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New Functions
Dual User Interface
Ease of use, rapid system navigation and quality system auditability are
the major goals of our work order management enhancements in Version 6.
We’ve added significant database capabilities to our work order module,
including separate auditable history files for work order tasks and equipment
safety & hazardous materials plans.
This screen - view
screenshot - illustrates the work order list from the main SMMS
screen. This list can be sorted by all of the major work order categories,
including Work Order number, Equipment, Procedure, Project, Schedule date,
Cost Center and Assigned to.
You can also filter the list by Maintenance Type, Skill and Plant Shutdown
code.
As noted above, sort and filtering defaults for all of the SMMS system are
defined for each user in the user security file, and can be changed by the
user while the program is running. You can also change the sort and filter
settings while the program is running without affecting your default settings.
When you select a work order from the list, and press the right mouse button,
a pop-up menu displays all of the options available for work order management.
The pop-up menu appearance differs based on user security authorizations;
the window shown in here - view
screenshot - reflects a fully authorized user.
By selecting a pop-up menu option, you are transferred to the work order
maintenance screen for the function and work order you selected!
This screen - view
screenshot - shows the maintenance screen for a selected work
order. The screen is presented in “notebook style” with nine notebook pages
representing each of the major work order management functions: general
information, scheduling, completion, parts required & used, labor, tasks,
notes, safety & HAZMAT plan, and lost time codes.
Refer to this screen - view
screenshot - which displays the “general information” tab:
1. Select a different “notebook page” by clicking on the tab with the mouse.
2. You can “look up” codes by clicking on the “spyglass” box to display
a selection window.
This screen - view
screenshot - illustrates part requirements and usage reporting,
which have been combined to a single screen for Version 6.
3. You can add parts required and parts used for a work order by scanning
the part number with a wedge scanner, selecting it from a popup selection
list, or typing the part number in directly. As with earlier versions, “lookup”
screens are available for Parts and Locations.
4. Required parts can be linked to a specific Task Id, which are independently
schedulable in Version 6.
5. If you’re using the actual (or “replacement”) costing method, you can
enter the part cost directly on the work order screen as the parts are used.
6. “Double-click” on any date to display a calendar window.
This screen - view
screenshot - shows a sample work order task list.
7. Version 6 tasks are sequentially numbered and each task can be independently
scheduled. The ability to independently schedule tasks allows you to link
purchase order requirement dates, fine-tune your labor schedule, and tie-in
sub-contract work orders to contract maintenance.
8. You can also add, remove, and change tasks applicable to this work order
only. In prior versions of SMMS, this feature was available only for “temporary”
procedures (“*TEMP procedures).
9. Work order procedures that have “outsource requirements” can automatically
create a purchase order for the outside service, based on the Contract List
number defined on the procedure.
10. Labor reporting maintains the same familiar interface-style for version
6 - view screenshot
- with the added feature of being able to tie specific labor hours in to
specific work order tasks.
11. Double-click on any date field to display a calendar screen from which
you can select a date.
Additional Work Order Enhancements
Other new work order features
include the ability to store Safety and Hazardous Materials handling plans
based on equipment id, rather than as part of the work order notes (as required
in prior versions.) In Version 6, your safety and HAZMAT plans are stored
permanently and separately for each Work Order and can be tailored to the
needs of the work order. This provides a permanent, work order-based audit
trail.
Work orders can be closed or canceled as a group, en masse, instead of one
at a time – as in prior releases. This is accomplished by selecting multiple
work orders (the orders you want to close or cancel), right clicking to
get the pop-up menu, and selecting “Multiple Close” or “Multiple Cancel”.
Clients using generic work orders for nonscheduled maintenance can enter
multiple work orders, up to 999 at one time, for the same equipment and
procedure id. This enables you to create multiple “TBD” orders for your
nonscheduled maintenance all at once.
Parts & Inventory Management Enhancements
Based on user suggestions,
Version 6 adds inventory consolidation features, additional costing methods,
and integrates inventory management features with the new functions added
for work orders and purchasing.
NEW COSTING METHODS - view
screenshot - Version 6 allows you to use one of four costing
methods for your inventory. In addition to the traditional “average cost”
approach:
- Weighted Average Cost. Uses the “weighted average” of receipts and
total cost over the most recent three receipts to calculate a part cost.
- Standard Cost. Uses a cost standard defined for the part and manually
assigned periodically (for example, in conjunction with annual budgets.)
- Replacement (Actual) Cost. Enter the part cost at the time it’s used
on a work order, based on the actual or replacement value.
The part costing method you choose is selected at the Company or Division
level.
MEASUREMENTS AND STANDARDIZATION - view
screenshot - A new “Unit of Measure” master file helps validate
and standardize part unit of measure reporting in Version 6. Also, there
are now three categories of parts you can define to the system:
- Basic parts
- Sub-assemblies
- Assemblies
You can now purchase, inventory, and use assemblies and sub-assemblies on
work orders! (In Version 7, we’ll add Bill of Material processing in order
to provide complete definitional capabilities for assemblies.)
The “Corporate Part Id” shown near the bottom of the screen is designated
to be the “master” part id for your corporation. This enables us to provide
a “Consolidated Inventory Display” and “Consolidated Inventory Report” that
you can use to locate substitution parts in other divisions of your Company
--- even if the other divisions all use a different part numbering scheme
than you!
The “Consolidated Inventory Display” is sortable by Company, Division, Corporate
Part Id and local Part Id to enable easy cross-reference. The Consolidated
Inventory screen is accessed from the “Inventory” outlook bar on the main
system display.
MANUFACTURER DATABASE AND MANUFACTURER PART NUMBER - view
screenshot - Finding the correct SMMS part number when you only
have the Manufacturer’s Part Number available is an important cross-reference
capability.
In Version 6 of SMMS, we’ve added a “Manufacturer” database to store and
track critical information about equipment and part manufacturers. We’ve
also added a new tracking capability to the Part Master database to allow
you to sort and lookup part numbers by the Manufacturer’s part number.
Additional Inventory Enhancements
You can now have up to 99 “user defined” fields on the part master
and related master information screens, allowing you to define your own
data elements to track and store in the SMMS system.
Receive a part into a warehouse location without the need to first
define that location for the part in Part Maintenance.
The Part Maintenance & Inquiry screen contains a notebook tab showing
ALL purchase orders (open and history) that acquired the part! view
screenshot
- There is also a separate tab that shows the complete inventory
adjustment history for each part in the Part Maintenance & Inquiry
program. view
screenshot
Purchasing
SMMS Version 6 significantly
increases the power and flexibility of our purchasing module while preserving
simplicity and ease of use.
To meet this goal, we’ve improved the processing and information flow
through the purchasing module, provided new linkages to expand the SMMS
interface with other systems, and provided a means to use vendor contract
maintenance for outside services and work orders.
This screen shows - view
screenshot - the new header screen for Requisitions & Purchase
Orders.
A major enhancement in Version 6 is that you can enter manual requisitions
and purchase orders without using existing order proofs, as required by
prior versions. This provides greater flexibility in ordering as “rush”
orders need not be tied-in to existing proofs.
As with earlier versions of SMMS, the system will assign a requisition
number for each order processed; your use of the manual Purchase Order
number field is optional.
We’ve enhanced the tie-ins for purchasing and inventory in Version 6,
making it easier for you to interface SMMS inventory and purchasing to
your corporate ERP system, while maintaining the integrity and scope of
maintenance inventory information.
This screen shows - view
screenshot - the Delivery screen for Requisitions and Purchase
Orders. This screen contains the shipping instructions for the order.
You can explicitly tie-in to a work order task by entering the work order
number and task id into this screen. Likewise, you can use the “List”
field to indicate the contract list to be performed on the requisition.
When you enter a quotation list number into this screen, the system will
print out the tasks and other special information related to a vendor
sub-contract or “outsourced” maintenance activity.
Also new for Version 6 is the ability to track order revision and revision
dates. The system will automatically increment the revision number and
revision date when key purchasing values change, such as quantity, price,
delivery date, and item numbers.
The Order Completion screen (not shown) allows you to close orders, and
shows receiving and related details. In Version 6, you can use this screen
to receive parts complete and close the order, all with a single click
of the mouse! This saves the labor of receiving the line items one-by-one
before you can close the order.
This screen shows - view
screenshot - the Order Details screen, listing the parts on
the order. Now you can enter, change and receive line items on the same
screen. (There is also a “rapid entry” screen for receiving use with bar
code scanners.)
Version 6 also allows you to use special items for overhead lines such
as premium freight, rush order charges, and other order-related charges.
For sub-contract and outsource maintenance, this screen will show a special
item referring to the quotation number from the Delivery panel. An additional
notebook page (not visible here) also shows the quotation task list, which
is printed to accompany the order to the vendor.
Additional Purchasing Enhancements
When you enter a new Work
Order that requires an outside contract operation, the SMMS system will
automatically create a vendor requisition for the Vendor Quotation linked
to the WO’s Procedure Task List. view
screenshot
In Vendor Maintenance, we’ve added a new “Contacts” screen that allows
you to enter multiple vendor contact names, phone numbers and email addresses…enabling
you to store all of your vendor relationships online. There’s also a “corporate”
vendor id, enabling you to define a hierarchical relationship between
vendors of related companies. view
screenshot
Master Information Enhancements
Many of the Master Information databases have been expanded to allow you
to store additional maintenance information:
- User-Defined Fields
– Many times the “standard” information stored in the system is not
adequate to meet your Company’s needs. For that reason, we’ve added
“user-defined” fields to the Equipment, Employee, and Parts files.
These “user defined” fields allow you to define and store up to 99
additional data fields for each file.
- This screen - view screenshot
- shows a sample of the “Order List” now included with many of the
master information screens. The “Order List” shows the complete order
history for equipment, parts, vendors, schedules, procedures, and
crafts.
The order list shown here - view
screenshot - is the work order history for the equipment file,
and is part of the Equipment Maintenance & Inquiry screen. Note that the
order list is comprised of all open, closed and canceled orders, providing
a complete “order history” picture for the equipment item.
- Safety & Hazardous
Materials – Safety and HAZMAT plans are now defined separately for
each equipment item, and they are stored separately with each work
order. This allows segregation of the safety plans from the Notes
files, and the Safety plan can be customized for each work order.
- Equipment Locations
and Sub-Locations -- Now you can define distinct equipment locations
and sub-locations as part of your Equipment database.
- Work Order tasks are
also now maintainable and stored separately with each work order…
you’ll always have an accurate work order history, even if the tasks
were customized.
- Additional scheduling
flexibility is provided through separately assigning and scheduling
each work order task. You can also link tasks with labor reporting
and parts utilization, as well as vendor “outsourced” maintenance.
- “Equipment Categories” are now a part of the Equipment file, permitting
you to refine and categorize equipment name standards. Examples of
equipment categories might be: Motors, Compressors, Conveyors, Boilers.
Define and store “Name Plate” information for equipment items based on
the Equipment Category, by creating standardized categories for equipment
information normally appearing on the equipment “name plate.” In this
screen - view
screenshot - the Name Plate information shown for the Compressor
is unique to the COMPR Equipment Category.
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