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Work Order and PMs Start Quick Tour

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1. CMMS with Reliability Analysis CMMS Software version 4 0 Work Order and PMs Quick Start Tour Copyright 2011 MaintsSmart CMMS Software All Rights Reserved Work Orders Create A Simple Work Ordel cccccceeeeeeet eee eeneeeeeaees 4 Create a Detailed Work Ordet ccccecceeeeeeeeeeeeeens 5 6 Edit Delete or Print A Work Ordef ccccceeeeeeeeeeeneees 7 Saving Emailing Work ORderS u c saiuincuneseduanvonsmsanncendehacuens 8 9 Work Order OPOS xeon ctenneesss chute exebewekmaccnnddwegrecadevoesecade 10 Setting Work Order Defaults ccc cece eee eset eee eneees 11 Preventive Maintenance What Are PMs And How Do They Differ From Work Order 12 Update and Print PMS baSIC ccccecceeeeeeeeeeeeeeeees 13 Filter and Print PMs advanced cccecceeeseeeeeeeseeeeees 14 PM Options AdVaNnCed ccccecceeeceeeeeeeseseeseeeesaeaeeees 15 Configuration Task Groups and Task Descriptions 16 Configuration Task Packages cccceeeee cesses eeeaeeeenes 17 Configuration Job List Templates cccccceeeeeeeeeees 18 PM List CGA ON se eccedcncdence dl ieewtavesk cde cidetedcensbdecanseenda 19 Get the MaintSmart CMMS Software User Manual 197 pages as Adobe http www maintsmart com MaintSmart User Guide pdf Get the MaintSmart CMMS Software Purchasing Inventory Manual http www maintsmart com Support MaintSm
2. Step 3 Work orders may also be saved as templates or boiler plates A work order template is a copy of an existing work order that you can make countless copies of either directly or automatically Once again select a grid row by clicking it Next right mouse click to show pop up menu Select the menu item Save Work Order As Template A small box appears prompting you for a name for this new template Enter a name or use the default topic continued on next page Copyright 2011 MaintsSmart CMMS Software All Rights Reserved JE Saving Emailing Work Orders advanced Google m E searchweb go PageRank Eh 7 Add ps Organize Job Ref Work Order Date Assigned sn 19 w0 109928 ef 19 2001 es 23 WO 109925 1 15 2001 3 Links 3 Media 29 0109921 5 00 oN on a 5 2001 es 30 WO 109933 ofa 200z re Work Orders Sa 7 amp i Export Bread BaggersWrappers Bulk Flour Bin 3 Bread Make Bread Proofer Date As nA CCE Format Arder i O ak a Acrobat Format PDF nce 29 JE Cancel Destination Disk file Exchange Folder Lotus Domina Assign Print This Work Order Request Duplicate Work Order Save Work Order As Template y Filter Grid k Merge Column Refresh a ee Step 4 To create a work order from a template select the menu items Templates gt gt Create Work Order From Template When the template pop up screen appe
3. and job list templates are entirely optional and are not the actual PM task list you ll distribute to your maintenance personnel but rather are used to speed up PM task list creation The next page illustrates how to create PM task list very quickly 18 Copyright 2011 MaintsSmart CMMS Software All Rights Reserved PM Task List Creation advanced Step 1 Understand what a PM Task List is A PM task list is a set of preventive maintenance tasks that describe work needed to prevent failure or prolong the life of an equipment item Maintsmart CMMS Software uses time based PMs in it s preventive maintenance section and uses meter based or time based PMs in it s work order section Create a PM task list once then the tasks recycle each time they re marked complete You may add task package job list templates or individual tasks at any time Delete individual tasks as needed too Step 2 From the fifth tab on the PM configuration screen labeled PM Lists press the Edit or Add button to create a new PM list or to edit an existing one Make the selections as depicted below Notice we are adding the job list template we created on the previous page At first this may seem confusing that we are adding the job list template Refrigeration Compressor 1 to the PM list for the equipment item Refrigeration Compressor 1 but if you think about this the job list template isn t actually a PM list but rather a set of tasks that could be appl
4. items notice the last entry refers to Ken Wright s PMs Select this menu item to print Ken Wright s PMs Note you can just as easily filter the PMs by Work Area Equipment or Task too You may also filter the PMs by how many days from today the Start Date or Due Date Select Due Date from the Start Due Date drop down box Engineer Start few Pe Elmo Smith en obid Frank Pierce James Gilmore Ken Wright l Frill Ci F odaylor Before Today Days From Today r Dne Week l Start Due Date Select One Week from the Days From Today drop down box The PM data grid is refreshed to display PMs for ken Wright that have a Due Date of one week from to day and all PMs due prior to one week from today Step 2 Advanced Filtering Right mouse click the grid area to display the pop up menu then select the menu item Filter Grid pictured below left From the first tab of the Filter Grid pop up screen make the selections as pictured below including the date selections Assuming today s date is 1 17 2004 this filter displays ken Wrights PMs between these dates Go to Step 3 evel 4 30 5 31 2003 6 3 2 E vig and Pinls 7 10 7 2002 10A ter Grid Alignment Filter Grid Ts Where This Colum Mame For Leaks Repa TE a ial sfe a a a Operator Is Equal to ls to This Value Ken Wright Step 3 Advanced Filtering From the second tab on the Filter Grid pop up screen and enter the text for the Filter Name a
5. record and are useful for providing detailed instructions on how to perform a PM tools needed etc le View Window Help YRS n Effect Completed 1A462004 0 p M UseDueDae D Ikeo Chane olada levi antpilas Hours Task Completion Comments 255 characters Found loose set screw on sprocket Details while servicing drive chain File Filters Options Window Help Step 4 To print a PM task lists select the menu items as pictured on the right There are Save i al a ll s m Parai alesi mla several different formats to choose from under the Options gt gt PM List Format gt gt Menu it Detail ae t Print issign PMLists P PM Lists by Currently aes items Details appear only on certain formats gid pee by Sree ey rere I cI Note MaintSmart CMMS Software handles PMs separately from work orders This provides a way to update 100s or even 1000s of PM task completions in seconds You may create PM type work orders if needed too Copyright 2011 MaintSmart CMMS Software All Rights Reserved r k Flour Bin 1 ii Yeg Area C M Lists Manual Assignment Late PM Lists Manual Assignmer 13 Filter and Print PMs advanced Step 1 Simple Filtering Print a PM list from a filtered data set as follows from the filter drop down box labeled technician select the name Ken Wright The grid now show PMs for Ken Wright only From the File gt gt Print gt gt Assign PM Lists menu
6. tab labeled Tasks From the Task Group drop down select the T asks task group that you created in the previous step HVAC Tasks We are going to create a new task Trang J task that is related to the group HVAC Tasks Tasks may be easily moved from one task group lt r to another by selecting the task in the grid left mouse click grid row then changing the group me x selection in the drop down below the grid Step 4 Type the task description Service the Evaporator into the Task Description box Then press Save Task Description 255 chars Note this task description is a short description up to 255 characters You may enter a much Service the Evaporator larger task description under the Details button on the last tab of this screen this is covered later in this tutorial The reason MaintSmart CMMS Software uses a short task instruction is l that later when you are analyzing your maintenance operation through one of MaintSmart K CMMS Software s analysis screen the database that stores your data will be able to query the data including task data you ve entered efficiently and deliver answers that guide you towards Pressure Test Hi and Low Side and App improvement if needed Databases don t query from text strings longer than 255 characters eee ares See eae Leak Detection Fluid Tg Al Yake and Fittings Drag and Drop Step 5 Press the New button and add another task Pressure Test Hi and
7. the full User Manual The MaintSmart Demo is the full MaintSmart program with a 30 day limit This time may be extended once if needed The Demo contains three databases Manufacturing Data Building Data and a blank database that you may configure with your own data If you decide to use the blank database you can simply email the System ID as displayed under Help gt gt About gt gt License gt gt Register along with a P O number or call in a credit card and we ll issue an immediate extension of the license Other resources are available too such as web help online tutorials MaintSmart Help menu items Help gt gt Contents and status bar help set screen focus on many screen items by tabbing to the item with the lt TAB gt key For the purposes of this Quick Start Tour topics or concepts of special importance are in green text Warnings are presented in red text Items of emphasis are underlined Screen labels are in bold type The MaintSmart User Guide contains additional details and information on using MaintSmart It is available for free from our web site http Awww maintsmart com work Options Window Help bor Hours optio Accessorie Programs a Log On to MaintSmart Microsoft SQL Server Documents Adobe Snagit Settings MovaLogic d Search Microsoft Visual Studio WET gReg d Hep MaintSmart H MaintSmart Tip of the Day Run Use An Empty H Did you krom Database requires a oar l
8. the start and end time date of labor hours for each Status Acive person oe ee So 4 Work Order Numbering provides a way to either iini Rebuild sankizer pum use the Job Ref of the work order as the work order Use carey Equipnen Oo a Bypass Series Oooh Operas Soave eal Wiii guards in Prac Use Proper number or auto increments your own numbering Parts Used for This Work Order system Feri Numper De ecrecien Dentin Used Aepinee ocon m To 5 Defaults gt gt provides shortcuts and more described vas Ove Ber 3 2 Low Stock Bef Rack 32 on the next page EORDER 3 0064 Orve Bef Yoo 25 ie me Pijem ils 3 mam TYE ore 10 Copyright 2011 Maintsmart CMMS Software All Rights Reserved T FTF F F F Setting Work Order Defaults advanced L l Work Order 29 Work Onder Labor Hours optional Step 1 Work order defaults provide a way for MaintSmart CMMS Software to automatically fill in some or most of the data fields for you whenever you create a new work order by pressing the New button To set defaults begin by pressing the New button Select or type in the data values you want to use as defaults in the boxes below the grid same as you d do when creating a new work order Order Date Assigned Date Completed Engineer Work Area Location 21972001 af2e 2001 Lary Prats No Area Assignment 11 4 2001 1 22 20 Ken Wright No Area Assignment 2 3 2002 3 22 2002 Charlie Husto p No Area Assignment se ee Rro 2002 Char
9. time comes to create the actual PM lists PM Lists tab on PM Configuration screen you may apply this task package to as many PM task lists as you want Each time you apply this task package to a PM list all three of these lubrication tasks at 30 day intervals are added to the PM list all at once This saves time as opposed to adding each task individually Task Fackage Name HVAC30 Step 2 From the third tab on the PM configuration screen labeled Task Packages press the New button to create new task package Enter a name for the task package that identifies this task package in a way that is Interval meaningful to you For this example enter the name HVAC30 This represents a task package of HVAC related z m tasks performed every 30 days Select the interval of 30 from the drop down Step 3 Right mouse click the list box labeled Select Task Select from the subsequent pop up Hi and Lo Fire Refrigeration Group menu the Refrigeration Group menu item By doing so only tasks from the Task Group named caer Refrigeration Group are loaded into the list box making it easier to locate the needed tasks Select Task Refrigeration Group Slicer Group Check Compressor Oil Level Steam Group Check Condensor Fanls _ in Step 4 Right mouse click the list box labeled Select Task Select from the Check Evaporator Fanfa 7 subsequent pop up menu the Refrigeration Group menu item By doing eee the Task G d Refri tion G Select Task Ref
10. 4 Press the Save button That s it you re Ordery ork Request done Ej RSet Delete E Copyright 2011 MaintSmart CMMS Software All Rights Reserved Step 2 Select the date time the work order is created MaintSmart CMMS Software uses today s date by default but this may be changed by clicking the down arrow on the date box Step 3 Select the work order Type Priority and Status Note select New Type to create a new work order type also applies to Priority and Status Step 4 Select an maintenance technician for this work order If this is a work request you may select a Requestor Later in this tutorial we ll show you how to add multiple maintenance technicians to each work order and even have MaintSmart CMMS Software time their work automatically Note the term Technician Department Work Area Location may all be changed to suit your maintenance operation from the Program Configuration screen topic continued on next page Copyright 2011 MaintSmart CMMS Software All Rights Reserved je Create a Detailed Work Order optional Step 1 Follow steps 1 3 on the previous page to begin creating a new work order ET Wate I IME S23IQhed Of aA LAahnged 2 13 2007 9 75 00 AM al February 2007 gt i Wales Ime Lompn 1 2 9 kK Area Locaton 4 5 6 7 8 9J 10 ad Baggersrappers 11 15 16 17 18 19 el 22 23 24 a ments or Short Instruction
11. Low Side and Jajal Task Text Into Apply Leak Detection Fluid To All Valves and Fittings to this task group Note You may MaintSmart CMMS Software drag and drop existing task text from another program like MS Word or copy paste task text into MaintSmart CMMS Software s Task Description box Task Description 255 chars Pressure Test Hi and Low Side and HRE Copyright 2011 MaintSmart CMMS Software All Rights Reserved Task Packages Speed PM Task List Creation advanced Step 1 Understand what a task package is and how it can help you set up your PM task lists A task bt a ee cd Ei ackage is simply a group of similar tasks that have the same completion interval It is important to understand i Tonk Pack sane that task packages are simply groups of task descriptions that may be applied to an equipment item s PM list all at the same time Task packages are used as a shortcut for building PM lists Their use is optional but very Interval i useful for building PM task lists quickly akl Here s an example suppose you have a set of lubrication tasks that are commonly performed on several Remove a Fash A LUBE S0 equipment items every 30 days You could create a Task package called LUBE30 name is not important that Fe ee rape Bese ACRES contains three tasks related to lubrication and then set the interval for 30 days Picture on right lists tasks When Cheek Dil Level In Gearboxes 30 aii b a the
12. WO 10359295 RAGA Activate All Work Requests Then Print w0 109934 01 18 2006 05 00 i 72 01 18 2006 02 00 All Work Orders work Requests Last 7200 Days 7 0171872006 03 00 Work Order Labor Hours i 7G 0171872006 08 54 Work Order Labor By Work Order Number TTF even NDR Work Orders Ay Denarkment Step 3 Now that the print preview screen is g Company Assign Active Work Orders showing go ahead and print the work order by re a gz gh 3 ine P H I ae nm UUs clicking the print icon at the top of the print preview Bee 7 amp pim screen Copyright 2011 MaintSmart CMMS Software All Rights Reserved Step 1 There are several ways to save work orders To save the entire work order grid select the menu items File gt gt Save then select the saved format HTML text csv Excel etc Picture on right shows grid saved as a web page Step 2 In most cases you ll probably want to save individual work orders in a work order format rather than the entire grid of raw data To save a work order select a work order by left mouse clicking the desired row in the grid Right mouse click the grid to display pop up menu then select Assign Work Order Request When the work order print preview screen appears click the envelope icon at the top of the print preview screen A pop up screen appears giving you many options for saving or emailing this work order Some of the formats include Excel HTML MS Word simple text etc
13. ails pou should A r a ae pies Poa R fie _ select one of the detail work order report formats fro ora trienadly format ypen ord Se ee a a the menu items Options gt gt Work Order Format Text or Rich Text documents directly into one of the detail work order report formats from the menu items Options gt gt Work Order Format the Details screen Work Order Details Clear E xi Details se Parts Step 7 Link unlimited files to any work order as needed by pressing the Add button To view or remove a link to a work order click the file attachment then press View or Remove File Attachments optional MBNESANNNANEENNNNNNENNNNNNENENNENANENNMNNENNNNARNENNNNNNENASANENNNNANDNAENNANENENNNANRENNNNENNNNNNEANNNANENNNAEANRNNMNNENNNAANNENNNARENENENNSRNNNMANENNANENENNENNN HE Es Program Files spi ICE Software Solutionsi WM aint marth Beadkie ty twh Add Beau i IE Arrese level Administrata Carment ar enecial met ichinrs Step 8 Press the Save button The next couple of Order w ork Request pages discuss work order options saving and printing Copyright 2011 Maintsmart CMMS Software All Rights Reserved Edit Delete or Print A Work Order Step 1 From the work order data entry screen left i H HHHH E Jt A E 3 E L IA ll mouse click the grid row containing the work order you want to edit or delete Notice that once the Work Order 44 Work Order Lak work order has b
14. ars check the template s you want to create work orders from then press the button labeled Create WO Step 5 Optional Advanced Topic MaintSmart CMMS Software has the ability to link work order templates to meters Meters are are user defined incremented values from practically any source For example a meter could be a counter that counts saw cuts or perhaps an hour meter on an equipment item These meters may be entered manually into Maintsmart CMMS Software through MaintSmart CMMS Software s meters section MaintSmart CMMS Software also provides a way for you to link meters to an OPC data item If work order templates are linked to these updated meters work orders will be created automatically from the templates should the meter reach its threshold value user defined OPC is used by many common PLC and HMI network programs like RSLinx or Wonderware Meters may be linked to PLC addresses thereby creating work orders based upon values read from actual equipment items Select the Meters menu item then view the various options under the Options menu Copyright 2011 MaintsSmart CMMS Software All Rights Reserved JE Saving Emailing Work Orders advanced l Work Order Templates Fie Options Help Work Order Templates Parts Usage O02 Bulk Flour Bin 1 00003 Check Oil Level In Gearboxes 001 east Refrigeration Compressor 1 00607 Check Evaporator Fan 104 Dough Miser 1 01078 Check Repair Door Seal s iw Pan Oil Pu
15. art3EPurchasingUserGuide pdf Have a Question Pick Up the phone and call toll free 1 888 398 0450 or 1 541 751 0450 or email us at sales maintsmart com Skype ID maintsmart How to Use the Quick Start Tour DCE Software Solutions sn ramen Lagden dee way Fo hir eodeinaty acd bower manbnarcr cohen Copyright 2011 MaintsSmart CMMS Software All Rights Reserved Quick start is designed to give you a quick overview of a couple of MaintSmart s powerful features Quick start only small percentage of MaintSmart s basic features Procedures that are covered are not covered in detail however you are encouraged to explore each screen further It s recommended that you also download the MaintSmart User Guide The User Guide covers all topics of MaintSmart in detail and provides a handy reference if you need to explore MaintSmart s features in depth Important The sample data contained in the Demo is for a manufacturing facility However MaintSmart works great for building fleets schools hospitals etc Top level entity Plant may be 3 kk easily changed to Building School Fleet etc How to Use the Quick Start Tour This tutorial assumes you have already entered basic configuration data into MaintSmart or are using one of the demo databases provided with MaintSmart For the purposes of this tutorial we ll use the manufacturing demo database For information on configuring MaintSmart please see
16. chive Details checked increases database size Normal w Motes Equipment Item Select the Yeast Refrigeration Compressor 1 cis tel cea gee ore Notice the grid now only displays PMs for this equipment item 1 EEIT cana ane sai arts Lis Select the menu items as pictured below 1 E EERI w Use Hours Details File View Filters Optiqns Window Help w Details and Parts List sve etl ae lead mlmm raal all del mlel ll S30 5437 2005 6 30 2003 Print F Assign PM Lists F PM Lists by Currently Assigned Personnel a TEE EEIE Exit Grid PM Lists by Currently Assigned Personnel w Av i Sk PM Lists Manual Assignment Filter Grid save Filt Filter Grid Late PM Lists Manual Assignment PM List For Yeast Refrigeration Compressor 1 i ee wher his Column Name Operator Is Equal to Step 2 Next right mouse click the grid area to a ic display the pop up menu Select Filter Grid ls to This Value David Hackiorth east Refrigeration Compress Yes C east Refrigeration Compress Yes C east Refrigeration Compress Yes When the Filter Grid pop up menu appears O ed save Filters select the items as pictured on the right Assume EE Filter ame FilterDesc today is 1 22 2004 Due Date l SEENED Hackworth s PMs Hackworth s PRs due 30 days be Rall Pack Department All All Roll Packaging department Ph pen i Step 3 Advanced Filtering From the second 1 22 2002 1 28 2004 mT tab on th
17. configuration Step 1 Start MaintSmart from vy anei uo eats Se Screen Windows gt gt Start gt gt Programs gt gt MaintSmart or MaintSmart 1 User Name admin or adminsp DEMO Sample i ee for Spanish work order screen gray Manufacturing Enterprise When MaintSmart starts you ll be presented with a Tips wrench icon 2 Password 1234 Database lt a screen Select either Manufacturing Demo Building Demo or Empty without quotes database For the purposes of this tutorial we ll use the Manufacturing DEMO sample Demo database C Building Maintenance Database W Show Tips at Startup s Hide Database Uptions Find Database Use Demo Database Step 2 For the sample databases the login is entered for you by default When MaintSmart CMMS Software starts you ll be presented with a log in input screen Select a Plant or Building Enter admin for the user ID and 1234 for the password Plant E Note the trial version has the Unsecured All Screens setting turned on in the Program Configuration section of the program to make it simple to test MaintSmart CMMS Software User ID Admin 2 MaintSmart Login Welcome to MamtSmart Please Login You may create your own user groups passwords with this trial version of Maintsmart CMMS Software This is actually the full MaintSmart CMMS Software program with a 30 day limit Passiword Spanish Language To see work order data entry screen partially tran
18. e Filter Grid pop up screen and enter Saved Filters the text for the Filter Name as pictured on left Filter Name The filter description is optional Make sure the Dave s Weekly Phs checkbox Use Relative Date is checked Press o Filter Description optional save 327 Tastee Baking Compa few Filters Options Window Displays all PMs due before today until i days alter today These are PMs for the upcoming week Step 4 Test your new filter It is now an easily 2 ee p Use Relative et Bove Tey accessible menu item This filter will always displays 3 eae Dave s Weekly PMs that are due in the coming week Copyright 2011 MaintSmart CMMS Software All Rights Reserved Task Groups and Task Descriptions advanced Step 1 Click the oil can icon yellow background at the top of the screen to open the preventive maintenance PM configuration screen Configure PM Tasks and Job Lists Step 2 When the PM Configuration screen appears click the first tab labeled task Groups then click the New button with the left mouse button to create a new record Enter the task group HVAC Tasks Press Save to save the new task group This group simply represents a grouping of tasks related to HVAC preventive maintenance tasks Groups are used by Task Group Name MaintSmart CMMS Software for filtering and organizing data items HVAC Tasks Task Groups Step 3 Click the next screen
19. e PM record ae cm tw 19 Copyright 2011 MaintsSmart CMMS Software All Rights Reserved
20. ect 23 WO 109929 1 19 2001 1 22 2007 Ken right Hore Defaults Labor Hours job ref 23 from the grid then 29 Ww0 109930 67572001 2 2 2003 Clarice Thomas DornutC york Order Numbering assign the work order Below is a Work Order w Parts Used Work Order Format picture of the first page of this work v Work Order w Details and Parts OSHA Link order Work Order w Detailed Instructions Work Order w Parts List Work Order w Recent Down Time Status Descriptions Classic Formats gt Use Multi Engineer Assignment Format When Applicable detail formats only Tastee Baking Company Any Town Work Order WO 109929 Joo Retrence 25 Prinied B Print Date or Bread k Step 2 Below is a brief description of some of these options To receive an in depth explanation of how each of these options work please see the MaintSmart Prat En nents Uae EET CMMS Software User Guide ORE FREE Te Se 1 Display Records Days Back From Today filter e a i a provides a way to limit the records displayed by date I i 2 Parts Usage is used for linking parts usage to work Location Asset Numbe order templates Parts may be automatically used from seems Seral Numer stock when a work order is created giana takaia 3 Defaults Labor Hours refers to options and sae aurora sre ReuestorPhone 555 1213 ext 3398 setting that may be used when adding multiple ESS personnel to one work order This feature also times DE AESMA sa ma
21. een selected that the boxes below vwfork Order ID work Order Date Assigned Date Compl the grid become available Make changes in these 23 WO 109929 01 18 2006 04 00 00 AM 01 18 2006 05 09 00 boxes then press Save to edit this work order To 14 wonossas CO IB 2006 15 0C00 FN 01 8 2006 038M delete the selected work order click the Delete 73 3 OA soe 03 00 00 ak 01 19 2006 06 26 00 button Click the Cancel button to deselect the 74 73 OAS o0Re 03 00 00 AM 01718 2006 05 20 00 work order 119 0007 Gta coon blo eee ee ce OO Doan Assign Prink This Work Order Request Duplicate Work Order Delete Refresh Step 2 There are several ways to print work Save Work Order As Template orders We ll illustrate one simple way of doing Filter Grid this Select a work order again by left mouse erial ne clicking the grid row containing the work order iber D rae P Assign print or print preview work orders in many different way View Filters Templates Meters Barcodes Invoices Composite Wit Next right mouse click the selected row and select 3 Assign print This Work Order Request from Save a acl acl loca al opel ical mi ea ea ll eo a eel ne the pop up menu Work orders may also be printed Assign Current Selected Work Order Request from the File gt gt Print gt gt Menu items as Exit Grid Assign All Active Work Orders illustrated below Work Order Print Options Assign All Selected Work Orders
22. hould consider using them Here s an example XYZ Apartments Service has 50 washing machines Although these washing machines are not all the same brand they are fairly similar and for the most part require the same PM tasks We ll create one job list template consisting of 25 PM tasks with varying completion intervals for the first washing machine When the time comes to build the actual PM task lists for these 50 washing machines we ll simply apply this job list template to each of the washing machine thereby applying all of the tasks in one action By using job list templates and or task packages you may configure comprehensive and consistent PM task lists very quickly Plant Equipment Name Step 2 From the fourth tab on the PM configuration screen labeled Job List Templates oona aa Any own Refrigeration Compressor 1 press the New button to create a new job list template From the Equipment drop down box select the Refrigeration Compressor 1 or other if not available Next select the Tade Package Tadi task package REFRIG30 from the Task Package drop down box Press Save REFRIGAO ie TS Step 3 Press New again to add more tasks to this job list Task eer template This time select an individual task from the Task drop down Select a completion interval for this task too Press Save Calibrate Gauges bd Filter 45 Add more tasks and or task packages to this job list as needed b Note Remember task packages
23. ie Huston Bread ven Cooler Step 2 Select the Options gt gt Defaults gt gt Set Defaults menu item When ers Flags Barcodes Invoices Blanket WO Options Window Help the Set Defaults pop up screen appears press the Refresh button aii aaa MaintSmart CMMS Software places all of the data selected typed into the LJ a l i i Lg Sila z Dye ESA work order boxes into the Defaults grid Note the checkboxes next to the grid r EE a E E To include the adjacent grid data be sure the checkbox is checked Press OK A TTN when you have the appropriate defaults selected checked Press the Exit Date Completed Engineer Work Parts Usage button to close the Defaults screen Note the message when closing Use Defaults Defaults Set Defaults Defaults Labor Hours Reset Defaults Plant Code k Work Order Numbering w Always Use Today s Date For New Records Work Order Format Step 3 To enable Defaults be certain to check the menu item Use Tote Sec Hee Soe ae Defaults pictured below 90 Degree Roller Bed 2 iw Equipment ed Date Completed Engineer Wok A Parts Usage Active ve 0 yw Use Defaults Defaults iori M Priority O Set Defaults b Defaults Labor Hours Ao Type Calibrate Gaugels Step 4 Test these new default settings by creating a new work order press New button on work order screen Defaults may be changed or disabled at any time as needed tems you wish to use as defaults from these boses Press the UE button on this sc
24. ied to any equipment item In this case we ll apply these tasks contained by the job list appropriately to the Refrigeration Compressor 1 Press Save Press the Add or Edit button again then select the equipment item Refrigeration Compressor 2 from the drop down labeled Equipment To Add Tasks To Press Save again Suppose you had 100 Refrigeration Compressors You could create consistent PM list for all 100 equipment items in a matter of minutes using these shortcuts Assign Delete Tasks and Job Lists to Equipment Plant Marne Job List Template to Copy Taske From AnyT Our Refrigeration Compressor 1 Equipment to Add Tasks to Task Package Name Refrigeration Compressor 1 Filter re Note Add task packages or individual Start Date Assign PMs To optional Task tasks to this PM task 12 20 2004 David Hackworth list too LeErtral MeMQeralor PHT Step 3 You may optionally add Details pictured on right to any PM record This is Outdoor Condensing Units particularly useful in the case where you want to provide a tool list check list or at jAi Handling Units ee Chilled Water Spaten detailed instructions for the task Left mouse click the row containing the PM record DOC Controls you want to add details to Press the Details button Enter up to 2 GB of text then Insulation nl press the OK button on the Details screen Press Save on the PM screen to link these PM Detail details to th
25. intsSmart CMMS Software All Rights Reserved L Update and Print PMs basic Step 1 Click the oil can icon gray background at the top of the screen to open the preventive maintenance PM validation screen Step 2 When the PM screen appears left mouse click the row you want to update or hold down the lt CTRL gt key and left click a few rows in the PM screen or select a row the hold lt SHIF T gt and click another row below the first to select a block of PMs These selected PMs are the ones you ll now update Updating a PM simply logs the PM equipment task as completed then recycled the PM to the next start date Step 3 Select the Date Completed and enter the hours or fractional part in decimals that it took to complete the PM Enter any appropriate Task Completion Comments if needed Press the Save button All selected rows are immediately updated The update process archives the current PMs start dates and completion dates time to complete and who completed the actual work Next a new record is automatically created for the next time this PM needs to be completed based upon the completion date and the interval Note Task Completion Comments are comments back to you from the person who performed the PM These comments are not recycled with the PM when it s updated but are archived for future reference Details unlike Comments see Details button are part of the PM and are recycled with the PM Details may be up to 2GB per PM
26. m iT AAA p A tor OS iA g PG a li wr oa a TE ee T a art Fepiace Refigeraion Pankulaie Fiers and Sernvice TESH z a i m T T BSC TD CF Pam Location O Pan 15 39 hs 2 feei 33 uy PM Formats Several PM list formats are available ranging from compact list just task and equipment item to detailed instruction formats with required parts listings Filters Maintsmart CMMS Software provides a simple way to create a filter then save the filter as a menu item This makes it simple for an employee to simply select the menu item to print their PM list The bottom of the PM Validation screen is devoted to filtering Filter by date range task employee equipment or work area group of equipment items Printing PM Lists Print save as pdf excel MS Word or numerous other formats Email a PM list after saving it as a pdf or web page To further speed up the PM validation process Maintsmart CMMS Software provide shortcuts such as Use Average Hours and Use Due Date If Use Average Hours is checked MaintSmart CMMS Software looks at the historical average time to complete the PM task for this equipment item then uses it automatically MaintSmart CMMS Software can also assign PMs based upon an employee s skill set advanced feature Remember as with all data in MaintSmart CMMS Software all completed PMs along with parts records and labor hours are saved for future analysis by MaintSmart CMMS Software Copyright 2011 Ma
27. mp 1 Check Orive Chain 22 Fier 1 00503 Check Cylinder Clevis and Pin s W O01 Yeast Refrigeration Compressor 3 00001 Check and Oil Chains Ww O01 Yeast Retrigeration Comoressor 1 00001 Check and Oil Chains g Company Work Orders Work Requests AnyTown Meters Flags Barcodes Invoices Blanket WO Options Window Help E Create Selected Metered Work Orders a Refresh Date Meters n Refresh OPC Meter Data work Of g Options d Check For Expired Meters On Load Manage Meters Refresh OPC Data On Load 2 Manage DDE Links Auto Print Metered Work Orders 2 Manage OPC Links Auto Retresh Date Meters oe a eer OS LAME ASOT Aways Update Current Last Performed inte eu 28 2002 Charlie Huston w Always Prompt For Current and Last Performe annd Tee ANDA l ari Pratts EHEER EE Work Order Options advanced Step 1 Select the Options menu item Note some of the various le Views Filters Templates Meters Flags Barcodes Invoices Blanket WO Options Window Help bs A Al a al IL al Fs ll Ca eae a y Edit Add Records to Other Plants Display Records 7200 Days Back From Today options available to you Next select Work Order Data Entry Work Order Labor Hours h Suggest Personnel Based On Skillfs the Work Order Format menu item Ref work Order Date Assigned Date Completed Engineer Wok Parts Usage and check the menu item Work 19 W0 109928 2 19 2001 3 22 2001 Larry Pratts Nore Defaults Order w Details and Parts Sel
28. reen to save values as defaults Thereafter when the New button i pressed on the work order screen these are automatically used T hese Settings Are For Plant 327 Only 0K Note MaintSmart uses data that you enter to optimize your maintenance operation through analysis and query Be sure to view the Quick Tour Analyzing MaintSmart CMMS Software Data to see how MaintSmart CMMS Software benefits you not only by archiving and reporting but also by analyzing the data you enter and providing answers that help you improve your maintenance operation 11 Copyright 2011 MaintSmart CMMS Software All Rights Reserved MaintSmart CMMS Software provides a way to handle preventive maintenance tasks PMs separately from the work order section of MaintSmart CMMS Software if needed This is beneficial because when PMs are updated validated as complete MaintsSmart CMMS Software automatically recycles them to the new Start Date and calculates the Due Date by using the completion interval i e 7 days 30 days etc Additionally PMs are listed usually with many on one sheet of paper PMs are similar to work orders in that you may still add up to 2 GB of detailed instruction text for each equipment task What Are PMs And How Do They Differ From Work Orders David Hac kworth Employee Number 3206 Yeast Refrigeration Compressor Sih Assat Lots thon Buiting Iu jm m mja m m 7 amh jm Thm m e Det oi pelea elles m jm
29. rigeration Group Use Task D a z re k a ie uals ee ee ee es ft Check High and Low Pressure e Check Compressor Oil Lewel 30 oa EUAIG i Sle a Ma a a l a ees alls Check Refrigerant Level Hecharge Check Condensor Fan s 30 click the desired tasks then press the gt gt button to move the tasks to the Check Temperature of Load Check Evaporator Fan s 30 Use Task list box Press the Save button when you have the desired tasks Check Clean Evaporator Drains Check For Refrigerant Leaks 30 in the task package Check Refill Glycol Reservoir a l heck Repair Insulation of Cold Lines seeeeseenees Le iw Note Task Packages may also be edited or deleted by left clicking the desired row in the grid Add remove tasks from an existing task package DE sy ese with the gt gt or lt lt buttons after selection in the grid 17 Copyright 2011 MaintSmart CMMS Software All Rights Reserved Job List Templates Another Shortcut advanced Step 1 Understand what a Job List Template is A job list template is another shortcut that can speed up PM task list creation Unlike a task package similar type of tasks with same completion interval a job list is a group of tasks that all pertain to a similar type of equipment Job list templates contain multiple tasks with potentially different completion intervals If you have more than one of the same type of equipment item job list templates can greatly speed up PM task list creation and you s
30. s LJ OD AIFI el 7 L_J 7 IZ U U SIY pemer l Type Priority Status T er Project Routine Active Work Area LocgHon Department Jew Bread Baggerss W Tappers Bread Packaging s ml race I Optionally link work order to Cost Center and or Account Either or both of these fields may be forced and locked by Administrator too a DELCI Technician optional Bob Hackworth Account Eq Ciel ey P Er 3271 2991 Machine Repairs JE Create a Detailed Work Order continued Short Instructions optional 255 chars Step 5 Add up to 255 characters of text for a short pe order brief instructions go here _ Details work order instruction optional Use Parts _ Add Work Onder ork TA is _ m E Work Order Details E Ioj x ang i Step 6 Add up to 2 GB of text instructions zi optional by pressing the Details button After details have been entered press the OK button on 3 Add up to a tte at instructions by pressing the Details button After detathaye been entered press Pa the OK button on the Details pop up teresen Don t the ae pee ak mat oe to save the forget to save the entire work order when youTe dane entire work order when you re done by pressing by pressing the Save Button on the main work order X the Save button on the main work order screen To Ir jacreen To print work orders with det
31. s pictured below The filter description is optional Make sure the checkbox Use Relative Date is checked Press Save and close the Filter Grid screen On the main PMs screen select the menu items Filters gt gt Ken Wright s Weekly PMs This new menu item always prints Ken Wright s PMs that are due between the date period of today to 7 days after today and 8 months because 5 1 2003 was selected in From in Filter Grid before today Now this is a powerful feature isn t it F UATE LLP 7 Pee Ero rade TE ee a File Filters Options Window Help Ken Wright s Weekly PMs Juipment Copyright 2011 MaintSmart CMMS Software All Rights Reserved where Due Date ls Between Dates ol From Ta Af 1 2003 3 1 24 2004 Edit or Delete Filter Filter Hame ken Wright s Weekly Phas Filter Description optional This filter creates a menu item that Ren Wright can click to get his weekly PMs due 7 days from today m Use Relative W Date Save 14 E Psl v Edit Add Records to Other Plants H pd 4 2 g gi J Lock Out Tag Out Data Entry Step 1 From the Validate PM Tasks screen select the Options Parts Usage p terval Start Date Due Date DE Wek 2 T hi eN ey eae ee H1 a A O 30 6 16 2003 7 16 2003 elect the last format Details and Parts List Nex near bottom o 1 PM List Format U namda screen select a grid filter from the drop down box labeled E M a Si i z w Ar
32. slated in Spanish enter the user name adminsp and the password 1234 MaintSmart CMMS Software may be translated into most languages To see this partial translation open the work order data entry screen after logging in Cancel Copyright 2011 MaintSmart CMMS Software All Rights Reserved Create a Simple Work Order Step 2 When the work order screen appears click the New button with the left mouse button Step 3 Enter a work order number or let MaintSmart CMMS Software enter a work order number or auto increment for you automatically see menu items Options gt gt Work Order Numbering gt gt 7 Next select an equipment item from the drop down Filter the equipment drop down if needed by clicking the Filter button Select a task from the Task drop down Note selecting an equipment item automatically populates Department and Work Area Location This is the default action but may be easily changed from the menu items Options gt gt Defaults gt gt Equipment Drop Down Work Orders Wrork Requests New Delete M Use the Filter button optional to limit the selections in the drop down box on the Task and the Equipment fields Create a cankan e ee new task on the fly with New button Sacramento ook Equipment 90 Degree Roller Bed Adjust Diverter Adjust Flame Adjust Rounder Bars as Needed Align Pressure Rolls Blow Out Line Up Holes Step

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