tips & tricks [51] - fiix · 2015. 8. 27. · ! 5!! maintenance!assistant!tips!&!tricks!!! !...

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Maintenance Assistant Tips & Tricks

Tips & Tricks

For

Maintenance Assistant CMMS

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Assets .......................................................................................................................................... 4 #1 -‐ Multiple Assets of the Same Type ........................................................................................................ 4 #2 -‐ Use MA Source to Upload Asset Information .................................................................................. 4 #3 -‐ Use Excel to Import Similar Assets ..................................................................................................... 5 #4 -‐ Use Asset Categories to Sort Assets of the Same Type ............................................................... 5 #5 -‐ Custom Fields ............................................................................................................................................... 5 #6 -‐ Locating Assets in the CMMS ................................................................................................................. 5 #7 -‐ Separate Multiple Locations .................................................................................................................. 5 #8 -‐ Create a BOM for Similar Assets ........................................................................................................... 6 #9 -‐ Assets Hierarchy ......................................................................................................................................... 6 #10 -‐ Update Asset Information Using Import ........................................................................................ 6 #11 -‐ View the Complete Meter Reading History for a Particular Asset ...................................... 8 #12 -‐ Customize the Reasons to Set Assets Offline/Online ............................................................... 9

Scheduled Maintenance ...................................................................................................... 11 #13 -‐ Create Standardized Checklists or SOP’s using Task Groups ............................................. 11 #14 -‐ Automated Recovery Checklists ...................................................................................................... 12 #15 -‐ Obtaining a 13 Month View of Upcoming Scheduled Maintenances ............................... 12 #16 -‐ When to use fixed or float Scheduled Maintenance Triggers ............................................. 13 #17 -‐ Overlapping Scheduled Maintenance ............................................................................................ 14 #18 -‐ Custom/Seasonal Schedules for PM’s ........................................................................................... 14 #19 -‐ Holiday Shutdowns ............................................................................................................................... 15 #20 -‐ Emergency Work Orders Triggered by Event ........................................................................... 15 #21 -‐ Give your Scheduled Maintenance Priority Levels .................................................................. 16 #22 -‐ Monitor Equipment Specifications with Scheduled Maintenance .................................... 16

Work Orders ........................................................................................................................... 18 #23 -‐ Print all Work Orders Assigned to One User .............................................................................. 18 #24 -‐ Enhanced Guest Requests .................................................................................................................. 18 #25 -‐ Collateral Damage .................................................................................................................................. 19 #26 -‐ Use Projects for Larger Jobs .............................................................................................................. 19 #27 -‐ Inspection Rounds ................................................................................................................................. 20 #28 -‐ Meter Readings on Multiple Assets ................................................................................................ 20

Users and User Groups ........................................................................................................ 22 #29 -‐ User Groups .............................................................................................................................................. 22 #30 -‐ Creating New User Groups ................................................................................................................. 22 #31 -‐ New Hires/Employees ......................................................................................................................... 22 #32 -‐ Employee Training & Certification ................................................................................................. 23 #33 -‐ Keep Everyone in the Loop ................................................................................................................ 23 #34 -‐ Automatically Notify Technicians of Guest Requests on their Assets ............................. 23 #35-‐ Deactivate Users Who Have Left the Company .......................................................................... 24 #36 -‐ Assign Equipment Owners ................................................................................................................. 25

Parts & Inventory .................................................................................................................. 27 #37 -‐ Avoid Stock Outs -‐ Set Min Stock Levels ...................................................................................... 27 #38 -‐ Another Reason to Add Minimum Stock Levels to Supplies/Parts .................................. 27 #39 -‐ Start the Reordering Process Immediately Stock Drops Below Min Levels ................. 28 #40 -‐ Compare Stock in the CMMS to Stock on the Shelf .................................................................. 29 #41 -‐ Stock Assigned to an Asset ................................................................................................................. 29

Miscellaneous ......................................................................................................................... 30

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#42 -‐ Use the Reports to Spot Trends ....................................................................................................... 30 #43 -‐ Customize the View of Visible Columns ....................................................................................... 30 #44 -‐ Availability & Reliability Analysis ................................................................................................... 31 #45 -‐ Create Lists in Excel Customizing your Visible Columns ...................................................... 32 #46 -‐ Where do you go when you need Help? ....................................................................................... 32 #47 – Reports: Excel Dumps ......................................................................................................................... 33 #48 -‐ Understanding Menu and Page Permissions ............................................................................. 33 #49 -‐ Delete Unnecessary Fields in Lookup Tables ............................................................................ 34 #50 -‐ Utilize Your Mobile Phone by Printing Asset Tags .................................................................. 34 #51 – Auto-‐Assign Guest Work Requests ........................................................................................... 35

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Assets

#1 -‐ Multiple Assets of the Same Type If your facility has multiple assets of the same type, then it makes sense to try use the copy function to reduce the amount of steps you need to take to populate your CMMS. Follow these steps to reduce your implementation time considerably:

1. Create an Asset. Add custom fields, and any documents, images or links to files etc.

2. Create your BOM parts list for the asset and add it to the asset 3. Create its Task lists for the asset’s scheduled maintenance 4. Populate the Scheduled Maintenance with the task list etc. 5. Use the copy function on the asset line item to copy the asset and its associated

scheduled maintenance over in one go. If you use task lists, then any changes in the future will be reflected in all the scheduled maintenance for that asset type.

#2 -‐ Use MA Source to Upload Asset Information MA Source can be used to upload asset information quickly from a database of over 1 million equipment and part items. This method avoids adding asset information manually. The asset information can be added by clicking “Instantly create a new asset” and “Add missing asset information” in MA Source. By using this method the asset information is automatically uploaded to a new asset record.

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#3 -‐ Use Excel to Import Similar Assets It can be tedious to manually add every asset one-‐by-‐one. A good method to avoid this time consuming method is to upload your assets as a CSV type excel spreadsheet. Follow the link bellow for a detailed explanation on importing assets using Excel. https://maintenanceassistant.zendesk.com/entries/32182526

#4 -‐ Use Asset Categories to Sort Assets of the Same Type Asset Categories are a simple way of grouping similar assets together. If the asset hierarchy is like your folders on your PC, then the asset category is like the file type. During the implementation stage, you could leave all equipment assets in the main equipment category. Overtime, you could create categories that better define the equipment types. Categories are useful when comparing like with like using reports – you can then make informed decisions on similar equipment such as repair or replace. Custom fields are also tied to asset categories.

#5 -‐ Custom Fields Maintenance Assistant CMMS has been designed to be intuitive and simple to use with minimal customization needed to get up and running quickly. Each asset record comes with standard information like name, code, make, model and serial number. Additional information, specifically for a particular piece of equipment, can be added to the asset record in the custom fields tab. For example, tonnage on a ship, wingspan on an aircraft, max temperature, min pressure, operating RPM etc. Custom fields are tied to the asset category so any new assets added and assigned to the category will have the designated custom fields.

#6 -‐ Locating Assets in the CMMS Locating that generator unit in the sub facility in your CMMS when all your generator units are called “Generator” can be a nightmare. This is a common problem that organizations have when they start using their CMMS for the first time. The answer to the problem is to create an asset labeling convention during the CMMS implementation process. Basically, this is just a way to name your assets in your database so they can be identified quickly. For more information, see our asset labeling convention blog: http://www.maintenanceassistant.com/blog/assets/

#7 -‐ Separate Multiple Locations If you are running separate facilities in different locations, then you can request the Multi-‐Site add on through our helpdesk. Whereas user group permissions determine access rights to functionality such as reports or settings, multi-‐site determine access

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rights to asset and maintenance data in the CMMS. With multi-‐site installed in your CMMS, you can operate multiple businesses, divisions, locations or facilities from one central CMMS database. Users in Facility A don’t see the maintenance activities in Facility B, and vice versa. This ensures your users only see work orders that apply to their own location. For more information, see our blog on multi-‐site CMMS: http://www.maintenanceassistant.com/blog/multi-‐site-‐cmms/

#8 -‐ Create a BOM for Similar Assets If you have similar assets in your CMMS (same make and model), then it can be time consuming to add parts to each asset. Instead, create a Bill Of Materials group for the asset type and auto populate the BOM list into the parts section of each asset record. When the time comes to search for parts for that asset, the parts listed on the asset record will bubble up to the top of the list and will be highlighted.

#9 -‐ Assets Hierarchy Plan a hierarchy for organizing your assets from parent to child asset. This is the most efficient and logical way to create a MA CMMS. Starting with the parent asset followed by the accompanying child assets, this system will help reduce time spent editing your layout later on. https://maintenanceassistant.zendesk.com/entries/21002037-‐V5-‐Asset-‐Categories

#10 -‐ Update Asset Information Using Import

Updating asset information manually can be tedious. Utilizing the import function can save time when updating asset information. Note: If the asset information isn’t already in a excel csv file you can first export the asset information to excel and make the changes before importing the asset. Steps are as follows:

Press Import:

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Map appropriate fields and press continue:

Click Update to update the information in the asset record

Click Import to proceed

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The asset records will be updated when the import is complete. If you make a mistake, don’t panic! You can simply make the changes to the excel file and repeat the import.

#11 -‐ View the Complete Meter Reading History for a Particular Asset To view a complete meter reading for a particular asset, select the asset> metering/events> the most recent meter reading to date.

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#12 -‐ Customize the Reasons to Set Assets Offline/Online

By customizing the reasons to set offline/online a user can keep track of the specific reasons why and how often an asset is online or offline.

This can be used to track why the system is logged down over time.

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Scheduled Maintenance

#13 -‐ Create Standardized Checklists or SOP’s using Task Groups By our very nature, humans tend to forget things. Checklists act as an informational aid to help counteract the limits in human memory and attention. In Maintenance Assistant CMMS, standardized checklists, procedures or task groups, help reduce errors by ensuring consistency and completeness in carrying out a task.

Task Groups also eliminate the need to input the same information multiple times. They can be used for:

·∙ PMs ·∙ Installations ·∙ Projects ·∙ De-‐installations ·∙ Setups ·∙ Upgrades

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You can then pull these checklists directly into work orders or scheduled maintenance by clicking the double add icon at the bottom of the task pane. If additional tasks needed to be added down the line, you only need to change the task group and it follows through to all scheduled maintenance actions and any new work orders that are created. You won’t need to change each PM individually.

#14 -‐ Automated Recovery Checklists Automated recovery checklists are used to ensure all system checks are completed before a system goes back to production. This improves the reliability of the system and limits the amount of scrap. Using Task Groups, you can create recovery checklists and auto populate all work orders for a particular asset category type. Simply:

1. Create the checklist 2. Assign it to an asset category 3. Every time a work order is created for any asset in that asset category, the

checklist is auto populated.

#15 -‐ Obtaining a 13 Month View of Upcoming Scheduled Maintenances You can obtain a 13 month view of upcoming scheduled maintenances by click the "Next Trigger Threshold”. Note: this option is only available when you generate work orders using a time based scheduled maintenance trigger.

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#16 -‐ When to use fixed or float Scheduled Maintenance Triggers When using a fixed scheduled maintenance trigger, the work order is generated at a fixed interval set by the user that triggers irrespective of when the last scheduled maintenance was completed. Advantages:

• You can easily tell how many PM's (preventative maintenance) are missed. • For organizations with a large amounts of PM's, fixed intervals helps you spread

out PM's evenly and plan resources. For example, you could block book a subset of your technicians for X hours per day to focus on PM's.

• Fixed are suited to shorter intervals – Daily and weekly PM's. • They encourage PM compliance. If technicians have the luxury of pushing PM's

out, they will postpone them and focus on reactive repairs. This will kill your PM compliance.

• Fixed intervals are used to enforce warranty requirements. If you don’t PM a piece of equipment as the manufacturer recommended, they won’t stand over their warranty.

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When using a float scheduled maintenance trigger the work order interval set by the user moves depending on when the last PM was created. Advantages:

• Float PM's are ideal for PM's spread further apart. A few extra days won't cause any major damage! Floating type intervals are ideal for low priority mundane PM’s tasks that need to be completed on a regular basis but not necessarily on time. For example, checking drains for any signs of buildups that could cause blockages. They are also ideal for situations where late PM’s will not affect the safety of the equipment or personnel that operate it.

http://www.maintenanceassistant.com/blog/fixed-‐or-‐floating-‐maintenance-‐schedules/

#17 -‐ Overlapping Scheduled Maintenance Say you have a system with weekly, monthly, quarterly and annual PM’s. If you set your weekly to “Every Monday” and your Monthly to “1st of every month”, then for most of the year, those PM’s will not line up as calendar months have 28, 30 or 31 days. To ensure your PM’s like up, switch to the weekly trigger for all PM’s that you want to line up. For example, the monthly would be every 4 weeks, annual every 52 weeks etc. This ensures your PM’s all line up on the same day when due and you’re only taking the system down once a week for scheduled maintenance.

#18 -‐ Custom/Seasonal Schedules for PM’s How do you maintain a fleet of snow ploughs that operate during the winter, grounds maintenance that is only needed during the summer or operations that run Monday to Friday? For organizations that don’t run 24/7 operations, you need to create a custom PM schedule. For example, say you run operations from Monday to Friday and close for the weekend. You only want your daily PM’s or inspections to happen on production days so you can’t use the daily trigger.

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The answer is to use multiple triggers. Simply switch to the weekly trigger as follows:

This means the Daily PM will create a work order is when any of the triggers fire… which is any day from Monday to Friday. For a seasonal business, you would set multiple to annual triggers, every 1st Oct, 1st Nov, 1st Dec etc..

#19 -‐ Holiday Shutdowns To prevent scheduled maintenance from triggering work orders during holiday shutdowns or periods when systems are not running or shut down, toggle each scheduled maintenance from running to paused. This will ensure no work is due on systems when they are powered down.

#20 -‐ Emergency Work Orders Triggered by Event Scheduled Maintenance can be triggered by 3 methods -‐ time, meter readings and events. Events are used when something out of the ordinary happens. For example, say

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your facility is in an earthquake zone. When the facility is subject to ground movement, we want to run system checks. It is possible to create a SM with the earthquake event as a trigger. Simply create an asset event type or the earthquake in settings -‐> lookup tables section. Then create a scheduled maintenance with the corresponding event trigger. When an earthquake hits, we log that event and it triggers the recovery work order with its task checklist. Other situations could include temperature or vibration sensor spikes, collateral damage, flood, water damage, vandalism etc.

#21 -‐ Give your Scheduled Maintenance Priority Levels Prioritize your scheduled maintenance so you can determine the importance of the associated work orders. For example, highest must be completed on time, medium could be left a few days and maybe low could be skipped every so often. The primary goal of scheduled maintenance is to prevent equipment failure before it actually occurs so we don’t want to continually push PM’s however, when faced with an emergency breakdown, medium or low priority work orders could be postponed or skipped so your technicians can focus on the unplanned breakdown. This will affect your PM compliance metrics but may be a necessary evil.

#22 -‐ Monitor Equipment Specifications with Scheduled Maintenance If your organization monitors system specs such as pressure, temperature, vibration, current etc. chances are you take meter readings regularly on the system. Say your system has a safe operating limit between two pressure points. Too low, it can damage the system, too high and it can rupture air hoses. If these limits are exceeded, certain preventive actions need to happen. It is possible to configure your scheduled maintenance to create a work order when either the upper or lower limit is breached.

1. Create a scheduled maintenance and add the preventive actions to the Labor Tasks

2. In the Scheduling tab, select “Generate Work Order When any of the triggers fire”

3. Create two triggers -‐ one for the upper and one for the lower limit 4. The work order will be triggered when pressure exceeds the upper or lower limit.

In the following example, the scheduled maintenance will fire when the gas pressure is less than 60 kPa or greater than 80 kPa.

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Work Orders

#23 -‐ Print all Work Orders Assigned to One User It can be difficult to see what users are assigned to what work orders in the work order admin screen. Using the Assigned Work Orders screen, you can view; track and print all your employee's assigned work orders, quickly, from one location.

Simply select Assigned Work Orders from the Dashboard and choose the technician. Click Print at the top of the list to print all their work orders for the technician reporting to you. Remember, they must be report to you to show up here.

#24 -‐ Enhanced Guest Requests The Maintenance Assistant CMMS annual subscription comes with the guest user requestor as standard. This is not considered an additional user on your system and you are not charged for it. The guest requestor user is ideal for organizations with a large number of people that don’t need full access to the CMMS. For example, guest requestors could be teachers in a school, nurses in a hospital, security at the plant, cleaners in the office building etc. These types of users don’t process work orders, however, every so often they’d like to report an issue that needs attention. By default, the description is the only compulsory field, however, you can make asset and contact info required fields in the CMMS Settings -‐ Work Request section. This means you’ll get all the information you’ll need to identify the asset, what the issue is and who logged it.

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#25 -‐ Collateral Damage What happens when an error on one piece of equipment is caused by another? For example, a water leak from the fire sprinkler system drips onto another system causing electrical fault. You can convert the work order into a Multi Asset Work Order and add both the affected asset and the asset that caused the issue. That way, the history of the entire event is captured in one work order record. If the issue reoccurs, the work order shows what caused the issue and what was done to fix both systems. http://www.maintenanceassistant.com/blog/multi-‐asset-‐work-‐orders/

#26 -‐ Use Projects for Larger Jobs Projects generally involve more planning and execution than a regular work order. When faced with a major initiative such as a system upgrade, installation, de-‐installation, process improvement, optimization etc., it may require more detail than a standard work order. Projects can be simplified by subdividing them into manageable components in terms of size, duration, and responsibility. They are considered “master work orders” and can be made up of multiple work orders, scheduled maintenance or both.

1. Work Orders – Adding work orders to the project means the work can be completed in any specified order when the project is started.

2. Scheduled projects – You can use scheduled maintenance to plan work on each day during the project. Say on the 20th the motor will be rebuilt; then simply create a scheduled maintenance action that triggers on the 20th and add it to the project.

Projects are accessed under maintenance tab.

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#27 -‐ Inspection Rounds The primary goal of a maintenance inspection is to identify reliability issues that, if left unattended, could develop into major fail. Early problem detection is crucial in preventing potential major issues, thus reducing maintenance costs. But what happens when you are performing inspections on a number of different assets? How do you handle this in your CMMS? You create a scheduled maintenance for each asset but this is time consuming and not an efficient use of the software. Alternatively, create one scheduled maintenance with all designated assets using a multi asset function. This means the user gets one work order every time the PM triggers. For more info on Multi Asset Work Orders, see the Multi Asset Work Order blog post. http://www.maintenanceassistant.com/blog/multi-‐asset-‐work-‐orders/

#28 -‐ Meter Readings on Multiple Assets Say you have to record the mileage on your fleet of vehicles every week or you need to record the production hours used on your generators. There are now three ways to track meter readings on multiple assets:

1. Using the batch meter-‐reading shortcut at the bottom of the main menu to record multiple meter readings at the same time.

2. Using Multi Asset Scheduled Maintenance + Task Meter Readings. Create a scheduled maintenance and add a task to read the meter reading on a particular asset.

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The advantage of using #2 is that the assigned technicians get automated reminders from the system that the readings need to be performed whereas #1 relies on memory.

3. Direct meter logging through the Maintenance Assistant API. Using MA Monitoring, the devices can be connected directly to the CMMS so meter readings are logged automatically. See MA Monitoring on our website for more information. http://www.maintenanceassistant.com/control-‐monitoring-‐solutions/

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Users and User Groups

#29 -‐ User Groups When you assign a user to a scheduled maintenance, they will get assigned the associated work order when it is triggered. However, the work order may be missed if that person is on holidays or leaves the organization. Best practice is to create user groups for the various departments in the organizations and assign a user group to each PM so someone is always available to pick it up and complete the work. Another advantage of using groups is if someone new joins the organization, you can simply add them to a user group and they will be assigned the work orders for that group automatically. https://maintenanceassistant.zendesk.com/entries/20952053-‐V5-‐Set-‐Up-‐User-‐Groups

#30 -‐ Creating New User Groups When you create a new user group, the menu and page permissions will be set to zero. You must start from scratch. But this can be time consuming trying to figure out what pages you need. A tip is to copy over an existing user groups that comes close to what you need rather than starting from scratch. You can then rename the group and add or remove permissions to get the exact configuration you need.

#31 -‐ New Hires/Employees When a user completes work orders and sign off the tasks as done, their name is associated with that work and the digital sign off remains in the CMMS for auditing purposes. If a user leaves the organization, they cannot be deleted from the CMMS for data integrity purposes. To restrict their access or remove them from the active user view, simply switch them from active to inactive in their user profile. You can then add new users to replace them and make them active.

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#32 -‐ Employee Training & Certification Maintenance Assistant CMMS comes with an employee training and certificate module that tracks each employee’s safety training and skills. This enables those in charge of maintenance and personnel to keep track of what skills exist and what skills need to be acquired at the level of the employee as well as at the level of the individual asset. That way training and skill deficiencies (certification and the need for recertification) can be flagged and tracked and the right person can be chosen for the job. Managers received notifications for employee certifications that are due to expire, automatically from the CMMS, allowing them time to retrain their staff. The training & certificate module is an optional so please contact [email protected] if you’d like it switched on for your account.

#33 -‐ Keep Everyone in the Loop Maintenance Assistant comes standard with a report scheduler that can send reports automatically based on predefined parameters in the CMMS. Keep the plant supervisor informed by sending upcoming scheduled maintenance reports for the coming week. Scheduled reports compile automatically and are emailed to designated users. When defining parameters, be sure to use dynamic parameters to ensure the same data is not sent out every cycle. Click on the scheduling tab of the required report to configure the automated sending schedule. In this example, we have configured the scheduler to send the closed work orders by “upgrade” maintenance type report for the previous week.

#34 -‐ Automatically Notify Technicians of Guest Requests on their Assets It is possible to configure guest work requests so they can be automatically sent to assigned technicians. This means the technicians are notified about the work immediately and can begin investigating without waiting for approval. Basically, it cuts out the need to have someone review and assign work requests. To do this, assign the

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users to either the assets they work on, or to the department they manage. This is achieved by:

1. Configuring their message settings to “All Assets”; “Assets I am assigned to” or “Assets in the facilities that I manage”.

2. Assigning them to the designated assets, departments, buildings etc. In the CMMS Settings section, set the default work request status to “Assigned”. Assigned technicians will then get notified when there is a work order on their assigned assets. Note: if this is implemented, the request tile on the dashboard will always show 0 as the request work order state has been bypassed.

#35-‐ Deactivate Users Who Have Left the Company By deactivating users who have left the company those individuals don’t count towards the number of users on your subscription plan. Their work history in kept intact when deactivated from your MA CMMS. Select the User to be Deactivated:

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Press Active to Deactivate the User:

#36 -‐ Assign Equipment Owners When assigning users as equipment owner these individuals get notified for new work orders and online/offline events.

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Parts & Inventory

#37 -‐ Avoid Stock Outs -‐ Set Min Stock Levels A stock out occurs when a part is unavailable form stores. Anytime demand for stock exceeds supply, the chances of suffering a stock out increase unless your inventory management processes react in time.

To minimize the occurrence of stock outs, set minimum levels for stock in the inventory record. When stock breaches minimum levels, the system notifies the logistics group and any other assigned users that the part is below minimum stock levels.

#38 -‐ Another Reason to Add Minimum Stock Levels to Supplies/Parts By assigning a minimum quantity to the stock levels the personnel assigned to the parts will be notified when stock levels fall below the minimum threshold. By selecting the business tab, filing out part supplier information and checking off send RFQ, a request for quote will automatically be sent to the supplier when stock falls below the minimum threshold value.

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#39 -‐ Start the Reordering Process Immediately Stock Drops Below Min Levels Maintenance managers or technicians generally have the ability to order parts and supplies on the fly as the need them. However, over a certain threshold, the financial controller insists on 3 competing quotes. For more expensive parts and supplies, you can list as many suppliers as you need in the business section of the part record. This business tab is intended to show the list of suppliers that stock that part. By filling in part information and clicking the “send RFQ” checkbox, the listed supplier will be sent a request for quote the moment the stock breaches the minimum level. Invite suppliers into the bidding process the moment the part needs to be replenished. This ensures the reordering process starts as soon as the part runs low in stock.

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#40 -‐ Compare Stock in the CMMS to Stock on the Shelf No matter how accurate we try to be, someone will remove parts from stores and not add them to a work order. Every so often, you may need to perform a stock count to reconcile parts in the CMMS to parts on the shelf. To get a full list of parts in the CMMS, run the parts inventory worksheet report. You can then print this out to perform the manual count. When parts need to be updated in the CMMS to reflect any adjustments, you can update multiple parts at the same time using the batch stock update.

#41 -‐ Stock Assigned to an Asset If you assign parts or materials to an asset record, those parts listed will bubble up to the top of the list when creating a work order for that asset. It can save time when searching through the parts for that asset. Also, the asset will appear in the log tab for that part. If you find a part in stores, you can tell immediately what system it is used on.

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Miscellaneous

#42 -‐ Use the Reports to Spot Trends Use historical data to identify equipment that breaks down frequently. You can also use reports to identify the major causes of equipment breakdowns. It may be possible to introduce regular preventive maintenance to reduce these breakdowns or there may be a case for replacing the system entirely.

#43 -‐ Customize the View of Visible Columns There may be columns in the MA view that serve no purpose for your needs. You can customize the view of visible columns by selecting the “select visible columns” button.

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From here you can select which columns are visible or hidden.

#44 -‐ Availability & Reliability Analysis Availability is the probability of a system functioning when needed, whereas system reliability is the probability that the asset will be able to execute a failure free operation for a managed period of time. Uptime and downtime is calculated from changes to the online/offline tracker. When a system is logged up or down in a work order or on the asset record itself, a timestamp is logged in the database. The change in status is then used to calculate availability and reliability. Availability and reliability can be used in forecasting and planning. If you want to calculate these metrics, ensure your technicians use the offline tracker during repairs. For more information, see: http://www.maintenanceassistant.com/blog/how-‐do-‐maintainability-‐and-‐reliability-‐affect-‐availability/

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#45 -‐ Create Lists in Excel Customizing your Visible Columns Each list page comes with an export function at the top. When this button is clicked, the system will export the list on view to excel. To add more/less information to excel, simple add or remove the columns needed by clicking the visible columns icon on the top right.

The visible columns on view in the application determine data columns in excel. When you click export at the top of the screen, the data is converted to a CSV file in your downloads folder.

#46 -‐ Where do you go when you need Help? Maintenance Assistant comes with inline training videos on most screens or popups. To access, click the video help button and the associated video will open up in a light box explaining how that particular feature works. You can also access Videos, FAQ’s, procedures, ticket desk and the new feature forum through the HELP link on the bottom left hand side of the app.

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#47 – Reports: Excel Dumps When specific MA CMMS reports don’t suit your needs you can use the Excel dump reports located in the “Reports” tab. The Excel dump report is converted into a csv. file that can be opened in Excel. From Excel you can organize the data into the appropriate layout.

#48 -‐ Understanding Menu and Page Permissions By selecting user groups you have the ability to customize what your user groups manipulate and view in your MA CMMS account. When users are assigned to user groups they inherit the menu and page permissions that you select for the user groups. Your MA CMMS software comes with preset default menu and page permission but you may find it necessary to enable or restrict users by checking/unchecking different parameters. For example you may not want the managers to have a reporting capability. In this example you would uncheck “can see reports top menu”, “can see Reports Menu Item”. This would remove the reports module from the managers MA CMMS.

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#49 -‐ Delete Unnecessary Fields in Lookup Tables When using MA you may find that there are many fields such as meter reading units (hr, l, rev, ph etc.) that you don’t use. To simplify your MA user experience you can customize the fields by deleting or adding fields relevant to your needs. You can do this by selecting “CMMS Settings”> “Lookup Tables” and editing them from there.

#50 -‐ Utilize Your Mobile Phone by Printing Asset Tags MA CMMS creates unique PR codes for each asset. These can be printed off and attached to your assets. The advantage of using the PR codes is that users can simply scan the PR code on the asset and bring up information and work orders for the asset. https://maintenanceassistant.zendesk.com/entries/39340453-‐V5-‐Print-‐Your-‐Own-‐QR-‐Codes-‐on-‐Different-‐Spec-‐Labels

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#51 – Auto-‐Assign Guest Work Requests

To automatically assign guest work requests to a user and skip the assigning phase of a work orders life cycle, two things must be in place. First, set the default work request status to Assigned. This is done in “CMMS Settings” > “Maintenance And Work Order” > “Default Work Request Status”.

Following this, ensure your assets have assigned personnel. Doing this ensures that any work order created for the asset will notify the associated user and automatically assigned the work order. This is done under the “Personnel” tab on the asset record.

tips & tricks [51] - fiix · 2015. 8. 27. · ! 5!! maintenance!assistant!tips!&!tricks!!! !...

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