maintenance management oftware · manwinwin web 100% web-based platform with a dynamic interface -...

MAINTENANCE MANAGEMENT SOFTWARE

ManWinWin Software Page 1

Index ManWinWin Software .............................................................................................................................................................. 2

Software technical features...................................................................................................................................................... 2

Software Modules – Integrated Solution ................................................................................................................................. 3

Maintenance ..................................................................................................................................................................... 3

Costs and Budget Control ................................................................................................................................................. 3

Stores ................................................................................................................................................................................ 3

Purchase Orders ............................................................................................................................................................... 3

Work Requests ................................................................................................................................................................. 3

Store Requests .................................................................................................................................................................. 3

Purchase Requests ............................................................................................................................................................ 3

Automatic Man-Hour Records .......................................................................................................................................... 3

Web Resources – Integrated Solution ...................................................................................................................................... 4

Web Work Requests ......................................................................................................................................................... 4

ManWinWin QUICK .......................................................................................................................................................... 4

ManWinWin WEB ............................................................................................................................................................. 4

Plugins – Integrated Solution ................................................................................................................................................... 4

Workflow Notifications by E-Mail ..................................................................................................................................... 4

Imports ............................................................................................................................................................................. 4

Advanced Reports............................................................................................................................................................. 4

Main features detailed view ..................................................................................................................................................... 5

System main configurations ............................................................................................................................................. 5

Dashboard ........................................................................................................................................................................ 9

Equipment plant – Item coding and detailed recording ................................................................................................. 10

Maintenance Work – Work Orders Management .......................................................................................................... 13

Materials – Store Management ...................................................................................................................................... 17

Purchase Orders ............................................................................................................................................................. 20

Costs and Budget Control ............................................................................................................................................... 22

Analysis, Reports and Maintenance Indicators .............................................................................................................. 25

Work Requests ............................................................................................................................................................... 28

Store Requests ................................................................................................................................................................ 29

Purchase Requests .......................................................................................................................................................... 31



ManWinWin Software ManWinWin is a standard maintenance management software which reaches, with great detail, coding and recording of the maintenance items, planning and managing maintenance works, quantification of the man-hour, materials and contracted services, effort and costs, managing stock item stores and resulting key performance indicators. Currently ManWinWin is available in 9 (nine) languages: Portuguese (Portugal), Portuguese (Brazil), English, French, Spanish, Italian, Romanian, Russian, Vietnamese. ManWinWin is a flexible, easy-to-implement and simple-to-use solution for the maintenance management of any type of equipment.

INDUSTRY & INFRASTRUCTURES Any type of industrial facilities, ports, municipalities and other infrastructures

BUILDINGS Hotels, hospitals, universities, banks and public buildings

FLEETS Public transport, logistics operators and fleets of any size

SERVICE PROVIDERS Maintenance service providers

Software technical features Developed in the most recent Microsoft .NET and Microsoft SQL Server technologies.

Printing or exporting all the information from the application using reports from Crystal Reports.

Multi-user platform.

Integrated maintenance work, store and purchase requests modules, without user access limit, with Web

platform.

Allows remote operation under the concept of Remote Application.

User interface and form design in line with the typical practices for Microsoft solutions



Software Modules – Integrated Solution

MAINTENANCE System’s main module which includes the Plant (coding, technical specification and maintenance plans of maintenance assets), the Work Orders (work orders management), the Materials (definition of the material coding standard and constitution of the master articles) and the Analysis (automatic parameters), Reports (tables, lists and charts) and Key performance indicators (created by the user).

COSTS AND BUDGET CONTROL Additional module which allows the registration of the several types of cost documents used by the organization (invoices, delivery notes, etc.), organizing the allocated cost items (supply records, man-hours, materials and other services). In addition, it allows the definition of maintenance budgets for a given period and an account to cost center ratio, allowing the budget execution to be evaluated at any moment.

STORES Additional module for centralized management of multiple stores, which allows the stock control of the materials and their movements (inventories, store entries, store outputs, returns to suppliers, returns to store, transfers between stores).

PURCHASE ORDERS Additional module for the purchase orders management of materials and/or services to suppliers. Purchase orders go through the following states: prepared, issued, partially received and fully received. There is also the ability to perform proposal requests to several suppliers.

WORK REQUESTS Peripheral and independent module, which works outside the main interface, allowing the realization and monitoring of maintenance requests. Simultaneous access to this module is unlimited.

STORE REQUESTS Peripheral and independent module, which works outside the main interface, allowing the realization and monitoring of store requests. Simultaneous access to this module is unlimited.

PURCHASE REQUESTS Peripheral and independent module, which works outside the main interface, allowing the realization and monitoring of purchase requests. Simultaneous access to this module is unlimited.

AUTOMATIC MAN HOUR RECORDS Independent application that allows you to register man hour in real time, indicating only the employee ID and the work order code. Simultaneous access to this application is unlimited.



Web Resources – Integrated Solution

WEB WORK REQUESTS 100% web-based platform which allows you to create and monitor maintenance requests. Simultaneous access to this feature is unlimited.

MANWINWIN QUICK 100% web-based platform which brings together a simple set of applications to perform some tasks (maintenance orders, store outputs, corrective work orders, direct applications, man-hour records, request viewer). Simultaneous access to this feature is unlimited.

MANWINWIN WEB 100% web-based platform with a dynamic interface - responsive - which guarantees a good use on any device with Internet access. This platform eases the access of managers, technicians, customers or suppliers to relevant information and allows the accomplishment of several tasks of data insertion and access.

Plugins – Integrated Solution

WORKFLOW NOTIFICATIONS BY E-MAIL Plugin that allows the creation of rules for automatic sending of e-mails according to operations that are performed in the software (new maintenance request, new work order, change of work order status, etc.).

IMPORTS Plugin that allows you to import data into ManWinWin (materials, clients, store entries, suppliers, employees, inventories, items, maintenance plans, running records, object types) based on an Excel file previously configured according to the software rules.

ADVANCED REPORTS Plugin that allows you to configure a document (with cover, index, content, notes) containing the several reports that can be exported from ManWinWin, systematizing the information according to the user preferences.



Main features detailed view The software is supplied with a pre-configured data base according with what you need to manage: Buildings, Vehicle fleets or Industrial facilities. The system has a modern and intuitive interface with the purpose of making tasks of data creation and update easier and faster. Some of the application’s cross-cutting features are:

Data search filter with wild cards feature. Ex: “Comp*” will return all records beginning with “comp “; Tree structures. Insert a new record placing the cursor on the record directly above; Button and label together. All configurations can be called directly from the field label, which is also a button. Mandatory fields marked in red and optional/preferential ones in blue; Printing features allow always a preview and export of the reports to the more common file extensions.

System main configurations

Functional Organization

Tree that allows you to organize/coordinate maintenance items, in order to specify the function or system of a certain set of assets in the context of a facility. Grouping equipment that contributes to a given function implies that an anomaly in any of the equipment in that system can affect the overall performance of that function. The functional organization expresses the way of looking at the facilities from the engineering point of view.

Cost Centers

Tree that allows you to coordinate the maintenance items from the financial perspective of the organization, that being, the same maintenance information, but seen in a more synthetic and convenient way for the financial management area.



Suppliers

Amongst the most relevant maintenance suppliers we find the maintenance services suppliers, equipment suppliers or manufacturers and the maintenance parts and materials suppliers.

Organization

Structure that reflects the areas of technical intervention (departments and expertise) that intervene in the maintenance, where it is possible to fit every employee involved in maintenance or maintenance requests. For each maintenance function a standard MH cost can be defined, which expresses the average cost of the direct mobilization of the employee to carry out the work.

Item types

Allows the encoding of the different types of maintenance items of a facility. Each object type will have a technical datasheet (up to 40 specifications + components), defining the elements of each object that must be accessible to manage the maintenance



Work types

In maintenance management, it is important to have some form of work classification that can inform the manager about the effort he is undertaking and the costs in the several types of maintenance and enable him to alter that effort in order to optimize the results of his management. Maintenance work can be grouped into 3 types of maintenance that are then deployed into work types.

Stock Item Coding Standard

Tree that allows to coordinate/encode the materials used in maintenance interventions. The philosophy of the semi structured coding, which the program allows, involves a logical structure consisting of: Class + Family + Subfamily

Reading parameters

The reading parameters created will later be associated to the items for which you want to register readings of a certain parameter. The parameters unit is different from the operation unit of the object. The monitoring of the registered values of a given parameter, over time in a given object, may trigger a work order of the conditioned type.



Standard Work Description Library

Feature that centralizes the work descriptions, which include the description of the tasks to be performed and the forecasts of man-hours, materials and/or other services.

Accounts

Tree that systematizes the nature or type of costs. The idea is to allow the nature of the cost to be described in detail and, at the same time, to reflect the costs allocated to the lower-level accounts in the higher-level ones, in order to allow analysis with more or less detail. The number of levels is practically unlimited, but it is necessary to define at what level of trees the costs will be allocated ("allocating account").

Cost Document Types

Costs aggregator document. The total value of a cost document is the sum of the amounts imputed in it. There are 2 document type options: "Accounting document" - an official document that has a fixed value (eg invoice) or "Internal Document" - an unofficial document (eg document for recording an employee's working hours).

User Administration

Registration, password setting and access management for all the software’s users.



Dashboard

The ManWinWin Dashboard allows to view quickly and in real time the following information:

Total number of Active and Inactive Items; Total number of Work Orders grouped by Status. For Terminated, Closed and Not Performed WO only those that

occurred in the last 12 months are presented; Total number of Stock Items registered in the Master Articles; Total number of Purchase Orders grouped by Status. For Fully Received PO only those that occurred in the last 12

months are presented; Total Maintenance Cost in the last month and in the last 12 months; TOP 15 Items with the highest number of Not Planned WO in the last 12 months; TOP 15 Items with the highest Maintenance Costs in the last 12 months; Pie chart of Items grouped by States; Bar chart of all WO performed in the last 12 months grouped by Maintenance Type and month; Pie chart of all WO performed in the last 12 months grouped by Maintenance Type; Pie chart of all In Progress WO grouped by within or out of due date (Limit Date); Pie chart of all Scheduled WO grouped by scheduled due date (within due date, close to due date and out of due

date); TOP 15 Stock Items of a certain Store with the highest Stock Value; Pie chart of Stock Items’ Stock Value in a certain Store grouped by Class.



Equipment plant – Item coding and detailed recording

Recording a maintenance item involves always coding and coordinating it in a cost center and in the functional organization. If the item is a management item, this means always planning the item’s preventive maintenance and work order scheduling.

The items are shown in a list or tree mode according to a user defined filter, with full access to all available features for one individual item or for the set of items from the selected list.

Item Datasheet

It contains the following information:

Codification

Description

Coordination: System and Cost center/Client

Operator, Supplier, Date

Investment, Expected years of usage

Association of an image and document (technical drawing, specifications, manual, etc.)

Technical specifications (up to 40)

Operating unit

Warranty and Maintenance contract

Additional information for MME in need of calibrations and vehicles.



Maintenance Plans - Maintenance Schedules

Each management object will have a preventive maintenance plan (MSch set). Systematic work controlled by calendar time (typical case of rooms, certificates, etc.), Operating records (compressors, etc.) or the combination of both (eg emergency generator). Each Maintenance Schedule (MSch) includes the description of the safety precautions, tasks and forecasts of duration, man-hours, materials and services, and the respective cost forecast.

Documents

You can attach, with no limit, any type of document to an object. This association optionally allows the definition of an expiration date of the document itself. The link to these attached documents is available to all users.

Running Record

With features to calculate projections such as "How many hours will the equipment have on a certain date?" or "What will the electricity reading be by the end of the year?".



Applied Stock items

List of applicable spares or built-in components. This is a many-to-many relationship between materials and items. One can know, inversely, on which items a certain article is applied.

Usage History

Feature that automatically records all changes to the Father, System, Entity, Operator, Family, Status and Running Record changes, with their respective dates.

Print Items

The software has several items listings. The listings focus on the selected item or the set of items previously selected and can also be grouped in different ways.

Equipment Plant – Other features



Maintenance items copying («Repeat») along with their maintenance plans, applied articles, documents, reading points, required and operating time. This feature eases and speeds up the initial registration of information in the system;

Several maintenance items searching filters with the possibility of getting different report types for that group of items.

Maintenance plan for a group of items along with the projection of future interventions and their estimated costs.

Multiple edition of some fields (System, Cost Center / Client, Family, Operator and Status) for a set of items; Possibility to define the required time and the operating time for each object and/or for each system and/or for

the whole organization; Recording of downtime. The system allows automatic registration of downtime from work or manual orders

directly on the item. Ability to carry out ABC analysis for the items, related to number of breakdowns and maintenance costs, for a

period defined by the user. The user can also define each class; The system generates real-time analyses for all maintenance parameters based on different events (costs,

failures, times, etc.). These analyses can be calculated for the present year, for the last 12 months or for the last 5 years.

Maintenance Work – Work Orders Management

Managing maintenance works is Maintenance’s basic function. Every intervention involving resource consumption – Man Hours, Materials or Third Party Services – is recorded in the system in the form of a work order. The software has a notification (alert) system based on traffic lights which is dynamically updated according to the due date. Every time a systematic work order is terminated in the system, the next one will automatically be created based on the defined maintenance plan. Work Orders go through the following status: Schedules, In Progress, Terminated, Closed. Additionally, there is the “Not Performed” status.



Work Order

Contains the following information:

Number (optional: alphanumeric prefix)

Description

Item / System / Cost Center / Client

Work type

Status

Urgency level

Manager

Planned Maintenance Time (Plan. TM)

Periodicity and Maintenance Schedule (MSch) for Systematic WO

Date and Hour (Scheduled start, scheduled end, issued, start, end, closed and limit dates)

Maintenance times and Downtime

Related work requests

Diagnosis (component, symptom, cause, pending work reason, calibration)

Tasks and Work Descriptions

Man-hours (planned/performed)

Materials (planned/performed)

Other services (planned/performed)

Costs (comparison planned/performed)

Reading points

Documents attachment



WO Calendar

This feature presents a work preview on a calendar and allows changing the scheduled dates through drag & drop resource. The calendar allows daily, weekly or monthly views and displays the work orders with symbols related to their status.

Failures Modes

This feature consists in creating a hierarchical structure that allows to define the possible failure modes for each component of each type of object, the symptoms of each one of these modes of failure and to systematize the possible corrective actions for them. This information is generated automatically based on the maintenance history or manually by the user.

Work Order Log

Feature that allows you to check which user has performed certain operations on a WO, and the date and time of those. These operations are:

Create

Modify (for the last time)

Reschedule

Issue

Perform

Approve

Terminate

Close



Print Work Orders

The program has several listings to print the information contained in work orders, which may vary depending on the work status. Printing always focuses on the selected WO or the set of WO previously selected.

Work Management – Other features

Possibility to filter work orders in different ways and, for this set, to get several listings; The systematic works are managed based on a calendar date and/or running records (hours, Kms, cycles, etc.).

The system calculates automatically the dates based on the running records e automatically selects whichever date comes first for each work;

Every Work Order record, spent hours and used resources generate automatic parameters which can be directly analyzed or used to create maintenance indicators.

Ability to process Work Orders together in the entity "Projects". There are three types of Projects: Create Work Orders:

Allows to automatically create Work Orders for a set of Items;

Chance to define Tasks for all the Work Orders;

The Project has its own Periodicity;

The Scheduled, Start and End Dates are defined on the Project itself;

The Work Orders are always in the same Status;

When the Project is Terminated, a new Project is automatically created. Manage Work Orders:

Allows to select Scheduled and Systematic Work Orders that have the same Periodicity and do not belong to another Project;

The Tasks are defined in each Work Order and not on the Project;

The Scheduled, Start and End Dates are defined on the Project itself;

The Work Orders are always in the same Status;

When the Project is Terminated, a new Project is automatically created. Group Work Orders:

Allows to select Work Orders in any Status and of any Work Type;

The Tasks are defined in each Work Order and not on the Project;

The Project does not have Work Type, nor Periodicity, nor Scheduled, Start and End Dates;

The Work Orders that are part of this Project Type can be managed outside of the Project;

When the Project is Terminated, no new Project is created.



Materials – Store Management

The stock management is an optional module which allows you to manage in an integrated way one or multiple maintenance stores.

Materials management is based on the Master Articles File – set of coded and registered materials, which were chosen as probably necessary for maintenance, regardless of whether they exist in the store. Only the materials from the Master Articles can be reached by the management system, that is, they can be allocated and managed with a description, unit, quantity and unit cost. Inside each store the items are displayed with a label icon which changes its color according to the stock levels.

Stock Item Data sheet

Contains the following information

Structured code (class + family + subfamily + sequential number in each subfamily)

Manufacturer code

External code

Description, unit, unit cost

Location, Image, Documents

Set of 10 specifications (defined for each subfamily)

Stock, minimum and maximum levels

Average cost, Margin and Price (by Store)

Criticity

Management per Lots



Store Entry

The store entry is performed by registering an invoice, transport guide or other document and has some mandatory elements. The store entry can be performed without consolidation thus allowing changes or corrections. After consolidating the entry, the system calculates the quantities and unit costs of the affected articles and the store entry is blocked. After consolidating an entry, the system allows returns to the supplier.

Store Output

The store output is performed using a document that can be automatically suggested by the system. Store outputs can be allocated to work orders, objects or cost centers, the latter being required. The outputs are automatically consolidated and irreversible. To add quantities, you need to perform a new store output. To withdraw quantities, it is necessary to return it to the store.



Store transfer

The system allows stock transfer of materials between stores.

Inventory

The system allows partial or complete store inventories to be carried out.

Print Materials

The software has several listings for printing information from materials, which may vary depending on whether you are in the Master Articles view or in the Stores view. The printing is always for the selected article or the set of articles loaded in the list.



Store Management – Other features

Possibility to filter the articles in different ways and, for this set, get several listings; Ability to carry out ABC analysis of the materials referring to unit cost and stock values, for a period defined by

the user. The user can also define each class; Possibility of defining substitute articles; Store entries feed the relationship between articles and suppliers automatically; The system maintains a permanent history and direct consultation of all movements of each stock item.

Purchase Orders

The purchase orders management is an optional module, designed to support, manage and document in an integrated way the entire process of ordering materials and services. The purchase orders go through the following status: Prepared, Issued, Partially Received and Fully Received. In addition, there is a Deactivated status.



Purchase Order

Contains the following information:

Codification

Description

Status

Manager

Supplier

Delivery location and Payment conditions

Currency

Date and Necessary date

Priority

Ordered stock items

Ordered services

Additional expenses and/or discounts

Consulting Suppliers

Purchase requests related to the purchase order

Print Purchase Orders

The program has several purchase orders listings. The listings always focus on the selected purchase order or the set of all the purchase orders in the list and can also be grouped in different ways.



Purchase Orders – Other features

Possibility of filtering the purchase orders in different ways and for the selected set, get several listings; Possibility to revert issue; Possibility of canceling the purchase order.

Costs and Budget Control

Cost management and budget control is an optional module that is designed to support, manage and document in an integrated way all maintenance costs (man-hour, material, service and supply records). The Costs module has two views: Document Types (displays the cost documents list) and Accounts (displays the cost items list).



Cost Documents

Cost documents are the entity that aggregates cost items and can be considered as "accounting" or "internal" documents. Accounting documents have a fixed amount, for example, invoices. And the internal documents are, for example, for recording materials in a certain year or recording a certain employee's man-hours. The types of cost documents are unlimited and created by the user.

Cost Items

Cost items can be records of man-hours, materials, fuel supplies and other services.



Maintenance Budget

This feature allows, for a given period defined by the user, to budget a value for each Accounting/Cost Center relationship.

Budget Control

Possibility to monitor/control the budget execution at any time.

Print Cost Documents/Items

The program has several listings for cost document and cost items printing. Listings always focus on the selected document/item or the set of all those that have been previously filtered and loaded and can also be grouped in several ways.



Costs Management – Other features

Possibility of filtering documents and cost items in different ways and for this set, get several listings; Possibility of archiving cost documents.

Analysis, Reports and Maintenance Indicators

The system calculates, in real time, a set of automatic parameters for the main entities: Objects, Systems and Cost Centers.

Automatic Parameters

List of automatic parameters available at any time for the year under review. These parameters can be consulted directly on the Objects, Systems and Cost Centers or used to calculate more complex indicators. Example: MTBF = Operating Time / Number of faults



Example of the Analysis window of an object that displays only automatic parameters for which there are values for its calculation. The Year indication in the upper right corner allows you to obtain parameters for other years, and checkboxes allow you to select parameters to compare in graph form. Below, a graphic illustration of na object cost parameters:



Maintenance Indicators

The program allows the user to build indicators, through a formula editor. The calculation of the indicator can be applied to the several entities (organization, systems, cost centers, clients and objects). The user can also choose the period of analysis to which the indicator applies: year, last 12 months and last 5 years.

Works Report

Feature that allows you to filter information, choose the analysis period and choose between several types of reports to view the information.

Analysis and Indicators – Other features

The system allows the definition of manual parameters that can then be used in the calculation formulas of the

indicators. These manual parameters are useful when calculating data that is external to the application (eg, floor area, sales volume, etc.).



Work Requests

The maintenance request module runs independently from the main module. The Maintenance Request window displays the requests in a list and changes the symbol according to the status they are in.

Work request

This feature allows you to make maintenance requests in a simple way. The required fields are the title, date, and maintenance object, or at least the cost center. When a new work request is registered, it is in the Pending state. A maintenance request can be marked to "Request Budget".



Work requests Management

Registered requests are managed within the main program. A Pending request can be Rejected or Approved. Except Quote requests, that need be Quoted first. They are subsequently approved (or not) by the requester. An approved request changes to In progress when at least one work order is created to answer it, and becomes Completed when all work orders that are opened for the order are Terminated. The request will be Closed by the requester, who can indicate his Satisfaction Level.

Store Requests

The store requests module runs independently from the main module. The store requests window displays the requests in the list and changes the symbol according to their status.



Store Request

This feature allows you to make store requests in a simple way. The required fields are title, date, cost center, and at least one item. When a new request is registered, it is in the Pending status, and the item in the To receive status.

Store requests Management

Registered requests are managed within the main program. A Pending request can be Rejected or Approved. An approved request changes to In progress at the time that at least one store output is registered to attend it, and becomes Completed when all requested articles are Totally Received. The request will be Completed by the requester, also being possible to be automatically completed by the system.



Purchase Requests

The purchase requests module runs independently from the main module. The purchase requests window displays the requests in a list and changes the symbol according to their status.

Purchase request

This feature allows you to make purchase requests in a simple way. The required fields are title, date, cost center, and at least one article or services. When a new request is registered, it is in the Pending status.



Purchase requests Management

Registered requests are managed within the main program. A Pending request can be Rejected or Approved. An approved request changes to In progress at the moment when at least one purchase order is registered to attend it, and becomes Attended when all requested articles or services are received. The request will be Completed by the requester, also being possible to be automatically completed by the system.