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© 2010-2013 SMGlobal Inc.
FastMaint CMMS 6.1 User Guide
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Rev 2013-04-10
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Printed: April 2013
FastMaint CMMS 6.1 User Guide
© 2010-2013 SMGlobal Inc.
Contents
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Table of Contents
Part I Welcome to FastMaint 6
Part II Getting Started 8
................................................................................................................................... 91 About Tasks and Work Orders
................................................................................................................................... 112 Maintenance Management Workflow
................................................................................................................................... 143 Setting Up The System
Part III Screen Reference 18
................................................................................................................................... 191 Main Window
................................................................................................................................... 202 Lists (left bar buttons)
.......................................................................................................................................................... 23Calendars
.......................................................................................................................................................... 25Categories
.......................................................................................................................................................... 27Equipment
.......................................................................................................................................................... 31Locations
.......................................................................................................................................................... 34Parts
.......................................................................................................................................................... 37People
.......................................................................................................................................................... 39Purchases
.......................................................................................................................................................... 42Tasks
.......................................................................................................................................................... 47Vendors
.......................................................................................................................................................... 49Work Orders
.......................................................................................................................................................... 58Statistics
................................................................................................................................... 603 Toolbar (top bar buttons)
.......................................................................................................................................................... 61Workload Balancing And Detecting Schedule Conflicts
.......................................................................................................................................................... 63Planning Report/ Print Work Orders
.......................................................................................................................................................... 67Fast Feedback
.......................................................................................................................................................... 69Email Processing
................................................................................................................................... 734 Menus
.......................................................................................................................................................... 76Importing Data
.......................................................................................................................................................... 79Export Wizard
.......................................................................................................................................................... 81Groups
.......................................................................................................................................................... 83User Accounts
.......................................................................................................................................................... 85Settings (Email, Alerts, etc.)
.......................................................................................................................................................... 90Reports
................................................................................................................................... 1055 Other
.......................................................................................................................................................... 106HTML Editor
.......................................................................................................................................................... 109Login Window
.......................................................................................................................................................... 111Web Based Work Request Module
Part IV Frequently Asked Questions (FAQs) 115
................................................................................................................................... 1161 How to import data?
................................................................................................................................... 1222 Do I need to create a new task every time I want a new work
order?
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................................................................................................................................... 1233 How to create a 240 day task?
................................................................................................................................... 1304 How to create a meter based task?
................................................................................................................................... 1365 How to create an alarm based task?
................................................................................................................................... 1406 How can I see past due, current and future work orders?
................................................................................................................................... 1417 How can I create breakdown/ request work orders?
................................................................................................................................... 1428 How do I get rid of work orders that were never worked on?
................................................................................................................................... 1439 How can I print files attached (linked) to a work order or other
report?
................................................................................................................................... 14410 How can I customize a report?
................................................................................................................................... 15011 How can I sum a numeric field on a report?
................................................................................................................................... 15112 How do I use barcodes?
................................................................................................................................... 15313 How do I install/ upgrade FastMaint?
................................................................................................................................... 15614 How do I back up and restore my data?
................................................................................................................................... 15715 How can I open the database with another program (e.g.
Microsoft Access)?
Part V For IT Administrators 160
Part VI Getting Support 165
Part VII Video Tutorials 167
Part
I
Welcome to FastMaintFastMaint CMMS 6.1 User Guide
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1 Welcome to FastMaint
FastMaint can help you quickly put together a maintenance management
program. Manage preventive and unplanned (e.g. breakdown) maintenance
jobs, track inventory usage, labor and material costs, create a variety of reports
and more.
FastMaint comes in four editions; Basic (single user), Standard (single user),
Professional (multiple users) and Web (browser access, multiple users).
This help documentation is for the Basic, Standard & Professional
editions.
If you are new to FastMaint you may want to see the Getting Started section
and the Frequently Asked Questions (FAQs) section. You may also be
interested in seeing Video Tutorials .
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2 Getting Started
Work through this section to get a sense of what FastMaint can do for you, and
how.
To start off you may want to see the About Tasks and Work Orders section.
Then, as you use the system, you'll probably discover features you want to
know more about - that's the time to consult the Screen Reference section
and the Frequently Asked Questions (FAQs) section.
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2.1 About Tasks and Work Orders
In FastMaint, you create maintenance task templates that are used to create
maintenance work orders as needed (i.e. planned as well as unplanned/
breakdown work orders).
Some tasks are one-off, and you can treat them as "Any Other Maintenance".
However, most tasks will require work orders more than once, so FastMaint
enables you to enter them in the system for later re-use.
Whenever you create a work order,
FastMaint fills it with information from
the task - you can edit this information
as required on the work order.
Typically, a work order is created in
one of three ways (see illustration):
Automatic: The task's frequency
settings automatically schedule
work orders, e.g. a monthly deep
clean or a quarterly oil change. When
you run the Planning Report these
work orders are automatically
created. You can also modify these
work orders .
Manual: The task frequency is
specified as “Unplanned”.You enter the work order manually . Once created
you can also modify these work orders .
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Equipment: An alarm or meter reading on a piece of equipment triggers
different tasks to generate work orders. Again, this depends on the task's
frequency settings .
Among other things, tasks and work orders can also be assigned equipment ,
parts (spares) , people and locations . By default these assignments are
copied from the task to the work order. However, you can change them as
needed on the work order.
Next, have a look at the Maintenance Management Workflow section to
understand how the pieces fit together.
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2.2 Maintenance Management Workflow
At its core, FastMaint has a very simple workflow:
Task Frequency
settings
automatically
schedule planned
work orders
The task's frequency
settings automatically
schedule work orders, e.g.
a monthly deep clean. An
alarm or meter reading
on a piece of equipment
triggers the a task to
generate a work order.
Again, this depends on the task's frequency settings .
If you have the Web Based Work Request Module , your staff and clients can
also make maintenance requests online. Use the Requests/Breakdowns button
to schedule work orders from the work requests.
Manager reviews scheduled work orders, then creates
and emails/ prints them
"Planned" work orders appear on the work order list without a status . Find
these by running a Planning Report , or just by double-clicking them. Once you
have created and saved them, you can email or print the work orders using the
Planning Report .
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Manager creates any unplanned work orders and prints
them
You can also create "unplanned" work orders . Once you have created and
saved them, email or print the work orders using the Planning Report .
Maintenance staff execute the work orders
Who does what, using which equipment depends on the work order or the
original task - see About Tasks and Work Orders . This information will be on
the work order. If the maintenance staff received the work order by email they
can reply to the email with updated status and their feedback. If you have
FastMaint Professional you can process such emailed updates and automatically
update/ close the work orders.
A special WO Tag field can contain special lockout data/ shutdown information
about the equipment or location.
Manager or staff update the work order...
You can update the status of a work order by opening and editing it. If you have
FastMaint Professional you can also update batches of work orders using Fast
Feedback or use the Email Processing feature to automatically update work
orders based on emailed responses from maintenance personnel who complete
the work orders.
If you have the Web Based Work Request Module , your non-maintenance
users e.g. customers or management, can also check the status of tasks work
orders online. If you have the Barcode Support Module , you can also use the
“Find” feature to bring up the correct work order using a hand scanner to scan
the bar code from the work order printout.
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...FastMaint updates any quantities
If your tasks or work orders specify particular parts (spares) , then FastMaint
updates the quantities of these. (Should a work order be canceled, it "returns"
the parts to the inventory.)
Manager generates any reports
You can use a range of built-in or custom reports to monitor maintenance
activity over time - see Report Designer .
Next, have a look at the Setting Up The System section to understand what
you need to setup the system.
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2.3 Setting Up The System
Once it's installed, you can start using FastMaint right way; just generate work
orders, and enter any reusable information as you go along (there's always a
handy Add or Edit button). If in doubt, base work orders on the "Any other
maintenance" task.
However, depending on how you plan to use the system, you may want to
enter some information right away either by entering your data or importing
existing data .
Workflow
FastMaint enables you to assign work orders to particular people, and track the
progress. You can also use this information to avoid asking two people to be in
the same place at once! (See Workload Balancing And Detecting Schedule
Conflicts .)
Equipment: Enter the equipment to be maintained - see Equipment .
Locations: Buildings, rooms, assembly lines, stations, etc where maintenance
may be needed - see Locations .
Parts: Maintenance parts/ spares needed to complete maintenance - see
Parts .
People: About the workers performing the maintenance - see People .
Tasks: If some people are needed for certain jobs, set up a list of tasks and
assign people to them - see Tasks .
Groups and User Accounts: If other users are able to update the status of
work orders, then you need to assign passwords and permissions - see
Groups and User Accounts .
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Consider getting the Web Based Work Request Module , an add-on product
that allows any user to submit a work request for breakdown (Unplanned) tasks
or report alarm conditions via a web browser. For more information please visit
http://www.smglobal.com.
Inventory
FastMaint can track the use of parts, and even generate purchase orders .
Parts: List the parts and their current quantities. You can use the Reorder at
setting to identify when parts need to be reordered - see Parts .
Tasks: Set up tasks and use the Parts tab to list what parts are required -
see Tasks .
Vendors: Enter a list of vendors and their rating as suppliers - see Vendors .
Equipment Maintenance
FastMaint can generate work orders for a piece of equipment based on an alarm
or meter reading.
Equipment: Enter the equipment to be maintained, and set up alarms or
meters - see Equipment .
Tasks: Enter a list of tasks, and use the task's frequency settings to tie
them to the equipment - see Tasks .
Reporting
You can use a range of built-in or custom reports to monitor maintenance
activity over time - see Reports and Report Designer .
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Categories: A useful tool that enables you to tag almost anything according
to custom categories - see Categories .
Locations: It's handy to keep track of where certain jobs take place -
Locations .
Custom Fields: Set up custom fields for equipment, locations, parts, etc. by
selecting Custom Fields under the Administration menu on the main window.
Next, for examples on how to do some common tasks see the Frequently
Asked Questions (FAQs) .
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Part
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3 Screen Reference
This section describes the main features available through the FastMaint
screens.
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3.1 Main Window
This is the main window from which all the other windows can be accessed. It
contains the following major sections; Lists (left bar buttons) , Toolbar (top
bar buttons) , Menus (main window menus).
If you are new to FastMaint you may also want to see the Getting Started
section and the Frequently Asked Questions (FAQs) section.
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3.2 Lists (left bar buttons)
The bar on the left of the main window contains buttons providing access to all
FastMaint's lists e.g. equipment list, location list, part list, work order list, etc.
Instructions
Add and edit the contents of each list using the Add, Open, and Delete
toolbar buttons, or by double-clicking an entry.
Use the Find button to quickly locate entries e.g. find all work orders with a
number starting with “5”, find an equipment named “PUMP-56A”. The Find
button is particularly useful if you have barcode support since you can scan
in the barcode and quickly pull up the relevant record.
Listing
Button Description
Calendars
Calendars are used for a variety of reasons:
For scheduling tasks based on holidays and
working times.
Calculation of equipment meters based on
estimated use.
Specifying when people are available for work,
so as to support Workload Balancing And
Detecting Schedule Conflict .
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Button Description
Categories
Categories are a useful way to classify tasks,
equipment people and parts, e.g. "electrical",
"plumbing", and "Production".
Equipment
Examples of equipment include air conditioning
plants, pumps, vehicles, and printers.
Locations
Specifying locations makes it easier to perform
and track work orders , as well as to report
and classify all the maintenance data you collect.
If you are doing facilities maintenance, Locations could
be used to specify the buildings/ rooms/ areas which
need maintenance work.
Parts
Parts are items required to complete a task, e.g.
an air conditioning filter, a toner cartridge, or a
quart of oil. When you mark a task as complete,
FastMaint reduces the quantity of required parts
accordingly.
People
Tell FastMaint about people who work for you or
your company, whether as contractors or
employees.
Purchases
Purchase orders can be created to order parts
from vendors . You can see outstanding
purchase orders on each part. When purchase
order items are received they are added to stock.
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Button Description
Tasks
Each task describes a job or action that can be
specified in a work order , for example a
weekly maintenance check, fixing an equipment
breakdown or doing a 3000 mile vehicle service.
Vendors
Enter vendors into the system and list and rate
them as possible suppliers for equipment and
parts. You can then generate purchase orders ,
and print vendor contact information on Parts to
Reorder reports.
Work Orders
Use work orders to assign maintenance tasks for
particular dates and times. FastMaint
automatically schedules work orders for regular
tasks, however you still have to create these
manually , or run a Planning Report .
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3.2.1 Calendars
Calendars
Calendars contain information related to working days, holidays and other
absences. Calendar information on a task is used to schedule the task based on
holidays and working times. There can also be different calendars for different
people and equipment. Calendar information can be checked during task
scheduling to see if the right people are available.
In the Professional edition you can restrict a user's ability to view or modify
calendars.
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Instructions
Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes.
Listing
Name: A code or name identifying the calendar, e.g. "Night Shift Calendar".
(This field is locked for the "Default" calendar.)
Description: One-line description of the Calendar.
Working Days: Select days of the week that will be worked.
Start Of Day, End Of Day, "Same Day"/"Next Day": For overnight shifts,
select the ending time and specify that it is the "Next Day".
Holidays: Click Add to add new holidays or days off. Double-click an item to
edit or delete it.
Comments: Any additional information about the Calendar - see HTML Editor
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3.2.2 Categories
Categories
Categories are a useful way to classify tasks, equipment people and parts, e.g.
"electrical", "plumbing", and "Production". This makes it easier to report and
classify all the maintenance data you collect.
In the Professional edition you can restrict a user's ability to view or modify
information on categories.
Instructions
Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes.)
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Listing
Name: A name or code to identify the category, e.g. "HO Department",
“Mechanical”, or “Fleet Operations”.
Description: One-line description of the category.
Annual Budget: For tracking purposes.
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3.2.3 Equipment
Equipment
Examples of equipment include air conditioning plants, pumps, vehicles, and
printers.
In the Professional edition you can restrict a user's ability to view or modify
equipment.
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Instructions
1.Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes, or Clone to make a new
record based on this one.)
2.If required, click Requests/Breakdowns to create a work order .
Listing
Name: Identifies the equipment, a name e.g. "Forklift Truck 1" or an internal
code e.g. "VH-FLFT-1".
Tip: If you have a large quantity of equipment, it may make sense to switch to using a unique
equipment code/identifier. Put the equipment code in the “Name” field and a detailed equipment
name and description in the “Description” field.
Description: One-line description of the equipment.
Location: The location where this equipment is based or kept.
Category: The equipment belongs to this category .
Vendor: The vendor who supplied this equipment. Click New to add one to
the list.
Part Of: Use this if the equipment is part of another piece of equipment.
Model # and Serial #: As supplied by the manufacturer.
WO Tag: Any special lockout data/ shutdown information for the equipment
that will appear on work orders.
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Comments tab: Any additional information about the equipment, e.g.
pictures, or links to manufacturer’s manuals. You may enter several pages of
comments (see HTML Editor ).
Alarm tab: Clickable list of any alarms applying to the equipment, for example
warning of a regulatory inspection. You can set up tasks to schedule
themselves whenever a piece of equipment has an alarm - see Tasks-
Frequency tab .
Log tab: Clickable list of log entries relating to the equipment e.g. issues
reported by operators, or changes made to operating parameters. Click New
to add a new entry. Click Delete to remove a selected entry.
Meter tab: Enables you to set up and update a meter which can then schedule
work orders . For example, you could set up a "mileage" meter for a car and
then have an "oil change" task scheduled for every 3000 miles.
To set up the meter, select Has a meter, then decide whether to schedule
tasks by Estimated use, or Actual use and fill in the details. If you select
Estimated Use, FastMaint will try to estimate meter readings over time and
schedule any associated tasks accordingly. If you selected Actual use, then
somebody must use the Add readings button to add regular readings or
periodically import the readings using the Import feature .
For setting up tasks triggered by a meter, see the Tasks - Frequency tab .
Non-working days: Specify a calendar to use when calculating estimated
use (see above, "Meter tab"). You can also click the Add button to enter
Vacation/ Off Days and double-click an existing entry to change or delete it.
Parts: Clickable list of parts associated with this equipment. To edit the list,
click Add/Remove Parts From List. To have FastMaint use the existing
tasks to work out what parts are required, click Identify Parts Required
from Tasks.
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Tasks tab, Work Orders tab: Clickable list of tasks and work orders
associated with this equipment. Use Add and Remove to edit the list. Adding
or removing tasks will not change associated work orders that already exist.
Custom Fields tab: Enter specific information not covered in the other tabs.
In the main window, select Administration, Define Custom Fields to add fields,
e.g. customer number, contact person, or contract renewal date.
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3.2.4 Locations
Locations
Specifying locations makes it easier to perform and track work orders , as
well as to report and classify all the maintenance data you collect. If you are
doing facility maintenance, locations can be a way to manage maintenance of
specific rooms or buildings.
In the Professional edition you can restrict a user's ability to view or modify
information on locations.
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Instructions
Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes.
Listing
Name: Identifies a location, either an actual name (e.g. “Room 101”) or an
internal code (e.g. “AZ-DG5438”).
Tip: If you have a large number of locations, it may make sense to switch to
using unique location code/identifier. Put the location code in the “Name” field,
and a detailed location name and description in the “Description” field.
Description: Longer one-line description.
Part Of: Use this if the location is part of another location, e.g. a room or
outbuilding.
WO Tag: For any special lockout data/ shutdown information for the location
on work orders.
Comments tab: Any additional information about the location, e.g. maps,
pictures, or notes. You may enter several pages of comments (see HTML
Editor ).
Equipment tab, Parts tab, People tab, Tasks tab, Work Orders tab:
Clickable lists of equipment, parts, people, tasks and work orders associated
with this location. Use Add and Remove to edit the lists. Adding or removing
tasks will not change associated work orders that already exist.
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Custom Fields tab: Additional information you need on each location. In the
main window, select Administration, Define Custom Fields to add fields, e.g.
square footage, customer contacts, etc.
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3.2.5 Parts
Parts
Parts are items required to complete a task, e.g. an air conditioning filter, a toner
cartridge, or a quart of oil. When you mark a task as complete, FastMaint
reduces the quantity of required parts accordingly.
In the Professional edition you can restrict a user's ability to view or modify
parts.
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Instructions
Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes, or Clone to create a
new part based on this one.).
Listing
Name: Identifies the part. Either a name, e.g. "Oil Filter 55AWC", or an internal
code e.g. "HPC4092A".
Tip: If you have a large number of parts, it may make sense to switch to
using unique part code/identifier. Put the part code in the “Name” field and a
detailed part name and description in the “Description” field.
Description: One-line description of the part.
Price: The cost of the part. Updating the price updates any automatically
calculated costs.
Quantity In Stock: Number of parts available.
Units: Any units of measurement for the part e.g. gallons, boxes, etc.
Reorder At: Reorder when the quantity hits this floor. Enter "-1" (minus one) if this
is not needed for this part.
Category: Enter the related category .
Comments tab: Provide more information about the part, e.g. pictures or
notes (see HTML Editor ).
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Equipment tab: Clickable list of equipment for which this part is required.
Click Auto Identify to let FastMaint use the tasks to work out which
equipment requires the part. Click Change to edit the list.
Locations/Stores tab: Clickable list of locations where this part is
stored.Click Change to edit the list.
Purchases: Clickable list of purchase orders for this part. To add a new one,
click Create New Purchase Order.
Tasks tab: Clickable list of tasks for which this part is required.
Vendors tab: Clickable list of vendors who supply this part (note the Rating
column!). Click Change to edit the list.
Custom Fields tab: Additional information you need about the part. In the
main window, select Administration, Define Custom Fields to add fields, e.g.
alternate parts, special requirements, etc.
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3.2.6 People
People
You can tell the system about people who work for you or your company,
whether as contractors or employees.
In the Professional edition you can restrict a user's ability to view or modify
information on people.
Instructions
Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes.
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Listing
Name: Identifies the person, either an actual name, e.g. "William Marshal" or
an internal code, e.g. “Electrician-L3”.
Phone & Email: Contact details.
Category: The person belongs to this category .
Location: Person works or is based at this location .
Hourly Rate: An hourly wage rate/cost rate applicable for this person. If this
is changed, any automatically calculated labor costs for tasks will be updated.
Comments tab: Provide more information about the person, e.g pictures or
notes (see HTML Editor ).
Non-Working Days tab: Define working hours and days for this person by
selecting a calendar . You can also click the Add button to enter Vacation/
Off Days and double-click an existing entry to change or delete it.
Tasks tab: Lists tasks for which this person is required. Double-click a task
to bring up a clickable list of work orders or click Add/Remove tasks
From List to edit the list.
Work Orders tab: List of work orders involving this person. Double-click an
entry to review and edit it, or click Add/Remove tasks From List to edit the
list.
Custom Fields tab: Additional information you need about the person. In the
main window, select Administration, Define Custom Fields to add fields, e.g.
hire date, employee number, specialties, etc.
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3.2.7 Purchases
Purchases
Purchase orders can be created to order parts from vendors . You can see
outstanding purchase orders on each part. When purchase order items are
received they are added to stock.
In the Professional edition you can restrict a user's ability to view or modify
purchase orders.
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Instructions
1.Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes.)
2.Select the Print button to print out the purchase order for approval or
submission to a vendor. You can save your changes by selecting the Add/
Save button. Selecting the Cancel button discards all changes. The Delete
button will delete the purchase order (after asking you for confirmation!).
Listing
PO Request #: Automatically generated request number identifying the
purchase order. When you first create a purchase order, FastMaint asks you to
enter a template for these numbers.
Description: A one-line description of the order.
Order Date: Date of the order.
PO Number: Purchase order number, e.g. as assigned to by the purchasing
department.
Required By: Date when the order should be completed and parts delivered.
Status: Status of the order, e.g. "Requested", "Approved" etc.
Completed: Available when the order status is completed. Enter the date the
order was completed (all parts received).
Details tab: Shipping and billing addresses, plus payment terms.
Discounts/ Charges tab: Any discounts, shipping charges, taxes etc.
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Instructions tab: Any special instructions for the vendor.
Parts tab: Specify parts to be ordered.
Other tab: Any other non-stock parts or services to be ordered.
Custom Fields tab: Additional information on each purchase order.
(You can add fields to this tab, e.g. cost center, approvals. To do this, in the
main window, from the Administration menu, select Define Custom Fields).
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3.2.8 Tasks
Tasks
Each task describes a job or action that can be specified in a work order , for
example weekly maintenance checks, fixing an equipment breakdown or
changing an oil filter. You can create a task when you fill out a work order, but
it's better to enter some standard tasks beforehand. Also, if you define a task as
having a regular frequency, FastMaint schedules it for you. For step-by-step
examples see - How to create a 240 day task? and How to create a meter
based task?
In the Professional edition you can restrict a user's ability to view, create or
modify tasks.
"Any Other Maintenance": This task can be used to create ad-hoc unplanned
work orders using the Request/ Breakdowns button. Do not delete it, or
assign equipment or locations to it. If you can't find this task (because someone
changed its name), in the Create Work Orders For Breakdowns/ Maintenance
Requests Request/Breakdowns window, look for the hint next to the Equipment
and Location entries, "...you can always use the same unplanned task...". If this
doesn't list a task, create a new one called "Any Other Maintenance".
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Instructions
1.Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes.)
2.If required, Click Work Orders/History to display a schedule of work orders,
which you can create by clicking Add.
You can also create a new task based on the current one by using the Clone
button; and use the Delete button to remove the current task.
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Listing
Name: Identifies the task, either a short description (e.g. "Weekly A/C
Maintenance") or an internal code (e.g."PUMP-01-SCHED-A").
Tip: If you have a large number of tasks it may make sense to switch to using unique task
code/ identifier. Put the task code in the “Name” field and a detailed task name and
description in the “Description” field.
Description: More information about the task.
Class: Is this a "preventive maintenance task" or a "breakdown maintenance
task"?
Category: Category, e.g. "Electrical", "Production Dept.", "Customer #5". Use
the Add/ Edit button to add new categories.
Class & Category information can be useful for reporting & analysis.
Priority: The priority for the task.
Start Time & Duration: Expected start time and duration of work orders for
this task.
Effective Period: This task can only be used to create work orders during this
time period. This is useful, e.g., if you wish to disable this task after a specific
date or number of work orders. Normally you would select “Never Ends” for
this field.
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Work Order Options: Select the "Create separate work orders for each
equipment and location associated with this task" to always generate a
separate work order for each location and piece of equipment associated with
the task.
If you don't select this option, then a single work order will cover all the
associated equipment and locations (unless you assign a custom frequency to
each location and piece of equipment on the Locations tab and the Equipment
tab).
Frequency tab: Specify how often the task should be automatically
scheduled, and then fill out additional information depending on what you
selected.
FastMaint automatically schedules work orders (calculates work order dates)
for regular tasks, however you still have to create these work orders manually
, or run a the Planning Report to create all scheduled work orders in a
specific period. If you specify a Calendar, working hours and off days will be
considered.
Use "Unplanned" or "Alarm" for emergency or breakdown maintenance jobs.
You have to schedule these manually.
Equipment tab/ Locations tabs/ Part tabs/ People tabs: Use these tabs
to associate particular equipment, locations, parts and people with the task. In
each, use the Add button to open a list, select the check boxes then click OK.
Costs tab: Record the Labor Cost (cost of people needed), Material Cost (cost
of parts needed) and Other Cost (any other costs involved) for this task. If you
want to calculate any of these manually, uncheck the box. Otherwise
FastMaint calculates labor automatically based on the entries here.
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Instructions tab: Enter up to several pages of instructions. You can format
the instructions with paragraphs and spaces to make them easy to read when
displayed or printed on reports. You can also insert pictures and links using the
HTML Editor .
Feedback tab: Leave this blank or enter a template for the work order
feedback e.g. a fill in form, checklist, etc.
Custom Fields tab: Enter specific information not covered in the other tabs.
In the main window, select Administration, Define Custom Fields to add fields,
e.g. customer number, contact person, contract renewal date, etc.
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3.2.9 Vendors
Vendors
You can enter vendors into the system and list and rate them as possible
suppliers for equipment and parts. You can then generate purchase orders ,
and print vendor contact information on Parts to Reorder reports.
In the Professional edition you can restrict a user's ability to view or modify
vendor information.
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Instructions
Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes.)
Listing
Name: Name or internal code to identify the vendor, e.g. "Sam"s Auto Parts",
or “V5463-22”.
Tip: If you have a large number of vendors, it may make sense to switch to using unique vendor code/
identifier. Put the vendor code in the “Name” field and the vendor name and description in the
“Description” field.
Description: One-line description of the vendor.
Our Account: Your organization's account number with this vendor.
Vendor Rating: A good way to record how good a vendor is.
Contacts tab: Enter different contact information for each service provided by
a vendor, or click select Only one contact for all sales and services to use just
one set of contact details for all sales & services.
Equipment tab, Parts tab, Purchases tab: Review and edit equipment,
parts and purchase orders related to the vendor. The vendor will then appear
on the Vendors tab of the relevant record.
Comments tab: Provide more information about the vendor. You may enter
several pages of comments (see HTML Editor ).
Custom Fields tab: Additional information on each vendor.
(You can add fields to this tab, e.g. cost center, approvals. To do this, in the
main window, from the Administration menu, select Define Custom Fields).
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3.2.10 Work Orders
Work Orders
Use work orders to assign maintenance tasks for particular dates and times.
New work orders are created from pre-entered tasks . The default values are
copied from the task e.g. start time, duration, equipment, people, etc. This
speeds up data entry. When a work order is created it is given a unique "Work
Order #" (work order number).
When are work orders created (work order # assigned)?
FastMaint automatically schedules work orders (i.e. calculates work order dates)
for most types of tasks, however you still have to create them (the work order
# will be assigned when created). You can create these work orders by running
the Planning Report for the work order dates (click the Plan button).
Alternatively look in the work order list for work orders with an empty status
(see screenshot below) and open the work order to create it using the Create/
Modify Work Orders window. For tasks with a frequency of "Unplanned" or
"Alarm" you have to use the Requests/ Breakdown function to schedule (&
create) unplanned task work orders or enter alarm conditions which will schedule
(& create) any work orders based on the alarm condition.
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3.2.10.1 Create/Modify Work Orders
With the Work Order list displayed, double-click a work order
When are work orders created (work order # assigned)?
FastMaint automatically schedules work orders (i.e. calculates work order
dates) for most types of tasks, however you still have to create them (the
work order # will be assigned when created). You can create these work
orders by running the Planning Report for the work order dates (click the
Plan button). Alternatively look in the work order list on the main window for
work orders with an empty status and open the work order to create it. For
tasks with a frequency of "Unplanned" or "Alarm" you have to use the
Requests/ Breakdown function to schedule (& create) unplanned task work
orders or enter alarm conditions which will schedule (& create) any work
orders based on the alarm condition.
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Instructions
Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes. Any scheduled task will
still remain scheduled.)
You can also use the Delete button to remove the current work order (It will still
be scheduled by FastMaint if the work order is not based on an Unplanned
frequency task. Set the work order status to "Canceled" if you do not want it in
the schedule). Use Email to email the work order to all the people associated
with the work order. Use Print to print the work order - when the print window
pops up, you can select the Print all linked documents to print all supporting
documents required for the work order.
Listing
Task Name and Description: From the original task . (You can't edit this.)
Last Changed: For tracking purposes, shows when this work order was last
changed. (You can't edit this.)
Work Order #: Automatically assigned when the work order is created (will be
"N/A" until you click Save). This number can be used to locate the work order
using the Find button on the main window. (You can't edit this.)
Last Emailed: For tracking purposes, shows when this work order was last
emailed. (You can't edit this.)
Planned: Date & time this task was planned for.(You can change this only for
work orders based on an Unplanned frequency task.)
Description: More information about the task.
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Start Time Actual start time.
Duration: Actual duration of work.
Work Status & Completed: Current status of the work. If it is completed
then enter the completed date. If the work order is canceled then enter the
date it was canceled.
If the Work Status is changed to "Started" "Incomplete" or "Completed", the
quantity in stock for all parts needed for this task will be appropriately reduced.
If the Work Status is changed from "Started", "Incomplete" or "Completed" to
"Planned" or "Planned (Requested)", the quantity in stock for all parts used for
this task will be increased since the parts will not yet have been used.
Priority: The priority for the task.
Problems: Wether there were any problems when executing this work order.
Feedback tab: The place for any additional information. You can format the
instructions with paragraphs and spaces to make them easy to read when
displayed or printed on reports. You can also insert pictures and links - see
HTML Editor .
Equipment tab/ Locations tabs/ Parts tabs/ People tabs: Use these tabs
to associate particular equipment, locations, parts and people with the task. In
each, use the Add button to open a list, select the check boxes then click OK.
Costs tab: Records the Labor Cost (cost of people needed), Material Cost
(cost of parts needed) and Other Cost (any other costs involved). Depending
on the settings in the original task, these are usually calculated automatically
for you based on the Duration, and contents of the Parts tab and the People
tab.
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Custom Fields tab: Enter specific information not covered in the other tabs.
In the main window, select Administration, Define Custom Fields to add fields,
e.g. customer number, contact person, contract renewal date, etc.
Instructions button: Review task instructions (can be changed only by editing
the task ).
3.2.10.2 Create Work Orders For Breakdowns/ Maintenance Requests
With the Work Order list displayed, click Add
OR
In the main window, click Requests/ Breakdowns
Use this screen to create work orders for breakdowns and maintenance
emergencies, or maintenance requests. If you select one of the tasks you
defined earlier, then some of the information is filled in for you.
You can also use this screen to modify and print work orders. The resulting work
orders will also appear in the Planning Report - useful if you want to schedule
non-emergency maintenance requests for the next period.
In the Professional edition you can restrict this screen to specific groups of
users.
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Instructions
Complete the form (see Listing, below) then click one of the buttons:
Reset: Clear the form and start again.
Create: Finalize the work order, saving your changes.
Cancel: Close the window without saving your changes.
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Listing
Web Requests: For the Web Based Work Request add-on module for
FastMaint Professional. Shows pending work requests. Selecting one pre-fills
the screen to allow you to create work orders as needed. When you click
Create, the request is removed from the queue.
This feature is also enabled during the trial period if you have FastMaint
Professional. For more information please visit http://www.smglobal.com.
Work Order Details: Indicate whether this work order is unplanned or based
on an alarm. (Daily/ Weekly/ Monthly/ Yearly/ Meter/ types are automatically
scheduled by the system.)
TIP: It speeds up data entry if you've already created several "Unplanned" tasks
for common breakdowns/ requests. Do this now by clicking the Task Add/Edit
button. This opens the Tasks screen .
Only Show Tasks For: Limit the list of possible tasks by specific equipment/
location.
Task: Base the Work Order on this task. Use the Add/ Edit button to add
new tasks or modify existing tasks
Reason: Reason for the work order.
Work Order Date: The work order is for this date (today or in the future).
Work Order Comments/Special Instructions: Any additional text.
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Tip: If you need to remove an unplanned/ alarm work order that have already
been submitted, delete the work order (Creating And Updating Work Orders ).
Also remove the alarm on the equipment if the work order’s task is scheduled
based on an equipment alarm. Alternatively you can just set the work order's
status to "Canceled". This will ensure that such work orders do not get
scheduled in the Planning report.
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3.2.11 Statistics
Statistics
View current system statistics (e.g. work order backlog, equipment downtime,
pending work orders, etc.) and compare them with prior periods. For example in
each period you can identify which equipment took the most work order time for
breakdown (unplanned) maintenance as well as planned (preventive)
maintenance. This can help identify trends or signal potential problems if you see
unusual changes over the three different periods.
By default the current period (P1) is the last 30 days. Two prior periods are last
31-60 days (P2) and last 61-90 days (P3). You can change the size of the
periods used for the statistics calculation (e.g. from 30 days to 90 days) by
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3.3 Toolbar (top bar buttons)
The buttons on the main window toolbar enable you to quickly perform common
tasks, most of them relating to the lists opened by the buttons on the left bar
.
Listing
Add: Add a new entry to the selected list.
Open: Open the selected list entry. (You can also do this by double-clicking.)
Delete: Delete the selected entry.
Find: Find an entry on any of the lists - no need to display the list first. If you
have the barcode support module , then you can also scan in identification
numbers using this feature.
Requests/Breakdowns: Short cut to create a work order .
Workload: Review workload and resolve schedule conflicts, e.g. where people
are not available for a job, or are required elsewhere - see Workload Balancing
And Detecting Schedule Conflicts .
Plan: Create and print (or re-print) pending work orders for any period - see
Planning Report/ Print Work Orders .
Feedback: A quick way of updating the status of multiple work orders for a
selected period - see Fast Feedback .
Email: Process staff emailed/ SMS text responses to work orders emailed to
them - see Email Processing .
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3.3.1 Workload Balancing And Detecting Schedule Conflicts
Click Workload
Use this screen to review workload and resolve schedule conflicts, e.g. where
people are not available for a job, or are required elsewhere. This can help
reduce overtime hours, and ensure that jobs get done.
Instructions
1.Specify the period to review (you can also click the buttons to focus on
specific task categories, people, equipment etc), then click OK.
The Workload screen opens. This may take a few minutes if there are a large
number of tasks or the period you selected is very large.
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2.Review the Task Duration Chart. When you find a red bar (representing a day
with conflict), click it.
The tasks for that day appear in the Task Chart.
3.Work through the Task Chart, clicking each red bar (representing a task with
conflict) and using the Modify button to resolve any conflict.
4.Click Refresh to update the display, then return to step #3 until you have
resolved all the conflicts.
5.Click Close.
The window closes. Now would be a good time to review the Planning Report
to create a work plan or directly produce work orders.
Description
Bars in red indicate conflicts.
Task Duration Chart: A bar chart showing workload. The title on top shows
the period for the chart as well as the number of dates found with conflicts.
Each bar represents a single day. The height shows the total duration or total
labor hours of all the tasks for that day (depending on the Chart total labor
hours... checkbox). When calculating total labor hours, tasks with no
associated people are treated as requiring a single person.
Select a bar to see the breakdown of the tasks for that day in the Task Chart.
Task Chart: A bar chart showing tasks for the date selected in the Task
Duration Chart.
Each bar represents a single task.The height shows the duration.
For dates with conflicts, the title of the Task chart will show how many of the
tasks had conflicts. You can select an individual task bar to see more details of
the task. Click Modify to resolve the conflict by updating the task or work
order .
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3.3.2 Planning Report/ Print Work Orders
Click Plan
Planning provides a way to create and email or print (or re-print) pending work
orders for any period.
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Email Work Orders
You can email pending work orders in a period to each person associated with
the work order (make sure that they have a valid email/ SMS text address using
the People window). Specify the period (you can also click the buttons to
focus on specific task categories, people, equipment etc, and use the check box
to save the settings until the next time), then click OK. You will be asked if you
wish to modify the work orders before emailing them - this is a good time make
any changes or to cancel any work orders that are no longer needed. Once this
is done the work orders are emailed. This may take some time.
The maintenance staff who receive these email/ SMS text messages can
perform the work and send you back a status update by email/ SMS text. If you
have FastMaint Professional you can receive and process the emailed
responses from the maintenance staff using the Email Processing feature.
Print Work Orders
Built-in Report Templates
1.Compact: Print work orders with multiple work orders per page.
2.Detailed: Print work orders with each work order on its own page.
3.List: Print work orders in a tabular form - similar to a spreadsheet.
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1.Specify the period to review (you can also click the buttons to focus on
specific task categories, people, equipment etc, specify what appears on the
report in Print Options, or pick a different Order or Report Template, and use
the check box to save the settings until the next time), then click OK. You will
be asked if you wish to modify the work orders before printing them - this is a
good time make any changes or to cancel any work orders that are no longer
needed.
The report opens. This may take some time.
2.After the report is created: Click Save to save the report as a PDF (opens
in Adobe Acrobat Reader or similar) or HTML file (opens in your web browser)
and Email to send the report via email. Click Preview to see how many pages
the report would be before printing it out, and the Print to print (when the
print window pops up, on the Options tab you can select the Print all linked
documents to print all supporting documents required for the work order).
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3.3.3 Fast Feedback
Click Feedback
The Fast Feedback screen is a quick way of updating the status of multiple work
orders for a selected period. It makes it very easy for maintenance personnel to
update their work orders.
1.Specify the period and which categories of work order to review (you can also
click the buttons to focus on specific task categories, people, equipment etc,
and use the checkbox to save the settings until the next time), then click OK.
The Update Work Order Status screen opens.
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2.Do one or both of the following:
Click the check boxes to update the status. Selecting a check box marks the
work order as completed and parts used will be reduced from stock.
Unselecting a checkbox marks the work order as incomplete (parts are
returned to stock only if the work order status is changed to "Planned").
Double-click a work order to edit it and enter additional details .
3.Click Close.
The screen closes.
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3.3.4 Email Processing
Click Email
The Email Processing screen allows you to receive technicians emailed/ SMS text
responses to work orders emailed to them. Based on the responses work
orders can be updated or closed.
Instructions
1.Click the Receive button to get the email responses sent to the default email
address specified in Settings .
2.Review the received email. The Errors column will display any errors (e.g.
bounced email). Double click on an email message to edit it or delete it . You
will do this to fix errors or forward/ reply to the message to request
clarifications.
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3.Click Process to process the email messages. All email messages without
errors will be checked. First the work order number is located in the email
subject (by looking for "Work Order #:" in the email subject). Once located
the corresponding work order is updated. The work order status is set based
on the first word found in the email message (Completed/ Canceled/
Incomplete). The relevant part of the email message is copied into the work
order feedback. Any errors during this process will cause the email message to
be marked with an error. Messages that are successfully processed are
removed from the list.
4.Go back to step 2 to fix any email with errors. If none of the messages left
are needed (e.g. they are all bounce errors) then click on Delete All to
remove all remaining messages. If done click on the Close button to exit.
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3.3.4.1 Edit Email
In Email Processing, double click on an Email
You can use this to fix some email errors e.g. work order # not found in the
email subject because the subject was changed in the email. You can also use
this to Reply to the email to get clarifications or Forward it to someone else to
get more information.
Instructions
Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes.)
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Listing
From: Name of the person this email is from.
From Email: Email address of the person who sent the email.
To: The email address the email was sent to. It cannot be changed. This will
normally be the default email address set in the system Settings .
Subject: The email subject. Avoid changing this to avoid email processing
errors. You would normally change this only when trying to fix an email error
like "Cannot find Work Order # in subject". To fix such an error make sure that
the work order number is correct and that it comes immediately after the text
"Work Order #:" in the subject.
Message: The actual response from the person. When processing the email to
update the work order, FastMaint will pull out the relevant part of the response
and use it to update the work order feedback.
Reply/ Forward button: Use this button to forward the email message to
someone else or send a reply to the person who sent the email. Pressing this
button will show a slightly different screen since the message will be from
FastMaint to another person (From address, To address will change). You can
enter your message here and press the Send button to send the email
message and return to the edit screen. Note that replying/ forwarding the
message will not remove the original email message - you can still process it.
Save button: Save your changes.
Delete button: Delete the message so that it will not be processed.
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3.4 Menus
Keyboard shortcuts are listed next to the menu item on the actual menu, e.g.
"Delete Ctrl+D".
Menu Options
File Add: Add an item to the displayed list .
Open: Open the selected item.
Import: Load information from other tools - see
Importing Data .
Export: Save information so it can be used by other
tools - see Export Wizard .
Edit Delete: Delete the selected item.
Find: Find an entry on any of the lists - no need to
display the list first. If you have the barcode support
module , then you can also scan in identification
numbers using this feature.
View Refresh: Update the display to take account of any
changes, e.g. by somebody else using the Web Based
Request Module .
Text Size: Increase or reset the text size for easy
readability.
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Menu Options
Administration Groups & User Accounts (Professional Edition):
Create and manage multiple user accounts with different
permissions - see User Accounts and Groups .
Define Custom Fields: Set up custom fields for the
Custom Fields tabs.
Settings (Email, Alerts, etc.): Alter the system
settings for alerts, email, bar codes and so on - see
Settings .
Application Setup: Use this option to setup FastMaint
(upgrades, change databases etc).
Compact Database: A bit like defragmenting your hard
drive; this option speeds up the system by reorganizing
the way information has been stored.
Tools Bar Code Labels (Bar Code Module): Print barcode
labels, depending on your Bar Code Options .
Fast Feedback: A quick way of updating the status of
multiple work orders for a selected period - see Fast
Feedback .
Workload Balancing: Review workload and resolve
schedule conflicts, e.g. where people are not available for
a job, or are required elsewhere - see Workload
Balancing And Detecting Schedule Conflicts .
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Menu Options
Reports A variety of useful reports, including:
Maintenance, Planning / Create Work Orders: A way
to create and print (or re-print) pending work orders for
any period - see Planning Report/ Print Work Orders .
For a list of available reports see Reports .
Help Help in using this application plus:
Check for updates: Check for any changes to
FastMaint. You should do this regularly.
Online Demos/ Tutorials: Access online demos/
tutorials on the SMGlobal website
User Manual: Open printable user manual.
Registration: Enter your license key to convert
FastMaint from the trial version to the full version.
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3.4.1 Importing Data
Select File, Import
The Import function can be used to import Microsoft Excel Spreadsheets (.xls
files) and comma delimited text files containing data such as alarm and meter
readings, parts lists, and vendors. This can be a good way to quickly load your
system with information about your site. For a step-by-step example see - How
to import data?
Import rights are based on the user's rights to update information. For example,
if they have no update rights to Equipment they will not be able to import
Equipment. See Groups for how to set access rights.
Instructions
1.Ensure that your source file is correctly organized (see below). The easiest
way to do this is to export similar data and use the resulting file as a
template.
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2.Select File, Import.
The Wizard starts.
3.Work through the wizard using the Next button. (You can backtrack by
clicking Previous.)
At the end, a list of errors appears. Entries with errors will not be imported.
4.Open the original file, fix any errors and try again.
FastMaint treats any duplicates as errors and skips them.
TIP: In the column-mapping step of the Import wizard, place the mouse over
selected columns to see "tool tips" with more information on what is expected in
the column as well as any special formatting instructions.
Format for source file
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Comma delimited files: If you create the text file by exporting the data as
Comma Separated File (CSV) from another program such as Microsoft
or Microsoft it will normally take care of formatting.
All fields should be separated by a comma. The first line should contain the
column names. Each subsequent line should contain a single item of data:
Column-Name1, Column-Name2, Column-Name3
Item1-Col1-Value1, Item1-Col2-Value2, Item1-Col3-Value3
Item2-Col1-Value2, Item2-Col2-Value2, Item2-Col3-Value2
Item3-Col1-Value3, Item3-Col2-Value3, Item3-Col3-Value3
Replace any double quotes in the original data with single quotes ('). Replace
any embedded newlines/ carriage returns with "^p" (Shift+6 and p). Any fields
containing commas should have double quotes (") around them.
The resulting file should look like this:
Name, Email, Phone, Calendar, Comment, Rate
"Smith, Sam",, 555-1212, Default,No overtime, 15.75
Ben Lane,,, Maintenance Calendar,,,22
"Paz, Bob R.","[email protected]","Ext 15","Default","","",25.00
Microsoft Spreadsheets: Only the first workbook in the spreadsheet can
be imported. The first row should contain the column names.
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3.4.2 Export Wizard
Select File, Export
Use the Export Wizard to export People, Equipment, Parts, Tasks, Vendors and
Work Orders (pending or historical data) to an external text file or Microsoft
Excel spreadsheet. This can be a way to transfer information to another system
as needed.
Export rights are based on the user's rights to view People, Equipment, Parts,
Tasks and Vendors. For example, if they have no rights to view Equipment they
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Instructions
Work through the wizard using the Next button. (You can backtrack by
clicking Previous.)
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Format: "MS Excel File" produces a standard file with the extension ".xls".
"Text File (comma delimited)" produces a file with commas separating the
fields (sometimes known as a CSV file).
"Text File (tab delimited)" produces a file with tabs separating the fields - this is
probably the easiest to import into a word processor or spreadsheet program.
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3.4.3 Groups
Select Administration, Groups then select a group and click Open
The settings for each group enables you to control who uses what parts of the
system.
You do this by setting up a User Account for each person who uses the
system. You then assign each user to one of three groups:
Administrators: Complete rights to use the system.
Power Users: Rights to everything except manage user accounts and group
rights.
Basic Users. Limited rights to use the system
You can change the settings of a group to control access to different parts of the
system for all users who belong to that group.
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Instructions
Complete the form (see below) and click Save.
(Alternatively, click Cancel to abandon your changes.)
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Name: Identifies the group.
Comments: Any useful information about the group.
Access Rights: Scroll through the list, assigning access as required. Hovering
the mouse pointer brings up additional information about each setting.
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3.4.4 User Accounts
Select Administration, User Accounts, then select an account and click
Open or New
User accounts contain a user's login details, and determine their group
membership , which in turn controls their access to the system.
IMPORTANT: Keep the default "admin" account password in a safe place.
Without access to an account with administrator group rights, you cannot
manage users and groups, compact the database or register the software.
Instructions
Complete the form (see below) and click Save or Add.
(Alternatively, click Cancel to abandon your changes.)
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Name: A unique name for the user, perhaps their real name or a network ID.
Try to make it easy to both remember and type, since this name is required
every time they log on!
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Contact Details: How to contact the user.
Password & Re-enter: Leave this blank to have the user enter their own
password the next time they log on. This is useful for resetting existing
passwords.
Group: Determines access to FastMaint - see Groups .
Comments: Any useful information.
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3.4.5 Settings (Email, Alerts, etc.)
Select Administration, Settings
Use this window to alter the system settings for a variety of FastMaint features
such as the statistics period, alerts, email accounts, initial system settings and so
on.
Instructions
Complete the form (see below) and click Save. (Click Cancel to return to the
previous page.)
Listing
1) Main tab: General settings such as:
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a. If you have also purchased the Web Based Work Request add-on:
Require an equipment or location to be specified when a work request is
submitted.
b. Disable deletion of a work order once it is created (a work order #
assigned). This will prevent work orders from being accidentally deleted. This
is useful if you need to keep track of every work order number assigned for
auditing purposes.
c. Change the number of days from the default 30 days in a period for
Statistics . Do not make this too large as otherwise system performance
will suffer as the statistics are periodically refreshed.
d. Option to automatically insert the user name & date in the work order
feedback whenever the work order is updated
e. Daily at startup offer to email pending work orders: If this option is
selected, once a day the person who first starts the program will be asked if
they wish to email out all pending work orders and work order reminders to
technicians. You can specify how many days a work order should be
overdue to send a reminder.
2) Alerts tab: Get alerts by email SMS/ text messages. Currently the only
alerts available are associated with work requests submitted using the Web
Based Work Request add-on.
3) Bar Codes tab: Print and use bar codes in FastMaint. Requires the bar code
module add-on to be purchased. More details of each bar code option is
available here .
4) Email tab: Email account settings. You will need to specify both receive email
settings (POP3) as well as send email settings (SMTP).
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5) Initial settings tab: The initial system settings such as whether you want to
create a demo database, work order numbering, work request numbering
(used if you have the Web Based Work Request add-on) and purchase
order numbering.
3.4.5.1 Bar Code Options
Select Administration, Settings, Bar Codes tab
Use this to alter the standard settings for bar codes generated by FastMaint.
FastMaint can generate and print bar codes, and then read them using the Find
function (on the main window's Edit menu ). Bar codes can be a great way to
reduce data entry and make it easier to use the system. For example, you can
use bar codes for checking out parts from inventory, and then for updating the
work order.
Requirements: To print and use barcodes, you will need to have the Bar Code
module, an add-on for the Standard & Professional editions. If you wish to
evaluate the module please contact [email protected] for a trial or to
purchase a license. You will also need to have or purchase your own barcode
scanners to scan in the bar codes. The bar code scanners should be of the
"wedge" type (plug into the keyboard) OR should use software that makes it
seem like the bar codes are being entered as text on the keyboard.
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Instructions
1.Complete the form (see below) and click OK.
2.If required, select Tools, Barcode Labels to print your bar codes.
(You can pick from a range of standard labels, or define your own. )
3.If the scanner fails to read your bar codes, increase the dimensions and quiet
zone and try again.
Listing
Create Bar Codes of Type: Select a standard type of bar code. Code 128
produces the most compact.
Height, Narrow Width: Dimensions of the bar code.
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Quiet Zone: Blank area on either side of the bar code to enable the scanner to
work.
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3.4.6 Reports
Select Reports
There are a variety of useful reports. Most reports use a report template. You
can create new report templates or modify existing ones to create customized
reports - see Report Designer and How can I customize a report? .
List of available reports:
Menu Report Name Description
Select Reports,
Maintenance
Work Order Analysis This report helps compare preventive,
unplanned and other (miscellaneous)
maintenance work orders over a period
of time. Use it to identify trends (e.g.
too much variance from estimated
work durations, frequent unplanned
maintenance, etc.) and other issues
that may need to be fixed in the
maintenance plan.
See Work Order Analysis Report .
Select Reports,
Maintenance
Equipment
Maintenance
Calendar
This reports gives you an overview of
maintenance work due by week on
different equipment over a twelve
month period. This can be very useful
for planning and identifying machine
downtime periods.
See Equipment Maintenance Calendar
.
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Menu Report Name Description
Select Reports,
Maintenance
Planning/ Create
Work Orders
Use this report to actually generate and
print work orders as needed. It will
allow you to modify work orders prior
to printing as well as calculate part and
person availability. Depending on the
report templates you choose, you can
print out work orders in tabular format,
detailed format, etc.
See Planning/ Create Work Orders .
Select Reports,
Maintenance
Work Order History This report allows you to review & print
past and future work orders. See Work
Order History Report .
Select Reports,
Maintenance
Work Requests This reports allows you to review &
print work requests. To use this you
have to have FastMaint Professional
with the web work request add-on.
Select Reports,
Categories
Details This reports allows you to list all the
categories in your system, plus the
associated equipment, tasks, parts, etc.
Select Reports,
Categories
History This reports allows you to compare
work order costs and durations by
category, over a specified period.
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Menu Report Name Description
Select Reports,
Equipment
Details This reports allows you to list all the
equipment in your system, plus the
associated tasks, parts, etc.
Select Reports,
Equipment
History This reports allows you to compare
work order costs and durations by
equipment, over a specified period. Use
the "Part Of" option to get a detailed
work order cost and duration roll-up of
a piece of equipment and its sub-
equipment.
Select Reports,
Locations
Details This reports allows you to list all the
locations in your system, plus the
associated equipment, tasks, parts, etc.
Select Reports,
Locations
History This reports allows you to compare
work order costs and durations by
location, over a specified period. You
can also include work orders by
equipment in the location. Use the "Part
Of" option to get a detailed work order
cost and duration roll-up of a location
and its sub-locations.
Select Reports,
Parts
Details This reports allows you to list all the
parts in your system, plus the
associated equipment, tasks, vendors,
etc.
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Menu Report Name Description
Select Reports,
Parts
History This reports allows you to compare
work order parts usage costs and
durations by part, over a specified
period.
Select Reports,
People
Details This reports allows you to list all the
people in your system, plus the
associated tasks, holidays, etc.
Select Reports,
People
History This reports allows you to compare
work order costs and durations by
person, over a specified period.
Select Reports,
Purchases
This reports allows you to list all
purchase orders in your system, over a
specified period.
Select Reports,
Tasks
This reports allows you to list all the
tasks in your system, plus the
associated equipment, locations, parts,
etc.
Select Reports,
Vendors
This reports allows you to list all the
vendors in your system, plus the
associated equipment, parts, etc.
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3.4.6.1 Work Order Analysis Report
Select Reports, Maintenance, Work Order Analysis
The Work Order Analysis Report is used to compare preventive, unplanned and
other (miscellaneous) maintenance work orders (see Creating And Updating
Work Orders ) over a period of time. Use it to identify trends (e.g. too much
variance from estimated work durations, frequent unplanned maintenance, etc.)
and other issues that may need to be fixed in the maintenance plan. For
example the variation of average days to complete work orders (difference
between Completed date & Planned date) tells you how well you are following
your maintenance plan. Ideally it should be zero or a small positive number of
days.
From the Maintenance sub-menu in the Reports menu, select Work Order
Analysis.
Built-in Report Templates
1.Breakdown vs Preventive: Compare time spent, average days to complete &
costs of breakdown vs. preventive vs. other task work orders.
2.Cost & Duration Variance: Compare actual cost & actual duration variances
from task estimates of different types of work orders.
3.Tabular Data: See all analysis data in tabular form rather than in charts.
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Instructions
1.Specify the period to review (you can also click the buttons to focus on
specific task categories, people, equipment etc, enter a different Title for the
report, or pick a different grouping (Show By - Day/ Week/ Month) or Report
Template, and use the checkbox to save the settings until the next time), then
click OK.
The report opens. This may take some time.
2.Click Save to save the report as an HTML file (opens in your web browser).
Click Preview to see how many pages the report would be before printing it
out, and the Print to print.
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3.4.6.2 Equipment Maintenance Calendar
Select Reports, Maintenance, Equipment Maintenance Calendar
The Equipment Maintenance Calendar Report gives you an overview of
maintenance work due by week on different equipment over a twelve month
period. This can be very useful for planning and identifying machine downtime
periods. From the Maintenance sub-menu in the Reports menu, select Equipment
Maintenance Calendar.
Instructions
1.Specify the twelve month (one year) period to create the calendar for (you
can also click the buttons to focus on specific task categories, people,
equipment etc), then click OK. The report opens. This may take some time if
you have a lot of equipment or many maintenance tasks.
2.Click Save to save the report as an HTML file (opens in your web browser).
Click Preview to see how many pages the report would be before printing it
out, and the Print to print.
Tip: If you wish to create custom report templates see - How can I customize a
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3.4.6.3 Work Order History Report
Select Reports, Maintenance, Work Order History
The Work Order History Report is used to see work orders (see Creating And
Updating Work Orders ) done in a given period. From the Maintenance sub-
menu in the Reports menu, select Work Order History.
Built-in Report Templates
1.Compact: Print work orders with multiple work orders per page.
2.Detailed: Print work orders with each work order on its own page.
3.List: Print work orders in a tabular form - similar to a spreadsheet.
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Instructions
1.Specify the period to review (you can also click the buttons to focus on
specific task categories, people, equipment etc, enter a different Title for the
report, or pick a different Order or Report Template, and use the checkbox to
save the settings until the next time), then click OK.
The report opens. This may take some time.
2.Click Save to save the report as an HTML file (opens in your web browser).
Click Preview to see how many pages the report would be before printing it
out, and the Print to print.
Tip: If you wish to create custom report templates see - How can I customize a
report?
3.4.6.4 Report Designer
Select Report, then any report, then click Add/Edit next to Report
Template, then New or Open on the list of templates
Report templates are used to generate most reports. You can modify most
report templates and also create your own ones. For a step-by-step example
see - How can I customize a report?
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Instructions
1.Open the report for editing.
If it's a built in report, FastMaint creates a copy - you can't edit built-in
reports!
2.If required, edit the name to something more descriptive.
3.Click the Edit button.
The report opens in the HTML Editor.
4.Edit the template as required, using the Field button to insert fields - see
Editing a Report Template .
5.Click OK then Add.
The report is now available for use.
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Name: Short easy-to-remember name for the report.
Description: Longer description of the report.
Type: Determines which fields are available,
Sub-Type: Determines the layout, e.g. "List".
Owner: Whoever created the report.
Available for: Who can use this report. You need to be an administrator to
alter this setting which is available under Groups .
Report Template: Click Edit to open the HTML Editor to edit or compose
the report - see Editing a Report Template .
3.4.6.4.1 Editing a Report Template
From inside a Report, click Edit
The report template contains HTML text. This means you can insert tables,
columns, change font sizes, etc. All report parameter fields are enclosed in
double square brackets (e.g. "[[wo.category]] ").
See the HTML Editor for detailed instructions on how to edit the HTML code in
the report template. You can create new fields for an item (e.g. a new warranty
date field for equipment) that can be displayed on the report by selecting
Administration, Define Custom Fields for that specific item type (e.g. equipment).
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Instructions
1.Edit the report as you would using any word processor - see HTML Editor .
Insert fields by using the Field button, or by typing them in manually (there
should be no spaces between the square brackets).
2.Click OK when you are done.
Components Of A Report Template
Sections: A report template contains three sections:
1.Header Section: Marked by the tag [[report.header]]. It can contain
report title, summary information, etc.
2.Details Section: Marked by the tag [[report.detail]]. It contains the actual
content of the report e.g. work order details, part details, etc.
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3.Footer Section: Marked by the tag [[report.footer]]. It can contain
summary information (e.g. report totals).
Report Functions: Function names are case insensitive. Functions may also
be nested e.g. [[FormatCurrency(total(wo.laborcost))]] will format the total
labor cost of all work orders retrieved in the current currency format.
Avg: Gets the average of a numeric column e.g. [[avg(wo.laborcost)]].
Count: Gets the numer of rows/ records found e.g. [[count(wo.name)]]
Total: Gets the total of a numeric column e.g. [[total(wo.laborcost)]].
Typically used in the report's footer section to get totals.
FormatCurrency: Formats a numeric value into the current currency
format e.g. [[formatcurrency(wo.laborcost)]].
FormatDate: Formats a date value into the current date format e.g.
[[formatdate(wo.completeddate)]].
FormatDuration: Formats a time duration value into the hour & minute
format e.g. [[formatduration(wo.actduration)]].
FormatTime: Formats a time value into the current time format e.g.
[[formattime(wo.StartTime)]]
IfPresent: Takes two or three arguments e.g. [[IfPresent
(equipment.description, equipment.description, "-No description-"]]. If the
first argument evaluates to empty/ null, it returns the third argument or
nothing if no third argument is supplied. If the first argument is present and
not empty, it returns the second argument.
RowNum: Gets the row number of the current record being processed e.g.
[[rownum(wo.name)]].
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DrawChart: Draws a chart of the specified type. Parameters are:
o Type: Can be “barchart”, “linechart” or “piechart”
o Width: Chart width in pixels
o Height: Chart height in pixels
o Chart title
o Horizontal axis title
o Horizontal series data
o Vertical axis title
o First vertical series name
o First vertical series data
o Second vertical series name (optional)
o Second vertical series data (optional)
o Third vertical series name (optional)
o Third vertical series data (optional)
Report Variables: Variable names are case insensitive. Enclose variable
names in square brackets e.g. [[report.date]].
report.date: Returns date report was created.
report.dump: Returns a full list of all parameters available in a report section. Useful ifyou want to find out what variables and records are available in a report section.
report.newline: Returns a line break (useful for formatting).
report.null: Returns an empty value. Useful as a placeholder - say as a secondargument for the IfPresent function. E.g. [[ifPresent(eqp.name, report.null,report.commentstart)]] - this will comment out a report section if no equipment recordsare found.
report.pagebreak: Produces a new page.
report.space: Returns a single space. Useful for formatting.
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report.commentstart: Starts an HTML comment. Useful to use with the IfPresentfunction to comment out (hide) unused sections of a report. Must be used along withreport.commentend. See the "Location History" report template for an example of howthis is used to show/ hide equipment information based on whether the checkbox to listall equipment in a location is selected.
report.commentend: Ends an HTML comment. Useful to use with the IfPresentfunction to end a comment out (hide) unused sections of a report. Must be used withreport.commentstart.
Hints & Troubleshooting
Make sure that there are no spaces within the double square brackets e.g.
something like "[ [" or "] ]" will cause items not to be recognized.
Avoid using HTML code in function arguments (e.g. in the IfPresent function).
This can cause problems depending on the input data.
Use the [[report.dump]] tag to get a detailed list of variables available in a
report section if the report generator cannot find a requested parameter.
You can switch the HTML Editor to HTML mode (click HTML tab) to see the raw
HTML code and hence locate the cause of some hard to find errors.
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3.5 Other
This covers miscellaneous features of FastMaint.
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3.5.1 HTML Editor
On any form, click Edit
You don't actually need to understand HTML in order to use the editor! The
design tab lets you enter text and images just as you would in a word processor
such as MS Word.
The HTML Editor enables you to insert pictures, tables, formatted text and even
links to other documents. You can then update the documents and pictures
directly in their folders, e.g. when manuals change.
Only links to documents in HTML format can be printed. Links to documents
of other types can be viewed when you click on them in the reports if you have
the corresponding document viewer installed in your web browser (e.g. for PDF,
Word, etc.). However, unless they are in HTML format they will not be printed
out. If you have many documents in other formats check if they can be
converted to HTML files. Note that Microsoft Word, Microsoft Excel, etc. are able
to save and edit documents as HTML files.
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Instructions
Make sure that any pictures & links are to files that are in locations available to
all users e.g. a public website or shared folder. Otherwise you will be able to
access them but others will get errors when trying to access them from some
other computer (pictures will not be displayed and links will not work).
Make your changes and click OK (or click Cancel to abandon your changes).
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Listing
Design tab: Use the buttons and menus to insert tables, insert pictures,
format paragraphs and more. You can even select pictures and tables and drag
them to another location or even resize them. Hovering the mouse over the
buttons displays tooltips explaining what each one does.
HTML (experts only!): Review and directly edit the HTML code here. Do not
put in the <html>, <header>, <body> tags as they are automatically be
inserted - duplicate tags may cause your reports to look odd! You can use
most tags normally found within the <body> section of HTML documents.
Preview: Click this tab to preview how your changes will look.
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3.5.2 Login Window
The login window is where you enter your user name (account id) and password
to start using FastMaint Professional. Based on your account options, you will
have different access rights to the system .
The Admin Password (first use of FastMaint
Professional)
When you first start using FastMaint Professional edition, the system asks you to
specify a password for the "admin" account.
Make sure that the Admin password is NOT longer than 10 characters.
You will need to use this password the next time you use FastMaint.
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Forgotten Password: If you are a normal user, ask your FastMaint administrator
to reset your account password .
If you are the administrator, see Forgotten Admin Password (Administrators
Only) .
3.5.2.1 Forgotten Admin Password (Administrators Only)
If you have forgotten your Admin password...
1.Try passwords you normally use (most people seem to have a few favorite
passwords).
2.If you originally entered a password longer than 10 characters, try logging on
by entering the first 10 characters ONLY.
3.If all else fails, do ONE of the following:
OPTION #1 - Reinstall the software: This means losing all your existing
data.
Uninstall FastMaint, then use the software installer you previously
downloaded to reinstall the software. It will automatically give you a new 30-
day trial. This option is only good for people doing a software trial and who
do not have much data yet in the database.
OPTION #2 - Reset the administrator account (Admin) password:
Open a command line window (click the Windows Start button, select Run
then type "cmd" and hit Enter). In the command window, change the folder to
the FastMaint install directory (usually "cd C:\Program Files\fastmaint").
Enter "fastmaint.exe -reset". This starts FastMaint Professional with the
administrator account ("admin" user) password cleared out. You can login as
"admin" with no password. At this point you will have to enter a new
password .
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3.5.3 Web Based Work Request Module
The Web Based Work Request Module is an add-on product for FastMaint
Professional edition that allows any user to submit a work request for
breakdown (Unplanned) tasks or report alarm conditions via a browser. During
the trial period, FastMaint Professional edition allows processing of requests
submitted using the Web Based Work Request Module. Visit the Demos/
Downloads section at http://www.smglobal.com for information on how to get
this module.
After the trial period you will not be able to see these work requests unless you
buy a license for both FastMaint Professional and the Web Based Work Request
Module. FastMaint Web has a built-in work request module with more advanced
features.
This web-based module enables you - or your clients or staff - to request
"Unplanned" tasks or report "Alarm" conditions on equipment via a web
browser, e.g. Internet Explorer or Firefox.
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Instructions
1.Open your browser at the module's URL (the maintenance manager will supply
this).
The form displays.
2.Complete the form and click Submit Request.
It is now safe to close the browser window.
Listing
Equipment/Location: Limit the list of possible tasks by specific equipment/
location.
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Work Order Details: Indicate whether this Work Order is Unplanned or based
on an Alarm. (Daily/ Weekly/ Monthly/ Yearly/ Meter/ types are automatically
scheduled by the system.)
TIP: It speeds up data entry if you've already created several "Unplanned" tasks
for common breakdowns/ requests. Do this now by clicking the Task Add/Edit
button. This opens the Tasks screen .
Task OR Alarm: Base the Work Order on an unplanned Task or an Alarm.
Reason: Reason for the work request.
Name and Contact Information: Enter these here.
Date: The work order is for this date (today or in the future).
Work Order Comments/Special Instructions: Any additional text.
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4 Frequently Asked Questions (FAQs)
This section contains answers to frequently asked questions.
1. How do I import data?
2. Do I need to create a new task every time I want a new work order?
3. How can I create a 240 day task?
4. How to create a meter based task?
5. How to create an alarm based task?
6. How can I see past due, current and future work orders?
7. How can I create breakdown/ request work orders?
8. How do I get rid of work orders that were never worked on?
9. How can I print files attached (linked) to a work order or other report?
10. How can I customize a report?
11. How can I sum a numeric field on a report?
12. How do I use barcodes?
13. How do I install/ upgrade FastMaint?
14. How do I back up and restore my data?
15. How can I open the database with another program (e.g. Microsoft
Access)?
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4.1 How to import data?
You can import and export data to text files and Microsoft Excel spreadsheets.
Use this to bring in maintenance data from your existing system - most
software programs can export data to comma delimited text files.
Tip: You can create custom data fields for different items e.g. parts, equipment,
etc. and import them also.
1. Select the Import menu item under the File menu on the main window.
2. This brings up an Import wizard that provides a step-by-step guide to
importing your data.
3. Select the type of data (People, Equipment, Parts, ...) that you want to
import.
4. Click the Next button and FastMaint will show you the fields that can be
imported based on your selection.
Fields you can import: This shows you the list of fields you can import based
on the type of import you selected previously e.g. the screen below shows
equipment fields. Click the Next button once again to specify the import file.
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Select your data source (input data file): Here we specify the input file that
contains the data we want to import. This file can be a comma delimited or tab
delimited text file or even a Microsoft Excel spreadsheet. The first row of the file
should contain column (field) names and the actual data should start from the
second row onwards. Click on the Select Data Source button to specify the data
file.
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Select your data source (input data file): Clicking the Select Data Source
button brings up the file selection window below. Use this to locate the file you
wish to import. You can use the Files Of Type selection field to only display files
of the type you are interested in. Select the file (in this case "imp_eqp.csv") and
click on the Open button to continue.
Select your data source (Completed): You see that the file you specified is
shown next to the Select Data Source button. If you realize that this is the
wrong file, just click on the Select Data Source button to select another file.
Once you are satisfied, click on the Next button to go to the next step.
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Check if the right data is being imported: This step in the wizard allows you
to check if the data you specified is the correct data and that it is in the required
format. The first line of the import file should contain the column (field) names.
The actual data should be in the second row onwards. Here the Field Names line
shows what was found in the first row. The First Item line shows what was
found in the second row (first row of data). You may need to edit the data file
so that it fits this format. If you need to fix the input file first cancel the import.
Fix the file and then try to import it again. Once you are satisfied, click on the
Next button to go to the next step.
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Specify location of fields in the input file: In this step in the wizard you
specify what field in the input file maps to the corresponding field in FastMaint.
For example, here we have specified that the column "Name" in the input file
corresponds to the field "Equipment Name" in FastMaint. Fields that do not
correspond can be left at "<--No match-->". Use the scroll bar to go through
the entire list of fields. Once you are satisfied, click on the Next button to go to
the next step.
Complete the import: Based on your settings in prior steps the Import wizard
will read in the data from the input file and create the corresponding items in
FastMaint. As it proceeds it give you information on items it did not import
because of problems (duplicate entries, fields with unexpected format, etc.).
Once the import is completed you can use this information to fix the input file
and run the Import wizard once again on the same file. Items that were
previously imported will be automatically skipped.
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Click on the OK button to return to the main window. If we click on the
Equipment button in the main window we should see all the equipment we just
imported.
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4.2 Do I need to create a new task every time I want a new workorder?
A task is basically a template for creating work orders - by the system or by
you. Work orders created from a task can be completely modified so that they
bear little relation to the original task. You can use the same task to create
multiple work orders with each work order being for different equipment. For
example you create an unplanned task named "General Maintenance" or
"Change Light Bulb". Now you can create work orders as needed using this task
as a template. Each work order can be modified to associate it with different
equipment, locations, etc.
In the most extreme case you could have just one unplanned task in the system
e.g. named "Any Maintenance". You could then create all work orders as needed
from this by selecting "New" work order OR by selecting "Requests/
Breakdowns" (from on the main window). Modify the resulting work orders to
change equipment/ locations/ parts/ people/ etc.
However, it is advisable to create different tasks for different types of
maintenance (e.g. tasks specific to boilers, tasks specific to cooling systems,
preventive maintenance tasks, etc.). This will make it easier to standardize best
practices (in the task instructions), organize work orders as well improve
reporting/ audits/ analysis/ etc.
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4.3 How to create a 240 day task?
I want to set up a task that schedules a work order for different equipment once
in 240 days. First I set up the task as below:
I associate any equipment as needed on the Equipment tab:
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You can double click on each equipment above to bring up a new windows that
will allow us to specify a custom work order frequency for each equipment. We
double click on the row above for equipment "HVAC-B" to modify the task work
order frequency from the default 240 day cycle e.g. below we changed the Start
Date to 4/1/2011 and effectively put this HVAC unit on a different 240 day
cycle. Save the changes.
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Return to the task screen. See that "HVAC_B" shown below now has a “*” next
to its frequency showing that it is on a custom frequency not the default.
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Now click on the “Work Orders/ History” button to see the work orders this task
would generate (see below). We can see a work order for "HVAC-M" and
another for "HVAC-B" generated every 240 days (dates may be adjusted for
Calendar holidays if the task has a calendar associated with it).
You can click on the “Add” button to modify the work orders.
If you now go to the main window you can see these work orders scheduled:
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If I open one of the work orders and mark it as completed
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On the main window I see that the Status column value has changed from blank
to "Completed":
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The second 240 day task for "HVAC-B" (due 4/1/2011) is still open till I
complete it. Then about eight months later (240 days), I should see two new
work orders scheduled again for this task and repeating every eight months
(240 days).
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4.4 How to create a meter based task?
I want to set up a task that schedules a work order whenever a meter reading
changes by some amount. I can specify that an equipment has a meter and use
that meter to schedule tasks for that equipment or entirely different equipment.
In this case I have a forklift that needs to be serviced every 3000 miles of use.
First I create an equipment record for the forklift. On the meter tab I check
off that it has a meter. Since I am going to be scheduling tasks based on actual
use of the forklift, I select the “Actual Use” option. This gives me two options for
the meter type – a regular meter that has ascending/ descending readings or a
batch meter. Batch meters are useful for industrial equipment where one tracks
how much product was made per day e.g. 150 widgets one day, 200 widgets
the next day and so on. For the forklift since I am keeping track of the mileage it
has, I chose a regular meter type (Ascending/ Descending Readings) as
below:
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I have already entered some meter readings for the forklift. I can enter them
directly here or use the import function to import meter readings in the
future.
Next I create a new task for the 3000 mile forklift service. On the Frequency
tab I select the meter option. From the Equipment Meter drop-down I select
the forklift I just created. I specify that this task is to be done every time the
meter readings changes 3000 miles since the task was last done.
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I then click on the Equipment tab to associate the task with the equipment that
needs the work done. Since I am going to do the service work on the specific
forklift I only associate the specific forklift to this task.
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Advanced Tip: If I had multiple forklifts e.g. Forklift-2, Forklift-3, etc. I could
associate all of them with this task and give each of them a custom frequency
based on a meter reading associated with them. So Forklift-2 could have its own
meter and I could create a custom frequency association with this forklift by
double clicking on the equipment to change the frequency setting from the
default as shown below. This is useful when I have a standard maintenance task
that has to be done at different frequencies on different equipment.
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I save the new task. The Work Orders button will now be enabled. I can click on
the Work Orders button to see the work orders this task would generate if I
have meter reading entered for this equipment.
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Scheduling work orders: Work orders will be scheduled from this task as
meter readings are entered for the equipment with the meter. This can be done
manually on the equipment screen or by using the import function to import
meter readings.
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4.5 How to create an alarm based task?
I want to set up a task that schedules a work order whenever an alarm
condition is reported on an equipment. I can specify that an equipment has an
alarm and use that alarm to schedule tasks for that equipment or entirely
different equipment. In this case I have an overheating alarm defined on an
HVAC unit. When this alarm is reported I need to create a work order for
someone to go check this equipment.
First I create an equipment record for the HVAC unit. On the alarm tab I
check off that it has an alarm. I do not need to enter any alarm dates at this
time since I can use the Create Work Orders For Breakdowns/ Maintenance
Requests function or have users report an alarm condition using the Web
Based Work Request Module (if I have it).
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Next I create a new task for the alarm service. On the Frequency tab I select
the alarm option. From the Equipment Alarm drop-down I select the
equipment alarm I want to use to schedule this task.
I then click on the Equipment tab to associate the task with the equipment that
needs the work done ("HVAC-B" in this case). However, it is possible that the
alarm condition could be used to schedule work on totally different equipment/
locations by associating them with the task.
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Advanced Tip: If I had multiple similar equipment e.g. HVAC-B, HVAC-C, etc. I
could associate all of them with this task and give each of them a custom
frequency based on an alarm associated with them. So HVAC-C could have its
own alarm and I could create a custom frequency association with this
equipment by double clicking on the equipment to change the frequency setting
from the default as shown below. This is useful when I have a standard
maintenance task that has to be done at different frequencies on different
equipment.
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I save the new task. The Work Orders button will now be enabled. However, no
work orders will be shown as scheduled unless I have some alarm conditions
reported on associated equipment.
Scheduling work orders: Work orders will be scheduled from this task on every
day an alarm condition is reported on associated equipment alarms. This can be
done in the following ways:
1. Manually enter alarm dates on the Alarm tab in the equipment screen
2. Using the import function to import alarm conditions
3. Using the Create Work Orders For Breakdowns/ Maintenance Requests
function
4. Have users report an alarm condition using the Web Based Work Request
Module (if I have it)
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4.6 How can I see past due, current and future work orders?
You can use the selections on the main window such as: Last Week, Next
Week, This Week, This Month, Last 30 Days or Custom Period (if nothing else
matches!). With Custom Period selected you can enter period start & end dates.
Note that too large a period can make FastMaint very slow and unusable since a
lot of calculations are required! Another alternative is the Work Order History
Report . This report offers a variety of sorting and filtering options to get
reports on work orders for periods that you specify. You could even specify
future periods to see planned tasks due and work orders (if created).
Tip: Use the Planning Report (Planning button) to create/ re-print pending work
orders for a specific period.
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4.7 How can I create breakdown/ request work orders?
On the main window you can click on the "Requests/ Breakdowns" button.
Alternatively you can directly open the affected equipment/ location and click on
the "Requests/ Breakdowns" button at the bottom left of the form. For detailed
instructions on how to use this feature see - Create Work Orders For
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4.8 How do I get rid of work orders that were never worked on?
Set the status of such work orders to "Canceled". No parts will be reduced from
stock for them and costs will be set to zero. For more information, see Create/
Modify Work Orders
Example: Suppose there's a daily task to check the rollers. Some days this is
skipped and on the following day, the new daily work order is completed. The
uncompleted/ skipped work orders from previous days still appear on the screen
until you change their status to "Canceled".
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4.9 How can I print files attached (linked) to a work order or otherreport?
Sometimes you need to print additional information information (e.g. special
instructions, manufacturer's recommendations, etc.) along with each work
order. These can be added as hyperlinks in comments/ instructions.
Only links to documents in HTML format can be printed. Links to documents
of other types can be viewed when you click on them in the reports if you have
the corresponding document viewer installed in your web browser (e.g. for PDF,
Word, etc.). However, unless they are in HTML format they will not be printed
out. If you have many documents in other formats check if they can be
converted to HTML files. Note that Microsoft Word, Microsoft Excel, etc. are able
to save and edit documents as HTML files.
Instructions
Make sure that any pictures & links are to files that are in locations available to
all users e.g. a public website or shared folder. Otherwise you will be able to
access them but others will get errors when trying to access them from some
other computer (pictures will not be displayed and links will not work).
1.If you have not already done so, add the hyperlinks to the task instructions or
work order comments.
2.When printing (by clicking the appropriate Print button), select the Options tab
and then check "Print all linked documents".
The system prints all the linked documents.
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4.10 How can I customize a report?
Report templates are used to generate most reports. You can modify/ create
new report templates to create customized reports. There are several built-in
report templates that you can copy & change to suit your needs.
Example 1 - adding a custom field to the Work Order (Detailed) report:
Let us assume that you created a new custom field (a user specified field) called
"ApprovedOn" for tasks & work orders (Note: You can define custom fields by
using the "Define Custom Fields" option in the "Administration" menu on the
main window). The "ApprovedOn" field will now be available as an entry on the
Custom Fields tab on tasks as well as on work orders. On a task this field should
be left empty since each work order created from a task will have a different
approval date.
Now let us add the approval date to the "Work Order: Detailed" report. In
the main window click on the Plan button to start the planning report (pictured
below). Click on the Add/ Edit button found next to the Report Template field at
the bottom left of the window. This will bring up a list of all report templates
available to you.
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Scroll down the list of report templates in this list (shown below) till you find the
"Work Order: Detailed" report template. Double click on it to open it. Since this is
a built-in system report (the Owner column is blank) it cannot be modified.
Instead you will be asked if you would like to make a copy of the report
template to modify it. Select Yes and the report editing window will open up.
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You will see that the name of the report has changed to "Copy of WorkOrder".
You can change the name to suit your needs e.g. call it "ABCWorkorder" as
shown below. Leave the Type & SubType fields as is. Now click on the Edit
button next to the Report Template field to bring up the HTML Editor which will
allow you to modify the actual template contents.
In the template below we have dropped the task/ work order class ("Class:
[[wo.class]]") and instead replaced it with "Approved Date: [[wo.approvedon]]"
in the middle column of the third row of the table. Make sure that there are no
spaces between the two square brackets ([) e.g. it should be "[[" NOT "[ [".
There are a variety of report functions & options available for your use to
customize the report. See Editing a Report Template for more information on
these functions.
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Once you are done click on the OK button to save your changes. This brings
you back to the report window. Click Add to save the report template you have
created. Make a note of the report template name since you will select this
report template when you run the Planning Report. You will now see your newly
created template in the Reports list window (you may need to scroll through the
list to find it). Click on the Cancel button to close the Reports list window and
return to the Planning Report options window.
Using the modified report template: Now you should be back in the Planning
Report options window. Click on the dropdown arrow next to the Report
Template field. You should find your newly created template in the list. Select it.
Click on the OK button to run the Planning Report. You should see the report
generated with the custom field in it for each work order printed.
Problems? Check the troubleshooting section in Editing a Report Template .
Example 2 - adding a field for equipment in the Work Order (List) report:
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If you look at a work order report generated using the "Work Order: List" report
template you will see it has a variety of columns as shown below but no column
with the equipment the work order is associated with.
You can create a new report template by editing and creating a copy of the
"Work Order: List" template. In this new template add a new column named
equipment. Put the following in the column in the template. You must include the
list bullet so that if there are multiple equipment they will be listed one after
another. Otherwise it will produce two columns if there are two equipment
associated.
• [[equipment.name]][[IfPresent(equipment.description, ": ")]]
[[equipment.description]]
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For example as shown below in the new report template "Copy Of WorkOrder:
List":
You can now select this report template "Copy Of WorkOrder: List" when you
want to print a list of work orders with the associated equipment in the list.
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4.11 How can I sum a numeric field on a report?
To create a summation on a numeric field use the function Total. It gets the
total of a numeric column e.g. [[total(wo.laborcost)]]. Typically used in the
report's footer section to get totals. For a list of available functions look at the
help section Editing a Report Template .101
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4.12 How do I use barcodes?
Requirements: To print and use barcodes, you will need to have the Bar Code
module, an add-on for the Standard & Professional editions. If you wish to
evaluate the module please contact [email protected] for a trial or to
purchase a license. You will also need to have or purchase your own barcode
scanners to scan in the bar codes. The bar code scanners should be of the
"wedge" type (plug into the keyboard) OR should use software that makes it
seem like the bar codes are being entered as text on the keyboard.
Bar codes for equipment, parts, etc. can be printed on work orders. With bar
codes it is easier to scan out parts from stores, work orders can be easily
retrieved as needed and so on. The add-on currently supports "Code 39
(Extended)" and "Code 128" barcodes. These barcode types are the most
commonly used in manufacturing industries worldwide and are supported by
most bar code scanners.
1. First you will need to set the bar code options by selecting "Settings " from
the "Administration" menu on the main window.
2. Option 1: You can print bar code labels for equipment, parts or people by
selecting "Bar Code Labels" from the "Tools" menu on the main window. This
can be useful if you want to stick the labels on the equipment/ parts and use
the label in conjunction with a hand held scanner and the "Find" function
available on the main window to pull up equipment/ part details.
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3. Option 2: Select the option to print bar codes in the Planning report. This
will print bar codes for equipment, parts, work orders, etc. For example the
printed part bar codes on the work order could be used by the inventory
manager to pull up the parts when the technician goes to get the maintenance
parts from inventory. The work order bar codes can make it easy to pull up &
update/ close the work orders using the "Find" function on the main window
once the technician completes the work order and returns it with their
comments/ feedback.
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4.13 How do I install/ upgrade FastMaint?
FastMaint can be installed and setup as one of three editions - Basic (single-
user), Standard (single-user) of Professional (multi-user). It is possible to
upgrade from Basic to Standard to Professional editions by buying the
appropriate license. Upgrading to the Professional edition gives you a new 30-
day trial before you have to purchase the license. You may be eligible for special
upgrade pricing.
Note that you CANNOT "downgrade" from the Professional edition to the Basic/
Standard editions since the maintenance database formats differ. To go back to
your previous edition, uninstall the Professional edition and remove any database
files. Then re-install FastMaint the original edition and restore any pre-upgrade
backups.
Basic and Standard Editions
1.If upgrading, backup any existing data .
2.Run the installer to upgrade or install the software.
3.Run FastMaint and click through the wizard, making sure to select the correct
edition.
Professional Edition with built-in Microsoft Access
(Jet) database
1.If upgrading, backup any existing data .
2.Run the installer to upgrade or install the software.
3.Run FastMaint and click through the wizard, making sure to select the
"Professional Edition". (If you get this wrong, you can use the Administration
menu, Application Setup option.)
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4.Follow the instructions to use an internal database, then select the option to
setup a new shared database.
5.Click the Change Database Location button to enter the shared drive/
network location you want the database files to be kept.
If you are upgrading from the Basic/ Standard edition, your existing database
will be upgraded and copied to this location.
6.Login into FastMaint using the “admin” account.
(If this is your first login, you will be asked to enter a new admin password
.)
7.Use the Administration menu to create some user accounts and tailor their
access .
8.Repeat steps #2, #3 and #4 on all the remaining destination computers.
Professional edition with Microsoft SQL Server
You should already own licenses for SQL Server and have it set up on your
server.
1.If upgrading, backup any existing FastMaint data .
2.Using Microsoft SQL Server, create an empty database for use with
FastMaint.
3.Create a database user account that has DDL administration as well as read
+write access to the database (avoid using the SQL administrator account for
security reasons).
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4.In Microsoft Windows, under the Control Panel, Administrative Tools, select
"Data Sources (ODBC)". Set up a System DSN with an SQL Server based data
source. Point to the SQL Server database you created for FastMaint. Use the
database user account you created (do not use Windows/ Integrated
security). Test the connection.
5.Run the installer to upgrade or install the software.
6.Run FastMaint and click through the wizard, making sure to select the
"Professional Edition". (If you get this wrong, you can use the Administration
menu, Application Setup option.)
7.Follow the instructions to use an external SQL Server database. Specify the
System DSN you setup in step #2.
The setup wizard will initialize the empty SQL Server database. If you are
upgrading from the Basic/ Standard edition it can also transfer all your existing
data over to the SQL Server database.
8.Login into FastMaint using the “admin” account.
(If this is your first login, you will be asked to enter a new admin password
.)
9.Use the Administration menu to create some user accounts and tailor their
access .
9.Repeat steps #4, #5 and #6 on all the remaining destination computers.
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4.14 How do I back up and restore my data?
It is very important to periodically make a copy of the database for backup and
restore purposes. It is also recommended prior to installing a software update or
upgrade.
1.Make sure that all users are out of FastMaint.
2.Copy the database files FastMaint.mdb and FastMaint.mdw and paste them
into a safe location.
The location of these files depends on the FastMaint edition. Basic and
Standard both use the program install directory (usually “c:\Program Files
\fastmaint” OR on 64-bit systems “C:\Program Files (x86)\fastmaint”) .
However, Professional uses a location specified by the FastMaint.ini file found
in the program install directory.
3.If required, again make sure that all users are out of FastMaint, then restore
the backups to the original location.
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4.15 How can I open the database with another program (e.g.Microsoft Access)?
It's sometimes useful to access your data using another program e.g. to create
a custom report/ fix some data. How you do this depends on which FastMaint
edition you are using:
To preserve the integrity of the FastMaint system it is advisable to open the
database as Read Only. Bad updates can cause the FastMaint system to fail or
work incorrectly.
Single user edition or multi-user edition using an
internal database (Microsoft Jet/ Access 2000):
FastMaint data is stored in a Microsoft Jet/ Access 2000 database called
FastMaint.mdb. Many third-party programs, utilities and report generation tools
can access this database. You will need to configure the tools to also use the
workgroup information file FastMaint.mdw (found in the same location as the
FastMaint.mdb file).
Two user accounts are provided with the Access database to read/ write data in
this database. This will enable you to create any special reports you need, export
maintenance data to a corporate data repository and so on.
Account "reader": No password (default) – has read access to many tables
in the database.
Account "editor": No password (default) – has read and update access to
many tables in the database.
To open the database with Microsoft Access 2000
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Create a shortcut on your desktop to Microsoft Access and use this shortcut
to open the FastMaint database. The shortcut should call Microsoft Access with
the following properties: (MS Access path) (database path) /WRKGRP
(workgroup path)
e.g. (all on a single line)
"C:\Program Files\Microsoft Office\Office\MSACCESS.EXE" "C:\Program Files
\fastmaint\FastMaint.mdb" /WRKGRP "C:\Program Files\fastmaint
\FastMaint.mdw" /excl
(The "/excl" flag above opens the database in exclusive mode (single user
mode). It is optional and is only required if you want to create custom
Microsoft Access Reports in the database.)
Warning: Set passwords on the "reader" and "editor" accounts as soon as
possible to prevent unauthorized access to FastMaint data.
External Microsoft SQL Server database (ODBC
connection)
Many third-party programs, utilities and report generation tools, can also accessthis database.
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5 For IT Administrators
Regular backups are important!
On a regular basis, please take a backup of the FastMaint.mdb and
FastMaint.mdw files
Basic/ Standard editions: The files are in the program install directory.
Professional edition: For an internal database, the files are in the database
directory specified in the Fastmaint.ini file. For an external database using
ODBC, please speak with the database administrator about taking regular
backups of the FastMaint database.
Improving performance
It's a good idea to regularly compact the database to reduce wasted space:
Select Administration, Compact Database.
If you are connecting to an external database using ODBC, speak with the
database administrator to see what kind of regular maintenance needs to be
scheduled for optimum performance.
If configuring the Professional Edition for users from multiple workstations, put
the database on a fast network location to get best performance. Slow and
unreliable network connections will result in poor performance as well as
database corruption and loss of data.
Changing the database location (Professional edition
only)
Internal database (Microsoft Jet/ Access 2000)
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1.Move the FastMaint.mdb and FastMaint.mdw files to the required location.
2.Ensure that all users who will connect to this database have file create,
update and delete rights in this new location.
3.Edit the Fastmaint.ini file (found in the FastMaint installation directory of
each workstation that has FastMaint installed) and change the path of the
Database attribute to point to the new location. Each workstation that
connects to the FastMaint database should have the Fastmaint.ini file
modified to point to the same database location. You can also use the
Application Setup Wizard (Administration menu) to make this change to the
FastMaint.ini file on each workstation.
External Microsoft SQL Server database (ODBC connection):
1.Speak with the database administrator about backing up and restoring the
existing database onto another server/ location.
2.Go to each workstation that will be connecting to this database and use
the ODBC Connection Wizard to add/ change the ODBC connection to the
relocated database.
3.If using a new ODBC connection, also use the Application Setup Wizard
(Administration menu) to make changes to the FastMaint.ini file to point to
the newly setup database.
Integration with other systems/ Getting access to
FastMaint data
To preserve the integrity of the FastMaint system it is advisable to open the
database as Read Only. Bad updates can cause the FastMaint system to fail or
work incorrectly.
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Single user edition or multi-user edition using an internal database
(Microsoft Jet/ Access 2000): FastMaint data is stored in a Microsoft Jet/Access 2000 database called FastMaint.mdb. Many third-party programs,utilities and report generation tools can access this database. You will need toconfigure the tools to open the workgroup information file FastMaint.mdw(found in the same location as the FastMaint.mdb file).
Two user accounts are provided with the Access database to read/ write datain this database. This will enable you to create any special reports you need,export maintenance data to a corporate data repository and so on.
Account "reader": No password (default) – has read access to many tablesin the database. Account "editor": No password (default) – has read and update access tomany tables in the database.
To open the database with Microsoft Access 2000:Create a shortcut on your desktop to Microsoft Access and use this shortcutto open the FastMaint database. The shortcut should call Microsoft Access withthe following properties: (MS Access path) (database path) /WRKGRP(workgroup path)
e.g. (all on a single line)
"C:\Program Files\Microsoft Office\Office\MSACCESS.EXE" "C:\Program Files\fastmaint\FastMaint.mdb" /WRKGRP "C:\Program Files\fastmaint\FastMaint.mdw" /excl
(The "/excl" flag above opens the database in exclusive mode (single usermode). It is optional and is only required if you want to create customMicrosoft Access Reports in the database.)
Warning: Set passwords on the "reader" and "editor" accounts as soon as
possible to prevent unauthorized access to FastMaint data.
External Microsoft SQL Server database (ODBC connection): Many third-
party programs, utilities and report generation tools, can also access thisdatabase.
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Data locking issues (Professional edition only)
If using the internal (Microsoft Jet/ Access 2000) database, all FastMaint users
should have file create, update and delete rights on the directory where the
shared FastMaint database files are stored.
If a user workstation crashes when editing an item (e.g. a Part, Task, etc.), a
lock may still be retained on one or more items, preventing all users from being
able to access them (you will get an item is locked error message). To release
such spurious locks, first ensure that all users are out of the FastMaint
application, then shut down and restart the file server or workstation on which
the FastMaint database files are kept. This will release all open locks. If
connecting to an external database using ODBC please speak to the database
administrator about how to release such locks.
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6 Getting Support
Visit the Support Center (http://www.smglobal.com/support) to search for
information, helpful tutorials or submit support requests.
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7 Video Tutorials
Our tutorials keep changing so please visit the online Tutorial section (http://
www.smglobal.com/fastmaint/demo) for the latest video tutorials and other
tutorials on different FastMaint features.
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Index- 3 -3rd party system 157
- A -About Tasks and Work Orders 8
Access (MS Access) 157
accounts 85
administration 109, 160
alarm 136
alert 85
alerts 85
analysis 94
- B -backlog 58
backup 156
bar code 85, 151
Bar codes 85, 87, 151
barcode 151
Barcodes 85, 151
batch 130, 136
breakdown 94, 141
breakdowns 54
bug 165
bugs 165
- C -calendar 96
calendars 23
categories 25
comma delimited 116
completed 94
configuration 85
configure 85
create 130, 136, 141
custom 144
customize 144
- D -data 116, 156
database 156
Deleting expired work orders 142
downtime 58, 96
- E -email 69, 71, 85
emergency 141
equipment 27, 96, 116, 122, 130, 136
errors 71
estimating 58
excel 116
export data 79
- F -FastMaint 153
fields 144
forward 71
frequency 130, 136
functions 150
- H -HTML Editor 106
- I -import 116
import data 76
importing 116
Installation 153
integration 157
- L -Linked files 143
Location 122
Locations 31, 122
login 109
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- M -main window 19
meter 130
- N -numeric 150
- O -open database 157
- P -parts 34, 39
past due 58
pending 58
people 37
percentage 58
plan 94
planned 94
planning 51, 61, 63
preventive 94, 96
Printing 143
process 69, 71
purchase order 39
- R -reply 71
report designer 98
reports 144, 150
request 141
restore 156
- S -settings 85
setup 85
sms 69, 71
spreadsheet 116
statistics 58
sum 150
suppliers 47
support 165
- T -task 130, 136
Task Frequency tab 45
Tasks 42, 122
text messages 69, 71
total 150
training 165, 167
trends 94
tutorial 165, 167
tutorials 165, 167
- U -unplanned 141
updates 69, 71
upgrade 153
- V -variance 94
vendors 47
video tutorials 6, 167
videos 167
Viewing all past due, current and future 140
- W -work order 122, 141
Work orders 51, 58, 63, 67, 69, 71, 94, 96, 97, 122,140, 142
work requests 54, 111
workbook 116
workload balancing 61