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1 IFS Maintenance

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4 Deep functionality and maximum simplicity IFS Maintenance IFS Maintenance is the ideal blend of deep functionality and simplicity, the most important combination for the success of any maintenance solution We offer the best, most flexible plant register, work order management, as well as full support for preventive maintenance, inventory, and purchasing Moreover, since all the functionality can be accessed via a personal portal, the solution is easy to use In fact, you can even take it with you in your pocket because we offer predefined integrations with all types of PDA IFS Maintenance has been developed over almost 20 years in collaboration with thousands of users in the asset-intensive industry That s we why we re confident in claiming that the functionality we offer today is probably the world s best But what good is that if only a few experts can use the system? A problem facing all maintenance solutions is that the user interface has been designed for the experts who use most of the functionality on a daily basis We ve changed that by offering an interface that is a personal Internet portal, which can be tailored for different roles So service technicians or operators, for example, can access all the information they need via one screen Moreover, a wide array of functionality and interfaces for each specific role in the company ensures maximum benefits for every user These include a drag-anddrop GANTT chart for planning work orders as well as easy-to-use wizards for infrequent users IFS Maintenance functionality includes: Plant design Plant register Preventive maintenance Work orders Purchasing Inventory Document management Overall Equipment Efficiency (OEE) 4

5 Maintenance solutions in your pocket We also offer ready-made integrations with different types of PDA and mobile telephones. Service technicians can download their rounds in their PDA and have all the documentation they need in their pocket. Jobs done can be checked off, time consumed per job can be written in, and fault reports can be made directly in the PDA. By docking later, all the information can be downloaded back into the system. For a long time, handheld terminals have been used in warehouses. Our powerful solution for PDAs, as well as bar code readers, greatly enhances the quality of all transactions, making work easier and more accurate. Everyone can use it Our solution is easy to access even for those who seldom use it or who only use a small portion of the total functionality it offers. The result is a maintenance solution that is truly used by all, thereby creating conditions for radically simplifying and enhancing maintenance work. Likewise, opportunities to follow up maintenance work increase since all the maintenance that is performed is also registered in the system. Common database All the functionality in the system is integrated in a common database, where all types of work orders are handled in the same database regardless of whether they concern preventive maintenance, projects or fault removal. This means that activities can be scheduled at the same time, resulting in higher availability of your assets and enhanced utilization of resources. IFS Maintenance also provides IT support that can streamline the administration of inventory and purchasing, while enabling procurement responsibility to be moved out into the organization in a flexible, secure manner. Purchases can then be automatically steered to prioritized suppliers and be carried out according to agreements that have been reached. A flexible plant register makes a solid foundation Our solution is founded on a flexible plant register. Search freely or via a tree structure. You can also navigate throughout the plant with the aid of a drawing, such as a process plan. Simply click on the equipment you are interested in to get a close-up view of the object. Close integration with IFS Applications for Plant Design ensures complete support for the entire life cycle of the plant. Changes and new projects are documented in a common database with full traceability from design and CAD to maintenance and operation. Moreover, plant data can be re-used in all processes. MaINtenANcE SoLutiOns in your pocket 5

6 Let your plant control preventive maintenance IFS Maintenance empowers you to transition from calendar-based to condition-based preventive maintenance. The solution enables you to utilize data from the automated production system, which means that the plant itself lets you know when maintenance is required. A major objective of all asset-intensive enterprises is to reduce the amount of unscheduled stoppage by enhancing preventive maintenance. If the ratio of unscheduled to scheduled maintenance can be changed so that more maintenance is planned in advance, the availability of the plant increases while the cost of maintenance is reduced. Inventory and resources can be planned in advance, and therefore optimized. This is also how we view our main objective as a supplier of maintenance systems: We deliver the tools required to bring more order to the world of maintenance, making it less expensive and more efficient. Easier rounds with PDAs Historically, preventive maintenance has mostly been calendar-based. Maintenance input is determined by a time interval combined with a fixed starting point or date for when it was last done. Naturally, IFS Maintenance handles calendarbased maintenance, with all the functionality it requires. It also enables the use of PDAs, in which the maintenance technicians can check off inspection points and report faults directly on site when they do their rounds. This information is then downloaded into the system. This in itself significantly simplifies and streamlines processes. Major benefits The benefits of IFS Maintenance include: Easy to enter data into the system Simple, but powerful, tool for optimizing resources Proactive system notifies users Higher proportion of automated data management More flexible analysis capabilities for everyone in the company More intelligent integration capabilities High-quality follow-up Proposals for enhancement work can be made faster 6

7 Condition-based maintenance via OPC Contemporary trends indicate a transition from calendar-based to a more condition-based maintenance. With calendar-based maintenance, many resources are used unnecessarily maintenance is done just to be sure. To succeed with condition-based maintenance, the maintenance system must be able to communicate with the process system via the new industry standard, OLE for Process Control (OPC). IFS was first in the world to offer integration with OPC, which means that users always have automatic access to plant status, operating times, and other measurable conditions. Put simply, the plant itself informs you when maintenance is required by transmitting automatic notifications when a predetermined limit has been reached or when the equipment itself senses deviations from the norm. In some cases, just the measurements are transmitted and are analyzed by the preventive maintenance software. The solution enables you to focus firmly on this area, which in all certainty will result in increased profitability due to lower costs and enhanced availability. Preventive maintenance integrated with work orders Since the constituent parts of IFS Maintenance are integrated with each other, it means that preventive maintenance can be planned in conjunction with other activities. Therefore it is easier to take advantage of the maintenance windows that occur and optimize existing resources while ensuring a higher degree of plant availability. The level of planning increases, and indirect time decreases, since preventive and corrective maintenance as well as projects can be planned and prepared together. Since the solution is accessible via a personal portal, it is extremely easy to overview and use. The solution supports Total Productive Maintenance (TPM), enabling operators in production to use it to support their daily inspection rounds. preventive MAiNTEnaNCe WHen it's REaLly needed 7

8 Easier approvals Today, more flexible functionality is required for approving requests than has previously been the case. It should be possible to approve a certain amount in normal circumstances, but only for certain cost centers. There may also be a higher approval amount in some projects. Our solution offers intelligent and flexible functionality for approving purchase requests. Approval authorization can be allocated to individuals and amounts but can also be linked to projects, accounts or cost centers, etc. The inventory and purchasing modules contain all the functionality required in an advanced workflow. We offer functionality for express orders that enables users to find an order number for local orders, or telephone orders, without missing the approval phase. Standing orders enable individuals to make call-offs for certain items that are far beyond the standard limits. Moreover, complete functionality is available for quotation management and requests for proposals for purchasing items with and without item numbers. This also enables orders and agreements to be generated directly. 8

9 Intelligent inventory has arrived IFS Maintenance provides IT support that can radically streamline the administration of inventory and procurement, while enabling you to move responsibility for ordering out into the organization in a secure and flexible manner. Purchases can be automatically steered to prioritized suppliers and be made according to contract. The warehouse automatically senses planned requirements and repurchases in time for material to be picked without increasing inventory. With IFS Maintenance we have taken a comprehensive grasp of inventory and purchasing functionality. With intelligence, automation and simplicity as our guiding principles, we have created an IT tool that dramatically simplifies the workflows for these processes. It also becomes easier to ensure that the right amount of the right material is in stock at the right time. IFS Maintenance enables requirementbased purchasing to inventory and makes it easy to distribute material planning throughout the organization. For example, those who are responsible for a rebuilding project are also responsible for ordering the material they estimate will be required. After all, who better to make such calculations than those who are responsible for the project? A single push of a button Repurchase of inventory items can be automated according to predetermined order points. Functionality that examines current balances, future needs and incoming deliveries for individual items automatically generates a requirement list with order proposals for different items. This is easily checked by those responsible and can also be adjusted with respect to suppliers or quantities. You can even delete rows that you want to wait with and the system remembers these requirements the next time the system is run. With just a push of a button, the list of final orders can be printed out. This eliminates all the manual work involved in releasing proposals, creating purchase orders, releasing purchase orders and then printing them. The system does it all automatically. Automatic contract monitoring Being able to steer purchases to selected suppliers and prevailing agreements is a prerequisite for optimizing purchase costs. Our solution makes it easy to concentrate purchases by defining preferred suppliers. Or you can automatically distribute an order so that a group of items is purchased in given quantities from several predefined suppliers. All purchases are automatically linked to agreements wherever such exist. IFS Maintenance also handles agreements at corporate level, whereby several subsidiaries are entitled to make call-offs against these. By steering purchases to prevailing agreements instead of buying freely from many different suppliers, it is possible to make savings of 5-15% of the purchase cost. GEnerAtE a complete purchase ORder By SimPLy pressing a button 9

10 Personal portals make advanced systems easy to use With IFS Maintenance, the user interface to the maintenance system is a personal portal showing current information tailored to each individual s requirements. Using the personal portal is as easy as surfing the Internet, even though the solution is very sophisticated. IFS Maintenance has been developed over the past 20 years in close collaboration with thousands of users, and we believe we can confidently claim that the functionality we offer is among the best in the world. But what good is your system if only a few employees use it? One problem that afflicts all maintenance systems is the unattractive and often unintelligible user interface. IFS has solved this problem by introducing personal portals. IFS Maintenance is entirely Internet-based so all users can work with the system via their personal portal anyone who can surf the Internet can use the solution. Maximum utilization minimum training Training time is minimal since most of the standard functions in the solution are self-instructing and intuitive. Wizards are also used, which means that the solution teaches users what to do. Since the system is so easy to use, it is actually used by all, even those who only use a small part of the functionality but use it often. So easy to use that everyone does 10

11 Tailored information Information in the personal portal can be tailored to the needs of each individual. Service technicians can always see their open work orders as well as the new ones. They can also see how long they have spent on each job or what the status is concerning spare parts or other items that have been ordered. The personal portal also enables quick and easy access to all the information required to do the job, with convenient functionality for final reports when the job is done. Personal favorites Employees get their own individualized personal portal where the information and the main functionality they require are presented on one screen. It is also easy to customize the personal portal or add content that has been imported from external sources. This might be information from suppliers, a discussion group on the Internet, or merely some personal favorite pages. Tailored information for different roles, e.g. Portal and GANTT chart 11

12 The plant register the heart of the solution IFS Maintenance, with its full graphical environment, offers the best plant register on the market, enabling users to quickly overview the entire plant. The plant register can utilize traditional tree structures, drawings, a personal portal, etc., providing each user with an optimal navigation tool. One click on a piece of equipment gives information on its current status. It is also possible to build up parallel structures. A complete document management solution enables each item to be linked to different forms of documentation, saving time and money. Many maintenance solutions can offer the basic functionality required by a plant register. However, what determines how efficiently the register works is its flexibility and user-friendliness. IFS Maintenance offers both. The choice of different types of user interfaces makes it easy for users even those who use the system infrequently to get started and leverage the solution to the full. Tree structures facilitate navigation through a wide range of levels in the plant and make it possible to set up parallel structures for electrical systems, mechanical systems, and instrumentation. By clicking on an object, users can see its current status with respect to preventive maintenance, active and historical work orders, spare parts lists, diagrams, etc. Status display is extremely efficient, with graphical icons showing whether the selected object is due, for example, for preventive maintenance or if an active work order is being executed. Navigate accurately without prior knowledge 12

13 All plant objects can be linked to various types of electronic documentation. Diagrams, photographs, video sequences, instructions, fact sheets, and warranties are immediately available at the same time as users click on a particular item. With the personal portal, users can adapt their work environment to their needs. The portal offers them total access to the plant register regardless of whether they want to use the tree structure, maps, CAD diagrams or photographs when they navigate throughout the plant. Users can navigate accurately without prior knowledge of the plant. Increase inventory levels at zero cost The plant register is also a helpful tool for buyers. If an item breaks down in an important part of the production, and it happens not to be in stock, our register quickly provides crucial information. Functions like Included in/consists of show whether the particular part can be borrowed from another less crucial part of the plant pending delivery of a new one. Objects in the equipment register that need to be followed up are related to the same item number that is used in the inventory and purchasing modules as spare parts ID. This ensures full traceability, from purchase through all movements throughout the facility, or to internal or external repair shops. Documents are linked directly to objects IFS Maintenance contains an array of tools that facilitate the setting up of a plant structure. New items can easily be copied into the equipment register. Users simply copy a similar item in the register, and then manually make the few modifications that are required. Direct links to our IFS Plant Design means that the equipment register can be inherited from these design tools without the information being entered several times. The web-based personal portals enable direct links with suppliers and their product information. This makes it easier always to have access to the right information for each item. All types of electronic documentation can be linked to each object in the equipment register, ensuring rapid access to the information that might be required on each object. Convenient feedback to design IFS Maintenance facilitates communication between the maintenance and design departments. If the designers are working with IFS Plant Design, there are automatic links between the maintenance system and the design tools. Objects are made operational directly from IFS Plant Design and are therefore available in IFS Maintenance with all the available maintenance data linked to the object. When items are redesigned, the documentation goes directly to the plant register, so the maintenance system is always updated. This also makes it easier for the maintenance department to order more specific redesigns. 13

14 Greater efficiency with smarter work orders Automation, intelligence, and simplicity are key concepts for managing work orders in IFS Maintenance The workflow contributes to leveraging the available resources in the maintenance work in an optimal manner and contains an excellent scheduling tool Graphical environments, web-based portals, PDAs, and WAP technology ensure that employees can find the most suitable environment for tackling their work orders with IFS Maintenance If the plant register is the heart of IFS Maintenance, then work order management is the bloodstream The ultimate aim of maintenance work is to optimize production and production resources an increasingly complex task The IFS solution for managing work orders is an efficient tool for optimizing maintenance With IFS Maintenance users can report faults, plan, execute, and make final reports for all types of work including spare parts repairs The solution is easy to learn and use, yet offers advanced software for optimizing maintenance An accurate overview of tasks, personnel, and material results in increased plant availability, which in turn ensures higher revenue Easy to use IFS Maintenance is designed to meet the most advanced maintenance demands, yet is very easy to use The working environment in the solution can be adapted to the individual requirements of each user This is its main strength 14

15 Maintenance technicians and production personnel can opt for a personal portal as their system interface. This contains information that is adapted to their specific roles, and only essential information is displayed. They can use the portal to see active work orders, report rounds, and generate fault reports, for example. There are also wizards that facilitate operations for infrequent users. The work order solution can also be run on PDAs so that technicians can take their work orders and round lists out into the field. They can make final reports and new fault reports directly in the PDA. document management, and human resource management, among others. When all this functionality is linked, with work order management as a common base, it becomes possible to know exactly which resources are available at any given time. Integration simplifies material flows, optimizes procurement, clarifies staff availability, and enhances preventive maintenance. Maintenancecritical information is made available, and the entire work order process becomes the tool you had hoped it would be. The entire organization uses the solution Those who plan the jobs can work with GANTT charts in a completely graphical environment, where drag-and-drop techniques are used to plan work orders and personnel against a flexible time axis. Active notifications are displayed if material required for a planned assignment is not available and the utilization status of individuals and departments is shown in graphs. Easy-to-grasp windows and step-by-step guides help infrequent users to make fault reports directly in the system and to do so quickly and easily. The entire organization can work with the maintenance solution and stop making fault reports via paper-based notes and telephone calls. With everybody working directly in the maintenance system, the conditions for increasing its efficiency increase dramatically. Greater efficiency IFS Maintenance enables major efficiency gains when combined with IFS components for preventive maintenance, inventory, purchasing, A variety of fault reports The ultimate test of a maintenance solution is how much it is used. Therefore, user-friendliness is a key concept. IFS Maintenance can be run in different environments and can always be adapted to individual user groups. IFS Maintenance makes it easier to create fault reports in the system than to call in or write them down. Technicians can create them in their PDAs during their rounds. This minimizes duplicate work with final reports and ensures the fault report is correct. Fault reports can also be created via a web interface or an MS Windows interface, a personal portal, or step-by-step guides. Since all the parts of IFS Maintenance share a common database with other parts of IFS Applications, preventive maintenance and planned activities in projects can also become work orders, making them easy to coordinate. All types of work orders generate costs against objects in the plant structure, providing excellent opportunities to analyze cost structures in the plant. The link to inventory and purchasing functionality increases the opportunities for optimizing procurement flows and minimizing inventory balances. 15

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17 IFS Applications 2002, is a component-based suite of business applications. It makes it easier for you to change and evolve your enterprise step by step and at the pace you decide. Implementation is fast. Upgrades are easier. And legacy systems and best-of-breed solutions are integrated into your IFS solution. To succeed in the battle between supply chains, you need to be able to focus on your core competence and collaborate online with your customers, partners and suppliers. IFS Applications 2002 makes this possible. It includes a set of specific Internet-based solutions that cover different aspects of Customer Relationship Management (CRM) and Supply Chain Management (SCM) such as sales, marketing, customer support, Vendor Managed Inventory (VMI) and dynamic collaboration. These solutions are designed to improve efficiency by enhancing information sharing and interaction between partners while maintaining a secure and tightly connected link to other business applications. Our business applications suite is one of the easiest-to-integrate solutions available. 17

18 Financials IFS finance components offer you a comprehensive overview of company business from any perspective you wish. At the same time, you can follow and scrutinize each financial transaction in detail. These components simplify accounting, enhance control capacity at all levels of the organization and support change processes whatever business you are in. ebusiness IFS e-business components let you take advantage of the Internet to create and enhance business relations. You re able to provide personalized, accurate and real-time information a competitive differentiator. They also allow you to develop an Internet strategy for long-term one-to-one relationships while ensuring security, performance, and scalability as well as providing integration to the global marketplace. Sales & Support IFS Sales & Support is an important part of any solution for customer relationship management. The components manage the customer interaction chain from the sales lead through the sales cycle to the ongoing support and service of the customer. The IFS Sales & Support concept is a result of the increased focus on the customer vis-à-vis the product, the service content and the added value. Engineering IFS components for engineering minimize the work of specifying and configuring design elements and products. Quality is assured by streamlining the administration of all related documentation, including revisions. The entire organization is given access to information, providing continuously updated data for technical, administrative and financial decisions. Manufacturing IFS components for manufacturing provide a simple, highly automated flow for the many trivial tasks in combination with advanced management by exception for the vital few. This is a powerful, multifaceted solution that supports planning, execution, control and analysis in most types of manufacturing, in all phases of the manufacturing process and for all employees in the organization. Distribution IFS Distribution is the basis for your supply chain management solution. The components in IFS Distribution are based on four key principles: simplicity, to visualize product flows and make the system easy to use; flexibility, for easier adaptation to different distribution models and working methods; adaptability, to allow the system to grow and to support change in the company; openness, to facilitate communication with other actors in the order-to-delivery chain. Maintenance IFS maintenance components make up a complete maintenance system that provides the proactivity, openness and flexibility to develop and adapt to keep pace with the rapidly changing demands of the world around you. Easy to work with and access, it contains a depth of functionality that provides comprehensive support for day-to-day maintenance requirements as well as continuous development and improvement. Human Resources IFS human resources components save time and money through rational, cost-effective management of human resource administration. They provide fast and accurate analysis, securing the competence and development needs of both the company and its employees. They are essential in successful, strategic human resource planning. General components These supporting components are applicable to almost any assembly of components and most processes. They can be added over time, for example if you want to run a venture as a project, follow up on quality or apply the portal interface to your existing IFS Applications. Foundation1 IFS Foundation1 is an innovative technology and architecture that ensures top performance and maximum agility. It features open and public interfaces for extended connectivity and interoperability. 18

19 About IFS and IFS Applications IFS develops and supplies component-based business applications for medium and large enterprises. IFS Applications, which is based on web and portal technology, offers 60+ enterprise application components used in manufacturing, supply chain management, customer relationship management, financials, engineering, maintenance and human resource administration. IFS provides customers step-by-step evolution to the extended enterprise with e-business solutions that offer partner, customer, and supplier collaboration. A top global business applications supplier, IFS has 3,200 employees, with sales in 43 countries. The company is listed on the Stockholm Stock Exchange (XSSE:IFS). If you need further information, to info@ifsworld.com, contact your local IFS office or visit our web site, En Production: CMC, May Printing: AB Danagårds Grafiska, Ödeshög, Sweden. Printed on: MultiArt Silk. Industrial & Financial Systems ARGENTINA Buenos Aires Tel Fax AUSTRALIA Melbourne Tel Fax BELGIUM Mechelen Tel Fax BRAZIL São Paulo Tel Fax Toll Free Information Tel C&EE Tel Fax CYPRUS Limassol Tel Fax CZECH REPUBLIC Prague Tel Fax CANADA Waterloo, Ontario Tel Fax DENMARK Copenhagen Tel Fax FINLAND Helsinki Tel Fax FRANCE Mulhouse Tel Fax GERMANY Erlangen Tel Fax GREECE Athens Tel Fax HONG KONG Kowloon Tel Fax HUNGARY Budapest Tel Fax INDONESIA Jakarta Tel Fax ITALY Milan Tel Fax JAPAN Tokyo Tel Fax MALAYSIA Kuala Lumpur Tel Fax NETHERLANDS Eindhoven Tel Fax NORWAY Asker Tel Fax PHILIPPINES Metro Manila Tel Fax POLAND Warsaw Tel Fax PORTUGAL Porto Tel Fax PR CHINA Shanghai Tel Fax REPUBLIC OF SOUTH AFRICA Centurion Tel Fax SINGAPORE Singapore Tel Fax SOUTH KOREA Seoul Tel Fax SPAIN Madrid Tel Fax SRI LANKA Colombo Tel Fax SWEDEN Linköping Tel Fax THAILAND Bangkok Tel Fax UNITED KINGDOM London Tel Fax BAE SYSTEMS-IFS Tel Fax USA Chicago IL Tel Fax Toll Free Information Tel Partners and associated companies BRAZIL Alliance Tel Fax Endeavour Tel Fax Freedom Solutions S/C Ltda Tel Fax Inachis Io Tel Fax Mac Chips Tel Fax Novabase Tel Fax INDIA Escosoft Technologies Tel Fax INDONESIA Golisa Dotkom Indo, PT Tel Fax IRELAND Clarion Consulting Ltd Tel Fax JAPAN NEC Corporation Tel Fax Nihon Unisys, Ltd Tel: JORDAN CEB Jordan Tel Fax JMMS Tel Fax MEXICO Evolución Informática S.A. de C.V. Tel Fax MOROCCO Omnidata Tel Fax PORTUGAL Artsecrets Tecnologias de Informação, Tel Fax Lda GesSystem, Soluçõesde Gestão Empresarial, Lda Tel Fax Novabase Gestão Empresarial S.A. Tel Fax S&T Sistemas e Tecnologia Informática, Lda Tel Fax RUSSIA Corporate Financial Systems Tel Fax Fors Ltd. Tel Fax SAUDI ARABIA Industrial & Financial Systems Arabia (Jeddah) Tel Fax Industrial & Financial Systems Arabia (Riyadh) Tel Fax TAIWAN Vatrend Inc. Tel Fax TURKEY IFS Turkey Tel Fax UKRAINE InfoPlus Tel Fax USA Applied Micro Computer (AMI) Tel Fax Computer Task Group (CTG) Tel Fax Computer Task Group (CTG) Tel Fax Software One Tel Fax The Support Group (TSG) Tel Fax THIS DOCUMENT MAY CONTAIN STATEMENTS OF POSSIBLE FUTURE FUNCTIONALITY FOR IFS SOFTWARE PRODUCTS AND TECHNOLOGY. SUCH STATEMENTS OF FUTURE FUNCTIONALITY ARE FOR INFORMATION PURPOSES ONLY AND SHOULD NOT BE INTERPRETED AS ANY COMMITMENT OR REPRESENTATION.IFS AND ALL IFS PRODUCT NAMES ARE TRADEMARKS OF IFS. THE NAMES OF ACTUAL COMPANIES AND PRODUCTS MENTIONED HEREIN MAY BE THE TRADEMARKS OF THEIR RESPECTIVE OWNERS Industrial and Financial Systems, IFS AB.

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