engica q4 cmms brochure

Engica Technology Systems International

One Trinity, Broad Chare, Quayside, Newcastle upon Tyne NE1 2HF, UKTel: +44 (0)191 201 7777 Fax: +44 (0)191 201 7778

Houston Technology Center, 410 Pierce Street, Houston TX 77002, USATel: +1 713 357 9538 Fax: +1 832 553 1086

www.engica.com

CMM

S: Integrated Asset, W

ork, Safety and Logistic Managem

ent

Product Ref: S20120320

CMMSIntegrated Asset, Work, Safety

and Logistic Management

Cont

ents

Contents

CMMSIntegrated Asset, Work, Safety and Logistic Management

Enterprise Asset Management Streamlined Maintenance ControlFully Integrated FeaturesPlatforms

Asset Management Asset ManagementWork PM SpecificationMaintenance and ContractsManaging Manpower

Work Management Work Planning and SchedulingWork Process FacilitiesWork SafetyIsolations and Dashboard

Logistics Management Inventory ManagementPurchase ManagementTransactions and Accounting

Delivery ImplementationConfiguration

Integration and Technology

Benefits

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ASSET REGISTRATION, UPKEEP AND PERFORMANCE / EFFICIENT WORK SCHEDULING, EXECUTION AND ANALYSIS / PROCUREMENT AND MATERIAL OPTIMISATION

Enterprise Asset Management

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CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com02 CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 03

Q4 gives you the ability to capture, define and track the characteristics of equipment and work-related information.

Q4 prescriptive tasks can be specified and assigned to establish preventive scheduleswith complete history audits. Documentsand drawings are easily stored including version control with system-wide viewing.

The configurable workflow engine provides you with powerful interactive scheduling tools to balance work priorities, safety, labour, spares and resources, co-ordinated with your planned or forced outage opportunities.

Multi-location spares and material management is fully integrated with the work and equipment applications to optimise its critical role. It features streamlined administration by assisting procurement and stores staff to tightly manage stock, vendors, contracts and transactions.

KEY FEATURES INCLUDE

• Management of assets andmaintenance activities

• Scheduling and optimisationof work plans

• Organising resource effectively

• Ensuring safety measures are plannedand implemented

• Ensuring asset integrity and complianceis met with audit

• Optimising inventory in line with maintenance strategy

Streamlined Maintenance Control

• Streamlining purchasing and itscost effectiveness

• Monitoring performance with KPIsto determine strategies

• Keeping control and monitoringof expenditure

• Managing support informationincluding attached documents

• CMMS: Integrated

Assets Work Orders Resources PM

Inventory Purchase Planning Safety Permits

The Q4 CMMS system can be used using a rich desktop and/or browser web interface for mobility. It also offers impressive integrationwith leading financial and ERP systems.

Fully Integrated Features

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Enterprise Asset Management

CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com04

Sector case profiles available on request.

Equipment

TasksPM & Defects

WorkPlanning

Job ReportingAssessment

CostingScheduling

Work FlowProgress

Completion

HistoryAudit

TemplatesTask Safety Hazards

ProceduresBudgets

Resource

Calibration

FinanceLedgersPaymentAccruals

LogisticsInventoryPurchasesResources

Analysis

Safety

Contracts

Tools

Assets CostRoll Up - Cost Analysis

DataMining

Platforms

Asset Management


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REGISTRATION, UPKEEP AND PERFORMANCE

Q4 gives you the ability to capture, define and monitor the characteristics of all types of assets and work-related information, whilst including such time saving features as inheritance for data handling efficiency.

Asset Management

WORK SPECIFICATIONS AND PM SCHEDULES

Define detailed Work Specifications and PMs including procedural documents, effort, skills, spares, stock kits, safety documents, support items, applied contracts and others.

Work PM Specifications

Assign team, group, effort, skills, tools, and test equipment to work specifications

Create calibration instructions and check points for instrument and control equipment

Define “PM Type” templates for automatic assignment to equipment of that type

Define planned maintenance by frequency, fixed dates, user defined units (e.g. running hours, start stops) or event condition triggers

Define planned frequencies as floating or fixed cycle

Define PM modules to be planned and closed as a group

Generate outage PMs for shutdowns

Suspend PMs on plant shutdown outages


Equipment

Work Specification

PM Frequency

Spares and Tools

Resource

Calibration

Safety Measures

Work Module

Documents

DOCUMENT ATTACHMENT AND MANAGEMENT

Documents and drawings, including version control, are easily stored and accessed with system-wide viewing.

Screenshot in here

Asset Management

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Maintenance and Contracts

Managing Manpower

MANAGING RESOURCES AND CALENDARS

Comprehensive calendar controls that can be set up for shifts, workgroups and individuals with updates of leave, holidays, training time or other events to reflect actual manpower availability to assist work scheduling.

Shift RostersRosters can be set up for multiple shift/ stagger patterns and mapped onto calendars to provide resource availability forecasts to assist work scheduling.

Skills and Training Comprehensive personnel skills and training can be defined and maintained within the system. Tracking and automatic notifications can be used for refresher training or tests. Skills can be used on work assignment and safety document processing.


OUTSTANDING WORK

To monitor outstanding maintenance an easy-to-use display shows all maintenance routines requiring attention between user-specified dates.

The display supports “traffic light” coding to signify Due, Overdue and Not Due maintenance for quick assessment with drill-down to detail.

CONTRACTS AND SERVICE ORDERS

Maintenance routines can set up contracts and call off services with schedules of rates that can be activated on a work order with automated PO creation.


Q4 PROVIDES FEATURES TO MODEL YOUR ORGANISATIONS RESOURCES, CONTRACTS, MAINTENANCE PROGRAMMES AND FINANCES INTO A VALUABLE REPOSITORY OF INFORMATION

Screenshot(s) or icons in here

PlannedMaintenance

Activity

Not Due: 75%

Over Due: 15%

Due: 10%

Work Management

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SCHEDULING

Q4 offers tools to compose work schedules with planning facilities for resource availability and allocation, spare assignments and their availability as well as safety work task risk assessment and permit requests.

CRITICAL PATH PLANNING

Q4 schedules can be viewed and amended in Microsoft Project® for planners requiring critical path planning and Gantt charts.

SPREAD SHEET EXPORT AND IMPORT

Q4 list views in general support export toan Excel spreadsheet. Importing facilitiesare also available but require appropriate security rights.


Work Planning and Scheduling

CONFIGURABLE WORKFLOW

The Q4 work system can have its workflow configured to match your requirements. The state workflow engine supports security and role management for each step to provide control such as approval.

CONFIGURABLE JOB CARDS

Q4 offers configurable job cards for varying types of work, for example internal and contract work.

SUPPORTING INFORMATION

In addition to printing job cards, output can extend to associated graphics and attachments, which can then be printed with the job card.


V661

V431V663

V652

V071

V631

V426

V659V660

V522

V639

V549V546

V547

V545

46

V070

V069

PSV906B

LV015A

COALESCINGFILTER B

Work Management

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Work Process Facilities

PM & WO MODULES

Individual PMs can be assigned into a PM module which is ideal for certain types of work such as shutdowns or walk about inspection checks. Defect work can be added into modules to ensure all relevant work is planned and executed. In addition, work modules offer efficient methods to batch job cards with efficient reporting across groups of work.

WORK REPORTING

Efficient methods are offered to report individual job progress, resource usage, WO handover, closure as well as multi-job batch processing.


ANALYSIS & REPORTING

All work activities (work detail, time, spares, resource, safety, calibration etc.) are recorded in History and can be analysed using Q4 reporting facilities or by external report tools.

• Life cycle status fully recorded for audit

• Record inspection information for predictive analysis and statutory regulations

• Complete Work Order reporting individually or in a mobile group

• Create follow-on Work Orders

• View the actual Work Order cost elements

INTEGRATED SAFETY

Using the Q4 Safety module WO tasks can be risk-assessed and safety documents can be requested, created and processed.

PERMITS

Q4 Permit module is dedicated to the management of Permit to Work documents and Certificates.

RISK ASSESSMENT

Q4 Risk Assessment supports the identification of hazards relating to each step of a work task and assists in the nomination of suitable controls and precautions to reduce the safety risks to acceptable levels.

Please see the Q4 Safety brochure for further details.

Work Management

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Work Safety


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INTERACTIVE AND INTUITIVE TOOLS

Q4 LOTO contains features to manage the entire isolation process with controls and checks to support logical process flow

The software guides users through the process of creating an Isolation Certificate, (Classified Isolation Certificates or Isolations on a Permit) by selecting the isolations required while checking if they are already being sharedby other work.

Q4 Isolation Manager controls the sequence of status changes that an Isolation Certificate is moved through during its life cycle. The workflow engine ensures that all necessary procedures and authorizations are completed before moving to the next stage in the sequence.

If required, the IC can be configured to work with a Sanction to Test or Equipment Testing Certificate to control the release of isolations for testing in a safe manner.

The isolation and de-isolation process can be managed with Lock or Tag control and also features a mechanism for cross locking to assist in situations where complex cross lock procedures are required.

• Build Isolation

• Analyze

• Document

• Apply Isolations

• Lock & Tag

• Issue & Proceed

• Test Management

• De-Isolate

VISUALLY TRACK YOUR ACTIVE WORK

The Q4 Dashboard is the ideal application if you need to visually track active work orders and safety documents to their physical location. The configurable digital map and site plot display offers zoom, pan and layer views to navigate effectively around the site. It also offers alerts and potential conflict management.

Please refer to Q4 Safety for more details.

Isolations Dashboard

Logistics Management

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OPTIMISATION

Multi-location spares, tools and material stores are fully managed to support work and equipment to optimise their critical role while assisting logistics staff to tightly manage stock, vendors, contracts and transactions.

POLICIES

A single screen for each inventory record and its policy can be used to determine how the item is reordered, with ROQ & ROL level computations along with other details.

A series of processing and forecasting algorithms facilitates optimum stock holdings, taking account of lead times to match your maintenance strategy.

Inventory Management



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REQUISITIONING

Manual and automated requisitioning are performed using both the planning and work interfaces as well as the Q4 logistic system.

TENDERING

Pre-purchase tendering offers electronic transmission with informed selection basedon cost, quality and delivery.

PURCHASING

Q4 PO handles the entire process from request to receipt, invoice matching and payment. Features are provided to handle multiple currency rates and PO types for alternative companies, goods returns, adjustments, inspections and much more.

In addition the PO process flow can be configured to match precise requirements including workflow and PO hardcopy.

FORECASTING

Material forecasting is a key element of the system to assist engineers and procurement staff to see future material requirements. Facilities include the use of past stock consumption and policy, order lead times,PM future projection requiring materials as well as specific stock allocations to provide forecast reports

MULTI-CURRENCY

POs can be multi-currency defined with currency “triangulation” compliance to track values.


Purchase Management

FEATURES

• Support maintenance work with fully integrated spares allocation and automated/manual purchase ordering

• Maintain organised multi-location stores with rapid information access

• Establish “best buy and terms” using tender requests and alternative vendor analysis

• Develop optimum inventory levels using ROQ and ROL calculations and refine policies for each item type across multiple depots/stores

• Create POs with lead-time awareness for just-in-time spares

• Keep purchase and inventory transactions fully tracked and reconciled

• Review service contracts and maintain warranties and claims

• Utilise inventory and procurement reports to control, value and audit the system


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Transactions and Accounting


BUDGETING

Budgets can be defined and recorded for departments, locations, plant hierarchies and other categories. Facilities are provided for individual and accumulated transaction limits and authorising levels.

Budgets are tracked to monitor expenditure / variances and are rolled up in a number of modes to provide analysis.

BAR CODING SUPPORT

Bar coding is supported for counter transactions and for stock taking. Documents such as purchase orders are also bar coded for efficient information recall.

INFORMED TRANSACTIONS

Roll-up feature allows work orders to check availability of spares over multiple stores and put in requests to reserve spares and transfer between depots or sites.

• Allocation and bonding of stock

• Issues and Returns

• Opening Balance setting

• Adjustments

• Cyclic stock checks

• Auto Min/Max calculation

• Auto reorder confirmation

• Loans

• Refurbishments

MATERIAL HAZARDS AND SAFETY PROCEDURES

Provision is made to manage materials requiring MSDS control and supporting safety procedures.

Issue Stock Allocate Stock Loan Stock

Return Issued Stock

ReturnAllocated Stock

ReturnLoaned Stock

Manage InventoryTransfer Stock Perform Stock Take

Delivery

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SYSTEM CONFIGURATION

A core design goal of all Q4 solutions isto provide you with a system that adaptsto your processes and required outputs,rather than forcing procedural change to match the software. The Q4 architecture allows the system to be configured to precise requirements using instruction sets that are utilised by the Q4 Engine.

WORK FLOW

The Q4 system includes the ability to operate client-specific outputs for key document types that closely represent the paper Job cards, POs and RFQs.

The system supports any number of WO and PO types, each of which can have its own layout, logic and data to provide users with immediate familiarity and rule base.

Configuration


REQUISITION/RFQ AND PO LAYOUTS

The format of printed RFQ and POs isalso client-specific. Engica has implemented different sizes, colours, styles, watermarks, single/double sided and continuationsheet handling on many printer types.

OUR APPROACH

Q4 systems are not just items of software, they are business solutions and we treat each implementation of our products as a complete business project.

Based on our experiences of implementing our Q4 solutions through a wide variety of industries, we have developed an implementation methodology which has now become a fundamental part of our solution.

Central to this methodology is the partnership we build with our client during the project allowing the team to combine our in-depth knowledge of the product and past usage with the client’s understanding of their own work practices and requirements.

Implementation

Preparation

Software Configuration

Testing

Training

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SEAMLESS INTEGRATION

Integration is a key aspect of Q4 and each module offers seamless integration with each other when connected. Q4 integration to third party applications is also designed at its core with the system’s multi-tier object orientated architecture.

The Q4 API can be fully exposed to communicate with such systems as DMS, Finance, ERP, Mobile devices and many more. A number of leading systems have been integrated to date with applets and web services.


Integration Technology

LANGUAGE

Q4 systems are designed to work and switch instantly to multiple languages. New languages can also be added as required. Q4 is currently available in over 16 languages.

DATA SEGREGATED MODELS

Q4 is capable of using a segregated data model (on MS SQL Server / Oracle) to hold data from multiple sites and/or specific disciplines with restricted access based on login name. This allows multiple sites to use a single database and server to service all users.

SECURITY

Q4 systems offer advanced configurable security features including authentication extending to single sign-on, security switching, role and skill matching.

Please reference the Engica “Resource Centre” for further information.


APPLICATION ARCHITECTURE AND TECHNOLOGY ENGINEERED FOR AGILITY AT ITS CORE.

Benefits

THE KEY ADVANTAGES

Q4 provides facilities to model your organisation’s resources, maintenance programmes, procedures and finances into a valuable repository of information.

Supports effortless access to information, easy work programme creation, definitive workflow control and integrated logistics management using an interface that users like and find easy to use.

Delivers results achieved with enhanced business process efficiency, transforming data into knowledge and an improved bottom line.

Uses the open and accessible Q4 architecture that uses a multi-tier component architecture which is maintainable and cost effective and at the same time offers impressive configuration, customisation, integration and remote computing facilities to fit your IT requirements.


Benefits

Q4 CMMS system offers a range of advantages to all our users. The system is comprehensive with an impressive array of sophisticated functions that are configurable to the way you want to work and, most importantly, by offering a system that is easy to set up and use.

Bene

fits


Systems - Plant – Assets

Bill of Materials

Equipment Type

Documents & Drawings

PM Type Location

Asset Transfer & Tracking

Asset Valuation

Modifications

Asset Transfer Log

Running Costs

Budget/Expenditure

Staff

Workshops & Teams

Workgroups

Skills Accrediting Body

Skills, Training

Workgroup Calendar

Employee Calendar

Rosters

Condition Monitor

Triggered Action

Result Graphing

Costing Reports

Personnel Reports

Technical Reports

User Reports

Equipment

Resource

Events

Reports

Task Type Library

Work Specification

Preventive Maintenance

PM Module

Stock Kit, Tools

Test Equipment

Support Services

Contractor Control

Contract Schedules

Costs and Timescales

Fixed Term Contracts

Scheduling & Planning

Task Risk Assessment

Safety Permits

Resource Requirements

Skill Assignment

Custom Job Cards

Raise Defect Work

Out of Service Log

Calibration Management

History Transfer & Analysis

Bar Coders, Mobile Devices, DMS, ERP, Microsoft Project and others. Integrate Q4 to SAP™, Oracle™, E1™, Sun™, PeopleSoft™ and others using the Q4 Finance Link

Task

Contracts

Work Control

Integration

Calendars

FUNCTIONALITY IN SUMMARY

Stores Management

Inventory Integration

Requisitioning

Purchasing & Tendering

Logistics

engica q4 cmms brochure

Technology

management of assets

material management

work priorities

asset registration

optimisation of work

ensuring asset integrity

safety measures

q4 cmms system