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User Manual - SynergyMMS

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1. The Preferred Right click the aad jia TD connected vender to isp ae in set the inventory text and Is set by item price as well as the user preferred vendor status Copyright Systems Associates Inc 2005 2012 Page 8 4 SynergyMMS Inventory Storage Locations Tab The Storage Location is where the location information as well as quantity in that location is stored BASEMENT 1 None O Shays BASEMENTS uest 1004 BASEMENT4 GuestRoom 1012 CAFETERIA GuestRoom 1018 CAPITOL CAFE KITCHEN Corridors 2nd FLOOR D D CO Storage Locations Tab Inventory List Pen cess location to set the Accessing Inventory quantity stored there To access the Inventory Store Room 1 From the Toolbox select Inventory Exiting Inventory To exit the Inventory Store Room 1 Click the Red X in the upper right hand of the form Editing Inventory Items To edit an existing Inventory item 1 Select the desired item from the Inventory List 2 Change the Inventory information as needed 3 Click Save button to save changes or click Cancel button to clear your changes without saving Deleting an Inventory Item To delete an Inventory item 1 Right click the Inventory item you wish to remove 2 Select the Delete option from the popup menu Copyright Systems Associates Inc 2005 2012 Page 8 5 Chapter 9 SynergyMMS Interfaces Systems Associates Inc has created an interface between our Maintenance Syne
2. AT amp T Cingular or EVDO CDMA Verizon or Sprint and finally the Nextel iDEN network Results may vary based on location and signal Bar Codes If the devices used with SynergyMobile have a built in bar code scanner or can integrate with either a tethered or Bluetooth capable scanner you can take advantage of scanning bar codes to help you quickly look up open work requests in a certain location or on a particular piece of equipment Users can also use the bar code scanner to select a location or piece of equipment when creating editing a work request The following pages will illustrate the screens and functions of the program Copyright Systems Associates Inc 2005 2012 Page 7 1 The Home Screen Enter location equip barco EN Open Work Requests lew Work Request Inventory Work Request list Acom PM Regular Mainte SynergyMMS SynergyMobile To log in to the program enter your login and password and then click the Submit button Once logged in the work requests available to you depend on your user rights You may only see those assigned to you user those for the entire department department or all work requests in the system admin The Home screen is where you will navigate through the application From here you can choose what you want to do or scan in a bar code label of either a location or a piece of equipment and click Go to search for open work request
3. Type Belts Motor Return Motor Motor Service Notes Notes Service Contract Service Contract gt Equipment Data Sheets Data sheets allow for additional details specific to the parts that make up the equipment to be recorded and viewed in SynergyMMS Copyright Systems Associates Inc 2005 2012 Page 2 13 SynergyMMS Setup The original intent of Equipment Data Sheets is for the recording of the various components that are currently possessed by a particular piece of equipment For example an Air Handler Unit AHU may be composed of the following units and their sub units gt Air Handler Unit 1 o Supply Fan Belts Kan Motor Electrical Gas Fired o Return Fan Belts Fans Motor Electrical o Exhaust Fan Belts Fans Motor Electrical In this example the AHU is the main Equipment record listed in Synergy MMS and has three main components the supply return and exhaust fans Each of these fans can be broken down further into individual units belts fan motor electrical and in the case of the supply fan gas fired Each of these units can be detailed using one of the Data Sheets in SynergyMMS Equipment Setup Below you will find a break down of the various sheets and their usage gt Belt Data Sheet Used in a variety of equipment such as Air Handler Units and Compressors o Title Belts associated with either supply fan or exhaust fan could be recorded as two sep
4. and edit the notes if needed Prime Hotel Work Request Inspection Results Inspection Equip Equip Walk thru Inspected By Clark John Repair Dept Not Assigned Inspected Date 02 27 2008 03 16 PM Repair Trade Not Assigned Location 1004 Equipment Not Assigned Comments Items Response Note WR Check toilet flush r Test thermostat TV Remote batteries 3177 Check fan coil unt Check telephone Is the television working property cleaned col line 2 has static SARS This is a sample report resulting from an inspection Here you can see the location of the inspection the response for each question the notes for each question and the corresponding work request number for any questions that resulted in generating a work request Copyright Systems Associates Inc 2005 2012 Page 7 7 SynergyMMS SynergyMobile New Work Request Clicking on the New Work Request link or icon will open a new work request form A location is required as well as either a Task Code or a description in the comments area Clicking on the None button next to location task or equipment will bring up the filters as before where you can search by entering a keyword such as toilet or bulb and then clicking the Go button You can choose a piece of equipment if needed not required If you choose a piece of equipment that has a location the location button will update to reflect the new location
5. Absolute Start Date 10 17 2006 PM Generation Options j Day of the week any Frequency Monthly a L Equip Run Hours 100 Sar Cancel Deletion of speified PM successful PM Schedules Form Enter the run time hours here Note When using SynergyMMS and CIQ together in this method you will need separate PM Schedules for each point in CIQ Using SynergyMMS Work Requests for CIQ Alarms This aspect of the interface is designed to provide an alternate method to send alarms from CIQ The first step is to set up the Alarm Alias in CIQ to have an Output Type of SynergyMMS Next set the Output Detail to equal a Task Code in SynergyMMS Copyright Systems Associates Inc 2005 2012 Page 9 2 SynergyMMS Interfaces I Alarm Process Setup Alias synergy Test Alarm Process Details Misc Options n Alarm Optons Output Options Order i v Output Detail 10009 On Ack 7 0 Syaenque MS Dela SECS C On Clear Output Type Syaerguhd Md CIQ Alarm Process Setup Form Alarm Process Name Output Type must be SynergyMMS Output Detail must match SynergyMMS Task Code Note Since Output Detail is not a drop list linked to SynergyMMS the Task Code text must be an exact match or the Task Code will be ignored in the resulting Work Request Output Detail can also be left blank to represent a Task Code of None Dl Details Name AH1 Flir Stat Alias AH1FlirStat
6. B 1 joo a a 4 SynergyMMS Version 3 All Open and Closed Work Requests Annual Trend By Task Code 1 1 2012 8 17 2012 Annual Trend Report Copyright Systems Associates Inc 2005 2012 Page 6 4 SynergyMMS Reports o Detail with Guest Info This report shows the details of Work Requests as well as the Started and Completed dates or Duration picture insert and current status of work SynergyMMS Version 3 All Open and Closed Work Requests By Assigned To Includes Guest Info 1 1 2012 8 17 2012 Assigned To Dpened Completed Status Guest WR Location Task Desaiption From To Trade Allen Tom 08 14 2012 07 35 Open 793612 3 1607 3301 REQUEST DEODORANT HP HKP Not Assigned Subtotak 1 appk ANTOINETTE 02 04 2012 06 22 05 19 2012 07 41 Closed PM Generator 78925 B2 BLD3 515 CHALLENGE DRYER MONTHLY eng Not Assigned ENGR 1 PERFORM MAINTENG 02 04 2012 06 22 05 18 2012 07 41 Closed PM Generator 789257 B2 BLD 3 515 CHALLENGE DRYER MONTHLY eng Not Assigned ENGR 1 PERFORM MAINTENG 02 04 2012 06 22 05 18 2012 07 41 Closed PM Generator 739258 B2 BLD 3 513 ELLIS 360 MONTHLY eng eng ENGR 1 PERFORM MAINTENANCE AS 02 04 2012 06 22 04 30 2012 11 16 Closed PM Generator 789280 B1 10 Not Assigned 1 clean room Not Assigned Not Assigned Not Assigned 2 clean sin 02 04 2012 06 22 04 30 2012 11 16 Closed PM Generator 789281 B1 10 Not Assigned 1 clean room Not Assigned Not Assigned Not
7. Favorites The Report Filters Tab SynergyMMS also allows for multiple selections in a single filter Each of the drop lists displayed represent a different piece of information regarding a Work Request in SynergyMMS Multiple or single items may be selected from a particular drop list Multiple filters can be applied to a single report If too many filters are applied to a single report there is the likelihood that no records will be returned with the report as no matching records are found Copyright Systems Associates Inc 2005 2012 Page 6 8 SynergyMMS Reports Reported By Multiple Selection Not Connected Connected lt unfiltered gt The Filters tab Multiple Selection tool Report Details The Report Details tab contains other filtering and report options that do not fall under the first two categories Check here to start a Choose from five different time new page with each periods for the Date Range group in the report Filters Details Check to show a l fi Select a predefined graph of the data date period or enter a specific From and To date Limit the description to 50 characters to avoid long reports New page ytth change Show Graph Limit Description Length Print Data Sheets Date Wange Custom Ea SEE A WR and PM Select between pay pP now able From 02 28 2012 00 00 To Deleted displaying regular to sel ect from a oco er WRs or PM specific time as well Durat
8. The number of times this WR was requested while in the open state Non editable Copyright Systems Associates Inc 2005 2012 Page 4 12 SynergyMMS Work Requests gt Schedule For The date and time the WR is scheduled to begin will not appear on the WR list until that time depending on the view When the time comes due the Start time of the WR will be updated to match this time gt Equipment Used in Preventive Maintenance and for any WR dealing with a piece of equipment This will allow tracking for Preventative as well as reactive maintenance Reports can be generated to determine cost to maintain the equipment gt User Defined Fields These three fields are custom search fields to allow more grouping and filtering of the work for custom views and reports The labels may display different names than those listed here These are customizable in the Preferences The Full View Closing Tab The Full View Closing Tab contains information related to closing a WR It contains the times the WR was started and completed and the Completion Code assigned to the WR va Details WR 58015 Issued By None 11 17 2005 04 33 PM WR info appears in the Title Bar of each tab Details Moe Closing Completion Code Mone m Time Span Duration 6 Start Time 11 17 2005 04 33 PM Completion Time 11 17 2005 04 39 PM The Full View Closing Tab If WR is not yet completed displays current d
9. gt Output This is the main device used by an employee to receive Work Request dispatches An output device is required if an employee is to receive escalation notices see Can Be MOD below If an output is listed in only one employee record when that device Accepts see Dispatching a work request that employee s name will automatically be listed in the Assigned To field of that work request The employee must have can be assigned work checked for the assignment to work gt Can Be Assigned Work If checked the employee s name will appear in the drop list for Assigned To field of Work Requests required if employee is responsible for performing tasks in Work Requests gt Can Be MOD If checked the employee s name will appear in the Manager On Duty list in the Preferences tab of Setup An employee set as MOD must also have an Output This allows the individual to receive escalated work request dispatches from SynergyMMS Personal Tab The Personal Tab contains the employee s personal contact information All fields on this tab are optional and provided for convenience General Personal Employee Info Security Files Employee Farmer Jeffery Address 500 Lehman Ave Phone 419 354 3900 Bowling Green OH 43402 SS Number Birth Date fioj 7 1972 Comments Second shift Employees Personal Tab Copyright Systems Associates Inc 2005 2012 Page 2 8 SynergyMMS Setup gt Addr
10. 881 37883 02 Room 2844 56724 Total 3725 94607 02 May 2013 June 2013 July 2013 August 2013 Depending on whether you are viewing by year or month the quantity and hours will reflect your selection Equip 993 41193 4 Ro m 3107 62795 Total 4100 103988 4 Equip 982 41876 02 Room 3142 62795 Total 4124 104671 02 Equip 1183 42167 15 Room 3145 62795 1 Total 4328 104962 25 Equip 1042 39887 55 Room 3016 60779 1 Total 4058 100666 65 p September 2013 October 2013 November 2013 Equip 1061 40747 15 Room 3046 60770 1 Total 4107 101517 25 Equip 1009 39942 77 Room 3012 60775 Total 4021 100717 77 Equip 985 41217 03 Room 3107 62795 Total 4092 104012 03 lt PM Schedules Calendar E type all v Repair Dept Al v Trade Assigned To all PM Schedule fan Tab to easily allow for switching between the 17 Equip 62 1360 Room 105 2030 Total 167 3390 24 Equip 39 1341 Room 105 2030 18 Equip 28 1326 Total 127 3351 25 Equip 29 1326 Room 100 2025 19 Equip 29 1326 Room 100 2025 Total 129 3351 26 Equip 32 1330 Room 99 2025 20 Equip 28 1326 Room 100 2025 Total 128 3351 27 Equip 32 1326 Room 100 2025 21 Equip 28 1326 Room 99 2025 Total 127 3351 28 Equip 29 1330 Room 99 2025 Total 144 3371 T
11. Activele Point Detaik Di Display Options Default Opton Alarm Options Closed Label on M Normally Closed Alarm Site M E Opened Label ou Co CIQ Digital Input Details Form Set Alarm Options to determine when Alarm is triggered Once the Output Details and Output Type are set in the Alarm Process it s time to determine when the Alarm will send its notice A Point s Alarm Option will set which condition triggers the Alarm This must be done for each Point that is to send an Alarm notification to Synergy MMS Copyright Systems Associates Inc 2005 2012 Page 9 3 SynergyMMS Interfaces G Point Setup Wizard Page 10 13 Alias AH1FltrStat Type Alias Long Mame Group subsystem Address schedules Enabled EE TAT Interlocks output alias forthe synergy est alarm process Conversion Output Alias Documentation Details Finish To continue click Mext CIQ Point Setup Wizard Select the corresponding Output Alias that was set up in the first part of this process The final step is to assign the Output Alias created earlier in this process to each Point that will have a corresponding Alarm From that point forward each time the point goes into alarm it will notify SynergyMMS create and dispatch a Work Request using the pre selected Task Code When an alarm notification is sent by CIQ SynergyMMS attempts to look up the Equipment Name that is in alarm using the CIQ A
12. Floor All al al 2224 Current Location s 12 Current PM Schedul s Tntereces lt unfiltered lt unfilte Ee lt unfi unfiltered gt lt unfiltered Last Completed Next Generated Not Connected Not Connected Guest Room Guest Room Public Spc 5 29 2012 2 49 PM 6 27 2012 6 54 AM Not Connected Public Spe Not Connected Public Spc Not Connected Public Spc 5 29 2012 2 26 PM 6 13 2012 10 16 AM Not Connected Public Spc 7 17 2012 7 49 AM 4 23 2014 Guest Room Not Connected Guest Room ROOMSPM Not Connected test 3 Not Connected Guest Room Test for train Not Connected TEST WEEKLY 11 8 2011 11 19 AM 1 24 2012 11 58 AM Not Connected Guest Room Guest Room Guest Room Guest Room Guest Room Click here to generate PMs for selected items scene Generator Ready PM on Demand default view by Locations Count of items in list This screen also offers filtering to find data faster Generating PMs on Demand Generating PMs on Demand is a simple process 1 Select appropriate view see following sections for details on each of the various views 2 Apply filters to the list on left side of form optional 3 Select item from list on left side of form Copyright Systems Associates Inc 2005 2012 Page 5 14 SynergyMMS Preventive Maintenance 4 Select item s from list on right side of form Multi select allowed on the right list 5 Click Genera
13. If left blank the sort order is an alphabetical sort order based on the task code field Copyright Systems Associates Inc 2005 2012 Page 2 42 SynergyMMS Setup gt Assigned To Employee responsible for completing Task gt Grade Number of points subtracted from Location s Max Grade for open Work Requests with current Task Code gt Output To Output Device to which Work Requests with selected Task Code will be delivered Copyright Systems Associates Inc 2005 2012 Page 2 43 Chapter 3 SynergyMMS SynergyVoice Synergy Voice is a companion product to SynergyMMS SynergyVoice provides interaction with the SynergyMMS application via touch tone telephones Synergy Voice allows Opening Completing Closing and reviewing of Work Requests The advantage of this is to provide instant access from remote locations Hardware Requirements What follows are the requirements for utilizing Synergy Voice with SynergyMMS Computer Voice operation and touch tone response are very processor intensive Ideally the program should be installed on a dedicated workstation connected to the network This station is dedicated to answering the incoming phone lines prompting for responses and adding new Work Requests to the system The following criteria should be considered when choosing a dedicated workstation for the application gt 2 GHz Intel Pentium 4 processor gt 1GB RAM gt A free full size PCI slot Voice Card
14. 1000 0 0 baker BIL 1 0 1 0 0 0 2 0 50 0 0 0 50 0 0 0 0 baker EDOY 1 0 charles Corral 0 charles John 1 0 charles NEIL 0 sinde charles TIM 2 0 0 0 0 K cheatwood km 6 1 0 0 0 i i davis ANDY 0 0 0 0 0 16 16 3 0 0 00 1000 0 0 DuBois Sean 0 0 0 0 0 1 1 0 0 0 0 0 100 0 0 0 Elvis ENG 0 0 0 0 0 210 210 3 7 0 0 oo 1000 1 0 Aging Report o Hourly Work load The Hourly Workload report is typically used to show when Work Requests are being created This report is good to use for determining staffing requirements SynergyMMS Version 3 All Open and Closed Work Requests Hourly Workload by Reporting Department 1 1 2012 8 17 2012 ano I Hourly Total z N wo n _ ao Nm on wom 5 124M 14M 24M 34M 44M 5AM 64M 74M 8AM 9AM 104M 114M 12PM 1PM 2PM 3PM 4PM SPM 6PM 7PM 8PM 9PM 10PM 11PM Hour of Day Reporting Dept Not Assigned eng PR HSKP Report Filter Worked on from 1 1 2012 to 8 17 2012 And Is Guest Any And WR PM Any And Status All 8 17 2012 2 29 PM Hourly Workload by Reporting Department Page lof 1 Hourly Workload Report Copyright Systems Associates Inc 2005 2012 Page 6 6 SynergyMMS Reports o Custom View This Report Style makes your Custom Views from the Work Request Full View available as a report that can be saved as a Favorite and scheduled to be emailed 2 Synergy Work Request Reports Favorites Report Name PO Report Style z Status a
15. Assigned 2 clean sink 02 04 2012 06 22 04 30 2012 11 16 Closed PM Generator 789282 B1 10 shea dn 1 clean room Not Assigned Not Assigned Not Assigned 2 clean sin 02 04 2012 06 22 04 30 2012 11 16 Closed PM Generator 789283 B1 10 Mot Assigned 1 clean room Not Assigned Not Assigned Not Assigned 2 clean sin 02 04 2012 06 22 04 30 2012 11 16 Closed Spell 1 clean room Not Assigned Not Assigned Not Assigned clean sin 02 04 2012 06 22 04 30 2012 11 16 Closed Not Assigned 1 clean room Not Assigned Not Assigned Not Assigned 2 clean sink 02 04 2012 06 22 04 30 2012 11 16 Closed Not Assigned 1 clean room Not Assigned Not Assigned Not Assigned 2 clean sink 02 04 2012 06 22 04 30 2012 11 16 Closed pipe ny 1 clean room Not Assigned Not Assigned Not Assigned 2 clean sin 02 04 2012 06 22 04 30 2012 11 16 Closed Not Assigned 1 clean room Not Assigned Not Assigned Not Assigned 2 clean sin 02 04 2012 06 22 04 30 2012 11 16 Closed Not Assigned 1 clean room Not Assigned Not Assigned Not Assigned 2 clean sink Subtotak apple ERIC 02 17 2012 08 37 05 18 2012 07 41 Closed Not Assigned Not Assigned Subtotak 1 apple Jose 03 31 2012 06 25 04 30 2012 12 13 Closed Not Assigned 1 clean room Not Assigned Not Assigned Not Assigned 2 clean sink 03 31 2012 06 25 04 30 2012 12 13 Closed Not Assigned 1 clean room Not Assigned Not Assigned Not Assigned 2 clean sink Detail with Guest Info Report o Morning Report The Morning Report gives a managem
16. ENG ASSISTA BALLROOM LIGHTS LIGHT BIG JOE PLANO LIFT BLRM WHITNEY WHITNEY BRLM BELMONT BELMONT BRLM CARMEL CARMEL BA BRLM CB 1 9 CONTINENT BRLM DIABLO DIABLO BAL BRLM F LOUNGES CONTIN BRLM FRAN FRANCISCAN BRLM GBR PRE GRAND BA BRLM GBR GRAND BALLRO BRLM GREEN SREEN ROOM BRLM IMP IMPERIAL BALL LABTM LASSER 2S SFR RAI 5 4 2012 6 03 AM 5 4 2012 6 03 AM 12 16 2011 9 12 AM 12 16 2011 9 12 AM 5 4 2012 5 47 AM 7 17 2012 7 46 AM 7 17 2012 7 46 AM 12 22 2011 8 11 AM 12 22 2011 8 11 AM 12 22 2011 8 11 AM 5 4 2012 7 07 AM 1 24 2012 11 58 AM 1 24 2012 11 58 AM 5 15 2012 10 43 AM 1 24 2012 11 58 AM 12 20 2011 1 48 PM 1 24 2012 11 58 AM 1 24 2012 11 58 AM 12 27 2011 8 24 AM 12 26 2012 12 14 2012 Not Connected Not Connected 38 day s past due 38 day s past due 11 2 2012 Not Connected Not Connected 13 18 2012 Not Connected Not Connected Not Connected 32 day s past due 32 day s past due 32 day s past due Not Connected Not Connected Not Connected Not Connected These filters affect the Equipment PM list shown in the left pane of the form gt Frequency Filters Equipment PMs based on the selected Frequency gt Repair Department Filters Equipment PMs based on the selected Repair Department gt Repair Trade Filters Equipment PMs based on the selected Repair Trade The list on the left side of the PMoD form contain
17. Examples of Dispatches Displayed on Various Devices Copyright Systems Associates Inc 2005 2012 Page 2 27 SynergyMMS Setup WR 1722 Message Plain Text File Edit View Insert Format Tools Actions Help Ga Reply Reply to All f Forward c a b i x a AP a5 OF From synergynimsilsaicorporate com Sent Wed 6 16 2006 10 45 AM Ta KCHESATWOODmsaicorporate com C Subject wWRa 1722 LINE hetep 198 30 19 42 NMNSEnterprise CorporatetUl er asputw 552 ep 2 G NEWMAN None in closet Emailed Work Request and Link Note Printing in SynergyMMS is a very easy job However due to system setup it can become quite complicated User initiated printing Here is an example of the basic steps SynergyMMS goes through when a user tries to Dispatch a Work Request to a printer 1 User clicks Dispatch button and is prompted for a predefined output Setup Outputs 2 User selects predefined Output Eng Printer which is of a type printer and has the long name Engineering a SynergyMMS looks at available printers on the workstation and if it finds a printer named Engineering in the Printers and Faxes setup the work request is printed b If an exact match is not found on the workstation then Synergy MMS looks for the closest match Example A printer name Engineering HP860 exists in the Printers and Faxes setup SynergyMMS will print the work request to this printer because it conta
18. Favorite report from the list on the Favorites tab and click the Schedule button nal on z z Report Email Schedule Setup N I Favorite Guest Eng Tasks 2011 Schedule Connections Time T Not Connected Connected o0 Name Email Name Frequency Cheatwood Kim kcheatwood saicorporat None iti Clark John jdark saicorporate com Fox Patrick pfox saicorporate com Lanza JJ J saicorporate com Pester Doug dpester Qsaicorporate com Details Save the schedule op f J a wrens Cancel Move email address into the cancel changes connected list to include them in the email Report Email Schedule Setup window Emails addresses are referenced from records in the Employees area of Setup In order to send an email report to an individual that person must be added to the Employees list with a valid email address in the corresponding field No additional user rights are needed to receive emailed reports SynergyMMS automatically processes the report at the scheduled time and creates a PDF copy which it stores on the SynergyMMS Server The application then sends the appropriate users a link to that file see image below Using the link users can view or download a copy of the report on a variety of computers tablets smart phones and devices Users are recommended to add synergymms com and synergymms net as trusted email senders to ensure timely delivery of emailed reports Note To Delet
19. Last Completed The last date the PM was completed for the selected Equipment gt Next Generate Contains one of the following indicators a date when the PM is next scheduled for the currently selected Equipment an indicator how many days the PM is past due to generate PMs not connected to the selected Equipment display Not Connected Copyright Systems Associates Inc 2005 2012 Page 5 18 SynergyMMS Preventive Maintenance Location PMs View The Location PMs option is the third view available in PMoD Views can be changed using the View Type Menu option on the PMoD Menu Bar Change View here Location PM filters Frequency Repair Department and Repair Trade File View Type Repair Department Repair Trade Y 2224 Current Location s unfilt lt un ered gt lt UNATITEred gt TE m UNNITEred Sunfiltered gt AHU SEMI ANNUAL MAINTENANCE Not Connected CHAIR GLIDE WEEKLY INSPECTION Not Connected Eng room pm Not Connected General Cleaning ADMIN OFF Not Connected Guest Room Short AVW Not Connected Guestroom Lock Maintenance B BLD 2 5 4 2012 5 48 AM 5 18 2012 7 41 AM 12 18 2012 HVAC FILTER GUEST ROOM B BLD 3 Not Connected LADDER ANNUAL 61 07 Not Connected ROOMSPM 61 028 Not Connected test 3 61 09 5 4 2012 5 48 AM 5 18 2012 7 41 AM 12 18 2012 Test for train B1 10 Not Connected TEST WEEKLY 61 11 Not Connected Not Connected 5 4 2012 5 48 AM 5 18 2012 7 41 AM 12 18 2012 Not Connected Not Conne
20. Record the rated BTU output of each burner Mfg 1 2 3 Record the manufacturer for each burner if different from that of the larger piece of equipment Valve Type Record the valve type for the unit Control Type Record the control type for the unit Thermostat Type Record the thermostat type for the unit Safety Pilot Valve Record the location function or type of safety pilot valve Fire Safety Hood System Record the type location or operation of the hood system typically only used in kitchen equipment gt Generator Data Sheet used to further define generator equipment O O O Title The title given to this datasheet to describe the Generator Manufacturer Record the manufacturer of the unit Model Number Record the model number of the Unit Control Type Record the control type of the unit typically manual or automatic Serial Number Record the serial number of the unit Rated Capacity KVA Record the manufacturer s stated capacity of the unit Actual Load KVA Record the actual load of the unit Voltage Output Record the voltage output of the unit Control Voltage Record the control voltage 1 e 24 volts Frequency Hz Record the frequency of generator 1 e 60 Hz Test Record the frequency during a generator test Oper Record the actual operational load of the generator Phases Record the number of phases 1 e single or three phase gt Internal Combustion D
21. Regular None None None CHAIR GLIDE WEEKLY INSPECTION Room Weekly Regular eng ENGR davis ANDY Chiller Eq SemiAnnual Regular eng ENGR gold KARY CONDENSATE RECEIVER PUMP SEMI Equipme SemiAnnual Regular eng ENGR gold KARY CONDENSER WATER PUMP SEMI AN E SemiAnnual Regular eng ENGR gold KARY CONDENSING UNIT Equipme Daily Sliding eng ENGR fox fox CONDENSING UNIT WK 10 Equip SemiAnnual Regular None ENGR baker FARNEST CONDENSING UNIT WK 11 Equip SemiAnnual Regular None ENGR bake EARNEST CONDENSING UNIT WK 6 Equip Monthly Sliding None ENGR baker EARNEST v ONDER LNI ol AK a a emu Annual Reala Wane oe AR NESI The PM Schedule List Selected PM highlighted Scroll bar allows you to see all of the records Filters The filters allow for fast and simple filtering of the PM list To turn on Filters click the Funnel Icon Y in the PM List Title Bar The Filter or search fields appear above each displayed column header Right Click Menu The Right click Menu allows users to apply basic changes to any selected PMs Right clicking a PM record in the list will display Edit and Delete from the Edit menu you can do the following 2 Modify Multiple Schedules Assign To arious Various Output To Various l uU Ga Copyright Systems Associates Inc 2005 2012 Page 5 4 SynergyMMS Preventive Maintenance The PM Work Definition Tab The PM Work Definition Tab contains the basic information regarding the sched
22. Select an action based on the offered menu e Press 1 to create a New Guest Initiated Work Request e Press 2 to create a New Regular Work Request e Press 3 to complete an existing Work Request by the Work Request Number e Press 4 to complete an existing Work Request using the Room Number e Press 5 to close an existing Work Request by the Work Request Number e Press 6 to close an existing Work Request using the Room Number e Press 9 to disconnect e Press to repeat the menu Follow voice prompts to complete action 5 When finished hang up the phone Note Synergy Voice can speak in Chinese Creole English French Polish Slavic Spanish and Tagalog Contact SAI for others To create a New Work Request ie When prompted by the main menu press 1 2 When prompted enter Room Number and then press 3 When prompted enter Task Code and then press 4 5 When finished select another option from the menu or hang up the phone Repeat steps 1 3 for each additional Work Request To Complete or Close a Work Request using the Work Request Number L When prompted by the main menu press 2 2 When prompted enter the Work Request Number and then press gt 4 When finished select another option from the menu or hang up the phone Repeat steps 1 and 2 for each additional Work Request Copyright Systems Associates Inc 2005 2012 Page 3 2 SynergyMMS SynergyVoice To Complete
23. WR Only PM Only or All WRs and PMs Allis the default setting Deleted Select either Not Deleted Deleted or All Deleted or Not Deleted Not Deleted is the default setting Summarize This setting allows the user to select Unlimited Top 5 Top 10 or Top 20 grouping of WRs This option is only available in Summary and Managerial report styles Summary reports default to Unlimited and Managerial reports default to Top 10 Note Showing the graph on reports with too many records may result in an unreadable graph The default setting is for the graph to display with Summary Managerial and Annual Trend reports among others Note Some of these settings do not apply for all reports These options will be disabled on reports that in which they are not intended to work Copyright Systems Associates Inc 2005 2012 Page 6 10 Report Viewer SynergyMMS Reports The Report Viewer contains many tools for navigating and reading the data in the report Most of these can be found in the Report Toolbar located at the top of the report The different elements of the Toolbar are listed below Report Toolbar Print or Export to PDF Excel CSV or TSY file ja Print L7 PDF Epot 7 Excel Epot L CSV Epot L TSVEq ot FE B i A 2 T a oy et ow 2 ow ee fee wow A OA a S All Open and Closed Work Requests By Task Cog Move between pages Clicking on a specific item will open a drill down report for
24. allowing staff members to focus in an area Pool Locations Tab rather than waste time traveling across a large building or campus Adding locations to a pool is ideal for larger properties or when certain workers are responsible for certain types of locations As with many of the other flexible features of SynergyMMS Pooling is optional and must be turned on in the Preferences This allows properties to continue to use SynergyMMS in the same manner as always with a single dedicated output or to use the Pooling feature To turn on the Pooling you need to go into the Preferences area and select the Dispatching tab proper security rights are required to access Pooling and set the Dispatch To field to Pools Copyright Systems Associates Inc 2005 2012 Page 2 32 SynergyMMS Setup General WR PM Dispatching Dispatch To Pools Output Device Auto Dispatch Last Device From Desktop M QuikTicket Mobile Voice f Task Code f Assigned To Kind Prii W Non Pril W Guest Escalation Settings W Escalate Dispatched Requests MOD Grouping None Department fal Eligible MODs Assigned MODs Gas Dispatching Tab in Preferences To automatically dispatch work requests as they are created select the Auto Dispatch checkboxes to enable this feature based on the source of the work request You can pick the sources that will auto dispatch In many cases checking them all will b
25. an effect of on the SynergyMMS s escalation Escalation is based on either the work request reaching the Estimated Completion Time ECT or the Pool s list of devices being exhausted and having nowhere else to go whichever comes first If a Pool only has one output device then escalation can happen before the normal ECT of the work request is reached This type of flexibility allows a property to create the proper response action for a variety of different situations Pooling offers the ability to automate much of the dispatch process taking into account not only the current workload of those involved but also when and where in the building things happen We are excited about the many ways Pooling will allow your property to become more efficient with the work request process Copyright Systems Associates Inc 2005 2012 Page 2 34 SynergyMMS Setup Preferences The Preferences tab of Setup contains the defaults that affect the operation of the entire SynergyMMS application and all users 4 Synergy Setup Employees Task Codes Locations Equipment Outputs Inspections Pooling Preferences General WR PM Dispatching Property Name SynergyMMS Version 3 Main Contact None Voice Language Engish ts Property Code SFOFHHH Time Zone GMT 08 00 Pacific Time US Year Built wo o Force Logout After f0 minutes Square Footage pO a Cancel js Cange Setup Preferences General Tab General Tab The
26. appropriate for the currently selected schedule can be moved into the connected list by clicking Move or AI When this PM is generated a separate WR will be created for each of the connected items The Parts Tab Add on module Costing required The parts tab shows the parts that are needed for the PM Schedule Shows the parts that are Shows amount of parts in needed in an Equipment Inventory PM Work Definition Questions Tasks Schedule Connection Parts PM Schedule CHILLED WATER PUMP SEMI ANNUA ACCOUAL None None Description 136132 INCANDESCENT T6 15W 136132 INCANDESCENT T6 15W 180506 COUNTRY 100W Note Always be sure to save your work as you go PMs require a lot of detail and may take some time to set up but once they are set up SynergyMMS will take care of issuing the WRs for each PM at its appropriate time The SynergyMMS PM Generator runs in the background daily or weekly checking to see what PMs should be generated as WRs Copyright Systems Associates Inc 2005 2012 Page 5 12 SynergyMMS Preventive Maintenance The PM Generator The PM Generator is an application that runs on the SynergyMMS server daily usually early in the morning that takes your PM Schedules and converts them into Work Requests The PM Generator can be configured to run as you would like See the setup area for more information on the fields here The PM Generator will generate any PM s it fi
27. for two weeks During this vacation you want the PM s to generate with employee 2 s name The Calendar Daily view will allow this to occur without having to change the original PM Simply select all of employee 1 s PMs and edit the Assigned To Example 2 If you have some PM s that due to a conference being hosted at the property will not be able to be completed The Calendar Daily view will allow you to delete or move these instances to a better time Copyright Systems Associates Inc 2005 2012 Page 8 22 SynergyMMS Preventive Maintenance The Annual and Monthly views show the total hours and number of PM tasks forecasted There are arrow buttons on the corners of the view that bring up the previous or next month year data for ease of navigation Double clicking on a month in the Annual view will display a detail of that month From this view the details of a single day are displayed by double clicking on a single date The annual view shows break Filters Allow you to easily get a snap shot down by month of what is forecast for specific items PM Schedules Calendar f Ses E 2 Type All v Repair Dept l z Assigned To A v PM Schedule 4 al Year 2013 Total 50870 PM s 1227794 23 Hours January 2013 February 2013 Equip 1014 41243 77 Room 3112 62800 Total 4126 104043 7 Equip 973 41173 4 Room 3107 62795 Total 4080 103968 4 Equip
28. general Preferences are listed here gt Property Name The Property s name as it will appear on all reports gt Main Contact Select the main contact person for contact regarding SynergyMMS Only Employees listed in SynergyMMS with a valid email address are eligible contacts gt Property Code The unique code used to identify the property gt Voice Language The default language for the SynergyVoice interface currently inactive Default is English gt Time Zone The time zone in which the property resides gt Year Built Enter the year the property was built for Corporate Reports comparisons Copyright Systems Associates Inc 2005 2012 Page 2 35 SynergyMMS Setup gt Force Logout After This is the number of minutes the connection will set idle before automatically logging off The maximum time allowed is 1440 gt Square Footage Enter the square footage for Corporate reports comparisons lt Synergy Setup Employees Task Codes Locations Equipment Outputs Inspections Pooling Preferences Duration Time Levels Green During ECT Show Duration Color on Yellow 10 past ECT Non Guest Work Request PM Work Re Red 20 o past ECT ea ie Refresh Rate 15 SECS User Defined Spec Projects User Defined 2 User Defined 3 koma LE Cae Setup Preferences WR Tab WR Tab Preferences related to WRs are listed here gt Duplicates Allowed Turns on off the d
29. itsi s s SC id Guest ln i s Ss osed today closed last 30 days All WR last 30 days all Wr from today Eng open work Plumber all WR last 10 days Format with Custom View Report Style selected o Labor History This report displays the labor times associated with WRs in SynergyMMS This requires the Costing add on module Contact SAI for more information Note The user needs to have Admin rights to WR Costing for this report to be visible o Matrix Shows a footprint of the buildings guest rooms and can point to issues in electrical or plumbing runs Contact SAI if you see strange results when previewing to have this set Status This determines if Open Closed or All both Open and Closed WRs are returned Guest Selects between Guest Initiated Internal or all WRs Reports Selections This list varies by Report Style Each item on this list represents a different way of grouping or sorting the overall report Generally it indicates on which piece of information in the WR that the report will be grouped For example By Task Code groups all the WRs in a report by their Task Codes Copyright Systems Associates Inc 2005 2012 Page 6 7 SynergyMMS Reports Report Filters Report Filters limit the number of records returned in a report based on the criteria selected from its various drop lists Select from numerous WR fields for filtering Select one or multiple filters
30. location to a schedule the schedule will not generate Displays Room Names and Type if the PM Schedule type is Rooms Equipment and type if equipment PM Schedule CHILLED WATER PUMP SEMI AMAUAL Not Connected BALLROOM LIGHTS LIGHT RUN FOR BAL BIG JOE PIANO LIFT Leone ASST CHIEF ENG ASSISTANT CHIEF 0 BLRM WHITNEY WHITNEY BALLROOM BRLM BELEVEDERE GELEVEDERE BALLRO BRLM CARMEL CARMEL BALLROOM PE BRLM BELMONT BELMONT BALLROOM BRLM CB 1 9 CONTINENTAL BALLROOM BRLM DIABLO DIABLO BALLROOM BRLM CYPRESS CYPRESS BALLROOM BRLM EXECUTIVE EXECUTIVE BOARD RO The PM Connection Tab gt Reset This button allow you to modify connected items to ensure the generator is getting all the information Note Reset must be pressed on a schedule that is set up as Auto Schedule This will then reset the date for all connected items gt Move All Moves one item a selected group or all items in the list into the appropriate table gt G Allows you to force an order to the connected item So that when they generate they will be in a particular order This is also handy 1f the property gets a new piece of equipment or wants to set the order for Room PM s after a renovation Copyright Systems Associates Inc 2005 2012 Page 5 11 SynergyMMS Preventive Maintenance The Connection Tab is what allows SynergyMMS users to create only one PM for each type of task they wish to schedule Each item of the type
31. logged in user s list gt Delete Deletes the currently selected WR s Copyright Systems Associates Inc 2005 2012 Page 4 8 SynergyMMS Work Requests Apply Changes Editing 1 selected work requests Repair Dept HSK w Assigned To Soke Mark Additional Comments rea Apply Changes Dialogue Window gt Apply Changes This option allow for the editing of multiple WRs in the following manner o Repair Dept Updates the repair department for selected WRs o Assigned To Updates the Assigned to Employee for the selected WRs o Additional Comments Adds additional Comments to selected WRs Custom Views Views are predefined in SynergyMMS Custom Views allow users to define the way WRs are displayed in the WR List These views can act as filters but the view is saved so that it can be used as often as needed To access the Custom Views display click the Funnel Icon Y in the Action Panel Title bar and then select one of the listed views to apply it to the WR List Only Custom Views designed for FasTrax will display here Please see Views and Custom Views section of this chapter for more information Custom Views may not be added in the FasTrax interface except by SAI Copyright Systems Associates Inc 2005 2012 Page 4 9 SynergyMMS Work Requests The Full View The Full View as the name implies displays all the information regarding a single WR Its layout is similar to t
32. number l a here Solving the problems of maintenance management in today s fast paced pe c Type P Password here Login Panel Click here to complete Login Once you have logged into Synergy MMS you are ready to explore all the program s features from its easy to use navigation tool The MAP Copyright Systems Associates Inc 2005 2012 Page 1 5 SynergyMMS An Introduction The MAP The MAP with its pop out Toolbox is your navigation tool for accessing all areas of SynergyMMS Application name amp Control size and display version number Property of the MAP with these a and User Name blue buttons OER oa ds gt SynergyMMS Desktop v3 0 13 SynergyMMS Version 3 sai T E So Property Name Pop out Toolbox and Time gt SynergyMMS Version 3 time 11 00 contains links toall MAP Title Bar ar s of S nee ynergyMMS Documentation ew eS Release Notes from SAL Link to SynergyMMS User Manual enn ey Link to Release Notes Cf SAI SynerayMMS Support Link to other SAI products J Link to email SAI Support Click the Toolbox label to Click the Close button open and close this panel to exit and Log Out of SynergyMMS Preventive 2z Maintenance D Inventory Click here to access SAP s SynergyMMS web site Support Options displayed in FAQ s and free training videos Toolbox are based on logged in User s rights SAI contact information SynergyM MS and Technical Support h b ystems Associat
33. or Stop a WR Escalation Escalation is the process by which designated individuals are notified if a WR is not completed within a set period of time There are several areas that require initialization and setup before this process will be fully functional at your property The steps below outline the required setup This is followed by a detailed explanation of the criteria and behavior of Escalated WRs gt Turn on Escalation in SynergyMMS This is a system wide Preference setting It affects all WRs that meet the appropriate criteria as outlined below Please see the Preferences Dispatching Tab in the Setup section of this manual for more information on enabling Escalation Copyright Systems Associates Inc 2005 2012 Page 4 24 SynergyMMS Work Requests gt Designate Eligible MODs MODs or Managers on Duty are Employees within SynergyMMS that are eligible to receive Escalation notifications These individuals are designated through the use of the Can Be MOD field in their Employee record Please see Employee General Tab in the Setup section of this manual for more information on designating an Employee as an MOD gt Assign Outputs to MODs Outputs are the means by which MODs receive their Escalation notifications Valid Outputs can be printers or email accounts Each of these devices must first be added to Outputs list in Setup Please see Outputs in the Setup section of this manual for more information Once the Output
34. the Output Device based on selected device or pool Note If the WR does not have an output assigned from the Assigned To employee or the Task Code and pooling is not enabled the user will be prompted to select the appropriate Output Device from a drop list J Work Request Dispatch x WR 1467 Location 1018 WR information Description Recharge Fire Extinguisher Select appropriate Output Device from list Output wWEFPRIMTER h Click here to send WR to M Apply to all selected work requests k selected Output Device A Check here to apply current Dispatch Prompt Window Output Device to Multi selection WRs See below gt Complete Marks a WR as complete stopping the clock which sets the Duration but leaves the WR open for editing and updating gt Close Marks a WR as closed removing from the display of Open WR WR can be closed without first marking them as completed Note Each of the function buttons also has a keyboard shortcut which allows it to be accessed without using the mouse Add Ctrl Insert Save Ctrl S Delete Ctrl Delete Dispatch Ctrl D Transfer Ctrl T Complete Ctrl M Close Ctrl E Copyright Systems Associates Inc 2005 2012 Page 4 7 SynergyMMS Work Requests Note The More and Closing tabs of the WR Details form are fully explored in the Full View section of this chapter Note The completion time on the Closing tab of a WR can be modified only a
35. the fan can deliver measured IN WC 1 e 1 2 to 3 is typical Fan Input From Record the location air is drawn from 1 e outside return Fan Output To Record the location air is delivered to 1 e the main ballroom System Description Record any general notes about this unit here gt Filter Data Sheet Use to record information regarding filters typically used in an AHU or other type of equipment O Title The title given to this datasheet to describe the filters of the unit Size Record the size of filter used typically measured in width by height by thickness in inches 1 e 24x24x2 Quantity Record the number of filters used in the unit Manufacturer Record the manufacturer of filter Model Number Record the model number used in ordering the filter Filter 1 2 3 4 Up to four different sizes types of filters used in the unit can be recorded in each data sheet Comments Can be used to record the type of filter 1 e pleated or bagged gt Gas Fired Data Sheet Use this data sheet to record information that can apply to boilers kitchen equipment direct fired air handlers and laundry dryers Copyright Systems Associates Inc 2005 2012 Page 2 16 SynergyMMS Setup Title The title given to this datasheet to describe the gas fired element of the unit 1 e Direct Gas Fired heater Burner 1 2 3 Type Record up to three different burners for a single unit BTU 1 2 3
36. 005 2012 Page 2 39 SynergyMMS Setup of employees select the first one Hold the shift button and then select the last They will both be selected along with all employees in between them o ALL Buttons The All buttons work similarly to the Move buttons except that they move all of the employees from one of the lists to the other not just the ones that are selected Note Escalated messages show with three exclamation marks at the front of the message Copyright Systems Associates Inc 2005 2012 Page 2 40 SynergyMMS Setup Task Codes The Task Codes List is used to store information such as the name description and details of the various Task Codes With this information SynergyMMS will display this list to be used in Work Requests and Preventive Maintenance A Task Code allows alphanumeric codes to be defined for quick and easy entry of recurring work For example you may have 1004 as a code for Television out of order Entering 1004 in the Task Code field of the Work Request will automatically enter the description of Television out of order Within the setup of 1004 you will also define the Department that is responsible for remedying this problem and other information which will automate the creation of Work Requests This allows for quick Work Request input since all corresponding fields will automatically fill in based on the Task Code lt Synergy Setup Employees Task Codes Locations Equipm
37. 1251 2007 1 32 00 Labor Arold Megan eer feQ08 01 00 32 00 The Full View Cost Tab SynergyMMS allows for 3 different types of cost Other An Account can be used to Parts or Labor group cost for billing purposes The Full View Cost Tab shows up 1f you have chosen to use the Costing module in SynergyMMS this view contains information related to the cost of the WR Types of cost can be Labor based on hourly rates of employees Inventory included through our Mobile 1OS add on modules or Other which is a free form option To add cost right click on the table and you will be given the option to Add cost and select the type of cost Then a window will display which will allow you to fill in the details for the cost Labor Cost Date ffE 27 2008 Employee Arnold Megan Regular Hours 01 00 7 Overtime Hours 00 00 Special Hours 00 00 Cost Window for Labor Note The actual dollar amounts for labor are not shown in this area If you right click on existing cost information you will be given the option to add edit or delete Copyright Systems Associates Inc 2005 2012 Page 4 15 SynergyMMS Work Requests gt Account Means of cost for billing and reporting purposes gt Type Labor This uses the employees list and their defined rates for the amounts Parts This uses inventory items and pulls the rate of the item Other This is a free form area where items that do
38. AM 1 4 2012 6 20 41 AM 1 4 2012 6 20 41 AM 1 4 2012 6 22 05 AM 1 4 2012 6 22 05 AM 1 4 2012 6 22 05 AM 1 4 2012 6 22 05 AM 1 4 2012 6 22 05 AM 1 4 2012 6 22 05 AM 1 4 2012 6 22 05 AM 1 4 2012 7 22 11 AM 1 4 2012 7 22 11 AM 1 4 2012 7 22 11 AM 1 4 2012 7 22 11 AM 1 4 2012 7 22 12 AM 1 4 2012 7 22 55 AM 1 4 2012 7 22 55 AM i 7 22 55 AM he Repair Dept viewing with applied filters Completed Date 4 30 2012 10 46 08 AM 4 30 2012 10 46 08 AM 4 30 2012 10 46 08 AM 4 30 2012 10 46 08 AM 5 18 2012 7 41 16 AM 5 18 2012 7 41 16 AM 5 18 2012 7 41 16 AM 1 24 2012 11 25 00 AM 1 24 2012 11 25 00 AM 1 24 2012 11 25 00 AM 1 24 2012 11 24 46 AM 1 4 2012 6 56 39 AM 1 4 2012 6 56 39 AM 1 4 2012 6 56 39 AM 1 4 2012 6 56 39 AM 1 4 2012 6 56 39 AM 1 4 2012 6 56 39 AM 1 4 2012 6 56 39 AM 1 24 2012 11 24 46 AM 1 24 2012 11 24 46 AM 1 24 2012 11 24 46 AM 1 24 2012 11 25 00 AM 1 24 2012 11 25 00 AM 5 18 2012 7 41 17 AM 5 18 2012 7 41 17 AM 5 18 2012 7 41 17 AM PHHH Stevesn JOSE None gold KARY davis ANDY davis ANDY charles JONAH charles JONAH baker EARNEST charles JONAH charles JONAH charles JONAH charles JONAH charles JONAH charles JONAH davis ANDY davis ANDY davis ANDY davis ANDY davis ANDY Elvis ENG Elvis ENG Ei ENG pma t E Trade A z Clicking this will provide a print out of the current screen you are Year Month gt PM Schedules Calendar s ay g Type m R
39. ARDING REPORT MISSING OR DEFECTIVE GUARDS The PM Questions Tasks Tab The fields of this form display the following information for the currently selected PM gt Description This field displays both the non editable Task Code Description appearing in grey text as well as any editable comments displayed in black text that are to appear in the PM Work Requests generated by this Schedule Note If Inspection was selected under Details on the Work Definition Tab then the list of Inspection Questions will display instead None is not a valid option when using Inspections Copyright Systems Associates Inc 2005 2012 Page 5 7 SynergyMMS Preventive Maintenance The PM Schedule Tab The PM Schedule Tab contains information regarding the frequency of when the PM is to take place Click here to display Weeks checklist for Custom frequency PM name appears in the Title Bar of each tab Auto Schedule Schedule Mode Date Options Regular Sliding 0 Absolute Start Date 6 24 2009 PM Generation Options ae ae Frequency semiannual Equip Run Hours rH The PM Schedule Tab Determines how PM will be generated See below Only functional when also using SAI s CONTROLIQ Energy Management software If this was a room PM contact SAI regarding our interface to certain PMS systems The fields of this form display the following information for the currently selected PM g
40. Annual Trend by Annual Trend by Avg Response b AA Daily Hotline Daily Hotline y Daily Hotline 1 Doug test Escalatee WR 2 Hotine Open kim Su M Tu W Th F 5a kim 6 Favorite Name Schedule an Emailed Report a The Report Favorite Tab View a Preview of Report Reset the Report Settings to their default starting positions Copyright Systems Associates Inc 2005 2012 Page 6 2 SynergyMMS Reports Selecting a Favorite sets the options on the other Report Settings tabs with that Favorite s previously saved configuration Favorites are user specific Therefore if a user s security rights are changed it is possible that the Favorite may no longer work or will no longer be sent via email Format The Report Format Tab sets the basic parameters for the report to be displayed Its settings include the report title overall sorting of the report and the filtering of information based on types of records for example Open Closed Guest Initiated or Internal WRs Select WR Select the Guest status Modify the report title here Status here here Favorites Format n Filters Details A Select the Tee Report and By Ficpenieey Depan the sorting of BY Task Code the Report By Equipment here Select the Report The Report Format Tab Style here If running an Aging report select the time criteria here The fields of this tab affect the report in the following fash
41. Before any of the extras can be used the schedules must be created We have assumed that all of the equipment in your facility is defined within the Equipment List and all locations have been defined in SynergyMMS already If this is not the case you will need to set these areas up first before proceeding Similar pieces of Equipment will probably have similar needs for PMs The same is true regarding Locations In SynergyMMS the need is defined only once The need is called a PM Schedule and the schedule must define a frequency for the work to be done and a description of the work to be completed Once the schedule is defined you simply connect pieces of Equipment or Locations to that schedule From an Engineering point of view a guest room may need to have the filters changed in the Fan Coil four times a year the Fan Coil inspected twice per year and performance of a semi annual general inspection Housekeeping may be interested in deep cleaning the room once per year and rotating the mattresses every six months To most effectively utilize your labor force it would be best to schedule these tasks throughout the entire year The PM Generator in SynergyMMS monitors your PM Schedules on a daily or weekly basis based on Preferences setup and generates those needed based on a wide variety of factors This is done automatically based on the criteria stipulated in each schedule You can just set up the schedule and let Synergy MMS do the work of fi
42. COLD Picture on right shows starting a WR from an i Accept email Action WR 2 Reject 3 Complete 4 Start 5 Stop Reply 88 Back Delete Cancel A user can start and stop work on a work request from the mobile device in which the original dispatch message was sent or user could initiate a new message that would indicate starting or stopping work on a work request Note Start Stop Process requires the costing add on module Starting work on a work request will add a new costing record with the current start time with a zero duration Stopping work on a work request will update the duration value with the elapsed time since start in the corresponding costing record A costing record with a duration greater than zero will be considered completed and not modifiable by a start or stop action Possible actions that may occur e Ifa user starts work on an open work request a new labor cost record is created with initial O duration e Ifa user starts work on a work request that the user already started but has not stopped the action will be ignored and a message sent back to the user e Ifa user tries to stop work on a work request that has not been accepted the action will be rejected and an error message sent back to the user e Ifa user tries to stop work on a work request that has been accepted but not started the action will be rejected and an error message sent back to the user e Ifa user starts work on a work request
43. Extinguishers is a pretty easy process in the equipment list If there is ever an insurance issue you have all the details to backup that a particular Fire extinguisher was checked and PM s were completed per standards 2 Automobiles If you are in charge of maintaining them again SynergyMMS makes it very easy to make sure that they get their regular oil changes and other maintenance 3 Housekeeping Most companies have standards that Housekeeping must complete certain tasks on a periodic basis 4 IT Computers get refreshed on a 2 or 4 year schedule 5 Security Daily security walks can be tracked Synergy MMS SecureScan add on module allows you to even track that specific locations are checked at a particular time Now let s review the basics of how SynergyMMS handles PMs Preventive Maintenance Basics SynergyMMS handles PMs in a very unique method that puts most of the burden into the application and less on the operator It allows users to define PM Schedules and then connect those schedules to items defined in the Equipment or Locations setup area Copyright Systems Associates Inc 2005 2012 Page 5 1 SynergyMMS Preventive Maintenance SynergyMMS auto generates PM s based on schedule setting It also offers a PM on Demand area that allows users to force a PM to generate based on users conditions and a Calendar interface to look at how well work is balanced for the property and to forecast for future needs
44. If the equipment has no location the location button will remain as before Click Submit to enter the work request or cancel Inventory Optional lf you have the Costing and Inventory Add on module of SynergyMMS then your Home screen will also have a link to the inventory section The Inventory section is based on items that are held in various storerooms in a property With SynergyMMS any location including guestrooms can be a storeroom which allows you to track inventory anywhere in your property The first thing you do when entering the Inventory section of SynergyMobile is to choose the storeroom in which you wish to work The list starts with the room types in your database to help narrow your selection Copyright Systems Associates Inc 2005 2012 Page 7 8 home 1 Make a selection Check Out Receiving Audit 1st floor store room Check Out Scan or type barcode O A Submit SynergyMMS SynergyMobile Next you choose the location within the room type that you previously selected From here you can choose your action SynergyMobile offers the ability to Check Out Receive or Audit inventory items On the next screen you enter the bar code of the inventory item This can be done either manually by typing in the number or via a bar code scanner Once you enter the bar code the system checks for that item in the storeroom you indicated and if found retu
45. Indicates where the work needs to be performed Task Indicates what work needs to be performed Comments Additional information can be provided in this field VV VV V WV Apply Click this button to submit the WR to SynergyMMS and a WR number will be returned for tracking Reset Click this button to clear all the fields of the QuikTicket form v Copyright Systems Associates Inc 2005 2012 Page 4 2 SynergyMMS Work Requests Note Work Request created through the QuikTicket interface will automatically dispatch if the Task Code used has a predefined Output or a valid Pool is active Note Work Request created through the QuikTicket interface will be available in other views but are dependent on users rights The FasTrax View The FasTrax View is specially designed for those users responsible for recording and dispatching WRs The interface is designed around the incoming call from the guest and the dispatching of the guest s request The FasTrax View presents information in three distinct areas The Action Progress and Detail Panels Two additional features provide tools for working with WRs Multi selection and the Right click Menu Click the Close button to Click here for Control size and display de this view of this view with these Custom Views buttons darci 2 Synergy Work Requests Action Panel 3 Open today only Work Requests WR Location Gst Guest Name Description Sta
46. Not Connected list into the Not Connected list into the Connected list Connected list Note Only Inspection Items of the appropriate type will be displayed in the Connected and Not Connected lists In this way a Security Inspection Item could not be associated with a PM Inspection Copyright Systems Associates Inc 2005 2012 Page 2 23 SynergyMMS Setup Inspection Items The Inspection Items list allows users to input specific Preventive Maintenance PM Inspection questions tasks or Security locations These questions provide an easy interface and provide a means of automatically generating Work Requests based on each question and the related Task Code These items are collected into an Inspection using the Connection Tab discussed in the previous section Currently Security and Preventive Maintenance Inspections are available in SynergyMMS Use drop list to switch between Inspections and Inspection Items 2 Synergy Setup Employees Task Codes Locations Equipment E Outputs Inspections Pooling Preferences 32 Current Inspection Item s Item hinges TS ALL AMENITY PRESENT AND IN GOOD CONDITION TS ALL BEDROOM AMENITY PRESENT AND IN GOOD CONDITIOIN TS ALL CLOSET AMENITY PRESENT AND IN GOOD CONDITION TS ARMOIRE CLEAN AND FREE FROM DUST Goes Gs Geos Inspection Items This field s information depends on the Inspection Type Item Description of inspection item Department Depart
47. Page 4 16 SynergyMMS Work Requests are displayed as well as what gets displayed based on data in the WR Custom Views can be created by users that have rights to create once created the view can be shared with a department or with all SynergyMMS users The view is saved so that it can be used as often as needed To access the Custom Views display click the Funnel Icon Y in the Work Request List and then select one of the listed views to apply it to the WR List Show Filters Open Deleted Click here to create or edit a Open Incomplete User custom view Pending Closed Customize query Custom View Menu Clicking Custom query on the Custom View Menu displays the Custom View Editor Use this tool to create or edit Custom Views Copyright Systems Associates Inc 2005 2012 Page 4 17 SynergyMMS Work Requests Custom Views list gt Custom View Editor 32 Custom Views Open Scheduled Work Requests Plumber Guest Calls Not Completed Guest Calls Completed Show all completed WR ars Users can adjust the order or set a default Details Wr from Today Created By SAI view that best works Name jwr from Today Level user Department Mone r e aa for their role in Description wr from Today SynergyMMS Date Opened Is Today Filter Display Test fs Os E f N E E J La OD Custom View Editor Each block makes up one Operator Icon amp or Summary of Filtering Rules conditi
48. Q Declined amp Expired D Failed X and Escalated f An icon also displays if a Guest 2 requested the WR Note Failed means The device that the WR was dispatched to is not available This will display in the WR list shortly after the attempt to dispatch was made The WR can be dispatched to different device Note Expired means Copyright Systems Associates Inc 2005 2012 Page 4 4 SynergyMMS Work Requests WkRs that have been dispatched but are not completed in a timely fashion based on the WRs Estimated Completion Time will be marked as expired for follow up Note By positioning your mouse pointer over a Status Icon a Tool Tip will display the name of the icon Similarly positioning your mouse pointer over a Description in either the Action or Progress Panels will display a Tool Tip with the Text of the Description The Progress Panel The Progress Panel displays all those WRs that have been successfully Dispatched or accepted WRs shown here are still being processed by SynergyMMS The panel is similar to that of the Action Panel with the addition of the ability to sort the WRs by clicking their column header Number of WRs in progress The Progress Panel can be hidden by appears in the Title bar clicking this button click it a second time to display the panel again 64 In Progress Work Requests Location Gst Guest Name Description Status Assigned To 26R2 i higgins 2910 P
49. R IVER FURNITURE CO None 3J2R2 A mr faison 1061 DELIVER ROLLAWAY NO CHA Florence Runne 32T NULL 2801 CURTAIN REPAIR SHEER PUL None Duratior The Progress Panel Sort the WRs by clicking any column header click once for ascending and twice for descending Copyright Systems Associates Inc 2005 2012 Page 4 5 SynergyMMS Work Requests The Details Panel The Details Panel displays more information about the selected WR To display a WR in the Details Panel simply click on any WR record in either the Action or Progress Panel Details Title Bar displays the currently selected WR number issuing employee and date opened Task Code text displayed here Details More Closing col Dispatches Details WR 787708 Issued By SAI None on 12 21 7011 12 20 PM Location 3 1171 o Repair Dept BELL o Category Delivery Pickup Assigned To Nome ask Code 62 Check Out Bags down v Requested By None Guest Check Out Bags down P Y The Details Panel Same fields as QuikTicket Assigned To fields allows users to Type here to add comments select the employee for dispatching Double clicking the comments will enlarge the field for easier reading The Details Panel functions very much like the QuikTicket for WR creation with only slight differences 1 Click the Add button the Details Panel resets to a blank form 2 Enter the information into eac
50. RER Start Tine Stop Tine Additional Comments Connected files will be available on the PM Full Detail for reference If the report is viewed electronically the link will be active and can be clicked to pull up the file Copyright Systems Associates Inc 2005 2012 Page 2 21 SynergyMMS Setup Inspections The Inspections list provides users with groups of PM Inspection questions that can be answered using the add on module SynergyMobile It can also provide locations for a walking Security Inspection utilizing a handheld scanner and SecureScan add on module Note The basic functionality of PM Inspections can be utilized within PM Schedules Full functionality of PM Inspections requires the SynergyMobile add on module Security Inspections requires the SecureScan add on module Use drop list to switch between Inspections and Inspection Items a Synergy Setup Employees Task Codes Locations Equipment Codes Outputs Inspections Pooling Preferences 413 Current Inspection s Name Description Si Department Type Swimming Pool O amp M Daily Engineering Refrigeration O amp M daily ineeri Instrument Indicator Cooling Tower Winter Shutdown PNT Guestroom Hotel Maint Prg Checklist Guestroom Hotel Maint Pro Revised Checklist security Inepection Inspection Security I Name Security 1 Category None Description Security Inepection a Inspections List with Inspections Tab This field s information dep
51. SAI will provide a compatible voice card for use with Synergy Voice Voice cards purchased from vendors other than SAI will not be supported by SAI Each voice card has a capacity of four phone lines Telephone Lines The voice card provides up to RJ 11 phone jacks for easy connection Not all four lines need be used Individual usage will determine how many lines to use All telephone lines assigned to the card should be in the same hunt group allowing roll over so calls to the first line will automatically move to line 2 if busy already in use Software Prerequisites gt Windows XP Professional SP2 Windows 7 Professional 32 bit gt NET Framework all through version 4 0 gt Always on internet connection gt SynergyMMS Synergy Voice Installation Synergy Voice will typically be installed by SAI technicians Please contact SAI Support for more information regarding SynergyVoice setup 1 800 433 9855 Copyright Systems Associates Inc 2005 2012 Page 3 1 SynergyMMS SynergyVoice SynergyVoice Process The following section outlines the use of SynergyVoice To access Synergy Voice 1 Dial the SynergyVoice phone number SynergyVoice will answer and play the first prompt in the languages set in the Preferences area of SynergyMMS Users are prompted to enter their Employee ID and then press the key Prompts are played based on their rights and in the language set for the specific employee logged in
52. SV or TSV al ard get Piht F PDF Export 2 Excel Export 4 CSV Export 7 TSV Export Report Toolbar left Copyright Systems Associates Inc 2005 2012 Page 6 11 SynergyMMS Reports Print Prints current report This will launch a Printer dialog window Export Report Select from a wide variety of formats to export your current report Report Zoom Report page Current Total of report navigation report page pages controls ae oe 100 x E i Report Toolbar center Report Zoom Change the display size of the report by selecting a number from this drop list or entering a custom zoom Report Page Navigation Use these buttons to move to the previous page upward pointing arrow or next page downward pointing arrow of the report Current Report Page Displays current report page before the slash Enter a number here to move to that page Report Page Total Displays total number of pages after the slash Copyright Systems Associates Inc 2005 2012 Page 6 12 Select the time you would like the report to be sent 24 hour clock Select the frequency of the report to be emailed Annually Daily Monthly or Weekly SynergyMMS Reports Report Email Schedule Setup The Report Email Schedules Setup allows users to create a schedule for Favorite reports to be delivered via email to select email addresses To access the Report Email Schedule Setup select a
53. Type File View Type 1454 Current Equipment Ab Bench HC AB Air Compressor Pneumatic T Air Compressor Pneumatic T Air Conditioning Fan with He Air Conditioning Package Uni Air Conditioning Package Uni Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Air Conditioning Return Fan Fitness Center E Storage Tanks Storage Tanks HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment HVAC Equipment AC Unit Air Cooled A AC Unit Air Cooled Q AC Unit Water Cooled A AC Unit Water Cooled Q Air Compressor Q Air Dryer Q Air Handling Unit Q Alto Shaam 0 Boiler Quaterly PM Cooling Tower A Cooling Tower SA Cooling Tower Start up SA Cooling Tower Winter Shut Dishwasher Q Dishwash
54. action whether it be dispatching a WR or following up with a guest to see if the work was completed to their satisfaction f Duration color Numb WR di ae DEENA aa m hap Status Icons indicate whether indicates how long a WR has been dispatched or the WR has been open completed 364 Open HotLine Work Requests Find WR m VR Location Gst Guest Name Description Status Assigned katior 051828 1315 3310 PICK UP ROOM SERVICE TRA rin None HETH 40H PEFP 1112 PICK UF ROLLAWAY livingroo rin None opi 621 T222 1312 SHADE REPAIR ih None 4 The Action Panel Adjustable column widths Type WR here to locate record Click Funnel to display Custom View list The list of WRs displayed in this panel are sorted so that the oldest WRs that have not been dispatched AS appear at the top of the list in descending order based on how long the WR has been open The Duration column is color coded for easy reading Green indicates WRs is still in a good time frame yellow means we are probably needed to contact or possibly dispatch again depending on operations at my property Red means that we have exceeded the estimated time The times and colors are explained in the Task Codes area and the Preferences area where they can be set and adjusted WRs that have been Completed df and require follow up with the guest before closing will appear at the bottom of the Action Panel list Other Status Icons related to Dispatching include Accepted C
55. ans were not done in the proper order The layout of the form is as follows gt Scan Display Window The pane on the left side of the form will display the Barcode Scan List when uploaded from the Handheld Barcode Scanner Employee Employee list used if Employee scan does not find a match Inspection Inspection list used if Inspection scan does not find a match Comments Comments field used if either Employee or Inspection scans do not find a match Save Saves current Scan List and clears Handheld Barcode Scanner memory used if either Employee or Inspection scans do not find a match Vv VV WV Copyright Systems Associates Inc 2005 2012 Page 10 1 SynergyMMS SecureScan gt Cancel Cancels current Scan List and clears Handheld Barcode Scanner memory used if either Employee or Inspection scans do not find a match Performing a Security Inspection Perform the following steps in order to complete and download a Security Inspection using the Handheld Barcode Scanner designed for SynergyMMS l i dai a Scan Employee Barcode speak with your supervisor to obtain this barcode Scan Inspection Barcode speak with your supervisor to learn where this barcode is located Begin rounds scan the barcode at each checkpoint as you pass it Once all checkpoints have been scanned for the selected Security Inspection return to docking station Connect Handheld Barcode Scanner to docking cable Laun
56. arate data sheets with the titles Supply Fan Belts and Exhaust Fan Belts o Belt 1 2 3 4 Up to four different types of belts can be stored in each data sheet Copyright Systems Associates Inc 2005 2012 Page 2 14 SynergyMMS Setup o Size Record the size of the belt typically recorded in length by the width i e 80 x 3 4 o Quantity Record the quantity of a particular size of belt used in the piece of equipment o Manufacturer Record the manufacturer of the belt used in the piece of equipment o Model Number Record the model number used for ordering a belt o Comments Additional comments related to each type of belt 1 e supply fan return ran exhaust fan last changed gt Electrical Data Sheet Used to record information on switch gear motor centers distribution panels circuit breaker panels and transformers O Title The title given to this datasheet to describe the unit 1 e Switch Gear Motor Center 1 Electrical Source Record where the unit receives its power from 1 e Meter A4 Location The physical location of the Electrical Source 1 e meter bank on west face of building Service Area Record the area of a building the unit provides power to 1 e a quadrant on the building s blue print Location Record the physical location of unit itself 1 e Panel 5 in Electrical Room 3 Transformer Info This field can be used to record voltage in voltage out a
57. ata Sheet used to further define equipment with internal combustion elements O Title The title given to this datasheet to describe the unit Copyright Systems Associates Inc 2005 2012 Page 2 17 SynergyMMS Setup o Manufacturer Record the manufacturer of the unit o Serial Number Record the serial number of the unit o Model Number Record the model number of the unit o Fuel Source Record the location of the fuel supply for the unit o Fuel Type Record the fuel type 1 e diesel natural gas propane liquid petroleum gas o Drive Type Record the description of the drive type 1 e horizontal or vertical gear box o Operating Characteristics Battery Voltage Record the voltage used to start the engine 1 e 12 volts Operating Speed Record the operating speed measured in RPM Head Temperature Record the temperature of engine while running under normal operation Water Temperature Record the coolant temperature of engine while running under normal operation Fuel Pressure Record the pressure of fuel delivered to the engine natural gas propane or lpg IN WC or PSI Oil Pressure Record the internal oil pressure during normal operation in PSI v Motor Data Sheet used to further define equipment with internal combustion elements Title The title given to this datasheet to describe the unit Manufacturer Record the manufacturer of the unit Model Number Recor
58. ate and time Calculated from Start and Completion time if set manually updates the Completion time accordingly The fields of this form display the following information for the currently selected WR gt Completion Code Code assigned to the WR when closing often displays reason for closing gt Duration The time calculated from the Start and Completion times if set manually it will adjust the Completion Time according to the new duration gt Start Time The date and time the work began on this task This will be the open time unless edited or if the schedule for time is set gt Completion Time The date and time the work was completed on this task This may be different than the closed time Copyright Systems Associates Inc 2005 2012 Page 4 13 SynergyMMS Work Requests Note the function buttons at the bottom of the Full View work exactly the same as those at on the FasTrax View Copyright Systems Associates Inc 2005 2012 Page 4 14 SynergyMMS Work Requests The Full View Cost Tab add on module WR info appears in the Title Bar of each tab Details More Closing Cost Details WRH 40276 Issued By SAI None on 2 7 2008 7 59 AM Account eS Type Description Date Quantity Markup 0 a l Other Other Cost can be typed directly in 1231 2007 2 00 Parts CRO1500 10005
59. ated time to complete selected Task Code displayed in days hours and minutes Also used to escalate work requests Controls the duration color for the Work Requests gt Repair Trade Trade within department responsible for performing Task gt Voice Number ID number used to reference selected Task Code when using Synergy Voice interface gt Category Corporate codes for roll up report No user interface to adjust Categories Categories can be used on the WR screen to filter tasks as well as a report filter gt Linked task Automatically will trigger a new work request upon completion of a work request that uses the linked task Example You may create a WR using a task code of fix plaster Once the plaster is fixed then the area needs to be painted You would link the plaster and the paint task codes together gt Priority Priority of Task Code gt Issuing Dept Department responsible for maintaining selected Task Code if None then the Task Code can be used by all Departments If this field is set then only users with Administrative rights or users that are in this department can use the task gt User Defined Fields These three fields shown as User Defined 1 2 and 3 are re nameable as seen in the Preferences They can be used to populate the Work Request User Defined fields with pre selected key words gt Sort Order This allows the property to force an order to the task codes
60. ates an Occupied Location A indicates no current information a blank indicates an Unoccupied Location Note Occupancy information requires connection to data provided by the Property Management System For more information on this connection please contact Systems Associates Inc Copyright Systems Associates Inc 2005 2012 Page 5 20 SynergyMMS Preventive Maintenance Equipment PMs View The Location PMs option is the final view available in PMoD Views can be changed using the View Type Menu option on the PMoD Menu Bar Change View here Equipment PM filters Frequency Repair Department and Repair Trade File View Type Mepair Trade CHILLED WATER PUMP SEMI ANNUAL 61GENERAL CLEANING 18TH TO 27TH B3 GUESTROOM CARPET EXTRACTION BALLROOM LIGHTS Chiller CONDENSATE RECEIVER PUMP SEMI ANNUAL CONDENSER WATER PUMP SEMI ANNUAL CONDENSING UNIT CONDENSING UNIT WK 10 CONDENSING UNIT WK 11 CONDENSING UNIT WK 6 CONDENSING UNIT WK 7 CONDENSING UNIT WK 8 CONDENSING UNIT WK 9 CONVEYOR QUARTERLY COOLING TOWER MONTHLY COOLING TOWER SEMI ANNUAL DISHWASHER MAINTENANCE DRAIN MAINT RITCHEN DRAIN MAINTENANCE DRYER MONTHLY ELECTRIC EQUIPMENT LIFT MONTHY PM on Demand view by Equipment PMs pn altered n To LA Rd ial fa 1145 Current Equipment mAlt ered Next Generated ACU 008 3 VALET SHOP A acu 009 acu 10 AHU 001 7 1 ASST CHIEF
61. b contains additional information regarding the WR WR info appears in the Title Bar of each ta Details More Closing Cost Dispatches Details WR 793365 Issued By fox fox eng on 6 14 2012 10 48 AM Trade None ai Schedule For 06 14 2012 10 48 aM Output To fox fox o Equipment None ect o a oo Grade 0 specProjects flows h Priority Filter 1 Duplicated 0 user Defined 2 Nive User Defined 3 Ph The Full View More Tab User Defined fields may appear with different names than listed here The fields of this form display the following information of the currently selected WR gt Trade The trade within the department responsible for repairing the current task often set by the Task Code gt Output To The device such as a printer or pager the WR will be delivered to on Dispatch often set by the Task Code Assigned To employee or by Pooling gt Estimated Time The amount of time displayed in days hours and minutes the task is expected to take to complete often set by the Task Code If you are using escalations this determines how long a ticket is open before being sent to the MOD gt Grade The amount of points deducted from the location s score while this WR is open often set by the Task Code gt Priority Filter The priority assigned to this WR or a Filter number used for reporting often set by the Task Code gt Duplicated
62. cation kd Col 4 Description ki Col 7 Duration kd Col 10 None ki Col 2 Guest k Col 5 Status Col 8 None Col 11 None Col 3 Guest Name kd Col 6 Assigned To Col 9 None kd Col 12 None kd Custom Views Display Tab Display Tab The Custom Views Display Tab contains 12 fields that can be used to determine the display columns for the currently selected view Order Users can adjust the order or set a default view that best works for their role in SynergyMMS To set a custom view as default use the order arrows to move the view to the top of the list Once this 1s set this will be the way WR are viewed Filters The WR Filters allow for fast and simple filtering of the WR list To turn on Filters click the Funnel Icon Y in the Work Request List Title Bar then click Show Filters The Filter fields appear above each displayed column header Type in any Filter field to limit the currently displayed view of WR to only those WR with matching items Copyright Systems Associates Inc 2005 2012 Page 4 19 SynergyMMS Work Requests eS en oe Click here to display Filters Open Completed Deleted Open Incomplete Pending Closed Customize query Custom Views Menu Type in any filter to apply to WR List oz 5 Synergy Work toes y n 2 Synergy Work Kequests Sans Ci 146 Open re ari St lt unfiltere lt unfiltered gt lt unfilt lt u
63. ch and log into SynergyMMS Select Inspections from the Toolbox The Security Inspection form will display to automatically download and process scans Enter Comments as necessary in the provided field If Comments are entered you will need to click the Save button to process downloads Note If either the first or second scan is incorrectly entered you will be prompted to select the appropriate Employee and Inspection name from the provided drop lists If this is necessary you will need to click the Save button to process downloads Installing SecureScan on a Workstation This application is designed to work with a Windows computer workstation and not a terminal SynergyMMS SecureScan utilizes aspects of the workstation that are not available on remote terminal hardware devices To configure handheld scanner for use with SynergyMMS Security Inspections l 2 Install batteries in handheld scanner Plug the handheld scanner cable into available COM port Do not connect the scanner to the cable at this time Copy Bcs dll from provided CD to C Windows system32 directory 3 4 Launch SynergyMMS 5 Press and hold the Ctrl key and click Inspections icon in the Toolbox 6 7 8 9 1 Connect handheld scanner to COM cable Click OK on the dialogue box to indicate the scanner 1s connected SynergyMMS Inspections will configure the handheld scanner Disconnect scanner from cable when complete 0 Click Cancel on the dia
64. ch as a Preventive Maintenance inspection a form like this one will display with a series of steps or questions Clicking on the radio button under the green V indicates the question is answered with a positive response and there is no problem Clicking on the radio button under the red X indicates there is a problem and will automatically open a new work request form for you to complete The is a link to input comments on any one question item For instance one item might ask you to take a reading on a meter or gauge Clicking on the will allow you to enter comments for that item as shown in the next screen At the bottom of the form you can enter comments for the entire inspection record your duration and click Done to complete the inspection Clicking Reset at the top of the form will reset all answers and eliminate any comments allowing you to start over When clicking on the icon on the inspection form and new form loads with the inspection item above allowing you to enter notes You can enter new notes edit the notes that are currently there or cancel Once you are done you will be taken back to the inspection form Page 7 6 SynergyMMS SynergyMobile When you return to the inspection form any items that have notes associated with them will now have an instead of the This is your indication that you have notes on that item You can go back to those notes by clicking on the
65. cted Not Connected Not Connected Not Connected Not Connected Not Connected E Occ x x x x x x lt x x x x x x x x x x x x x x x x _ Generate PM on Demand view by Location PMs These filters affect the Location PM list shown in the left pane of the form gt Frequency Filters Location PMs based on the selected Frequency gt Repair Department Filters Location PMs based on the selected Repair Department gt Repair Trade Filters Location PMs based on the selected Repair Trade The list on the left side of the PMoD form contains Equipment and displays the following column gt Name The name of the Location PM Copyright Systems Associates Inc 2005 2012 Page 5 19 SynergyMMS Preventive Maintenance The list on the right of the PMoD form contains all the Locations available within SynergyMMS The Locations list displays the following columns gt gt gt Name The Name of the Location Last Opened The last date the PM was generated for the selected Location Last Completed The last date the PM was completed for the selected Location Next Generate Contains one of the following indicators a date when the PM is next scheduled for the currently selected Location an indicator how many days the PM is past due to generate PMs not connected to the selected Location display Not Connected Occ The Occupancy indicator of the Location indic
66. d by more than one Department leave None in this field Type Select the part Type from the drop down list If the Type desired is not available it must be entered into the Codes area of Setup This will allow filtering by Type on the Inventory List and Inventory Reports Inv Units This is the unit of measure the inventory item is used If the unit is not available it must be entered into the Codes area of Setup Preferred Cost This is the best price based on information in the Vendors tab This field is filled in automatically and cannot be edited on this tab Reorder This is the reorder quantity When the QOH falls under this the item displays on the Shortage report for reorder purposes Quantity on Hand List only This number displays the total number of parts within the facility This field cannot be edited The number found here comes from the Storage Location tab All editing of this quantity must be done on that form As parts are issued this number will update automatically Vendors Tab Vendors can be connected to this inventory item Once connected a price can be set as well as a preferred status can be assigned Details Description Vendors Storage Locations Not connected Connected Name test_vendor 1 test_vendor 2 test_vendor 3 test_vendor 4 test_vendor 5 ka ai test_vendor 35 test_vendor 33 Vendors Tab The best price is highlighted yellow and is automatic
67. d the model number of the unit Serial Number Record the serial number of the unit Frame Type Record how the motor mounts 1 e c face frame shaft Horsepower Record the stated HP of motor Output Shaft Record the size of the shaft in inches 1 e 1 2 to 4 Motor Speed Record the motor speed in RPM Operating Temp Record the operating temperature in degrees Electrical Data VV VV VV VV VV WV Feed Transformer This field can be used to record voltage in voltage out and size in KVA for the unit 1 e 440 208 10 KVA Copyright Systems Associates Inc 2005 2012 Page 2 18 v SynergyMMS Setup Panel Disconnect Record the name of panel from which it receives power VV VV VV V WV Fuses Breakers Record the size and model of fuses breakers used Voltage The power supplied to the unit Specified Record the manufacturer s specification Actual Record the actual measurement of the unit Amperage The measure of load on the unit Specified Record the manufacturer s specification Actual Record the actual measurement of the unit Phases Record single or three phase gt Note Data Sheet This is a catch all sheet that will cover many needs O O O Title The title given to this sheet to identify it Date The date the note was recorded Note Record general note information gt Pump Data Sheet This sheet is like that of the fan except it is tailored for liquid since
68. e LAUNDRY LINT BLOW DOWN QUARTERLY Fas Trax Comments 1 BLOW GUT LINT WITH COMPRESSED AIR View 2 SIGN DATE AND RETURN COMPLED FORM The Full View Note The Full View Title Bar and its resizing buttons may appear in a different color than displayed here due to the Appearance Settings of your PC The buttons will minimize and resize in the same fashion no matter what their color or appearance Copyright Systems Associates Inc 2005 2012 Page 4 10 SynergyMMS Work Requests The Work Request List The Work Request List displays the information in a similar manner as the FasTrax Progress Panel C fi Duration color lick here to access advanced filters indicates how Number of WRs in progress canna Click here to print appears in the Title bar WR view m 146 Open Work Requests unfiltered gt lt unfilt lt unfiltered gt cunfiltere lt unfiltered gt lt u mfiltey ed gt unfiltered gt lt unfiltere unfiltered gt WR Location Gst Guest Name Description Status TESS Sim es Date foamed 793356 Telepho B1 Check In Bags up fox fox 4d 20 05 6 8 2012 2 1 793357 ADMIN test test s fox fox 1d 23 13 6 7 2012 L 793358 AVW DI PO PROP OP DEPT fox fox id 2t11 6 11 2012 i 793359 ADMIN test est af fox fox id 20 37 6 11 2012 ii 793360 61 18 test test fox fox ido4 28 6 12 2012 5 793361 AVW te
69. e PM Calendar deals with forecasted PM s an instance cannot be rescheduled prior to the current day e Multi select of PM WR instances on the Daily PM view will not allow changes to the Scheduled For Date e Multi select of PM WR instances on the Daily PM view will allow changes to Assigned To employee e Sliding Mode PM s Scheduled For Date cannot be modified only Assigned To employee may be changed e Regular or Absolute PM s allow for Scheduled For Date changes within their frequency on single select e Changing a single PM instance through the Daily PM interface will not affect future generation of the schedule e PM s with a frequency of Custom show on Sundays only e Ifa forecasted instance of a PM WR is deleted there is a record added to the transactions table for tracking if needed The PM Calendar offers a control over the property s Preventive Maintenance in SynergyMMS Copyright Systems Associates Inc 2005 2012 Page 8 26 SynergyMMS Reports Chapter 6 SynergyMMS Reports Reports allow users to display the data within SynergyMMS in a variety of formats Each area of Synergy MMS has corresponding reports that can be filtered in numerous ways The look of the report is configured in the Report Settings The displayed report contains many tools to help interrogate and export the data SynergyMMS also allows users to save defined reports as Favorites and then set those Favorites to b
70. e an Email Schedule the Frequency needs to be set to None Copyright Systems Associates Inc 2005 2012 Page 6 13 SynergyMMS Reports eao oO ae is SynergyMMS Auto Generated Report Email Message HTML y ae 1 e a ee T Cia l Message Add Ins Adobe PDF r r sh i _ PIHAA 82 ay Related Reply Reply Forward Delete Moveto Create Other Block Not Junk Categorize Markas to All Folder Rule Actions Sender g Unread be Select Respond Actions Junk E mail Options F Find Support SynerqyMMs Sent Mon 9 28 2009 4 05 PMI To Kim Cheatwood Cc Subject SynergyMMs Aute Generated Report Email A report has been auto generated and e mailed to vou from Synergy MMS Please click the link below to view the report in PDF format Report Description Morning Report Typical example scheduled report email with PDF link Copyright Systems Associates Inc 2005 2012 Page 6 14 Chapter 7 SynergyMobile Info and User Guide Welcome to SynergyMobile a module of the SynergyMMS maintenance management software solution SynergyMobile is a thin client solution that offers flexibility in deployment by placing almost no requirements on the client This means that SynergyMobile can operate on a Blackberry Android iPhone or Windows Mobile device With SynergyMobile users can create edit and complete work requests as well as conducting room equipment inspections based on multi step question lists Users can record r
71. e emailed to specifically selected individuals on a customizable schedule To access Reports click the Toolbox and select Reports A menu will display showing the different areas of reports available based on user rights Work Request Reports Preventive Maintenance Reports Setup Reports Employees Inventory Reports Equipment Security Inspection Results Inspections Fools Rooms Task Codes Reports Menu with Setup reports displayed Copyright Systems Associates Inc 2005 2012 Page 6 1 SynergyMMS Reports Reports are divided into the following areas Work Request Preventive Maintenance Setup Inventory and Security Inspection Results The Setup Reports are further divided into the following areas Employees Equipment Inspections Pools Rooms and Task Codes Report Settings The Reports Settings display is made up of four tabs Favorites Format Filters and Details Each tab contains controls that allow users to customize Favorites select filter and sort the information to be displayed Favorites The Report Favorites Tab is always the first to display even if no Favorites are available This tab allows users to quickly select a report Favorite for viewing or save a Favorite of their own Using Favorites can save time Favorites are user specific Favorites Format Filters Details Report Email Schedules 17 Report Favorite s Name f Annual Trend by None
72. e or on reports if needed VV VV WV By default a duplicate WR based on matching Task Code and Location is not allowed If a duplicate request is entered a new WR will not be created Copyright Systems Associates Inc 2005 2012 Page 4 1 SynergyMMS Work Requests However SynergyMMS will record the number of times a WR is requested as a result of the duplication attempt and append any comments entered on this new work request to the original work request This feature is a Property Preference and may be turned off to allow duplicates to be created See Preferences to do this The QuikTicket The QuikTicket is the most basic interface for creating WRs In fact that is all it is designed to do This small interface will display in most internet browsers including those on smartphones Check this box if the WR Type the Guest s is related to a Guest name here Pick the Task SynergyMMS O Ticket description for the WR Pick the Location for from this Droplist Guest _ a the WR from this cation None Droplist Add additional comments and detail Comments here Click here to submit the WR to S MMS ynergy Click here to clear all the fields of the QuikTicket form QuikTicket Display The fields and buttons used on the QuikTicket form are as follows Guest This checkbox indicates if this WR is related to a guest Guest Name The text field next to the Guest checkbox is for the guest s name Location
73. e the norm but if a property wants to customize the process SynergyMMS allows for this Note In Version 2 of SynergyMMS when Pooling with Auto Dispatching was turned on and a user created a new work request the Dispatch button was dimmed out With Version 3 and the ability to override the Pool this is not the case Note If you are in pooling mode and have auto dispatch selected for the desktop saving the work request will also force the dispatch into the appropriate Pool Once the work request is saved it will auto dispatch and the status icon in the Work Request list will reflect this At this point if needed the work request can be selected and dispatched again The user will be prompted to allow the dispatch to fall into the pool or to select a specific output Care needs to be taken when setting up Pools If a WR is created outside the time of a Pool it will not go to the device until the Pool is active Itis also important to ensure Pools are created to account for all necessary scenarios and ensure all work is properly handled Fortunately there is no limit to the number of Pools you can create making SynergyMMS quite flexible The Status of the work request as well as the Dispatching tab of the Work Request should be monitored to confirm dispatches are going to the expected outputs Copyright Systems Associates Inc 2005 2012 Page 2 33 SynergyMMS Setup Due to the way Pooling changes the output process there is
74. eadings during these inspections to help track trends An optional Inventory module also exists allowing for check in check out and audit functions of inventory System Requirements As indicated previously SynergyMobile utilizes a thin client approach allowing use on many different devices Supported devices include Blackberry handhelds like the 7100i and 8 700 and smart phones like Androids or iPhones The primary requirements for the application are a sufficient browser Pocket IE or sufficient emulation support for javascript and cookies SynergyMobile being a live application can run either via WiFi or cellular network allowing flexibility in deployment and real time interaction with the system Connectivity As with any live application connectivity is required for interaction with the system In the average environment however it is possible for dead spots to exist in the network coverage envelope SynergyMobile has built in connection recovery technology that remembers the last status of the application in the event of a signal interruption No need to worry if you are halfway through a complex and lengthy inspection any answers comments or work requests that were recorded will be restored once the connection is reestablished within reasonable time Network speed can also affect performance and initial test data indicates that WiFi is the fastest followed by high speed cellular networks such as EDGE GSM
75. ed This is in place for a future release Completion The Completion Code is used to record the various reasons for completing a Work Request Example Your hotel may call the guest back after a Work Request is completed but before the Work Request is closed You can mark the WR using the completion code Called Guest for tracking that the guest has been contacted and is satisfied with the work completed Copyright Systems Associates Inc 2005 2012 Page 2 5 SynergyMMS Setup Departments The Department Code is used to group employees together based on what they do at your hotel This Code helps divide areas of responsibility and is important to sharing information with your team in SynergyMMS This is also used for Pooling and Escalation grouping Trades The Trades Code is used as a sort option for task codes and work requests as a way to group work Example Electrical HVAC Plumbing This is also used for Pooling and Escalation Inventory Types This Code is used to group different types of inventory items for reporting purposes Equipment Types This Code is used to group different types of equipment for reporting purposes User Defined fields These three fields can be used to create customized Codes These fields default as User Defined 1 User Defined 2 and User Defined 3 These Codes can be used to represent different renovation projects or record guest compensation They can allow for many ways of grouping o
76. elected items between lists All Moves all of the items between lists Copyright Systems Associates Inc 2005 2012 Page 1 10 SynergyMMS Setup Chapter 2 SynergyMMS Setup Setup Basics The Setup area of Synergy MMS contains many elements that make up the foundation of the application Each of these elements is grouped into a tab of information on the Setup form Below is the layout of the Setup Form Currently selected tab Filter to turn on searching Other tabs of Setup lists Number of records in list oo Employezs Tzr Codes Locations Equipment Codes Outputs Inspections Pooling Preferences 454 Current Employee s lt unfiltered gt lt unfiltered gt i ob _ J m unfiltered gt oyee Info Security Files Currently selected record Employee apple ANTOINETTE General Personal kmg W Can Be Assigned Work Can Be MOD pame last first aan moe toinette avancena hilton com Department Bse O Output Pore Email a Setup Editor Layout Additional Employee information grouped into tabs Blue color shows currently Function buttons apply to sorted column current record Note The tabs displayed at the top of the Setup are based on user rights they may or may not display based on the rights of the user Copyright Systems Associates Inc 2005 2012 Page 2 1 SynergyMMS Setup Function Buttons The Function buttons at the bottom of the Setup Editor
77. ends on the Inspection Type Copyright Systems Associates Inc 2005 2012 Page 2 22 SynergyMMS Setup Inspections Tab The Inspections Tab contains the basic information for the Inspections Required fields are Name Type and Barcode Name Name of inspection required field Description Description of inspection Department Department responsible for performing inspection Type Inspection type Security or PM required field Trade Trade within department responsible for performing inspection V VV VV WV Barcode Barcode number associated with selected Security Inspection required field Connections Tab The Inspections Connection Tab displays the Inspection Items associated with this inspection Inspection Items are the individual questions or locations that make up an Inspection They are connected to the selected Inspection through this interface Moves selected item from Moves selected item from Not Connected list into the Not Connected list into the Connected list Connected list Inspections Connections Not Connected Connecced Question Adjust fine tuning if necessary AIC unit Check operation Phones Thermostat secure and Functioning Filters and grills clean Check dialing instructions labels Check all service keys condensate Water drain clean Hallway Bedroom Door ote any defects Moves all items from Inspections Connections Tab Moves all items from
78. ent Codes Outputs Inspections Pooling Preferences Check In Bags up Check Out Bags down Room Change Deliver MiniBar Key Delivery of other items CIQ Chiller Plant Alert SAI has an alarm Pl PROP OP DEPT INSPECTION WORKORDERS REQUEST BATHROB REQUEST BATHROB REQUEST ROLLAWAY BED REQUEST BABY CRIB Description Details TaskCode B1 Task Code Bi Description Check In Bags up Task Codes with Descriptions Tab Description Tab The Description Tab contains the two required fields for a Task Code Task Code and Description These fields are displayed in Work Requests gt Name Task Code name must be unique required field gt Description Task Code Description required field Copyright Systems Associates Inc 2005 2012 Page 2 41 SynergyMMS Setup Details Tab The Details Tab of a Task Code contains additional information which can be used to populate the corresponding fields in a Work Request TaskCode B1 Repair Dept BELL x Est Time 0 gt d 00 00 Repair Trade BELL Voice Number 0 Priori 99 Category Delivery Pickup Linked Task B2 Check Out Ba Sort Order 0 Issue Dept BELL User Defined 1 None od Assign To None User Defined 2 None Grade Output To Pooling User Defined 3 None Task Code Details Tab gt Repair Dept Department responsible for performing the Task gt Est Time Estim
79. ent by either barcode or keyword If barcodes are not an option you can enter a keyword such as ball for ballrooms or 07 for any location that includes a 07 in the name This will return Submit 207 307 and 1107 as possible options If your keyword or barcode search returns a match the matching items will appear in a list below the search boxes The barcode search will likely return only one value besides the All or None options A keyword match such as ball on the left will return the ballrooms or any other room EAST BALL RM that matches on ball The search is not GRAND BALL RM case sensitive so ball will return matches WEST BALURM with BALL or ball Copyright Systems Associates Inc 2005 2012 Page 7 3 WR Loc 3 12002 4 792 2000 792 2004 4009 4008 2662 2007 e5 6001 Fe A 5 i Pd 9 i vn J N r io W WH WwW Ww icD ica coi coi cnc CD men en tn gt f 00 1 ci cn Description Room PM Regular Msinte it io ww re w 5 Q OD Dio O 4 O T v it a Cc ti Ej w J aa O mM C MOIR in r S i gt i3 O C u ve i 2 i G lt OOo an est Recuest Toothbrush w Ma H a Deliver Guest Laundry Bath Light Out Work Request Screen Navigation FVU uu J Iy wr 2662 2007 Guest Reguest Toothbrush Copyrig
80. ent view of what happened in the property yesterday This report is great for morning meetings SynergyMMS Version 3 All Open and Closed Work Requests by Trade 8 16 2012 Details from 8 16 2012 Report Produced By SAI Report Reviewed By Manager On Duty Internal Calis 3 Guest Calls a Occupied Rooms No PMS data avallatie Taskcode Description 101 ENTRY DOOR LOCK DOES NOT OPER 7 HVAC UNIT IS NOISY 1 INSTALL ELECTRICAL POWER FOR HE 167 BATHROOM MIRROR NEEDS REPLACI 71 HVAC ROOM TOO COLD Total Completed Guest Calls Top Ten by Trade Completed Internal Calis Top Ten by Trade 8 16 2012 Cnt Avg Minutes Net Assigned 2 3 x 252 HSKP_PM a a a a Sub Total 2 3 30 252 Duplicated Guest Calls for 8 16 2012 Copyright Systems Associates Inc Morning Report 2005 2012 Page 6 5 SynergyMMS Reports o Aging Aging reports look at productivity comparing time it took to complete work compared to the Estimated Completion Time ECT Aging criteria is set in the Codes gt Aging area of Setup picture insert SynergyMMS Version 3 All Open and Closed Work Requests By Assigned To 1 1 2012 8 17 2012 SS Se i Se aar ae aS SRO Guestca lls 100 0 0 05 0 0 0 0 0 6 0 o 0 0 2 100 0 0 0 appie ERIC 0 0 0 0 0 1 1 0 0 0 oo 100 0 0 0 apple Jose 0 0 0 0 0 4 7 1 0 0 00 1000 0 0 baker ADELA 0 0 0 0 0 1 1 0 0 0 0 0
81. epair Dept all Trade fal x ee n Clicking this will provide a print out of the needed parts for the PM s that are showing with applied filters Copyright Systems Associates Inc 2005 2012 Page 8 24 SynergyMMS Preventive Maintenance 1fl Gh Whole Page O B Backward Forward F Part Storeroom Preferred Yendor INCANDESCENT TE 15N 1 1070 HD Supply INCAMDESCEMT T6 15 HD Supply COUNTRY LO HD Supply SynergyMMS Version 3 SFOFHHH Parts Needed for PMs 1 1 2012 12 31 2017 Ory Each Markup Cost Be 0 45 0 005 43 65 0 0 45 0 00 0 00 136 41 80 0 005 244 50 Totak 20845 The Daily view shows details of the PM WR due to generate on the day selected It is on the Daily view that editing of an instance of a PM WR that is forecasted to generate in the future is allowed Schedule Items For Date Saturday March 31 201 amp 39 PM Schedule Item s WR Ita Schedule Name D ipti 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sink 1 dean room2 dean sin
82. equests Work Request Dispatching WRs can be sent or dispatched to a number of different devices These devices are listed in the Outputs area of Setup SynergyMMS can be configured to dispatch to selected Output Devices or to a designated Pool for processing If the WR is of a high enough priority it can be Escalated to an assigned Manager on Duty MOD if the work is not completed within a predefined amount of time The mode of dispatching Output Devices Pools and Auto manual is selected in the Preferences Dispatching Tab of Setup Output Devices Output Devices can be any valid item in the Outputs area of Setup WRs can be dispatched to a specific Output Device This device can be selected by the Task Code by the employee Assigned To the WR or manually selected at the time of Dispatch An output can also be assigned based on an active Pool if Pooling is on Where the WR has been dispatched to along with each response from the device will show on the Dispatch tab A WR may only be dispatched to one Output Device at a time in Outputs mode Users wishing to send a WR to multiple devices must dispatch it once to each device When a WR is dispatched more than once the user will be prompted to select an Output Users will also be prompted to select an Output if no Output Device is already assigned to the WR A WR can be dispatched to an Output Device at any point in the life cycle of the WR up to the point the WR is Closed Once a WR is Clo
83. er Rinse Arms VW Ecologizer M Electrical Panel A Elevator Cabs Q Emergency Generator W Exhaust Fan M Fan Centrifugal SA Fire Pump Electric M Fire Pump Engine Driven W Not Connected l Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected Not Connected eneee PM on Demand view by Equipment These filters affect the Equipment list shown in the left pane of the form gt Location Filters Equipment based on the selected Location gt Department Filters Equipment based on selected Department gt Type Filters Equipment based on selected Type The list on the left side of the PMoD form contains Equipment and displays the following columns gt Name The name of the Equipment gt Type The Type assigned to the Equipment Copyright Systems Associates Inc 2005 2012 Page 5 17 SynergyMMS Preventive Maintenance The list on the right of the PMoD form contains all the Equipment PMs available within SynergyMMS based on User Rights The Equipment PM list displays the following columns gt Name The Name of the Equipment PM Schedule gt Last Opened The last date the PM was generated for the selected Equipment gt
84. ergyMMS Those users new to Maintenance Management with SynergyMMS should know that you have all the tools you need to run your property effortlessly and entirely This document will serve as an introduction to the new face of Maintenance Management You may not often think of it this way but maintenance is not limited to the Engineering Department In fact Engineering plays only one part in the maintenance process and cannot hope to accomplish all that needs to be done without the participation of the other departments Following is a look at the primary challenges of integrating the other departments and the SynergyMMS products that support their efforts into the maintenance process Housekeeping needs a way to conveniently report issues from the guestrooms SynergyVoice or SynergyMobile They often see maintenance issues but may have difficulty reporting issues accurately and in a timely manner Many Housekeeping departments also want a way to track and assign rooms for cleaning PerfectRoom Front Desk PBX needs a way to quickly enter issues FasTrax or QuikTicket and get them into the hands of the right people Pooling or Outputs dispatching They do not have time to spend finding people or writing lengthy descriptions of work Task Codes Management needs to know what issues are in need of attention when those issues happened and how often issues are happening Reports Scheduled Emailed reports Often management cannot get the
85. es Inc a iach 900 Lehman Ave Bowling Green OH 43402 1 800 433 9855 Main Application Portal MAP The MAP will fill the monitor window when it first displays but it can be resized using buttons at the right end of the MAP Title Bar The Title Bar also displays the current version number of the SynergyMMS This number is helpful in Technical Support issues Note The MAP Title Bar and its resizing buttons may appear in a different color than displayed here due to the Appearance Settings of your PC The buttons will minimize and resize in the same fashion no matter what their color or appearance Copyright Systems Associates Inc 2005 2012 Page 1 6 SynergyMMS An Introduction The Message Center The Message Center with its pop out tiles contains property statistics as well as information from SAI regarding SynergyMMS for your property or updates gt SynergyMMS Desktop v3 0 13 SynergyMMS Version 3 sai til For Support contact Systems Associates Inc Email support synergymms com Phone 800 433 9855 Normal Hours 8 30 5 00pm Eastern After Hours Emergency 800 433 9855 follow the prompts and leave a name number and the property you are calling from along with a brief description of the problem at hand L L L How many WR have been created via the Iphone App 1 workrequests have been created by the iPhone app Systems Associates Incorporated SynergyMMS Version 3 0 Feat
86. ess Three fields provided for the employee s home address gt Phone This field can be used for either the employee s home or work phone number gt SS Number The employee s Social Security number gt Birth Date The employee s birth date clicking the drop list will display a calendar date selector gt Comments An area to record comments regarding the employee Employee Info Tab The Employee Info Tab contains information that relates to certain aspects of Work Requests The information stored on this tab is considered optional depending on what other aspects of SynergyMMS are in use General Personal Employee Info Security Files Employee Farmer Jeffery Barcode 2175 Regular Pay Rate 15 50 Hire Date 6 15 2011 hd Over Time Pay Rate 23 25 Review Date 6 30 2011 Special Pay Rate 25 00 Employee Info Tab gt Barcode The field holds the barcode number associated with the employee currently required for Security Inspections SecureScan add on module gt Hire Date Date employee was hired clicking the drop list will display a calendar date selector gt Review Date Date of employee s next performance review clicking the drop list will display a calendar date selector gt Regular Pay Rate Employee s regular hourly rate of pay gt Overtime Pay Rate Employee s overtime hourly rate of pay gt Special Pay Rate Employee
87. evice to basically activate or deactivate the device that is defined in the pool Synergy Setup The Painter Pool is defined to dispatch to the rE appropriate outputs any PoolName Group Type work requests created in ann a SynergyMMS from ll mea B Lai a Monday through Friday between 7 00am and 4 00pm regardless of its status as a guest call and which has been assigned Pool Name Painter to the trade of PNTR As Call Type Group Options Z Guest Internal C Dept Trade prr x you can see Pools can 24 00 48 00 be defined for a very circumstances On Time 0700 Off Time 1600 Dispatch Interval fis min Employees Task Codes Locations Equipment Codes Outputs Inspections Pooling Preferences Pool Details Tab Movement between the devices in a Pool is controlled by the time set in the Dispatch Interval field on the Detail form Copyright Systems Associates Inc 2005 2012 Page 2 29 SynergyMMS Setup Details Outputs Locations Pool Eng Pool Not Connected Lm Order mame w Cascade 1ENG 231 None 2ENG 230 C Balance 3ENG 362 4ENG MAL TA 4 5 RODRIGO SENG MAL ma Alrate nail Pools Outputs Tab There are two ways for the Pooling to handle the distribution of work They are the Cascade and Balance modes Cascade Mode In this mode SynergyMMS always sends the work to the connected devices in the order they appear in the connections list Devices in t
88. f work requests for reporting purposes Room Type This Code is used in the Locations list for added reporting and filtering capabilities It represents major types of locations such as guestrooms corridors public areas and back of the house locations Units This Code is used for units of measure pounds inches meters liters in the Inventory Costing add on module Loyalties This Code is used with PerfectRoom to code the preferred guest code based on the PMS Time to Check In This Code 1s used with PerfectRoom to code times before check in Room Layout This Code is used with PerfectRoom to define the room layouts Copyright Systems Associates Inc 2005 2012 Page 2 6 SynergyMMS Setup Employees The Employees List is used to store information pertinent to each individual employee Here you can add delete or edit Employees or simply review the list The information in this list will be used in the Work Request Preventive Maintenance and Task Code areas of the program Sorted by Last Name Synergy Setup Seles Employees Task Codes Locations Equipment Codes Outputs Inspections Pooling Preferences 79 Current Employee s Last Name First Name _ Department Ebert Paula HSKP Eckert Johan EXEC Falcone Alberto FD amp BEY Fallon John L Farmer Jeffery ENG Fouts Sandra HSKP Frank Bill FRONT General Personal Employee Info Security Files Employee Farmer Jeffery V Can Be Assig
89. files will show on the PM Full detail report as a link see picture on next page and are only accessible if you are viewing the report electronically Note Attached files are limited to 1 mb You can Connect already uploaded files and move them to the Connected list Equipment ACU 007 Not Connected Connected Phones_SanyoTaho JPG phones_ titanium reply process2 JPG SMMS_FF_4 PMs pdf Copyright Systems Associates Inc 2005 2012 Page 2 20 SynergyMMS Setup SynergyMMs Version 3 Open Work Requests PM Full Detail Lise appropriate lockout procedures Lise appropriate safety equipment Work Request H 722006 Locatie B2 BLD 3 Reported Be SAI Equipment 4CL O0F Assigned Te gold KARY User Defined 1 Hone Task Inge 299 User Defined 2 Mone Repair Dept eng User Defined amp Mone Trade EMG Printy 39 Reporting Dept eng Opened 12 28 2011 Output Starbek 12 2 2011 Est Time ih 00mm Closet Descriptor 399 CHILLED WATER PMF SENTA ALS LHE PIP AMD MOTOR FOR PROPER OPERATI 2 CHEE MOUNTING BOLTS HECE FOR VIBRAITOM OR MOE 4 LUBE AS MEEDED CLIMSPECT OF REPAR ALL MG CHIME SAROI REPORT MISSING OF DEFECTIVE GUARDS Location Attachnrents Equipment Att ahments Fhones_SanyoTaho Pa phones titanium reply processz Pa SMM FF APIs p Equipment Information Serves LOCOTED IN MACCHIE RM AT REAR OF A Model Number test 1 Installed Date 01 01 1990 Serial Numbers 9033492458 Warranty Date 01 01 1990 Manufacture COF
90. fter a WR is completed and prior to being closed Multi selection Multi selection allows a user to apply functions to multiple WRs with one action In this way several WRs can be completed or dispatched at one time WRs can be multi selected by dragging the mouse while holding down the left mouse button or using the Control key Ctrl for different effects The Control key Ctrl when held down while clicking a WR record will add the selected WR to the current collection This allows non adjacent WRs to be added to the selected group The Right click Menu The Right click Menu allows users to apply functions to any selected WRs Right clicking a WR record in the list will display the following options menu Add Cbrl Ins wnolicate Functions disabled Duplicate due to user rights will Keyboard shortcuts appear in grey here displayed with Save Corl s functions Schedule For brl H Dispatch Corl D Close Cbrl E View Full Detail Report Transfer Ctri T Delete Cbrl Del Apply Changes CorlH4 Work Request Right click Menu Most items on this menu have similar features to the functions buttons we have already covered Those not previously covered are listed below gt Schedule For Allows for access to forward scheduling of WRs gt Transfer Used to change the Reporting Department to that of the Repair Department Depending on the logged in user s rights WR may be removed from that particular
91. give you access to frequently used features e Add Press this button to add a new record Pressing Add automatically saves the record you are on before starting a new one This is helpful when entering large numbers of records as it allows you to move from one to the next with only one click e Save Saves the current record that you are working on e Cancel This will undo any changes you have made to the current record since it was last saved When adding a new record this button clears all the fields and returns you to the last record that was selected Right Click Menu The right click menu allows users to access several other features if their user rights allow 79 Current Employee s Last Name First Narr Ebert Paula Eckert ar Johan Duplicate Fallon John Farmer Jeffery Fouts Sandra Frank Bill Right Click Menu e Delete This feature allows you to delete the currently selected record s e Duplicate Here you can quickly copy the basic information of the selected record and use it to make a new record This feature 1s disabled if you have more than one record selected e Apply Changes This option is only available in the following areas of Setup Employees Task Codes Locations Equipment Inspections With this you can update common information in a group of selected records This feature is only enabled if you have more than one record selected Note Drag and hold down the lef
92. guring out when a particular PM is due The process is very straightforward and involves the following Enter the Name of each PM Schedule Define the Frequency of when the PM is to be performed Select a Starting Date VV V WV Describe the details of what is to be done this may be done using a pre existing Task Code or list of Inspection Questions v Connect the PM Schedule to the appropriate pieces of Equipment or Locations Copyright Systems Associates Inc 2005 2012 Page 5 2 SynergyMMS Preventive Maintenance PM Schedules The PM Schedules form provides users a simple interface for detailing the work they wish to schedule The form has two main sections The PM Schedule List and the PM Details The PM Details are further divided into five tabs of information for easy navigation Work Definition Questions Tasks Schedule Connection and Parts assumes the Costing Module is included PM Schedule List eng eng eng None None eng eng eng None None None None None g CONDENSING UNIT WK 10 CONDENSING UNIT WK 11 CONDENSING UNIT WK 6 CONDENSING UNIT WK 7 Work Definition _hoyiestions Tasks Schedule Connection Parts rM Schedule CHILLED WATER PUMP SEMI ANNUAL Click on a tab t 0 Schedule Name CHILLED WATER PUMP SEMI ANNUAL display p Schedule Type Issuing Dept eng lt Spec Projects ons e Equipment Location more info Repairing Dept eng User Defined 2 ons
93. gymms net provided by SAI The e mail is very simple it consists of the following Cancel Claiming an Output Device 6 space employee number to claim a device For instance employee number 12345 would send an e mail to PropertyCode synergymms net It would simply say 6 12345 When the team member is done with the shift they will send another e mail to the same address preceded by the number 7 example 7_ 12345 This will unclaim the device Claim 6 space employee number Unclaim 7 space employee number Copyright Systems Associates Inc 2005 2012 Page 2 31 SynergyMMS Setup The feature must be enabled by SAI Note The Start Stop See Work Request area process works in combination with the Claim Unclaim function as a device must be claimed before it can Start or Stop recording a time on a WR Along with the ability to set Locations up Pools that are for specific a o f trades departments schedules and guest internal requests Details Outputs Locations Pool HSKP Runner AM M F FL 1 4 you can also take each Pool a seca step further by assigning Location Room Type Flooi Room Type Flooi 1019 Guest Room Guest Room locations to a pool or zones ist floor store room Store Rooms Guest Room e iak EE This way you can have a pool th FLOOR None Guest Room i a Guest Room Guest Room that only receives work for a sf L cle Tower or guest rooms or certain floors
94. h Aging code the Aging report displays six periods of time in total The sixth period of time includes all Work Requests that took longer to complete than the fifth last period of time As noted earlier the Description of the Aging code is written in a specific manner each period of time is made up of a number and a unit of time for example 15 minutes A Copyright Systems Associates Inc 2005 2012 Page 2 4 SynergyMMS Setup letter such as M for minutes is used to represent each unit of time The allowable units of time are as follows gt M Minutes gt H Hours gt D Days gt W Weeks Note There is no unit for Months and Years To simulate these time periods use the Weeks unit 1 e 4 weeks for one month and 52 weeks for one year Code 15 min 3 hr Name fis min 3 hr Description 15 min 30 min 45 min f 1 hr 3 hr Example Aging Code The forward slash is used to separate each time frame While only the first letter of the time unit is needed in the Description the full word or an abbreviation can be used to make the code easier to read Each of the following examples is a valid Aging code gt 15 minutes 30 minutes 45 minutes 1 hour 3 hours gt 15 mins 30 mins 45 mins 1 hr 3 hrs gt 15M 30M 45M 1H 3H Accounts The Accounts is used for the various accounts that may receive invoices and is used in the Inventory Costing add on module Budgets Not currently us
95. h field 3 Click the Save button to record the WR in SynergyMMS Note When Add is clicked users are working with a new WR record that has not yet been added to the list During this operation no item will appear as selected in the WR list Once saved the new WR will appear selected in the list The Add button also performs the Save function on the current WR allowing users to add WRs in quick succession In this manner no WR record will appear as selected in the list until the Save operation is performed Note A WR can be completed or closed as soon as it is opened also Quick Open Close Simply click Complete or Close and SynergyMMS will process the WR appropriately Copyright Systems Associates Inc 2005 2012 Page 4 6 SynergyMMS Work Requests Fields not found on the QuikTicket form are listed below gt Repair Dept The department responsible for repairing the current task often set by the Task Code gt Assigned To The employee responsible for repairing the current task can be set by the Task Code The displayed list reflects the employees that can be assigned work based on the selected repair department gt Requested By The employee requesting the task if other than the person creating the WR Buttons not found on the QuikTicket form perform the following actions on the currently selected WR gt Cancel Cancels changes made to the WR since the last save gt Dispatch Sends the WR to
96. has been added to this list it may be connected to an MOD through the Output field in the Employee record Please see Employee General Tab in the Setup section of this manual for more information on assigning Outputs to MODs gt Assign MODs to receive Escalations Once eligible MODs have been designated they may be assigned to receive Escalation notifications These notifications can be grouped by Department or Trade Once these steps for activating Escalation have been completed the Escalation process applies to all WRs that are dispatched and have a Priority 1 By default Guest WRs are priority 1 automatically Priority can be assigned by the Task Code making a WR Guest related or manually setting the Priority field on the More tab to 1 A Priority 1 WR must be dispatched in order to be processed for Escalation Dispatching can be done manually by clicking the Dispatch button on the WR form or automatically if the proper setting 1s enabled on the Preferences Dispatching Tab The time an Escalation notification is sent is dependent upon the WRs Estimated Completion Time ECT Like Priority ECT can be assigned by the Task Code or manually setting the ECT field on the More tab If no ECT is set SynergyMMS will proceed as if the ECT were set to 15 minutes After a WR has been dispatched if the WR is not Completed or Closed within the ECT an Escalation notice will be sent to the assigned MOD s If no MOD is assigned in the Preferences
97. hat of the FasTrax View Click the Close button Control size and display of this view to close this view with these buttons x WR List gt 2 Synergy Work Requests Se m 146 Open Work Requests lt unfiltere lt unfiltered gt lt unfilt lt unfiltered gt lt unfiltered gt lt unfilterei unfiltered gt lt unfilttered gt lt unfiltered gt 793356 Telepho Bi Check In Bags up af fox fox 4d 20 05 6 8 2012 2 1 793357 ADMIN test test f fox fox 1d 23 13 6 11 2012 11 793358 AVW DI PO PROP OP DEFT fox fox id 21 11 6 11 2012 L 793359 ADMIN test est f fox fox id 20 37 6 11 2012 1 Currently 793360 61 18 test test fox fox id0428 6 12 2012 5 selected 793361 AVW test test f fox fox Od 22 50 6 12 2012 1 WR 793362 Telepho B2 Check Qut Bagsd None 13d 20 31 6 13 2012 L 793363 ADMIN x 17 PHd test hoo fox fox GE 6 14 2012 1 793364 ADMIN Ey 559 LAUNDRY LINT BL None GE 5 14 2012 1 Click on a 793355 580 3 amp 559 LAUNDRY LINT BL Elvis ENG BE sisj20121 tab to F e nm display more info Details More Closing Cost Dispatches Details WR 793365 Issued By fox fox eng on 6 14 2012 10 48 AM Location 5 5LD 3 Repair Dept eng z Category Artwork l Assigned To None Buttons Task Code 559 LAUNDRY LINT BLOW DOWN QUA Requested By None work as they Guest 7 do in th
98. he criteria for a Pool that is not currently active will be processed depending on the Estimated Completion Time of the WR gt ECT overlaps beginning time of Pool The WR will be dispatched once the Pool is active gt ECT is not within active time of Pool The WR will be Escalated or marked Failed based on the Priority of the WR see Escalation below The Pool can be overridden by setting the Output of the WR to a specific device if a user is granted that right Start Stop Process The Start Stop process in SynergyMMS enables a user to start and stop work on a work request from a mobile device This will allow SynergyMMS to track hours worked on requests much more accurately for costing and other purposes Two additional response numbers are sent to or from a mobile device in order to control starting and stopping work on a work request If a user enters a numeric four 4 on the mobile device and sends Synergy Dispatcher would interpret this value as starting work on the work request If a user enters a numeric five 5 on the mobile device and sends Synergy Dispatcher will interpret this value as stopping work on a work request Multiple users can independently start and stop their own work on a work request Users cannot start or stop work for another user Copyright Systems Associates Inc 2005 2012 Page 4 22 SynergyMMS Work Requests Picture on the left shows Dispatched message to Nextel HVAC ROOM TOO
99. he date on which the currently selected PM is scheduled to begin generating Generally properties are set up so that PM s generate early in the morning so a good rule of thumb is to not use the current day Copyright Systems Associates Inc 2005 2012 Page 5 9 SynergyMMS Preventive Maintenance o Repeat every X years Defaults to 1 but can be changed in the case of not wanting the PM to repeat every year Example Fire retardation test may not be necessary every year Note The Custom frequency allows user to set a recurring schedule that does not fit into one of the listed frequencies After selecting Custom users can click the icon next to the Frequency field and display a check list of 52 weeks representing the weeks of the year Users can click in the boxes to define which weeks the PM should occur The custom frequency is not available in the sliding schedule mode If using the custom frequency you must ensure that you click in one of the boxes otherwise the PM is not enabled Also if using custom make sure that your start date is before your first check Good rule of thumb if using custom would be to set the start date to Jan 1 Copyright Systems Associates Inc 2005 2012 Page 5 10 SynergyMMS Preventive Maintenance The PM Connection Tab The PM Connection Tab displays the items either Equipment or Locations associated with this schedule If you do not connect a piece of equipment or a
100. he list can be reordered by selecting one device and then moving it up or down in the list with the arrow keys on the right Device number one gets all of the work first and if it is rejected or SynergyMMS does not receive a reply in time the Pooling application will resend to the next device in line This type of scenario is good for a smaller property with fewer calls or where a Lead technician is involved Balance Mode In balance mode SynergyMMS can actually help evenly distribute the work between outputs of the pool automatically When a work request comes into SynergyMMS SynergyMMS looks up the current workload assigned to each device by calculating the ECT Estimated Completion Time for each work request currently accepted by that device Once totaled Synergy MMS then sends the work to the output of the pool with the least amount of work currently assigned This serves to ensure the work is distributed as evenly as possible and works well in busy hotels Broadcast Alerts Pooling also allows for broadcasting work to a series of devices all at once This is useful when dealing with very important or urgent issues Broadcasting alerts is easily accomplished by establishing the pool assigning the criteria such as trade and schedule and then simply setting the Dispatch Interval to 0 Setting the dispatch interval to 0 means there is no delay between dispatching to the devices in the pool thus they will all be sent the message a
101. ht Systems Associates Inc 2005 2012 665 6001 Deliver Guest Laundry AF7 TC os 794 Bsth Light Out E SynergyMMS SynergyMobile When filters are active the filter icon Y changes like this O indicate filters are currently active Having active filters means you are only seeing part of the possible data The red filter icon is a reminder of this fact Clicking on the filter icon will allow you to change or disable filters You can change filters add another filter or clear all filters To clear filters simply click on the Clear button If you have a long list of open work requests the application allows you to click through the pages either by using the gt for next lt for previous gt gt for last and lt lt for first page You can also choose a page from the list and jump right to it When viewing the list of work requests you can click on the work request number to see the details of that work request Page 7 4 Work Request Details WR 4002 Details Loc ZZ Click to edit O Guest Task 1032 TV Remote OOO Assigned To Lester Greer Comments Equip Nene c Click to edit Duration Copyright Systems Associates Inc 2005 2012 SynergyMMS SynergyMobile If the work request number you click on is a regular work request you will be taken to the work request details form Here you can edit the details of the work request by cl
102. icking on the location task or equipment including adding comments Clicking the Save button will not complete the work request but add your changes while keeping it open To complete the work request you can enter a duration in the Duration field in minutes to record your time Work that took 15 minutes is entered as 15 Work that took 1 hour and 10 minutes is entered as T0 Duration is not required but will more accurately record the time spent on a task than by leaving the field blank Once you enter a duration simply click Complete to complete the work request Clicking on either the location task or equipment buttons on the screen above will bring up the filters This will allow you to choose the proper item via barcode number or keyword for locations and equipment and keyword for task codes Just enter the search term and click Go Choose a value from the list and click Submit to update the form Page 7 5 Work Request Inspection Form Edit this WR a ee Room 4000 Item Check toilet flush Test thermostat TV Remote batteries Check fan coil unit Check telephone is the television working properly J 3 3 QDOGOQO 2 000000 Comments a Notes Copyright Systems Associates Inc 2005 2012 Duration minutes Cancel SynergyMMS SynergyMobile If the work request number you click on is linked to an inspection su
103. if 1 1990 a Le Oe Equipment with General Tab General Tab The General Tab contains the basic information regarding a piece of Equipment The only required field for this tab is Equipment Name All other fields are optional and provided for convenience gt Name Equipment name must be unique within SynergyMMS required field Manufacturer Equipment s manufacturer Model Equipment s model Serial Equipment s serial number VV V WV Date Installed Date equipment was installed click drop list to display date selector Copyright Systems Associates Inc 2005 2012 Page 2 12 SynergyMMS Setup gt Warranty Date Date equipment warranty expires click drop list to display date selector gt Department Department responsible for maintaining selected equipment gt Location Location of selected equipment gt Type Equipment type used in reporting gt CIQ Alias SAI s Energy Management System CIQ point alias See Index Interfacing with ControlIQ gt Bar Code Used in conjunction with the add on Mobile Module of SynergyMMS General Serves Data Sheets Equipment Air Handler 01 Architectural Space Building Roof Serves General meeting space 4 F gt Architectural Space Actual reference to the architectural drawings gt Serves Area equipment serves General Serves Data Sheets Equipment Air Handler 01 3 Data Sheets
104. ilable Do the sheets need to ee Is the toilet clogged Is the carpet clean ie a a the new work request is entered the user is returned to the inspection be changed A s Is the television form automatically Any work requests created from an inspection are working properly J recorded and a link to the originating question is also recorded The inspection process is very simple and intuitive and captures the necessary data to help refine the inspection process in the future Se estorba el tocador E EE Duration min AD Save Complete Manage Equipment Equipment data is easily managed with users a ATAT gt 2 53 PM 76 Gab a ATAT F 2 04 PM 78 Ga standing right in front of the equipment The AURET E meet T ARNS entire equipment database is included in the Name Air Handler 01 iOS App Datasheets are also available ae ENG Manuf McQuay allowing for further information to be stored Location Mech Room 2 against any one piece of equipment These cai Type AHU 1 1 1 i a 38K0014703 include data on motors filters electrical Panal Na Sim alai reper information service contracts etc Users can Date Installed March 14 2002 See we reference and update the datasheets on any Warranty Date March 14 2004 Arch Space A 104B J4 given piece of equipment Department ENG Serves Pine Room Location Mech Room 2 With the 10S App all of the necessary AST informati
105. information needed to make critical decisions regarding staffing or budgets Engineering are the mobile problem solvers 2 way Dispatching SynergyMobile SynergyiOS and SynergyVoice They need a way to maintain communication with the other departments while on the go so they can be aware of evolving issues They need tools that make them fast and efficient but also reliable and accurate when it comes to maintenance tasks They also need to compile information for reporting purposes Many properties have used a manual means of reporting issues over the years and while this works Synergy MMS takes it to the next level by allowing everyone to see what they need when they need it automatically refreshing as new data is added and SynergyMMS has an easy to learn interface that means seconds for entering data and mere minutes for running reports Search the Feature Focus links on our web site for details on how SynergyMMS compares to a manual process Now is the time to Empower Your People and get started with SynergyMMS Copyright Systems Associates Inc 2005 2012 Page 1 1 SynergyMMS An Introduction The Basics Here is a look at the how easy it is to install and log into SynergyMMS Installation Installing SynergyMMS on a work station has never been easier All that is needed is the web address of your property s installation of SynergyMMS Please contact SynergyMMS Support for your property s web address SynergyMMS is hosted b
106. ins the Engineering name c If no default printer exists at the server the printing process fails and no Work request are printed Note For the best printer matching results use the shortest name possible when setting up the Output Note Auto Printing is currently not available in Synergy MMS Pooling Pooling allows a property to completely automate the dispatch process of SynergyMMS The difference between dispatching work requests to a specific output and letting the Pools control the dispatch is that Pools are set up with specific rules that can send to one or multiple outputs Copyright Systems Associates Inc 2005 2012 Page 2 28 SynergyMMS Setup The goal with Pooling is to be able automate all sizes of properties and how they need to disperse work without the person that is taking the call having to think through the process or know who is on call currently Put simply Pools are a collection of business rules that determine where a work request should be sent once it is dispatched Pools can be defined for a specific department or trade guest or non guest work requests a specific time of day or day of week as well as defined locations or areas of the property Pooling is still fairly new to SynergyMMS with its introduction in version 2 and version 3 builds on its abilities with new features such as overriding the pool of a WR to force it to go to a specific device and allowing users to claim or un claim a d
107. ion Report Name This allows for customizing the report name Customized names can be more descriptive especially for Favorite reports If left blank the standard report name will display The standard name is the Report Selection title Report Style This affects the overall look of the report Each style displays information in a slightly different manner SynergyMMS has 2 main Styles of reports generally available in all areas These are listed and detailed below Copyright Systems Associates Inc 2005 2012 Page 6 3 SynergyMMS Reports Standard styles o Summary o Detail These reports display a count of the Report Selection option This would be a starting place to get a breakdown for outstanding work This count can be limited to pull out a top X 5 10 or 20 view This report can be more than one page if limits are not applied Drill down available for additional detail Graph default setting is On e Graphs differ depending on the limits of the items returned These reports display all details of the item This report is usually more than one page No drill down is available Graph default setting is off Other Work Request styles o Annual Trend This report is great to see analysis of work entered into SynergyMMS over the year as well as completed vs outstanding work F lt SynergyMMS Report Viewer M dep Prnt LY PDF Epot LY Excel Epot LY CSV Epot LY TSV Epot B A A Whole Page
108. ion gt 0 Duplication Count gt generated WRs as date Look for WRs Look for WRs with requested multiple a specific duration times Check to show Deleted WRs The Report Details Tab Copyright Systems Associates Inc 2005 2012 Page 6 9 SynergyMMS Reports The fields of this tab affect the current report in the following fashion Filtered Date Field Select from the following WR date ranges Created Started Completed Closed or Scheduled For Date Options Enter starting and ending dates in the fields provided Select one of SynergyMMS predefined ranges or enter a custom From and To dates If you are saving this as a Favorite you will want to use one of our predefined date ranges otherwise the dates will be hard coded to what you have set SynergyMMS now allows setting a time as well as a date Duration Filter for WRs with specific duration Duplication Count Filter the report for WRs that were requested more than once due to attempted duplication New page with change Click here to force the report to start a new page for each group in the report Limit Description Length Allows users to select if the WR full description should display or be limited to 50 characters to reduce the report size for printing This option only applies to Detail style reports Show Graph Click here to show a graph of the report data This option is not available for all report styles Type Select either
109. itional Text Use appropriate lockout procedures Use appropriate safety equipment Set Up Preferences PM Tab PM Tab Preferences related to PMs are listed here gt Generator Run Frequency Set how often the PM s should generate For Weekly PMs choose the day of the week for which it should generate PM s delivered daily means each day PM WR will be new in the list of open Work Request PM s delivered weekly means each week on the specified day all PM WR will display for the week This has the advantage of allowing you to know the PM work load at the start of the week Copyright Systems Associates Inc 2005 2012 Page 2 37 SynergyMMS Setup gt PM Dispatch Options Allows choice of output devices o Assigned Output PMs are dispatched according to the assigned Output Device in the PM schedule o None No dispatching of PM WR will take place gt PM Full Detail Additional Text Allows for the setting of default text that is to be displayed on all PMs when printed using the PM Full Detail report Choose your mode of Dispatch User set output vs pools Select what you want to auto dispatch 2 Synergy Setup _o a Employees Task Codes Locations Equipment Codes Outputs Inspections Pooling Preferences General WR PM Dispatch To Pools Output Device Auto Dispatch Last Device From Desktop V QuikTicket V Mobile V Voice Task Code Assig
110. k 1 dean room2 dean sink Modified PM WR will display with a highlight and show changed data Click to view Parts needed for the PM s listed Assigned To March 31 2012 Copyright Systems Associates Inc 2005 2012 Selecting an instance of the PM WR and right clicking will display the edit box as seen to the left of this text The Assigned To and Scheduled For Date fields can be modified There are rules for the edits that are allowed see Rules for editing an instance of a PM WR Page 8 25 SynergyMMS Preventive Maintenance Notice that when an instance is changed SynergyMMS displays the date the change was made and colors the instance This change does not affect the original PM Schedule Example If you delete a forecasted PM WR that is due the 10 of this month the PM Schedule will still generate a new instance of that PM WR for the appropriate date next month PM WR that have already generated will show the WR number In the case where the WR has already generated editing must take place in the Work Request view The calendar is a great tool for understanding the impact of the PM forecast on your property and your staff It is an excellent way to modify PM WR due to vacation sick time or high occupancy and can also be used to forecast staffing and inventory requirements in support of the PM program Rules for editing an instance of a PM WR e No backward movement Since th
111. lias entered on the Equipment Setup form The Location defined for that equipment is used as the location for the work request generated by the alarm Note If no Equipment is defined for the CIQ Alias or no Location is defined for the Equipment the Work Request will be generated with a Location of None making it essentially invalid When a user edits that WR they will not be able to exit the WR without first setting the location Copyright Systems Associates Inc 2005 2012 Page 9 4 Chapter 10 SynergyMMS SecureScan SecureScan is an Add on Module within SynergyMMS The purpose of this component is to allow Security personnel to complete rounds of the property and record the event using a Handheld Barcode Scanner Commn Inspection field Barcode Scan List in Employee drop list Scan Display Window drop list Security Inspections 01028 4 14 10 10 20 06 01030 14 14 21 10 20 06 01001 14 14 26 10 20 06 01002 14 14 50 10 20 06 01003 14 14 51 10 20 06 01004 1414 55 10 20 06 01005 14 14 57 10 20 06 01006 1414 59 10 20 06 i stephens howie She Lis a Rounds Security Inspections Synergy displays messages to Function buttons apply to current the user in red or black below scan the row of function buttons The Security Inspection form is designed as a simple user interface as explained in Performing a Security Inspection below Users will only need to interact with the Inspection form if the sc
112. lights and screen shots to introduce the product I Login ATAT F 1 33 PM 85 Gob Log In Asynchronous Do you have spotty cellular W1i Fi wireless in your hotel No problem The 10S App loads on your device and can run off line synchronizing in the background whenever a connection is available the app needs to be running and the device awake Clicking on this icon will force a synch when signal is available With this flexibility staff members can remain productive throughout the day without experiencing interruptions of hosted applications User sensitive Content Just what they need to see in the order they need to see it The data in the iOS application is user sensitive so lists contain only the data each user needs and program options features are tailored to each user Work requests are listed in Priority Age order so the most important aL ATAT 1 34 PM 85 GF 1006 ANG Noisy O00 work requests are always at the top of the list 2008 Bath Light Out gt j asni 3012 TV OOO Remote gt Users can also search the list of work or some other lists by utilizing i r 1034 A C too cold gt the built in barcode scanning feature This takes advantage of the aa camera on the device and can serve to quickly and easily find 2 ick aai information The QR code technology provides a much faster and more ee A TES Mech Room amp k 5 reliable scanning experience compared to t
113. logue box to exit SynergyMMS Inspections Note The Windows system directory may be renamed Another common directory path is C WINNT system32 Copyright Systems Associates Inc 2005 2012 Page 10 2
114. me must be unique required field Room Type Location type Floor Floor of the building the location is found on Building Building the location 1s found within Room Layout Style of room PerfectRoom Riser Enter the plumbing HVAC riser for the riser matrix report VV VV VV WV Max Grade Maximum grade location can achieve used in Room Rating report Copyright Systems Associates Inc 2005 2012 Page 2 25 SynergyMMS Setup gt Owner Dept Allows grouping of rooms in reports by ownership gt Notes This can be used for the architectural space or any other key notes for this space gt Voice Num ID number used when referring to selected Location using Synergy Voice interface Must be numeric no letters or other characters gt Sort Order Numeric order for sorting location in all drop list displays gt Bar Code Reference for use with barcode scanner used in SynergyMobile Outputs This List contains the Output Devices available within SynergyMMS An Output Device is any device to which SynergyMMS can send a work request dispatch These devices include Printers and E mail addresses All Output Devices entered here are available throughout SynergyMMS Synergy Setup Employees Task Codes Locations Equipment Codes Outputs Inspections Pooling Preferences Name Details JJ 2 jilanza saicorporate com a A 4194091694 snpp nextel com John s Email jclark saic
115. ment responsible for performing inspection Type Inspection item type Security or PM required field Trade Trade within department responsible for performing inspection VV VV WV Keyword A word used to generate a list of suitable Task Codes for this Inspection Item For example the word sink will list all Task Codes which include that word in their description Keyword will only appear for Preventive Maintenance PM type Inspection Items Copyright Systems Associates Inc 2005 2012 Page 2 24 SynergyMMS Setup gt Barcode Barcode number associated with selected Security Inspection Item Based on pre numbered barcode labels Barcode will only appear for Security type Inspection Items Locations The Locations List is used to store unique identifiers for each room or location in a facility This list allows for easy data entry within Work Requests Preventive Maintenance and Equipment Any room to be used within the Work Request Preventive Maintenance or Equipment areas must be entered in the Locations List first lt 5 Synergy Setup Employees Task Codes Locations Equipment Codes Outputs Inspections Pooling Preferences 2221 Current Location s Location RoomType Building S Floor lt A l None Guest Room Guest Room Meeting Rm Meeting Rm Meetng Rm Guest Room Flor ange Riser 00 Max Grade jo 0 Barcode 1234567890 1234567 D Le CD Locations Location Location na
116. milar to those listed in the Toolbox Security right groupings include Work Request Employee Setup PM Rights System Setup Security Inspection Inventory and PerfectRoom gt Access Level Determines which records an employee can affect with the listed feature o None With this access level the employee can NOT affect records using that feature o User With this access level the employee can affect records for that area that have been Assigned To or Issued By that employee o Department With an access level of Department the user can affect records for that area that have been Assigned To or Issued By the Department of the person logged in o Admin With an access level of Admin the user can affect records for that area that have been Assigned To or Issued By anyone regardless of Department Copyright Systems Associates Inc 2005 2012 Page 2 10 SynergyMMS Setup Security Rights can be set by one of the two following methods To assign the same Access Level to all Security Rights in one area of SynergyMMS 1 Click the Security Right Grouping Header 2 Click the radio button of the desired Access Level To assign an Access Level to one Security Right 1 Click the Security Right 2 Click the radio button of the desired Access Level Note Employee Login name and Employee ID must be unique among all employees listed in SynergyMMS If Login name matches user s network or desktop login name then S
117. nd size in KVA for the unit 1 e 440 208 10 KVA Amperage The load on the panel Rated Record the amount of load the unit is designed for 1 e 200 amps Actual Record the amount of load actually measured at the unit 1 e 140 amps Voltage The power supplied to the panel Rated Record the amount of power the unit is designed to provide 1 e 480 volts Actual Record the amount of power actually supplied should generally be within 5 of rated 1 e 478 volts Phases A B C Record either single or three phrase depending on how the power is delivered to the property Comments This field can be used to record model number of fuses used or any other general comments about the unit Copyright Systems Associates Inc 2005 2012 Page 2 15 SynergyMMS Setup gt Fan Data Sheet This type of data sheet can be used to catalog the various blowers of an AHU or other type of equipment O Title The title could be the specific type of fan such as supply return or exhaust Manufacturer Record the information here if the manufacturer is different from that of larger piece of equipment Model Number Record the model number of fan Serial Number Record the serial number of fan Capacity flow Record the manufacturer s stated air flow capacity i e 20 000 CFM Shaft Size Record the size of the fan s axel 1 e 1 2 to 4 is typical Pressure Record the static pressure that
118. nds due based on Start Date Frequency and PM Mode PM s with Starting Dates in the past will generate next time the frequency has cycled PM s with Start Dates in the future will generate when their start date is reached Employees Task Codes Locations Equipment Codes Outputs Inspections Pooling Preferences Generator Run Frequency Generator Run Daily on Tuesday PM Dispatch Options Dispatch To Nothing Printer m PM Full Detail Options PM Full Detail Additional Text Use appropriate lockout procedures Use appropriate safety equipment kome GE Ca Copyright Systems Associates Inc 2005 2012 Page 5 13 SynergyMMS Preventive Maintenance PM on Demand Often in dealing with Location PMs it is very difficult to gain access during periods of high occupancy When working with traditional PMs as explained in the first part of this chapter PMs may come due when the room is occupied PM on Demand PMoD is designed to give users more control when scheduling their PMs PMobD still requires that users create schedules as outlined above The exception to this is that now Locations or Equipment are not required to be connected to the schedule The Connection aspect is what will be done manually through the process outlined here Menu Bar for more options Location filters Room Type Building and Room Occupancy Indicator if PMS interface in place Floor j File View Type Room Type Building
119. ned To Kind Prii W Non Prii W Guest Escalation Settings Escalate Dispatched Requests MOD Grouping None 7 Eligible MODs more Manager Department A r Assigned MODs charles kim Moves selected employee s from the Eligible MODs list to the Assigned MODs list or back N SN Carcel Setup Preferences Dispatching Tab Moves all employees from the Moves all employees from the Assigned MODs list to the Eligible Eligible MODs list to the Assigned MODs list MODs list Copyright Systems Associates Inc 2005 2012 Page 2 38 SynergyMMS Setup Dispatching Tab Preferences related to Dispatching are listed here gt gt Dispatch To Select to dispatch WRs and PMs to Output Devices or Pools Auto Dispatch When at least one source and kind are checked WRs created in SynergyMMS from that source and matching that kind will automatically dispatch upon saving Escalate Dispatched Requests Turns on off the escalation feature of SynergyMMS If set to on priority 1 work requests will be escalated to the selected manager s on duty MOD if the Work Requests are not completed within the estimated completion time With Escalation on if no MOD s are defined the output that the WR was dispatched to originally will receive a second message MOD Escalation Settings This area controls where the escalation dispatches are sent o MOD Grouping Work requests may be escalated
120. ned Work Can Be MOD Name last first Farmer Jeffery Email jfarmer emailcom Department ENG Language English Trade kock tsi l Employee ID 1017 Output TD UED CD Employees with General Tab Displayed Employee name appears on each tab General Tab The General Tab contains the basic information regarding the employee It contains the required fields Last and First Name as well as the recommended field of Department gt Name The employee s last and first name The last name field can hold 30 characters while the first name field holds 20 The last name is a required field gt Email The employee s email address This address is used for Email Report Schedules Copyright Systems Associates Inc 2005 2012 Page 2 7 SynergyMMS Setup gt Language The employee s native language used with SynergyVoice interface Currently supported languages are Chinese English French Polish Slavic Spanish and Tagalog gt Employee ID This number is used when accessing SynergyVoice interface It must be numbers no letters or other characters allowed No two employees can have the same Employee ID This number cannot start with a 0 The Employee ID can also be used as the login for the desktop interface gt Department The employee s department can determine which records an employee can see and make changes This is a recommended field gt Trade The employee s trade
121. nfiltered gt lt unfiltered gt lt unfiltere unfiltered gt lt unfiltered gt lt unfiltered gt WR Location Gst Guest Name Description Status Assigned To Duration DateOpened 793356 Telepho B1 Check In Bags up af fox fox 4d 20 05 6 8 2012 2 1 793357 ADMIN test test af fox fox id 23 13 6 11 2012 1 Py 793358 AVW DI PO PROP OP DEPT fox fox id 21 11 6 11 2012 i 793359 ADMIN test est af fox fox id 20 37 6 11 2012 1 793360 61 18 test test af fox fox id 04 28 6 12 2012 5i 795361 AVW test test af fox fox Od 22 50 6 12 2012 1 793362 Telepho B2 Check Out Bags d None 13d 20 31 6 13 2012 L 793363 ADMIN e 17 PHONE 000 f fox fox GD 5 14 2012 1 793364 ADMIN i 559 LAUNDRY LINT BL None GE 5 14 2012 1 793365 5BID3 amp 559 LAUNDRY LINT BL Elvis ENG B 6 14 2012 4 Work Request List with Filters displayed The Show Filters Menu Option will display a check mark next to it when the Filters are displayed Click Show Filters to remove the check mark and turn off the Filters Columns Clicking on a column header will force that column to sort in ascending order Clicking a second time will force in descending order A small arrow will show to the right of the header name Printer Clicking the printer on the Full View title bar will print the data displayed in the manner it is displayed Copyright Systems Associates Inc 2005 2012 Page 4 20 SynergyMMS Work R
122. not fit into the employees section or inventory can be added as cost to a WR gt Description This will default to the selected item or show comments typed gt Date Date work was done gt Quantity Quantity of the item or hours worked gt Markup Defaulted from the Preferences setting as to what the mark up should be on the goods or services used on the work request Note Users must have rights to view or adjust cost The Full View Dispatching Tab Details More Closing Cost Dispatches Details WR 793365 Issued By fox fox eng on 6 14 2012 10 48 AM kim saicorporate com None 6 11 2012 1 16 PM kim saicorporate com None 6 11 2012 1 16 PM kim saicorporate com None 6 11 2012 1 17 PM kim saicorporate com None 6 11 2012 1 20 PM wr SUA NN NE pfox isaicorporate com fox fox 6 13 2012 10 19 AM pfox saicorporate com fox fox 6 13 2012 10 23 AM The Full View Dispatching tab displays the devices as they are being dispatched for the WR and the replies as they come back in Status will match basic status icons of WR If the Start Stop process is implemented those statuses will display here also See Start Stop Process later in this chapter for more information Custom Views Custom Views are a powerful tool that allows SynergyMMS to be customized They can be predefined in SynergyMMS Custom Views allow users to define the way WRs Copyright Systems Associates Inc 2005 2012
123. ntact Enter the contact person s name This field has a size of 40 characters Department Select the Department that will use this Vendor from the drop down list of choices If more than one Department will use this Vendor select None If the desired Department is not available it must be entered into the Codes area of Setup Type Select the Type of products services this vendor provides from the drop down list If the desired Type is not available it must be entered into the Codes are of Setup Fax Enter the Vendor fax number This field can contain 20 characters SynergyMMS does not format the information in this field gt Email Enter the Vendor email address for contacting this vendor This field can contain 40 characters VV VVV WV Yy Copyright Systems Associates Inc 2005 2012 Page 8 2 SynergyMMS Inventory Inventory SynergyMMS easily tracks Inventory by calculating the Quantity of items on hand QOH tracking best price per Vendor and tracking where items are stored SynergyMMS automatically updates the QOH when changes are recorded by adding cost to a Work Request From here it is possible to Add Edit and Delete Inventory items manage your QOH review Vendor information regarding unit prices and set the Reorder Point notebook hard drive asdklfj asdifkj 718037117638 mi3 805931003812 F h i j k m npn o Inventory Item Anvil 82934gi Part B2334 Part Name Pd Manufact BO Ma
124. nufacturer Acme Bar Code istest Description Updated Cost D D OD Inventory Item List There are three main components to Inventory Details Vendors and Storage Locations SynergyMobile also offers the ability to modify Inventory remotely contact SAI for information The Details tab contains the basic information about Inventory items Each of the areas on this form is described below followed by directions for Adding Editing and Deleting an Inventory item Detail Tab gt Part This is the number by which the Inventory item is used in other areas The Part Number can be up to 20 characters both letters and numbers can be used gt Part Name The Part Name can be up to 50 characters Copyright Systems Associates Inc 2005 2012 Page 8 3 M Y Y VV WV Y Y V WV SynergyMMS Inventory Manufact Enter the Manufacturer Number if different from the Part Number The Manufacturer s Number can be up to 20 characters Manufacturer The Manufacturer can be up to 50 characters Bar code For use with the SynergyMobile application as a means to scan instead of typing in the information The Bar code can be up to 22 characters Description Enter the description of the Inventory item here The Description can be up to 100 characters Department Select the Department from the drop down list If the Department desired is not available it must be entered into the Codes area of Setup If the Inventory item is use
125. on is available at their fingertips Z y y ch 6 O Equipment jerit Equipment Manage Inventory In SynergyMMS any location can be a storeroom This allows a mAT 2O4PM 3 Bsa property to track anything anywhere on the property Inventory items ENUAS can be stored in multiple locations and can be searched by barcode QR _ Location 1006 code As shown earlier inventory items can be added to a given work DnoRDE SUIGU t d th tit h d di t d t d Name Widget DE request and the quantity on hand is adjusted as parts are used Eea Oea Receiving actions can also be conducted adding inventory to a Descrip Double edged widget storeroom Checkout is also available to remove an inventory item from Surem 4 a storeroom outside of assigning it to a work request An audit feature QOH allows for the balancing of inventory at any time to ensure quantities are accurate The inventory management section of the 10S App can handle consumables as well as FF amp E for asset management cs gao SynergyMMS iOS App It is all in the palm of your hand Special Notes Copyright Systems Associates Inc 2005 2012 Page 7 13 SynergyMMS SynergyMobile Not Allowed If the user receives the Not ses ze Allowed error in the iOS app as pictured just hit OK and operation should continue normally When updating adding a work request or syncing the app to the database if focus is off the iOS app or if the device goes to sleep the action will no
126. on of the query non editable Filter Tab The fields used in the Custom View Editor are as follows gt Name Name of Custom View listed in Custom View Menu must be a unique name among custom views gt Level Details if the Custom view will be shared by a department or all users gt Department If the Level is set to Department choose the department that will have access to this view gt Description Description of Custom View gt Summary Summarizes the conditions of the Custom View non editable created by SynergyMMS gt Field Field of WR used for the condition gt Test Test applied to the field for the condition gt Value The value used as criteria for the condition Note If more than one condition is applied in a Custom View the Operator Icon z becomes active between each rule The Icon defaults to which acts as And operator Clicking this Icon changes it to which acts as Or operator Copyright Systems Associates Inc 2005 2012 Page 4 18 SynergyMMS Work Requests The buttons on the Custom View Editor are as follows gt Add Click to add a new Custom View gt Save Save current Custom View gt Cancel Cancels recent changes made to currently selected Custom View since last save Deleting a Custom View is done through the Right click Menu Right click on the desired Custom View in the list and select Delete Filter Display Coli Lo
127. oom Type assigned to the Location Copyright Systems Associates Inc 2005 2012 Page 5 15 SynergyMMS Preventive Maintenance gt Occ The Occupancy indicator of the Location indicates an Occupied Location mM indicates no current information a blank indicates an Unoccupied Location Note Occupancy information requires connection to data provided by a Property Management System PMS For more information on this connection please contact Systems Associates Inc The list on the right of the PMoD form contains all the Location PMs available within SynergyMMS based on User Rights The Location PM list displays the following columns gt Name The Name of the Location PM Schedule gt Last Opened The last date the PM was generated for the selected Location gt Last Completed The last date the PM was completed for the selected Location gt Next Generate Contains one of the following indicators a date when the PM is next scheduled for the currently selected Location an indicator how many days the PM is past due to generate PMs not connected to the selected Location display Not Connected Copyright Systems Associates Inc 2005 2012 Page 5 16 SynergyMMS Preventive Maintenance Equipment View The Equipment option is the second view available in PMoD Views can be changed using the View Type Menu option on the PMoD Menu Bar Change View here Equipment filters Location Department and
128. or Close a Work Request using the Room Number l 2 J When prompted by the main menu press 3 When prompted enter Room Number and then press Synergy MMS Voice will list the number of open Work Requests for the current location Synergy MMS Voice will read the Work Request number and Task Code of the first Work Request When prompted select an action based on the offered menu e e Press 1 to review next Work Request e e Press 2 to close current Work Request e e Press 3 to list Open Work Requests for current location e Press 4 to select another room e e Press 9 to return to previous menu e Press to repeat the menu 6 Repeat steps 1 5 for each additional Work Request 7 When finished select another option from the menu or hang up the phone Copyright Systems Associates Inc 2005 2012 Page 3 3 SynergyMMS Work Requests Chapter 4 SynergyMMS Work Requests Work Requests WRs are at the heart of SynergyMMS All work regardless if it is reactive or planned such as Preventive Maintenance is viewable from the Work Request area of SynergyMMS WkRs are the one component most users are familiar with The tools SynergyMMS provides to interact with WRs have been streamlined to provide a more focused interface To this end SynergyMMS provides three specialized interface forms to manage WRs The QuikTicket FasTrax and Full Views The Full view is the most customizable interface allowing u
129. orporate com Karla Email ksexton saicorporate com Kim s Email kcheatwood saicorporate com Leif SNPP 5558675309 sai leiflaptop sai bg bghost com Leif SNPP1 5558675309 sai leiflaptop sai bg bghost com 144 LeifMail lburrow saicorporate com Leif SNPP2 5558675309 sai leiflaptop sai bg bghost com 244 MotoTrbo 2 12 0 0 2 198 30 19 66 MotoTrbo 3 12 0 0 3 198 30 19 66 Radio SAI 2 Way 4194091694 snpp nextel com SAI Email sai sprint blackberry net SAI SMTP 4194091677 messaging nextel com Output John s Email Name John s Email Type Email l E mail liclark saicorporate com l Output Devices gt Name Output name must be unique required field Copyright Systems Associates Inc 2005 2012 Page 2 26 SynergyMMS Setup gt Type Output type required field Additional fields may display dependent on the type of output selected o Email Displays email addresses from the employees list in the Email field or you can add an email address as needed o Printer If selected printers currently installed on your workstation will display in the Printer field Note SynergyMMS can send a message to any device that can receive an email as a text message The reply process is different based on the provider Some devices allow for a simple reply of 1 accept 2 reject or 3 complete SynergyMMS can also send a link in the message that can be used on smart phones as a means to reply ha
130. otal 129 3351 Total 131 3355 Total 132 3351 Copyright Systems Associates Inc 2005 2012 Total 128 3355 22 Equip 31 1326 02 Room 100 2025 Total 131 3351 02 Unit Format Count Hours 23 Equip 32 1328 Room 99 2025 Total 131 3353 Ei February 2013 Total 3725 PM s 94607 02 Hours Year view and the Month gt view Equip 34 1998 Equip 28 1326 Room 100 2025 Room 99 2025 Total 134 4023 Total 127 3351 3 4 5 6 7 8 9 Equip 34 1331 Equip 28 1326 Equip 29 1326 Equip 28 1326 Equip 29 1326 Equip 30 1326 Equip 28 1326 Room 105 2030 Room 135 2025 Room 99 2025 Room 100 2025 Room 100 2025 Room 99 2025 Total 139 3361 Total 127 3351 Total 164 3351 Total 127 3351 Total 130 3351 Total 127 3351 10 11 12 13 15 16 Equip 31 1328 Equip 28 1326 Equip 29 1326 Equip 28 1326 Equip 36 1340 TTB Equip 29 1326 e Room 105 2030 Room 99 2025 Room 100 2025 Room 100 2025 Room 99 2025 Room 101 2029 Room sol The Monthly vlew shows Total 136 3358 Total 127 3351 Total 129 3351 Total 128 3351 Total 135 3365 Total 134 3358 Total 128 3351 break down by day Page 8 23 SynergyMMS Preventive Maintenance PM Schedules Calendar E Type fan Repair Dept all Trade fan z Assigned To an PM Schedule jal Year Honth Clicking this will provide a complete listing for the yea
131. r 8 Set the Security Level to Low Internet Options yy iy Aa General Security privacy content Connections Programs Advanced Select a zone to view or change security settings Internet Local intranet on Restricted E O sites Trusted sites This zone contains websites that you trust not to damage your computer or your files You have websites in this zone Security level for this zone 9 Click OK to close the Internet Options window 10 Close Internet Explorer and retry launching SynergyMMS Copyright Systems Associates Inc 2005 2012 Page 1 4 SynergyMMS An Introduction Logging In After you have installed SynergyMMS on your computer you will have a new shortcut on your desktop ze SynergyMMS Desktop Icon This shortcut will launch SynergyMMS when it is double clicked Using the Login Panel you will enter your assigned User Name in the Login field and your password in the Password field Next click the Login button to enter SynergyMMS If you are not sure what your User Name and Password are please contact the SynergyMMS administrator at your property Note You may also type your Employee ID number into the Login field instead of your User Name however your password is still required Note SynergyMMS may bypass the Login Panel if your User Name for SynergyMMS matches your computer login name Login mue iae S Viale Name or u amp Employee Maintenance Management Sy ID
132. r Title will display the following list of Menu Options Log Out amp Log in New User Use Log in New User to log the current user out of SynergyMMS and display the SynergyMMS Login Panel for the next user on that workstation Note The areas displayed in the Toolbox are dependent upon your User Rights and Synergy MMS modules purchased You will only see areas to which you have been given access The Log Out option is available to all users The List tool Throughout SynergyMMS you will see lists of information These lists although in different areas of the program generally have similar functions These functions detailed below Filter Click the filter to turn on a row above all the displayed columns that can be used for filtering displayed information Sort Clicking any column header sorts the active list by that data click once for ascending A 2 click a second time for descending Z A Print Click the printer icon to print a list of the data shown F h 985 Open Work Requests are a mhl targa miht Faa mhl taranr a i LJ Ld L LI LE rar E EU 1 42 73 1 4383 1 4470 1 485 446 3 1717 31862 2 1901 Type By typing in the word you are searching for the list will be filtered 207 SINK Ts CRACKED 207 SINK IS CRACKED 207 SINK I5 CRACKED 207 SINK IS CRACKED 207 SINK Ts CRACKED 207 SINK IS CRACKED 164 BATHROOM CEILI 164 BATHROOM CEILI The Wo
133. r of all PM s generated and what they were generated for based on the filters applied Good for tracking what is still outstanding See below Schedule Item Details For Date 1 1 2012 12 31 2012 oa 26741 PM Schedule Items s lt unfiltered gt lt unfiltered gt lt unfiltered gt lt unfiltered gt lt unfiltered gt lt unfiltered gt lt unfiltered gt HAZ 1 S 3 HAZ MAT R new equip FP 002 1 FIRE PUMP C 300 G 3 REFRIGER C 150 G 3 REFRIGER C 101 G 3 REFRIGER C 100 G 3 REFRIGER C 029 G 3 REFRIGER C 027 G 3 REFRIGER C 020 G 3 REFRIGER Schedule Name Eng room pm Eng room pm Eng room pm Eng room pm HAZ MAT CART MONTHLY test sched 2 WEEKLY FIRE PUMP MAINT CHAIR GLIDE WEEKLY INS CHAIR GLIDE WEEKLY INS CHAIR GLIDE WEEKLY INS CHAIR GLIDE WEEKLY INS CONDENSING UNIT WK 11 CONDENSING UNIT WK 11 CONDENSING UNIT WK 11 CONDENSING UNIT WK 11 CONDENSING UNIT WK 11 CONDENSING UNIT WK 11 CONDENSING UNIT WK 11 CHAIR GLIDE WEEKLY INS CHAIR GLIDE WEEKLY INS CHAIR GLIDE WEEKLY INS CHAIR GLIDE WEEKLY INS CHAIR GLIDE WEEKLY INS AHU SEMI ANNUAL MAINT AHU SEMI ANNUAL MAINT AHU SEMI ANNUAL MAINT gt PM Schedules Calendar SEES Schedule Date 1 31 2012 6 22 40 AM 1 31 2012 6 22 40 AM 1 31 2012 6 22 40 AM 1 31 2012 6 22 40 AM 1 31 2012 6 22 40 AM 1 31 2012 6 22 40 AM 1 31 2012 6 22 40 AM 1 4 2012 6 18 12 AM 1 4 2012 6 19 46
134. raditional barcodes Users Air Handler 01 SVANEN PNI insp gt love it Create Edit Complete Work requests on the fly Staff members are empowered with the ability to interact with T A AR E Na hanam SynergyMMS on the go They can create new work requests edit haie sie existing work requests or complete close work requests based on user Location Location HHE rights Locations and equipment can be selected via barcode for Guest J speed accuracy Workers can record labor time and save it to capture incremental progress Each time entry is recorded so productivity reports reflect total time spent on any given task oe 7 Equipment Equipment ya Users can also add parts to a work request through the 10S App They simply choose a part a store room and a quantity so all costs can be Labor Pats captured in the system Da Copyright Systems Associates Inc 2005 2012 Page 7 12 SynergyMMS SynergyMobile Conduct inspections ATAT SF _1 54PM 3 80 ED Detailed room inspections have never been easier Properties can create Msk cas their own custom inspections based on room or equipment type tem The inspection then presents as a checklist in the 10S App Each answer is recorded and users can add comments to any given question Questions have a Pass Fail response and if Fail is selected the user Are guest toiletries is automatically taken to a new work request form for completion Once ava
135. rgyMMS and Automation CONTROLIQ systems The purpose is to pull run time hours from equipment in CONTROLIQ CIQ for preventive maintenance as well as to provide an alternate method of communicating alarms from CIQ Software Requirements A property interested in using this capability must have installed the following Windows XP Professional SP2 Windows 7 Professional 32 bit NET Framework all through version 4 0 Always on internet connection SynergyMMS CONTROLIQ VVVV V Equipment Setup In order for SynergyMMS and CIQ to work together properly it is important that there exist corresponding pieces of Equipment in SynergyMMS The CIQ Alias field in Equipment setup is the link that allows the two applications to communicate effectively This field joins the Equipment used in SynergyMMS for Preventive Maintenance and Control Points or simply Points within CIQ It also is used in Alarm situations Equipment that corresponds to a CIQ Point in Alarm will be used in SynergyMMS as the location for a Work Request General Serves Data Sheets Files Equipment ACU 008 3 VALET SHOP A C UNIT Department eng Manufacturer CARRIER Location B28L0 3 Model Cr Type Nome _ Date Installed 1 1 1990 Warranty Date a ai Name ACU 008 3 VALET SHOP A C UNIT Equipment Setup Form Enter the CIQ Alias here and SynergyMMS will check the run time hours nightly Note The CIQ Alias field wi
136. rk then the assignment may be easier to do at the Calendar or WR level using the Apply Changes option for groups of WR gt Output To Output Device to which Work Requests generated from this schedule will be delivered often set by the Task Code gt User Defined Fields These three fields are custom search fields to allow more grouping and filtering of the work once generated for custom views and reports These are customizable in the Preferences gt Estimated Time The amount of time is displayed in days hours and minutes to indicate how much time the task 1s expected to take often set by the Task Code gt Priority Filter The priority assigned to the WRs generated from this PM often set by the Task Code Copyright Systems Associates Inc 2005 2012 Page 5 6 SynergyMMS Preventive Maintenance The PM Questions Tasks Tab The PM Questions Tasks Tab contains the description of work or list of questions which will appear in WRs generated by this PM Displays Task Code non editable grey text as well as additional Comments editable PM name appears in the Title black text Bar of each tab Work Definition Questions Tasks Schedule Connegih Parts PM Schedule CHILLED WATER PUMP SEMI ANNUAL Description CHILLED WATER PMP SEMI ANNUAL 899 LCHECK PUMP AND MOTOR FOR PROPER OPERATION 2 CHECK MOUNTING BOLTS 3 CHECK FOR VIBRAITON OR NOISE 4 LUBE AS NEEDED SINSPECT OR REPAIR ALL MACHINE GU
137. rk Request List Copyright Systems Associates Inc 2005 2012 Hayes KEVIN Hayes KEVIN Hayes KEVIN Hayes KEVIN Hayes KEVIN Hayes KEVIN errry PAIN Perrry PAIN Penry PAIN Duration 449d 21 12 449d 21 12 449d 21 00 449d 20 59 449d 20 58 449d 20 57 417d 22 49 441d 19 02 435d 20 43 imfit reo a DateOpened 10 4 2010 1 10 4 2010 1 10 4 2010 1 10 4 2010 1 10 4 2010 1 10 4 2010 1 10 4 2010 1 10 6 2010 1 10 9 2010 1 10 15 2010 an F Adjustable column widths By positioning the mouse on top of the column divider you will be able to drag a column wider or smaller Page 1 9 SynergyMMS An Introduction The Connections Multi Select tool Within the Reports Preventive Maintenance and Inspection areas we use a screen to allow users to select multiple options easily We have detailed this below These arrows control the order items are displayed by moving the selected item up or down the list In this tool we can move items between the Not Connected and Connected lists Work Definition Questions Tasks Schedule Connection Parts PM Schedule Oil Change Not Connected FIAn Connected lt unfiltered gt i Name Air Handler 01 Air Handler 05 Air Handler 02 Air Handler 07 Move im Air Handler 03 Air Handler 08 Air Handler 04 Air Handler 09 t All Air Handler 10 Air Handler 11 Air Handler 12 Move Moves s
138. rns the details of the item for verification If you have chosen the correct item and the correct storeroom you can then enter the quantity you wish to check out SynergyMobile will adjust the inventory according to the amount you check out Copyright Systems Associates Inc 2005 2012 Page 7 9 Itam not found To add it fill out tne form selow 1st floor store room v Cancel Submit 1006 v Add to 1009 Go to selected storeroom sew teem 10th floor store room Audit Scan or type barcode e SynergyMMS SynergyMobile If the barcode you entered was not found in the selected storeroom or any other storeroom in the database the program will notify you that the item does not exist You will then have the opportunity to fill in the details of the new inventory item and select the storeroom where it is to be kept The storeroom you entered previously will automatically be selected in the list but you can update the selection to any other available storeroom If the item was not found in the storeroom you were working in but was found somewhere else the system will prompt you to either choose to work with a storeroom that already has this inventory item or you can add it to the storeroom you are working in Beside Check Out and Receiving SynergyMobile also allows you to conduct inventory audits To conduct an audit you select the storeroom you wish to audit and then scan the barcode label of an item you
139. rogram and in the reports gt Description The Code s description can have up to 50 characters Copyright Systems Associates Inc 2005 2012 Page 2 3 SynergyMMS Setup Aging Aging codes differ from other codes in the way the Description is written Each Aging code represents a series of five periods of time separated by a forward slash This allows SynergyMMS Aging Reports to display the number of Work Requests that fall into each period of time For example an Aging code can be written to count Work Requests in following periods of time 15 minutes 30 minutes 45 minutes 1 hour and 3 hours The Aging Report will total the number of Work Requests within these periods of time based on the length of the time it took for each Work Request to be completed The grouping based on this example Aging code would be the number of Work Requests completed 1 in less than 15 minutes 2 longer than 15 and less than 30 minutes 3 longer than 30 minutes and less than 45 minutes 4 longer than 45 minutes and less than one hour 5 longer than one hour and less than three hours 6 longer than 3 hours DEMO Y3 SynergyMMS DEMO Closed Work Requests By Assigned To 4 9 2012 6 7 2012 E Avg Minis C Tow calls Repot Alte Worked an fram 4 9 2012 to 4 7 2012 And Is Guest Ary And WR PM WR And Satus Cosed 6 7 2012 1 59 PM By Assigned To Page 1 of 1 Note While the Description can record five time frames within eac
140. s Associates Inc 2005 2012 Page 8 1 SynergyMMS Inventory Entering New Vendors To enter new Vendors 1 Once the Vendors List is displayed click the Add button 2 Enter the Vendor name Press the Tab key to move to the next field 3 Repeat step 2 for the Address Phone Contact and remaining fields 4 Click the Save button to save your work 5 To add additional Vendors repeat steps 1 4 Editing Vendors From time to time it will be necessary to edit or add information related to Vendors To edit existing Vendors 1 Select the Vendor by clicking the row in the Vendor List 2 Change the Vendor information as needed 3 Click Save button to save changes or click Cancel button to clear your changes without saving Deleting Vendors As Vendors change it may become necessary to delete Vendors no longer used To delete Vendors 1 Right click the Vendor row you wish to remove 2 Select the Delete option from the popup menu Basic data regarding a Vendor is included in SynergyMMS gt Vendor This field has a size of 50 characters A Vendor must have at minimum a name to be saved in SynergyMMS Address Enter the Vendor address Each address field has a size of 50 characters City Enter the city of the Vendor State Zip Enter the state and zip code of the Vendor Phone Enter the Vendor phone number This field can contain 20 characters SynergyMMS does not format the information in this field Co
141. s Equipment and displays the following column gt Name The name of the Equipment PM Copyright Systems Associates Inc 2005 2012 Page 5 21 SynergyMMS Preventive Maintenance The list on the right of the PMoD form contains all the Equipment available within SynergyMMS based on User Rights The Equipment list displays the following columns gt Name The Name of the Equipment gt Last Opened The last date the PM was generated for the selected Equipment gt Last Completed The last date the PM was completed for the selected Equipment gt Next Generate Contains one of the following indicators a date when the PM is next scheduled for the currently selected Equipment an indicator how many days the PM is past due to generate PMs not connected to the selected Equipment display Not Connected PM Calendar Chapter 6 The calendar view in SynergyMMS Preventive Maintenance area offers both an Annual and Monthly view to see how well the PM s have been balanced and to allow for forecast of hours to be worked Required inventory can also be forecast 1f included in the PM Schedule setup Must have Costing Module Chapter 7 Chapter 8 There is also a Daily view that allows for changes to be made to future instances of a PM WR such as to whom they are assigned or whether they should even get generated Example 1 If you have two employees that do all of your room inspections and employee 1 is going on vacation
142. s or PM actions on that item If any work is found SynergyMobile will take you to a list of Work Requests to choose from for the piece of equipment or location that matches the barcode Choosing the Open Work Request item above brings you to the list of open work requests Clicking on the WR and Loc column headers once will sort the items by work request number or by location name in ascending order lowest to highest Clicking the header again will reverse the order The filter icon Y allows you to filter the list to show only the items you want to see Clicking on the new work request con will open a new blank work request The arrows at the bottom of the page allow you to quickly jump to the next previous first or last group of work requests Copyright Systems Associates Inc 2005 2012 Page 7 2 SynergyMMS SynergyMobile Filters Clicking on the filter icon on the previous screen will bring you to this form Here you can choose to narrow the list of work requests to only those of PM or work request type by a certain location or piece of equipment You can choose the work type or click on the All buttons next to location and equipment to change the value You can also view items assigned to you or to None based on your rights Once you click on the All button for locations or equipment you have the Sti te opportunity to search for a specific location Ss or piece of equipm
143. s special hourly rate of pay Note The rates assigned are used in conjunction with the add on Costing Module of SynergyMMS to calculate work request cost Copyright Systems Associates Inc 2005 2012 Page 2 9 SynergyMMS Setup Security Tab The Security Tab is used to define the level of access the employee has to the various areas of SynergyMMS The Login Password and Can Connect fields must be completed if the employee is expected to login and use the SynergyMMS application Security can be limited or allowed at the various function levels for each area of SynergyMMS Required to Login to Select Security Right on left and apply application Access Level with radio buttons on right General Personal E So Files T Employee Farmer Jeffery Security Right Access ss AccessLevel re 2 Access Levels Mork Reques ji Rights None iew Work Requests Department ENt Work Requests Department C User Ate Work Requests None Department Compl te Work Requests Department gt C Admi min Collapse or expand the Security Employee Security Tab areas like Grouping Headers gt Login Employee s login name this is required to log into Synergy MMS not case sensitive and must be unique gt Password Employee s password required for logging in not case sensitive gt Security Right List of all security rights within SynergyMMS Security rights are grouped into areas si
144. sed it can no longer be dispatched A WR that has been Completed can be re dispatched which removes the completed status J Work Request Dispatch x WR 1467 WR information Location 1018 Description Recharge Fire Extinguisher Selected Output Device Output WRPRINTER sz Click here to send WR to M Apply to all selected work requests k selected Output Device i Check here to apply current Dispatch Prompt Window Output Device to Multi selection WRs Copyright Systems Associates Inc 2005 2012 Page 4 21 SynergyMMS Work Requests Pools Pools are best described as a combination of schedules and criteria for determining which device a WR should be dispatched to Pools can be active for certain days and specific hours Criteria for determining where to send the WR include whether or not it is Guest related if it is the responsibility of a particular Department or Trade and what area of the building the WR occurs Setting up Pools is detailed under the heading of Pools in the Setup section of this manual When dispatching to Pools the user does not select which Pool to use The WR is dispatched either automatically or manually as determined by the Preferences in Setup and SynergyMMS determines the appropriate Pool based on the information in the WR WkRs that do not match the criteria for any Pool will either Escalate or Fail based on the Escalation settings in Preferences see Escalation below WRs that meet t
145. sers to create a custom view of data and fields that they want to see and work with But before we talk about the interfaces let s review the basics of WRs Work Request Basics gt To be valid a WR MUST have a Location and either a Task Code or Comments describing the work to be completed gt SynergyMMS will automatically record the date and time the WR is created and assign a Work Request number This information cannot be edited by users gt SynergyMMS will automatically record which user created the WR and their reporting Department based on the logged in user This information cannot be edited by users gt SynergyMMS will track all transactions related to each WR This includes the actions of creating editing completing deleting closing dispatching and transferring WRs This information can be viewed in the Full Detail Report gt SynergyMMS will automatically record the date and time the WR is closed in addition to the user performing that action This information cannot be edited by users gt When entering information into a WR form please keep in mind that any field containing a downward pointing arrow in the right corner dropdown box will retrieve information from a pre generated list and will not allow a user to add data on the fly Once a WR is closed it cannot be edited Once a WR is closed it cannot be reopened Once a WR is deleted it can be undeleted A Deleted WR can be viewed in the interfac
146. soynergyMMS Maintenance Management System Multilingual Productivity Tools That Create Departmental Synergy gt p ll j Engineering Housekeeping Management Front Desk PBX User Manual Version 3 0 54 2012 Systems Associates Inc 500 Lehman Avenue Bowling Green OH 43402 800 433 9855 Option 4 www synergymms com Index Introduction to SynergyMMS Setup Voice Work Requests Preventative Maintenance Reports Mobile Inventory Interfacing with ControlIQ SecureScan Online FAQs and Knowledgebase http www synergymms com support html SynergyMMS An Introduction Chapter 1 SynergyMMS An Introduction Synergy syn er gy Sinarje Noun The interaction or cooperation of two or more organizations substances or other agents to produce a combined effect greater than the sum of their separate effects SynergyMMIS is a property wide solution that improves workflow through automation and efficiency By providing unique interfaces that address both technical and language barriers SynergyMMS creates synergy between the various departments involved in the maintenance process The end result 1s not only cost savings but also improved quality of the assets and improved guest experience SynergyMMS is a dynamic and robust product with a richer interface than its predecessors but that does not mean that everything is new The key features that many users have come to know and trust are still at the core of Syn
147. st test f fox fox Od 22 50 f 6 12 2012 1 793362 Teleph B2 Check Out Bags d af None 13d 20 31 6 15 2012 L 793363 ADMIA amp 17 PH test hoo fox fox GN 6 14 2012 1 793364 ADMIN a 559 LAUNDRY LINT BL None 6 14 2012 1 793365 5 BLD 3 E 559 LAUNDRY LINT BL Elvis ENG A Eao 4 The Work Request List Adjustable column widths Sort the WRs by clicking any Selected WR highlighted column header click once for ascending and twice for descending The Full View Details Tab The Full View Details Tab functions exactly like the Details tab of the FasTrax View The Full View Details Tab Title Bar displays the name of the employee that created the WR along with the date and time the WR was created More info appears in the Title Bar Details More Closing Cost Dispatches z Details WR 793365 Issued By fox fox eng on 6 14 2012 10 48 AM Location 5 BLD 3 Repair Dept eng o l Category Artwork o o Assigned To None o Task Code 559 LAUNDRY LINT BLOW DOWN QUA Requested By None l Guest v Fe LAUNDRY LINT BLOW DOWN QUARTERLY 11 BLOW OUT LINT WITH COMPRESSED AIR 2 SIGN DATE AND RETURN COMPLED FORM Apply changes cancelled Copyright Systems Associates Inc 2005 2012 Page 4 11 SynergyMMS Work Requests The Full View Details Tab Note by double clicking the Comments box it will maximize the Comments section The Full View More Tab The Full View More Ta
148. t Reset Allows you to reset for a new start date or frequency This restarts a PM based on the new date as if a new schedule had been added gt Auto Schedule Check this box to have SynergyMMS calculate the distribution of PM Work Requests based on Frequency and number of Connected items Not available for Sliding Example If you connect 4 items to a PM that has a monthly frequency SynergyMMS will generate one per week If you have 12 items connected to a PM that has an annual frequency you will get one per month gt Schedule Mode Determines how SynergyMMS will generate the Schedules Regular is the default o Regular WR are generated based on the Start date and the Frequency If an existing WR exists for the PM anew WR PM will not be generated until the original 1s completed Copyright Systems Associates Inc 2005 2012 Page 5 8 SynergyMMS Preventive Maintenance For example if the PM is scheduled for monthly and generated on August 8 and was not yet completed then no other WR PM s will generate the next month until the original is completed o Absolute WR are generated based on the Start date and frequency Absolute PM s generate regardless of whether there is an open WR PM for the same PM For example if the PM is scheduled for monthly and generated August 8 Regardless of the status of this WR PM every 30 days anew WR PM will generate o Sliding WR are generated based on the Star
149. t date and the Frequency like with Regular However subsequent WR are generated based on the Completed date of the previous WR PM Sliding mode allows for Schedules to be generated based on when the PM was last completed For example if a PM is scheduled for monthly and generated August 1 but was not completed until the 8th of the month it will not be generated again before the 8th of the next month even if the PM was scheduled to start on the Ist of the month If the WR PM was not closed a new WR PM will not generate gt PM Generation Options Determines how often the PM will generate o Frequency The recurring time period between PMs determines the number of times during the year the currently selected PM will generate see Note below on Custom Frequency o Equipment Run Hours This feature is only functional if your property is also using SAI s CONTROLIQ Energy Management Software contact SAI for details This allows you to schedule PM s based on hours of use Use this with the sliding schedule mode o Room Threshold This feature works if SAI offers an interface to your PMS Contact SAI for details This allows you to schedule PM s based on nights occupied Use this with the sliding schedule mode to do based on which occurs first PM Generation Options Frequency E Room Threshhold gt Date Options Determines when the PM will begin generating into Work Requests o Start Date T
150. t happen Focus must be on the SynergyMMS app and the device must not be asleep to continue any action At the initial load of the SynergyMMS app if there is a Work Request that includes Inspections they will not load at first The app will need to be manually synced and they will show up as normal Copyright Systems Associates Inc 2005 2012 Page 7 14 SynergyMMS Inventory Chapter 8 SynergyMMS Inventory Inventory and Vendors areas of SynergyMMS are available as part of the Costing add on module contact SAI for details Vendors The Vendors list is used to store general information such as phone fax numbers address and contact person for the Vendors from which you purchase goods and services Within this list you may add delete or edit Vendors or simply review the list 65512123 56512312345 888 397 5353 6546 8004339855 419 352 CONE 432342323 5558675301 5558574310 5558674399 5557675309 5559191919 901 372 2531 564 94 94 sfjh 8885551211 3885551210 Carmen SanDiego Tim Landsdawn 684 csdiego commodore com tim landsdown kele com 65498465464 test_1 testing com Fax 155555512712 Email pman atari com Contact Pac Ma D Ce aa Vendors List Accessing Vendors List To Access the Vendors List click on the Toolbox then select Inventory then Vendors Exiting Vendors List To exit the Vendors List click on the red X in the top right of the window Copyright System
151. t mouse button or use the Ctrl Shift Keys Copyright Systems Associates Inc 2005 2012 Page 2 2 SynergyMMS Setup Codes Two pieces of information are required for each Code Name and Description Codes are used throughout SynergyMMS and form the building blocks from which many records in the application are created Each of the different types of Codes 1s available by selecting the appropriate Type from the drop list in the Codes Title Bar Each of these Codes is discussed below Number of records in the current list Currently selected record Select the type of Code list here Synerpy Setup T Sfx Employ ees Task Codes Locations Equipment Codes Outputs Inspections Pooling Preferences a ee 38 Current Code s Departments x Name Description BILLING Billing Department BUILDING Building Department BUSN Business Department COMM Communications Department CONFS Conference Center Sales ENG Engineering Dept EXEC Executive FD amp BEY Food amp Beverage new change FIRE DEPT Fire Department FRONT Front Office GUEST Hotel s Registered Guest HOSP Hospitality Dept Hotl HotLine Code ENG ame ENG Description NEngineering Dept Codes Tab layout Details form allows editing of Name and Description Name of currently selected record in form title bar gt Name This short name is displayed in drop lists throughout Synergy MMS and can have up to 20 characters This is the field that will display in the p
152. t the same time Note Since Synergy MMS could send the message to many outputs if an output tries to accept the work after it has already been accepted they will get a message from SynergyMMS on their device Claiming or Un Claiming a Device The process of Claiming or Un Claiming a device provides an easy way to allow a user to activate or deactivate a device in a pool and make it theirs for the day Copyright Systems Associates Inc 2005 2012 Page 2 30 SynergyMMS Setup This will allow SynergyMMS to know who has a device for assignment of jobs as well as which devises are claimed and active in the pool Notice the checkmark in the Claimed device The Claim Unclaim process works from any device that is in SynergyMMS as an output and can send or accept email A special Contact email address is set up for the property by SAI This address should then be saved on the device as a contact for easy access Note If the property is in Pooling mode and a device is in the unclaimed state work request will not be delivered to that device Note If the property is in Outputs mode and the device is not claimed the work request will still be delivered to the device but if that device accepts or completes it will not know who to assign the work to due to the unclaimed state At the start of a team member s shift they should Claim their device by simply sending an email to the following address PropertyCode syner
153. te button at bottom of form OR Click File on PMoD Menu Bar then click Generate from Option Menu Note Work Requests WRs generated from PMs will be found in the Work Request area of SynergyMMS along with WRs generated by other means the guest name will say PM Generator Note SynergyMMS only sees WR as a PM WR if it is generated from PM on Demand or the PM Generator for reports WR with user text typed into the Guest name of PM Generator are not PM s to SynergyMMS View Options When working with PMoD there are four views available Each view will determine what items are presented in each of the two lists and define the three filters provided on the form The left list is a single select list while the right list allows multiple selections using the ctrl and shift keys The Locations option is the default view when first opening PMoD Views can be changed using the View Type Menu option on the PMoD Menu Bar Equipment Location PM s Equipment PM s View Type Menu Location View Locations Filters These filters affect the Locations list shown in the left pane of the form gt Room Type Filters Locations based on the selected Type gt Building Filters Locations based on selected Building gt Floor Filters Locations based on selected Floor The list on the left side of the PMoD form contains Locations and displays the following columns gt Name The name of the Location gt Type The R
154. that has been accepted started and stopped a new costing record for that user will be added with a current start time and a zero duration e Ifa work request is marked as completed all zero duration costing records for all users for that work request will be updated with the elapsed time since start e If work request is closed fill in all O value durations with current datetime e If work request is completed without a stop it will be stopped then completed The costing tab of the work request will be modified to show cost entries created using the start and stop Copyright Systems Associates Inc 2005 2012 Page 4 23 SynergyMMS Work Requests Date Quantity 3 27 2012 10 25AM 0001 The work requests have been dispatched The Dispatching tab of the work request will show a Start status and a Stop status 791497 Issued By SAI None on 3 27 2012 7 24 AM kim saicorporate com cheatwood kim 3 27 2012 7 24 AM kim saicorporate com cheatwood kim 3 27 2012 7 25 AM kim saicorporate com cheatwood kim 3 27 2012 7 26 AM None None 3 27 2012 8 24 AM Ga Gls Cd 6 Ce GE The work requests have been dispatched Pointing to the list of work request status column will display the current status and the current state if started or stopped if known Note The Start Stop process works in combination with the Claim Unclaim function as devices must be claimed before it can Start
155. that item SynergyMMS Version 3 11 17 2011 3 29 2012 Top 10 by Quantity of Work Requests g C E 51s EE Dy TEE Z y 3 Ta a E A A AO O O O O O O O ite for te _ m O i iB iB 7 B z E B Not Assigned Taskcode Description 105 ENTRY LIGHT SHADE NEEDS REPAIR 10S ARMOIRE DOOR IS BROKEN 132 TELEVISION HAS NO VOLUME 143 HALLWAY LIGHT I5 OUT 156 TRASH CHUTE DOOR HANDL 0O00 E 17 PHONE 000 6 173 CARPET NEEDS REPAIR 7 190 ENTRY DOORJAMB NEEDS PAINTING 2007 ROLL AWAY IN NO CHARGE 201 LINEN ROOM DOOR NEEDS PAINTING 2019 DELIVER TOOTHBRUSH PASTE J 2027 LOBBY RESTROOM CLEANUP 2030 SLIPPERS 207 SINK IS CRACKED 209 TOILET IS CRACKED BROKEN 2103 BATHROOM SINK 2114 LIGHT OUT 2115 LOST ITEM DOWN DRAIN 2129 HVAC Meeting Rooms 219 HIGH SPEED INTERNET 221 TELEPHONE DISCONNECT 223 POWER DISCONNECT Taskcode Description Oldest Guest Internal Quantity of Work 12 21 2011 0 1 1 0 12 01 2011 1 0 1 0 12 13 2011 1 1 2 1 12 21 2011 0 1 1 0 11 22 2011 1 0 1 0 12 01 2011 1 1 2 1 11 17 2011 0 4 4 1 11 17 2011 0 5 5 1 12 13 2011 1 0 1 0 12 01 2011 0 1 1 0 12 01 2011 2 0 2 1 12 28 2011 0 1 1 0 02 16 2012 0 1 1 0 02 15 2012 2 0 1 0 12 01 2011 4 0 4 1 12 21 2011 0 1 1 0 01 19 2012 0 1 1 0 12 21 2011 0 1 1 0 11 22 2011 1 0 1 0 02 16 2012 0 5 5 1 12 21 2011 0 1 1 0 02 16 2012 0 4 4 1 Typical Summary Report with graph Print Report Export Report to PDF Excel C
156. the WR will be re dispatched to the original recipient Within the FasTrax interface WRs that are Escalated are moved from the Progress Panel to the Action Panel so they may be addressed In both the FasTrax and Full View interface the WR will display with the Escalated Status icon Copyright Systems Associates Inc 2005 2012 Page 4 25 SynergyMMS Preventive Maintenance Chapter 5 SynergyMMS Preventive Maintenance Preventive Maintenance PM is an important component of SynergyMMS The tools SynergyMMS provides to interact with PM Schedules have been streamlined to provide a more focused easier interface The concept here is that work or jobs that need to be done in a recurring fashion should be added to the PM section of SynergyMMS Work requests are then generated from these PM schedules and can then be tracked for QA inspections as well as warranty and insurance purposes These jobs can include room PMs or inspections equipment maintenance and inspections or daily meter readings that are required Even jobs that you only do every other year or every y year can be added to make sure all items are being covered Any repetitive job that is planned and known about can be setup in SynergyMMS s PM area SAI has often received many questions on what should or can go into the PM We have detailed a few examples outside of the standard equipment maintenance and room inspections 1 Fire Extinguishers Adding all of the Fire
157. the pumps move liquid instead of air O O Title The title could be the specific type of pump Manufacturer Record the information here if the manufacturer is different from that of larger piece of equipment Model Number Record the model number of unit Serial Number Record the serial number of unit Capacity flow Record the GPM gallons per minute 1 e 1000 GPM Shaft Size Record the size of the fan s axel 1 e 1 2 to 4 is typical Pressure Record the liquid pressure 1 e 50 to 200 PSI typical Pump Input From Record the location the liquid 1s received from Pump Output To Record the location liquid is delivered to System Description Record any general notes about this unit here gt Service Contract This is used for recording service contract information for a piece of equipment o Title The title of the datasheet Copyright Systems Associates Inc 2005 2012 Page 2 19 SynergyMMS Setup o Company Name Record the company the service contract is with o Expiration Date Record the expiration date of the contract o Value Record the monetary value of the contract o Address Record the address of the company o Phone Record the contact phone number of the company o Notes Record any general notes regarding the contract Files Tab The Files tab allows you to connect specific files such as manuals or pictures of the unit to a piece of equipment in SynergyMMS Connected
158. thin the PM Schedule General Tab must correspond to the name of the alias exactly in order for the process to work properly CIQ Aliases cannot contain spaces Copyright Systems Associates Inc 2005 2012 Page 9 1 SynergyMMS Interfaces Run time Hours for SynergyMMS This aspect of the interface 1s designed to gather the hours of use from CIQ placing the information into the SynergyMMS database SynergyMMS PM Generator gathers the information based on the CIQ Alias listed in the Equipment Setup form of SynergyMMS Once the run time hours for the corresponding equipment match the preset level in the PM Schedule SynergyMMS will trigger a new Work Request for that schedule and reset the internal counter PM Schedules Sei 102 Current Active Schedules Schedule Name Type Frequency Mode Repair Dept Repair Trade Assigned To Lexington Avenue Entr Equip Custom Regular None None None Lexington Avenue Entr Equip Custom Regular Mone Mone Mone Lexington Avenue Entr Equip Custom Regular Mone None Mone Lexington Powerwash Equip Custom Regular HOUSER PRM HSEP PS PM Mone Lobby AHU Equip Monthly Sliding None None None Lobby Clock Equip Custom Regular Mone Mone None Lobby Edging Equip Custom Regular Mone Mone Mone Lobby High Dusting Equip Custom Regular Mone Mone Mone l nhhyw Vall Pinlish Fanin Custam Reni ilar Mone Mane Mane PM Schedule Lobby AHU S Auto Schedule Schedule Mode Date Options C Regular f Sliding
159. to separate MODs based on the department or trade that the work request is assigned to Choose None Department or Trade here to assign MODs whom receive all escalations ones for a department or ones of a specific trade respectively o Department Trade When MOD Grouping is set to Department or Trade this field becomes available for selecting the department or trade for assigning MODs to o Eligible MODs This list contains all of the employees whom are eligible to be a MOD but currently are not If a grouping by a department or trade is selected only employees from that department or trade are shown o Assigned MODs These are the employees whom are currently assigned to be MODs All employees are available as MOD for any department or trade o MOVE Buttons Pressing the move button with the arrow pointed towards Assigned MODs will move selected employees in Eligible MODs whom have been selected into Assigned MODs Similarly the Move button with the arrow pointed towards the Eligible MODs will move selected employees in Assigned MODs back to Eligible MODs To select an employee simply click the employee s name It will change colors to indicate it is selected Clicking another employee will un select the first To select multiple employees hold down the Ctrl button on the keyboard while clicking and selecting more employees will not un select the first To select a consecutive group Copyright Systems Associates Inc 2
160. tup SynergyMMS gt Schedule Type The type is either Equipment or Location this determines what items may be connected to the currently selected schedule when you get to the Connection tab gt Details Can be either Task Code or Inspection the drop list will contain either Task Codes or Inspections depending on which option is selected and will automatically fill in many of the fields of the currently selected PM Schedule You can also choose to not use a Task or Inspection and simply type in the work If you are considering using SynergyMMS for QA Copyright Systems Associates Inc 2005 2012 Page 5 5 SynergyMMS Preventive Maintenance Inspections at the property the time it takes to create a task code will be well worth it when it comes to providing clear reports for your QA Inspector A schedule must have a Task Code Inspection or questions tasks to be valid and allow saving gt Issuing Dept The department responsible for editing and maintaining this PM Schedule This becomes very important as you get more departments entering items into SynergyMMS for tracking gt Repairing Dept The department responsible for repairing the current task often set by the Task Code gt Trade The trade within the department responsible for repairing the current task often set by the Task Code gt Assigned To The employee responsible for completing this PM If many people could be assigned to do this type of wo
161. tus AssignedTo Duration DateScheduledFor 788006 B2 BLD F PM Generator 899 CHILLED WAT ih gold KARY Od 01 39 12 28 2011 12 17 PM 7es004 3 779 Test Mario 5 2027 LOBBY REST x charles Con Od 04 14 12 28 2011 9 42 AM 788003 4 6LD 3 test 3 test 3 af None Od 00 02 12 28 2011 6 14 AM Progress 4 gt Panel 1 In Progress Work Requests J WR Location Gst Guest Name Description Status AssignedTo Duration DateScheduledFor 788007 B1 18 Ea 132 TELEVISION H None O 12 28 2011 1 56 PM Details Panel Details WR 788007 Issued By SAI None on 12 28 2011 1 56 PM Repair Dept Guest Saree Checkbox 132 TELEVISION HAS NO VOLUME Requested By preselected for added convenience TELEVISION HAS NO VOLUME Work request 788007 created The FasTrax View Function buttons affect the Synergy displays messages to currently selected WR displayed the user in red or black below in the Details Panel the row of function buttons Copyright Systems Associates Inc 2005 2012 Page 4 3 SynergyMMS Work Requests Note The FasTrax View Title Bar and its resizing buttons may appear in a different color than displayed here due to the Appearance Settings of your PC The buttons will minimize and resize in the same fashion no matter what their color or appearance The Action Panel The Action Panel is so named because it calls for the user to perform actions on outstanding WRs WRs displayed in this panel require some user
162. ule type and repair information PM name appears in the Title Information on this portion of the form is Bar of each tab often filled in by a specific Task Code Work Definition Questions Tasks Schedule Connection Parts PM Schedule CHILLED WATER PUMP SEMI ANNUAL Schedule Name CHILLED WATER PUMP SEMI ANNUAL Schedule Type Issuing Dept leng Equipment Location Repairing Dept eng 7 User Defined 2 None R User Defined3 foe Kssign To gold KARY ECT lod 01 00 Output To None Priority Filter leg 4 Spec Projects None F Details Trade TaskCode C Inspection 899 CHILLED WATER PMP SEMI ANNUAL 89 The PM Work Definition Tab The fields of this form display the following information for the currently selected PM gt Schedule Name The title given to the currently selected PM Schedule This title should be specific enough to describe the task but not so much to be specific to a particular piece of equipment or location Examples AHU Quarterly Filter Change vs AHU1 Quarterly Filter Change Vehicle Oil Change vs 2005 Ford Van Oil Change Ice Machine Bleaching vs 5 Floor Ice machine bleach job Notice that the second options are for a more specific piece of equipment yet the first options do a good job at explaining the work to be done You can make the PM Schedule names specific and only for one item but that means the work load is higher to se
163. uplicate checking feature of SynergyMMS Criteria for duplicate checking applied using the checkboxes gt Duration Time Levels The default time period for color coding of WRs This allows the color of the work request to be more meaningful Example A light bulb change should have an ECT of 15 minutes yet a tub overflowing may have a more realistic estimated time of 30 minutes Given our setting in our sample of Yellow 10 past and red 20 past a WR with 15 minutes ECT will turn yellow at 16 5 minutes and Red at 18 minutes A WR with 30 minutes ECT will turn yellow at 33 minutes and red at 36 minutes Copyright Systems Associates Inc 2005 2012 Page 2 36 SynergyMMS Setup gt Show Duration Colors Enable color coding of different types of WRs Guest WRs are always color coded gt User Defined Three customizable search fields for WRs can be defined here These fields can be an extension to the filtering and sorting already available in SynergyMMS from the department and trade These fields set the titles for the customer fields The lists of data are edited in the codes area of setup gt Cost Allows for a percentage mark up over the basic cost on a work request Available with the add on Costing module General WA PM Dispatching Generator Run Frequency Generator Run Daily x on PM Dispatch Options Dispatch To assigned Output Printer P PM Full Detail Options PM Full Detail Add
164. ure Set Click Once Deployment Click Once deployment makes it verv eacw for anw The Message Center Panels Top Panel This panel will alert users to updates or maintenance or any other message SAI needs to alert a property to Middle Panel This panel will provide vital property statistics to the users Such as the top task codes or locations with the most open issues at this time Bottom Panel This panel will alert users to new features new updates available or tutorials Copyright Systems Associates Inc 2005 2012 Page 1 7 SynergyMMS An Introduction The Toolbox The Toolbox provides easy navigation to all areas of SynergyMMS gt Area Icons Area Titles Click an Icon or Work Title to display a list a Requests of Menu Options Full view 7 The Toolbox will be ys QuikTicket View reflective of the by rights the user has i Preventive Maintenance Reports Click here to Log Out of SynergyMMS or to log in as a different user Inspections Toolbox Menu Toolbox Menu w Work Request Menu displayed Copyright Systems Associates Inc 2005 2012 Page 1 8 SynergyMMS An Introduction Clicking an Area Icon displays a list of Menu Options Inspections is the only area of SynergyMMS that does not contain Menu Options clicking the Inspections Icon or Title will launch the default interface for that area of SynergyMMS Clicking the Log Out Icon o
165. wish to audit Copyright Systems Associates Inc 2005 2012 Page 7 10 SynergyMMS SynergyMobile The system looks up the inventory item you are auditing and returns the details of the item for confirmation Here you can see the current quantity on hand according to the program is 1 Checking the count of the physical inventory you can enter the correct count in the Audit Qty box The system will automatically adjust the database to reflect the audit quantity you entered and record the variance in the database You can run a report to see all of the items in the 3 t database that did not match the audit quantity SynergyMobile is designed to allow real time access to the system in a way that supports mobile personnel while affording them the freedom to move about the building but remain connected With such a wide range of devices supported it is likely you can easily integrate SynergyMobile into your system Copyright Systems Associates Inc 2005 2012 Page 7 11 SynergyMMS SynergyMobile SynergyMMS iOS Application The SynergyMMS 10S Application which runs on iPhone iPod Touch and even iPad is an alternative to the browser based SynergyMobile Never before has this combination of mobility reliability and speed together with the functionality of SynergyMMS been available We are FCSN OCS A excited to offer the SynergyMMS iPhone Application as a powerful on extension of SynergyMMS Below are a few high
166. y Details Trade ENGR User Defined 3 None 7 Task Code Inspection Assign To gold KARY ect o Ha fo1 00 age CHILLED WATER PMP SEMI ANNUAL 89 Output To None 7 Priority Filter 99 PM Schedles Creates new blank PM Schedule Cancels changes to Current PM Saves current Schedules PM Schedule Copyright Systems Associates Inc 2005 2012 Page 5 3 SynergyMMS Preventive Maintenance The PM Schedule List The PM Schedule List displays all schedules accessible to the current logged in user By default the list is sorted alphabetically based on Schedule Name and contains basic information about each schedule Clicking on a schedule in the list displays the detail information in the tabs below Allows filtering of Sort the PMs by clicking in any the list when clicked Number oractve column header Click once for PMs appears in the ascending twice for descending Title bar A F 404 rM Schedule s lt unfiltered gt unfiltered gt lt unfiltered gt lt unfiltered gt lt unfiltes filtered gt Schedule Name Type Frequency Mode Xai i CHILLED WATER PUMP SEMI ANNUAL Equipment SemiAnnual Regular eng ENGR gold KARY AHU SEMI ANNUAL MAINTENANCE Room SemiAnnual Regular eng ENGR Elvis ENG B1 GENERAL CLEANING 18TH TO 27TH Equipme Annually Regular eng None None B3 GUESTROOM CARPET EXTRACTION Equipme SemiAnnual Regular None None None BALLROOM LIGHTS Equipmer Custom
167. y Systems Associates Inc SAI The web address will look much like this http xxxx synergymms com Note The X s will be replaced with a unique property ID that links specifically to your database When SynergyMMS is launched a connection to the server is made using Internet Explorer IE An IE window will open followed by the Launching Application window once the connection is made Launching Application Verifying application requirements This may take a few moments SynergyMMS Launching Application window If this is the first ttme SynergyMMS has been launched on this workstation you will be prompted to run the SynergyMMS installer Application Run Security Warning Do you want to run this application Name SynergyMMS From 3 synergymms com Publisher Systems Associates Inc While applications from the Internet can be useful they can potentially harm your computer IF you do not trust the source do not run this software More Information SynergyMMS Application Run window Once you click Run to begin the installation of SynergyMMS on your workstation you will see the application downloading to your computer Copyright Systems Associates Inc 2005 2012 Page 1 2 SynergyMMS An Introduction 0 Downloading SynergyMMS Downloading SynergyMMS By This may take several minutes You car use your computer to do other tasks S during the installation Name SynergyMMs From 3 synerg
168. ymms com Downloading 0 Bytes of 0 Bytes Cancel SynergyMMS Download window Now that you ve finished downloading SynergyMMS to your computer you will be able to log into the application What if SynergyMMS doesn t load If you have followed the above steps and SynergyMM S is not loading on your PC and you are not getting any error messages then you probably have to add SynergyMMS to the trusted sites in IE Locate the SynergyMMSS url Sip Clee EN T Open Internet Explorer an Go to Tools Internet Options see image at right Select the Security tab Click on Trusted Sites then click on the Sites button t work ortine Fill in the url for SynergyMMsS from your site see below T ud gt gt t 4 Reopen Last Browsing Session C Pop up Blocker gt a Manage Add ons ee a a Compatibility View Settings EF Full Screen Fil Toolbars gt Explorer Bars gt d gt Developer Tools F12 Suggested Sites windows Messenger You can add and remove websites from this zone All websites in 9 this zone will use the zone s security settings Diagnose Connection Problems Internet Options ire server verification https for all sites in this zone Copyright Systems Associates Inc 2005 2012 Page 1 3 SynergyMMS An Introduction 7 If your security level is set to Custom and the slider for the Security Level is disabled click Default Level to enable the slide
169. ynergyMMS will bypass the login screen and launch the MAP directly Note Employees with Complete and Close rights for Work Request must also have View and Edit rights Note SynergyVoice also follows the employee rights Note If an Employees rights for work request reports is removed or can connect is unchecked and that employee had reports setup to email they will no longer be sent Files Tab The Files tab allows you to connect specific files to an employee record in SynergyMMS You can connect already uploaded files and move them to the Connected list Employee apple ALEX Not Connected en Connected E aT Phones_nextelTitanium JPG Copyright Systems Associates Inc 2005 2012 Page 2 11 SynergyMMS Setup Equipment The Equipment List stores pertinent information about Equipment in your facility These items are stored in the program for use in Work Request and Preventive Maintenance Schedules This area also provides easy access to considerable information that can be collected on each piece of Equipment Synergy Setup Employees Task Codes Locations Equipment Outputs Inspections Pooling Preferences 1145 Piece s of Equipment ACU O07 ACU 008 3 VALET SHOP A C UNIT acu 009 acu 10 AHU 001 7 1 Equipment ACU 007 Name ACUOOT Manufacturer CARRIER Modek esti SSCS Serial 9083493458 Date Installed y 171990 Barcode 17345678901234567800 Warranty Date

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