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IntroductionComputerized Maintenance Management System (CMMS) is a powerful tool, which was designed tocontrol all kinds of maintenance operations. Years of automated maintenance management experience ofthe Center for Information Technologies (CIT) has been united with modern technology to develop amaintenance management software package that has more features, is more user-friendly, and has moreways to modernize your operation. And all these at a very acceptable price.Basic Features: comprehensive equipment information and history; both scheduled and unscheduled workorders; comprehensive and accurate inventory information; useful reports, charts as well as an online help.Typical Features: purchasing of spare parts including automated orders generation, based on the analysis ofstock levels; assets management; active service and work order requests; the whole maintenance work canbe scheduled by date, by meter reading, or both.Advanced Features: statistical forecasting maintenance; data security system; electronic transfer ofpurchase orders.Database: CMMS stores all the information in the Oracle database. Common network version, workingwith MS Visual FoxPro database, is also available.Part 1:System SetupCMMS allows to setup your enterprise information, purchasing parameters (main data like e.g. purchaseorders, requisitions and quatations numbers; shipping data; invoice data; requisition options andrequisitions approval levels). Then you can select the Inventory Cost Method (LIFO, FIFO, Average Cost).Its allso possible to setup service requests data.Part 2:EquipmentAny item, which requires maintenance, is treated as equipment in CMMS. So, it is a general term used forworking with production equipment as well as with conditioners, heaters, engines of different types, cars,etc. You can consider the sub-components of your equipment as separate pieces of equipment. Forexample, you can take up a car as one piece of equipment. The engine of this car can be also equipment.The oil pumps on that engine could also be pieces of equipment in CMMS. On the next level, you cancreate equipment numbers for the servomotors on those pumps. This multilevel tree allows you organizeyour equipment records better. You can keep a separate history for these components. It is possible to keeptheir costs on a system, or parent piece of equipment, as well as costs on the individual component group(so called family) of the equipment.Take into account that the equipment number is very essential for most CMMS functions. You shouldcreate a numbering system for equipment that will be adapted for your business profile. Only appropriatenumbering scheme can give you all the flexibility and power of the reporting and analysis abilities ofCMMS.Equipment subsystem manages: • Service Contract Information • Service Contract Payments Records • Graphics • Equipment Components • Meters • Spare Parts Lists and Spares • Safety Notes.If you have some equipment features that are not covered with CMMS data fields, you can use User-Defined Equipment Fields that allows managing additional types of data.In CMMS, its possible to work with equipment families, which consist of parent and child records.Children are the components of a parent equipment record. Several generations of equipment may exist, forexample, a dump truck is the parent of the child motor that is the parent of the child valve, etc.
The costs for materials and labor involved into maintenance can be calculated for both open work ordersand for work order history in CMMS. One can calculate Total Equipment Costs and Asset Values, as wellas monitor Parts Availability and manage components.Part 3:Asset ManagementAny item of value that is used at your enterprise (including items that you dont maintain or repair) can beconsidered as an asset. So CMMS manages all kinds of assets like equipment, furniture, and inventory.With CMMS, you can keep track of how many of each type of asset you have and where those assets arelocated. You have immediate access to current asset information.Assets management subsystem manages: • Asset Types • Asset Locations • Asset Quantities • Other Asset Information • Counting Assets Physically.Part 4:InventoryThe Inventory subsystem in CMMS allows you to manage usage and costs of the parts. User can store in adatabase all information about inventory items, including quantities in multiple locations; substitute items,vendors/manufacturers, and items reorder points.User are supplied with a full set of functions that allows him to maintain physical inventory as well aseasily check out and return items. CMMS automatically stores all inventory transactions so that you alwayscan know when and why stock levels changed, who made changes, etc.CMMS offers two main order-controlling procedures: ABC analysis and classification - this proceduregroups the parts by number of issues or quantity on hand, and Economical Order Quantity (EOQ) - thisprocedure determines the most cost-effective quantity to order, based on stocking costs and usage history.Inventory subsystem manages:• Vendor/Manufacturer Information• Inventory Information (main data, status, history, orders and graphics)• Quick Receive• Stock Levels• Stock Items• Inventory Availability• Reserved Parts• Inventory Cost Information• Inventory Items Labels• Archiving and Restoring Inventory Transaction History• Inventory Quick Checking Out and Return• Physical Inventory• ABC and EOQ Analysis.Manufacturers, suppliers, and contractors are called Vendors in CMMS. It means that vendor can supplyitems as well as contract employees. Vendor information includes:• Vendors• Blanket POs, i.e. POs created for the particular Vendor but without any particular item• Items supplied by this Vendor• Ordering information.
Part 5:Work AssignedThis subsystem manages all aspects connected with your company employees. It stores the number of laborhours and the cost of labor for each employee and for each maintenance task in two ways - by craft or byemployee. You will have information also about employee attendance exceptions, such as overtime,vacation, sick time, and you can monitor employee training and skill levels as well as keep all othernecessary information on employees.Assigned Work subsystem manages • Craft Codes • Employee Data (common data and information about professional training) • Attendance Codes • Timekeeping Data • Employee Work Week Information • Scheduling Exceptions.Part 6:Work OrdersThis subsystem manages one of the main CMMS features - work orders (WO). Work orders can be enteredmanually or generated automatically, based on the current tasks and other work orders information. Workorders can be generated for repetitive scheduled tasks, such as inspections and preventive maintenance.User may schedule tasks by date or by meter reading. It is also possible to enter emergency, i.e. one-time,work orders into the Work Orders form.When you have created work order records, you should enter parts, labor, comments, and meterinformation. Then CMMS automatically updates stock levels in the appropriate inventory table.After completion all actual works associated with the WO, you can close that work order, i.e. mark it asclosed and start WO closing procedure. CMMS transfers the work order information to Work OrderHistory and updates the task record with that WO data. CMMS also updates material and labor cost data inthe Equipment table for each piece of equipment listed on the WO. If the work is being performed on ametered piece of equipment and you enter current readings into the work order, CMMS updates the meterinformation in the Equipment table.CMMS keeps relations of each work order with all other relevant parts of the system.Work orders subsystem manages the following data and procedures:• Creating Non-Repetitive Work Orders,• Using Quick Entry• Generating Scheduled Work Orders• Filtering Work Order Records• Entering Closing Information into Work Orders• Closing Work Orders• Managing Work Order History• Filtering Work Order History• Calculating Work Order Productivity• Analyzing Work Order Costs• Expence Classes• Work Order Types• Work Order Permits• Work Order Picklists• Reasons For Outage Codes
• Printing Work Orders• Printing Closed Work Orders• Archiving Work Order History• Restoring Work Order History Archives.Part 7:Work Order RequestsThis feature adds flexibility to CMMS and can reduce the paperwork inside your company by giving otherdepartments an ability to enter maintenance requests. It is implemented via allowing your employees toenter work order requests into CMMS without authorizing them to release work orders themselves. AnEmployee can enter a request for work directly into CMMS instead of asking the maintenance departmentor writing a paper note. Then maintenance management representative may approve work order requestsbefore releasing real work orders. In the most cases organizations use work order requests only if theyinstall client-server or network versions of CMMS.Work order requests include: • Common WO Request data • Labor information • Parts information • Comments • Crafts information.Part 8:Service RequestsCMMS manages service requests in the way that is very similar to one for work orders. As mentioned, forwork orders CMMS keeps the equipment history. For service requests CMMS keeps a history of workperformed for each customer or department. Service requests and work orders uses the same inventory andlabor tables. Their main difference is that service requests cannot reserve parts from stock while workorders can. Then service requests cannot affect the employee work week hours. You should use servicerequests to manage maintenance requests in facilities maintenance, property management, or other similaroperations. You have to collect data and enter it into the Tenant form, and then, as tenants submit servicerequests, enter and process the requests in the Service Requests form. When employees have the workcompleted, you have to close the service request - CMMS will transfer all that service request informationto the Service Request History.Working with service requests includes the following procedures: • Entering Tenant Information • Entering Service Request Information • Printing Single Service Requests • Printing Multiple Service Requests • Entering Closing Service Request Information • Closing Service Requests • Managing Service Request History • Archiving Service Request History • Restoring Service Request History Archives.Part 9:Job AssignmentsJob assignments management is another main function of CMMS. With our system you can automaticallygenerate repetitive tasks scheduled by meter reading, by date, or by both. Of course, manual creation of jobassignments is also enabled. You can project a working schedule by analyzing employee availability, thedays that your enterprise is in operation, and already scheduled labor hours.
This subsystem makes the following operations:• Planning Scheduled Job Assignments• Creating Job Assignments• Instruction Lists• Entering Job Assignments Information• Viewing Required Parts Availability• Recalculating Labor Hours• Recalculating Task Durations• Scheduling Work Orders• Scheduling Production.Planning a scheduled task system includes the following operations:• Planning Repetitive Job Assignments• Planning a Master Schedule• Setting up Job Assignments Frequencies• Planning Scheduling Types• Planning Multi-Equipment Job Assignments• Planning Multitasks• Changing a Multi-Equipment Task to a Multitask• Planning In-Service Job Assignments• Planning Shadowed Job Assignments and Shadowing By Meter• Planning Metered Job Assignments.Before creating a job assignment, you must first create an instruction set for that task. CMMS stores andidentifies this instruction set by the code that you assign. After you have created an instruction set, you canuse it on one or more tasks. You can assign more than one instruction set to a single job assignment.Besides common for job assignments data, the tasks table also includes information on• Crafts• Instructions• Shadowing• Drawings• Parts• Meters.Part 10:PurchasingCMMS allows you to manage all your purchasing, connected with the items necessary for makingmaintenance operations. With this subsystem you can order and receive parts, supplies, and tools, and youcan enter or generate quotation requests for items that you must order using this subsystem.The system manages purchasing using requisitions and purchase orders. To be able to generate requisitionsyou have to enter inventory and vendor information. This Generate Requisition function checks theQuantity On Hand field in the inventory table. If the Quantity On Hand is at or below the reorder point forthat item, CMMS generates a purchase requisition.CMMS allows you to generate separate requisitions for each item, or you can generate separate requisitionsfor stock and non-stock items. You can also generate one requisition that contains all items, or you canchoose not to generate requisitions for non-stock items.You should approve or confirm an item on a requisition - then you will be allowed to manually add it to thepurchase order, or you can choose Generate Purchase Orders, and then CMMS automatically adds it to apurchase order. When you have generated or entered purchase orders, you can print them and use them toorder items.
As vendors has ordered items delivered, you can receive them to stock, to employees, to cost centers, toequipment, or directly to a specific work order. Usually purchase order stays open until there are someordered items not yet received. After you have received all ordered items, you should close that purchaseorder - CMMS will transfer all the information to the purchase order history table.It should be noted that CMMS Purchasing clearly separates the Requisition and Purchase Order functions,although they have some similarities. The Requisition Generate function generates requisitions by using theorder quantities and order points that you establish in the Inventory table. You can also include more thanone vendor on a requisition, and then you can print a requisition. In other aspects, Requisitions andPurchase Orders functions are quite different. You must generate purchase orders only after you haverequisitions generated or manually entered. Then purchase orders separate the items on the requisitions byvendor - you cannot have more than one vendor per purchase order.Purchasing subsystem includes an ability to transfer purchase orders electronically, e.g. via fax. This isdescribed in a separate chapter.The Purchasing subsystem manages:• Entering Quotation Request Information• Generating Quotation Requests• Printing Quotation Requests• Entering Purchase Requisition Information• Generating Requisitions• Approving/Un-approving, and Confirming Requisitions• Bypassing the Requisition• Approval Process• Printing Requisitions• Adding a Requisition Item to a Purchase Order• Removing Items from a Purchase Order• Entering Purchase Order Information• Generating Purchase Orders• Entering Additional Purchase• Order Information• Printing Purchase Orders• Receiving Items to Purchase Orders• Inventory Quick Receive• Viewing and Editing• Purchasing Item Status• Adding / Removing Items from Requisitions• Adding / Removing Items from Purchase Orders• Viewing Purchasing Receive Data• Closing Purchase Orders• Viewing and Entering Purchase• Purchase Orders History• Archiving Purchasing History• Restoring Purhcase History Archives.Part 11:Electronic Data TransferThis subsystem allows users to transmit purchase orders to vendors electronically, for example, via fax.There are some parameters that should be defined before using Electronic Data Transfer (EDT): name ofthe fax program (e.g. WinFax); name of the data communications program (e.g. ProComm Plus); customeraccount ID (account number, as defined by the vendor); preferred order method (specifies the method ofsending purchase orders to the vendor); notes placed on purchase order (notes in this field are printed onpurchase orders created for this vendor, in place of the contents of the comments).After user set up EDT, he may transmit purchase orders to vendors.
Part 12:BudgetingCMMS Budgeting allows you to keep projected and actual costs and then analyze discrepancies betweenthem in a several forms.You have an ability to analyze the cost of labor and parts for any specified month in four differentcategories: Equipment, Department, Cost Center and General Ledger.Budgeting includes the following simple procedures:• Entering Budget Analysis Information• Creating a Sample Budget Analysis• Importing Cost Information• Creating Budget Reports.Part 13:Statistical Forecasting MaintenanceStatistical Forecasting Maintenance (SFM) system is one of the CMMS advanced features. It should betaken into account that effective forecasting maintenance needs regular and accurate monitoring. However,it can provide essential cost savings by delaying maintenance until failure is really imminent. Thistechnique is known as "just in time" maintenance.With CMMSs Statistical Forecasting Maintenance module, you can identify equipment readings that areoutside of the control limits and warning you to schedule maintenance before the equipment breaks down.These control limits should be determined based on the manufacturers specifications or historical data onperformance of the equipment.Working with SFM subsystem includes the following procedures: • Entering SFM Information • Recording SFM Readings • Analyzing SFM Data • Printing SFM Reports • Graphing SFM Data • Deleting SFM Data.Part 14:Reports and ChartsCMMS has a rich and powerful reporting subsystem that can produce predefined (about 200) and customreports in both list and graphic view. Set of predefined reports covers almost all reporting needs of yourcompany.You can sort and query reports, and you can print the report to the screen, printer, print file, or spreadsheet.The list of predefined reports includes:• Asset Reports: Asset Types, Asset Numbers, Asset Locations, Assets, Asset Counting Sheets, and Asset Adjustments.• Equipment Reports: Equipment Report (Simple List), Equipment Report (Full List), Equipment Graphic Files List, Component Report, Component Costs, Spare Codes Master List, Equipment Spare Parts List, Safety Notes, Service Contract List, Equipment Meters, Meter Reading Collection Report, Meter History, Asset costs, Equipment Types, Department Codes, Cost Center Codes, General Ledger Codes.• Inventory Reports: Inventory Standard, Inventory Expanded, Stock Level Summary, Stock Levels, Stock Levels by Inventory Type, Stock Levels by Account Code, Min/Max, Physical Inventory Counting Sheets, In Transit Receiving Worksheet, Physical Inventory Adjustment, Items Reserved by Work Order, Inventory Type, Item Labels, Suppliers for Each Item, Items Supplied by Vendor,
Graphical File List, Inventory Status, Stock Movement, Inventory Movement, Items Where Used, ABC Analysis, EOQ Analysis.• Work Assigned Reports: Attendance Codes, Craft Codes, Employees, Craft Productivity, Employee Attendance, And Employee Training.• Purchasing Reports: Blanket PO List, Purchasing Item Journal (Simple), Purchasing Item Journal (Comprehensive), Purchasing Item List, Requisition Status, Purchase Order Status, Purchase Order History, Item Purchasing History, PO History - Cost by Req #, PO History - Cost by PO #, PO History - Cost by Item #, PO History - Number of Receipts by Item, PO History - Management Reports - Account Code Detail, PO History - Management Reports - Account Code Summary, PO History - Management Reports - Inventory Type Detail, PO History - Management Reports - Inventory Type Summary, PO History - Management Reports - Vendor Detail, PO History - Management Reports - Vendor Summary, Vendor Performance, Receiver Reprint, Receiver Summary.• Quick Entry Reports: Quick Entry - Close, Quick Entry - Comments, Quick Entry - Labor, Quick Entry - Parts.• Service Request Reports: Service Request, Service Request Invoice, Service Request Summary, Service Request History, Service Request History Invoice, Service Request History Labor, Service Request History Parts, Service Request History Comments, Service Request Average Response Time, Requested Services, Requested Service Summary, Craft Summary, Tenant, Tenant Summary, Tenant Detail, Service Request Time Detail, Building Summary, Building Detail.• Statistical Forecasting Maintenance Reports: Out of Limit Variables, Variable Description, Variable Readings by Equipment #, Variable Readings by WO #.• Job Assignments Reports: Job Assignments Report (Simple List), Job Assignments Report (Full List), Job Assignments Required Parts List, Job Assignments Instructions List, Job Assignments Instructions (One Per Page), Job Assignments Shadowing Report, Job Assignments Requiring Downtime, Projected Equipment Downtime.• Work Order Reports: Work Order - Summary (Simple), Work Order - Summary (Comprehensive), Work Order - Summary (Comprehensive) with Cost, Work Order Parts Picklist, Backlog, Craft Backlog, Aging Report, History Comprehensive, History Comprehensive with Cost, History Weekly Summary, Response Time Report, Work Orders Performed by Warranty, Open Work Order Requests, Work Order Request History, Work Order Types, Expense Class Codes.• Work Order Scheduling Reports: Daily Schedule, Weekly Schedule, and Production Schedule.Besides these there is also a number of other predefined but not grouped to each other reports, likeInventory Account Codes, Vendor/Manufacturer List, Viewer Program Setup, Countries associated withtheir respective State Codes, Transaction Reasons, Graphics Files.As it is mentioned above, chart can be produced from almost any report. The only condition is that thereport must include at least two numeric fields. Note that these numeric fields can represent quantitativecharacteristics of nonnumeric data, like "amount of bearings of defined type", when each such typerepresents one record in the database.Part 15:System RequirementsSystem requirements for CMMS are very common for such systems and include Windows NT (with atleast service pack 6)/2000 as a server, Oracle 8.1.5 or higher as a database server and Windows 98/2000 asa client system. Certainly, you need Oracle client to use as a client part for Oracle server. All othernecessary software components as well as a filled out example of database are supplied with CMMS.As the system is a big and complicated one and as even testing database contains tens of thousand ofrecords, it is strongly recommended to have at least 64M RAM on client computers and at least 256MRAM on your server.
Part 16:Common and Network VersionsFor small enterprises that doesnt own or hire Oracle server and perhaps even has no computer network, fullfunctioning version of CMMS written in MS Visual FoxPro 6.0 can be supplied. Note that this version hasno functional restrictions and give the same set of menu items and procedures as our Oracle version.Network (not client-server) version of CMMS is also available.CustomizationThe product can be customized according to the customers specific requests. We should note that as ourCMMS is a complicated system, containing many financial and accounting issues, it is a common practiceto customize the system for each customer.TECHNICAL SUPPORTOur company provides full technical support for this product. Technical support can include general andCMMS specific consultations as well as online database management.Users can email their questions toCMMS@CIT.amor call as by phones:(374 1) 3500121(374 1) 351230