can also fill in the filter fields to select one or more work orders based on equipment IDs task IDs or by the date created To see only completed work orders select this option in the Completed Work Orders field If you want to see only incomplete work orders select that option or you can choose to see both types In the Emergency Work Orders field you can select emergency work orders only non emergency work orders only or both emergency and non emergency work orders Note The description names for the Completed and Emergency Work Orders fields may be different depending what you named them during your ProVIEW setup However the value meaning of each description will be identical to the descriptions discussed above See the System Administrator s Guide for more information Click the Find button after you ve entered any field information The Work Order Entry Information screen will appear
97. hen enter the Maint Done information When you complete the work order this time ProVIEW will calculate the Next Due fields Work Order Entry Labor amp Work Order Entry x Information Schedule Parts Tools Procedures Equip ID LAS Task ID AAA Description pik ay M AE Record il 4 If UI In rl of 39 In the Work Order Entry Labor screen you can change the labor information for the current task When you click the scrolling arrow to the right of the Employee ID field you ll see a list of active employees You can select a different employee ID or change the estimated and actual hours The Cost field will automatically calculate and display the actual labor cost based upon the employee s rate and the actual number of hours ProVIEW Maintenance Management Software User s Guide 71 Work Order Entry Parts d Information Schedule Labor j Tools Procedures Equip ID ALA Task ID AAA Description PES 2111 shat Model No Record 14 4 If Di or gt of 39 In the Work Order Entry Parts screen you can edit the information for the parts already selected for the current task and you can add new parts Like the other selection screens you can edit the white fields and ProVIEW will update the non editable gray fields accordingly Work Order Entry Tools d Information Schedule Labor Parts Procedures Equip ID ALAS Task ID AAA Description Type Current
98. her belongs or is qualified to belong Staff User 1 and Use these two fields to store any additional information You can change the names Staff User 2 of these two fields in the Tools and Utilities menu see the System Administrator s Guide for more information Staff Entry Work Orders gt Employee ID pa Name STAN SMITH Date Done Equip ID Task ID Complete EstHours Act Hours ONV 00 THLY Yes os fos MONTHLY NORMAL 1 21 1999 CONY 001 NV 001 QUARTER ves II ADJUSTOVEYOR CONVEY NORMAL 10 1 1998 FACILITY SANDIEGO FACILITVINSPECTION Yes je ES SAN DIEGO PLANT YEARLY INSPECTION HIGH 6 5 1998 F 1021 F 1021 DIL CHANGE 1995 FORD F150 OIL amp LUBE JOB MEDIUM Record i dT 1 gt ru fr of 4 ProVIEW Maintenance Management Software User s Guide 61 Click this tab to see all of the work orders assigned to this employee Although you can view this information here you can t edit any of it Chapter 9 Entering Supplier Records In Supplier Entry you ll enter detailed records of your suppliers and the products you purchase from them To enter your supplier records select Supplier Entry from the Enter View Records menu Supplier Entry Supplier Entry Filter amp Supplier Master Entry Filter x Supplier Code A Name o mwe Supplier 1 A Supplier 2 I l Clear Filter Close You can use the Supplier Entry filter to quickly find an individual supplier or all sup
99. hoice of a summarized listing or a detailed report To print or view reports access the Reports menu by going to the main menu and clicking the Reports button In this menu you ll see a list of the reports such as Equipment Listing and Supplier Listing Select the button of the report that you want Report Filters All of the report filters work in the same manner to allow you to selectively view or print relevant records The following options are the same for any of the filters in which they occur If you need more detailed instructions for using these options go to the Program Conventions section of this manual Sort By Tf the report filter offers a Sort By option you can click in the circle on the right of the field by which you want to sort In the sample filter shown below the user has chosen to see a list of active HV AC refrigeration equipment in Building 2 sorting the report by equipment ID amp Equip Listing Filter olx Sort By Equip ID Status 7 i Equip S N Description Type gt Current Location T Print Equip Tasks IV Print Clear Filter Close Scrolling Arrows When an arrow is visible to the right of the field click on the arrow to see a list of available entries You can select any item by highlighting it or you can start typing in the information for which you re searching and ProVIEW will take you to the first entry in the list that starts with the characters you typed Date Fields Yo
100. ibed in this table Field Button Name Description Equip ID and The current record s equipment ID and description appear in these fields Description Image Location To attach an image enter its file path and name in this field Show Image Click this button to display the image on the right side of the screen Browse for Image If you don t know the exact path and filename of your image click this button to navigate through your directories and files and select the correct file Print when printing a Check this box if you want to include the image on printed work orders for this work order equipment ProVIEW Maintenance Management Software User s Guide 35 Equipment Entry Task List Selection and Entry B Equipment Entry x Information Task Labor Parts Tools Procedures Equip ID Ia 021 Meter Based Schedule 7500 MILES la Description 1395 FORD F150 Meter at Last Maint t Task ID F 1021 BATTERY INSPECTION CumentMeter 56879 i Task Type BATTERY INSPECTION D Next Meter Due BET m Technician 3827 Date Based Schedule gl MONTHS B Priority NORMAL 5 Last Maintenance Date 4710 1338 C Task 1 Next Due Da MENTES Task 2 Open Work Order e Time Needed to Perform Maintenance 0 25 Hours Comments Record 14 1 If 1 gt gt rl of 7 Record 14 4 If 19 t r of 42 In the Equipment Entry Task List Task screen you can select from previously entered
101. ibility in that it lets you resize column widths and row heights rearrange column positions hide columns and even change fonts One drawback of Datasheet views however is that they cannot display the related records in an embedded table i e the Table viewof equipment records contains an embedded table of task records for that equipment you can t see both the equipment record and a table of task records at the same time Since the program automatically presents records in Form view you need to manually switch to Table view use the toolbar button or select Datasheet View from either the Viewor right click shortcut menus Example Datasheet View of Equipment Records BE Equipment Entry EquipID Statu Importance EquipS N AssetNo Model No Supplier A 014 1 HIGH A97004910 8500DD ISP American C B 014 1 NORMAL P706 00395Z C106HRPB1 Duane s Fi B 102 1 NORMAL 8387900 Model 2000 Kinetico Ir CONY 001 1 NORMAL SFR275490 EQUIP 345 1431D F 1021 1 HIGH IFTCRIOASIUA35 1021 FISOPICKUP JONES FO FACILITY GENEF 1 HIGH N A N A FACILITY SAN DI 1 HIGH N A N A MCP 001 1 HIGH E95016732 MCP 001 HPCE30 MCP 002 1 HIGH E95016733 MCP 001 HPCS30 MCP 003 1 HIGH E95016734 MCP 001 HPCE30 RTU O1 1 HIGH M193R022H WCY O48F3004 American C Elements of a Table View Window All Table view windows have the following elements Title Bar Located at the top of each table this bar contains the title of the table Equipment
102. ically calculate the meter value at which this task should be performed again You can override the calculated next meter value by typing information into this field Date Based Schedule Tf the task must be performed according to a calen dar schedule enter the number for the interval on the left and select the unit of time from the right The available units are days weeks months years and EOM End of Month EOM is similar to months but it advances the Next Due Date to the last valid day of the month the last valid day of each month will be determined by any Skip Days and or Dates you ve entered see the System Administrator s Guide for more information about Skip Days Dates Last Maintenance Date When yov re setting up this task enter the last date on which this task was performed for this equipment After the task has been performed this field will be automatically updated with the most recent completion date Next Due Date If you click the Calc button to the right of these entries ProVIEW will automatically calculate the date on which this task should be performed again You can override the automatic calculation by typing the information into this field Time Needed to Enter the estimated time it takes to perform this task Perform Maintenance Equipment Entry Labor Selection for Task gt Equip ID CTA Task D EI BATTERY INSPECT Description PEKA 2115109 5 EU Craft Code Est Hours Est Cost Record 14 1 If
103. ician Priority You may assign a priority to the task if you wish This entry can consist numbers characters or a combination of both Task 1 and Use these two fields to store additional information about the task See the System Task 2 Administrator s Guide for more information Open Work Order This box will contain a checkmark if you currently have an open work orderfor this equipment task If necessary you can change this field remove the check if you don t have an open work order for this task or check the box to show that this equipment task does have an open work order Meter Based Schedule If the schedule for this task is based on equipment usage or meter readings enter t he number of units on the left Use the scrolling arrow on the right to select the type of units The available units are minutes hours days cycles miles and kilometers Meter at Last Maint Enter the meter value of the equipment at the time when this task was last performed Current Meter In this field enter the current meter value for the equipment Next Meter Due Click the Calc button to the right of the meter fields if you want ProVIEW to automatically calculate the next meter value for this maintenance You can override the automatically calculated next meter value by typing the information into this field 36 Chapter 3 Entering Equipment Records Field Name Description Date Based Schedule If you must perform this task according to a schedule
104. ide for more information To find all of your employees or to enter your first employee click the Find button and the Staff Entry Information screen will appear Staff Entry Information ES Staff Entry E k Work Orders Employee ID 3791 Name STAN SMITH Active V Address 15T STREET SS No 2222 City State SAN DIEGO ca See Craft Title MECHANIC E Mail DOB 6 2 1960 Home Pager 555 9999 822 7300 Date Hired 7 16 1996 Work Phone 555 3333 Ext 112 Date in Job 7 16 1996 Emrgcy Contact Name En SMITH Department MAINTENANCE T Emrgcy Contact Phone 555 3333 Supervisor OE GARCIA Craft MECH Record il 1 If DI or gt of 4 59 60 Chapter 8 Entering Staff Data Each of the fields in the Staff Entry Information screen is described in the table below Field Name Description Employee ID Enter a unique alphanumeric identifier for each employee or consultant Name In this field enter the employee s full name Active Check this box to show that the employee is currently active If the employee is not active his or her name won t appear on reports that list available employees Address City State Enter the employee s mailing address including city state and zip code and Zip E Mail In this field enter the employee s e mail address Home Pager and Enter the employee s home phone number and pager number then enter his or her Work Phone Ext work number or extension Emrgcy Co
105. iler 1 then you will have to place brackets around the wildcard character whenever you want to search or filter your records for example you would have to enter Boiler 1 For more information about wildcard characters please see page 90 Status Use the list box to pick from available choices I Active 2 In Active This field is required Important If the Status field is notset to 1 the maintenance due reports will skip over this equipment i e they show only active equipment Importance In this field assign a priority rating to the equipment i e high importance or low importance You can enter a new priority or select the priority from the drop down list Pro VIEW creates the list as you enter new importance ratings for your equipment records Equip S N You can use this field to track the equipment s serial number Asset No Enter the equipment s asset number usually issued by your accounting department Model No Use this field to store the model number of the equipment Supplier Code You can either select or enter the supplier code or the name of the equipment supplier If you plan on using associated supplier records then you should place the supplier code number in this field not the supplier name Manufacturer Enter or select the name of the manufacturer of the equipment ProVIEW Maintenance Management Software User s Guide 33 Field Button Name Description Description In this field enter a
106. inent Entry Filter gd ngoug eed ROO aia 31 Equipment Entry Jnformaton 32 Equipment Entry Notes ete n d EES ette 33 Equipmetit Entry images tege RER ete ee p df ie eee 34 Equipment Entry Task List Selection and Entre 35 Equipment Entry Labor Selection for Task 36 Equipment Entry Parts and Tools 37 Equipment Entry Procedures Selection for Task 38 Using Equipment Records a is 39 Cloning Equipment Records crias ts 39 Usage Issue Return Tracking Records 39 Viewing Work Order History odia Bee HEC ee dt oo eres 41 Chapter 4 Entering Tasks ee ee ee ee ee eee eee eene eee eese sesso so een I Task te nn MM 43 Mask Entry Eller uenia tei dp breit 43 Clone Tasks enitn esti te lie dete as 44 Chapter 5 Entering Part Records cec eeee ecce eee eee ee eese eese eese see sos D Part EDITY E C Part Entry Filter Parts Entry Information Parts Entry Alternates 2 2220 2a nore Re eterne tr e bier eet ine etae ence ee desee Parts Entry E Part Entry Where Used eite eee ee eee ea Part Entry Imagesin E Ee er nne NR cta Chapter 6 Entering Tool Records ce ee eee e ee eee eee eene eene een D ilii Ae 53 Tool EnttyBHGES i s or hed bte edet tni qs Rt Ete eb ei tuts 53 Tool Entry Information ageet SEENEN
107. ing including a phrase a word or part of a word You can also use wildcard characters to make the search more general For faster searches search for the first few characters within a single field Because the Find dialog box remains on the screen during searches you can find as many records as you want without having to choose the Find command repeatedly If necessary drag the Find box out of the way so that you can see your records To Find Data 1 Display the table or form for the records you want to search 2 Select the field column in which you want to search unless you intend to search in all fields However remember that searching a single field is faster than searching in all fields 100 Chapter 14 Program Conventions 3 From the Edit menu choose Find The program displays the Find dialog box Find in field Equip ID HE A a Search lan y I Match Case F 1 Search Fields As Formatted Match whole Field y Iv Search Only Current Field 4 Inthe Find What box type the text you want to find Use wildcard characters such as characters to make your search more general see page 90 5 Set other Find dialog box options if necessary 6 To find the first occurrence of the text choose the Find First button To find the next occurrence of the text and all subsequent occurrences click the Find Next button 7 When you re finished click the Close button Replace Command When you re in ei
108. ious Record P Last Record Record Allows you to type in the record number that you want to go to Example If you have 250 records and you want to go to the sixteenth record you can enter 16 in the Record box then press ENTER to automatically go to that record Scroll Bars Description 12 Inch Vernier Cal Calipe 12 Inch Vernier Cal 1 Inch Gage Block 2 Inch Gage Block 3 Inch Gage Block 4 Inch Gage Block G Inch Vernie r Analog f Scroll bars might appear on the right the bottom or on both sides of the table Use the vertical up down scroll bars to scroll to different records Use the horizontal left right scroll bars to scroll to portions of the table that are not currently visible Maximize Minimize Restore Close Buttons Minimize Button al Restore Button DI Maximize Button x Close Button These buttons are located in the upper right corner of the table You can use them to maximize the table s size to the largest size allowed or to minimize the table to an icon If you maximize the table the Restore button is visible Click on the Restore button to return the table back to original size You can also double click the table icon to return it back to its original size Printing Tables of Records You can print records in both Table and Form views To print select Print from the File menu You can also select Print Setup and Print Preview from the File menu These commands combined with the Filter Sor
109. ip ID Status Open DI Emergency Work Orders Both T Clear Filter Close The Service Request filter allows you to filter by equipment status or emergency priority If you don t enter any criteria into this filter ProVIEW will display all of your open service requests amp Approve Service Request x Request Description Request No 0000000001 Open Equipment fice Machine Created 571971999 Equip ID B04 E Priority High El Requested By paio Problem Leaking Entered By John Smith Desired Date 519 1999 Emergency Approved v Comments Please Notify Dept Manager When Completed Record i dT 1 gt ntes of 1 To approve a service request place a check in the Approved box After you close the Approve Service Request window the service request will be available in Service Request Entry You can create a work order from an approved service request Note It is optional to require that all service requests must be approved prior to their eligibility to become work orders see the System Administrator s Guide for more information Chapter 13 Reports ProVIEW includes a large variety of standard reports As when you re entering records each report starts with a filter window This window will allow you to define the subset of records that you wish to view or print and will sometimes allow you to sort the reports according to your preference Many reports give you the c
110. is field Quantities This section shows information about the current inventory level for this part Quantities Ci Quantity In Stock zz Quantity On Order 0 OnB 0 0 Field Name Description Quantity in Stock In this field you ll see the current quantity on hand To change this amount see the instructions below Quantity on Order This field shows the current quantity on order based on purchasing You can edit this quantity On B O If any of the parts are on backorder this window shows that quantity based on purchasing You can edit this quantity ProVIEW Maintenance Management Software User s Guide 47 Changing the Quantity in Stock If the amount that ProVIEW shows as the Quantity in Stock is incorrect double click on the Quantity in Stock box and the Calculate Part Quantity window will appear Current Stock Quantity Im Add This Amount Subtract This Amount Final Stock Level 16 Cancel In the designated fields enter the amount of parts that you need to add or subtract and ProVIEW will calculate the new total and display it in the Final Stock Level field To keep this value click the Close button if you don t want to change the Quantity in Stock value click the Cancel button If you click Close another message will appear detailing the part number current amount in stock and the new amount in stock If you want to accept the new amount click the Yes button and ProVIEW will update the Qua
111. isle In these fields you can specify the exact storage location for this part and Bin After you click the Warehouses button this screen will appear Here you can enter all of the information for the new warehouse amp Warehouse Locations outh Denver Plant ohn Jones 123 W Main Street d 4 ei bi 3 lt EI 555 555 5757 i i EC ae ProVIEW Maintenance Management Software User s Guide 49 Parts Entry Alternates amp Parts Entry Lx l Special Where Used Images Part No 35 5111 Description 1119315133 Information Warehouse d Altemate Parts and Suppliers Altemate Supplier Altemate Part Number Record nl 4 If hi ou p of 1 In the Alternates screen you can select alternate part numbers that you can substitute for this part and you can also select other suppliers for this part Each of the fields in this screen is explained below Field Name Description Alternate Supplier Use the scrolling arrow to select an alternate supplier for the part Alternate Part Number __ Select an alternate part Parts Entry Special E3 Parts Entry x d ial where Used Images Information Warehouse Altemates Spe Part No PASE Description 11 931813 Special Features Double lock seam seal to ensure a leak proof Engineering Data connection at the base of the filter shell and gasket e e retainer pla
112. l Werk Order Reports H Part Reporte F Procedure Reports H Supir Reports FP Teol Reports F Miscellaneous Reports E Bed a ledes t In the Report Access screen you can select which group s of reports that the user can view and print To select a group place a checkmark in the box next to the group name by clicking in the box To prevent a user from having access to a report group make the box blank by clicking in it to remove the checkmark The default setup allows the user to have access to all report groups except for Staff and Program reports as shown in the above sample screen User Entry Utility Access User irkarmancn RecordAccers Repot Acces Lg booms Approve Service Requests Program Setup Uskties User Level Pkten Adreup ster Level Upttias Program Tools 0000 Beh Majo i onen In the Utility Access screen you can determine the group s of utilities to which each user will have access In this sample screen you can see that the user Admin has access to all of the utility groups Please note that access to Program Setup Utilities Administrator Level Utilities and Program Tools should be limited to one or two administrators because these utilities can drastically alter your ProVIEW program and setup For this reason this screen defaults to User Level Utilities access only Please use cautious judgment when assigning access to ProVIEW s utilities Report Control ID Entry
113. ld and found that both the date and time were inserted instead of just the date the utility will remove the time from these date fields Reset Open Task Flags ProVIEW contains a utility that you can use to update the Open Work Order checkbox in all of your Equipment Entry Task records go to the Tools and Utilities Program Tools menu and select Reset Open Task Flags You can also change this field in your individual Equipment Entry records Appendix Database Maintenance Compact Equipment Data Repair Database Whenever you delete a record the record is not actually deleted it s just marked as deleted and the location it occupies is re used whenever you add new records that is the data file size does not decrease In the event that 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 Database from the ProVIEW 4 program group select the Srart button then Programs ProVIEW 4 then Compact Database If necessary this utility will also repair the database before compacting it If you use more than one database you ll want to create a Compact icon for each one You can change the icon descriptions to identify the database to which each one applies Create a New Data File ProVIEW includes an option to create a new empty database to allow you to use multiple equipment databases Se
114. lect File New Database and choose a name and path for the new file Ii ProVIEW 4 Ele Help PL Eauipmen After you have created your new database open ProVIEW stay in the main menu then select File Open Database Use the File Open dialog to navigate to your new file The database file that you are currently using is displayed in the lower right portion of the main menu as shown here C Program Files P 4 PV S amp41 mdb ProVIEW will remember which database file you last opened even if you quit the program and restart it later on To open and use your original PVDATA41 MDB file go to Open Database again and navigate back to your original database 131 132 Appendix Important At present there is no easy way to transfer records from one database to another unless you want to use the Copy and Paste approach However this is cumbersome and error prone unless you are extremely careful and fully understand the data table relationships Please consider this when making a decision to use multiple database files If you decide that you want to have multip le database files and later decide that you want them merged please contact Technical Support for assistance there may be a small charge for this service Other Setup Issues Date Formats ProVIEW supports all of the available numeric date formats within Windows and has been designed to support dates beyond the year 2000 For example you can represent the date of Novemb
115. lities Menu From the Utilities menu you can select different buttons for specialized features and functions Utilities Menu The various utilities will be explained later Chapter 3 Program Setup To set your program preferences and enter your user information select Settings from the Utilities menu 8 Settings Mil x User Info options Service Requests Calendar Custom Fields Company Information Name SAMPLE DATABASE Address 1234 Industrial Rd Maintenance Department lt Paste City State Zip Dearborn 48111 12 Contact John Smith Phone 313 555 1212 Fax 313 555 1213 Taxpayer ID Number Maintenance It is hereby certified that the above described equipment was Certificate maintained in accordance with the manufacturer s published Statement specifications Cancel Save amp Close Settings Use the Settings utility to x enter your company information and logo select your work order options and Skip Dates enter your Maintenance Certificate Statement enable view the Audit Trail format ProVIEW reports enter your Calendar Refresh schedule choose your calendar color coding A amp h amp N RN enter your custom fields for entry screens and ProVIEW reports 119 120 Chapter 3 Program Setup Settings User Information In the Settings User Info screen you can enter your company information and logo B Settings GI x User Info options Service Re
116. low x Access This indicates that the user can get into this area of the program If the user has only this box checked he or she can only view records zs Add Marking this checkbox allows the user to add new records in this area of the program Modify Click on this checkbox to allow the user to modify existing records in this area of the program x Delete This checkbox allows the user to delete records in this area of the program Please note that if the user has permission to delete records then the user also has permission to modify records Tip You can double click on any of the vertical Access Add Modify Delete or horizontal Equipment Entry Task Entry Work Order Entry etc items to toggle on or off the entire column or row Place a checkmark in the Access to Scheduling Calendar checkbox to allow the user to view the Calendar and Work Order List If you don t want the user to have access to this area leave the box blank Access to Scheduling M Calendar Place a checkmark in the Hide Confidential Staff Information checkbox if you wish to hide Staff Rate and Social Security information If you want the use to see this information leave the box blank Hide Confidential 7 Staff a Information 126 Chapter 3 Program Setup User Entry Report Access Une irkama on AecardAzcers Pape Aere Unity Access Equiemert Reports f Task Reports F Open Wer Order Regents P Historica
117. mation and Equipment Entry Task List you ll be able to quickly understand and use the basic functions of your ProVIEW software Maintenance Task 1 Maintenance Task 2 Procedures Equipment Entry Filter To enter equipment records select Equipment Entry from the main menu A filter window will appear like the one shown below amp Equip Master Filter x EuipID gas z Description AA me CU Current Location Clear Filter Close After you have more equipment records entered this filter window will help you quickly find a specified group of records or even just one particular record If you don t enter any filter information ProVIEW will find all of your equipment records Since you don t have any equipment records entered yet 11 12 Chapter 4 Entering Records you can use this option Leave the fields blank click the Find button and the Equipment Entry window will appear Equipment Entry Information gt ask List Notes Images Equip ID FA 021 Warranty Status fi y Active Importance A IGH X Equip S N TFTCA1OASJUA35674 Asset No fi 021 Model No Fi 50 PICKUP Supplier Code JONES FORD El Accounting Manufacturer FO RD MOTOR COMPANY Purch Date 571271985 Life mo 60 FORD F150 Original Cost 15 698 00 Rep SI 19 999 00 Cost Center TRANS PO No TR3875 Warranty Term 4 YEARS M Effective Date 6 12 1995
118. ment cost for the equipment PO No Enter the original PO number you used to order this equipment Equip User 1 and These fields store any additional information you want to track for your equipment Equip User 2 records See the System Administrator s Guide for more information Usage Click the Usage button to issue or return this equipment Clone Equip To create a new equipment record that will be similar to the current record click this button History To see the work order history for this equipment click this button Close To exit Equipment Entry click this button It is the X at the top right hand corner of the Equipment Entry form Equipment Entry Notes Use this screen to enter or paste text that applies to the equipment This screen also shows the equipment s Current Location and Storage Location amp Equipment Entry x Information Task List Images Equip ID STET REI Description ETE Notes ELECTRICAL POWER REQUIRED IS 480 VOLT 3 PHASE 60 HERTZ THE ELECTRICAL EQUIPMENT PORTION OF THE CONVEYOR OPERATES ON 480 3 PHASE 60 HERTZ POWER EXCEPT FOR THE CONTROL CIRCUITRY WHICH OPERATES ON 120 VOLT SINGLE PHASE ALL ELECTRICAL COMPONENTS AND MATERIALS USED ON THE CONVEYOR CONFORM TO APPLICABLE NEMA NATIONAL ELECTRICAL MANUFACTURER S ASSOCIATION STANDARDS AND THE REQUIREMENTS OF THE NEC NATIONAL ELECTRICAL CODE NFPA 70 84 AND THE AMERICAN NATIONAL STANDARDS INSTITUTE SAFETY CODE ANSI B2
119. n are explained in this table Field Button Name Description Procedure Name Enter a unique alphanumeric name for your procedure Procedure This field is designed for text Type the procedure in this field or paste text from Windows Clipboard into this field any special text formatting will not be included See above for instructions on pasting procedure text Play Use this button to execute the multimedia file that is a part of the procedure ProVIEW Maintenance Management Software User s Guide 57 Procedure Entry Images E3 Procedure Entry 4 Procedure Name PE aE ae a G e a stg VIS aT DIES Image Location C PW4SE FireE xt pg Show Image Browse For Image 3k Image Location Show Image Browse For Image WG Record ual 9 gt gt t poe of 50 In the Images screen you can attach pictures maps and other drawing objects to your procedures To attach an image type the file path and name into the Image Location field click the Browse for Image button to look through your directories and files and select an image file You can attach as many image files as you need To speed record navigation the images won t automatically appear when you open this screen so you need to click the Show Image button to see each picture You can print procedure images from the Procedure Listing report see page 87 for more information but you can t print them with work orders Note You can use the following image typ
120. new task record based on the current record amp Clone Task x Source Task ID F 1021 OIL CHANGE New Task ID In the Clone Task window enter the ID for the new task then click the Clone button to create the task Click the Close button to exit this window without cloning the task record Chapter 5 Entering Part Records The Part Entry feature of ProVIEW helps you maintain up to date inventory records for all of your parts and supplies It also helps you keep track of the cost for any parts or supplies that you use during maintenance Part Entry Part Entry Filter E3 Part Entry Filter Part No T Description Part 1 Part 2 Clear Filter Close Lx In the Part Entry filter you can use the Part No field or Description field to select one or more part numbers that have similar features The other two filter fields will display the names that you entered in Settings under Custom Fields see the System Administrator s Guide for more information To display all of your part records or just the group of records for which you filtered or to enter your first part record click the Find button Parts Entry Information E3 Parts Entry gt Warehouse Altemates Special Where Used Images Part No FLT 001 Class STOCK Description OIL FILTER Category AUTOMOTIVE Sub Category FILTER Case Pack UPC Code Manufacturer Manuf Part No Model No Sup
121. ng However your changes will not affect the Form view of your records To change the font go to the Format menu and choose Font In the Font window select the changes you want to make Hiding and Displaying Gridlines By default the program displays gridlines around each field cell while in Table view You can hide the gridlines by choosing Gridlines from the Format menu A checkmark will appear if gridlines are active Changing the Row Height To change the height of all rows in a datasheet choose Row Height from the Format menu Changing the Column Width Choose Column Width from the Format menu to change the width of the selected columns in a datasheet To Freeze Columns To prevent columns from scrolling off the screen choose Freeze Columns from the Format menu to freeze the selected columns on the left side of the window If you haven t selected any columns when you choose this command the column containing the cursor will be frozen New frozen columns are added to the right of existing frozen columns A bold line separates the frozen and unfrozen columns ProVIEW Maintenance Management Software User s Guide 99 Other Commands and Functions Output To Command The Output To command from the File menu allows you to output data to an external text file Microsoft Excel spreadsheet file XLS or HTML file For reports output includes the contents of text boxes as well as the text box labels When you save the output in XLS format
122. ns if necessary You can confirm each replacement or you can replace all occurrences without confirmation To Confirm Each Replacement 8 Choose the Find Next button to find the first occurrence of the text The program finds the first occurrence of the text and highlights it 9 Choose the Replace button to replace the highlighted text with the text in the Replace With box If you don t want to replace this occurrence of the text click the Find Next button to find the next occurrence To Replace All Occurrences without Confirmation ProVIEW Maintenance Management Software User s Guide 101 Click the Replace All button Quick Sort Command You can use the Quick Sort command from the Records menu to perform a simple sort of your records based on the currently selected field or fields From the submenu you can choose between sorting in ascending or descending order see below The sorted records return to their original order when you close the form or table Ascending A Z or 0 100 Descending Z A or 100 0 Adding New Records Adding Records in Form View To add new records in Form view you can 1 Click the New button in the toolbar or 2 Click on the Last Record DI navigation button then click on the Next Record D navigation button or 3 Use the keyboard shortcut CTRL Enter the information into the record and then repeat any of the above steps to add another new record Adding Records in Table View To add new
123. ntact Name In these two fields enter the person s to contact in case of emergency then enter and Phone this person s phone number Craft Use this field to categorize your workers by profession You can use a description such as welder or electrical engineer a code like MIG 3 or a union number combined with a classification such as 786 Journeyman or 786 Apprentice Rate In this field enter the employee s hourly rate ProVIEW uses this rate to calculate the cost of maintenance Seniority Enter the seniority or other work status of the employee You could use this field to store the date that determines seniority Skill Level Using either an internal or external classification system assign a skill level to each employee You could also use this field to indicate multiple skills for your employees assigning letters or numbers for different skills SS No Enter the employee s social security number Craft Title In this field enter the employee s official job title DOB Use this field to track the employee s date of birth Date Hired and Enter the date s on which the employee was hired and began his or her current Date in Job position Department In this field enter the name of the employee s home department Supervisor Enter the name of the employee s direct supervisor Shift Indicate the shift s for which this employee is available Crew Use this field to track the name of the crew s to which this employee eit
124. ntity in Stock field and close the screen If you click No the Quantity in Stock will remain at the current level and the screen will remain open History The Parts Entry Information screen also includes a history record Click the History button to display the part history Both open and completed work orders that need this part will appear on the Part History display amp Part History Date Work Order No Task ID Exp Used Qty Used A e 3 30 1998 0 F 1021 OIL CHANGE 5 19 1999 0000000002 F 1021 OIL CHANGE WT of Record i lt 1 ri gt of 3 48 Chapter 5 Entering Part Records Parts Entry Warehouse amp Parts Entry x FLT 001 OIL FILTER Ppr Noh In the Warehouse screen you can keep track of all of your parts in inventory When a part comes in enter the storage location of the part The fields in this screen are explained below Field Name Description Part No and In these fields you ll see the ID and description for the current record as entered in Description the Information screen You can t change these fields in this screen Warehouse Using the scrolling arrow select the location for the part if the location you need is not on the list click the Warehouses button to add a new warehouse see below for more information Warehouses button Click this button to add a new location to appear on the warehouse list as described below Section Shelf A
125. ny additional procedures that are linked to this record ES Equipment Entry E d Information Task List Notes Images Equip 10 Si Task ID ala arden ces Description FEF Procedure Name r1 021 BATTERY Delete LER Procedure Battery Check Maintenance and Charging Every 7500 Miles or 6 Months 1 Warming Certain precautions must be followed when checking and servicing the battery Hydrogen gas which is highly flammable is always present in the battery cells so keep all open flames and sparks away from the battery The electrolyte inside the battery is dilute sulfuric acid which will cause injury if splashed in your eyes or on your skin It will also ruin clothes and painted surfaces When removing the battery cables always detach the negative cable first and hook it up last 2 Before servicing the battery always tum the engine and all accessories off and disconnect the cable from the negative terminal of the battery 3 A sealed sometimes called maintenance free battery is now standard equipment The cell caps cannot Record i f 1 gt ou lp or 7 Record nl 4 Ili 19 vu rs of 42 Since you haven t selected any procedures for your task you ll see a blank Procedures window In this screen you can select another procedure name from the list of procedures After you ve selected the procedure name the rest of the procedure information will automatically appear Instructions for ent
126. ofits business interruption loss of business information or other pecuniary loss arising out of the use or inability to use this AMERICAN QUALITY SYSTEMS product even if AMERICAN QUALITY SYSTEMS has been advised of the possibility of such damages Because some states do not allow the exclusion or limitation of liability for consequential or incidental damages the above limitation may not apply to you Copyright American Quality Systems Inc All Rights Reserved Table of Contents Table OF Contents egene dee ERENNERT EE v QUICK START GUIDE otii tiat tna is L Chapter 1 Introduction cere eere eene eee EEN 3 OVER VICW e I 3 About This Guide e ete e Dee tte PE ete dub seh trees t ER 3 Chapter 2 How Does ProVIEW Work eee e ee eee eee ee eee eee eee eee eren 5 A Typical Day in the Maintenance Department 5 Benefits e b ot ad 7 Chapter 3 Using Pro VIEW cccscssssssssssscssssscssscssssssscscssssssssssssssssssssssssess 9 Program Requirements o oreste tte pe eee re e e HI e eR t ned 9 Program Installation ee UR EAR EIER de 9 Installing Pro VIE Wo e Hd e etr ee ette tide 9 Local vs Network Installation eene n e un e HEUTE EG 9 Starting ProVIEW Serial Number License and Trial Period E m s s Main Men ee RER Oe n uS Chapter 4 Entering Records ccce eee eee eee ee ee eee eee eee ette eerte eee tn
127. om Fields Tool 1 Tool 2 Record nl 4 If 10 E In px of 20 To enter a new tool record go to Tool Entry from the Enter View Records menu Once you ve created a new tool record you can select it in Equipment Entry Task List Parts Tools Enter information into the following fields to quickly create your new tool record Field Name Description Tool ID Enter a unique alphanumeric identifier for the tool Tool Descrip Enter a description of the tool Type of Tool Because you can use this field to filter your tools be consistent in your entry of the type of the tool This is another field in which ProVIEW creates a list of entries as you enter new types Current Location When you first enter the tool enter its current location in this field In the future this information will be automatically updated whenever you issue the tool After you ve entered a tool record go back to Equipment Entry Task List Tools and select your tool ID to add it to this task When you re finished go to the next tab Procedures ProVIEW Maintenance Manager Quick Start Guide 19 Equipment Entry Procedures Selection for Task In the Equipment Entry Task List Procedures screen you can select one or more previously entered procedures that apply to this task The sample screen below displays the first of three procedures for the task Record 1 of 3 You can use the navigation arrows at the bottom of the Procedures screen to view a
128. on Curent Location TaskID Est Time Type fapRecort Jot In ProVIEW automatically updates the Work Order List according to the most recent information entered into your database Viewing the Current Status of Work Orders amp Current Status Eg Work Orders Emergency Scheduled Unscheduled Totals Emergency Scheduled Unscheduled e m 2 gt E s a 5 gt Ei S SS 258 g S Service Requests Equip Types A S VEHICLE v TD AC REFRIGERATION Open 1 1 PLANT EQUIPMENT Emergency 0 0 HVAC REFRIGERATION Totals 1 FACILITY 100 Fire Extinguisher Refresh To see an up to the minute summarized categorized display of information about your open and closed work orders as well as information about service requests and purchase orders click the Status button on the main menu The Current Status screen shown above will appear In this screen you can also keep track of your total purchase price by equipment type The Current Status display will be refreshed according to the Time Until Automatic Refresh setting in ProVIEW s Settings see the System Administrator s Guide for more information Click the Refresh button to instantly update this screen ProVIEW Maintenance Management Software User s Guide 81 Approve Service Requests To approve a service request select Approve Service Requests from the Utilities Menu The Service Request filter appears B Service Request Filter Eg Equ
129. on click the Clone Equip button which is located at the bottom of the Equipment Entry Information screen This window will appear amp Clone Equipment x Source Equip ID F 1021 New Equip ID Clone Close Enter the equipment ID of the new equipment record into the New Equip ID field then click the Clone button If you want to clone more equipment records then keep entering new equipment IDs and clicking the Clone button Click on the Close button when you are through cloning If you did not filter for any particular equipment then Equipment Entry will show the last record to which you cloned Usage Issue Return Tracking Records Click the Usage button on the Equipment Entry Information screen to issue and or return equipment The Issue Usage Entry screen will appear ProVIEW uses the issue tracking records to track all equipment issues and returns This is particularly useful in a manufacturing situation where equipment tooling or assemblies are loaned out for certain periods of time or assigned to a particular job or customer and then must be serviced and or returned for storage and safe keeping By tracking this information you ll identify which equipment is used most often and who uses it Another purpose of these records is to track usage days and operating cycles if the equipment s maintenance schedule is based on actual days used or cycles instead of elapsed calendar days In fact use of issue tracking records is
130. on your registration card If you can t find your serial number please contact Technical Support MAINTENANCE MANAGEMENT SOFTWARE For technical support call 574 583 0344 E Mail support aqsinc com Please have your serial number available Web Site www agsinc com Equipment EET Procedures JAEN serial Number Tasks PEE staff IES 19992 N Expiration Date Work Orders RE Suppliers Sa No Expiration Date Service Req ja Tools ee Windows Directory Parts JET Users ERT HN System Directory JEAWINNT system32 opyright 2005 American Quality Systems Inc AQS Access Directory All rights reserved CPV4 116 Chapter 2 Installing and Running ProVIEW License and Trial Period Each copy of ProVIEW is set to give you a 30 day trial run period for a single user license Seven days before your trial period is over ProVIEW will begin giving you messages that your trial period is nearing its end For your convenience the trial period will not expire on a Saturday or Sunday To enable your license to continue past the 30 day period contact AQS Inc Sales or your Distributor To check on your expiration date click the About button on the main menu and look under License and System Information Main Menu Note that the name of the currently logged in user is displayed in the lower left corner The full path to the attached database file PVDATA41 MDB or PVSAMP41 MDB if using the sample database is displayed in the lower portion
131. or Message tette nnne tenente tenen tenete 105 SYSTEM ADMINISTRATOR S GUIDE 107 ProVIEW Maintenance Management Software ix Chapter 1 Introduction and Implementation Planning 109 lee e EE 109 ProVIEW Implementation Planning ENNEN 109 Define What Your Needs Are eludere e P ERR RES NS RU HARI EUREN ERR 109 Define When You Want to Start Using DroN EW 109 Define Who Will Be Responsible for the System 110 Gathering Records and Dreparapgon eese teen rte nrenen nter 110 What to Include in ProVIEW nn Eden deele 111 Manten Mas 111 Other Considerations nipis oeiia to er bre eir ive en EEN nep erben ee espe 111 acini 111 Chapter 2 Installing and Running ProVIEW c eceeeeeeeeeeee 113 Program Requirements veier vivono Med nce Hee EEEE e bieten eben tanen 113 Installing Pro VIEWS 113 Network Installations 8022er een ENEE 114 Running ProVIEW for Windows 114 Proy EW Serial Numbers uii NE ON NIE EI 115 License and Trial Pertod 116 Main Merl Scr FA ENDE ERR ee 116 The Utilities Men 117 Chapter 3 Program Setup e eeee eee eee eee eee eee eee eee eee ee ee ee ee ee eeeeeeeeeees LID SEIUNS C 119 Settings User Information As 120 Settings Options oti do e He PR e e edle eie 121 Settinss Service Requests ii t
132. other time frame The Include Past Due checkbox allows you to include any work orders that are past due based on the current date This report summarizes and sorts the work order information according to the order and criteria you have selected Work Order The Work Order report gives the technician all of the information required for organizing the tools parts and labor required for the work as well as the procedures for performing each task Use this report to view work orders that you created or completed during a particular time frame You might want to view or print work orders for one or more technicians locations equipment or tasks You can also choose whether or not you want to see only emergency or non emergency work orders or both and whether or not you want to see only completed or incomplete work orders or both Work Order History The Work Order History report and filter are similar to the Work Order filter and reports The filter allows you to select work orders for one or more technicians locations equipment or tasks You can filter by a time range during which you created the work orders or you can filter by a date range during which you completed the work orders Work Order Costs The Work Order Costs report provides you with a cumulative year to date total of your work order costs You might want to print this report on a weekly or monthly basis to keep a documented year to date analysis for reference and comparison Use it
133. ou leave this field blank ProVIEW will direct your correspondence simply to the name of the contact person for example Joe Smith instead of Mr Joe Smith Address City State Enter the supplier s address including the city state zip code and country Zip and Country Phone and Fax In these fields enter the supplier s telephone including extension and fax numbers E Mail Enter the supplier s e mail address in this field Enabled Place a check in this box to enable this supplier Only enabled suppliers will appear on lists of available suppliers Supplier land Use these fields to store other information about each supplier See the System Supplier 2 Administrator s Guide for more information Last Review Use this field to store the date of the last review for this supplier Last Rating Enter the date of the last rating of this supplier Last Received In this field enter the date of the last shipment received from this supplier Last Reject Enter the date of the last rejection of parts from this supplier Supplier Entry Equipment amp Supplier Entry Information A nt Parts Tools Supplier Code PULES Ai Name PEN dud Equipment b F 1021 1FTCR1045JUA35 1995 FORD F150 VEHICLE HIGH GARAGE 1 rinir of 1 Record 14 4 If 6 gt ou gt of 12 The Supplier Entry Equipment screen automatically displays all of the equipment records that list this supplier You cannot enter or modify any info
134. ours have been scheduled for each one You also click on today s and tomorrow s dates on the Calendar to view any unscheduled work orders and approved service requests along with any incomplete work orders due on each day Time Und Astomatic Refresh Min c Sec Jorde Mierda y Taesdey Wedtesdey Thursday Finde Saturn 28 36 1 6 Chapter 2 How Does ProVIEW Work Now the Receiving Department notifies you that they ve received the new parts that you ordered You enter these parts into ProVIEW in the appropriate warehouse or storage location so that they ll be available for your work orders Next you need to update ProVIEW s database with one additional piece of production equipment that is the same type as another piece of equipment that you already have You use the Clone Equipment feature to copy the common information about this piece of equipment into a new equipment record When you clone the equipment all of its associated tasks and information labor information procedures and part tool information are copied to the clone All you have to do next is enter the equipment s unique information like its serial number purchase date and next maintenance due date ES Clone Equipment x Source Equip ID F 1021 New Equip ID Clone Close After lunch you spend the afternoon doing some work orders yourself Once you ve finished you use the ProVIEW Maintenance Label Kit to print out maintenan
135. permanently changed These reports are Equipment Listing Work Order Due Listing and Supplier Listing You can print one several or all of the pages of your report After you ve viewed or printed your report be sure to close it Although it is possible to minimize the report and have more than one report open at the same time we don t recommend doing so because it uses up your valuable system resources ProVIEW Maintenance Management Software User s Guide 85 Report Filter Buttons Button Name Description View To see a Print Preview version of the report click this button see below for more information Print To print a report without first previewing it click the Print button Every page of the report will print Clear Filter If you ve entered any filter information and then decide that you don t want to filter for it click the Clear Filter button to remove your filter entries You also must use the Clear Filter button if you ve already previewed a report but then decide to change the filtering criteria Close When you are finished viewing or printing your reports click the Close button View Button To preview all of your reports onscreen before you print them click the View button After the report appears you can scroll through it in any direction by using the scroll bars You can go to other pages by clicking on the navigation buttons in the lower left corner of the viewing window To zoom in or out of the re
136. plier Unit of Measure Supplier Cost Shelf Life History MOTORCRAFT JONES FORD SINGLE Deal Part 1 Part 2 Last Inv Date 8 1 1997 a Last Order Date 10 12 1996 Last PO Number CR 467 JKL 5 Reorder Lead Time 1 WEEK Reorder Point 5 Reorder Quantity 5 Quantities Quantity In Stock Quantity On Order 0 OnB 0 fo Record 14 4 If 21 gt In nj of 40 The fields in the Parts Entry Information screen are explained below 45 46 Chapter 5 Entering Part Records Field Name Description Part No Enter a unique alphanumeric identification code for each part Class You can classify your parts according to your ordering stocking or job assignment policies Description Enter a brief description of the part Category Categorize your parts in order to easily group them in your reports and charts Sub Category Divide your categories into subcategories Like categories subcategories are useful for grouping parts in your reports and charts Case Pack Enter the number of parts contained in the available package or shipment For example enter the number of items per case 2 pack 24 pack or 96 pack carton UPC Code In this field enter the UPC code assigned to this part Manufacturer Enter the name of the manufacturer of this part Manuf Part No In this field enter the manufacturer s part number Your printed POs will show this number instead of your internal part number if you leav
137. pliers of the same type You can also filter according to the two custom fields that you named when you set up the program see the System Administrator s Guide for more information To find all of your supplier records or to enter your first supplier record leave the filter fields blank and click the Find button The Supplier Entry Information screen will appear Supplier Entry Information amp Supplier Entry GI x Equipment Parts Tools Supplier Code JONES FORD Phone 619 222 4444 Supplier Name JONES FORD Fax 1619 222 4442 Supplier Type ALITOMOTIVE PARTS E Mail bobGyonesSI1 com Contact Person BOB JONES Enabled Iv Salutation MR Supplier 1 NO Address 123 JONES WAY Supplier 2 City SUNNYDALE Last Review 1 1 1997 Last Rating 1 1 1997 Last Received 8 6 1997 Country JUSA Last Reject Record i 8 T 6 gt vi r of 12 63 64 Chapter 9 Entering Supplier Records Each of the fields in the Supplier Entry Information screen is explained below Field Name Description Supplier Code Create a unique alphanumeric identifier for each supplier Supplier Name In this field enter the company name of the supplier Supplier Type Select the supplier type or enter a new type to add to the list Contact Person Enter the name of the person to contact at the supplier company Salutation You can enter Mr Ms or Mrs according to how you want to address this supplier in your communications If y
138. port click anywhere on the body of the report Keyboard shortcuts that you can use in Print Preview are listed below Print Preview Keyboard Shortcuts Press To P Print the report S Open the Setup dialog box Z Zoom in or out for a magnified view of part of the page C or ESC Cancel Print Preview To view different pages in Print Preview when zoomed out Press To FS Move to the page number box then type the page number you want to go to and press ENTER PAGE DOWN or Move to the next page when zoomed out DOWN ARROW END Move to the last page PAGE UP or UP Move to the previous page when zoomed out ARROW HOME Move to the first page To view different parts of the current page using the zoomed in feature in Print Preview Press To DOWN ARROW Scroll down in small increments PAGE DOWN Scroll down in large increments CTRL DOWN ARROW Move to the bottom of the page UP ARROW Scroll up in small increments PAGE UP Scroll up in large increments CTRL UP ARROW Move to the top of the page RIGHT ARROW Scroll to the right in small increments CTRL RIGHT ARROW Move to the right edge of the page or END CTRL END Move to the lower right corner of the page LEFT ARROW Scroll to the left in small increments CTRL LEFT ARROW Move to the left edge of the page or HOME CTRL HOME Move to the upper left corner of the page Output To Choose Output To from the File menu to place reports in a text file Microsoft RTF file HTM
139. quests Calendar Custom Fields Company Information Name JSAMPLE DATABASE Address 1234 Industrial Rd Maintenance Department lt Paste City State Zip Dearborn 48111 12 Contact John Smith Phone 313 555 1212 Fax 313 555 1213 Taxpayer ID Number Maintenance It is hereby certified that the above described equipment was Certificate maintained in accordance with the manufacturer s published Statement specifications Cancel Save amp Close Field Button Name Description Company Information Enter your company name address phone numbers and logo optional This address will be considered the ship to address in any purchase orders that you create within ProVIEW The two lines for company name and the optional logo will appear at the top of all of your reports Contact Name Enter your name or department identification in this field If you aren t using ProVIEW s security feature the information that you enter into this field will appear under User Information on the main menu It will then become a part of the Audit Trail see page 121 Taxpayer ID Number Enter your Federal Taxpayer ID Number if you want to have it appear on your purchase orders Maintenance Enter your maintenance certificate statement in this field This statement will be Certificate Statement included in the Certificate of Maintenance document which might be required to satisfy equipment warranties This field will scroll up an
140. quipment Status 127 Equipment Usage 86 Exporting Data 127 Filter 11 31 43 53 59 63 67 75 83 85 86 87 89 97 Filter Sort 97 Find Button Find Command Fixed Schedule Floating Schedule Form Title Bar Form View Freeze Columns Go To Command Gridlines Help Help System Hidden Columns Images Implementation Importing Data Installation Key board Shortcuts Print Preview Labels License and Trial Period Appendix 45 99 87 86 87 93 90 92 93 95 98 101 98 101 98 105 96 98 34 50 57 109 127 9 102 103 85 87 See Modify License See Modify License See Modify License List Box Buttons 95 Listings and Reports Menu 41 83 Logo 120 Main Menu 30 116 Maintenance Certificate Statement 119 120 Maintenance Work List Daily 80 Manufacturer 32 46 54 Maximize Minimize Buttons 95 97 Maximizing Your Performance 132 Menu Bar 93 96 102 Modify License 128 Navigation Buttons 94 97 Network Installation 9 114 132 No Database Found 10 Output To 85 99 Part Entry 16 17 45 65 Past Due 13 33 86 PIN Personal Identification Number 124 Pop Up Calendar 83 Pop Up Calendar 91 Print Setup 84 Printing Tables of Records 97 Procedure 19 20 55 56 Procedure Entry 55 56 Procedure Name 20 56 Program Conventions 89 Program Installation 113 Program Requirements 113 ProVIEW Database File 114 116 131 133 ProVIEW Program File 116 Purchase Order 86 Purchase Request 80 PVDATA41 MDB 10
141. racters 90 111 Windows 95 113 Windows 98 113 Work Order 21 35 41 67 68 70 71 72 73 76 80 86 87 121 127 Work Order History 41 86 Work Order Labels 87 io see 1 800 776 3090 www aqsinc com PART PVWVAUM 1003 PRINTED IN THE USA
142. records in Table view you can 1 Click on the Last Record DI navigation button then click on the Next Record D navigation button or 2 Scroll to the very bottom row the record selector button will have an asterisk on it Enter the information into the record and then repeat either of these steps to add another new record Go To Command You can use the Go To command from the Records menu to quickly move to different records After you select this option a submenu will appear with the following options that help you navigate through your records Command Description First To move the cursor from a field in the current record to the same field in the first record choose First Last Select this command to move the cursor from a field in the current record to the same field in the last record Next If you want to move the cursor from a field in the current record to the same field in the next record select Next Previous To move the cursor from a field in the current record to the same field in the previous record select this command New Select New to move the cursor to a blank record at the end of your form or datasheet allowing you to enter a new record Show All Records Command To display the most current records in a form or datasheet select the Show All Records command from the Records menu This command removes a filter if one is currently applied including a sort created with the Quick Sort command queries the d
143. reens you can right click on any field to open a shortcut menu that offers you several commands Each command is explained below Please note that the shortcut menu is available only in main entry screens i e if you right click in a subscreen you won t see the shortcut menu Find Sort Ascending Sort Descending Unda EI Form View Datasheet View Copy Cut Paste Command Description Find Select this command to search in a particular field through all of your records you must first highlight that field or place your cursor in it If you don t select a field ProVIEW will search through all fields in the subset of records for which you filtered this second method is very slow so we don t recommend using it Sort Ascending and You can use these commands to place your records in a particular order Ascending Sort Descending puts blank records first then sorts the records from 0 9 A Z order Descending places the records in 9 0 A Z order blank records last You must select a field before you can use these commands Undo Use this command to undo the changes you ve made to a particular field you must select it first If you haven t selected a field or if you don t have your cursor in a particular field selecting this command will undo any changes you ve made to the current record If you haven t made any changes this command is unavailable Form View and You can use these commands to switch from Form view to Datasheet
144. rmation here If your information is incorrect or incomplete modify the information in Equipment Entry and then ProVIEW will show the change here ProVIEW Maintenance Management Software User s Guide 65 Supplier Entry Parts amp Supplier Entry gt Infomation Equipment Faris Tools Supplier Code Name Parts ee ass Desciption _ ___fatenory Sub Category Case Pal DEXRON II AUTOMATIC TRA LUBRICANTS EP 85w 140 STOCK MULTIGEAR LUBF LUBRICANTS STOCK OIL FILTER AUTOMOTIVE FILTER TEXACO REGAL M LUBRICANTS BEARING OIL Frm re ___ 1 Record a 6 Lou gt of 12 The Supplier Entry Parts screen automatically displays all of the part records that identify this supplier You cannot enter or modify any information here If your information is incorrect or incomplete go to Part Entry and change it and then ProVIEW will show the change here Supplier Entry Tools amp Supplier Entry Supplier Code HEIM Name ESTATE Tools ToollD SerialNo ToolDescrip Manufacturer Type of Tool Size gt BMTLODB Vo Chlorinetestkit Portable Small Record ula 9 ot r of 12 The Supplier Entry Tools screen automatically displays all of the tool records that identify this supplier You cannot enter or modify any information here If your information is incorrect or incomplete modify the information in Tool Entry and then ProVIEW will show t
145. s ask List Notes Images Each tab selector contains an entry screen that stores a specific category of information Within each tab you can edit or view information for the record that you ve selected The tabs shown above are available in Equipment Entry Maximize Minimize Restore Close Buttons Minimize Button el Restore Button Ol Maximize Button x Close Button These buttons are located in the upper right corner of the form You can use them to either maximize the form s size to the largest size allowed click the Maximize button or to minimize the form to an icon click the Minimize button If you maximize the form then the Maximize button changes to the Restore button Click the Restore button to return the window to its original size List Box Buttons List box buttons indicate that a field has a list of items available from which you can choose When you click on the button it presents a list of items in a scrollable box Click on any item shown in the box to select that item Example of a list box button BIN Datasheet Table Views of Records Datasheet also called Table views allow you to see many records at a time Because of this they can be a more efficient interface for adding or modifying your records Table views operate much like spreadsheet programs Each row represents a record and each column represents a field In Table view you can view add and change records This format offers more flex
146. s from Microsoft Excel as well as from ASCII files comma delimited 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 If needed Technical Support can assist you with the import and record conversion process for an hourly fee For more information please contact Technical Support or your distributor If you are unable to import records from another computer system and must manually enter your records from paper based records you can take this opportunity to carefully review your records for completeness and correctness Questions that you need to answer include Where is the existing information How accurate is the data Are walk downs necessary to collect equipment information RRR Should walk downs cover all equipment or only equipment that lacks complete accurate information Is the equipment still located where it was when the original records were created Instruct the data collecting person or team on exactly what data to collect and enter This eliminates the need to look at the same equipment and files more than once ProVIEW Maintenance Manager System Administrator s Guide 111 What to Include in ProVIEW Before you actually enter data into ProVIEW you must develop a data building strategy ProVIEW allows the equipment record to represent whatever you want it to designate This me
147. sing information ProVIEW helps you coordinate your purchase orders staff and supplier information as well as your inventory and costs of tools parts and supplies Powerful forecasting tools are incorporated into the program in the form of a visual calendar with number of jobs and hours indicated for each day of the month along with a projected schedule of tasks and hours which can be summarized in several ways ProVIEW s interactive table design allows each part of the maintenance management process to become an independent component These components are then combined forming building blocks for the solid construction of your maintenance management system Once you have mastered the basics of ProVIEW it will become a vital software tool for analyzing budgeting and managing your maintenance program About This Guide The Quick Start Guide will give you a look at how your company might use ProVIEW on a typical day and then it will help you quickly install and run your new program This guide is intended for users who have a good working knowledge of the Microsoft Windows operating environment You ll find more detailed instructions in the accompanying User s Manual The System Administrator s Guide shows you how to set up your ProVIEW program and perform its advanced functions Chapter 2 How Does ProVIEW Work To answer this question let s look at how your maintenance department might use ProVIEW on an average day Please note th
148. sly entered part and tool records by using the list box arrows on the right of the Part No and Tool ID fields The other associated fields will automatically display the part and tool information that you entered in these records Please see the Part Entry page 45 and Tool Entry page 53 sections of this manual for instructions on how to enter part and tool information In the Part and Tool screens all of the associated fields are gray to indicate that you cannot edit these fields from this screen You must go to Part Entry and Tool Entry to change these fields ES Equipment Entry E Information Task List Notes Images Task Labor Tools Procedures Equip 1D Si TaskID AM Description REN sts bs Et Part No Description Model No Est No Cost FLT 001 OIL FILTER 1 3 00 gt DIL 5w30 OIL 5w30 5 37 50 I Record 14 4 If El or gt of 7 Record il 4 If 19 gt In rl of 42 Each of the fields in this screen is explained below Field Name Description Part No The part number is a unique alphanumeric identifier for each part Description This field shows the description of the part that you select Model No The model number for the part appears in this field Est No Enter the estimated number of parts required for the task Cost ProVIEW will automatically calculate and display the total cost based upon the estimated number required and the cost of the part 38
149. step one and divide them into short and long term needs goals Next decide when you want your short term goals to be accomplished and begin working toward these goals This will help you make ProVIEW useful to you in the shortest possible time Short Term Needs Short term needs might include Entering records for only active equipment items that are used currently or may be used in the near future Entering only the most recent history of maintenance records x Setting up an internal equipment identification numbering scheme if you don t currently use one Before you begin entering your equipment records you should organize your data and formulate a plan for consistent data entry You may wish to categorize all of your equipment by type so that you can later 109 110 Chapter 1 Introduction and Implementation Planning quickly generate reports by type You can also generate reports by equipment description so you may want to enter some common information for each kind of equipment Or you may find it useful to devise an equipment identification scheme that includes the type of equipment For example all equipment IDs that begin with a V indicate vehicles T for trucks HVAC for facilities P for packaging or 1 for Plant 1 Your equipment ID might also include the area where the equipment is used the cost center it belongs to the department responsible for it or any other useful information that
150. t It s prefilled with the current time Type Use the Type field to indicate why the equipment is being issued out You can enter a code or a description in this field It s important to enter this information consistently according to your identification system so that you can later create reports that lists your equipment by the type of issue Some examples of type include 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 responsible for the equipment Issued Used Dept Use this field to keep track of the department job number or customer that will require the equipment Expected Return Enter the estimated date on which the equipment will be returned When you issue equipment the program inserts the current date and time automatically It also changes the equipment record s Current Location field to a description that consists of the Issued Used By Emp field plus the Issued Used Dept field separated by a slash character for example 379 1 Shipping Equipment Return ES Issue Usage Entry Of x Return Equip ID FA 021 Description fi 995 FORD F150 Received End Date Po 10A2 2000 bi Received End Time 248 PM Received End From 3781 x Meter Time Used Notes Record i 1 If 1 i rl of 1 To return equipment go to the original issue record and click on
151. t command will be useful when you re designing customized tabular reports Hiding and Displaying Columns You can temporarily hide columns while in Table view This helps you remove nonessential data from the screen and reduce the report s width when you re designing a custom report To Hide Columns 1 Click anywhere in the column or click the field selector of the column located at the top of the column you want to hide To hide multiple columns drag across the field selectors 2 From the Format menu choose Hide Current Column 98 Chapter 14 Program Conventions To Display Hidden Columns 1 From the Format menu choose Show Hide All Columns Unhide Columns L21x Column M Equip ID O Status O Importance D Equip S N O Asset No M Model No Supplier Code M Manufacturer M Description M Type M Storage Location M Current Location M Manual Location M Warranty Term M WarrantyFrequencyUOM sl 2 To select the column s you want to show place a checkmark in each column s checkbox To select adjacent columns select the first column and hold down the SHIFT key as you click the last column To select non adjacent columns hold down the CTRL key as you click each column name 3 When you ve selected all the columns you want click the Close button Changing the Font in Table View When you re in Table view you can change the font font size style and add options such as underlini
152. t also have a network license of the ProVIEW software ProVIEW Maintenance Manager System Administrator s Guide 133 Normally you must install the ProVIEW software to each workstation that will use the program For maximum performance of ProVIEW with multiple users we recommend installation of ProVIEW program files on each local workstation with a shared database file PVDATA41 MDB on your server Windows is Located on Each Local Workstation Typically each user on a network runs Windows from their local workstation s hard drive You must install Pro VIEW on that local workstation and on every other workstation in the network where it will be used Installing ProVIEW onto one workstation and simply copying the files from the network to another workstation will not work ProVIEW s setup program needs to register entries in the Windows Registry update out of date DLL files and font files create icons and perform other setup tasks However to make things easier you may copy the contents of the program CD to a designated network directory and have each workstation run the installation program SETUP EXE from the network For example you could copy the ProVIEW CD to the network server directory FAFSSETUP then instruct your ProVIEW users to run the SETUP EXE file located in FAFSSETUP Windows Is Run From the Server Served Copy of Windows If your network is set up so that Windows is located and run exclusively from your network server
153. te con Drawing Date Thermosetting adhesive seals located between two ends of the filter paper and the sides of the folded PS filter paper and the end plates to ensure dependable Change Date filtration of all nil flowine throunh the filter Record nl 4 If 1 gt ot px of 1 This screen stores special information about the part Each field is explained below Field Name Description Special Features In this field enter the part s special features Drawing No and If applicable enter the drawing number for this part then enter the date of the Drawing Date original drawing Change Level and Enter the current change level characters that identify the current drawing and then Change Date enter the date of the most recent drawing change level for this part 50 Chapter 5 Entering Part Records Part Entry Where Used amp Parts Entry Lx id Information Warehouse Altemates Special T Images Part No 35 5111 Description 1119318133 Where Used Equip ID Description Model No Current Location HIE 1021 2l 385 FORD F150 FF 150 PICKUP GARAGE Fill From Work Orders Record nl 4 Ili UI rt rx of 1 In this screen you can create a list of equipment for which this part is used select the equipment ID for each piece The description model number and current location for the equipment will automatically appear in the appropriate fields you can t change this information in
154. te Assigned If you ve already assigned the task enter the date on which you assigned it ProVIEW Maintenance Management Software User s Guide 77 Field Name Description Completion and When the work has been completed the completion date and actual hours needed Actual Hours will automatically appear in these fields Estimated Hours This field shows the estimated hours originally assigned to the task You can change the number Emergency Check this box to assign emergency priority to the task Service Request Entry Comments amp Service Request Entry Lx Information Assignment j Request No itti Comments Please Notify Dept Manager when Completed Record i 4 Ili DI gt t of 1 Use the Comments screen to enter any other information about your service request Work Orders from Service Requests When you create a work order from a service request ProVIEW automatically shows the service request number in the Work Order Entry Information screen Then when you complete the work order ProVIEW updates the completion date and hours in the service request record and marks it as closed Chapter 12 Other Features Calendar You can access ProVIEW s full screen Calendar by selecting Calendar from the Utilities Menu You can use the Calendar feature in different ways For example if you are using ProVIEW on a network with all users sharing the same data file your maintenance department might use one
155. tegory FILTER Last PO Number CR 467 JKL 5 Case Pack UPC Code Manufacturer Manuf Part No Madel No Supplier Unit of Measure Supplier Cost Shelf Life History MOTORCRAFT JONES FORD SINGLE Critical Reorder Lead Time 1 WEEK Reorder Point 5 Reorder Quantity 5 Quantities Quantity In Stock Quantity On Order 0 OnB 0 fo Record 14 4 If 21 gt ou p of 40 To enter a new part record go to Part Entry from the Enter View Records menu Click the Find button on the filter window that appears then click the New Record button For now just fill in the fields described below so that you can quickly create a part record to select for your task Field Name Description Part No Enter a unique alphanumeric identifier for each part Description Enter a brief description of the part Model No Enter the part s model number if applicable ProVIEW Maintenance Manager Quick Start Guide 17 Field Name Description Supplier Cost Enter the current price for the part Quantity in Stock This window displays the current quantity on hand When you first enter this record you can fill in this number but after the record is created ProVIEW will update it as necessary for directions on changing this quantity see your User s Manual When you ve finished entering your part record go back to Equipment Entry Task List Parts and select the part to attach it to your task When you re finishe
156. that you need for your records Equipment Master Inventory Staff Suppliers Task Entry Tool Entry 83 Settings Loix User Info Options Service Requests Calendar Custom Fields Equipment Master Inventory User 1 Equip 1 Part 1 Part 2 Useri User2 Equp2 User 2 Patz Tool Entr User 1 back User 1 Tool User 2 fask So User 2 Tool 1 Forz SS Suppliers Useri stati o User 1 Supplier User 2 staff2 User 2 supplier2 Cancel Save amp Close In the Settings Custom Fields screen you can go to each section and enter a description of what information you will store in each of these fields In the appropriate entry screens the names User 1 and User 2 will be replaced by the names that you enter here For example if you go to the Equipment Master section of this screen and type in Color for User 1 the Equipment Entry screen will rename this field to Color Click the Cancel button to discard any changes and exit the Settings window Click the Close button to save your changes and exit Settings Security Setup Users Select User Entry from the Utilities menu to add new Pro VIEW users and set each one s rights for each of the program areas The PIN Password is a code that each user must enter in order to log on to the program User Entry User Information User Information Record Access Report Access Utility Access PIN 1234 Name admin Title A
157. the Return tab The fields in this screen are explained below Field Name Description Received End Date Click the button on the right side to enter the current date or enter the date on which the equipment was returned Received End Tim e You can use the current time in this field automatically entered when you click the button next to Received End Date or enter a different time Received End From Use the scrolling arrow to select the person department or company returning the equipment If the name isn t on the list enter it here ProVIEW will add it to the list Meter Time Used Enter the number of times for which the equipment was used during this issuance Notes In this field enter any special information regarding the equipment or its use ProVIEW assumes you want to return the equipment that is complete the issue tracking record if the equipment has an incomplete current record After you save the Issue Usage record ProVIEW automatically changes the equipment record s Current Location to its Storage Location ProVIEW Maintenance Management Software User s Guide 41 Viewing Work Order History If you want to check the work order history for any of your equipment you can go to Equipment Entry select the equipment ID then click the History button A screen like this one will appear amp Work Order History on this Equip la eiis This screen displays a summary of the completed equipment maintenance history
158. ther Form or Table view the Replace command is available via the Edit menu Within a database table you can search for and replace all or some occurrences of a specified text string including a phrase a word or part of a word For example if a manufacturer changes its company name you can use the Replace command to update the name throughout your records as shown in the sample screen below To Replace Data in a Table 1 Display the table or form containing the record data you want to replace 2 Select the field column in which you want to replace data unless you intend to search all fields 3 From the Edit menu choose Replace The program displays the Replace dialog box Replace in field Manufacturer Find What acme Equipment Corporation d Replace With Consolidated Industries Replace Search fan T Match Case Replace Al IV Match Whole Field IV Search Only Current Field Close 4 Inthe Find What box type the text you want to find Use wildcard characters to make the search more general If you use wildcard characters you may want to confirm text replacements to ensure the replacements are correct see below 5 Inthe Replace With box type the replacement text 6 Under Search select Up Down or All for the direction in which you want to search If you select Search Only Current Field the program searches for data in the field in which the cursor is located 7 Set other Replace dialog box optio
159. this screen Click the Fill From Work Orders button to add equipment from completed work orders to this list This feature is useful if you need to scavenge a part from a non critical piece of equipment and then use that part until you order and receive a new part Part Entry Images amp Parts Entry Lx E Information Warehouse Altemates Special Where Used Part No AAEL Description 11231813 Image Location C FW4SE Filter gif Lowered Plate Show Image Upper End Plate Browse For Image ii 3k Image Location Spring Show Image Paoer Elemert Browse For Image Record nl 4 Ii UI ou p of 1 In the Images screen you can attach pictures maps and other drawing objects to your parts To attach an image type the file path and name into the Image Location field click the Browse for Image button to look through your directories and files and select an image file You can attach as many image files as you need To speed record navigation the images won t automatically appear when you open this screen so you need to click the Show Image button to see each picture Note You can use the following image types in this screen JPEG JPG Graphics Interchange GIF Tagged Image File TIF Windows Bitmap BMP Windows Icons ICO and Windows Metafile WME X ProVIEW Maintenance Management Software User s Guide 51 Each field and button in this screen is described in this table
160. to select the entire record for subsequent copying or deletion You can also use it to store any changes made to the record if you ve changed any fields on the form an icon of a pencil will appear on the bar indicating that you can click on the bar to write your changes to the database Record Selector Bar Symbols DI Current Record Record changed but not saved yet New Record Record locked and in use by another user Navigation Buttons Use the navigation buttons to move back and forth through your records They are located in the bottom left corner of the form Each of the four buttons has an arrow on it that indicates its navigation direction 14 First Record D Next Record Kl Previous Record t Last Record Record Allows you to type in the record number that you want to go to Example If you have 250 records and you want to go to the sixteenth record you can enter 16 in the Record box then press ENTER to automatically go to that record Scroll Bars 12 Inch Vernier Cal Cape 12 Inch Vernier Cal H 1 Inch Gage Block j 2 Inch Gage Block j 3 Inch Gage Block H 4 Inch Gage B t Analog lock Scroll bars might appear on the right bottom or both sides of a form You can use them to scroll to portions of the form that are not currently visible this can happen if you reduce the form to a size that is smaller than its original design ProVIEW Maintenance Management Software User s Guide 95 Tab Selector
161. to the Reports menu then select Work Order to view and or print the work order s Chapter 11 Entering Service Requests To enter service requests select Service Requests from the Main Menu Service Request Entry Service Request Filter ES Service Request Filter Lx Equip ID gt Status Open Emergency Work Orders Both Clear Filter Close Use the Service Request Entry filter to quickly find requests based on equipment status or emergency priority When you click the Find button the Service Request Entry Information screen will appear Service Request Entry Information amp Service Request Entry x gt Assignment Comments Time Until Automatic Refresh 10 Mi Request Description Request No 20000000001 Equipment Ice Machine Created 571871888 Open E Requested By 3791 r Location MAINTENANCE Phone 555 3999 Problem Leaking E Mail e Request Priority be Entered By JohnSmith Create work Order Using This Record Record i 4 If 1 gt rt px of 1 The fields and buttons in the Service Request Entry Informat ion screen are explained below Field Button Name Description Request No ProVIEW assigns a consecutive number to each service request The format for this number is based on the format you created in the Settings Automatic Numbering screen see the System Administrator s Guide for more information 75 76
162. topics listed in the Help Contents or you can search through an alphabetical list of program features For your convenience there is a Back navigation button and a History listing so you can quickly return to recent items Select the Print command to print any topic found in ProVIEW Help Duplicate Value Error Message An error message similar to the one shown may appear if you enter two records with the same key field values See the System Administrator s Guide for more information on key fields The list given below gives you examples of entries that will cause this error message to appear amp amp h NA E Duplicate ID Equip ID can not be duplicated entering two equipment records with the same equipment ID entering two tasks with the same name for the same equipment attaching two procedures with the same procedure name to the same task entering two tool records with the same tool ID entering two supplier records with the same supplier code entering two procedures with the same procedure name entering two parts with the same part number Ifthis error message appears click the OK button then click the Undo button or choose Undo from the pull down Edit menu You can also press the ESCAPE key on your keyboard to remove your duplicate entry 105 ProVIEW MAINTENANCE MANAGEMENT SOFTWARE for Windows Version 4 System Administrator s Guide Chapter 1 Introduction and Implementation Planning Introdu
163. tructions on entering procedure records please see Procedure Entry section B Equipment Entry x 4 Information Task List Notes Images Task Labor Parts Tools EquplD Sl Task ID EI BATTER INSPECTW Description PESSA A TUE SET Procedure Name r1 021 BATTERY Y Da Im Procedure Battery Check Maintenance and Charging Every 7500 Miles or 6 Months 1 Waming Certain precautions must be followed when checking and servicing the battery Hydrogen gas which is highly flammable is always present in the battery cells so keep all open flames and sparks away from the battery The electrolyte inside the battery is dilute sulfuric acid which will cause injury if splashed in your leyes or on your skin It will also ruin clothes and painted surfaces When removing the battery cables always detach the negative cable first and hook it up last 2 Before servicing the battery always tum the engine and all accessories off and disconnect the cable from the negative terminal of the battery 3 A sealed sometimes called maintenance free battery is now standard equipment The cell caps cannot Record 14 4 If 1 gt ot gt of 7 Record il 4 If 19 gt In gt of 42 ProVIEW Maintenance Management Software User s Guide 39 Using Equipment Records Cloning Equipment Records If you want to copy an equipment record and its set of tasks with their labor procedures part and tool informati
164. tware 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 AMERICAN QUALITY SYSTEMS entire liability and your exclusive remedy shall be at AMERICAN QUALITY SYSTEMS option either a return of the price paid or b repair or replacement of the SOFTWARE or hardware that does not meet AMERICAN QUALITY SYSTEMS Limited Warranty and which is returned to AMER ICAN QUALITY SYSTEMS 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 AMERICAN QUALITY SYSTEMS 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 AMERICAN QUALITY SYSTEMS its distributors its representatives or its suppliers be liable for any damages whatsoever including without limitation damages for the loss of business pr
165. u can type a date directly into a date field or double click in any date field to select a date from the pop up calendar If you use wildcards with dates you must use the date format that matches the format you selected in Windows Control Panel For example 8 2000 will find all of the records for the month of August 2000 8 22 2000 would find all of the records from August 20 2000 through August 29 2000 83 84 Chapter 13 Listings and Reports User Defined The two User Defined fields appear on many reports The name under which they appear in the entry screen the report filter and the reports will be determined by whatever information you entered in Settings Custom Fields Please see the System Administrator s Guide for more information about User Defined fields Checkboxes Some report filters include checkboxes Use these checkboxes to include additional information or to limit the report according to a particular field If you aren t sure what effect a checkbox will have on your report place a check in the box and click the View button to see how the report changes In the sample filter window shown below the Include Product Data checkbox has been filled in because the user wants to include product information in the Supplier Listing report that he or she is preparing note the other filter values that the user has entered E3 Supplier Listing Filter Entry n x Sort By Supplier Code T al E Phone Supplier Name Fax
166. uarter from the previous year you print the Work Order Costs and Labor report several times sorting by equipment tasks locations and technicians so that you can better analyze past use of resources It s time to go home As you leave you try to remember what your workday was like before you had ProVIEW How did you ever manage ProVIEW Maintenance Manager Quick Start Guide 7 Benefits As you can see using ProVIEW and its accessories saved you a lot of time effort and stress Let s list each benefit by its corresponding ProVIEW feature As soon as you started ProVIEW the Automatic Work Order Due report told you exactly which work orders were due for maintenance today You were able to print the complete Work Order that each technician needed in order to perform maintenance on each of the pieces of equipment assigned to him her Because each printed Work Order included the Task Detail report each technician had a thorough detailed listing of the information pertaining to each task including procedures ProVIEW s Calendar let you easily check on the status of each maintenance task without even leaving your desk The Clone Equipment feature also saved you time Without it entering the new equipment s information would have been a redundant time consuming process Also because you didn t have to enter as much information you were assured of more accurate data entry The Maintenance Label Kit helped you quickly print dura
167. ule Meter Frequency 3000 Miles S Meter at Last Maintenance 50000 Calculate Next Maintenance Done Meter Meter Due Next Meter Due 53000 Date Based Schedule Date Frequency ces Date at Last Maintenance 8571388 Calculate Next Maintenance Done Date Date Due Next Date Due Song Record nl 4 Di In rl of 39 70 Chapter 10 Entering Work Orders In the Work Order Schedule screen you can view the maintenance scheduling information for this task All of the work order scheduling information will be locked when you complete the work order The Last Maint Date Meter and Frequency fields will be locked at all times All locked information becomes a part of the maintenance history for the equipment When you create the work order the Next Due Date Meter field will show the current due date meter i e the date meter reading that was assigned when the maintenance was last performed You cannot change this date meter in this screen When you complete this work order the Next Due Date Meter field will be updated based on the date meter when the work order was completed refer to the Maint Done field If the Maint Done field under Date is blank ProVIEW will automatically fill in today s date If the Maint Done field under Meter is blank you can complete the work order but ProVIEW won t calculate the Next Due Meter field If you want to have the Next Due Meter calculated click Cancel to pause the completion t
168. use this command with entire records by clicking the record selector bar but we strongly recommend that you don t use this method to paste records see page 101 for instructions on copying and pasting records Form Views of Records After you enter any filter fields in the filter window the program will search the database and present the first record it finds It will present this record in Form view Form views of records allow you to see only ProVIEW Maintenance Management Software User s Guide 93 one record at a time whereas Table also called Datasheet views allow you to see many records ata time i e each row represents a record and many rows records are displayed at once Form views of records are the default presentation of your data you can easily switch back and forth between Form views and Datasheet views by using the toolbar icons selecting your choice from the View menu or using the right click shortcut menu Displaying Complete Fields Even though you can enter a large number of characters of text into some of your entry fields your forms and reports may not be able to display the complete contents of every field In the entry screens you can view the complete field contents by pressing SHIFT F2 this displays a pop up zoom window Also you can view your records in Datasheet mode and widen the column widths to an appropriate width Colored Controls and Messages Gray fields on forms are not editable In
169. used to purchase the tool Supplier Code In this field enter or select the code of the tool s supplier Notes Use this field to keep track of any additional information about the tool Tool User 1 and Use these two custom fields to keep track of any other specific type of information Tool User 2 you need for each tool see the System Administrator s Guide Tool Entry Where Used amp Tool Entry olx Information Tool ID iii Description AA Equip ID Description Model No Current Location gt conv 001 z ADJUSTOVEYOR CONVEY fi 431D E LDG 2 1021 2l 995 FORD F150 JF 150 PICKUP GARAGE Fill From Work Orders Record i 4 If 10 gt In px of 20 In this screen you can create a list of all of the pieces of equipment that use this tool Select as many equipment IDs as needed and the rest of the equipment information will automatically display in the appropriate fields Click the Fill From Work Orders button to automatically insert these equipment IDs based on completed work orders Chapter 7 Procedure Records In Procedure Entry you can create procedures to attach to your equipment task and work order records Procedure Entry Procedure Entry Filter When you select Procedure Entry from the Enter View Records menu the Procedure Entry filter appears In the Procedure Name list box you can select a procedure name from the drop down list amp Procedure Entry Filter x Procedure Name r Words in
170. view these two Datasheet View types of viewing modes are discussed next You can select only one view at a time The current mode will have a checkmark next to it For example in the above picture of the shortcut menu the Form View command is checked which indicates that the record is currently displayed in Form view Copy and Cut If you highlight a field use these commands to place the selected text on the Clipboard the Cut command also deletes the selected text If you don t have a field highlighted these commands are unavailable even if your cursor is within a certain field To use these commands for whole records you can click the record selector bar described later in this section to select the entire record however we strongly advise that you do not use this method for copying entire records other methods are presented in this section see page 101 Paste To replace the contents of a field with text you ve copied to the Clipboard first highlight the field you want to replace right click to access the shortcut menu then select the Paste command If you just have your cursor in the field it s not highlighted then you can use the Paste command to insert the Clipboard contents at the location of the cursor i e you ll have the Clipboard contents andthe original text in the field If you don t have a field selected or if your cursor isn t within a particular field this command will be unavailable Like Cut and Copy you can
171. w task for your equipment Each of the main fields in the Equipment Entry Task List Task screen is explained in the table below Field Name Description Equip ID This field shows the equipment ID that you entered in the Information screen Task ID Since you haven t entered a task in Task Entry yet you can begin creating a new task record by entering a unique task ID Task Type Enter a description of the type oftask As you add descriptions for Task Type ProVIEW will create a list of them for you and you can later select the type from this list Technician Enter the name of the technician assigned to this task As you enter more information in Staff Entry you will also have a list to choose from in this field Priority Assign a priority to the task if you wish This entry can consist of numbers characters or a combination of both Meter Based Schedule If the schedule for this task is based on equipment usage or meter readings enter the number of units on the left Use the scrolling arrow to select the type of units on the right The available units are minutes hours days cycles miles and kilometers Meter at Last Maint Enter the meter value for the equipment at the time when this task was last performed Current Meter Enter the current meter value for the equipment 14 Chapter 4 Entering Records Field Name Description Next Meter Due If you click the Calc button to the right of these entries ProVIEW will automat
172. workstation to constantly display the Calendar for the maintenance personnel The Calendar displays the number of jobs and hours for each day of the month ProVIEW will automatically update the display according to the amount of time you enter in the Time Until Automatic Refresh Minutes and Seconds fields On your individual workstation you can open the Calendar at any time to view the maintenance activity for current previous or future months and years Because ProVIEW automatically calculates the due dates for all of your equipment tasks for the next year you can use the Calendar to view your entire projected workload for the next 12 months ES Calendar x Apri lt April 1999 gt 1999 Close Time Until Automatic Refresh g Min 42 Sec E Sunday Monday Tuesday Wednesday Thursday Friday Saturday The Calendar contains a hidden maintenance work list for every day To view the work list for any day simply double click on the date on the calendar and the maintenance work list for that day will appear see below 79 80 Chapter 12 Other Features Work Order List Daily Jobs for Monday September 15 1997 Close Scheduled Work Orders Description Current Location TaskID 1995 FORD F150 SPACE 21 F 1021 MINSP 1 00 Date reco CCA CI CI Unscheduled Work Orders EquipID Description Current Location Task ID Est Time Type Open Service Requests Coup Descripti
173. y Value This is a graph displaying the Part Inventory Value by Category Procedure Listing This report lists your procedures You can choose to summarize your procedure list by equipment ID or by the procedure name Task Listing This filter is designed so that you can filter tasks by ID priority type or the technician assigned to them You can easily isolate tasks requiring equipment or facility shutdowns by placing a check in either of these checkboxes If you choose to include task details your report will include all of the labor contracts parts tools variables and procedures that are required for the task including whether the maintenance schedule for each task is Fixed or Floating Tool Listing You can print three different reports one detailed tool listing and two summarized reports by checking one of the Summary Listing boxes All of the information you ve entered for each tool will appear on the detailed Tool Listing report If you select the Summary Listing By Equipment ID option and don t restrict the report to a single tool it lists all of the tasks associated with the equipment and all of the tools associated with the tasks If you filter for one or more tools this report will be limited to equipment IDs that have tasks that require the filtered tools only those tasks will be shown Work Order Labels To reduce tape waste you can print a batch of work order labels for completed work for a specific time frame filtered by an
174. y of the other criteria listed on the filter You can also filter for work orders created within a certain time frame By using the navigation arrows to scroll to different records you can view the labels before you print them If you print labels from Print Preview you can print any group of consecutive records To do this go to the Print window select Print Pages then enter the record numbers that you want to print each record is equivalent to a page Status Displays an overall status of maintenance activity Chapter 14 Program Conventions To save time and provide consistency ProVIEW uses certain operational conventions You should try to become familiar with these conventions before you begin using ProVIEW Conventions are used to help you navigate through records add new records edit existing records and delete records Other conventions are used to help you retrieve and print records Shortcut keys are also available to help you save data entry time and avoid mistakes Rather than repeating the same information in every section of this manual these program conventions are described only in this section The sections of this manual that deal with specific record types will offer explanations of each record s purpose fields special purpose buttons and any other record specific information Record Filter Windows Record filter windows are used to find a subset also called dynaset of records that match the criteria you ent

ProVIEW User`s Manual

Contents

Download Pdf Manuals

Related Search

Related Contents