Sei sulla pagina 1di 136

[PROCoMMS - CMMS]

[System Manual]
Table of Contents
INTRODUCTION ....................................................................................................................................... 6

System Overview .........................................................................................................................6

Nature of the System ...................................................................................................................6

Objectives of the System ..............................................................................................................7

Features of the System.................................................................................................................8

A. Functional Features .................................................................................................. 8

B. Physical Characteristics .............................................................................................. 8

Modules of the System.................................................................................................................9

WORK ORDER TRANSACTION [Module 1] ......................................................................... 9

REPORTS [Module 2] .................................................................................................... 10

ASSET REGISTER [Module 3] .......................................................................................... 11

SPARE PARTS SYSTEM [Module 4] ................................................................................. 11

LUBE PM SYSTEM [Module 5] ......................................................................................... 12

PERFORMANCE MEASUREMENT [Module 6] .................................................................. 12

RESOURCES AND TOOLS [Module 7] ................................................................................ 12

CALIBRATION PM AND REPORT [Module 8] ..................................................................... 13

SETUP AND UTILITIES [Module 9] .................................................................................... 13

Input to the System.................................................................................................................... 14

Output of the System ................................................................................................................. 14

Reference Listing ....................................................................................................................... 15

Hardware Requirements for CMMS System: ............................................................................... 16

SERVER HARDWARE REQUIREMENTS ............................................................................ 16

BACKUP SYSTEM COMPATIBLE ...................................................................................... 16

WORKSTATION HARDWARE REQUIREMENTS ................................................................ 16


PRINTER COMPATIBLE................................................................................................... 16

OPERATING SYSTEM/ NETWORK OPERATING SYSTEM COMPATIBLE.............................. 16

BACK- END DATABASE................................................................................................... 16

GETTING STARTED .................................................................................................................................. 17

General Operating Procedures ................................................................................................... 17

Log-In Procedures .......................................................................................................... 17

Setting the System Files .................................................................................................. 18

Chapter 1................................................................................................................................... 19

1.0 Asset Register .......................................................................................................... 19

1.1 Equipment Register .................................................................................................. 19

1.2 Equipment Specifications Register ............................................................................. 22

1.3 PM Registers ............................................................................................................ 25

1.4 Code Registers ......................................................................................................... 28

1.5 Asset Life Cycle Cost ................................................................................................. 63

Chapter 2................................................................................................................................... 64

2.0 WORK ORDER TRANSACTIONS .................................................................................. 64

2.1 Work Request........................................................................................................... 64

2.2 Work Orders ............................................................................................................ 67

2.3 Downtime Entry ....................................................................................................... 73

2.4 Production Schedule Entry ........................................................................................ 75

Chapter 3................................................................................................................................... 77

3.0 Spare Parts System ................................................................................................... 77

3.1 Spare Parts Register ................................................................................................ 78

3.2 Inventory Transactions ............................................................................................. 80

3.3 Inquiries .................................................................................................................. 88


3.4 Inventory Reports ..................................................................................................... 90

Chapter 4................................................................................................................................... 93

4.0 Lubrication System ................................................................................................... 93

4.1 Lubrication PM Register ............................................................................................ 93

4.2 Lube PM Auto Scheduling ......................................................................................... 95

4.3 Lube PM Completion Processing ................................................................................ 96

4.4 Lubrication Status Report.......................................................................................... 97

4.5 Lubrication History Report ....................................................................................... 98

Chapter 5................................................................................................................................... 99

5.0 Calibration PM ......................................................................................................... 99

5.1 Calibration PM ......................................................................................................... 99

5.2 Calibration Report ................................................................................................. 104

Chapter 6................................................................................................................................. 105

6.0 Resources and Tools ............................................................................................... 105

6.1 Employee Register .................................................................................................. 105

6.2 Directory List Register............................................................................................ 108

Chapter 7................................................................................................................................. 110

7.0 Reports ................................................................................................................. 110

7.1 Job Status Report/Progress Report .......................................................................... 110

7.2 Preventive Maintenance Schedule ......................................................................... 111

7.3 PM Backlog Report ................................................................................................ 112

7.4 Equipment History ................................................................................................. 113

7.5 Material/Spare Parts Usage Monitor ..................................................................... 114

7.6 Maintenance/Repair Cost ...................................................................................... 115

7.7 Equipment Breakdown Report ............................................................................... 116


7.8 Maintenance Expense Report ................................................................................ 117

7.9 Production Schedule and Output ............................................................................. 118

7.10 CAPEX Forecast .................................................................................................... 118

7.11 PR/PO Status of CAPEX ........................................................................................ 119

7.12 Equipment Master List......................................................................................... 119

Chapter 8................................................................................................................................. 120

8.0 Performance Measurement ................................................................................... 120

8.1 Top Ten Lists ......................................................................................................... 120

8.2 Maintenance Performance .................................................................................... 125

8.3 Performance Measurements ................................................................................. 128

8.4 Charting ................................................................................................................ 130


INTRODUCTION

System Overview

CMMS stands for Computerized Maintenance Management System. It is a complete computer-based system
designed to manage the information necessary to improve control and productivity in the maintenance organization. It
is an effective and useful management tool in monitoring the maintenance activities and in reducing maintenance
costs. It incorporates vital functions related to a typical maintenance system like work request, corrective work
scheduling, PM scheduling, lubrication, spare parts inventory, failure analysis, maintenance cost, maintenance
measurement, and other system documentation. The system can generate reports which cater to a variety of users not
only to maintenance people but also to operation.

Nature of the System

Basically, ProCoMMS is a monitoring tool and also exhibits the features of a decision support model.
Internally, it adopts the relational database management concepts wherein data contained in files are interrelated to
data elements of other files.

The relational database management concept uses a two-dimensional matrix in storing data. It maintains the
row & column characteristic. Each row may have one or more columns and each column represents a data element
belonging to the record or set. Therefore, one row is representative of a record which is a component part of the
whole file. The system has several files like work order, preventive maintenance, inventory system, equipment list,
equipment specifications, chart of accounts or general ledger codes, lubrication, work codes, frequency codes. All
such files are linked to obtain the reports characteristic of a maintenance system.
Objectives of the System

Generally, ProCoMMS serves as a maintenance tool for planning, scheduling, work activity recording, report
generation for analysis and decision-making. More specifically CMMS aims to satisfy the following objectives:

1. To provide a means for screening and authorizing a work request.


2. To provide cost-data segregated in a logical manner.
3. To provide feedback information on repetitive failures for failure analysis.
4. To facilitate control of resources, cost productivity and work.
5. Minimize the possibility of delays in production.
6. To measure maintenance & equipment performance.
7. To provide automatic preventive maintenance scheduling.

The system helps to:

1. Minimize downtime through more consistent preventive maintenance


2. Improve maintenance labor productivity through better scheduling
3. Reduce severity, frequency and cost of breakdowns
4. Prolong equipment life
5. Increase Production efficiency and quality
6. Control costs of repair works
7. Improve management through better and more timely reporting
Features of the System

ProCoMMS was designed to meet the objectives set forth in the preceding section. In particular, the system
exhibits the following features:

A. Functional Features

• Have routines that will handle PM scheduling, work order requisition, equipment History, lubrication,
equipment spare part inventory, and equipment specifications, etc.
• Incorporates file management of reference and master files, for cross-referencing and validation of
inputs.
• Generates work order, repair history for equipment, automatic PM generation, work order detailed
procedures, and costing.

 Stoppage Work Order Entry which provides information about equipment failures
 Measure performance of different maintenance section
 Work order status report is so flexible that could filter data based from the given inputs.
 Typical expense report summary segregating costs of local materials, imported materials, In-house
labor, & Outside/Contractual service.

B. Physical Characteristics

• ProCoMMS is user-friendly. The design is so simple thereby making it easy to operate.


• It is menu-driven. Major entry points serve as gateways to still more detailed functions. Menus are pop-
up in nature & combined with the ladder type. Selecting an option is never a difficult task.
Modules of the System
ProCoMMS has been divided into six (6) modules which serve as entry points into more detailed functions. For
advanced information, CMMS is menu-driven, therefore the existence of submenus or even sub-submenus is but
logical. Below is a brief description of each module and in latter parts of this document are the detailed designs of each
function.

WORK ORDER TRANSACTION [Module 1]

Work Request All requests prepared mostly by production people for maintenance
personnel. This request is normally subject to evaluation and
recommendation of maintenance. When approved, this request is
automatically converted into a work order.

Normal Work Order This is the heart of CMMS wherein all work requests pass through. All
codes and registers are used by the work order. It is a document that
instructs the maintenance personnel on what is to be done. It also
identifies crafts, materials, tools, date and provides other necessary
information to accomplish the job.

PM Work Order This is the core of CMMS wherein all PM work orders are inputted. PM
Work order number serves as transaction control number and is
supplied automatically by the computer. During the PM WO entry, it
requires the equipment code by clicking the explorer button and when
code is selected the description of code automatically appears.

Stoppage WO Data entry in this module is much similar to work order system. Two
fields are new here: field asking for delay time, and field asking for time
called-in. All emergency work orders that are breakdown maintenance
are encoded in this entry screen. WO and Stoppage WO have a common
database file.

Downtime Entry All Stoppage which is classified emergency and breakdown maintenance
is encoded through this entry screen. These activities are mostly the
emergency work initiated by production personnel that are initially
recorded in the daily production log sheet.

Production Schedule Entry Prior to downtime entry, the production scheduled operating hours,
date, shift and product name should be entered. This is necessary for
the computation of efficiencies and other measurements required.
REPORTS [Module 2]

This is the module where data collected are processed to create reports in different formats. This module consist
of several reports with some of them are divided into smaller module.

Job Status / Progress Report This report shows the status of each work order whether the job is
on-going, in process, scheduled, completed, pending, etc. It can also
print all work orders under one type of work Status. The title of the
report generated is given automatically but the user may change the title
of the report that will suit his need.

Preventive Maintenance Schedule PM Activity to undertake based from given 'TO' date. This report include
backlogs starting from the given 'FROM' dates. When a PM work is
completed, the computer automatically generates a new PM work order.

PM Backlog Report This report shows all PM activities which are scheduled for
implementation but not yet done to date. This will highlight all PM
activities that needs priority and must be done as soon as possible to
avoid breakdown and to follow the activity schedule religiously. Once
the scheduled date lapsed, the PM activity is tagged as backlog
automatically. The specified interval is in effect from the date the
activity is completed for the next PM schedule.

Equipment Repair History This report shows he history of every equipment (at any level) arranged
chronologically. This processes and filters completed work order only.
Equipment history is vital for failure analysis in order to find the root cause
of the problem.

Materials / Spare Parts Usage Monitor Spare parts/materials/services rendered per equipment. Data is taken
from the work order at the materials data entry. This is important in
order to find out the fast moving and slow moving spare parts. Also it
will also give us information on what spares were used, how much was
the cost which are important for budgeting and life cycle cost analysis.

Maintenance Repair Cost This report generates the cost for every repair work of each equipment
for a given timeframe. This report is also useful for budgeting
purposes.

Equipment Breakdown Report This report shows all emergency breakdown reports which can be
operation related, maintenance related, and valid-out if service
(uncontrollable). It has options to process and print all breakdowns or
any of the above classifications for any period of time (for one day,
one week, one month, one year, or inclusive for any given dates).

Maintenance Expense Report This report shows the expenses of each area with a corresponding
cost center assignment. All work orders are processed to capture the
material costs and contract cost of every work order and summed up
under each cost center. It can process data inclusive of any given dates.
It can be filtered by area/dept. or by cost center.
ASSET REGISTER [Module 3]

This refers to the module of CMMS where system reference and master files are created. These files are
necessary to run CMMS. Without them, CMMS will not function. The following files are maintained in this module.

Equipment Register Identifies plant equipment by assigning unique code per equipment.

Equipment Specs Register Specs for equipment is handled by this routine. It includes rated
capacity, model/type, manufacturer or brand, reference drawing
number, and complete description of said equipment. Detail
information about the equipment can be accommodated in the memo
field.

PM Register There are maintenance jobs having repetitive work scopes that are
regularly scheduled at any given interval. A corresponding work order
number appears beside the schedule date if automatic scheduling was
performed beforehand. This gives the user an idea that there was
already a schedule set for displayed PM activity. No generation will
take place for any non-completed work orders. Next PM date will be
reckoned from the last date it was done plus the no. of days specified in
the interval code.

Code Register Serves as the master database for the entire system and reference files
which contain codes, description and other parameters that need to be
set up by the user for normal operation of the CMMS system.

SPARE PARTS SYSTEM [Module 4]

Spare Parts Register This module records spare parts of an equipment and is useful for spare
parts identification and inventory.

Spare Parts Transaction This screen allows entry of received and withdrawn stock items per
transaction. It automatically adjusts inventory stock quantity. It can also
generate report for Spare Parts withdrawn, spare parts received for any
given time frame and monthly spare parts inventory.

Inquiry (PO/PR/WS/RR Search) Search program to determine corresponding WO number of a given PO, PR,
WS, or RR Normally the WO # is not reflected in the PR, PO and other
related documents when procuring materials. By entering the control no. of
any of the above mentioned transactions, the WO No. of the activity where
the materials will be used appears.
LUBE PM SYSTEM [Module 5]

Lubrication PM Register Functionality of this module follows architecture of the PM system.


This activity houses equipment code, in-use lubricant, interval or
frequency of lubrication, lubrication points and lubrication
methodologies.

Lube PM Automatic Scheduling Same principle applies as in PM automatic scheduling

Lube PM Completion Processing This sub module handles completion of any scheduled Lubrication.

Lubrication Status Report To monitor status of lube activity.

Lubrication History Lubrication history of a given equipment on a given period.

PERFORMANCE MEASUREMENT [Module 6]


Top Ten List It generates the top ten most problematic equipments based on downtime at any given period
or duration. There are 4 top-ten list classifications such as:

1. Top-Ten List No. 1 Ranking of Most Problematic Equipment with the highest downtime in
hours.

2. Top-Ten List No. 2 Ranking of Most Problematic Equipment with the greatest no. of failure

3. Top-Ten List No. 3 Ranking of Equipment with the highest maintenance cost

4. Top-Ten List No. 4 Ranking of Operational Downtime

The above Top-Ten Lists are very important for determining the most critical equipment in terms of
downtime, frequency of breakdown, or maintenance costs.

RESOURCES AND TOOLS [Module 7]

Employee Register This module is basically where the employees personal and employment record are
managed.

Directory List This module is basically where the supplier information are managed.
CALIBRATION PM AND REPORT [Module 8]

Calibration PM Displays all work request of calibration.

Calibration Report This report shows the list of all backlog, pm schedule and master
list of equipment of calibration.

SETUP AND UTILITIES [Module 9]

User Accounts Create user account and its corresponding group level accessibility.

Group Accounts Assign group level access to each module.

Company Registration Complete the information required for the company data.

System Logs Display logs of all users of the system.


Input to the System

1. Work Order
2. Stoppage Work Order
3. P.M. Register
4. Equipment Specifications Register
5. Spare Parts Register
6. Lubrication Activity Register
7. Supplier Register
8. Production Schedule
9. Machine Breakdown Report Entry
10. Equipment Code
11. Supplementary Codes
12. Spare Parts Transaction

Output of the System

1. Work Order (normal) / Stoppage WO and Job Request


2. Job Status / Progress Report
3. PM Activity List
4. Preventive Maintenance Schedule
5. Equipment Repair History
6. Material/Spare Parts Usage Monitor
7. Maintenance / Repair Cost
8. Equipment Stoppage Report
9. PM Backlog Report
10. Operation Daily Stoppage Report
11. Maintenance Expense Report
12. Top Ten Problematic Equipment List
13. Maintenance Progress Report
14. Maintenance Performance Report
15. Equipment Lubrication History
16. Lubrication Status Report
17. Equipment Specifications
18. Spare Parts List
19. Lube Activity List and Lube PM Register
20. Equipment List
21. Spare Parts Usage and Receipts
Reference Listing

The following registers must have been established prior to system implementation, otherwise it will not run.

1. Equipment Register/List
2. P.M. Registers
3. Lube P.M. Register
4. Equipment Codes
Hardware Requirements for CMMS System:
CMMS was designed to run on micro-computer and capable on running in Local Area Network (LAN) with at least
the following minimum configuration:

SERVER HARDWARE REQUIREMENTS


• Pentium IV or Higher
• 512 MB memory
• 10 GB Hard Disk or higher
• SVGA 14”” Color Monitor
• 1.44 Disk Drive
• 1 UPS/AVR
• Iomega Zip 100MB Drive (Optional Backup System)

BACKUP SYSTEM COMPATIBLE


• Tape Drive
• Zip Drive
• Additional Secondary Hard Disk with a minimum of 10 gigabytes space.

WORKSTATION HARDWARE REQUIREMENTS


• Pentium III or Higher
• 256 MB memory
• 4.3 GB Hard Disk or higher
• SVGA 14”” Color Monitor
• 1.44 Disk Drive
• 1 UPS/AVR
• Iomega Zip 100MB Drive (Optional Backup System)

PRINTER COMPATIBLE
• HP, EPSON, CANON

OPERATING SYSTEM/ NETWORK OPERATING SYSTEM COMPATIBLE


• Windows 98
• Windows NT. 4.0
• Windows 2000
• Windows XP
• Novell Netware 4.0

BACK- END DATABASE


MS SQL SERVER Ver.7.0
GETTING STARTED

General Operating Procedures


Upon start-up, all system files are created. This is a one-time activity except when records are edited, added
or deleted. System files refer to Equipment List, Work Codes, Frequency/Interval List, Equipment Specifications,
Preventive Maintenance List, Lubrication PM Register, and Spare Parts List.

At the start, there must have a work request; requesting work to be carried out. Work request (or Job request to
some other companies) can be prepared by anybody authorizing/proposing work. It could be through written request,
verbal instruction through telephone call, through meeting, or by memo or short note. The originator or
customer identifies the problem, Stoppage or description of work to be carried out, date required, priority, etc. Once the
job request is already at hand, Maintenance reviews and verifies the work requested before a work order number is
assigned.

The maintenance supervisor reviews the planned W.O. and if found valid thus he approves and pass to the
craftsman or foreman or to anybody who is assigned to implement the job. Work details should be recorded such
as materials used, date started, date completed, man-hours consumed, etc.

Log-In Procedures

The System Manager or the System Administrator shall have the responsibility of assigning user codes,
passwords, and access levels to operators/system users. This is accomplished by executing the SETUP module.

• Click CMMS icon on the desktop to access CMMS system.


• Type CMMS for user id and password for password to gain initial access to the system.
Note: All Text Boxes shaded with green are mandatory fields

Warning: You are given only three (3) chances to input the correct user name and password. After that CMMS will
grind to halt and return to the operating system prompt should the wrong code be supplied once more.
Figure 1.0 Main Screen

Setting the System Files

System files are the registers or databases required to be completed or present to enable CMMS to operate.
CMMS has incorporated within its framework the validation of some keyboard inputs. It therefore requires the presence of
look-up or reference files. From here on, these files will also be called ASSET REGISTERS.

Registers must be completed prior to the data entry of transaction. The following narrates the predecessors of each
activity.

Rule #1 To encode Equipment Specs and Spare Part Register, Equipment Register should be created
and coded accordingly.

Rule #2 To encode PM Registers, Frequency Codes, Equipment Register, and Work Codes must first be
accomplished.

Rule #3 To encode Work Order at the TRANSACTION module, Equipment Register and Work Codes are
assumed available.
Chapter 1

1.0 Asset Register

This module have eight (8) distinct sub modules, composed of Equipment Register, Equipment Specs, P.M.
Register. This module is the head of the CMMS application for without registers the functionality of the CMMS system
will cease to exist. Coding of registers should be carefully planned and built/encoded to REGISTER module. Old saying
says "GARBAGE IN, GARBAGE OUT" and we do not intend to have our system seat in the trash. We can do so by, having a
good coding of registers. "A good registers makes a good system."

1.1 Equipment Register

The Equipment Register option manipulates the EQPTCODE table file by entering the equipment code and its
corresponding description.

Note: All Text Boxes shaded with green are mandatory fields

The "Equipment Register" is maintained by using the appropriate option supplied in its command line: Add, Edit,
Delete, Find, Previous, Next, Top, Bottom, Browse, and Close.
How to add Equipment Register:
1. Click the ADD button.
2. In specifying equipment code, user can either manually indicate the equipment code or by pressing to
show the equipment browser

Equipment code has the following format: (depending on Administrators code setting)

00000-000-000-000

Dept

Eqpt

Machine

Component

Part

It has four main parts:

Dept. The first 2 characters identifies the area of the particular equipment in
the plant

Eqpt. This justifies the main equipment. Composed of three (3) characters

Machine Specifies the name of the machine based on the equipment code
hierarchy. It is the next set of three characters in the equipment code.

Component Specifies the name of the equipment component by the hierarchy in the
equipment code.

Part Specifies the name of the equipment part by hierarchy in the equipment
code.

3. Then fill up the necessary fields


4. Note that fields shaded with green are mandatory fields
5. After you have filled-up the necessary fields press the SAVE button

Note: Equipment codes were registered by default. You can only register equipment codes that are unregistered.
How to Edit Equipment Register:
1. Click the EDIT button.
2. You can now change the information on an equipment register except for its equipment code.
3. Then click the SAVE button

Note: Fields shaded with gray are not editable.

How to Delete Equipment Register:


1. Click the DELETE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO
4. Note that you can never remove a record if it is being used by the system

Navigation Controls:
In navigation controls, users have three (3) ways to switch from one (1) record to the
other. One is to browse the records from the table located at the top of the form. Another is to click the navigation

buttons, (Move first record), (Previous record), (Next record), (Move last record). Lastly is to

click button for record searching.

Click to show print out display of Equipment Register.

Click to exit module and return to the main menu.


1.2 Equipment Specifications Register

This module follows RULE #1. You cannot go in this register without initializing the equipment code. Before you
explore on using this sub module, it is assumed that proper equipment codes were in the equipment already registered.

How to Add Equipment Specifications Register:


1. Click the ADD (or ALT + A) button.
2. In specifying equipment code, user can either manually indicate the equipment code or by pressing
to show the equipment browser. Also in other fields, user can press to show specific browsers or
explorers.
3. Then fill up the necessary fields
4. Note that fields shaded with green are mandatory fields
5. (optional) to view or to add picture of equipment, click VIEW PICTURE.
• click LOAD (or ALT + L) to load desired picture
• click REMOVE (or ALT + R) to remove picture
• click PRINT (or ALT + P) to view printed report of loaded picture
• click CLOSE (or ALT + C) to return to equipment specification entry form

6. (optional) for better viewing press (F5) to zoom General Specifications/Description and Specifications
Detail.
• Click SAVE (or ALT + S) to store the General Specifications / Description and Specifications Detail
• Click CLOSE (or ALT + C) to return to Equipment Specifications Entry Form

7. After you have filled-up the necessary fields press the SAVE button

How to Edit Equipment Specification Register:


1. Click the EDIT (or ALT + E) button.
2. You can now change the information on an equipment register except for its equipment code.
3. Then click the SAVE (or ALT + S) button
4. (optional) to view or to change picture of equipment, click VIEW PICTURE.
Note: Fields shaded with gray are not editable.

How to Delete Equipment Specification Register:


1. Click the DELETE (or ALT + D) button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO
4. Note that you can never remove a record if it is being used by the system

Navigation Controls:
In navigation controls, users have three (3) ways to switch from one (1) record to the other. One is to
browse the records from the table. Another is to click the navigation buttons (Move first record),

(Previous record), (Next record), (Move last record). Lastly is to click button for record
searching.

Click to show print out display of Equipment Specification Register (or simply Press ALT + R)

Click to exit module and return to the main menu (or simply Press ALT + C)
1.3 PM Registers

The Preventive Maintenance Register data entry screen will contain the scheduled preventive maintenance
repairs of the equipment component, their service dates, maintenance frequency, and the corresponding
instructions. After these files have been initialized, preventive maintenance work will be automatically scheduled and
generated.

How to add Equipment Specifications Register:


1. Click the ADD button.
2. In specifying equipment code user can either manually indicate the equipment code or by pressingto
show the equipment browser, also in other fields user can press to show specific browsers.
Equipment Explorer

3. Then fill up the necessary fields. PMR No. is automatically generated by the system.
4. Note that fields shaded with green are mandatory fields.
5. After you have filled-up the necessary fields press the SAVE button.

How to Edit PM Register:


1. Click the EDIT button.
2. You can now change the details of the selected PMR No.
3. Then click the SAVE button
Note: Fields shaded with gray are not editable.

How to Delete PM Register:


1. Click the DELETE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO
4. Note that you can never remove a PM is still active unless it has been deactivated

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to

click the navigation buttons (Move first record), (Previous record), (Next record), (Move

last record). Lastly is to click button for record searching.

Click to show print out display of Equipment Specification Register

Click to exit module and return to the main menu


Screen Tabs:

Tab 1: This is only for Work Descriptions and work details for this PM Register.
Tab 2: This tab is for other information such as number of workers to perform the work, hours, and also the
list of assigned employees

• Click on the table of the Assigned to List and click the drop-down button to assign employee to this work.
• To assign another employee click on the table then press the down cursor twice.

Tab 3: This tab is for materials to be used during the operation of the job.

• In adding materials, just follow the same procedure as with assigning to employee.
1.4 Code Registers

This module has twenty five (23) distinct sub modules, composed of:

• Account Register
 Cost Center
 Expense Account
 Budget Register
• Craft Code
• Discipline
• Equipment Code
 Department Code
 Equipment Code
 Machine Code
 Component Code
 Part Code
• Expense Category
• Failure Code
• Interval Code
• Job Status
• Justification
• Keyword
• Line Status
• Location
• Maintenance Type
• Classes
 Need Class
 Source Class
 Stock Class
• Priorities
• Product Code
 Product Register
 Rated Speed
• Project Code
• Section Code
• Shift Code
• Unit of Measurement
• Use Status
• WO Category
• Work Code
COMMAND BUTTONS

Create new Equipment Specification Register

Edit displayed Equipment Specification Register

Delete displayed Equipment Specification Register

Search for desired Equipment Specification Register and display it print out displayed Equipment

Specification Register

To exit module and return to the main menu

Displays Topmost record.

Displays previous record.

Displays Next record.

Displays end record

How to Add from the Code Registers


1. Click the ADD button.
2. User must now enter the codes and descriptions
Note: Fields shaded with green are mandatory fields which not be left blank
3. Then click the SAVE button

How to Edit from the Code Registers


1. Click the EDIT button.
2. User can now change the descriptions and other fields except for the code.
Note: Fields shaded with green are mandatory fields which should not be left blank
3. Then click the SAVE button

How to Delete from the Code Registers


1. Click the DELETE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO
4. Note that you can never remove a code from a register if that specific record is being used by the system.
Navigation Controls:
In navigation controls, users have three (3) ways to switch from one (1) record to the other. One is to
browse the records from the table. Another is to click the navigation buttons (Move first record),

(Previous record), (Next record), (Move last record). Lastly is to click button for record
searching.

Click to show print out display of Code Registers (or simply Press ALT + R)

Click to exit module and return to the main menu (or simply Press ALT + C)
Account Register

Cost Center
- Entry of cost center applicable to your company as shown:

- Create codes and their respective description, approved budget, accountability, fiscal year and
justification remarks.
- Computation of payback / ROI can be type in the justification/ remarks for documentation or future
reference.
Note: All Text Boxes shaded with green are mandatory fields
Expense Account
- Entry of expense account register. It includes code and descriptions

- Create codes and their respective descriptions.


Note: All Text Boxes shaded with green are mandatory fields
Budget Register
- Entry of monthly budget applicable to your company as shown:

Note: All Text Boxes shaded with green are mandatory fields
Craft Code
- Entry of craft code applicable to your company as shown:

- Code entries for designation rates


- Create codes and their respective descriptions and rate.
Note: All Text Boxes shaded with green are mandatory fields
Discipline
- Entry of discipline code applicable to your company as shown:

- Create codes and their respective descriptions.


Note: All Text Boxes shaded with green are mandatory fields
Equipment Code
- This is composed of 5 levels starting from 0. Level 0 for Department code, level 1 for equipment, level 2 for
machine code, level 3 for component code and level 4 for part code

Department Code
- Entry of department code applicable to your company as shown:

- Create codes and their respective descriptions.


- You can go to different level by choosing level from upper right selection box then press Go to Level
button
Note: All Text Boxes shaded with green are mandatory fields
Equipment Code
- To switch from 1 level to the other, choose one (1) from the selection box located at the top right
then click GO TO LEVEL button.
- Entry of equipment code applicable to your company as shown:

- Create codes and their respective descriptions.


Note: All Text Boxes shaded with green are mandatory fields
Machine Code
- To switch from 1 level to the other, choose one (1) from the selection box located at the top right
then click GO TO LEVEL button.
- Entry of machine code applicable to your company as shown:

- Create codes and their respective descriptions.


Note: All Text Boxes shaded with green are mandatory fields
Component Code
- To switch from 1 level to the other, choose one (1) from the selection box located at the top right
then click GO TO LEVEL button.
- Entry of component code applicable to your company as shown:

- Create codes and their respective descriptions.


Note: All Text Boxes shaded with green are mandatory fields
Part Code
- To switch from 1 level to the other, choose one (1) from the selection box located at the top right
then click GO TO LEVEL button.
- Entry of component code applicable to your company as shown:

- Create codes and their respective descriptions.


Note: All Text Boxes shaded with green are mandatory fields
Expense Category
- Entry of Expense Category code applicable to your company as shown:

- Create codes and their respective description.


Note: All Text Boxes shaded with green are mandatory fields
Failure Code
- Entry of failure code applicable to your company as shown:

- Create codes and their respective description.


Note: All Text Boxes shaded with green are mandatory fields
Interval Code
- Entry of interval code applicable to your company as shown:

- Create codes and their respective description, conversion quantity and grace period.
Note: All Text Boxes shaded with green are mandatory fields
Job Status
- Entry of job status code applicable to your company as shown:

- Create codes and their respective description.


Note: All Text Boxes shaded with green are mandatory fields
Justification
- Entry of justification code applicable to your company as shown;

- Create codes and their respective description.


Note: All Text Boxes shaded with green are mandatory fields
Keyword
- Entry of keyword code applicable to your company as shown:

- Create codes and their respective description.


Note: All Text Boxes shaded with green are mandatory fields
Line Status Code Register
- Registry of line status applicable to you company
- These are hard coded data embedded in the system only the description can be changed.

Note: All Text Boxes shaded with green are mandatory fields
Location
- Entry of location code applicable to your company as shown:
- These are location register for spare parts

- Create codes and their respective description


Note: All Text Boxes shaded with green are mandatory fields
Maintenance Type
- Entry of maintenance type code register applicable to your company as shown:
- These are hard coded data embedded in the system only the description can be changed.

Note: All Text Boxes shaded with green are mandatory fields
Classes
Need Class
- Entry of need class code applicable to your company as shown;
- These are hard coded data embedded in the system only the description can be changed.

Note: All Text Boxes shaded with green are mandatory fields
Source Class
- Entry of source class code applicable to your company as shown;
- These are hard coded data embedded in the system only the description can be changed.

Note: All Text Boxes shaded with green are mandatory fields
Stock Class
- Entry of source class code applicable to your company as shown;
- These are hard coded data embedded in the system only the description can be changed.

Note: All Text Boxes shaded with green are mandatory fields
Priorities
- Entry of priorities code applicable to your company as shown;
- These are hard coded data embedded in the system only the description can be changed.

Note: All Text Boxes shaded with green are mandatory fields
Product Code
Product Register
- Entry of product code applicable to your company as shown:

Note: All Text Boxes shaded with green are mandatory fields
Rated Speed
- Entry of product code applicable to your company as shown:

Note: All Text Boxes shaded with green are mandatory fields
Project Code
- Entry of project code applicable to your company as shown;

- Create codes and their respective description and memo.


Note: All Text Boxes shaded with green are mandatory fields
Section Code
- Entry of section code applicable to your company as shown;

Note: All Text Boxes shaded with green are mandatory fields
Shift Code
- Entry of shift code applicable to your company as shown;

Note: All Text Boxes shaded with green are mandatory fields
Unit of Measurement
- Entry of UOM code applicable to your company as shown

Note: All Text Boxes shaded with green are mandatory fields
Use Status
- Entry of use status code applicable to your company as shown;

Note: All Text Boxes shaded with green are mandatory fields
WO Category
- Entry of work category code applicable to your company as shown;

Note: All Text Boxes shaded with green are mandatory fields
Work Code
- Entry of work code applicable to your company as shown

Note: All Text Boxes shaded with green are mandatory fields
1.5 Asset Life Cycle Cost

• To select specific equipment click to view the equipment browser or explorer.


• Click CLOSE to return to main menu
Chapter 2

2.0 WORK ORDER TRANSACTIONS


The Work Order Transaction Module is the heart of the Computerized Maintenance Management System.
This is the module where you can create, update, generate, and print the work order forms for all work types. Automatic
PM scheduling, & PM Calibration - all these things are in this module.

2.1 Work Request


All requests prepared mostly by production people for maintenance personnel. This request is normally subject
to evaluation and recommendation of maintenance. When approved, this request is automatically converted into a work
order.

Cross-referenced Registers
Prior to the full utilization of the system, static files or registers must first be initialized at the
Register module. The information entered from here will be used for data validation and reference, lessening the
burden on the user during data entry. The following static codes are readily entered into any transaction entry
screens.

Note: All Text Boxes shaded with green are mandatory fields
How to Add Work Request
1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields.
3. Note that fields shaded with green are mandatory fields.
• Click to show the browser or explorer for choices.
• Work Request No. is auto-generated by the system.
• For adding employee to “Assigned to” table. Click on the table and click on the button to open the
browser for selection then press cursor down twice if you want to assign another employee.

How to Edit a Work Request


1. Click the EDIT button.
2. You can change the details of the selected Work request #.
3. Then click the SAVE button.

How to Delete or to Cancel the Work Request


1. Click the DELETE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO
4. Once a work order is completed it can never be updated or be changed

How to Approve Work Request


1. Click the APPROVE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last

record). Lastly is to click button for record searching.

Click to show print out display of Work Request details.

Click to exit module and return to the main menu.


COMMAND BUTTONS

Create new work request

Edit displayed work request

Delete displayed work request

Search for desired work request and display it

Print out displayed Work Request

To exit module and return to the main menu

Displays Topmost record.

Displays previous record.

Displays Next record.

Displays end record

When a work request is approved, it assigns a WO No. and displays the message,
“Approved WR is no longer updatable “

Screen Tabs
1.) Request/Complaint/Observation and Possible Cause/ Findings - this contains the equipment condition,
observation, and/or defects usually observed or complained by the operator or work requestor. This also specifies
the cause of the equipment failure for the specific work order, and/or analysis and findings observed. It can be the
probable cause if the finding is vague or is not sure.

2.) Action Taken/ Work Description - this specifies the action to take or work description of the equipment.

3.) Work Details - contains the procedures or instructions in detail as a guide in performing a job.
2.2 Work Orders
This module has three (3) distinct sub modules, composed of:
• Normal Work Order
• PM Work Order (Programmed)
• Stoppage Work Order

2.2.1 Normal Work Orders


This is the core of CMMS wherein all normal work orders are inputted. Normal Work order number
serves as transaction serial number and is supplied automatically by the computer. During the WO entry, it
requires the equipment code by clicking the button and when code is selected the description
automatically appears.

Cross-referenced Registers
Prior to the full utilization of the system, static files or registers must first be initialized at the
Register module. The information entered from here will be used for data validation and reference, lessening
the burden on the user during data entry. The following static codes are readily entered into any transaction
entry screens.

Note: All Text Boxes shaded with green are mandatory fields
How to Add Work Order:
1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields.
3. Note that fields shaded with green are mandatory fields.
• Click to show the browser or explorer for choices.
• Work Order No. is auto-generated by the system.
• For adding employee to “Assigned to” table. Click on the table and click on the button to open the
browser for selection then press cursor down twice if you want to assign another employee.

How to Update a Work Order


1. Click the UPDATE button.
2. You can change the details of the selected Work Order No.
3. Then click the SAVE button.

How to Delete or to Cancel a Work Order


1. Click the DELETE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO.
4. Once a work order is completed it can never be updated, or be removed.

How to Complete a Work Order


1. Click the COMPLETE button.
2. User can now input the date when the work was completed and change the details of the selected Work
order #.
3. Then click the SAVE button.

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last
record). Lastly is to click button for record searching.

If you want to create a work order with the same details as the last record selected then
you can use the CLONE button for adding.

Click to show print out display of Work Order details

Click to exit module and return to the main menu


COMMAND BUTTONS

Create new Work Order.

Edit displayed Work Order.

Delete displayed Work Order.

Search for desired Work Request and display it.

Print out displayed Work Request.

Exit module and return to the main menu.

Displays Topmost record.

Displays previous record.

Displays Next record.

Displays end record .

Completion of work order.

It is use to duplicate Work Order records.


2.2.2 PM Work Orders (Programmed)
This is the core of CMMS wherein all PM work orders are inputted. PM Work order number serves as
transaction control number and is supplied automatically by the computer. During the PM WO entry, it
requires the equipment code by clicking the explorer button and when code is selected the description of code
automatically appears.

Note: All Text Boxes shaded with green are mandatory fields
Cross-referenced Registers
Prior to the full utilization of the system, static files or registers must first be initialized at the
Register module. The information entered from here will be used for data validation and reference, lessening
the burden on the user during data entry. The following static codes are readily entered into any transaction
entry screens.

Equipment Register (this is a must)


Priority Code (this is a must)
Maintenance
Work Codes
WO Category
Discipline
Expense Category
Cost Center Codes
Justification
Plant/Line Status
Section

COMMAND BUTTON (Same as Normal Work Order)


How to Update a Work Order (Same procedure as Normal Work Order)
How to Delete or to Cancel the Work Order (Same procedure as Normal Work Order)
How to Complete a Work Order (Same procedure as Normal Work Order
Navigation Controls (Same procedure as Normal Work Order)
2.2.3 Stoppage Work Order
Work request issued to correct an emergency breakdown repair resulting to an operational delay and are
maintenance related downtime are entered in this module. Data entry is very much similar to the Normal work
order module. The only difference with a normal work order is the time of failure & downtime
incurred. Actually the two WO entry screens have the same database. A Stoppage WO is raised when a
Downtime Entry is entered from a Daily Production Log sheet. A downtime entry which is maintenance
related must be completed by maintenance personnel through the Stoppage WO Screen. This
Stoppage WO is automatically numbered and classified as Emergency & Breakdown Maintenance.

Note: All Text Boxes shaded with green are mandatory fields

COMMAND BUTTON (Same as Normal Work Order)


How to Add a Stoppage Work Order (Same procedure as Normal Work Order)
How to Update a Stoppage Work Order (Same procedure as Normal Work Order)
How to Delete or to Cancel the Stoppage Work Order (Same procedure as Normal Work Order)
How to Complete a Stoppage Work Order (Same procedure as Normal Work Order)
Navigation Controls (Same procedure as Normal Work Order)
2.3 Downtime Entry
All Stoppage which are classified emergency and breakdown maintenance are encoded through this entry
screen. These activities are mostly the emergency work initiated by production personnel that are initially recorded
in the daily production log sheet.

Note: All Text Boxes shaded with green are mandatory fields
How to Add a Downtime Entry
1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields
3. Note that fields shaded with green are mandatory fields
• Click to show the browser or explorer for choices.
• Stoppage WO No. is auto-generated by the system.
• For adding employee to “Assigned to List” table. Click on the table and click on the button to open the
browser for selection then press cursor down twice if you want to assign another employee.

How to Update a Downtime Entry


1. Click the UPDATE button.
2. You can change the details of the selected Work Order No.
3. Then click the SAVE button

How to Delete a Downtime Entry


1. Click the DELETE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO
4. Once a work order is completed it can never be updated, or be removed

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last

record). Lastly is to click button for record searching.

Click to show print out display of Work Order details.

Click to exit module and return to the main menu.


2.4 Production Schedule Entry
Prior to downtime entry, the production scheduled operating hours, date, shift and product name should be
entered. This is necessary for the computation of efficiencies and other measurements required.

Note: All Text Boxes shaded with green are mandatory fields

How to Add a Production Schedule


1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields
3. Note that fields shaded with green are mandatory fields
• Click to show the browser or explorer for choices

How to Update a Production Schedule


1. Click the UPDATE button.
2. You can change the details of the selected Work Order No.
3. Then click the SAVE button
How to Delete a Production Schedule
1. Click the DELETE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO
4. Once a work order is completed it can never be updated, or be removed

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last

record). Lastly is to click button for record searching.

Click to show print out display of Production Schedule

Click to exit module and return to the main menu


Chapter 3

3.0 Spare Parts System


This allows entry of received and withdrawn stock items per transaction. It automatically adjusts inventory stock
quantity. It can also generate report for spare parts withdrawn, spare parts received for any given time frame and
monthly spare parts inventory.
This module has three (3) distinct sub modules, composed of:

• Spare Parts Register


• Inventory Transactions
 Receiving of Stocks
 Issuance of Stocks
 Stock Returns
 Purchase Request
 Purchase Order
• Inquiries
 Work Orders Inquiries
 Stock Card (Issued & Received)
 Spare Parts End User
• Inventory Reports
 Re-order Items List
 Purchase Request List
 Item Control Sheet
 Issued Items
 Received Items
3.1 Spare Parts Register

Note: All Text Boxes shaded with green are mandatory fields

How to Add Spare Parts:


1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields
3. Note that fields shaded with green are mandatory fields
• Click to show the browser or explorer for choices
• For adding an equipment as end users click on the table and click on the button to open the browser
for selection.

How to Update a Spare Parts Register


1. Click the UPDATE button.
2. You can change the details of the selected Stock No.
3. Then click the SAVE button
How to Delete or to Cancel a Work Order
1. Click the DELETE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last

record). Lastly is to click button for record searching.

If you want to create a Stock with the same details as the last record selected then you can
use the CLONE button for adding.

Click to show print out display of Work Order details

Click to exit module and return to the main menu


3.2 Inventory Transactions
This module has Five (5) distinct sub modules, composed of:
o Receiving of Stocks
o Issuance of Stocks
o Stock Returns
o Purchase Request
o Purchase Order

3.2.1 Receiving of Stocks

Note: All Text Boxes shaded with green are mandatory fields

How to Add to Receiving Report:


1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields
3. Note that fields shaded with green are mandatory fields
• For adding a stock, users must click on the table and click on the button to open the browser
for selection.
How to Update a Receiving Report
1. Click the UPDATE button.
2. You can change the details of the selected RR #
3. Then click the SAVE button

How to Delete or to Cancel a Receiving Report


1. Click the DELETE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last

record). Lastly is to click button for record searching.

Click to show print out display of Work Order details.

Click to exit module and return to the main menu.


3.2.2 Issuance of Stocks

Note: All Text Boxes shaded with green are mandatory fields

How to Add to Issuance of Stocks:


1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields
3. Note that fields shaded with green are mandatory fields
• For adding a stock, users must click on the table and click on the button to open the browser for
selection.

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last

record). Lastly is to click button for record searching.

Click to show print out display of Work Order details

Click to exit module and return to the main menu


3.2.3 Stock Returns

How to Add to Stock Inventory Returns:


1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields
3. Note that fields shaded with green are mandatory fields
• Click to show the browser or explorer for choices
• To add material to List of Issued Materials / Items Returned, click on

• To add all materials to List of Issued Materials / Items Returned, click on


• To remove material to List of Issued Materials / Items Returned, click on
• To remove all materials to List of Issued Materials / Items Returned, click on
How to Update a Stock Inventory Returns
1. Click the UPDATE button.
2. You can change the details of the selected M.R.S #
• Note: Once posted it can never be updated or be removed
3. Then click the SAVE button

How to Delete or to Cancel a Stock Inventory Returns


1. Click the DELETE button.
2. Confirmation message will be prompted.
Note: Once posted it can never be updated or be removed
3. To continue click YES, or to cancel deletion click NO

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last
record). Lastly is to click button for record searching.

Click to show print out display of Work Order details

Click to exit module and return to the main menu


3.2.4 Purchase Request

How to Add a PR:


1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields
3. Note that fields shaded with green are mandatory fields
• Click to show the browser or explorer for choices
• For adding a stock, users must click on the table and click on the button to open the browser
for selection.

How to Update a PR
1. Click the UPDATE button.
2. You can change the details of the selected PR #
Note: Once posted it can never be updated or be removed
• User must first void a specific record before it can be updated or be removed
3. Then click the SAVE button

How to Delete or to Cancel a PR


1. Click the DELETE button.
2. Confirmation message will be prompted.
Note: Once posted it can never be updated or be removed
• User must first void a specific record before it can be updated or be removed
3. To continue click YES, or to cancel deletion click NO
Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last

record). Lastly is to click button for record searching.

Click to show print out display of Work Order details

Click to exit module and return to the main menu .

3.2.5 Purchase Order

Note: All Text Boxes shaded with green are mandatory fields Same Procedure as PR

How to Add a PO:


1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields
3. Note that fields shaded with green are mandatory fields
• Click to show the browser or explorer for choices
• For adding a stock, users must click on the table and click on the button to open the browser for
selection.
How to Update a PO
1. Click the UPDATE button.
2. You can change the details of the selected PR #
Note: Once posted it can never be updated or be removed
• User must first void a specific record before it can be updated or be removed
3. Then click the SAVE button

How to Delete or to Cancel a PO


1. Click the DELETE button.
2. Confirmation message will be prompted.
Note: Once posted it can never be updated or be removed
• User must first void a specific record before it can be updated or be removed
3. To continue click YES, or to cancel deletion click NO

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last

record). Lastly is to click button for record searching.

Click to show print out display of Work Order details

Click to exit module and return to the main menu


3.3 Inquiries
This module has Five (5) distinct sub modules, composed of:
 Work Orders Inquiries
 Stock Card (Issued & Received)
 Spare Parts End User

Search program to determine corresponding WO number of a given PO, PR, WS, or RR Normally the WO # is not
reflected in the PR, PO and other related documents when procuring materials. By entering the control no. of any of
the above mentioned transactions, the WO No. of the activity where the materials will be used appears.

3.3.1 Work Orders Inquiries


3.3.2 Stock Card (Issued & Received)

Note: All Text Boxes shaded with green are mandatory fields

3.3.3 Spare Parts End User

Note: All Text Boxes shaded with green are mandatory fields
3.4 Inventory Reports

3.4.1 Re-order Items List

3.4.2 Purchase Request List


3.4.3 Item Control Sheet

3.4.4 Issued Items


3.4.5 Received Items

3.4.6 Inactive Inventory Report


Chapter 4

4.0 Lubrication System

4.1 Lubrication PM Register


Lubrication PM Register follows principle of the PM Register, i.e. interval code plays vital role in the rescheduling.
Lubrication module uses separate database unlike PM and Work Request that they both seating on the same
database file.

Note: All Text Boxes shaded with green are mandatory fields
How to Add a Lubrication PM
1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields
3. Note that fields shaded with green are mandatory fields
• Click to show the browser or explorer for choices
• Lube PMR # is auto-generated by the system

How to Update a Lubrication PM


1. Click the UPDATE button.
2. You can change the details of the selected Lube PMR #
3. Then click the SAVE button

How to Delete or Remove a Lubrication PM


1. Click the DELETE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO
4. Once a Lube PM is activated it can never be updated or be changed.
User must DEACTIVATE the Lube PM first before deleting

How to Activate Lubrication PM


1. Click the ACTIVATE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last

record). Lastly is to click button for record searching.

If you want to create a Lube PM with the same details as the last record selected then
you can use the CLONE button for adding.

Click to view print out display of Work Request details

Click to exit module and return to the main menu


4.2 Lube PM Auto Scheduling
From the Lubrication Work Order Module Menu, choose the Lube Automatic scheduling option. The prompt
will request you to wait while processing is going on. You will then be asked to enter the desired service date and
equipment code range.

Note: All Text Boxes shaded with green are mandatory fields

Click to show the browser or explorer for choices

Work orders will automatically be generated for equipment whose lubrication service dates are scheduled on or
before the date you entered.

Click to view print out display of Lubrication PM Auto Scheduling


Click to exit module and return to the main menu

Afterwards, a menu shown below the screen will allow you to GENERATE the work order/s and PRINT them
or VIEW the generated lubrication works.
4.3 Lube PM Completion Processing
When the Lube request form is returned to the originator, you may now go to the Lube Completion Processing
option under the Work Order Menu. A prompt will ask you to enter the lubrication catalog number together with
an information screen containing the equipment details and the scheduled date.

Corresponding to this Lubrication information and code is the completion form, which will contain the
quantity, unit details, and the completion date.

Note: All Text Boxes shaded with green are mandatory fields

Click to edit a specific Lube PMR #.


• Once a Lube PM is completed it can never be updated
Click to complete a lube PM
Click to complete all listed lube PM all at once
Click to exit module and return to the main menu
4.4 Lubrication Status Report
From Main Menu, choose 'Report'

Contents of Lubrication Status Report is manipulated by the computer itself based from the above given
parameters; we have the limits for the dates and equipment, and the level of status whether it is scheduled,
completed, or both.

Date choose date range “From” and “To” the report will be generated
Equipment Code The manner of accepting inputs works the same with DATE prompts. User shall not have
to memorize any Equipment code because “Look Up button” is being provided.
Status This condition is divided into three levels; Schedule level, Completed level, and All Status
level (*).
Discipline It is classified to denote the group of maintenance department responsible for the
corrective action or maintenance or All Status (*).

Click to generate Lubrication Status Report according to specified data.

Click to exit module and return to the main menu


4.5 Lubrication History Report

Click to generate Lubrication History Report according to specified data.

Click to exit module and return to the main menu


Chapter 5

5.0 Calibration PM

5.1 Calibration PM
The Calibration PM data entry screen will contain the scheduled preventive maintenance calibration of the
equipment component, service dates, maintenance frequency, and the corresponding instructions initialized in the
PM Register with work code of “06” or the “Calibrate” work description.

Note: All Text Boxes shaded with green are mandatory fields

How to Update Work Order in Calibration PM


1. Click the UPDATE button.
2. You can now change the details of the selected Work order #
3. Then click the SAVE button

How to Delete or to Cancel the Work Order in Calibration PM


1. Click the DELETE button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO
4. Once a work order was completed it can never be updated or changed
How to Complete a Work Order in Calibration PM
1. Click the COMPLETE button.
2. User can now input the date when the work was completed and change the details of the selected Work
order #
3. Then click the SAVE button

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last

record). Lastly is to click button for record searching.

Click to show print out display of Work Order details in a Calibration PM

Click to exit module and return to the main menu

COMMAND BUTTONS

Edit displayed PM Work Order

Delete displayed Work Order

Search for desired work request and display it

Print out displayed Work Request

To exit module and return to the main menu

Displays Topmost record.

Displays previous record.

Displays Next record.

Displays end record

Completion of work order


Screen Tab
1. Work Desc
2. Eqpt. Description

3. Work details
4. Man Hours/Labor

5. Materials

- Entry of Materials that will be used in the specified work order.


6. Remarks
5.2 Calibration Report

This will generate Schedule PM Calibration, Backlog PM Calibrations and Master list Equipment Calibration
according to specified range of equipment and specified range of date. The default range of equipment will generate
reports for all equipments.

• Click on the radio buttons to select what kind of filtering the user wants to be shown in the print out display.
• By default, Equipment range does not contain any value, meaning all equipments will be shown in the report.
• To select Equipment range click on to show the Equipment browser or explorer.
Chapter 6
6.0 Resources and Tools

6.1 Employee Register

Note: Click on the box on the upper-right to load the browser and to put Picture on your profile.
All Text Boxes shaded with green are mandatory fields.
COMMAND BUTTONS

Create new Work Order

Edit displayed Work Order

Delete displayed Work Order

Search for desired work order and display it

Print out displayed Work order

To exit module and return to the main menu

Displays Topmost record.

Displays previous record.

Displays Next record.

Displays end record

How to Add Employee in the Employee Register:


1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields
3. Note that fields shaded with green are mandatory fields
• (optional) to load picture of an employee, click Left-click in the picture box at the top right of the form.
• To remove an employee picture, right-click in the picture box at the top right of the form
• Click to show the browser or explorer for choices

How to Edit Equipment Specification Register:


1. Click the EDIT (or ALT + E) button.
2. You can now change the information on an employee except for its employee code.
3. Then click the SAVE (or ALT + S) button
4. Note that fields shaded with green are mandatory fields
• (optional) to load picture of an employee, click Left-click in the picture box at the top right of the form.
• To remove an employee picture, right-click in the picture box at the top right of the form

Note: Fields shaded with gray are not editable.


How to Delete Employee in the Employee Register:
1. Click the DELETE (or ALT +D) button.
2. Confirmation message will be prompted
3. To continue click YES, or to cancel deletion click NO
4. User can never remove an employee code if it is being used by the system.

Navigation Controls:
In navigation controls, users have two (2) ways to switch from one (1) record to the other. One is to click

the navigation buttons (Move first record), (Previous record), (Next record), (Move last

record). Lastly is to click button for record searching.

Click to show print out display of an Employee Register

Click to exit module and return to the main menu


6.2 Directory List Register

Note: All Text Boxes shaded with green are mandatory fields

How to Add Supplier in the Directory List Register:


1. Click the ADD (or ALT + A) button.
2. Then fill up the necessary fields
3. Note that fields shaded with green are mandatory fields
• Click to show the browser or explorer for choices

How to Edit Supplier from Directory List Register:


1. Click the EDIT (or ALT + E) button.
2. You can now change the information of the supplier except for its code.
3. Then click the SAVE (or ALT + S) button
4. Note that fields shaded with green are mandatory fields
• Click to show the browser or explorer for choices

Note: Fields shaded with gray are not editable.

How to Delete Supplier from the Directory List Register:


1. Click the DELETE (or ALT + D) button.
2. Confirmation message will be prompted.
3. To continue click YES, or to cancel deletion click NO
4. Note that you can never remove a record if it is being used by the system
Navigation Controls:
In navigation controls, users have three (3) ways to switch from one (1) record to the other. One is to
browse the records from the table. Another is to click the navigation buttons (Move first record),

(Previous record), (Next record), (Move last record). Lastly is to click button for record
searching.

Click to show print out display of Supplier Information (or simply Press ALT + R)

Click to exit module and return to the main menu (or simply Press ALT + C)
Chapter 7
7.0 Reports
This is the module where data collected are processed to create reports in different formats. This module
consist of several reports with some of them are divided into smaller module.

7.1 Job Status Report/Progress Report


This report shows the status of each work order whether the job is on-going, in process, scheduled,
completed, pending, etc. It can also print all work orders under one type of work Status. The title of the report
generated is given automatically but the user may change the title of the report that will suit his need.

Click to show print out display of Job Status Report / Progress Report
Click to exit module and return to the main menu
7.2 Preventive Maintenance Schedule
PM Activity to undertake based from given 'TO' date. This report include backlogs starting from the given 'FROM'
dates. When a PM work is completed, the computer automatically generates a new PM work order.

Click to show print out display of Preventive Maintenance Schedule


Click to exit module and return to the main menu
7.3 PM Backlog Report
This report shows all PM activities which are scheduled for implementation but not yet done to date. This
will highlight all PM activities that needs priority and must be done as soon as possible to avoid breakdown and to follow
the activity schedule religiously. Once the scheduled date lapsed, the PM activity is tagged as backlog automatically. The
specified interval is in effect from the date the activity is completed for the next PM schedule.

Click to show print out display of PM Backlog Report


Click to exit module and return to the main menu
7.4 Equipment History
This report shows the history of very equipment (at any level) arranged chronologically. This processes and
filters completed work order only. Equipment history is vital for failure analysis in order to find the root cause of the
problem.

Click to show print out display of Equipment History


Click to exit module and return to the main menu
7.5 Material/Spare Parts Usage Monitor
Spare parts/materials/services rendered per equipment. Data is taken from the work order at the materials
data entry. This is important in order to find out the fast moving and slow moving spare parts. Also it will also
give us information on what spares were used, how much was the cost which are important for budgeting and life
cycle cost analysis.

Click to show print out display of Material / Spare Parts Usage Monitor
Click to exit module and return to the main menu
7.6 Maintenance/Repair Cost
This report generates the cost for every repair work of each equipment for a given timeframe. This report is
also useful for budgeting purposes.

Click to show print out display of Maintenance / Repair Cost


Click to exit module and return to the main menu
7.7 Equipment Breakdown Report
This report shows all emergency breakdown reports which can be operation related, maintenance related,
and valid-out of service (uncontrollable). It has options to process and print all breakdowns or any of the above
classifications for any period of time (for one day, one week, one month, one year, or inclusive for any given dates ).

Click to show print out display of Equipment Breakdown Report


Click to exit module and return to the main menu
7.8 Maintenance Expense Report
This report shows the expenses of each area with a corresponding cost center assignment. All work orders are
processed to capture the material costs and contract cost of every work order and summed up under each cost center. It
can process data inclusive of any given dates. It can be filtered by area/dept. or by cost center.

Click to show print out display of Maintenance Expense Report


Click to exit module and return to the main menu
7.9 Production Schedule and Output

Click to show print out display of Production Schedule and Output


Click to exit module and return to the main menu

7.10 CAPEX Forecast

Click to show print out display of CAPEX Forecast


Click to exit module and return to the main menu
7.11 PR/PO Status of CAPEX

Click to show print out display of PR / PO Status of CAPEX


Click to exit module and return to the main menu

7.12 Equipment Master List

Click to show print out display of Equipment Master list.


Click to exit module and return to the main menu
Chapter 8

8.0 Performance Measurement

8.1 Top Ten Lists

8.1.1) 1 - Downtime

Click to view print out display of ranking of most problematic equipment with the highest
downtime in hours
Click to exit module and return to the main menu
8.1.2) 2 - No. of Failure

Click to view print out display of ranking of most problematic equipment with the greatest
no. of failure
Click to exit module and return to the main menu
8.1.3) 3 - Maintenance Cost

Click to view print out display of ranking of equipment with the highest maintenance cost
Click to exit module and return to the main menu
8.1.4) 4 - Operational Downtime

Click to view print out display of ranking of operational downtime


Click to exit module and return to the main menu
8.1.5) 5 - Spare Parts Usage

Click to view print out display of ranking of spare parts usage


Click to exit module and return to the main menu

8.1.6) 6 - Cost Center Performance

Click to view print out display of cost center performance


Click to exit module and return to the main menu
8.2 Maintenance Performance

8.2.1) By Area

Click to view print out display of maintenance performance report by


area
Click to exit module and return to the main menu
8.2.2) By Equipment

Click to view print out display of maintenance performance report by equipment


Click to exit module and return to the main menu
8.2.3) By Section

Click to view print out display of performance measurement report by section


Click to exit module and return to the main menu
8.3 Performance Measurements

8.3.1) TPM (OEE)

Click to view print out display of performance measurement report by section


Click to view graphical representation of TPM performance measurements
Click to exit module and return to the main menu
8.3.2) Productivity

Click to view print out display of key performance measurement report


Click to exit module and return to the main menu
8.4 Charting

8.4.1) Top 10 - Downtime

Click to view print out display of ranking of most problematic equipment with the highest
downtime in hours
Click to exit module and return to the main menu
8.4.2) Top 10 - No. of Failure

Click to view print out display of ranking of most problematic equipment with the greatest
no. of failure
Click to exit module and return to the main menu
8.4.3) Top 10 - Maintenance Cost

Click to view print out display of ranking of equipment with the highest maintenance cost
Click to exit module and return to the main menu
8.4.4) Top 10 - Operational Downtime

Click to view print out display of ranking of operational downtime


Click to exit module and return to the main menu
8.4.5) Top 10 - Spare Parts Usage

Click to view print out display of spare parts usage


Click to exit module and return to the main menu

8.4.6) Top 10 - Cost Center Performance

Click to view print out display of cost center performance


Click to exit module and return to the main menu
8.4.7) Maint. Performance Report

a.) By Dept./Area

Click to view print out display of maintenance performance report by department


Click to exit module and return to the main menu

b.) By Equipment

Click to view print out display of maintenance performance report by equipment


Click to exit module and return to the main menu
8.4.8) Comparison of W.O. Types

Click to view print out display of chart representation of comparison of work order types
Click to exit module and return to the main menu