Content Index

Version 7

Technical information and installation

Menu

Identification and password

Main Screen Menu

File

Setup

Procedures

Reports

Security

Help

INDEX

TECHNICAL INFORMATION

Minimum hardware requirements: 
Pentium III PC, 512MB RAM and 1GB free in Disc.

Software requirements: MS Windows 2000 Pro, or MS Windows 2000 Server, or MS Windows 2003, or MS Windows XP, Internet Explorer V6.x, IIS, SQL Server 2000 or MSDE.

Architecture: Frameworks 1.1

RDBMS: SQL Server 2000

INSTALLATION

The installation of this software should be done
by a Microsoft Certified Network Technician.

An installation disc has been provided. 
Please insert the disc on the computer where the software is going to be installed, do not install through a local area network (LAN).

Double click on the SETUP file to begin installing the software. Please follow the instructions on the screen:

1. INSTALL IIS

If installing on a server please install IIS " Internet Information Services" on the same server where the database is if different from the one where the application is installed.

To install IIS 6.0 on the Operating System follow these steps:

1. On the Start menu, click Control Panel.

2. Double-click Add or Remove Programs.

3. Click on Add/Remove Windows Components.

4. Click Internet Information Services (IIS) and then click Details.

5. In Internet Information Services (IIS), select the check boxes for SMTP Service and the World WideWeb Service, and then click OK

2. REGISTER ASP.NET

Please click on this option if you installed Frameworks before IIS or if you are not sure about that.

3. INSTALL MSDE

Please click on this option if you do not have either MSDE or SQL Server 2000 installed in your PC.

4. INSTALL MMS NET

Please click on this option if you are sure that all the prerequisites (1 to 4) are installed.

When installation is ready an icon will show up on your desktop: MMS Net

For initial full access please use the following:

USER: administrator

PASSWORD: administrator

You will access the Menu screen (main screen) of the software:

MAIN SCREEN

Click HOME on the menu bar to access this screen.

This is an automatic TO DO  Screen. This screen is displayed every time you start the MMS7 or update the company information, showing all pending tasks in one page.

GRAPHIC CALENDAR: Use this option to select a particular day or group of days of any month to check maintenance tasks ahead in time. Click the REFRESH button every time a new group of dates is selected on the graphic calendar.

TASKS:

·         PM REMINDER: Equipment not due for maintenance but in need of counter updates such as Miles, Km, Hours, Meters or operator service reminders.

· PM TASK TO DO: Equipment that require maintenance or due for maintenance according to the frequency schedule.

·  OPEN WORK ORDERS: Service or repair orders still open that require immediate attention.

·  INVENTORY ITEMS THAT NEED TO BE ORDERED: List of items in low quantity or out of stock.

1. FILE

a. COMPANY INFORMATION: Click on this option to display the following form and input your company’s data:

Input the Name of your company, P.O. Message (if you want a message to appear on P.O.s), W.O. Message (if you want a message to appear on W.O.s), the shipping and billing information of your company.

Reports and indexes will appear with the data indicated here.

b. BACK UP: Use this feature to Back up data periodically depending on the frequency of the transactions.

c. RESTORE: Use this feature to Restore data.

2. SETUP

7.0 MMS basically provides three main sections (MENUS):
      SETUP, PROCEDURES AND REPORTS.

All modules have the same criteria of operation. For example the Notes Library: a search can be performed using the SEARCH button or a new Note can be entered at anytime with the ADD NEW button. Input the Code, Text and Date for the new Note and use the SAVE button to save the new Note on the database, or the CANCEL button to cancel. Once Notes have been entered they can be selected from a list (codes in blue) and can be modified with the EDIT button or erased from the database with the DELETE button.

a. ACCOUNTS:  Use this feature for the designation of internal accounts for management or administrative purposes.

b.  COST CENTER: Maintenance and repairs can be assigned to individual cost.

c. SERVICE PROVIDERS: Enter employee’s or company’s information. Please select the appropriate field (Employee or Company) before entering new information.

Once Service Providers have been entered they can be selected from a list (codes in blue) and their email addresses can be added by clicking on Email (in blue) next to the provider. Click on ADD NEW to input a new email address and choose the format: HTML (can be send to emails only) or TEXT (can be send to emails and to cell phones as regular text messages where cell phone service with this feature is available). Click on SAVE to register the new email address, CANCEL to cancel the transaction, EDIT to modify the address or DELETE to erase the address from the database.

d. LOCATION:  The area where your equipment is installed, or for outside services: buildings, etc.

e. NOTES LIBRARY: Allows the user to select a particular Note for a process, repair or security check that needs to be performed routinely.

f. SKILLS: Create skill codes and use them to setup PM Tasks, such as Electrician, Mechanic, Supervisor, Engineer, etc.

g. PM TASK LIBRARY: Specific task that need to be executed during a preventive maintenance operation for quality control or equipment operation.

h. VENDORS: Enter the information of suppliers of parts or equipment

3. PROCEDURES

a. EQUIPMENT: Enter any new equipment for which you want to create PM tasks or generate Work Orders. Use the ADD NEW button to create a New Equipment.

Input the Equipment’s Information on the Identification Tab and the Equipment’s Location on the Location Tab. The Location is the department or place where this Equipment is installed. Locations are entered in the SETUP MENU.

Once Equipments have been entered they can be selected from a list (codes in blue) and information can be modified using the EDIT button or the Equipment can be deleted from the database using the DELETE button. Before deleting Equipment from the database ANY PM SCHEDULE RELATED TO THE EQUIPMENT MUST BE DELETED.

i. COMPONENTS AND PICTURES: New components and pictures can be added to the Equipment by clicking on COMPONENTS or PICTURES (in blue) next to the Equipment. Input component’s information by clicking the ADD NEW button.  Add pictures by clicking the ADD NEW button, click on BROWSE to locate picture files to be designated for the Equipment. Enter files of drawings or procedures to perform repairs or any maintenance job with a visual approach. Enter image files from any camera, scanner or graphic utility software (not supplied with MMS7).

ii. PREVENTIVE MAINTENANCE SCHEDULE: Create PM SCHEDULE for the Equipments by clicking on PM SCHEDULE (in blue) next to the Equipment for which the maintenance is needed.  This feature is used to create individual tasks for each piece of equipment. Click on ADD NEW to enter a new PM Schedule.

Enter a DESCRIPTION if necessary, select the STANDARD PROCEDURE, and select the SERVICE PROVIDER. In the UNIT OF MEASURE field select the frequency and in the FREQUENCY field enter the number that corresponds to the required PM interval. For example, if you selected the Unit of Measure Days and the Frequency 30, the PM report will show up this particular task every 30 days on the reports and the Main screen. Select the DATE OF THE LAST TASK READING, the ESTIMATED TIME TO COMPLETE the task and the ESTIMATED DOWN TIME for the Equipment. Select a NOTE or enter ADDITIONAL NOTES if needed. Click on SAVE to register the operation or CANCEL if you want to erase it. Once PM Schedules have been entered they can be selected from a list (codes in blue) and information can be modified using the EDIT button or they can be deleted from the database using the DELETE button. 

iii. PERFORM A PM TASK: This is the form to register that a PM Task was executed to initiate the PM cycle again. Click on PERFORM A PM TASK (in blue) next to the Equipment for which the PM Service was done. Select one PM TASK that originated the service. Then select the TYPE OF SERVICE PROVIDER that performed the service if different from the preset and choose the name of the Employee or Company by selecting from the list under PM PERFORMED BY if different from the preset. Enter the LAST READING, modify the DATE if required and enter any text or explanation under COMMENTS. Click on SAVE to register the transaction.

b. WORK ORDERS: To generate a Repair Ticket or Service Order enter the information on Work Order.  Click on ADD NEW to generate a new Work Order

Select the EQUIPMENT to be serviced and enter a DESCRIPTION. Select the TYPE OF SERVICE PROVIDER and choose the name of the Service Provider next to SERVICE PROVIDER. An email can be sent automatically to the Service Provider if the Box on the right is checked (SEND EMAIL TO SERVICE PROVIDER). Select the TIME STAMP CREATED and the date when service is SCHEDULED TO BE COMPLETED. Input the name of the person who requests the Work Order next to REQUESTED BY and the name of the person supervising the Work Order next to SUPERVISOR. These last two fields are optional. Once WORK ORDERS have been entered they can be selected from a list (codes in blue) and information can be modified using the EDIT button or they can be deleted from the database using the DELETE button.

After a Work Order or Service is completed DETAILS and costs can be added. Click on the completed Work Order (code in blue) and the WORK ORDER DETAILS screen appears. Select from LABOR, PART or ORDER. Select an ACTION if it is a billable or non billable work, the TYPE OF SERVICE PROVIDER, the SERVICE PROVIDER and the TIME STAMP. Check the box COMPLETED to close a Work Order that has been completed. Select from COST BY HOUR or FLAT RATE to enter the appropriate form of payment. Input the NUMBER OF HOURS and the COST BY HOUR. The TOTAL COST is calculated automatically. Enter any NOTES or remarks if necessary. Click ADD to save the Details and Enter new Details.

After a Work Order is created it can be printed by going to the REPORTS menu and selecting Work Orders. Once a Work Order is selected here, it will appear on a new screen with a PRINT button on the upper right hand side.

c. INVENTORY:  A standard inventory module is added to manage equipment parts with reorder level, cost and location. Click the ADD NEW button to input the information of a new Part.

d. ISSUE AND RECEIVE:
Use this feature for Parts of Equipment Issued or Received.

e. PURCHASE ORDER: This feature is used for administration purposes and inventory control. Use the ADD NEW button to create a new PURCHASE ORDER.

Input the Purchase Order’s Information on the Information Tab and the Purchase Order’s Freight Information on the Freight Information Tab. Click on SAVE to register the transaction.

After a Purchase Order is created it can be printed by going to the REPORTS menu and selecting Purchase Order. Once a Purchase Order is selected here, it will appear on a new screen with a PRINT button on the upper right hand side.

f. RECEIVE PURCHASE ORDER: This feature is also used for administration purposes and inventory control. Select one Purchase Order to be received by checking the Box next to it. Select the TYPE OF SERVICE PROVIDER, the name of the SERVICE PROVIDER and the DATE when it was received. Click on RECEIVE to confirm.

g. EMAIL FOLDER: This folder saves all sent emails for future reference

4. REPORTS

a. REPORTS: Multiple reports can be selected under this option: Closed Work Orders, Equipment List, Inventory Re-order Report, Inventory Report, Open Purchase Orders, Open Work Orders, PM Maint. Due by Date Range, PM History ISO Daily, PM History ISO KM. Miles. Hours., PM Reminder List, Received Purchase Orders.

i. CLOSED WORK ORDERS: Closed Work Orders are viewed by Date Range and by Service Provider and Equipment. The completed Work Orders of a Company or an Employee can be viewed to verify that the work was done and to see the Equipment that was serviced.

Select the DATE RANGE as needed, select the TYPE OF SERVICE PROVIDER (Company, Employee or All if the report for both is needed), select the SERVICE PROVIDER (Company name or Employee name) and select the EQUIPMENT.

ii. EQUIPMENT LIST: The Equipment List is viewed by Location. Select a LOCATION from the list or ALL LOCATIONS if the complete list of equipment is needed.

iii. INVENTORY RE-ORDER REPORT: Criteria for this report are Account, Vendor and Location. They can be selected from a list or ALL if needed.

iv. INVENTORY REPORT: Criteria for this report are the same as for the Inventory Re-order Report.

v. OPEN PURCHASE ORDERS: Open Purchase Orders are viewed by Date Range and by Account and Vendor. Select the DATE RANGE as needed, select the ACCOUNT and VENDOR from the list or select ALL if needed.

vi. OPEN WORK ORDERS: Criteria for this report are the same as those for Closed Work Orders Report.

vii. PM HISTORY ISO (DAILY): This Report is viewed by Date Range and Location.

viii. PM HISTORY ISO (Kilometers, Miles, Hours, Cycles): Criteria for this report are the same as those for PM HISTORY ISO (DAILY).

ix. PM MAINTENANCE DUE – BY DATE RANGE: Select a DATE RANGE for this report.

x. PM REMINDER LIST: Select a DATE RANGE for this report.

xi. RECEIVED PURCHASE ORDERS: Criteria for this report are Date Range, Account and Vendor.

b. PURCHASE ORDER: Purchase Orders appear by Number. First, check next to one of these Options: View ALL Purchase Orders, View ONLY OPEN Purchase Orders or View ONLY CLOSED Purchase Orders. A list of the required Purchase Orders appears for selection and one of them can be opened for viewing or printing once selected.

c. WORK ORDER: A Work Order can be selected from a list or its number can be entered for viewing.  Check Select Work Order to view the list or Enter Work Order to enter the number. To select a Work Order from a list use the same procedure as for the Purchase Order Report or input the Work Order’s Number in the box to view it.

d. PREVENTIVE MAINTENANCE: Preventive Maintenance Schedule Equipment can be selected from a list.

 5. SECURITY

a. USERS: In the 5 users or Multiple Users versions, this feature is used to ADD NEW users to the software. Security levels can be designated for each user to access the MMS7 by checking on the Options boxes on the right.

b. CHANGE PASSWORD: Use this feature to modify the password to access.

c. AUDIT LOG: A register of every transaction done is kept in this LOG. Criteria to view the log are: Date Range, User, Source and Operation.

6. HELP

a. HELP: One of two options for help can be chosen: Online Help and Manual. Online Help displays a form to be filled to contact the Support Department. Manual is a feature used to print this guide.

b. ABOUT: Information about our company and how to contact us is provided here.

 7. EXIT: The LOGOUT option is here. Make sure to close the session when finished for protection and security.

General Index

 Index

Menu Bar

Add Equipment

Equipment List

File

ID

installation

Inventory

Maintenance Schedule

Password

Perform PM Task

Pictures

Procedures

Purchase Order

Reports

Send Email

Setup

Users

Work order