Computerized Maintenance Management System (CMMS) for a large organization
is a mission
critical application, it must be able to reliably manage a large amount of information in a multi-user
environment so that many users can concurrently access the same data. All this must be
accomplished while delivering high performance to the users of the system. A CMMS must also be
secure from unauthorized access and provide efficient solutions for failure recovery.
Features of a CMMS include:
| Work Order ManagementCable Tracking
Large volumetrics capabilities High transaction processing performance Building/Space Management Inventory Management Preventive Maintenance Chargeback Accounting Asset Management Project Management Refrigerant Management Bar Coding Safety & Risk Management Equipment Management Scheduling Personnel/HR Management Report Manager & Graphs Multiple Repair Centers Vehicle Management Contract Management |
High availability (low database time)
Industry ODBC standards, open architecture Manageable security Database enforced integrity Client/Server environments, Thin-Client architecture Expanded integration possibilities with other systems Connectivity-TCP/IP (LANs & WANs) Custom Internet interface available Robust, open architecture CMMS for demanding environments. Windows Environment Frequent & User-friendly Upgrades Technical Support Easy accessible history Key Management Haz-Mat Records Condition Monitoring/Groups |
Major CMMS Transactional Components:
1. Work Orders (on-demand, PM, contract, etc. user defined types)
2. PM Generation (both calendar and meter based)
3. Purchase Requisitions/Orders
4. Project Management (activities, resources, budgeting, and direct
link to work orders) __
5. Project Requisitions (direct roll-up to projects) __
6. Sales Orders (back-orders and pending orders included) __
7. Request for Quotes (one button click to convert to purchase requisitions)
__
8. Receiving of material __
9. Equipment Tracking and Maintenance Histories __
10. Asset (Non-mechanical assets) Tracking and Maintenance Histories
__
11. Training Tracking per employee (course names, hours, tuition's,
and travel cost) __
12. Space Inventories __
13. Vehicle Tracking and Maintenance Histories __
14. CAD drawing viewing and redlining of drawings __
15. Request logging (both manual and via e-mail or internet interface)
__
16. Batch posting of labor, material, and other charges __
17. Charge back accounting (allows split billing to unlimited number
of accounts) __
18. Inventory Transfers (drag and drop transfer from one warehouse
to another) __
19. Hazardous material tracking __
20. Refrigerant tracking __
21. Condition Monitoring and batch posting of conditions __
22. Batch posting of training attendance __
23. Batch posting of equipment downtime __
24. Batch assignment of departments to spaces __
25. Contract management for buildings and equipment (both auto and
manual)
__
26. Time and Attendance (both productive and non-productive time) __
27. Direct interface to ASCII bar code readers __
28. Graphing (dozens of graphs and styles available) __
29. Batch posting of meter readings __
30. Fuel and Oil Tracking plus batch posting of fuel tickets __
31. On-hand Inventory Adjustments w/Audit Trails __
Database Tables for the Following:
Shops __
Trades __
Personal Protection Equipment __
Supplemental Skills __
Personnel __
Training Courses __
Departments __
Facilities __
Buildings __
Building categories __
Leases __
Spaces and/or rooms __
Space and/or room categories __
Contracts __
Contractors __
Equipment systems __
Equipment __
Equipment categories __
Standard operating procedures __
Manufacturers __
Lock-out procedures __
Assets (non-mechanical) __
Asset categories __
Vehicles __
Vehicles categories __
Task Library __
Task categories __
Conditions to monitor __
Groups (equip, spaces, vehicles, or assets) __
Check types __
Repair centers (maintenance organizations) __
Accounts __
User security profiles __
Request categories __
Other charge categories __
Time categories __
Vendors/suppliers __
Vendor categories __
Warehouses __
Part/material __
Part/material categories __
Cross-ref. parts/equip. __
Cross-references of parts to vendors __
Hazardous material __
Hazardous material categories __
Refrigerants __
Refrigerant categories __
Tools __
Sites and/or land parcels __
Fuel and Oil Tickets __
Cables __
Cable/Pairs __
Jacks __
Panels __
Work Order Status Types __
Other charge types __
On-hand adjustments __
Documents __
Contracts on a Building __
Equipment on Contract __
Labor charges __
Material charges __
Other/Misc. Charges __
Cross-ref. vendors/parts __
User interface features:
All look-ups available via auto-find method and popup lists. __
Entire applications are drag and drop enabled. Click on item in a lookup list and drag to field and drop. __
User definable nomenclature on key field labels __
Mandatory or required fields are indicated when missing upon record insert __
Help bar for important information of each window. __
Help topics database always available from toolbar. __
On-line electronic manual available for all users __
On-the-fly addition of new lookups available from most windows. __
Keyboard equivalents for most functions __
Security at defined levels for each user and each data entry window. __
Paste link available for all data displayed in list or tables. __
Copy and paste any data elements from reports printed to screen. __
Reports can be printed to screen, a file, a printer, the clipboard or a channel. __
Horizontal and vertical split bars on all screen reports __
Built in wildcard search capability on all popup list or displayed list. __
Scaleable windows for large monitors __
Work Order Browse Function and SQL Browser Window __
Haz-Mat Records
Condition Monitoring/Groups
Auxiliary features
E-mail interface (allows email request and auto-replay for acceptance and denial of work) __
GroupWise __
cc:Mail (VIM) __
SMTP/POP3, Eudora, etc. __
MS Mail __
MS Echange __
MHS, Pegasus, etc. __
QuickMail (Mac only) __
Internet module (Uses browsers such as Netscape, MS Internet Explorer) __
Log Work Request via Internet browsers' __
Query for Work Request and display current status __
List Open Work Orders (by select building) __
List Closed Work Orders __
Query for Work Orders and display current status __
Display reports: Buildings, Rooms, Staff, Inventory by category, Vehicles, etc. __
User definable Facility Department Home Page __
Critical Links pages __
Emergency Procedures pages __
Pager Interface (both alphanumeric and non-alphanumeric) __
ViewCAD module __
Redline and markup drawings on special redline layer __
View over 100 formats including AutoCAD __
Automatically load linked drawings for equipment and spaces __
Print CAD drawings from work order, space, and equipment windows __
Take accurate measurements directly from drawings __
Create URL links on drawings that launch a browser and take you to an
Internet site __
Detailed Specifications on Transactional Functions:
1. Work Orders
Work histories maintained on spaces, equipment, assets, vehicles and groups. __
Duplicate work order checking with user defined date range. __
Automatic checking and warning if service contracts and warranties have expired. __
Assignment and closing function for multiple trade’s __
Assignment of work to specific repair centers __
Lookups for facilities, buildings, spaces, equipment, trades tasks, etc. __
Auto calculation of lapsed times __
Work order priority classification (user defined priority types) __
Classification of work orders by type of work order. __
Posting of conditions using condition monitoring from work order __
Posting of down-time on equipment from work order __
Right-mouse functions for drilling down to other areas __
Right-mouse functions for bringing up maintenance histories __
Posting of unlimited labor lines to specific workers and time types __
Posting of unlimited material lines and auto-adjustment of inventory levels __
Posting of miscellaneous other charges __
Split billing of charges to an unlimited number of accounts. __
Charge back accounting credits and debits the appropriate accounts __
Linking of failure code to work orders __
Tracking and recording of status changes __
Estimating of labor, material, hours, etc. __
Safety and Risk Management sub-module keeps track of S&R related work. __
Printing of TQM questionnaire for customer value with each work order __
Detail sheets on spaces and/or equipment included when printing __
Viewing and printing of CAD drawings with work orders. __
Linking and roll-up of work order cost to specified projects __
Linking of contract work orders to specific contracts and contractors with declining balances. __
User defined action reports are drag-and-dropped as part of work history __
Technician’s report of action taken allows detailed reports to be part of work history. __
Multiple levels of authorization and approval functions __
Categorization of other charges function __
Individual billing of work orders to individuals. __
2. PM Generation
PM schedules for spaces, equipment, vehicles, groups and assets __
PM schedules meter based or calendar based. __
PM consolidation supported (e.g. quarterly and monthly combine to reduce paperwork) __
PM that are seasonal are supported (user defined seasons) __
Automatic assignment of select work for select PM schedules __
Automatic assignment of accounts to charge __
Contract based PM’s are supported with corresponding contract work orders being created. __
PM schedules batch created via drag-and-drop from task library window. __
PM schedules individually created from area, equipment, and vehicles windows. __
Manual PM creation for overriding the PM schedule and selecting priority work. __
Supports Fixed and Floating Schedules __
Batch transfer of PM Assignments to other workers __
Meter based PM’s supported percent margin on meter readings. __
Batch window for quick posting of meter readings __
PM load report projects man-power requirements into the future __
PM generation by PM priority __
PM generation by repair center __
PM generation by technician __
PM generation by select building __
3. Purchase Requisitions/Orders
Create Purchase Orders on parts and material __
Pick and link vendors from popup list __
Auto-numbering or manual numbering of purchase orders __
Blanket purchase orders __
Link each line item to a select account __
User definable nomenclature for purchase transaction __
Each line item ordered linked to a WO __
Each line item ordered has its own comments field __
Blanket Order dollar limits and balance remaining calculated __
Print requisition to screen, file, or printer and copy any portion to
clipboard __
4. Project Management (activities, resources and budgeting)
Project creation, definition, estimating, and budgeting. __
Sub-classing of project into system and sub-systems __
Unlimited number of activities created and linked to project __
Unlimited number of resources scheduled for each activity __
Activities linked to a specific work order __
Project requisitions linked to a specific work order __
Work orders linked to a specific project. __
Cost from work orders and project requisitions roll-up to a project. __
Project module utilized for tracking deferred maintenance __
RS Means Facility Maintenance and Repair Database used to estimated
activity cost __
5. Project Requisitions
Project Requisitions which link directly to established projects __
Each line item have estimates and actual cost. __
Each line item linked to a specific project __
Cost roll-up from project requisitions to the designated projects __
Project requisitions tied to the vendor table (lookups available) __
Each line item marked when it has been received and paid __
6. Sales Orders
Sales Orders of material to be sold directly to departments __
Department looked up from department tables __
Sales Orders billed to one account or split-billed to an unlimited number of accounts __
Each line item credited to a specific account __
Pending Orders created when line items are backordered __
Pick list printed so orders can be filled __
Handle returned items __
Lookups for materials and accounts __
Review pending orders window __
7. Request for Quotes
Create quotes to vendors for select materials and parts __
One-button conversion of quotes to purchase orders or requisitions __
Large comments window for notes __
8. Receiving of material
Receiving parts and material on previously recorded purchase orders
and requisitions. __
9. Equipment Tracking and Maintenance Histories
Equipment recorded and classified by category and system __
Unlimited number of sub-assemblies created using parent/child tag numbers __
Linking of non-tagged items to equipment or sub-assemblies __
Down-time history viewed from equipment window __
Equipment linked directly to facility, building, and space. __
Unlimited number of motors linked to a piece of equipment or sub-assembly __
Lock-down procedures required and linked to a piece of equipment __
Standard-operating procedures linked to a piece of equipment __
Integrated bar-code inventory programs track inventory and record date and workers name. __
Unlimited number of PM’s scheduled on a piece of equipment. __
Life-to-Date cost recorded in real-time as charges are posted on work orders. __
Energy consumption specifications recorded and roll-up to totals displayed from space record. __
Priority of PM on a select piece of equipment established and used during PM generation. __
Drag-and-drop window allowing the batch transfer of equipment from one space to another. __
Maintenance histories include detailed technician report __
Safety and Risk incidents recorded on work orders rolled-up to equipment histories. __
Unlimited number of graphics in .BMP or WMF linked to equipment or sub-assembly. __
A CAD drawing with associated links to sub-drawings linked to a piece of equipment. __
Listing of equipment by facility, building, area, and equipment category by point and click. __
Risk assessment module (JCOHA method) for biomedical equipment used in hospitals. __
Parts cross-referenced to equipment used on whenever parts issued on
work orders. __
10. Asset (Non-mechanical assets) Tracking and Maintenance Histories
Provide an area to store information on non-mechanical assets such as furniture and AV equipment. __
Assets recorded and classified by category. __
Assets linked directly to facility, building, and space. __
Assets linked to vendor and/or manufacturer __
Integrated bar-code inventory programs track inventory and record date and workers name. __
Unlimited number of PM’s scheduled on an asset. __
Life-to-Date cost recorded in real-time as charges posted on work orders. __
Drag-and-drop window allowing the batch transfer of assets from one space to another. __
Maintenance histories include detailed technician report __
Unlimited number of graphics in .BMP or WMF linked to equipment or sub-assembly. __
Listing of assets by facility, building, area, and equipment category
by point and click. __
11. Training Tracking per employee
A list of training courses and separated by maintenance repair center. __
Unlimited number of courses linked to a workers personnel record. __
Training record stores information on date course taken, course tuition cost and travel cost. __
Queries for finding how many people have a course expiring. __
12. Space Inventories
Space records table with information on rooms, parking lots, grounds, and roofs. __
Unlimited number of PM’s scheduled on a space record. __
Space records linked to a specific building and categorized from a lookup table of categories. __
Dedicated window for plumbing information on each room or space. __
Dedicated window for HVAC information on each room or space. __
Dedicated window for window information on each room or space. __
Dedicated window for door information on each room or space. __
View of all equipment and/or assets linked to a space record. __
The ability to drill-down to any equipment or asset record from the space record. __
The ability to assign a department to any space record. __
A drag-and-drop enabled window for batch assigning and re-assigning of departments to spaces. __
Listing of spaces by facility, building, department and space category by point and click. __
Confined space permit linked to a space and prints when printing a work order. __
Recording of an unlimited number of phone number’s to a space to generate WO. __
Drill-down form space record to a building, facility, equipment, or asset record. __
Analyze maintenance cost by square footage and category of space. __
Track YTD expenses from work orders on individual space records. __
Auto-track jobs update fields on space record. (Date last: painted, cleaned, fixtures changed, etc.) __
User definable fields (including field labels). __
13. Vehicle Tracking and Maintenance Histories
Dedicated table to store information on vehicles such as trucks, cars, buses, tractors, etc. __
Vehicles recorded and classified by category. __
Vehicles linked directly to facility, building, and parking area. __
Vehicles linked to vendor and/or manufacturer __
Unlimited number of PM’s scheduled on a vehicle. . __
Life-to-Date cost recorded in real-time as charges posted on work orders. __
Maintenance histories include detailed technician report __
Listing of vehicles by facility, building, area, and vehicle category by point and click. __
Fuel and oil expenses rolled-up to each vehicle from the fuel and oil ticket window. __
Vehicle specific info stored such as tire information, engine size,
VIN number, and state inspections. __
14. CAD drawing viewing and redlining of drawings
ViewCAD for viewing, printing, and redlining of CAD drawings. __
Opening and viewing: AutoCAD, DF, many databases, spreadsheets, word
processor formats, GIF's, JPEG's, and dozens of graphic formats. __
Drawings linked to equipment and space records and auto-load upon demand. __
Unlimited number of drawings linked so clicking on one drawing area loads another drawing. __
Measurements taken from the drawings for doing material estimates. __
Drawings opened from the work order window and printed along with work
orders. __
15. Request logging (both manual and via e-mail or internet interface)
Request log separate from the work order system for holding all requests. __
A method of classifying requests via a lookup table of user definable request types. __
An interface via email and/or internet browser that collects all requests facility wide. __
A batch method of validating, approving, and or denying all requests. __
An automatic process where requestors receive email notice of accepted and denied requests. __
Look-ups in the request log for facilities, buildings, areas, etc. __
16. Batch posting of labor, material, and other charges
Batch posting of an unlimited number of labor charges against multiple work orders within one batch. __
Batch posting of an unlimited number of material charges against multiple work orders within one batch. __
Batch posting of an unlimited number of other charges against multiple work orders within one batch. __
Lookups for workers, accounts, parts charges, other charge types, etc. __
The ability to post technician’s report of corrective action taken along
with charges. __
17. Charge back accounting (allows split billing to unlimited accounts)
The ability to charge work orders, sales of material, fuel/oil, and project requisition to cost centers. __
The ability to credit any charges on a line item basis, one account per line item. __
The ability to charge any of the above items to an unlimited number of accounts, objects and
sub-objects. (split billing) __
The ability to post charged line items which prevents editing of those lines after posting. __
The ability to roll charges and credits up to the accounts used. __
The ability to encumber funds when ordering items from the purchase
order window. __
18. Inventory Transfers (drag and drop transfers of material)
The ability to select inventory from a warehouse and batch transfer to another select warehouse __
The ability to print out a pick list of items to be transferred. __
The ability to audit all inventory transfers by individual worker responsible. __
Processing and tracking of Purchase Orders __
Expandable description capabilities __
19. Hazardous material tracking
Maintain records on all hazardous material stored within your facility. __
Ability to track individual location and quantity records of any hazardous material. __
Ability to store spill procedures and user precautions on line. __
Ability to display all hazardous material located within any space by point and click. __
Ability to classify all hazardous material by type from a lookup table of hazmat categories. __
Ability to track the disposition of the removal of all hazardous material.
__
20. Refrigerant Tracking
Ability to setup up refrigerant classification lookup. __
Maintain individual inventory of refrigerant cylinders, location of cylinders, type of refrigerant,
and quantity of refrigerant in each cylinder. __
Ability to record all refrigerant service transaction by worker, cylinder, equipment and quantity used. __
Complete reporting of refrigerant used by equipment or audit trail of individual cylinder. __
Ability to batch process an unlimited number of refrigerant transactions
in a single batch record. __
21. Condition Monitoring
The ability to define a table of check types or classifications. __
The ability to define individual checks or conditions to be monitored. Each check can have high and
low warnings and various alarms. __
The ability to apply a set of checks to a group of various items including: equipment, vehicles, spaces,
and assets. __
A window for batch recording all conditions monitored on a select piece of equipment. __
The ability to print out a report of all readings on a select piece of equipment. __
The ability to record condition monitored from the work order window by right mouse activating a
condition reading window. __
The ability to graph readings based on various standard deviations.
__
22. Batch posting of training attendance
The ability to select a training course and batch enter all the attendees, their hours, tuition and travel
cost. The batch will update the personnel records of all employees who
attended the training. __
23. Batch posting of equipment downtime
The ability to batch process the downtime on an unlimited number of
pieces of equipment. __
24. Batch assignment of departments to spaces
The ability to select a building and a department. After selecting all the desired spaces for a new
assignment, batch update the department assigned to each of the selected
rooms. __
25. Contract management for buildings and equipment
Special tables which hold information on contractors and their MTD and YTD charges. __
The ability to enter an unlimited number of contracts and link them to a contractor. __
The ability to designate a work order as contract based and roll-up all cost to a linked contract. __
The ability for the work order to popup a list of contracts that apply, when writing a work order
based on the type of work, equipment and/or space being worked on. __
The ability to do declining balance accounting on fixed price contracts automatically from work order. __
The ability to specify what type of work is covered in a contract and which specific buildings and pieces
of equipment are covered by the contract. __
The ability to notify you when all the money allocated under a contract has been committed. __
Reports which compare using an outside contractor versus doing the work
in-house. __
26. Time and Attendance (both productive and non-productive time)
The ability to define an unlimited number of time types. __
The ability to separate work order time from non-work order time. __
The ability to decide which time types to include in productivity reports. __
The ability to define rate multipliers, including shift differentials for various shifts. __
The ability to view a select workers time sheet for a user specified period. __
The ability to view time by the selection of a type of time recorded. e.g. all vacation time. __
The ability for a worker to have an unlimited number of charge rates
based on time types. __
27. Direct interface to ASCII bar code readers
ASCII bar code reader programs for auto-loading into hand-held Barcode readers. __
Paperless inventory program for counting stock on-hand in warehouses. __
Issuance of inventory over-the-counter and recording of worker and work order from bar codes. __
Uploading of inventory transactions and auto-adjustment of quantities on hand at end of day. __
Asset and equipment inventories with old locations, new locations adjusted
and worker involved. __
28. Reports and Reporting
Reports, divided into broad categories such as Management, Setup,
Stockroom, PM, Work Order Status, Safety and Risk, etc.__
Full-featured adhoc report writing with reusable reports. __
Executive report function defining user-specific list of favorite reports. __
Drag and drop printing of reports. __
Vertical and horizontal split bars on all screen reports. __
Copy data from any screen report and paste into any other windows application. __
Reports output in various file formats. __
