CMMS Evaluation Archives - CMMS Software for Preventive Maintenance

Create Work Orders – MaintSmart Evaluation #3

cmmsun5 — Wed, 07 Aug 2019 22:41:11 +0000

How to Create Work Orders

Maintsmart evaluation posting #3 covers creating basic work orders.

What is a Work Order?

What is a work order? How do you create a work order in MaintSmart CMMS Software? These questions (and more) are answered in this short article and video.

Work orders are a unit of work in a formal format. An example could be “Lubricate the Bearings” on Conveyor #1”. In MaintSmart there are the only two fields needed to create a work order. The following list some examples of work order types:

Equipment breakdown maintenance
Projects
Preventive maintenance
General tasks not related to equipment
Equipment generated maintenance (automatic work order)
Scheduled maintenance (automatic work order)

Work orders are listed in the work order screen as they are entered. Additionally, work requests (repair tickets) submitted to the CMMS are also added to the work order screen. Work requests are simply a “work order” that has a “Request” status. It is a simple matter for the maintenance manager to convert a work request to a full work order by merely changing the status.

https://www.maintsmart.com/wp-content/uploads/2019/08/cmms-evaluation-3-work-orders.mp4

Learn the Basics of Work Orders

Watch this Video in You Tube

How Do I Create Work Orders and Communicate Work to Maintenance?

All work orders are added to the work order screen in MaintSmart and become a permanent record. Work orders are permanent unless deleted by a user that has a delete role for work orders.

There are only two required fields for entering a work order. This makes it very simple for inexperienced CMMS users. There are many optional fields as well as unlimited room for notes and unlimited file attachments of any type file! There are several ways to enter a work order into the software as follows as evidenced in the list below.

Enter work orders into the software by the following methods (items #1 and #2 are covered in this post/video):

Entered directly into the work order screen.
Duplicated from an existing work order.
Created from a downtime record.
Submitted through the MaintSmart Web add-on module.
Work orders added through the MaintSmart Mobile smartphone application.
Automatically created by expired meters (meters are entered manually or MaintSmart reads data through an OPC interface directly from the equipment).
Generated automatically by a user-defined schedule.
Created from a work order template (boilerplate work order).

NOTE: For a personal demonstration of how to create a work order by methods 3 - 8 (above list) contact our office.

Work Orders are communicated by the methods listed below:

Displayed in work order screen. This may be set to only show work assigned to the logged in user.
Emailed automatically to one or more maintenance technicians.
Automatically printed to one or more printers.
Submitted through the MaintSmart CMMS Web add-on module.
Work orders added through the MaintSmart Mobile smartphone application.

Work Order Showing Parts and Procedures

When and Why Should You Use a Work Order?

Use work orders for any type of work. MaintSmart work orders may be very simple or extremely comprehensive containing unlimited note and file attachments. Embed images into the work order as needed to clarify the job at hand. Below is a listing of some common work order applications.

Preventive maintenance work order (automatic or manual creation).
Repair work order following an equipment failure..
Create a project work order. These are often combined into a Composite Work Order. Composite work orders are a work order that contains many other work orders.
Basic work order. Perhaps unplanned work is needed that does not fit any of the categories listed above.
Submit a repair ticket (work order with a Request status). Repair tickets are generally submitted by non-maintenance personnel requesting work that they feel is needed.
Reminder work order. Since MaintSmart CMMS creates new work orders based on dates, weekdays and time it is simple to create an automatic reminder work order for any purpose.

Work orders are the heart of any good CMMS system. MaintSmart understands this and provides many ways to create work orders, whether manually or automatically.

The next post in this MaintSmart CMMS Evaluation series explains work orders printing and reporting, work order templates, linking spares to work orders, work order options and shortcuts.

Compare Full Work Order to List-Based Preventive Maintenance Format

Typically a work order is one primary task with detailed instructions, SOPs, file attachments and parts linked to it. In addition to this powerful work order format MaintSmart offers a list-based preventive maintenance checklist format. This is particularly useful for your calendar-based repetitive work.

Previous CMMS Evaluation Lessons:

#1 Download, Install and Login.

#2 CMMS Navigation and User Roles

Work Order

How to Create a List-Based PM Work Order

Request a free no obligation personalized online demonstration of how to create work orders!

The post Create Work Orders – MaintSmart Evaluation #3 appeared first on CMMS Software for Preventive Maintenance.

CMMS Navigation and User Roles – MaintSmart Evaluation #2

cmmsun5 — Sun, 04 Aug 2019 00:04:53 +0000

CMMS Navigation Made Simple with Color-Coded Navigation Icons

MaintSmart uses an intuitive color-coded navigation menu bar. The icons on the menu bar follow the user to every screen. The obvious benefit of this is that you may always navigate to any screen from the current screen. Additionally, there is no limit to how many screens may be open at the same time. The video below explains this in detail. The Program Configuration icon is always unavailable (grayed-out) for all but Administrator users.

The CMMS navigation icons are color-coded on their background as follows:

White background – basic day-to-day use and data entry. Examples: create a work order (gray wrench icon), close PMs (oilcan icon), use spares (gray bolt icon).
Yellow background – configuration of data. Examples: set up tasks, and PMs (gray oilcan), configure equipment (stacked gears), set-up inventory spares (gray bolt).
Green background – reporting and analysis of PMs (gray oilcan), reporting and analysis of work orders (gray wrench, reporting and analysis of machine downtime (gray hammer).

Navigating MaintSmart CMMS Software

Video: Learn How to Use Role-based Permissions and Software Navigation

https://www.maintsmart.com/wp-content/uploads/2019/08/cmms-evaluation-2.mp4

FREE VIDEO: How User Roles and Permissions Benefit the Maintenance Manager

Watch this Video in You Tube

CMMS User Roles Provide a Way for All Personnel to Access the Software

MaintSmart CMMS Software has the advantage of providing user roles. User roles are groups of permissions that are assigned to various CMMS users. The term “user group” is synonymous with “user role” This enables all members of your organization access to the software at some level. Her are some examples of how you might implement user roles:

The maintenance manager is usually assigned to the Administrator role. This role is unlimited. Typically at least two members of your team should belong to this role (user group).
The system administrator (usually IT services) should also be a member of the Administrator group.
Maintenance mechanics are often set to the Basic CMMS role. This allows for entering work orders, closing PMs and much more. The Basic role generally blocks its users from configuration such as setting up personnel and equipment.
Generally, it makes sense to assign maintenance leads and supervisors to the Power User role. This role provides more access to configuration and CMMS data reporting than the Basic role. In contrast, the Power User role is more limited than the Administrator role.
Non-maintenance personnel are referred to as requesters in the MaintSmart program. Requesters are a user group that is generally used by personnel that want to formally submit a work request (repair ticket) into the software. The Requester user group (role) also displays only the logged in requester’s requests (optional default). Additionally, the requester can receive email updates as their repair ticket works it way through the work order process.

Use the Default Preset Roles or Optionally Create Your Own Roles and Permissions (no limits)

Please keep in mind that the above CMMS roles are simply examples of how you could set up your personnel and their access capabilities. Each of these roles has over 100 specific permissions that you can adjust as needed for your maintenance operation. Best of all, there are no limits on how many custom roles that you can add. This powerful feature ensures that all personnel in your organization will have the ability to use the CMMS.

Roles are also used in conjunction with other permissions. For example, set maintenance mechanics permissions so that these mechanics only see their own work assignments. Other settings can be used to prevent back-dating PM closures. CMMS navigation and roles are related and integrated providing an intuitive look and feel. This saves valuable time and frustration in the usually fast-paced equipment maintenance environment.

The next post in this MaintSmart CMMS Evaluation series covers simple work order entry.

Previous CMMS Evaluation Lessons:

#1 Download, Install and Login.

The post CMMS Navigation and User Roles – MaintSmart Evaluation #2 appeared first on CMMS Software for Preventive Maintenance.