CMMS Software for Preventive Maintenance

Quickly Learn How CMMS Barcodes Save You Time And Money

cmmsun5 — Wed, 03 Mar 2021 19:33:05 +0000

Learn How CMMS Barcodes Save You Time and Money

Barcode labels save time and increase productivity. MaintSmart uses barcodes in several ways that help to streamline your maintenance process.

MaintSmart CMMS Barcode Overview

Barcodes are used by MaintSmart for equipment labels, inventory labels and to quickly identify work orders for the purpose of status updates. MaintSmart uses the Code 39 barcode standard. MaintSmart installs the proper Code 39 font when it’s installed. In some cases you’ll need to reboot after installing MaintSmart to register the new barcode font. CMMS barcodes scans are interpreted by MaintSmart as key strokes within the screen object that has the screen focus when the scan is performed.

Using barcodes can save time and provide greater accuracy when performing inventory audit and using spare parts especially. Equipment labels provide information about the equipment item and print a barcode. Work orders have barcodes printed at the top of the sheet. When updating work order completion status simply scan the barcode and MaintSmart locates the corresponding record in the grid for you. To use barcode scanning (work orders, inventory set-up/audit, or inventory used) you must first check the menu item Barcodes>>Enable Barcode Scanner. This tells MaintSmart to configure the screen in such a way as to make barcode data readable by MaintSmart.

How to Save Time and Money with CMMS Barcodes

Barcode scanning is quick, accurate and fool-proof. No time wasted correcting mistakes.
Our CMMS solution offers sheet labels for initial set-up of inventory and equipment as well as single labels for adding spares later.
Make it simple and CMMS users are more apt to use the system. This provides complete records of later analysis and improvement.
Scanning spares at check-out couldn't be simpler. Two scans (one of spare and one of work order barcode) enters all the needed information.
MaintSmart Mobile uses barcode to scan a work order for edit or closing. Additionally, equipment labels provide the current work order list for that equipment.
Equipment labels also input the equipment needed on a new work order. No chance of erroneous data entry.

Label and scan inventory spares with individual labels or sheet labels.

Sheet labels are a good solution for initial set-up of spares.

Barcode ~ Checking Out Spares is Really Simple

Checking out spares is simple with barcodes. Scan the spare part barcode (what used?), the work order barcode (why used?) and nearly all fields are populated correctly. By checking our spares in this manner you log who used, why used, what equipment spare was used on, when used and other pertinent data.

This benefits you in more ways that one. For example:

Track who used what spares.
Generate equipment maintenance reports that list spares used by equipment item and why (work order, preventive maintenance, downtime or equipment item) these spares were used.
Return spares to stock. Inventory data is automatically updated.
All transaction that hit the inventory in any way are tracked back to the logged in user.
On screen notification of below minimum stock items as these items are used.

How the MaintSmart Mobile App Uses CMMS Barcodes

MaintSmart Mobile CMMS uses barcodes to pull up work orders (work order barcode) and equipment work order lists (equipment barcodes). Simply scan a barcode on an equipment item to display the work orders assigned for that equipment.

MaintSmart Enterprise CMMS Software Uses Barcodes

To scan inventory parts as they are used follow these steps:

Open the Purchasing and Parts Usage screen.
Select the tab labeled Use Parts Stock.
Select the menu items Barcodes>>Enable Barcode Scanner. (MaintSmart is now ready to accept input from your configured Code 39 barcode scanner.)
Scan the barcode label previously created by MaintSmart, scan the work order or equipment barcode.
The Quantity, Date Used (auto-populated), Who Used (auto-populated), Why Used (auto-populated), Cost Center and Account input boxes become enable. NOTE: If coming from the work order screen or if default settings have been activated then these fields are also auto-populated.
Enter the required data into these enabled boxes.
Press or the Save button to save the record.

Dymo Printer/Labeler Label Selection

Labels used by the MaintSmart Dymo CMMS barcode labeling system are as follows:

Small Dymo 30346
Medium Dymo 30321
Large Dymo 30256

Avery Sheet Labels

For sheet label applications Avery labels or the equivalent offer three sizes to choose from: 5163 (large), 5260 (medium) and 5263 (small).

Choose from Small, Medium or Large Avery Sheet Labels.

Barcode Configuration - Hardware

Hardware Requirements and Configuration

To read CMMS bar codes you’ll need a barcode scanner capable for interpreting Code 39 fonts. Typically, this scanner plugs into a USB port. There are many Code 39 scanners to choose from. Typically, the price for one of these USB tethered scanners is under $50.00. All of these scanners need to be configured for the font and other characteristics like initialization and termination characters. Hardware (printing sheet labels): Any reasonably modern laser printer (preferred) or inkjet printer will work for printing sheet labels. Laser printers are recommended (a good inkjet also works well) because of the fine resolution needed to scan these barcodes and because of the durability of the barcode in possibly adverse or wet conditions.

Hardware (printing Dymo single labels)

To print single Dymo labels a Dymo LabelWriter printer is needed. The LabelWriter 450 Turbo works quite well and is recommended. This printer may be obtained for under $100 typically. This printer must be properly configured to print Dymo labels and does not come configured properly by default. Configuration of the Dymo labeler is covered on the next page.

Printing Hints: Printing barcodes is best accomplished with a laser printer though some high resolution ink jet printer print readable barcodes too. It’s usually best to use the a high printer resolution option when printing labels and always print a test sheet first to make sure the labels are readable.

Scanner Configuration

Each CMMS barcode scanner brand and model will come with a manual that instructs on configuration of that particular scanner. When configuring your scanner the following points are important:

Configure the scanner for Code 39 font

Configure the initialization and termination characters. These characters are used to tell the scanner when to start reading the barcode and when to stop reading the barcode. The most common problem scanning labels in MaintSmart is improper configuration of these characters. The characters must both be set to read an exclamation point ( ! ). Any other character will not properly read.

To test that you have this properly set do the following:

Print out one or more labels from any source in MaintSmart
Place your mouse cursor in some sort of word-processing software screen document, such as MS Word, Notepad or WordPad. Scan the code with your configured barcode scanner.
The scanned text should immediately appear in the word processor program document and should begin and end with an exclamation point ( ! ). An example could be is scanning a label representing the Inventory Internal ID Number = 10005 then the document text should display !10005! . If the scanned barcode is not surrounded by ! (exclamation point) then the code will not be read by MaintSmart.

Dymo Printer/Labeler Configuration

The Dymo LabelWriter 450 Turbo printer does NOT come configured properly for printing barcode labels from MaintSmart. See the images below for instructions on how to configure this Dymo printer/labeler.

Step 1: Dymo Turbo 450 set Up

Step 2: Dymo LabelWriter 450 Turbo Settings

Step 3: Dymo LabelWriter 450 Turbo

Step 4: Setting Up Dymo LabelWriter 450 Turbo

The post Quickly Learn How CMMS Barcodes Save You Time And Money appeared first on CMMS Software for Preventive Maintenance.

Get the Best CMMS the Way You Want It: Cloud, Mobile, Web, PC

cmmsun5 — Tue, 05 Nov 2019 21:50:48 +0000

MaintSmart is Available for Multiple Platforms

Use MaintSmart from virtually any platform: PC, Cloud, Web, Smartphone (Android/iPhone). All of the below MaintSmart applications work with the same database seamlessly. Extreme discounts for supported users! Why do we claim MaintSmart is the best CMMS?

Comes complete with all modules and nothing to buy later.
Available for multiple platforms.
Powerful automation of work generation and reporting.
Listens to your equipment needs the responds automatically without user intervention.
Best CMMS analysis and reporting capability.
Customizable dashboard and settings.
Translates to any language.
In business 23 years - only 2 other CMMS companies can make this claim.

MaintSmart Cloud

Is the full MaintSmart Enterprise program available as a hosted cloud solution. Access MaintSmart from portable devices or your desktop. Completely managed, backed up and encrypted.

Cloud Based CMMS Software Solution

MaintSmart Web

This is a pure web application. MaintSmart Web provides a flexible and economical way to manage work orders, downtime and preventive maintenance. This application can also be integrated with MaintSmart Cloud and hosted by our professional hosting service.

Web-Based Preventive Maintenance Software

MaintSmart Mobile

Use MaintSmart from Android or iPhone devices. The current version (Phase 1) offers work order management capability. This powerful application uses bar code capability to generate work lists based upon the scanned equipment. See all work or filter to display just the current logged in technician’s work. Equipment is located by GPS coordinates and Google mapping tools.

MaintSmart Mobile for Android and iPhone

MaintSmart Enterprise

The full PC-based MaintSmart Enterprise system is the best CMMS and most complete maintenance management solution available. Include work orders, downtime tracking, preventive maintenance, inventory management, purchasing management and many analysis, charting and reporting tools. Also completely automates your reporting, work order and PM issuance.

CMMS Reporting and Charting by Drag-Drop

Learn More

The post Get the Best CMMS the Way You Want It: Cloud, Mobile, Web, PC appeared first on CMMS Software for Preventive Maintenance.

MaintSmart 5.1 Suggestions for Our Next CMMS Upgrade

cmmsun5 — Tue, 15 Oct 2019 18:14:14 +0000

Please Suggest Improvements and Upgrades to MaintSmart 5.1

We are offering the opportunity to our licensed users and our demo (trial) software users to suggest upgrades for the new MaintSmart 5.1 CMMS upgrade release. Our development team has its own list of upgrades but seeks your expert advice regarding upgrades (as we have done traditionally).

Our goal has always been to provide the best CMMS with the most useful analysis tools available while offering an intuitive software application that any user can feel comfortable with.

Please consider (at the very least) the following suggestion categories:

New capability not yet present in the software.
Improvements or additions to existing capabilities.
Ease of use.
Technical capability and CMMS analysis tools.
Themes, navigation and screen layout.
Reporting and analysis.
Pricing and licensing models.

ALL SUGGESTIONS ARE HIGHLY VALUED AND WILL BE SERIOUSLY CONSIDERED. CRITICISM IS WELCOME TOO! PLEASE BE AS SPECIFIC AS POSSIBLE. THANK YOU.

PLEASE LEAVE MAINTSMART CMMS UPGRADE SUGGESTIONS BELOW (alternatively you can use our contacts page and submit the suggestion by email)

The post MaintSmart 5.1 Suggestions for Our Next CMMS Upgrade appeared first on CMMS Software for Preventive Maintenance.

Condition-Based Maintenance | Work Orders By Equipment Demand

cmmsun5 — Tue, 10 Sep 2019 19:59:06 +0000

https://www.maintsmart.com/wp-content/uploads/2019/09/automated-work-orders.mp4

Watch Video in YouTube

Condition-Based Maintenance Made Easy!

Wouldn’t it be great to have your equipment tell you when it needs maintenance by automatically creating the right work order for the job at exactly the right time? Does this sound too good to be true? Well this is basically what defines condition-based maintenance and it is a basic feature that is widely used in MaintSmart CMMS Software. In fact, you can also generate work orders based on schedules that you define too. This post seeks to provide a general overview of work orders by equipment demand. A subsequent post describes the scheduled method for automated work orders.

What is Condition-Based Maintenance?

Condition-based maintenance generally uses sensors to indicate when a machine component needs maintenance. In the case of MaintSmart this sensor data (via OPC) is sent to the CMMS and the software then uses the data to determine if the machine needs maintenance based upon user-defined thresholds. The benefit of this condition-based maintenance solution is that less labor and spares are used for maintenance that may not even be needed yet. The costs of implementing a condition-based maintenance system must be weighed against the benefits of such a system as sensors, sensor configuration and sensor maintenance must be considered.

First of all, some definitions are in order:

Work Order Template: a work order template is a boiler-plate copy created from an existing work order. This template is used later to generate identical work orders. These new work orders are machine condition-based and are generated by meters, schedules or manually from the template list.
Meters Definitions: Meters are a unit of anything you, as the maintenance planner, define. For example a meter unit could be: Days, Cycles, Cuts, Miles, Unit or really anything you want. Up to six (6) different triggers are set for each meter. Which ever trigger is initiated first this trigger causes the work order to generate.
Meter Readings: Meter readings are the actual readings from the equipment. Examples could be hour meters, cycle counters, etc. These readings are entered into the database either manually or automatically via an OPC communication portal. OPC (OLE for Process Control) is the standard communication method used by PLCs (programmable logic controllers) and HMIs (human machine interface). The result is your equipment tells MaintSmart when it needs maintenance. MaintSmart CMMS responds by generating the correct work order immediately. Best of all, the new work order is emailed or sent to a printer automatically too if needed.

Create work orders automatically at just the right time by using equipment generated data to trigger the work order.

Metered Work Orders Save Time

In short, our automated work order system frees up the maintenance planner from having to schedule work for preventive maintenance while issuing jobs at exactly to right moment every time. This results in the following direct benefits:

More time for the maintenance manager/planner to manage other needed tasks.
Less chance for over, or under maintaining equipment.
Accurate compliance with OEM preventive maintenance requirements.
Multiple triggers for each equipment item (up to 6).
No chance for human error in assigning tasks that are automatically triggered.

MaintSmart CMMS Software is the only CMMS that has this powerful yet simple to use capability. Why wait any longer? Start saving time while adding preventive maintenance consistency to your maintenance program with MaintSmart.

Please comment below and/or request your own personalized demonstration of this powerful feature.

The post Condition-Based Maintenance | Work Orders By Equipment Demand appeared first on CMMS Software for Preventive Maintenance.

CMMS Software Database Search Tools and Methods

cmmsun5 — Fri, 06 Sep 2019 14:22:14 +0000

Learn how to search the CMMS software database quickly and efficiently by using the many search and filter tools available in MaintSmart. What good is entering work orders, equipment downtime, preventive maintenance, spares usage, etc. if you cannot get back to these archive records easily? The video below illustrates some basic search and filter capability in the work order software module in MaintSmart.

Watch this video. You will save time and frustration if these search tools are used as shown in the video.

https://www.maintsmart.com/wp-content/uploads/2019/09/searching-data-grids.mp4

Watch Video With YouTube

Searching the CMMS software database is facilitated by several tools and features associated with the data grids in the software as follows:

Custom grid filters that as saved and reused.
Column filters on every column and every data grid.
Ascending or descending sort order column search.
Type search columns and find embedded text.

Save searches as a menu item for future use. This even includes a floating date.

Search the work order screen for active work orders only.

Use the column search capability for flexible searching of one or more columns in the work order database grid

The post CMMS Software Database Search Tools and Methods appeared first on CMMS Software for Preventive Maintenance.

Work Order Procedures – 5 Minute CMMS Training Topic

cmmsun5 — Thu, 29 Aug 2019 15:04:08 +0000

Insert Work Order Detailed Instructions and Procedures

This video demonstrates how the maintenance planner or maintenance manager can save time inserting detailed numbered lists into work orders, preventive maintenance task lists and purchase orders. Copy and paste text from virtually any source into the details screen in MaintSmart. Insert bulleted ordered lists using the new Format button. The maintenance technician easily and intuitively checks off each numbered item as the work is completed.

Additionally, insert separator lines into the paragraph to group and further organize the assignment. This leads to an easy to read and understand document. Best of all, building this document partially automated saving the maintenance planner time as well.

https://www.maintsmart.com/wp-content/uploads/2019/08/work-order-detailed-procedures-formatting-.mp4

Copy Work Order Procedure Text From Virtually Any Source

Use the work order text editor's (detailed instructions or procedures) automated capabilities for other detailed instructions such as preventive maintenance task lists and purchase orders.

Preventive Maintenance Procedures Are Easy to Insert With New Formatting Capability

Once the work order procedures are pasted into the details screen they are easily formatted into a simple to follow ordered (numbered) list. Best of all the maintenance planner has complete control over how the numbered list is displayed.

Automate The Insertion of Detailed Into Work Orders, PMs and Purchase Orders

The final result is a work order, preventive maintenance task list or purchase order that is intuitive and descriptive. Additionally, it only took a minute or two to construct this list of work order task instructions.

Work Order After Procedures are Added

Please leave a comment below and let us know what you think of this topic or any other CMMS topic. We also value your suggestions on ways to improve MaintSmart. All suggestions receive serious consideration. Need a personalized online demonstration of MaintSmart? Just ask!

MaintSmart CMMS Software, Inc.

1.541.404.0616 (Phone)

feedback@maintsmart.com

The post Work Order Procedures – 5 Minute CMMS Training Topic appeared first on CMMS Software for Preventive Maintenance.

Generate Work Orders (7 Ways) – CMMS Evaluation #5

cmmsun5 — Mon, 26 Aug 2019 16:51:50 +0000

There are 7 different ways to generate work orders with MaintSmart CMMS Software. Some of these are manual others are automatic or semi-automatic. This CMMS evaluation post provides a brief instruction on each of these seven methods available to create work orders. Generally, MaintSmart users will chose two or 3 ways to create and manage work orders and stick with those methods.

Manual Work Orders
Semi-Automatic Work Orders
Automatic Work Orders

FREE VIDEO

Generate Customized Work Orders with User Defined Work Order Types

Ways to Manage Work Orders (manual, semi-automatic, automatic)

Below is a list of the way to create and manage work orders:

Create work orders manually from work order screen.
Duplicate a work order from the work order screen or Equipment Tree screen.
The downtime screen provides a way to generate a remedial work order from the downtime record.
The preventive maintenance screen has the capability to convert a PM into a full work order.
Manually generate a new work order from a work order template.
The print and email scheduler generates new work orders from work order templates.
Meters are automatically incremented values of any unit you define. Use a meter to generate a new work order.

Each of the above methods is demonstrated in the free CMMS training video below. For more detailed instruction or a demonstration on any or all the above contact MaintSmart.

https://www.maintsmart.com/wp-content/uploads/2019/08/eval-5-7ways-work-orders.mp4

Free CMMS Training Video: 7 Ways to Generate a Work Order

Watch this Video in You Tube

Generate Work Orders by Schedule (automatic)

Items 6 and 7 above are completely automatic. The scheduler (item 6) generates new work orders from a work order template based upon flexible date/time, day of week/time of count of days/time. For example, add a new work order to the CMMS database every Monday at 8:00 AM for the day shift morning walk-around checklist. Another example could be every 28 days at 11:30 AM perform a boiler blow-down.

Duplicate Work Orders from the Equipment Tree

Meter-Based Work Orders (automatic)

The meter-triggered work order function generates a new work order from a work order template based upon any meter unit you define. So what is a meter unit? What is a meter? A meter unit could be cycles, cuts, days, revolutions, etc. After the unit is defined, it is linked to a work order template. Additionally up to six (6) units are available for each metered work order. Whichever reading expires first triggers the template to generate a new work order. Lastly, meter-readings are entered against the template. When readings reach their user-defined threshold, a new work order is generated. Best of all the reading can be entered either manually or automatically through an OPC compliant link such as a PLC or HMI. This system is completely independent once it has been initiated and provides timely work orders automatically based upon equipment demand.

The Pay Off

MaintSmart offers great flexibility and automation in managing work orders. Implementing scheduled or metered (automatic) work orders is simple and only needs to be done once. Thereafter the CMMS creates work orders without and intervention by the maintenance team. Additionally, all work orders, regardless of source are editable. Create a complete work order solution by linking needed spares to a work order template. MaintSmart responds with automatic work orders, including an inventory spares list.

MaintSmart is a CMMS that works for you saving time and adding consistency to your maintenance program! What are you waiting for?

Next Evaluation Blog: TBA

Previous CMMS Evaluation Lessons:

#1 Download, Install and Login.

#2 CMMS Navigation and User Roles

#3 How to Create Basic Work Orders

#4 Work Order Tips

The post Generate Work Orders (7 Ways) – CMMS Evaluation #5 appeared first on CMMS Software for Preventive Maintenance.

Work Order Tips – MaintSmart CMMS Evaluation #4

cmmsun5 — Tue, 20 Aug 2019 02:05:55 +0000

Here are a few tips that may speed up work order creation and management. The video below illustrates each of these tips. Subsequent videos will instruct on other way to work quickly and effectively with MaintSmart.

https://www.maintsmart.com/wp-content/uploads/2019/08/evaluation-4-1.mp4

FREE CMMS TRAINING VIDEO: Work Order Tips

Watch in You Tube

Some of the basic tips and shortcuts available in the work order software module include the following:

Print and reporting options that save time.
Display only active work orders.
Limit the date range for displayed work orders.
Search the work order screen (two methods).
Create a custom filter to display only specific work orders.

Display work orders for logged in user only.

How Many days back to Retrieve Work Orders

Work Order Print Options

Use various work order print options to set your user preferences concerning printing. These options setting persist between MaintSmart sessions and follow you as a user regardless of the computer used to access the work order system.

Work Order Print Options

Work Order Tips - Display Only What You Need to See

Displaying only the work orders you need to see in the data grid reduces screen clutter and makes finding your work easy. Additionally custom work order filters provide quick menu access to virtually any filtered view needed. Best of all, create these filters one time and let the floating date range manage the view thereafter.

Hopefully, these tips help your productivity with MaintSmart. Evaluation video number five covers advanced shortcuts and a few ways to automate your work assignments. The list below is a sneak preview of next week’s post:

Work order templates generate work orders automatically.
Let your equipment tell the CMMS when it needs maintenance.
Advanced work order defaults.

Next MaintSmart CMMS Evaluation Post: Seven Ways to Create a Work Order (manual, semi-automatic and fully automatic).

Previous CMMS Evaluation Lessons:

#1 Download, Install and Login.

#2 CMMS Navigation and User Roles

#3 How to Create Basic Work Orders

The post Work Order Tips – MaintSmart CMMS Evaluation #4 appeared first on 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.