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CMMS OptiMaint - User guide

1. v 2 e 2 x 2 Click on Validate without selecting any specific criteria All the fields displayed in the search screens are as many search criteria that can be used separately or combined Preview MARTI MAINTENANCE MANAGER DAVI n ono List of Equipments J 3 Click on Edit to see a preview of your search 4 Close the preview 5 Double click on the line of the equipment you were searching for to display automatically the equipment sheet OptiMaint User guide 26 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus OptiMaint offers a real multiple screen display This enables for instance to look at the equipment sheet and the search screen at the same time and then to jump from one equipment sheet to the other by double clicking in the resulting lines of the search screen S p Fommen ESETT Al Desertion Eeer ll Components ters TC ges E Safety notes General ___Conlements ce e008 amns Famy SE Hl see escrte BUR 100 BuR 101 BUR 103 Location Administration Buiding Ground Floor Deletion BuR 107 CHAR 100 Wl el 9 alle aj EI Recorded search 3 el ly a a x Multiple screen display is a real a
2. WORKLOAD SCHEDULE ROUTINE WORK ORDER ITEM S WITHDRAWAL S ACTIVITY SHEET S INVOICE S OptiMaint User guide 32 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus Preventive maintenance depends on meters 1 and or calendars 2 the two criteria can be combined OptiMaint s transaction monitor 3 automatically generates the work orders 4 x days before the scheduled date of work x is customizable The work order can include a routine 5 which details the tasks to achieve The workload schedule 6 gives a simple synthesis of the workload VS the labour source to help you in the assignment of the work orders to the members After the work one or several activity sheets 7 will be created as well as possible item withdrawals and or invoices 5 Condition based maintenance oO METERS UPDATES WORK REQUEST WORKLOAD OTE SCHEDULE WORK JORDER ACTIVITY ITEMS SHEET S WITHDRAWALS INVOICE S Condition based maintenance depends on meters automatic if linked to a monitoring software Given to the meters and the established conditions OptiMaint can automatically create a work request 2 or directly a work order 3 The work order can include a routine 4 which will describe in details the work to be done
3. E ormon G Codin ae _ _ _ _ The ideal coding must be Simple in order to be easy to learn Upgradeable in order to be changed if necessary Compatibility with other software To facilitate the exchange of information with other software accounting purchasing ERP etc we strongly recommend to stick to the codes already established in these solutions Ei Unchangeable codes For traceability reasons codes are immutable Therefore the codes have to be carefully chosen at the beginning of the implementation of OptiMaint Ei Codes length According to the information to codify it is better to define once for all the length of coding For example it is better to codify the company on 2 characters managing more than 99 companies in OptiMaint is not very likely whereas the items must be codified at least on 5 or 6 characters to have enough margin for creating and managing high amounts of item The coding step is crucial To define and respect coding rules is the key to the success of the CMMS implementation When you define families and sub families it is necessary to keep in mind what types of gatherings you will need to analyze Codes can be made in alphabetic numeric or alphanumeric The codes maximum length is 20 characters except for country codes and currency codes which have been standardized to meet the international codes Here s an example of simple coding CODING OF THE NOMENCL
4. Go to the Activities thumbnail Click on Add al to open the Activity on WO the WO number and the member are automatically filled Then in both solutions you have to fill in the following fields The Closure WO check box is unticked by default customizable Member if the W O has been assigned beforehand the member s name appears automatically OptiMaint User guide 43 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus From start date hour of the activity must be later than the ones on the W O Please note that pressing TAB will automatically fill in the current date and hour To end date hour of the activity must be later than the ones on the W O You can also select only the start date hour and the time spent and OptiMaint will automatically calculate the end date hour For a precise analysis of the works activities you can select a Diagnosis code anomaly noticed and or a Remedy code See Failure Tree Validate The activity sheet is now created Press ESC to close the window Please note The Work order has been automatically updated To check it out Open the WO screen and click on the recall button or on F5 You ll see the status is now In process Also in the thumbnail Complement the labour cost and time have been updated To close the work order Tick the checkbox C
5. Manager person in charge of the project 4 Go to the thumbnail Budget You can either enter the global amount of your project or detail it per type labour items and invoices 5 Inform the field global with a value 6 Validate The project is now created Please note The allocation of an expense to a project is done directly on work orders invoices or item withdrawals OptiMaint updates automatically the budget of your project OptiMaint User guide 62 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus For further information please contact your reseller OptiMaint is a CMMS software package developed by q ISO LI ken international www optimaint com info optimaint com The marks quoted in this document are the property of their respective holder PROPERTY AND USE Any use representation or full partial reproduction made without agreement of the Apisoft company is illicit Law of March 11 1957 law of July 3 1985 Such acts would be considered as a sanctioned counterfeits art 425 and following from the penal code All rights reserved in all countries Original software developed by the Company Apisoft CONFORMITY AND WARNING STATEMENT Considering the limits of paper documents specifications presented in this guide are as similar as possible to the specifications The
6. SUPPLIER A SUPPLIER B SUPPLIER B e 1 Current stock Minimum stock Last Order Price Standard Price Weighted average cost Current stock Standard Price Weighted average cost STOCK SHEET The item sheet 1 is full of information current stock last order price maximum minimum stock standard prices weighted average cost etc and includes also customized fields OptiMaint is multi suppliers 2 OptiMaint is also multi stockroom 3 Therefore stock sheets are organized per store 4 TRANSFER ele STOCKROO MX Inventory _ list discrepancy Stock sheet Dead stock WITHDRAWAL RESTOCK OptiMaint manages any type of stock inventory transaction Entry 1 Withdrawal 2 Restock 3 Transfers between stockrooms 4 Inventories are simplified thanks to inventory lists 5 and discrepancies reports With OptiMaint you will be able to see items which haven t moved during a given period dead stock 6 OptiMaint User guide 47 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus KH orron E te a stockroom u re To create a stockroom 1 Go to Menu Bases Item Stockroom If Stockroom is not displayed in the menu it s because you are working with restricted
7. to close the Components Equipments Links window 6 On the component sheet click on the recall button 7 Go to the thumbnail Equipment Component to see the links you ve created Please note These links also appear on the equipment sheet on the thumbnail Components Items EJ o Ba Tida ae Treeview exploration Your company s organization will be described in graphic treeviews in order to be easy to handle E Arborescent exploration Bele Click on the icon Explorer to open the treeview The last type of treeview you opened appears on the screen A field enables you to switch to another type of treeview You can see all or part of the tree levels depending on your customization Thanks to the customization you ll be able to provide each user with only relevant information You can create as many customized treeviews as needed For example the treeview displayed for the maintenance manager can be exhaustive and show all the existing levels of analysis whereas the treeview displayed for a technician can be limited to the cost centres and equipments he works on There are two types of treeviews Analytical DEMO s treeview given to an analytical approach which respects the nomenclature Geographical DEMO s treeview given to a geographical approach that can be completely customized Please note To create new levels you can work directly from the treeview by doing a right click on
8. DMA And display all menus Files Clear the option Hide user menus ER ooa oy Dropdown lists You can make two types of searches from the fields of the dropdown lists Search for a precise code Type the code in the field Press ENTER or TAB and you ll find the sheet you asked for For example go to an Equipment sheet type ASC 100 then press ENTER and you ll see all the information about the equipment z Equipment Equipment CHARIOT A Type the code then Press ENTER or TAB Ei Make a partial or global search For example on the Equipment sheet open the dropdown list by Clicking the down arrow key Or by pressing the down arrow key from your keyboard Equipment G If you want to make A global search Press Enter The full list appears You can set a limit on the number of results displayed to avoid huge lists Partial search Type a few characters and or use wildcard characters Utiity vehicule 20m3 You can use wildcard characters star for an Access database percentage for other bases ee For example search for fork lift fo lif FectricFornin etc to get the list of forklift trucks Gas forklift Gas forklift Then to select an Equipment click on it or highlight it and press ENTER to highlight lines use up down arrow keys OptiMaint User guide 8 63 Caution To use this manual you have to log with an admini
9. 10 Select a Nature 11 Validate The order is now created 12 Close the opened windows Please note OptiMaint does automatic checks during the whole process OptiMaint User guide 55 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus ER e am Becsive an item TE 1 On the toolbar click on the icon R N Receiving Note 2 Fill in Order Supplier this field is automatically filed Delivery date Delivery note s number D N Date Member 3 Validate OptiMaint offers to generate automatically the lines of R N given to the order 3 Answer Yes OptiMaint displays all lines related to the order and allows you to create the line s of the receiving note 4 In case of Partial delivery Only select the lines that match the delivery and or change the delivered quantities Full delivery select all the lines 5 Validate The lines of the Receiving Note have been created If the item is stocked the stock is automatically updated Please note The order number can be mandatory or not depending on the settings you chose See Menu Files Customize RN E eg gh Record an invoice after an order 1 Go to Menu Purchase Supplier invoice The Invoice Number will be automatically filled by OptiMaint when you validate To generate an invoice from the order you h
10. Clear the option Hide user menus OptiMain Ae TIPS amp ADVICES OptiMaint User guide 4 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus EJ o d s and privacy settings NS privacy settings User identification To connect to OptiMaint each user must log in with his user name initial identification number etc At the first connexion to OptiMaint please connect as e The maintenance manager DMA e No password e In the bogus company called DEMO D2 You can connect to OptiMaint full version of the software OptiCom separate module dedicated to the communication between departments work request purchase request schedule update etc You can secure the system thanks to a password encoded in the database The management of the passwords meets the requirement of the FDA standard Food and Drug Administration 21 CFR Part 11 which is compulsory for food processing or pharmaceutical industries for example Access rights In order to adapt OptiMaint to the needs of your company and of its members it is possible to define access rights read write for all the functionalities of OptiMaint For example the maintenance manager can have access to all the functionalities whereas another member can be limited to a few functionalities These privacy settings are d
11. Mechanical ITEM Le SP PLUG and the description W7 warming up sparkling plug Do not use the suppliers code as your supplier may change both codes and designations of his products at any time and as you may change the supplier OTHER IMPORTANT CODINGS SUPPLIER FAMILY Le 01 for Consumables SUPPLIER Le 10001 for MECANIC ST Do not use the supplier s name as it may change at any time PROJECT FAMILY Le IMPR for IMPROVEMENT PROJECT Le P1 for Improvement of the stockroom Gi OptiMaint User guide 15 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus NATURE Le REV for REVIEW EXAMPLES OF N CORRECTIVE ACTION MAINTENANCE CLEANING MAINTENANCE TYPES PREVENTIVE MAINTENANCE miscELLEANEOUS The Nature is a key aspect It enables the breakdown of your maintenance costs labour items subcontracted works The definition of these Nature codes is extremely important to allow a good analysis of the maintenance expenses You can create as many Natures as needed l e Repair Improvement Review Control Change Disassembling Cleaning Hygiene Safety etc Each Nature belongs to one of these categories preventive 1 curative 2 or miscellaneous 3 Natures can be gathered into families
12. OptiMaint You can create your own fields hide unnecessary fields or make important fields compulsory The family is a key concept It allows To gather information for technical and financial analyses To customize each family separately A colour code informs you about the equipment status Available Unavailable during maintenance Unavailable Click on the recall button zl or F5 By default OptiMaint considers the equipment is working 24 7 unless you link it to an equipment schedule That s why it has a green light and is considered available You can display or hide the colour code see menu File Customization Company Thumbnail Options Information about the equipment appears on screen To attach a picture to the equipment 1 Double click on the empty square on the right side of General thumbnail 2 Click on icon browse 3 Select OptiMaint files as follows C Program Files Apisoft OptiMaint Images 4 Select any image 5 Validate The window image of the equipment can be enlarged 6 Validate the image window of the equipment OptiMaint User guide 22 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus EN omon gh Creat e an equipment schedule i aa God Equipment schedules are not mandatory 1st step create a time slot You can create
13. The workload schedule 6 gives a simple synthesis of the workload VS the labour source to help you in the assignment of the work orders to the members After the work one or several activity sheets 7 will be created as well as possible item withdrawals and or invoices OptiMaint User guide 33 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus Bei optimaint a Define members A member can be any member that uses the software For example it could be an member that only does work requests and that isn t part of the maintenance department at all 1 Go to Menu Bases Members Members 2 Fill in the following fields Member code Name First name 3 Define the member s role Roles allow to reduce the number of members displayed in the dropdown lists given to the subject please do not mistake this with the privacy settings that define access rights according to the user s profile Roles can be defined for works stock and purchasing 4 Tick all the boxes to display the member in any drop down list of the various screens of OptiMaint regardless of the subject works stock purchasing 5 Double click on the empty square on the right and click on to search for the location of an image 6 Go to C Program Files Apisoft OptiMaint Images 7 Select the picture Member jpg 8 V
14. created 4 Go to the thumbnail Task description and add a text with the list of operations to be achieved 5 Validate and close the Routine window 6 Go to Menu Preventive Preventive Preventive maintenance ITEMS FOR OptiMaint User guide 38 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus 7 Fill in the following fields Equipment Routine Equipment status Priority Nature Recipient Description 8 Go to the thumbnail Complements 9 Fill in the following fields Forecasted duration hours Forecasted labour time hours Estimated cost 10 Validate OptiMaint will inform you that it is compulsory to plan the maintenance according to a calendar or a meter On thumbnail Planning 11 For a planning according to a calendar fill in Frequency i e 10 days 12 Then fill in the Last work From enter for instance a date 10 days prior to current date if current date is the 20th of June enter the 10th June To insert the same date i e the 10th of June Please note that you only have to enter these dates when creating the preventive maintenance 13 Validate Congratulations you have planned your first preventive maintenance 14 Click on the recall button or use F5 The date of next work is now automatically ca
15. in Item code Description 3 Items are sorted by family so you have to create a family On the Item sheet click on the Family dropdown list Click on add Fill the Family code and Description Validate Press ENTER Close the Family screen by pressing ESC On the Item sheet click on the down arrow to open the Family dropdown list Select the Family you created 4 Fill in the following fields Unit VAT Code 5 Go to the Complement thumbnail and fill in the following fields Standard Price W A C to set it up once Delivery lead time Main stockroom Current stock to set it up once Reorder point for instance 10 Minimum Stock for instance 2 Replenishment quantity for instance 5 Tick the Replenishment Advice check box 6 Validate Congratulation You have created an item To make a link with one or several supplier s 7 Recall the item sheet using to the recall button or F5 8 Click on thumbnail Supplier Sub item 9 Click on add 10 Fill in Supplier select a supplier Lead delivery time indicate a value gt 0 Unit Price insert a price 11 Validate Please note The maximum stock enables to indicate the highest stock level authorized When you create a purchase order OptiMaint checks that the quantity ordered matches the maximum stock OptiMaint User guide 49 63 Caution To use this manual you have to l
16. member and for each day of the selected period the current workload estimated time on assigned WO less time already spent and the total time available for this member The second column of the table summarises the total workload and availability The grey boxes indicate the days off of a member Each type of absence is represented by a code or an icon The orange boxes indicate when the workload assigned to a member is equal or superior to the declared availability of the member When the start date is the current date a column is added to the table for late works just after the total column This column shows the late workload assigned to the selected member 5 Click on the line corresponding to the member and the wished date after selecting one or several WOs The workload is automatically calculated and the WO s is assigned OptiMaint User guide 42 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus When you try to assign a WO for which the routine implies specific skills that the member doesn t have a message will inform you about it You can click on OK if you want to confirm the assignment or assign the WO to a member who has the necessary skills In the new window you can select one or several WO s in order to Unassign a WO or assign it to another member select the WO s click on Validate The wind
17. menus To display all the menus clear the option Hide user menus in Menu File To set up the menus to hide go to Menu File Preferences Thumbnail Menus 2 Fill in the stockroom code and the description fields 3 Validate The stockroom is now created EJ ore Sp Grea te a supplier YEA 1 Go to Menu Bases Suppliers Supplier 2 Fill in Supplier code Name Suppliers are sorted by family Working with families allows making technical and financial analyses on groups and to create a specific customization for each family see an example in Customize an equipment 3 So to create a family On the supplier sheet click on the Family dropdown list Click on add Fill in the Family code and Description Validate Press ENTER Close the Family sheet by pressing ESC 4 On the supplier sheet click on the down arrow to open the supplier family dropdown list 4 Select the family you created 5 Go to the thumbnail Addresses and fill in the address 6 Go to the thumbnail Complements and fill in Payment terms Payment condition Terms of delivery 7 Validate The supplier is now created OptiMaint User guide 48 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus Si eege CA Create an item Ise 1 On the toolbar click on the icon Item 2 Fill
18. to a Nature 4 You can define budgets for labour 5 items 6 and suppliers 7 or define a global budget The cost allocation according to a project is done automatically with WO LABOUR ITEMS INVESTMENT WITHDRAWALS PROJECTS INVOICES During the achievement of the project OptiMaint updates a dashboard to compare the initial budget to the budget in process and the achieved budget You can revaluate a budget at any time OptiMaint User guide 61 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus Ba opimoin SS Cre ate an investment project OptiMaint can manage your new investment projects without operational budgets projects of improvement creation etc For any new project it is necessary to create a budget for labour items and suppliers expenses 1 Open Menu Bases Projects Project 2 Fill in the following fields Project code Description A project always belongs to a project family Therefore you have to create a project family From the Project screen click on the Family dropdown list Click on add new Fill in the Family s code and Description Press ENTER to validate To close the window press ESC The family is now created 3 Continue to fill in the Project sheet with the following fields Family with the family you created
19. with a complete avoiding stock up follow up to maintain maintenance cycle from the shortage works price request to optimization the supplier invoice Benefits of a CMMS Improve your costs control Optimize the maintenance budget Optimize stock control and purchase control Increase the availability of the equipment Improve the maintenance department scheduling Keep track of the equipment history Decrease the number the frequency and the type of the breakdowns Improve the quality of service to meet the needs and to increase the rate of satisfaction ISO Increase your efficiency Reduce the numbers of urgent works Decrease your time for work completion A CMMS allows the decrease of the costs of your maintenance department and the increase of the reliability of the equipments A CMMS must lead to productivity and efficiency and thus a better competitiveness OptiMaint User guide 2 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus TABLE OF CONTENTS IEN Eege 4 Users ANd privaty SCUINGS EE 5 MENUS asnes aafia ane ath ege a ane AN de A an aAA A uge geesde ANENE gege 6 Langud EE 7 BR elelle EE 7 VAN AUOMS vwvcctescsbeicncde E eves ees A E anes A A A E E 7 Drop dow RTE 8 S Felge roS E 9 DEI E E E E E E E E E E E E N E 10 E E e AE E E A AA E A A E O E A E E 10 NOMENCLATURE AND CODNINE Seenge
20. ATURE 1st LEVEL COMPANY l e 2 characters D2 and the full name of the company Do not use the company s initials or abbreviation as the name of the company may change BRANCH Le 2 characters 20 and the full name of the branch Do not use the branch s initials or abbreviation as the name of the branch may change COST CENTRE Le L400 and the full name of the cost centre Do not use the cost centre s initials or abbreviation as the name of the cost centre may change OptiMaint User guide 14 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus CODING OF THE NOMENCLATURE 2d LEVEL EQUIPMENT FAMILY l e CC and the description Company Cars EQUIPMENT SUB FAMLILY Le DO and the description Diesel Oil EQUIPMENT Le CC 100 and the description Company Car All equipments starting with CC will then be company cars Do not integrate in the equipment s code information that may change such as the location or the branch COMPONENT FAMILY Le ENG DO and the description Oil engine COMPONENT SUB FAMLILY Le MECHA and the description Mechanical COMPONENT l e ENG CC and the description Company cars engine ITEM FAMILY Le MECHA SUP and the description Mechanical supplies ITEM SUB FAMILY Le MECHA and the description
21. OptiMaint User guide 16 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus OptiNaint 4 D CREATE YOUR COMPANY The following steps will show you how to Create your own company Create a branch Create a cost centre OptiMaint User guide 17 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus De optimeint SS Create your own company es When you install the software a bogus company called DEMO Company code D2 is automatically created This bogus company allows you to do all the tests you wish before and after the final choice of the software Thus all our customers can test new versions functionalities in DEMO without polluting their own company 1 Open Menu File New Company WARNING If the menu New Company does not appear in the dropdown list it means you re working with restricted menus To display all the menus clear the option hide user menu in the menu File 2 Fill in the following fields Company s code please use a maximum of 2 characters D1 or 01 etc Also please note you should avoid using the initials of your company as the company s name can change Company s description 3 Select the Currency For example Code EUR Description Euro Ple
22. RAMS AJ CAUTION The following steps are not mandatory You can use only the features you need OptiMaint can exchange data with a production monitoring or monitoring software STOCK REPLEN ADVICE PURCHASE REQUEST 7 REQUEST FOR QUOT oppen e DELIVERY 4 REMINDER OI RECEIPT QUALITY QUANTITY CONTROL SUPPLIER RETURNS d SUPPLIER INVOICE OptiMaint enables to manage any type of purchase An order 1 can be placed with no previous step But it can also be created from A stock replenishment advice 2 which takes into account the current stock 3 and preventive needs 4 One or various purchase requests 5 A work order 6 Before placing an order you can do a Request for Quotation RFQ 7 OptiMaint enables to implement reminders by email mail or fax for late deliveries 8 When you receive a purchase order 9 you can do a quality quantity control 10 and record litigations OptiMaint also manages returns to supplier The supplier invoice 11 is created from the order or the receiving note The invoice validation with signature can be added to the process OptiMaint User guide 52 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus sy ptimcint a SEH advice D Ea PREVENTIVE CURRENT STOCK MAINTENANCE NEEDS OptiMaint gene
23. a time slot either from Menu Bases Equipment Time slot or directly from the Equipment sheet It seems easier to jump from one window to the other than to use the menus Please note if the time slot does not appear in the menu clear the option hide user menu Menu File Hide user menu From the equipment window 1 Click on the time slot dropdown list 2 On the Time slot screen click on Add B The time slot indicates the working days and hours of one or more equipments 3 Inform the following fields Time slot code Description 4 Inform Monday schedule hh mm 5 Use Copy aL to copy Monday schedule 6 Use Paste BI to paste this time slot on the other days of the week 7 Validate and close the Time slot window 8 On the Equipment sheet click on the Time slot dropdown list and select the Time slot you created 9 Validate the Equipment sheet 16 Click on the recall button Ei or press F5 2d step Display the equipment schedule From the equipment sheet 1 Click on the thumbnail W O Schedule A 10 day schedule is displayed kon lll 2 Click on The Equipment Schedule is opens Here you can select one period for only one equipment or for several equipments at the same time OptiMaint User guide 23 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide us
24. alidate 9 Validate the member picture 10 Go to the thumbnail Complements 11 Tick the check box Print WR WO on printer 12 Select a printer At least one printer must be set up to print work orders A printer must be selected if the member can be a recipient of work orders 13 Go to the thumbnail Skills 14 Define one or several skills 15 Go to the thumbnail Working hours 16 Fill in Monday s working hours hh mm 17 Use Ql to copy Monday s schedule re 18 Use B to paste Monday s schedule on the rest of the week 19 Fill in the hourly wage rate 20 Validate The member is now created OptiMaint User guide 34 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus 21 Create at least 3 members The example of WOs assignment is more interesting with several members The empty thumbnail is meant for your own customized fields You can create them the same way you previously created the customized fields for equipments E oeron Gi jchedule members A It is not compulsory to manage the members schedule Adding exceptions makes it possible to indicate the schedule changes and the absences for a member 1 Go to Menu Bases Members Scheduling 2 Click on field To to select a period 3 Validate The planning of all the members appears Of course y
25. aniso il international Di Tom OV a zm a i Computerized Maintenance Management System User guide apisoft This manual enables you to discover OptiMaint creating Gg your own company OptiMaint You will only go through part of the functionalities in order to have a global sight of the software All data you will fill in can be kept if you choose OptiMaint So you can already start working with OptiMaint by now OptiMaint can manage any type of equipment means of production buildings IT material vehicles etc That s why the software is adapted to meet the requirements of various sectors like industry tertiary services hospitals etc Have a great discovery Make your maintenance more efficient Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus lt OptiMaint IN d E St CMMS Maintenance management OptiMaint is a genuine tool for your company which will allow you to optimize the management of your maintenance but also human resources material and budget These are the main functionalities available ASSETS WORK BUDGET PROJECT MANAGEMENT MANAGEMENT PURCHASING STOCK MANAGEMENT MANAGEMENT Details Preventive Purchase Inventory Operational Investment description of curative and management control by budget follow plans budgets the equipments condition based
26. ar the option Hide user menus Feel OptiMeint SS ce te preventive maintenance P Before creating a preventive maintenance it is necessary to create one or several routines Routines represent series of elementary actions that have to be achieved during a preventive work The routines are automatically printed on the work orders ROUTINE DEFINITION SI e Cle Attached files Text file in Electronic document OptiMaint or paper doc NECESSARY THIS ROUTINE PREVENTIVE OR CURATIVE MAINTENANCE work oppen ATTACHED FILES The routine appears as a text 1 You can attach data processing documents 2 Word Excel etc or paper documents According to the routine or the equipment you define the necessary items 3 For preventive or curative maintenance 4 OptiMaint generates the work order 5 with the routine the required items and all useful documents documents can be automatically printed with the work order 1 Go to Menu Preventive Routines Routine 2 Fill in the following fields Routine code i e 100 Description i e General Review of vehicles 3 Fill in the family field compulsory To do so Open the Family dropdown list Click on Add Create a new Family with a new code e i RE and a new family description i e Electric review Validate and close the window On Routine sheet open again the dropdown list and select the family you
27. arch tool on activities with or without work order OptiMaint User guide 9 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus EH omman OptiMaint can automatically fill in the date with the required format Date Hour Fom TI End For example On a Work Order on the field Wished date if you press the Tab key OptiMaint will automatically put the current date If you only inform the day OptiMaint will complete with the month and the current year If we are on the 23rd of March 2010 you can write 23 or 2303 or 23 03 or 230310 or 23 03 10 or 23032010 or 23 03 2010 and OptiMaint will always end up with the required format of 23 03 2010 This enables to enter data easily and quickly Bei optimaint am Be rts All the reports have been created with the report creation tool Crystal Reports ZZ OptiCar Work order n 114 MARTH Jean Yves Wed date 290805 KALFON Jules accepted date emm If you already have Crystal Reports you will be able to modify some reports please call our technical support hotline to get more information If you have another report creation tool compliant with relational database you can create your own reports and insert them into OptiMaint if you need technical advice please contact our technical support hotline A You can ex
28. ase note you can add a secondary currency used for instance to print reports in another currency than the main currency see menu Customization Company thumbnail Currencies 4 In the field Copy data from the Company select DEMO Company You can copy one or all parameters from D2 this avoids filling in standard data like VAT code country code terms of payment etc 5 Click on Validate Congratulations your company has been created With only one license you can create up to 99 companies Please Note Coloured fields are mandatory fields you can choose the colour White fields are usually not mandatory Except few situations all codes can be alphabetical numerical or alphanumeric At each validation data disappear from the screen to indicate to the user that the validation has been correctly made Moreover a status bar at the bottom of the screen indicates the last action recorded by the user WO 231 created correctly Here the status bar indicates that work order n 371 has been correctly created A Only use DEMO D2 for your tests OptiMaint User guide 18 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus Bei optimaint faa Create a branch F rA The branch level enables to divide a company into several entities For instance each entity could represent a type of activity o
29. ated You can group various cost centres in one analytic centre See menu Bases Cost centre Analytic centre n b first you reveal all the menus in File Hide user menus The analytic centre level enables technical and financial analyses on cost centres gatherings 5 Click on the Cancel button to close the Cost Centre window A Please note that you customize OptiMaint s wording For example you can replace the word cost centre by workshop see menu File Customize Wording All the screens and the reports would be adapted to your own vocabulary OptiMaint User guide 19 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus al OptiMaint _ 5 D bm Ae f d vi 5 ASSET MANAGEMENT The following steps show you how to Create an equipment Create an equipment schedule Customize an equipment Search for an equipment Create a component Link a component to an equipment Explore the treeview OptiMaint User guide 20 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus E ca 1 On the toolbar click on the icon Equipment Equipment 2 Fill in the mandatory fields Equipment alphanumerical code Description full name 3 Select a cost centre in the dropdown list EI The la
30. ave just created 2 On the field Order indicate the Order s number The supplier is automatically filled according to the order 3 Then fill in the following fields Invoice Date Supplier Invoice Number OptiMaint User guide 56 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus 4 Validate OptiMaint displays the list of receiving notes with pending invoice and the list of existing returns to supplier with pending credits 5 Chose the receiving note s concerned 6 Validate The invoice has been created E em gt Record an invoice without previous order E S 1 Go to Menu Purchase Supplier Invoice The example given does not take into account any previous order 2 Fill in the following fields Supplier select a supplier Invoice date To avoid entering the current date press TAB key OptiMaint automatically displays current date 3 Validate Another window opens where you can create the first invoice line 4 Fill in Description VAT code Unit Price 5 Click on thumbnail Cost allocation 6 Fill in CC Cost Centre Nature Cost allocation its code Use dropdown list 7 Validate 8 Click on Cancel button to close the Invoice line window You have now created the invoice Please note The invoice must be linked to a cost centre or an equip
31. ay all menus Files Clear the option Hide user menus EN oenen Create an activity without work order a q i The activity without work order is used to report a work that doesn t require the creation of a WO for instance fast easy or urgent work These activities can also be used for the activities of the maintenance department other than works i e meetings trainings etc 1 On the toolbar click on icon Act w o WO The first field is the sheet number which will be automatically updated when you validate the activity 2 Fill in the following fields Member Nature Equipment Type of activity From Start date hour To End date hour 3 Validate The activity without work order is now created You can obviously be more exhaustive by informing a diagnosis or and a remedy etc OptiMaint User guide 45 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus OptiNaint D b STOCK MANAGEMENT The following steps show you how to Create a stockroom Create a supplier Create an item Withdraw an item OptiMaint User guide 46 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus FUNCTIONAL DIAGRAMS OptiMaint allows the complete management of your stock
32. customer is due to implement the software package in parallel to the use of this document to measure exactly the adequacy of the functionalities to his requirements For an operational and secure use of the software package it is important to read this documentation beforehand This documentation reflects the current version of the software Between two versions updates can be included without modifying the documentation However a complement of information can be joined to the existing documentation to highlight the changes and improvements made Apisoft seeks a constant improvement of His software package and documentation We invite our customers to forward us any suggestions and possible defects or errors OptiMaint User guide 63 63
33. dvantage You can display any type of screens at the same time You can look at an equipment sheet while going through an order for example Please note All the fields displayed in the search screens are as many search criteria that can be used separately or combined You can use wildcard characters star for an Access database percentage for other bases For example search for fork lift fo lif etc to get the list of forklift trucks OptiMaint User guide 27 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus W ptimaint Cr ate a component A component is a functional subset of equipment the engine of a forklift truck can be a component for example Go to Menu Bases Component Component 2 Fill in the mandatory fields Coloured fields Component code Description Components depend on families To create a family From the Component sheet click on the Family dropdown list Click on add new Fill in the following fields Family code and Description Validate ENTER Close the component family window ESC 3 On the component screen click again on the family dropdown list 4 Select the family you have just created 5 Validate either with the green check mark or ENTER The component is now created Bal opman E Link a component to an
34. e with no title In the DEMO Company this thumbnail might be called Characteristics 4 Click on B The Equipment family screen opens directly on the thumbnail called customized field OptiMaint User guide 24 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus Create a new field Thanks to this screen you can link a new field to your equipment family To start you have to create a new field 5 Click on B The Customized fields screen opens 6 Fill in the mandatory fields Field code Description 7 Select the type of data for instance alphanumerical The following types are possible alphanumerical numerical monetary date but also image yes not link drop down list restricted or not 8 Validate and close the window On the Equipment family screen 9 Refresh data on screen by clicking on the recall button zl On thumb index customized field the new field is listed and ready for use 10 Link the new field with the family type in the column called Choice To make this field mandatory you have to click on the column Mandatory entry Optional when there is a significant number of customized fields it is better to classify them by topic Thus users can only display fields corresponding to one particular topic e technical feat
35. each level OptiMaint User guide 29 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus WORK MANAGEMENT The following steps show you how to Create members Schedule members Create a Work Request Create a Work Order Implement Preventive Maintenance Generate preventive work orders Analyze Workload VS Labour Source Assign Work Orders Create an activity on work order Create a post activity work order Create an activity without work order OptiMaint User guide 30 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus FUNCTIONAL DIAGRAMS Please note The following steps are optional Depending on your organization you can add or delete steps l e the validation of the WO by signing it You can use only the functionalities that meet your requirements OptiMaint can exchange data with a production monitoring or monitoring software 1 Curative maintenance starting with a work order WORK REQUEST WORKLOAD ROUTINE SCHEDULE WORK ORDER ITEMS RCV WITHDRAWALS SHEET S INVOICE S Curative maintenance can be done starting with a W O After a Work request or not 1 a work order 2 is generated The work order can include a routine 3 which will describe in details the
36. eated will be displayed 3 Double click on the order you want to see The window Order now indicates information about the selected order 4 Click on the Print button 5 On the window Printing parameters validate A preview of the PO will be displayed after validating the printing parameters OptiMaint User guide 54 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus EJ oers A Place an order w a You can place orders without using replenishment advices Orders can be placed for referenced or non referenced items and for subcontracted services 1 On the Toolbar click on the icon Order 2 Fill in Supplier Order date Delivery date 3 Validate Another window opens automatically where you can fill in the order lines For example to order non referenced items 4 Fill in the compulsory fields Description Quantity ordered Unit Price VAT Code 5 Validate An error message is displayed to inform you that You have to enter either the CC cost centre or the equipment 6 Select an equipment 7 Validate Another error message is displayed to inform you that The cost allocation is mandatory 8 Select a cost allocation 9 Validate Another error message is displayed to inform you that The Nature doesn t exist
37. eeeeeceaeeeeaaesaaeeceaeeeseaaessaeeseaeeesaaeseeaaesseneeeaas 40 Analyze Workload VS Labour Source ss ssseesseessseessesssrtssrrsstnsttnstnstnsstnsstnnsrnnstnsstnnstnasnnasnnn annann ennnen nt 40 Assign elt CEET 42 Create an activity on work order 43 Create a post activity work order 44 Create an activity without work order 45 STOCK MANAGEMENT je geet eege Reesen 46 Created store tege vstcesedcaveecdedatee vhost sadea siete dene sac i EEN EES SES 48 Createva SUD ple genge gue geegent 48 Cr atesan E 49 Withdraw an OTA EE 50 PURGHASE MANAGEMENT eessen 51 Replenishment advice EE 53 Validate replenishment adviCe cicceis sccecesedear ste vesvtecnssiectens aa cicentaaceuhs RNA ENRERE RANS ERA aA AARNES 53 Search for a purchase order Erreur Signet non d fini PIAGCS AN E EE 55 Receive EE 56 Record an invoice after an Order 0 eccceceeeeeeeeeeeeceeeeeeeeeeeseeeeeeesaeeeseeseeeeseeseeeeseeseeseseeseneeseeseneeeeenenes 56 Record an Invoice WithOut Order EE 57 BUDGET MANAGEMENT eu geneegegueeet eege e eege EES TEE ege 58 Manage your Te EE 59 Define a budget Tor a COST entre sasitsu ian aa eves baaeeteataeebdcasadevectuns cobs Ghadeeestaavdeeienaaceeauac 59 PROJECT MANAGEMENT oiicicscsccccsicccsctticd ee tinecesecieic deed adaa kadaa aaae aada Ea eaaa 60 Create an investment projet 62 OptiMaint User guide 3 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files
38. efined by profile examples of profiles maintenance technician buyer storekeeper Each profile has read write rights given to his tasks See menu File Security Profile and Privacy Settings The number of profiles is unlimited To see different examples of profiles launch OptiMaint log in the company called DEMO and try various names of users without any password DMA Maintenance Manager LO Maintenance Technician ROW Subcontractor LDU Buyer MNG IT Networks Manager OTA After sale technician DMA has full rights read write and can go trough all the menus and functionalities T ROW is someone from another company and has only access to a few functionalities restricted to works You can define also define privacy settings per user for each cost centre and stockroom read write OptiMaint User guide 5 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus KH ormon nus To understand the main menus of the toolbar you can separate them as follows 1st part File Parameters security and privacy settings of OptiMaint 2d part Bases Preventive Data definitions 3rd part Works Purchasing Stocks Movements 4 part Batch Batches 5 part Reports Reports and customized studies 6th part Window Access to opened windows a
39. equipment ISES A component is a functional subpart of equipment Therefore you can link a component to one or several equipments There are 2 ways of managing components Standard component which represents a functional part of one or several equipments simultaneously l e engine electric cabinet etc Identified component which can be recognized among same type of components with a serial number for instance This component will be linked to only one equipment at a time called the active link of the component You will be able to transfer the component from one equipment to another and follow up the movements records for each component OptiMaint User guide 28 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus To manage a standard component which represents the majority of components 1 On the component sheet you ve just created go to the thumbnail Equipments Items click on the button Add on the left of the title List of Equipments On the window Components Equipments Links you can reduce the list of the equipments by selecting filters Family Sub family Group 2 Validate 3 Click on the cell s of the left hand column Choice to select the equipment s with which you wish to establish a link 4 Validate Your link s equipment component has have been created 5 Press ESC
40. er menus 3rd Step Enter exceptions Exceptions can be added to this schedule To add exceptions please 18 Select one or several days using the mouse 19 Click on the icon Created exceptions on the schedule Al 20 Select a cause reason You can create as many causes as needed 21 Validate Please Note You will find this schedule when assigning work orders to members OptiMaint will indicate you the availability of the equipment When closing a curative WO the equipment s time slot will be used in the calculation of the unavailability of the equipment time between the work order creation and closure but only when the equipment was to be working EF ormon E Customize an equipment PT In order to adapt OptiMaint to the characteristics of each company many screens can be customized such as the equipment screen You can Create your own fields Hide unnecessary fields Make fields compulsory The customization is done at the family level So the customization can be different for each equipment family That enables you to have a customization adapted to any type of equipment you manage For example you can have your specific fields for a forklift trucks to describe their features while these fields won t be displayed for a company car or a computer for instance 1 Open the Equipment window 2 Select the equipment you d like to customize 3 Click on the last thumbnail the on
41. f the company or a separated geographical location For some companies there s only one division because this level is not very relevant given to their organization 1 Go to menu Bases Branch Branch 2 Fill in the following fields Branch its code Description 3 Validate The branch has been created Please note branches can be gathered into sectors See menu Bases Branch Sector I n b first you have to access all the menus using Files Hide user menus The Sector level enables financial and technical analyses on branches gatherings 4 Close the window by Clicking once on Cancel button x Clicking on the cross on the top right side of the window Pressing Escape or Esc Please note At each validation data disappear from the screen to indicate to the user that the validation has been correctly made You can recall the data by clicking on the recall button or pressing the F5 key Bei optimaint ac sdte a cost centre The cost centre enables an analytical approach of costs Any cost allocation labour item supplier etc can be done directly on this level of the nomenclature The cost centre can be a location a department a workshop etc 1 Go to the menu Bases Cost centre Cost centre 2 Fill in the following fields Cost Centre its code and Description Branch link this new Cost Centre to the Branch already created 3 Validate The cost centre has been cre
42. he chosen period and for the selected period OptiMaint User guide 41 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus e Optimaint SW ork orders allocation 1 On the toolbar click on the icon Assign WO 2 By default OptiMaint gives you a two week period but you can enter the dates you want 3 Validate The WO assignment screen is divided into 2 tables The work order table on the top The resources table Please note You can enlarge this window to display a maximum of information OptiMaint records your size changes and will open automatically the window the way you used it at last On work order table To get information on a WO double click on the line of the work order To get the schedule of the equipment double click on the equipment Then a double click on one precise date will give you the precise working hours of the equipment 4 Select the W O to assign Click on column Choice to select the W O a green checkmark appears To unselect a line click again on the same line The late WOs are highlighted in red On the Labour Source table To get information on a member double click on the cell where the member s code appears To get the schedule of a member double click on a precise date on the cell that indicates the hours assigned The table shows for each
43. hus each user only has access to relevant information For instance the treeview can be exhaustive and show all the levels of analysis for the maintenance manager whereas the tree structure of a technician will be limited to cost centres and equipments he actually works on A colour code given to the equipment status not mandatory indicates if the equipment is Out of service Available Unavailable during maintenance Unavailable Deleted eeeer In addition to the analytical treeview you can create a geographical treeview not mandatory You ll be able to view the geographical locations of your company with an unlimited number of levels and add your equipments at any level of the geographical treeview Arborescent exploration Jog Je A Location Tree View example ER D1 DEMO E B1 Administration Building E E0 Ground Floor ASC 100 Elevator fi CAB ASC 100 Lift cage fi INTER ASC 100 Intercom fi MOT ASC 100 Engine Fi LP 75W Halogen 75 watts D 5UR 102 Secretary s Office E BUR 104 Computer Room E1 First Floor E2 Second Floor ER Restaurant T1 Technical Area 1 B2 Building 2 You can add your equipments at any level of the structure You can create an unlimited number of customized tree structures OptiMaint User guide 13 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus
44. ipient Priority Nature Observations 3 Go to the thumbnail Complements The wished start date is the date when the work should be started If you leave it blank OptiMaint will automatically add the current date 4 Fill in the following fields Scheduled cost for the work Scheduled time for the work 5 Validate The work order is now created Given to the Nature and its settings the WO can be automatically printed on the printer of the recipient 6 Create several work orders including one with a wished date 1 day before the current date with several work orders the workload schedule and the work orders assignment will be more relevant 7 In the WO screen click on the search button a 8 Validate The work orders you created will be displayed with the status Created or In process All the fields of the search tool are criteria that can be combined if needed The Nature is a key aspect It enables the breakdown of your maintenance costs labour items subcontracted works So the definition of these Nature codes is extremely important to allow a good analysis of the maintenance expenses You can create as many Natures as needed l e Repair Improvement Review Control Change Disassembling Cleaning Hygiene Safety etc OptiMaint User guide 37 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Cle
45. lculated in our example the calculated date will be the 20th of June and displayed in the field Next work scheduled on A work order will be automatically generated X days before the date Next work scheduled on X being customizable See the next subject Generate preventive WOs PLEASE NOTE The planning can be related to customized meters In this case the preventive maintenance depends on kilometres hours of use litres used etc Meters can be updated manually or automatically thanks to an interface with another software You can combine meter and calendar planning OptiMaint User guide 39 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus E oman A Generate preventive work orders aes The automatic generation of work orders requires the transaction monitor to be installed on the PC OptiMaint_Moniteur exe This program can be installed on any PC on the network See Install Transaction monitor can be scheduled launched on demand or as a background task with a customizable frequency In that case the monitor will check every x minutes if work orders are to be created 1 Launch the transaction monitor To do so you have two options Go to Menu Preventive Preventive Transaction monitor Go to Windows Menu All Programs OptiMaint Transaction monitor 2 Click on Validate to la
46. losure WO on the activity on W O you have just created or create another activity on the WO ticking Closure WO directly Please note that you can set up validation levels with signatures on WO EF mei a Create a post activity work order ire Post activity work orders gather on a single window all the information of a work order and of a single activity done on this WO A post activity work order is generally used when the work has been achieved without creating a WO first The member can enter on the same window the WO and his activity 1 Go to Menu Works Post Activity WO Please note that this menu may not appear if you are working with restricted menus To display all the menus clear the option Hide user menus in Menu File To set up the menus you want to hide display go to Menu File Preferences Thumbnail Menus 2 Fill in the mandatory fields 3 Validate You have created a Work order and an activity at the same time To get detailed information open the WO screen and if needed you will be able to add activity ies orders and or item withdrawals Please Note For a W O with several activities item withdrawals or purchase orders we recommend you to work directly in the WO screen select the WO and add the information in the thumbnail Activity Items and Purchasing Add button OptiMaint User guide 44 63 Caution To use this manual you have to log with an administrator profile DMA And displ
47. ment The cost allocation code is mandatory only for an invoice line related to a non referenced item OptiMaint User guide 57 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus BUDGET MANAGEMENT The following step shows you how to Manage your budget Define a budget for a cost centre OptiMaint User guide 58 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus Bel zemren am Manage your budget OptiMaint enables to define yearly budget for a Cost centre Equipment Account Cost Allocation Cost Allocation per cost centre With the possibility of having a monthly breakdown You ll follow up the costs of Labour Items And invoices For Preventive maintenance Curative maintenance And miscellaneous With the possibility of having a breakdown per Nature You can set up budget checks per month or per year to be informed in case the budget is exceeded You can therefore create global or detailed budgets given to your needs Ea Derin e a budget for a cost centre To define a global budget for a cost centre 1 Open Menu Bases Budgets Cost centre 2 Select a cost centre CC 3 Fill in the Year 4 Validate 5 Fill in the annual total budget at the bo
48. n gege ee Eege EENS 11 Nomenclature Me 12 E elle Le BEE 14 CREATE YOUR COMPANY gesend nein einer deed 17 Create your OWN COMPANY ec ccceeceeeeeceeeeceeeeecaaeeeeeaeceeeeeceaeeeeaaeseeaaeseeeesaeeesaaeeeeaeeseeeescaeeeeeeseeeeeeaas 18 Create e 19 Create AiCOSE CONUS i cs coi asad casearesesien dee cagecuntagetncaseteded caceeneaacbaadeacedecesdaaeeducedqete adsuce deus theveagedcasdunedermstdeneds 19 ASSET MANAGEMENT eege ed 20 Create AN equipment ET 21 Create equipment schecdule test nst net rstnsstnsstnsstnsstesstensttnstnnttnnttnnntnnntnnntnnntnnntnn nenun nnmnnn 23 Customize an equipment cisnresidinniiiiindiiaias ianiai ieaiai aiani iiaeaa ad aiarad iiaia 24 Search for AN eguipment pairina asaina aiia iiia iddia inadai ii aaaea iiia 26 Greate Keel ul enn EE 28 Link a Component to AN eguipment ee eeeeeeeeteeeeeeeeeeeeeeeaeeeeetaeeeeetaeeeeneaa Erreur Signet non d fini el E EE 29 WORK MANAGEMENT eegene deeg 30 Greate Web Sirrini nada Seege d e aleve basco sis aun Ea ea Rua EE ea aAa dap Naaa aAa antaa TARR 34 Schedule Members aicsin dasdepcavss suc Eed Eed Ze kaar iaeia taAa oa ado iiaa aAa EeEee See 35 Greate a Work ROQUOSE scrisori nsina d aa erian aa aera a inst aKa andaina da ador diada aar aasia RRi 36 Greate a Work EE eege Seca sages auileedasiss sad aeaaeae a a SES aT Aaii taK ae VAEA aa apt Aaa eiriaa KAERT EA 37 Implement preventive maintenance EEN EEN 38 Generate preventive Work orders cceescececceceeeeeeeaeceeeee
49. nd to the help menu According to the access rights given to each profile some users have some menus at their disposal and some not Make your menus simple The daily use is generally limited to the same functionalities That s why you can display only the menus corresponding to the functionalities you often use and hide the others keeping the possibility of displaying them at anytime Full menus Restricted menus OptiMaint 6 3 2 Licer OptiMaint 6 3 2 Licen Bases Preventive Works Bases Preventive Works New Company Change password New Company Change password eer mi s Preferences cas meee User messages Security Close session Exit Customize OptiTrace Security gt Close session Exit To display hide all the menus go to Menu File and clear select the option Hide user menus To define the menus to hide go to Menu File Preferences Thumbnail Menus Please note this customization is done by each user Caution To use this user guide you have to log with an administrator profile DMA and to display all menus Files Clear the option Hide user menu OptiMaint User guide 6 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus EN ooa Si anquages A language code enables to choose the language used by the user Language is not linked to the installed ve
50. nt User guide Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus 3 Validate A graphic synthesis shows the workload and the labour source Between today and the start date of the period chosen Over the chosen period 4 Click on the button Display detail 2 tables appear E Workload table This table shows a breakdown of the workload in 3 columns Late works Works to be achieved between today and the start date of the chosen period Works to be achieved for the selected period Each one of these 3 columns is subdivided in 2 other columns corresponding to created W O and W O in process in this case the labour time includes the time already spent The first line of the table shows the total for each column Please note that a double click on a line of the table will display detailed information W O or Preventive maintenance sheet Ei Labour Source table This table shows a breakdown of the labour source in 2 columns The availability of the member between today and the start date of the chosen period The availability of the member for the selected period The first line of the table shows the total for each column Please note that a double click on a line of the table will display detailed information about the member The workload and the labour source are summed up between today and the start day of t
51. o find please type it and press ENTER to get the information related to your Advice If you need to search for an advice without knowing its number you can 2 Click on the search button This window allows to search on several criteria OptiMaint User guide 53 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus 3 Validate directly without adding any specific criterion You obtain the list of all the existing replenishment advices The 1st column indicates the advice reference number To select an advice 4 Double click on the line corresponding to the replenishment advice The window Validation of a stock replenishment advice opens with the corresponding data This window enables to convert a replenishment advice into a purchase order 5 Select one or several lines by checking the column Choice left hand side For each selection OptiMaint will select the main supplier the advised quantity and the delivery date You can change some or all of the information displayed 6 Validate OptiMaint created the order s and indicates the order s reference number s on the status bar at the bottom the screen EJ ona ST Searc h for a Purchase Order 1 On the toolbar do a right click on the icon Order This window enables to make search with various criteria 2 Validate The PO cr
52. og with an administrator profile DMA And display all menus Files Clear the option Hide user menus EH ommon Ges Withdraw an item ER IE 1 On the Toolbar click on the icon Withdrawal 2 Fill in the following fields Member Nature Equipment In the grid Select the item and the quantity As soon you selected the item a summary table below the grid indicating the stock before and after the withdrawal is updated The member is also informed if the minimum stock is reached 3 Validate The withdrawal is now recorded and the stock level is updated When you withdraw an item OptiMaint can suggest you to link the item to the equipment depending on your settings Thus you create the equipment nomenclature step by step OptiMaint User guide 50 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus Zi OptiNaint e e on Es A bm hy igh PURCHASE MANAGEMENT The following steps show you Replenishment advice Validate a replenishment advice Search for a purchase order Place an order Receive an item Record an invoice after an order Record an invoice without order OptiMaint User guide 51 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus FUNCTIONAL DIAG
53. ork request status is now accepted The thumbnail Detail of status indicates the date and the hour of acceptance 3rd step Convert to a work order 1 Go to Menu Works Convert W R into W O 2 Validate 3 Tick the column Choice on the left to select the W O 4 Validate OptiMaint informs you that the Equipment status does not exist 5 To create the WO from the WR fill in the following fields Equipment status Nature 6 Validate OptiMaint has created a work order OptiMaint User guide 36 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus 7 Go back to the WR and click on the recall button zl Work request status is now converted W O The thumbnail Detail of status indicates the date and the hour of conversion Please note that accepted WRs can also be directly achieved without converting them to WOs In this case the activities are recorded as activities without WO Also please note that in case a WR needs a WO the step of the acceptance is not compulsory as WRs can be directly converted to WOs Dec Optimaint am e reate a work order WO C IR 1 On the toolbar click on the icon WO The first field which is the number of the W O will be automatically created by OptiMaint when you validate 2 Fill in Equipment Equipment status Sender Rec
54. ou can also select only one member See the Member dropdown list 4 To add exceptions First select the dates by using a click and drag this can be done in horizontal and or vertical direction Then click on EN to select a cause reason in the dropdown list and if needed enter a new schedule 5 Validate You schedule has now been updated These exceptions will now appear on the work orders assignment schedule OptiMaint User guide 35 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus ap Create a Work Request D Using the work requests is not compulsory 1st step Create a work request 1 On the toolbar click on WR icon 2 To create a work request please inform the following fields Sender Recipient Wished date Equipment Observation 3 Validate Please note you can restrict the access of some users to WRs only thanks to OptiCom for instance 2d step Acknowledge a work request 1 Go to Menu Works Acknowledge WR 2 Validate to get all pending work requests 3 Double click on the line of the first work request The information about the work request is displayed 4 Go to the thumbnail Reply and reply to the work request 5 Validate The work request has been acknowledged 6 Open the work request window 7 Click on the recall button The w
55. ow closes automatically and the selected WOs are automatically ticked Then click on the button Unassign or double click on the cell of another member to reassign your selection Print it them click on the button Print After having clicked validate the window is closed automatically and all the selected Work orders are ticked selected Then click on the control key release or click on the box of another member to reallocate the unit Print click on the control key Print It is also possible to assign a W O to various members Select a W O with the column choice Click on one or several days for several members Click on the button Assign A window with the summary of all the assignments appears showing the total time scheduled for each member You can change these data if needed ER opman p Creat e an activity on work order When a WO is automatically or manually created one or several works will be achieved The report of these works will be recorded in one or several activity sheets 1st solution use the toolbar On the toolbar click on the icon Act WO The first field is the number of this activity It will be automatically created by OptiMaint when you validate the activity Fill in the WO number 2nd solution use the Add button on the WO Open the WO screen Select the WO where you want to add an activity sheet thanks to the search tool or typing the WO number
56. port all your reports to Word Excel CSV TXT RTF PDF etc To do so please click on the icon Export when you are on the Print Preview of the report and select the format you need You can also fax your reports create HTML reports to make them available on your intranet send your report by email OptiMaint User guide 10 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus OptiMaint _ L b Zeg Two key concepts for the understanding of OptiMaint OptiMaint User guide 11 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus EJ oman S Nom enclature Treeview It is essential to understand the nomenclature of OptiMaint Main entities Possible gatherings RW Company Ei D Branch oa Sector Fy EI Cost centre 2 Analytic centre 2 Equipment al Family Sub family Group D Component Family Sub family GR Group AN Vi Item Family Sub family Group Please note that the wording can be customized to fit your own vocabulary For example cost centre can be replaced by work shop See Menu File Customize Wording IMPORTANT From 4 mandatory levels OptiMaint can include up to 17 levels of analysis in order to meet the needs of small medium or big companies Ga
57. rates stock replenishment advice according to The current stock The forecasted preventive needs stop items reservations The Replenishment advice validation enables to select the supplier and the required quantity and to convert advices to orders OptiMaint s replenishment advices will help you managing precisely you stock At the validation step OptiMaint will select the main supplier the advised quantity and the delivery date You can change some or all of the information displayed Please note Advice can take preventive maintenance into account over x days Therefore you can create orders according to the stock level but also according to the forecasted preventive maintenance needs during a period you can select Please note the advice will suggest quantities only for items with a stock lower than the reorder point 1 Open menu Purchase Replenishment advice A Window called Report of Stock Replen opens 2 Validate One or several advice will be made and provided to you as a printing preview Please note The replenishment advice process can take preventive maintenance into account To include it tick the check box Include the preventive and enter a deadline horizon date Eise Optimaint ap Validate replenishment advice 1 Open Menu Purchase Replen treatment A window Validation of a stock replenishment advice opens If you know the Number of the Advice you need t
58. rsion on your computer Thus on the same computer Paul will use the French version whereas John will use the English version and Juan the Spanish version for instance Eise Optimaint am Toolbar Each icon on the toolbar is a shortcut to the functionality you often use Ki xa 9 SG 8 o S Explorer Equipment Item KE O Act wa WO Failure Order You only have to click on the icon to open the required screen You ll access directly the search tool by doing a right click on the icon To customize the toolbar just double click on it and you ll be able to add or hide an icon EJ oren ay Val idations At each validation data disappear from the screen to indicate to the user that the validation has been correctly made SI You can recall data clicking on the recall button or with the F5 key I A right click on this button will display the list of the last 20 sheets used Moreover a status bar at the bottom of the screen indicates the last action recorded by the user WO 231 created correctly Here the status bar indicates that work order n 37 1 has been correctly created Coloured fields are mandatory fields you can choose the colour White fields are usually not mandatory Some fields are compulsory by default and in addition you can make other fields compulsory depending on you needs Equipment D OptiMaint User guide 7 63 Caution To use this manual you have to log with an administrator profile
59. st mandatory field is the family In your new company there are no family created To create a family 4 Click on the dropdown list Family Tab 2i The dropdown list appears empty 5 Click on the icon Add new 6 Fill in the following fields Family code Description full name 7 Validate and close the window Equipment family The family has been created On the Equipment sheet 8 Click again on the family dropdown list Famiy A The dropdown list opens and shows the equipment family you have just created 9 Select the family by clicking on the line 10 Validate Congratulation you have created your equipment When you validate OptiMaint checks if all the needed information has been filled in Tips use the following keys TAB to jump from one field to another Down arrow to open dropdown lists ENTER to confirm your choice ESC to erase data or close the window if no information is displayed Use to recall the last information you have filled in or to recall the last screen you opened OptiMaint User guide 21 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus EN equipment sheet is full of information You can also add more information if needed using the blank thumbnail This type of customization is available for almost all the screens of
60. strator profile DMA And display all menus Files Clear the option Hide user menus Sort the columns To sort the columns click on the column headline Equipment Hog Se Elevator Retention Basin Meeting Room Secretary s Office Ce P Sc ptimaint ap Search tools Search tools are available for ALL the elements created equipments items suppliers WO etc All search tools are multi criteria Then you can choose between Standard search Advanced search To switch from one type of search to the other click on the search button ALL the fields on the screen are search criteria that can be combined if needed To search Standard search S Search for Equipments standard search p 1 Select one or more search criteria Se 4 to filter the search Advanced search Ta Ste Cep 2 Validate Cep a v a a Als In most cases you can use a wildcard character Access data base multiply sign Other data base percentage This wildcard replaces a variable length of character or sign In addition please note that OptiMaint doesn t take uppercases and lowercases into account in the search tool IMPORTANT Search tools are also analyse tools For example if you look for the activities achieved on a specific equipment during a specific period you can use the se
61. therings are possible to make transversal analyses quick and easy Ei Company With one license you can manage an unlimited number of companies All data of one company is completely independent One Company can group one or several Branches Branch Sector The branch level enables to divide a company into several entities For instance each entity could represent a type of activity or a geographical location of the company One Branch can group one or several cost centres and Branches can be gathered into sectors Cost centres Analytic centres The cost centre enables an analytical approach of the costs Any cost labour item and supplier can be allocated directly to this level The cost centre can be a location a department a workshop etc One cost centre can group one or several equipments and Cost centres can be gathered into analytic centres Equipment Family Sub family Group All your equipments are created on this level Equipments have to be linked to a cost centre and can also be possibility linked to a Group The Group may represent a production line for instance Equipments can be gathered by family subfamily and or group and detailed with components and items Ei Component Family Sub family Group A component is a functional subset of an equipment l e Acar engine can be considered as a component Components are gathered by family sub family or and by group Item Famil
62. ttom of the grid 6 Validate Congratulations you have created the budget OptiMaint automatically filled in the budget per month Please note you can also detail budgets per month by clicking on D 7 Recall the budget with the recall button or pressing F5 Expenses you made during this step of test have been allocated in your budget Please note You can update your budget decrease increase the total The grid displays the expenses in process the expenses achieved the balance and the purchase requests PR To get more detail click on button D OptiMaint User guide 59 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus OptiNaint D b PROJECT MANAGEMENT The following steps show you how to Create an investment project OptiMaint User guide 60 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus FUNCTIONAL DIAGRAMS 1 INVESTMENT PROJECT BRANCH nn COST CENTRE not mandatory not mandatory NATURE not mandatory INVOICE S ITEMS OptiMaint can manage your new investment project out of the operational budget projects of improvement creation etc Any new project 1 can be linked to a Branch 2 or a Cost centre 3 according
63. unch the WOs creation The monitor indicates that one or more preventive work orders from your own example have been created Close the transaction monitor 3 Return to OptiMaint 4 On the toolbar click on the WO icon 5 Click on the search button 6 Double click on the Preventive maintenance check box the check box must be ticked not highlighted in grey The list of generated preventive work orders is now available 7 Double click on a WO line to open the WO The created preventive WO is now displayed EN opman p Workload VS Labour Source OptiMaint is able to make a synthesis of the forecasted workload and the labour source available over a period of time The workload includes all the created work orders and the preventive maintenance tasks for which work orders will be created 1 Go to Menu Preventive Preventive Workload VS Labour Source From By default OptiMaint suggests next Monday 2 Press TAB To By default OptiMaint suggests the start date 30 days By default OptiMaint includes in the synthesis all preventive works scheduled in the selected period and for which no work order have been created yet If you keep this option it is mandatory to start by launching the Workload Calculation selecting a time period larger than the period you want to analyze in the synthesis Otherwise OptiMaint will inform you that the Workload Calculation period isn t sufficient OptiMai
64. ures You can also change the name of the thumbnail See Tab title To hide a field or make it mandatory From the Equipment family window 11 Thumbnail Field settings All the fields of the equipment sheet are listed and you can make them Invisible with checkmark or not Mandatory with checkmark or not 12 Check Compulsory Entry for the Sub family field 13 Check Invisible for the Group field 14 Validate and close the Equipment family window The customization is now completed To see how it looks like 15 Click on the recall button OptiMaint User guide 25 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus Please Note This type of customization is available for items suppliers members components budgets projects etc That makes it easy to adapt OptiMaint to your activity and thus to your specificities Please note that it is possible to make search and analyses on customized fields KH orron gh Search for an equipment To reach the search tool you can 1 Do a right click on the icon Equipment of the toolbar 2 Do a left click on the button Search of the Equipment sheet Then you can choose between Standard search and Advanced search On the window Search for equipment Advanced search Search for Equipments advanced search
65. work to achieve The workload schedule is a simple synthesis of the workload VS the labour source and will help you to adapt the WO assignment to the members After the work is done one or several activity sheets 5 will be created as well as possible item withdrawals and or invoices 2 Curative maintenance without work order 1 WORK REQUEST Curative maintenance can also be done without W O generally small works After a Work request or not 1 and 2 after the work is achieved members record their activity sheet 2 Activity sheet s This is the shortest process OptiMaint User guide 31 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus 3 Work requests WORK REQUEST REJECT Activity SHEET S Work requests 1 can be made on any PC equipped or not with OptiMaint Internet Intranet or not Work request management is flexible simple and powerful But it isn t compulsory The step of Work request acknowledgement 2 enables to accept 3 or to refuse 4 the work request When the WR is accepted it can be converted to a Work Order 5 To simplify the work recording please note you can also create activity sheets 6 without creating a work order first 4 Preventive maintenance METERS CALENDARS Meters updates OPTIMAINT TRANSACTION MONITOR
66. y Sub family Group This is the lowest level of the nomenclature where you can list all the items linked to equipments and or components Items are gathered by family sub family or and by group OptiMaint User guide 12 63 Caution To use this manual you have to log with an administrator profile DMA And display all menus Files Clear the option Hide user menus This nomenclature is easy to understand thanks to the graphic treeview Customized treeviews Arborescent exploration Joes D EI Analytical Treeview example ER D1 DEMO Li 10 Corporate Department Tertiary P 20 Logistics Transportation E 30 Production 2 EN P100 Workshop 1 CHAR 102 Gas forklift ja MOT CHAR GZ 45 Gas forklift engine Belg JE VER CHAR 141 Forklift hydraulic jack x 13 CAB CHAR Forklift cab Assettee Sa 17 NACEL CHAR Nacelle de Chariot El vateur Description Location Tree View example a pepon Sl cesgnrta ter Fi ELEC 2103 Forklift battery T Dejetion CONV 100 Band conveyor Visible Removed elements Description a FIL 100 Strech wrapping machine id FIL 101 Strech wrapping machine Thanks to the _ profiles customization you can display z whole or part of the tree amy structure to the users Gen E Creation 177082008 11 48 wW d Modification 19 02 2010 18 19 T

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