OMEGA CMMS
Users Manual
Table of contents Table of contents............................................................................................................................................ 1 Introduction ................................................................................................................................................... 3 Convert Trial To Free ................................................................................................................................... 4 Upgrade your CMMS ................................................................................................................................... 5 Getting Started .............................................................................................................................................. 6 Main Asset File .......................................................................................................................................... 6 Add Data for each Asset ....................................................................................................................... 8 Maintenance Frequency (Time or Meter) ........................................................................................... 9 Add PM Frequencies ........................................................................................................................... 10 Data Entry Excel Template ................................................................................................................ 11 Adding Main Asset Data Using the Excel Templates .................................................................... 11 Add Data to Related Files ....................................................................................................................... 12 Related Data files and their default data ........................................................................................... 12 Department file:....................................................................................................................................... 12 Location , Category and Supplier Files ................................................................................................. 13 Employee File....................................................................................................................................... 13 Using an Excel template to add employee data .............................................................................. 14 PM Check List ..................................................................................................................................... 16 Critical Spares ..................................................................................................................................... 19 Link Critical Spare parts to Equipment : ......................................................................................... 19 Warehouse file ......................................................................................................................................... 22 Work Orders................................................................................................................................................ 36 Duplicate Work Orders .......................................................................................................................... 37 Orphaned Work Orders ......................................................................................................................... 38 Close Multiple Work Orders .................................................................................................................. 38 Edit Work Orders ................................................................................................................................... 40 Adding Material Used. ( select the material tab) .................................................................................. 41 Adding Labor and Outside services related data ( select the Labor & Services tab) ....................... 42 Preventive Maintenance (PM)................................................................................................................ 44 Manual and Automatic PM Scheduling Modes (select Tab) ............................................................... 46 1 / 70
Email Notification Alerts (select tab)..................................................................................................... 47 Meter based PM .................................................................................................................................. 48 Create Meter Based PM Work Orders
( meter based Tab) ............................................................ 48
Projects ......................................................................................................................................................... 50 Grouping work orders (children) under a specific Project(Parent .................................................... 51 Maintenance Calender ................................................................................................................................ 53 Month and Day View .............................................................................................................................. 53 Spencer Calendar .................................................................................................................................... 55 How To Align PM Frequencies .......................................................................................................... 56 Work Requisition ........................................................................................................................................ 57 Find A Work Request ............................................................................................................................. 57 ADD NEW / EDIT Work Request ......................................................................................................... 57 Add or Edit a Work Request .................................................................................................................. 58 Maintenance Reports .................................................................................................................................. 59 Maintenance Dashboard ............................................................................................................................. 61 CMMS Configuration ................................................................................................................................. 62 CMMS Passwords ................................................................................................................................... 64 User Passwords and Group permissions ............................................................................................... 64 Group Permissions .................................................................................................................................. 66 Set PM Compliance Limits ..................................................................................................................... 68 Delete Trial data ...................................................................................................................................... 70
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Introduction OMEGA MAINTENANCE (OmegaMaint) CMMS is a computerized solution for physical asset Maintenance Management. It combines Preventive Maintenance (PM), Unplanned or Breakdown Maintenance (BM) and Work Order Management features into one convenient package, allowing managers to Plan , Analyze and Control the complete impact and cost of maintenance in their organizations. Main Control Panel (MCP)
OmegaMaint improves Maintenance visibility in organizations. • PM Planners can produce more efficient work Plans. • Generate detailed Maintenance calenders with a few clicks • Never forget or overlook a PM Job again, as OmegaMaint does all the tracking and reminding for you. • Get accurate and comprehensive maintenance and cost reports with one or two clicks. • Work Order management system • Track maintenance spares usage by Date , Equipment, Location , Employee, Craft or Failure type
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Convert Trial To Free Convert Trial software to Free Software All software produced my Omega Maintenance (Trial, Free, Express, or Professional) are identical in every respect, with the following exceptions: .
Trial software expires after 60 days. Free software never expires, but is limited to managing a maximum of 20 different assets. The Express version, never expires if the annual license is renewed, but is limited to managing a maximum of 100 different assets The Professional software never expires if the annual license is renewed, and can manage an unlimited number of assets
You may convert the trial software to the Free version at any time before, during or after the trial software expires. To convert from Trial to Free, click the " Convert this software to the Free version" Button. During the conversion process, the demonstration (Trial) data that is shipped with the CMMS will be deleted to allow you to enter you own company data. The newly converted FREE software will be limited to managing a maximum of 20 different assets.. but will retain all the functionality and features of the Professional version. You can upgrade at any time to the Express version - maximum limit = 100 assets, or Professional version - Unlimited. See also: Buy Express, Buy Pro
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Upgrade your CMMS Registering a computer
Possible Upgrade paths: Free to Pro Free to Express Express to Pro For quotation, send us a email at
[email protected] , or contact us at www.cmmsfirst.com/contact/
FAQ: Q. Can I make the upgrade request from Omega Technology's website A. Yes Q. Do I need to add my company information: A. No! but by adding your Company information, it will be displayed on your forms and reports Based on our Privacy Policy, this information will not be shared with a third party.
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Getting Started OmegaMaint will need information about the asset that is to be managed. This information includes: Name of each asset Location of asset ( optional) Name of employee responsible for maintaining the asset ( optional) List of PM Checks to be performed on each asset and the maintenance frequency or frequencies. (optional) Name and Department of each employee who will interact with the CMMS (optional) List of spares used for Critical equipment (optional) OmegaMaint includes a warehouse module for the storage and management of spare part items If this module is activated, It will require the Names, Category and Supplier of spare parts that are stocked. The Information needed by the CMMS are stored in different files. The main Data file is called the Asset File and the other files called related files are used to store Data for some shown below.. All Files are pre-loaded with one record of default Data which must never be deleted. If you accidentally delete the default data, you must re-enter it as shown in the table below: File Main Asset Location Ckecklist Critical Spares Department Category Supplier Employee
Default Data not specified none none none none none none First Last
Once you are ready to load your own data, you may choose to : 1. Type the information manually, one record at a time ( very slow if you have a lot of data.) 2. Copy and Paste Data from an Excel file using the Excel templates (Included in the program) . This provides a fast data entry method. 3. Send your data to Omega Technology who will pre-load the cmms before shipping (emailing).
Main Asset File
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Omega CMMS must be loaded with specific information about each Entity that is to be managed. Each asset (Equipment or Entity), is uniquely identified in the system with a unique name and number. This identifier along with other bits of information about the asset is stored in the Main Asset file. Other information about the asset, ( its location, its parent, the employee responsible its Maintenance...etc) are stored in other Data files called Related data files. The page above (also called a Form) displays a listing of all Entities stored in the CMMS. It also allows you to:
VIEW the information for a specific Asset ... (double -click the Entity Name or the Entity number.) ADD data for a new Asset, (click the Add New button at the top left of the ribbon. FILTER one or more asset, use the
button, .. press the button to remove the filter. button to COPY and paste data for many assets at once, from an Excel file. ENTER the latest meter readings data for Assets such as mobile equipment, or any other asset that uses a meter reading to trigger its next Maintenance. PRINT / Preview / Mail
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Add Data for each Asset Equipment / Entity Data
Description of Data stored for each Asset ( also referred to as Equipment or Entity) Entity Number (Equip Number): Each entity must be given a unique identifier for it to be recognized by the CMMS. An example of a typical numbering scheme is shown below 8 digit Entity Numbering scheme : ( LL-PPP-XXX : where LL represent 2 digits for the location, PPP represents the 3 digits for the Parent, and XXX represents the 3 digits for the child of each parent. So for example: A Fan Motor (child) on Boiler #1 (Parent) located in the Power House (Area 19) may be given an Entity number of : 19-031-235 where: 235 is the 3 digit number assigned to the motor (the child) 031 is the 3 digit number assigned to Boiler#1 (the parent ) 019 is the 2 digit number assigned to the power house (Location) You may also use nay generic numbering scheme such as (E001, or 5409 etc) Valid numbers are 011234, or 991234, or 23ABCD, or 23EE24, avoid using non-alphanumeric characters such as [ { @ # $ % & * ] in your numbers. These are not very strict requirements, but based on our experience; our logical numbering scheme gives equipment a meaningful long term identity.
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Entity Name (Equip Name) An Entity or Equipment is identified both with a number and a name. No restrictions are suggested for naming the equipment. (Example #1 Boiler)
Maintenance Frequency (Time or Meter) Equipment that is visited and checked every week have a maintenance frequency of seven (7) days. Time based maintenance frequency is the time period in days between PM checks on an equipment or asset. Each equipment must have a maintenance frequency. If there is no intention to perform PM on particular equipment, “Uncheck” the “PmRequired” Checkbox. Or set its maintenance frequency to a high value (default is 10,000 days) Omega Maint tracks each Entity and schedules (Auto or manual) them for PM once they become due. Meter based maintenance frequency is the period in ( hrs, km, miles, etc) between PM checks on an equipment or asset. ( example is every 300hrs) Equipment like motor vehicles, cranes and some heavy mining equipment, use an hour meter to trigger their next PM. Meter based information is stored , but the PM's are manually triggered based on the meter reading. . Multiple Frequency Scheduling Each Entity can have up to 6 independent Maintenance Frequency. ( example, weekly, monthly, qrtly, yearly, every 1,000hrs, every 10,000 hrs) The CMMS tracks each entity, and Identifies when it becomes due for maintenance based on the frequency settings. For Time based frequencies, the PM date is displayed on a Calender. Location This field indicates where the equipment is located. ( example: Primary Department, Power house, etc) Employee Indicates which Employee is responsible for the PM ( typically the maintenance supervisor) Check List Name This the Name given to the checkList that is associated with the Entity. (dbl-clk the check list field name to Add/ View or edit the list) Critical Spares Name This the Name given to the list or group of critical spares that is associated with the Entity. (dbl-clk the critical spares field name to Add/ View or edit the list) 9 / 70
Criticality level Management usually determines which equipment is considered critical to the Operations. The level of criticality of an equipment is a measure of the impact of its failure on production, safety or the environment. Assign criticality levels between (1 – 4) , with 4 representing the most critical items. Parent Field - Use the Drop down list to select a Parent for for each Entity (parent child relationship) - default is "none" ( dbl-clk the parent field name to Add/ View or edit the list) Add PM Frequencies Multiple frequency PM
A single Equipment may require PM checks at different frequencies. Some PM checks may be needed weekly, while a more detailed set of checks may be needed monthly, or annually etc. These are called timed based Frequencies. Time based Frequencies Up to four independent time based Frequencies (F1, F2, F3, and F4) can be assigned to each equipment or entity. Simply enter the # days for each Frequency, and the system will automatically keep track of the correct frequency, and schedule or flag the equipment for PM when it becomes due. The PM calender will automatically display Equipment and their due dates. Add a new time based frequency Enter the PM frequency in days and the system will display the next PM date. To Edit / change the next PM date: Click inside the "Enter next PM date" Field to display the POP-up calender icon. Change the date accordingly. Delete a Frequency ( two methods) 1. To delete Frequency 2 , Dbl-Clk F2 . The system will ask you to confirm before it deletes the frequency 2. Manually type the default frequency (10,000) under #days for F2
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Data Entry Excel Template Adding Main Asset Data Using the Excel Templates
Print the Template, then fill in the information in the correct ORDER AND FORMAT (The first 7 fields must have data so enter default data if none is available, the other field may be left blank if no data are available) Copy (cntl-C) the entire block of new data from the excel template, Highlight the last row of the equipment setup form and paste (cntl-V) the data.
Tip -- Press the star(*) at the bottom left of the form to highlight the entire last row If you encounter errors during the paste operation, Check the following: PS ( You may send your dat to us and we will pre-load the cmms for you) The first two columns, "Equipment Name" and "Equipment Number" (eqno), MUST contain Data and the data must be unique The data you are entering must match exactly, the Order and Format shown in the template. Default data as shown below are preloaded into the following files and shipped with your CMMS. DO NOT delete the default data that is shipped with your CMMS. 1. Location File - ""none" 2. Employee File - [FirstName] = "First" [Lastname} = "Last" 3. Checklist File - "none" 4. Parent File ( also called Group file) - "none" 5. Linked Spares file( also called Critical spares file ) - "none" T1,F1 to T4, F4 refers to the 4 possible start dates and PM frequencies (days) for each equipment, if these values are not known at this stage, then enter default values for the fields are follows. If you leave these fields blank, they will be filled in automatically T1 = T2 = T3 = T4 = (start dates) = Todays date ( example : 30-Aug-15) F1 = F2 = F3 = F4 = 10,000 .. ( 10,000 is a default # days when a frequency is not being used) 11 / 70
Tip: Enter at least one record of data in the equipment file MANUALLY, then print the Excel Template to see exactly how the data should be formatted. If you don't have data for all the columns, leave blank except for the following columns mentioned above ( Name, Number, location, employee ,checksheetName, Parent, critical spares , startDate and Frequency). Enter default data into these columns if actual data are not available. Note that the default data must match exactly the default data stored in the related files, so for example: default data for the location column is "none" ( do not enter the quotation marks) Similarly, if you dont have employee data at this time, enter "First" and "Last" in the corresponding columns Tip2: Start by pasting just one record of data. Once the paste operation is successful, you may paste as many records as is practical, just remember that equipment names and numbers must not be repeated (unique).
Add Data to Related Files Related Data files and their default data Some Related Data File store data that is used by the Main Asset Data file. Each file must be loaded with one record of default data. The default data for some of the related data Files are shown in brackets below: 1. 2. 3. 4. 5. 6. 7. 8.
Location File (none), Checklist file (none), CriticalSpares File (none), Parent File( none), Department File (none), Employee File ( First Last) Suppliers File (none) Category File (none)
Department file: Ensure that the Default data of "none" is preloaded in this file as one of the records Enter additional departments by typing the names directly into the Department Field. Enter a department number (optional) the Department_Num Fields. ps: You may copy and paste data directly from an Excel file into the fields
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Location , Category and Supplier Files Ensure that the Default data of "none" is available in all three file Location refers to where the Entity is physically located. Examples of Location are: “Primary department”, “Secondary department”, “Block E”, “Room 234”, Building 23, Area12 etc. Category and Supplier Files These files are used by the warehouse module. Examples of Category are Bearings , belts , hoses etc. You may use the Excel templates to load data into the Supplier files. Copy data from the template : highlight the last row of the supplier List then paste the data.
Employee File The Employee file is related to the Department file. ie.. the department column ( field) in the Employee file gets its data from the Department file Select to display the "Employee List Form" below
Fig-1 There are two ways to load data into the Employee file: 1. Type directly into the fields of fig-2 (one record at a time) 2. Copy and Paste multiple records of data from an excel data entry template
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Adding Employees one record at a time From Fig-1 above, click to display the form below
fig-2 Type directly into the fields provided. Select the Department from the drop down list or leave the default value of "none" Check the "WO Authorization" field if the employee is authorized to create Work Orders Using an Excel template to add employee data Step1 If the employee file of fig-2 is empty (no employee re) , enter the first employee data manually as detailed above.
Press to return to Fig-1 Select to print the employee data to an Excel file. This file is the template for the employee data. Observe carefully the format of the data in the exported Excel template. Add one or more employee records to the Excel file template. Both the FORMAT and the ORDER of the data are important and must be entered “ EXACTLY” as shown in the template if errors are to be avoided. Leave fields blank if no data is available. The Department field is NOT optional. Data entered into this field must match exactly the names used in the department file. If no departments are being used, enter the default department name which is “none”
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Step2 Highlight and copy all the newly entered data only from the Excel template. Select the employee List form as shown above in fig-1 Highlight the entire last row and paste the data. If errors are generated , check that: The format and order of the data are correct The names entered in the Department field on the template, matches “Exactly” the names stored in the Department file. To add a picture of an employee do the following: Press and browse to a picture stored on your computer
Tip: Create a directory to store all employee pictures ( jpeg 200 x 160)
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PM Check List A PM check list is a detailed list of things to be done during a PM Job. Each Check List must be given a Name The Default CheckList name is "none" and must NOT be deleted from the List of Names All checklist used by the CMMS are stored in the CheckList File (library). To Add a new Checklist Select Main CP:
Step:1 Enter a new checklist name (ex: Boiler) at the bottom of the list in section1 of the form above and Press Select the the new name ( ensure that the new name is unique) Step:2 The Checklist shown above is a multiple frequency checklist because it displays the PM checks required for up to 4 different PM frequencies (F1, F2, F3 and F4) on the same sheet. Columns 1,2,3 and 4 refer to the frequencies F1, F2, F3 and F4 respectively. ( example: F1 -weekly, F2-monthly, F3 - yearly etc.) 1. 2.
3. 4. 5.
Enter the PM checks in section 2 above , (max 65 characters per line) Place an "X" in column 1 to indicate that PM checks are to be done at frequency F1, or an X in column 2 for F2 .. etc The actual frequency is days for F1, F2, F3 and F4 are stored on the Main asset page under the Multiple frequency section. Enter a number in the "CheckNo" Field to indicate the order of the lines on the checklist Press Preview at any time to see your changes Press when done.
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TO MODIFY A CHECKLIST Note that the "CheckNo" Field determines the order in which the lines appear on the checklist So, to insert a new line, say between lines 3 and line 4; Enter any number between 3 and 4 (say 3.5) at the bottom of the list in the "CheckNo" field Press to insert the line. You can also use this method to insert a blank space between lines on your checksheet. TO DELETE A CHECKLIST ( delete the check list first , then delete the Name) Select the checksheet name from section1 Select the entire list of checks displayed in Section 2, and press delete on the keyboard Re-Select the checklist name from section1, and press delete on the keyboard to delete the checklist name N.b.. The Program will not allow you to delete a checklist Name, unless you first delete all the PM Checks associated with that checklist. This is necessary to prevent the accidental deletion of a checklist names PRINT/PREVIEW CHECKSHEET. Select the checklist and press Print or preview. TO LINK AN ENTITY TO A PM CHECKLIST Any equipment or Entity that is stored in the Main asset file, can be linked to a PM checklist . Once the link is made, Omegamaint can be configured to automatically print the PM checklist each time the Entity is triggered for PM. ANy Check List mat be manually printed/ previewed, or mailed at any time. Select Main CP: 1. Enter the search citeria to find the Entity, then dbl-clk the "Entity name" field to display the data for that Entity. 2. Click the drop down button in the "CheckList Name" field to display the checklist Names 3. Select a Name from the list to complete the linking process.
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IMPORTING Check List DATA FROM an EXCEL File
Use this method to copy and paste PM Checklist data form an Excel file. This is a very quick and efficient method that can be used to import very large amounts of data into the CMMS. Select Main CP: 1. Ensure that all Sheetnames ( Checklist Names) to be used are first added to the checklist name column. ( very important) 2. Click the excel icon to reveal the checksheet setup form as shown above 3. Press button to print the excel template 4. Fill out the template as shown in the fig above, and copy and paste the data on the last line of the form shown above
TO VIEW CHECKSHEETS 1.Select the "Check Sheet Name" to view the details for that checksheet 2.Use the < Find > button to find checksheet (toggle). 3.Press the at any time to preview or print the checksheet that is displayed on the screen
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Critical Spares Link Critical Spare parts to Equipment : Each equipment or Entity can be associated to (linked) to its list of critical spare parts. ( similar in principle of operation to check lists) MCP:
How? Create a name for the List (group Name) -- example: compressor spares 2. Add the name to the left column of the form as shown above 1.
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Add the Critical Spare Parts to the Group Name Two methods are available to add Spares: Method1 Select the groupName , then use the drop down button in the Part Name field to choose parts from the warehouse file
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Method2 - copy and Paste from an Excel File Choose the groupName, highlight the two fields shown in the diagram below, then copy and paste all the data at once, from an excel file. ( PartName and Quantity only)
nb:
Part Names refer to parts already stored in the warehouse file. To prevent errors during the copy and paste step, ensure that Partnames stored in the excel file match exactly the PartNames that are stored in the warehouse file. The Part #, Category and Bin_No fields will all be automatically added from the warehouse files To Print/Preview or Mail the list of Spares Select the GroupName and press the associated icon Link Equipment to its List of critical spares Main Control Panel (MCP) : ; "Find Entity"; Select the Critical spares Field and choose the Name from the dropdown list
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Warehouse file The Warehouse file is intended for users who maintain an inventory of spares parts. If no spare parts inventory is maintained, simply ignore this section. The files is conceptually Divided into four areas 1. 2. 3. 4.
Warehouse Transactions Data Entry Templates Warehouse / Inventory Reports Related Warehouse data files
Double click the Item Name to view the item information"
ADD SPARE PARTS: You can add spare parts items by : Typing directly into the fields shown, one record at a time Use the Excel templates to copy and paste multiple records.
Press to reveal two Excel Templates Spare Part Data Entry Template, Inventory Transaction Data Entry Template
Note: Spare Parts data and Inventory transactions data are stored in two separate files. You must First add Spare parts data, before you attempt to add inventory transaction data 22 / 70
Press the options button to view various inventory report options Use the Find button to filter / locate warehouse items Enter inventory transactions in the transaction window.
View / Edit / Add new Warehouse Items
ADD New Warehouse Item one record at a time Press Add data by typing directly into the fields as shown above. Ensure that default data are available in the Category and Supplier files Item Numbers, must be unique.
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ADD New Inventory Transaction one record at a time Inventory transaction are restricted to parts coming into the warehouse ( addition); and Parts going out of the warehouse (removal) The transactions for each part are displayed in the Inventory transactions Tab in the the fig above.
For Items being returned to the supplier , Enter a negative quantity in the received field, and the actual unit cost For Items being returned to the warehouse from another department within the company, Enter a negative quantity in the Issued field. The current stock price will be used as the unit cost of the returned item. Note that the stock price can also be adjusted manually.
DELETE - delete the item shown
nb: STOCK PRICE: The recommended formula for average stock price is shown below: This is the average stock price of the item, New average stock cost = ((old stock on hand x old stock price) + ( Quantity received x new unit price))/( new stock on hand), where the new quantities received, and the unit cost are the values entered in the transaction window.
nb!! Warehouse transactions are typically carried out by employees from the commercial department, while employees who generate work orders are usually from the maintenance department. Maintenance department employees will typically have Read-Only access to the warehouse file.
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Warehouse Inventory Items Add or View Warehouse inventory items
Enter a search criteria at the top of the form to find one or more items (This is the form filter) Double click the item name to view the item details as shown below.
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Warehouse InventoryTransactions
The warehouse personnel will conduct the following transactions. Receive Items into the warehouse ( Inventory addition such a s replenishment) Withdraw (Remove) items that are requested based on approved and verified requisitions Close all warehouse transactions
Fig 7-1
All warehouse transactions can be found and viewed using the form in fig-7-1 This form can be used to view all form used for Requisitions, Withdrawals and addition to the warehouse.
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Receive Material into the warehouse
This form is use the receive material into warehouse . Double click the to view old recievals, or press the "New Receival " to enter the details on a new ticket.
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Withdraw material from the warehouse
This form is used to withdraw (issue) material from the warehouse,and should be processed by the warehouse / Stores personnel To process a withdrawal, Enter a work order or material requisition number to display the requisition . ( ONLY approved requisitions will be displayed) Double click the item name to display the withdrawal ticket shown below. Use the Preview/Print/Email buttons to display the items shown on the screen
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Withdrawal Ticket ( see below)
Fill out the amount issued, the issuer, and the receiver on the ticket The transaction is completed after you select "close Transaction" at the bottom of the ticket. Use the next button to quickly scroll through all the items on a specific requisition.
nb: a Ticket is simply a name given to the individual transaction.
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Spare Part Template
(
Use this form to Add new data into the program by copying the data from an Excel file and then pasting the data into the Spares Set Up Form. Steps 1. Press to send a sample of the the data to an excel file (template). 2. Add the new data to the excel template, and then select and press Cntl-C to copy the new data. 3. Return to the Spares setup form shown above 4. highlight the entire last row (Press the star at the bottom left corner of the form) and press cntl-V to paste the data . N.b. To avoid errors using this method, ensure the following: Both the Category and Supplier Fields are not left blank. These are required fields and must have data. If No data is available, enter "none" as the default data. The Supplier and Category Names must match exactly the names, used in the supplier and category files Item names and numbers must be unique ps: try copying and pasting one record at first to test the process. Once you are comfortable, you may copy and paste hundreds of records using this method
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Material Requisition Folder All request for material are done via a material request form, and each request form is automatically given a material request number. Material request are stored in the material requisition file shown below
Use the search criteria to find the material request number: To see the details, double click the matReqID, or the reason column.
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Inventory Requisition Form
Use the form to request items from the warehouse.
Fig 6-1
Fill in the fields at the top left of the form. Required fields are "Requested by" and "Department" Press Save , and the "Add material to this requisition" button will be enabled" Press the " Add material to this requisition" button a open the form below: Fig 6-2 After all the material has been added to the form, and approval is received, enter the approver in the "Approved by" Field. This will cause the form to close automatically to prevent further changes to the requisition. The Form will now appear in the warehouse inventory transaction file for the attention of the warehouse personnel.
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Fig-6-2 Choose whether the item is stocked , or if the item is a non stocked item: For stocked items, double click the "Stock Item name" to open the warehouse. After the warehouse file opens double click the part name to add the part automatically to the form in Fig 6.1
For non stocked part- Type the information directly inot the fields of fig-6-2.
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Stock Reports
The following Stock reports are available Inventory On Hand Inventory to Re-Order Discontinued Inventory
These reports can be further filtered by Category, and supplier. This will allow the warehouse personnel to print a report that can be used as the input to a Purchase Requisition to replenish the inventory items
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Suppliers Suppliers are classified by type, ( Parts or Service)
Use the Find button to quickly find a supplier by name, contact or type. Dbl-clk on a supplier name to view or edit the supplier details
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Work Orders MCP: " Enter search criteria to Find one or more records"
The Work Order Folder stores all work orders ( PM, Breakdown, Corrective , etc) that are created in the CMMS Work Orders are created and stored when you: o Create routine PM work orders (manually or automatically) o Create non -routine work orders using the button shown on the form above. Use the drop down menu to filter the list to display one or more work orders. For example, to show all work orders in "Location 9", choose location 9 from the drop down list. Options Menu: Show duplicate work orders ( Use this option to highlight if there are more than one work order for the same job) Show Orphaned Work orders ( Use this option to highlight any work orders that are not being tracked by the system because important information is missing on the work orders form) Close PM work orders ( use this option to close a group of PM Work orders simultaneously)
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Duplicate Work Orders It is possible to manually trigger PM Work orders more than once for the same period. This will create duplicate work orders which may sometimes go undetected. OmegaMaint can detect and displays duplicate work orders and provide the option to delete them.
On the form provided:
Follow the steps:
Mark the duplicates automatically by pressing the button , OR Mark the duplicates manually by placing a check inside the WO duplicates field to identify the work orders to be deleted. 2. Press to delete all work orders that are checked. 1.
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Orphaned Work Orders Orphaned Work Orders are not recognized by the CMMS because important tracking data are missing. This typically happens when work orders are created and some important fields are left blank (empty). To restore tracking of these Work orders, simply fill in the missing information as shown in the form below. Add default data to the empty fields, if actual data are unavailable
To reduce the incidence of orphans, ensure that default data ( see below in bracket) are loaded in the files below: o Employee File - Firstname (First) and Lastname (Last) o Department file - DepartmentName ( none) o Location File - Location (none) o CheckSheet file - ChecksheetName (none) o Critical Spares file - Critical Equipment Name (none) Close Multiple Work Orders Sometimes it becomes necessary to close a particular set or group of PM Work Orders. This Option provides ability to close several PM work orders simultaneously Steps: 1. Set the Filter Criteria to display only those OPEN, PM,s that should be closed 2. Enter an optional closing comment (example: Work orders closed after all PM checks completed) 3. Press ok to confirm that the Work Orders displayed on the screen should be closed. CAUTION!! This step cannot be reversed automatically so exercise caution when closing WO's in large blocks 38 / 70
Find WO using Filters
Each time you press the icon, the popup form shown above will be displayed By selecting the appropriate criteria, the folder can be filtered to display one or more work orders. The following are a few examples of what you can do using this form: Select a date range to show all work orders that fall between the two dates Select a location to show work orders only for that location. Select a type of fault to display all work orders with that failure mode. Type "Pump" in the to display only pump related work orders nb: Enter all the above at once , then press to see the filtered result. Once the work order of interest is displayed in the window, dbl-clk the entity Name to open the work order for viewing or editing Saving Search criteria to Favourites Once you have entered a search criteria in the fields above, you can give that criteria a name and save it to favourites for easy recall at a later date. You should give useful names to the search criteria before saving, such as : Open PM's in the Primary Department, - Delayed PM's due to resources, - Open Pump work orders for Barry Green, ..etc Restoring or deleting names from favourites Use the icons shown to restore or delete a name from favourites
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Edit Work Orders
Use this form to Add/ edit / delete/ update / preview / print / email/ close or copy a work order After the work order is created, Enter the work instructions and assign the employee who has responsibility for the work. After the work is completed, the employee assigned should enter closing comments.. The supervisor/Planner/coordinator, should enter the cost and labor hours and other outside services cost such as hired mobile equipment etc. and add a comment and a closing date before closing the work order. Other Options: Close work order: Use the "Close Work Order" button to close the work order. Cancel Work Order: Enter the closing date then Set the "work order status" to Cancel Suspend ( delay) Work Order: Set the "work order status" to Delay Copy work order: Use the "Create Duplicate" icon to create a duplicate of the displayed work order
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Adding Material Used. ( select the material tab)
To ADD items , do the following:
Stocked Items
( This assumes that you are using the warehouse module of the CMMS)
1. dbl-clk the ItemName or Item Number Field to open the warehouse window 2. Enter search criteria in the fields provided then press to display items based on the criteria 3. dbl-clk the desired Item Name from the list, to add the item to the work order
Non-Stocked Items To ADD Items NOT stocked in the warehouse, type the data manually in the non-stocked item field and leave the BinNo Field Empty. All non-warehouse items may be viewed using the reports form.
Note1:
Non warehouse items (Not stocked), are identified by an empty (blank) BinNo Field
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Adding Labor and Outside services related data ( select the Labor & Services tab)
Add the following information on this form: 1. Employee labor hours and rates use the drop down menu to select employees from a list, then add labor hours and rates 2. External Service providers and their Rental equipment rates and hours Type directly into the fields provided.. Example… : Mack's Mobile equipment Ltd : D10 Front End Loader : $120 :8
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Add Instructions, Results, Links (select the results & services tab)
On the Instructions and results Tab, type the information in the fields as shown copy and paste up to two hyperlinks to files, folders, or web addresses
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Preventive Maintenance (PM) If an equipment is removed from service for maintenance, at specific time intervals, ( or meter reading) , then this type of maintenance is called - Preventive Maintenance Time Base PM ( weekly, monthly , annually etc) Equipment that are considered for time based Preventive maintenance will normally be removed from service at specified time intervals for maintenance service. This time interval is also called the maintenance frequency or maintenance interval. Each Equipment or entity in Omega CMMS have up to 4 different time based frequencies (F1, F2, F3, F4) Meter Based ( hour, Km, count etc) Mobile equipment are normally removed from service for Maintenance after a certain number of running hours.. Omega CMMS can track up to 2 - separate Frequencies per equipment. ( F1 and F2) ... for example every 1000hrs , or every 5000 hrs etc) Tracking Equipment for PM Now keeping an accurate track of the date (PM Date) of each equipment is the task of the maintenance department. This tracking can be done manually if only a few ( less than say 5) equipment are involved. The problem of tracking however increases dramatically as the number of Equipment increases, and especially since each equipment will typically have more than one maintenance frequency ( weekly, quarterly, yearly etc). By using a computerized program (CMMS) , thousands of equipment, each having multiple frequencies can be accurately tracked and shown on a calender with little effort.
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Time Based Preventive Maintenance The CMMS will keep a track of the PM date of each equipment, once the PM frequencies have been assigned. Preventive Maintenance MCP:
The form above allows the user to: Preview, Print or email the list of upcoming PM Jobs Create and store new PM work orders for upcoming PM Jobs Preview, Print or Email all the Check lists required for each equipment on the schedule Set up manual or auto triggering, and various triggering options for a PM schedule Set up manual or auto email notification alerts each time a schedule triggered Manually create Meter based PM work orders Preview, Email or Print Time based PM Schedules ( upcoming PM jobs) If you ONLY wish to Preview, Email or Print the PM schedule do the following: 1. Set the Criteria for the schedule ( Date interval, Supervisor responsible, Location, Parent..etc) 2. Choose what to output (List of equipment on the schedule, or all Checklists required for the selected schedule) 3. Choose the output format ( by Date, by Employee or by Location) 4. Press the Preview, Print, or Email button to produce the output
Create Work Orders for a PM Schedules To create New PM work orders for say the month of June, do the following: 45 / 70
1. Set the as the 1st of June, and the 30th June 2. Press to create and store the new PM work orders to the work Order folder
Manual and Automatic PM Scheduling Modes (select Tab)
Select Manual or Automatic triggering modes for time based PM schedules: All PM work orders will be created in advance of the actual date that the PM should begin. This allows planners and supervisors the time needed to prepare for the jobs. Three automatic Triggering Options 1: (I will Choose) - User selects the Start date and the Triggering Frequency. 2: Weekly : Schedule triggered every week on a specified weekday ( Sun - Mon) PM’s triggered in week1 for work to begin in week2 schedule. ( example: work orders will be created on a Friday for work to begin the following week) 3: Monthly: similar to weekly, except schedule is triggered once each month on a specified day of the month ( 1 - 28) (example: work orders will be created on the the 25th day of May, for PM's due in June)
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Email Notification Alerts (select tab)
Set Up manual or automatic Email Notification to be sent to recipients after a schedule is triggered Check " enable auto Notification" - Automatic notification by email 2. Check the box in the "notify" column, for each employee who is to be notified by email 3. Press “Edit Notification Message” if you wish to add a message to the body of the email. 4. Press “Send Notification Now” to send the last schedule that was triggered or previewed. 1.
The Date the last notification was sent is printed automatically is the Date field. ( "Last notified")
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Meter based PM Create Meter Based PM Work Orders
( meter based Tab)
Two independent PM Frequencies F1 and F2 are available for each Equipment or Entity. Step 1) Ensure that meter based Frequency1(F1) & Frequency 2 (F2) are set in the Main asset File Enter the following data in the Main Asset file 1. Meter reading at the time of the last PM 2. PM Frequency ( PM Every)... n.b: The Next PM and the Status will be calculated automatically
Step 2) To Create a meter based PM work order (WO) for F1 or F2: n.b: The latest meter reading ( Present Meter reading) for the asset must be entered (updated) in the Main Asset file. before the WO is created. This latest reading CANNOT be entered on the form above.
Select the entity ( use the drop down selection) the status of the To create a WO for F1, Press the create work order icon for F1 - ( This will display the bottom half of the form) Press the calendar icon to enter the “next PM date” - ( this is the planned date for the PM) 48 / 70
Enter the number of days to complete the PM Press when done to automatically create and open the Work Order form.
n.b: Once the WO is created, the the Last PM reading will be automatically updated with the "Present meter reading" Hours Past Due Report
This is a report of all Equipment that are past due for PM based on the hours indicated on the hour meter. Note that the report is only as accurate as the information entered into the main asset file as shown above. The recommendation is to update ( manually enter) the meter information as often as is practical for your operation.
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Projects
A Project is simply a collection of individual work orders . An example is a large job which involves different crafts (Civil, Mechanical, Electrical , etc). 1. The first step is to create a Project name (ID) and a description for the project. The Project Name is the name of the collection ( the Parent) 2. The next step is assign the name of the parent to each work order that belongs to the Project. ( each work order is a Child) In this context, a project may be viewed as a Parent, and the related work orders viewed as the Children.
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Creating a new Project name The Project Name is the key identifier used by OmegaMaint.
Fill out the form shown above to create a new Project Name. Press
Grouping work orders (children) under a specific Project(Parent In OmegaMaint, it is the Child that selects the Parent, and not the other way around Step1: Open the work order, ( the child) Step2: Select the Project name (Parent) from the drop list of Project Names n.b : All new work orders are automatically given a default Project Name of “none” when they are first created.
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Editing Projects
1. 2. 3. 4. 5. 6.
To update a work order - dbl clk on the work order to open/edit the work order To remove a work order - dbl click the work order , then change the Project name to "none" or to another project name To edit the project name or description - Type directly into the fields provided To delete a project name - First remove all the work orders To add a new work order to the project - Open./ create the work order and choose the project name from from the list To close a Project - First close all work orders in the collection , then press the close Project button
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Maintenance Calender PM Calendar - Three Views are available 1. Month (31 days) View - organized by date 2. Day ( 1 day) view 3. Grid View - organized by Entity or Equipment
Month and Day View The Month View shows a typical calendar view of the PM Jobs that are planned for that month. MCP:
This provides excellent visibility for any period into the future, and allows for accurate scheduling and planning around low activity periods such as public holidays, etc. HOW To DISPLAY OTHER MONTHS ON THE CALENDAR ? - Click the "Change Date here" Field to open the Date Picker. - Select any date within the month that you want to display - Press HOW TO DISPLAY Data for only One LOCATION , EMPLOYEE or Parent ? • Using the filter, select the ( Employee / Location or Parent) or any piratical combination • Press HOW TO MOVE AN ENTITY TO ANOTHER DATE ON THE CALENDAR ?
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Day View
1.From the Month View of the Calender, Click on the Entity, then press <1-day view> 2.Dbl-clk on the Entity Name in the 1-day view - this takes you directly to the Main Asset set up screen 3.Change the PM date of the Entity to the new desired PM date 4.Press to return to the Calender 5.Press < Update > to see the changes HOW DO I INSERT A NOTE UNTO THE CALENDAR ? • dbl-clk on a date to display the notes pop-up for that date. . Type the note and press save (The note icon appears whenever a note is present) . To delete a note, dbl-clk to open the note, delete its contents, and press save. CALENDAR OPTIONS ?
HOW DO I CHANGE THE CALENDAR COLORS ? • Press and follow the instructions
HOW DO I DISPLAY THE GRID VIEW OF THE CALENDAR ? Press the icon
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Spencer Calendar MCP:
WHY DO I NEED TO USE THE SPENCER CALENDER ? This View makes use of the Spencer Grid to display the calender organized by entity/equipment. This view is especially useful to analyse Entities that have multiple frequencies.
View the PM Jobs based of a specified Criteria ( Location, Employee responsible, parent, month/year) .. select the criteria then press Update Identify scheduling alignment issues for Entities that have multiple schedules. ( Schedule alignment) Balance day to day Workload - match number of jobs with resources
The “Total” row at the top of the Grid gives the number of PM jobs that will be triggered for each day, and therefore shows the day by day distribution of the PM workload. Use this grid to analyse and immediately correct bottlenecks in your maintenance plans. HOW TO MOVE AN ENTITY TO ANOTHER DATE ON THE CALENDAR ? Dbl-clk on the Entity name - this takes you directly to the Main asset form Change the PM date of the Entity to the new desired Pm date Press to return to the Calender Press < Update> to see the changes
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Time Based Scheduling and Multiple frequency considerations (Alignment issues) Consider the case where Pump#1 below has 2 different PM frequencies ( weekly - 7days), monthly -30days)
In the above example, the Grid View of the Calender shows that during the fourth week, both a 7 days work order and a 30 days work order will be generated for the same Equipment. To correct this situation, we can move the 30 day work order to occur on the same day as the 7 days work order, so that only one work order (30 day) will be printed. This is referred to as schedule alignment, and must be done occasionally to PM dates that are close together. Nb: Mis alignment issues can be significantlt reduced if we choose frequencies (F1, F2, F3, and F4) that are multiples of each other. (example: F1=7, F2=28, ) or (example: F1 = 7, F2 = 35, F3 = 70 etc)
How To Align PM Frequencies To align the two Frequencies above: ● From the Grid View of the calender shown above: ● dbl-clk Pump#1, and this will display the Main asset data for Pump#1 ● Manually change the second frequency (F2) from 30days to 28 days to prevent further mis-alignments in theh future ● Manually change the "next PM date" for F2 to 27, Nov 2013, then press save and return to go back to the Grid View. ● Press "Update" to see the changes.
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Work Requisition A work request may be created by anyone in the organization, and directed to the attention of the maintenance department Find A Work Request MCP: " Enter search criteria to Find one or more records"
ADD NEW / EDIT Work Request
Press the to Add a new Work Request (WR) dbl-clk the Work Request Number, Name or Description to open the Work Request
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Add or Edit a Work Request
1. Fill out the Work Request form . 2. Press Save when done
Work requisition numbers are created automatically by the system. The WR Originator is the person who makes the work request. The Send WR To: This is the person responsible for getting the work done. This may be a department head, Planner, Supervisor or any other designated maintenance-person. Category : Choose a predefined category or dbl-clk the category field to add a new category. Work Description - Complete this section to describe the problem. Results - Should be filled in after the work is completed.
Tip: Work requisitions can be created by anyone in the organization, but only authorised persons should convert a work request to a Work Order.
Press button to convert the work request to a work Order. o Nb: The new work order number will be copied to the work request whenever the WR to WO option is used, otherwise the new work order number must be entered manually o Links will copied, but Attachments will NOT be copied to the Work order A Work Order number is automatically generated by the system when a work order is created. Add hyperlinks to files, folders or websites Add multiple attachments Press the button to view the progress of the Work Order ( if created)
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Maintenance Reports
This form is used to generate various types of maintenance analysis reports, work order reports or cost reports. Reports can be configured for: Any date range specified All or one Employee All or one Location, All or one equipment All or one Maintenance type , Work Type Fault Code, Work Order Status etc Any combination of the above that is practical.
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Follow the steps below to create a report Step1: Set the report criteria using the area shown in the screen below
Set the criteria for the report ( date range, Entity, Location , Employee etc.. nb: You may give the criteria a name and save it to favourites for future use.
Step2: Choose a report type ( Work order report, PM compliance report , fault report etc) and a Report format ( date, location, equipment...etc).
Step3: Choose whether to preview, print , save to file or email the report.
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Maintenance Dashboard The Maintenance Dashboard displays a few basic Maintenance Work Order KPI's. (you may contact us to include other KPI's)
You can display results on the dashboard for: >Any date range specified >All or one Employee >All or one Location, >All or one equipment >All or one Maintenance type , Work Type Fault Code, Work Order Status etc >Any combination of the above that is practical.
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CMMS Configuration VERY IMPORTANT !!! ( Before you activate password protection) The following steps must be taken by the CMMS administrator or designate, before passwords are enabled: 1. Create a password for the CMMS administrator ( press ) 2. Assign the CMMS administrator to group 5 by typing the number 5 in the "Group" column on the password and permissions form. Group 5 should be reserved for users that need the highest permission level, with full Read and write Access to all CMMS functions and data Group 4 should be reserved for Super users
n.b: If you do not activate the password feature, all users (including Guests) will be have read, write and delete access for all data.
This module allows the CMMS Admin to: Set and configure user passwords, and user permissions Activate or de-activate the password function . Require each user to login with a password Assign each user to one of four user groups ( 1-4) Set separate read, write or delete permissions to each group to protect the cmms data. Set various warning messages that the CMMS will display Set The PM compliance limits for the Dashboard You can activate the Password function by checking the check box 62 / 70
n.b: If you do not activate the password function, all users (including Guests) will have full read, write and delete permission to all data and features.
See also:
Configure Group Permissions Set User Groups and passwords Set PM compliance Limits
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CMMS Passwords VERY IMPORTANT!!!!!! Do not check the button until you have created an administrator password and set the administrator to group 5 ( highest level of access), otherwise you will be denied access to certain functions. You can assign more than one person to group 5. n.b: If you do not activate the password feature, all users (including Guests) will be have read, write and delete access for all data. User Passwords and Group permissions The CMMS database administrator should: 1. Assigned himself to Group 5, and give himself a password. 2. Assign each general user to a group ( 1 - 3) , and give each user a temporary password . 3. Assign one or more super users to group 4 ( superusers can perform various functions including assigning passwords ( 0-3) Note: o All users have the ability to change their own passwords after they log in o Guests do not need a password o Group 5 should be reserved for the CMMS admin or (group 4 for super users) The Group 5 users will be able to view / change all passwords or Group assignments using the forms below. MCP: select "Users" Tab
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A simple configuration Example is shown below. ( Other configurations may be set up as needed) Group 0 - Lowest level ( Assign to Guests and other users who need read only permission) No password is needed for users in this group. Group 1 -
Higher than Group0 users, ( assign rw permission for some activities)
Group 2 - Higher than Group1 users ( assign rwd permission for some activities) (Supervisors , Planners etc.) Group 3 - Higher than Group2. and persons operating the warehouse, with the authority to issue spare parts and make changes to warehouse data. Group 4 and 5 - This is the highest level and should ONLY be assigned to the CMMS administrator, and other designated super users. Group 5 users have unrestricted access to all the CMMS Data and functions.
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Group Permissions In general, a users permission to read, write or delete the cmms data depends on the group to which he or she is assigned. There are six possible groups ( 0 - 5). Group 0 users have the lowest level of permission, and group 5 the highest). Groups should be assigned follows: 2. Group 0 - Guests -- no password required for this group 3. Groups (1-3) General users whose permission depends on the configuration form shown below. 4. Group 4 and 5 should be reserved for Superusers (4) and the cmms database administrator (5) 1.
Steps Identify a Form and then decide on the type of access that each group should have. n = no access; r = read only; rw = read and write access; read, write and delete
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rwd =
Use the form below to configure the permission for each group. ( this is the default configuration which may be changed based on your needs)
The group configuration form above, is arranged as a matrix showing the Form in the first column, and the type of permission, ( from no permission to full read/write/delete permission). A form is the user interface that gives users access to data stored in the CMMS. Most forms also called modules, can be opened from the main control. The following letters are used to specify the type of access ( n - no access, r - read only (view), rw - read & write , rwd - read/write /delete) Although you may assign full rwd permission to any group, a more practical approach is to give group 0 users the lowest level of permission, and group 5 users the highest. Example: ( The PM Activities Form above is shown in row 1) Based on the configuration Group 0 users have no access(n) – cannot open or view this form Group 1 users have read only access (r) - can view only Group 2 and 3 users have read and write access (rw) – can view / edit the data ( Create PM work orders etc) Group 4 and ( 5 not shown) have users have full access (rwd) to all data via this form. ( can create or delete the PM work orders etc.) Although you might intuitively configure the system so that a level 3 user, has all the permissions of a level 2 user, this is not a strict requirement.
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Set PM Compliance Limits
PM Compliance (%) is a measure of how well the PM Program is being followed. This important metric is displayed on the Main Control panel (MCP) as a color coded number between (0%-100%) The Diagram above is used to configure this dashboard favourite. Three color codes are used to provide a visual indication of the PM Compliance status: 1. Red - Poor 2. Yellow - Average 3. Green - Good In the example above: The Red limit is set at 40% - which tells the program to set the background color to RED, if overall PM Compliance is less than or equal to 40%. The Yellow limit is set at 75% - Which means that PM Compliance values between 40% and 75% will be coded with a Yellow background All values above the Yellow limit will be coded with a Green background, to indicate a good PM compliance result. The 365 days setting - indicates that the range for the dashboard results is for the last 365 days. The following values can be changed/adjusted by the CMMS Admin Red Limit ( range of adjustment is 0% - 100%) Yellow Limit ( range of adjustment is 0% - 100%) Dashboard range ( 1 - 2,000 days)
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Linking the Program File to a DataFile: This CMMS is divided into two main files: ( Program file + Data File) The Program file stores the software code that manipulates the data that is stored in the Datafile ( asset data, employee data, work order data, warehouse date etc.)
For the cmms to function correctly, the program file must be linked with the datafile so that they can share information. The following are advantages of having the files separated. The data file can be located any where on your computer network More than one program file can connect to the same data file ( multiuser application) The program file can switch between more than one data file. ( One at a time) ( for example, DatafileA, could store real company data, while datafile B stores demonstration data for training purposes)
Linking to the data file. This is the process of making the connection between the Program file and the Data file
Re-linking is required if: The Datafile is moved to a different location on the network The Datafile is re-named You wish to link to a different Datafile n.b The Program file will automatically find and link to the Datafile if they are located in the same folder, and the Datafile has NOT been renamed. To Link a ProgramFile to a Datafile: Method 1 1. Click on the Relink to Datfile Button 2. Browse to the location of the dataFile and select it. 3. Press OK and the system will complete the linking process. Method 2 Place the program file is the same folder as the dataFile. Start the program file. ( The program file will once started, will Find and Link with the datafile)
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Delete Trial data The Trial CMMS is pre-loaded with trial ( demonstration data) before it is shipped to allow users the opportunity to practice and become familiar with the functioning of Omega maintenance software. Once the Trial data is no longer needed, it may be deleted, and the user can enter his/her own company data. When ready, Press the "Delete Trial data" Button to delete the trial data. You may now begin use your own company data in the CMMS. n.b If you decide to Purchase a CMMS licence, We will transfer your data to the new CMMS at no extra charge,
Customer Registration Number (CRN) The customer registration number (crn) is unique to each license, and should be quoted on each email sent to Omega Technology To view the CRN : From the main control panel , then select "Show Company information" on the General configuration options page
License Renewal Number ( LRN) . (Supplied annually by Omega Technology ) The LRN will need to be entered each year before the current license period expires ( annually) Use the options button on the company information page to view the remaining days before expiration, or to request a new LRN.
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