C u s t o m M a i n t e n a n c e S o f t w a r e. Using CMS Tech

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1 C u s t o m M a i n t e n a n c e S o f t w a r e Using CMS Tech

2 Copyright April 2016 Facilities Survey, Inc. Facilities Survey, Inc. 400 Penn Center Blvd. Suite 552 Pittsburgh, PA Phone: (Dial 1 for Support, Dial 2 for Sales) Fax: General and sales information: Support desk: Warranty Every attempt has been made to ensure that the information contained in this manual is correct as of the time it was written. Facilities Survey does not assume any liability for errors and omissions. Every effort will be made to notify clients when new editions of this guide become available.

3 Contents Introduction 1 About CMS Tech... 1 Working on a Mobile Device 3 Private Browsing Mode in ios Safari... 4 Signing In 7 Remember Me... 7 Clear Storage... 7 The Navigation Bar... 7 Signing Out Understanding My Work Orders 11 Sorting Work Orders Selecting Columns Using Filters Using the Search Box Grid Vs. Card Starred Work Orders Editing a Work Order Overview Request Assets Assignments Entering Procedure Readings Charging Time Completing a Work Order Selecting a Different Work Order List Getting Support 19 Index 21 Custom Maintenance Software Using CMS Tech iii

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5 Introduction About CMS Tech CMS Tech is Facilities Survey s next-generation mobile offering meant for technicians who create and manage work orders in the field. CMS Tech is a web-based application designed for use with a mobile device such as an ipad or an iphone. Like CMS Mobile, CMS Tech functions in both online and offline modes allowing technicians to continue working in areas where there is no internet connectivity. While CMS Tech is designed for use on a mobile device, you can use it on a workstation or notebook computer as a lighter, simpler version of CMS. SYNCHING WITH CMS If you are working offline, and you have made changes to the work orders in the My Work Orders list, click the Refresh icon to synchronize any offline work with the CMS database. Custom Maintenance Software Using CMS Tech 1

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7 Working on a Mobile Device There are some differences between working with CMS Tech on a mobile device, like an iphone, and working with CMS Tech on a computer. Most notably, the difference is the way in which the screen resizes on a mobile device to maximize the useful display space on your mobile screen. The screen shots below show the Work Order Edit Screen on a notebook computer (note the menu on the left) and an iphone 6 (note that the menu isn t present). Dropdown fields pop-up a screen when selected because CMS Tech is intended for use on a mobile device. For example, in the Work Order Edit screen, clicking the Status dropdown launches the Status Select screen. The Status Select screen, like the other pop-up screens contains a Search box where you can type in text in order to narrow down search results. Custom Maintenance Software Using CMS Tech 3

8 Working on a Mobile Device Private Browsing Mode in ios Safari In order to access CMS Tech in ios Safari on an iphone or ipad, you must have Private Browsing Mode turned off. While Private Browsing Mode is on, Safari appears black or dark instead of white or gray. To turn Private Browsing Mode off: 1. Launch Safari. 2. Tap the tab icon in the bottom right corner. 3. Tap the enabled Private icon in the bottom left corner. 4. Tap Done. Safari now appears white. The screen shot below shows Safari with Private Browsing Mode turned on. 4 Custom Maintenance Software Using CMS Tech

9 Working on a Mobile Device If you try and sign in to CMS Tech while Private Browsing Mode is on, CMS Tech replaces the Sign In button and instead displays the message Please exit private mode to use CMS Tech. Custom Maintenance Software Using CMS Tech 5

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11 Signing In There are two ways to sign into CMS Tech. You can scan your ID badge or you can enter your CMS credentials. To sign in with a badge: 1. At the login screen, click Badge. 2. Enter your badge number or scan your badge. The badge number entered here must match the Badge Number field contained in the User Detail screen in CMS. Usually, the CMS coordinator at your facility will set this up for you. 3. Enter your Site code, and click Sign In. To sign in with your CMS User Account: 1. At the login screen, click Account. 2. Enter your Username, Password, and Site code. 3. Click Sign In. Remember Me Click Remember me to toggle it green to have CMS Tech retain your Username and Site code for the next time you sign in to CMS Tech. Clear Storage Click Clear Storage to delete offline storage data and reload the current page. Offline storage data is the data that is stored locally on whatever mobile device you are using with CMS Tech when working offline. Offline data also includes work you ve done that hasn t been synched with the CMS database. It might be necessary to Clear Storage when a new version of CMS Tech is released. It might be necessary to Clear Storage if an error occurs and cached work can t be synched to the CMS database. For CMS Mobile users, the Clear Storage feature is very similar the Clear Cache feature. Caution! Clicking Clear Storage deletes offline storage data for all users on a device. If a mobile device such as an ipad is being shared, then all offline storage data is deleted. Upon signing in, you are presented with the My Work Orders screen. The Navigation Bar The black navigation bar is always present. From left to right, the navigation bar shows the CMS logo, the Facility (segment) icon, the Create Work Order icon, the Search icon (magnifying glass), the Synchronization icon, and the current user. Custom Maintenance Software Using CMS Tech 7

12 Signing In SELECTING A FACILITY (SEGMENT) To select a different facility (segment), click the Select Facility icon, then select a new facility, and click Open Selected. CREATING A WORK ORDER Work order create functionality in CMS Tech includes the use of default values, required fields, custom labels, Show/Hide, and User-Defined fields. To create a work order: 1. Click the Create Work Order icon. The Create Work Order screen displays. 2. Enter data in the required fields and any of the optional fields. Required fields are labeled in red by default; fields required to complete the work order display a checkbox next to the label. 3. Click Save. The work order is saved. Click the Edit tab to edit the work order you just created. If you are working offline and create work order, upon saving the message Work order will not be accessible until synced to CMS when online appears. You will see that there are unsynched changes in the black navigation bar. Upon synching with CMS successfully, the new work order appears in My Work Orders provided that the work order is Active and assigned to the user who is signed in to CMS Tech. You can t add an asset to a work order while working offline. If an assignment has been set as a default for the work order create screen in CMS, then the assignment in CMS Tech will default to the same assignment. In Time Charges, the Person field defaults to the user who is signed in to CMS Tech. SEARCHING FOR WORK ORDERS Selecting the Search icon, or magnifying glass, launches the Search window where you can search for work orders by asset or by work order, or by both at the same time. To use the Search feature: 1. Click the Search icon. The Work Order Search window appears. 2. In the search field, enter the Asset Number (to search for an asset s work orders) or Work Order Number for which you are searching. The Search button turns active when you start typing text into the text field. 3. For Search by, select Asset, Work Order, or Both. 4. For Work Order Status, select Open or Any. 5. Press the Enter key or click Search. The table below describes how to interpret your search results. If Then 8 Custom Maintenance Software Using CMS Tech

13 Signing In No work orders are found One work order is found More than one work order is found The message, No Work Orders Found appears. The Work Order Search window remains open. The work order is opened in the Work Order Edit screen. The current Work Order List (My Work Orders, for example) is replaced by the search results. The search criteria replaces the Work Order List on the button. A locked filter tag is added with the search criteria. A locked Open filter tag is added if Open was selected in the Work Order Search window. This list remains visible until you select another list (My Work Orders, for example) or you perform another search. As with any other Work Order list, this list is retained upon sign out, sign in; synching; changing Facilities (segments). Editing a work order in the results list works real time. For example, if your search for open work orders returns two work orders that are open and you complete one, the list is updated to show only one open work order. You can work on your list in offline mode too. UNDERSTANDING MY STATUS, MY HOURS, AND MY PROFILE My Status Selecting Active, On A Task, or Unavailable here is relevant if you have implemented CMS Work Order Zone Assignments and work orders are automatically routed to you based upon locations, categories, priorities, and trades. To change your status: 1. Click your name. 2. Select Active, On A Task, or Unavailable. The person icon is outlined in color depending upon your selection: green for Active; orange for On A Task, and red for Unavailable. 3. To remove a status, click Clear. The person icon is no longer outlined in any color. Active On A Task Unavailable Clear My Hours The My Hours screen shows how many hours the user who is currently logged in has charged to his or her work orders in the past seven days. To access the My Hours screen: 1. Click your name. 2. Select My Hours. Your time charges are loaded as the screen opens. Time charges are grouped by day, then by work order. Custom Maintenance Software Using CMS Tech 9

14 Signing In Note: You cannot access the My Hours screen when working offline. My Profile The User Profile screen is like a simpler version of the User Detail screen in CMS. You can change your Status here. You can toggle Always Show Filters to green so as to not allow the Work Orders filters bar in My Work Orders to be hidden. To access the User Profile screen: 1. Click your name. 2. Select My Profile. Note that you can t edit most of the information found here. This information, like the Contact Information, is edited in CMS and displayed in CMS Tech. The work order list you have selected for viewing is displayed in the top-right corner of the User Profile. In the screen shot below, Pending Work Orders is the work order list that is currently displayed. Click Pending Work Orders to access the Pending Work Orders view. See Selecting a Different Work Order List for more information. Signing Out To sign out of CMS Tech, click your name and then click Sign Out. 10 Custom Maintenance Software Using CMS Tech

15 Understanding My Work Orders Upon signing in to CMS Tech, you are presented with the My Work Orders screen with the work orders assigned to you with a Status of Active or Pending in the grid. The work orders load locally, enabling you to access to your work orders offline if needed. Work orders are stored from the time in which you last signed in. The number of work orders that are loaded are limited to 500. Note: Dates and times in work orders in CMS Tech reflect the Work Order Field Configuration option set in CMS (in CMS, go to Work Orders, Configuration, Field Configuration). If the date fields (Available Date, Needed By Date, Completed Date) in CMS are set to DateTime, then the date fields in CMS Tech will display the date and time and allow entry for time. Sorting Work Orders Work orders in the grid can be sorted by column headings ascending or descending the same way that you can sort column headings in CMS. For example, to sort by Work Order Number, click the Number column heading. Selecting Columns Column headings in the grid can be modified. To add or remove columns: 1. Click Columns. The Select Columns screen is displayed. 2. To add a column, click the button so that it turns green. 3. To remove a column, click the button so that it turns white. 4. When you are finished, click Save and Close. In the screen shot below, Control # (Asset Number) is set to visible; Description is not. Using Filters Work orders in the grid can be filtered either by selecting values within the grid or by clicking the Filter button. To filter work orders from within the grid, click on the value within the field. For example, by clicking NON-EMERGENCY in Priority, only work orders with a priority of NON-EMERGENCY are displayed. Custom Maintenance Software Using CMS Tech 11

16 Understanding My Work Orders To filter work orders using the Filter button: 1. Click the Filter button. The filter bar is displayed. 2. Click Add Filters. 3. Select a filter. For example: select Priority, then NON-EMERGENCY. NON-EMERGENCY is displayed in green with a green check mark to indicate that it is selected. NON-EMERGENCY is also added to the filter bar. 4. Click in the My Work Orders screen to display the list of filtered work orders. Click Add Filters to add as many additional filters as you need to in order to manage your list of work orders. Text fields, such as the Work Order Description, are clickable links; clicking a work order description adds the description to filter bar. Click the X next to a filter to remove that filter. Note: The filters Owned and Open are locked and can t be removed at this time. Locked filters always reflect the current selected work orders view. If the current work order view was set to Pending Work Orders, then you would see the locked Pending filter instead of Owned and Open like you see above. 12 Custom Maintenance Software Using CMS Tech

17 Understanding My Work Orders Using the Search Box The search box is in the filter bar. Type what you're looking for in the search box and CMS Tech dynamically narrows the results to those work orders that contain your search criteria. For example, if you start typing an asset number in the search box, the results are narrowed down to show the work orders that contain that asset number. If you are using a bar code scanner or a Bluetooth scanner attached to a mobile device you can scan the asset number into the Search box, and narrow your search that way too. Grid Vs. Card The view can be switched from Grid to Card by clicking the Cards button. Toggle the view between Grid which is useful for viewing on a workstation or computer and Card, which is useful for viewing on a mobile device like an iphone. When displayed in Card view, the work order cards resize appropriately. The screen shot below shows the Grid view on a workstation. The screen shot below shows the Card view on an iphone 6. Card view is the recommended view when using CMS Tech on a mobile device. Custom Maintenance Software Using CMS Tech 13

18 Understanding My Work Orders Starred Work Orders Use stars to easily mark certain work orders as important. To add a star, click the star icon Number. next to the Work Order To see all your starred work orders, click the star icon in the column heading. Like all column headings, you can sort by the star icon. Editing a Work Order Click the blue and white pencil icon to edit a work order. In the work order screen, there are two tabs: Edit and Review. By default, Edit is selected. The Edit tab is where you make changes to a work order; the Review tab is where you see current status and other pertinent information. The Review tab is read-only. In Edit, the menu on the left shows the sections of the work order: Overview, Request, Assets, Assignments, Procedures, Time Charges, and Complete. Required fields are labeled in red; fields required to complete the work order display a checkbox next to the label, regardless of the status. Note: Required field labels are shown in the color selected in the Required Field Color field for the segment in CMS. Required Field Color is located in CMS, Admin, Facility Configuration. If no color is selected for the segment, then the required fields are displayed in red. User-Defined Fields (UDFs) function in the Work Order Edit screen in CMS Tech in the same way they function in CMS. For help on user-defined fields in general, see Work Order Configuration User-Defined Fields in the CMS Documentation. The screen shot below shows the work order screen with the Edit tab and the Overview tab selected. Overview The Overview section shows the main editable identifying information for the work order, including Status and Location information. Request The Request section shows requestor information such as Requestor Name, Requestor Phone, Requestor and Requestor Comments. 14 Custom Maintenance Software Using CMS Tech

19 Understanding My Work Orders Assets The Assets section shows information about assets attached the work order you are editing. Asset functionality in CMS Tech works the same as asset functionality in CMS Mobile. Asset functionality only works when you are working online ; that is, with an internet connection. In fact, if you aren t working online, then the Go button is unavailable. You can add an existing asset via the Asset # Search box or using a mobile device and scanner. However, you can t create a new asset. To search for and attach an asset: 1. In the Work Order Edit tab, in the Assets section, enter the exact asset number into the Search box. 2. Click Go. When the asset is found, it is displayed below the Search box. You can t attach a duplicate asset to the work order. If you try, a message stating Asset is already included is displayed. Assignments The Assignments section is where users the person(s) who are assigned to the job are assigned to the work order. By default, the current user is assigned to the work order. To assign a user to a work order: 1. In the Work Order Edit tab, in the Assignments section, click Assign To. 2. In the Assignment Select screen, select the person to whom you want to assign the work order. 3. Click Save Assignment. The new assignment is added to the work order. After saving the work order, the Assign To field defaults to the current user. To delete an assignment from a work order, click the Delete icon next to the assignment. You are prompted to confirm that you want to delete the assignment: Are you sure you want to delete this assignment?. Click Yes or No. Note: You can t assign the same person to a work order twice. For example: if Frost, Walter, is assigned to the work order and you select him again in the Assign To field, then the Save Assignment field is disabled preventing you from adding Frost, Walter twice. Entering Procedure Readings The Procedures section is where readings can be entered on the work order. Procedure descriptions and steps are found here. Readings can be entered in this section if the work order is set up to receive procedure readings. 1. In the Work Order Edit tab, in the Procedures section, complete the associated task readings by entering values (for example, How many filters did you install?) or clicking Yes or No (for example, Did you clean the unit?). 2. Click Save. Charging Time The Time Charges section is where time charges are added to the work order. By default, the user who is signed in appears in the Person field. To select a different person, click the Person field. In the Person Select screen, select a different user. To charge time to a work order: 1. In the Work Order Edit tab, in the Time Charges section, select the appropriate Person. 2. Enter a Start Date, Hours, and any pertinent Notes. 3. Click Save Time Charge. Custom Maintenance Software Using CMS Tech 15

20 Understanding My Work Orders To delete a time charge from a work order, click the Delete icon next to the time charge. You are prompted to confirm that you want to delete the time charge: Are you sure you want to delete this time charge?. Click Yes or No. Completing a Work Order The Complete section is where completion comments and completed date are entered when completing the work order. To complete a work order: 1. In the Work Order Edit tab, in the Complete section, click Comments. 2. Select a pre-defined Completion Comment. 3. Click Complete. By default, the Completed Date is today s date. You can change the Completed Date by selecting a date from the Calendar picker. 4. Click Save. COMPLETING A WORK ORDER BY CHANGING OR CHECKING COMPLETE You can complete a work order by setting the Status to a Completed status too. When the Status is set to a Completed status (Completed, Closed No Changes, Send Survey), fields that are required for work order complete are required by CMS Tech to save. The labels are displayed in red, the Save button is disabled, and links to the required incomplete fields are displayed at the bottom of the Work Order Edit screen. In the screenshot below, that Status has been changed to Closed No Changes. Notice that Completion Comments and Completed Date are shown in red and that there are two links to show you which two required fields have not been completed. The same conditions apply if the Complete checkbox is enabled, but by default the Completed Date is set to today s date. Fields that are required for work order complete are required by CMS Tech to save. The labels are displayed in red, the Save button is disabled, and links to the required incomplete fields are displayed at the bottom of the Work Order Edit screen. 16 Custom Maintenance Software Using CMS Tech

21 Understanding My Work Orders Selecting a Different Work Order List Upon signing in to CMS Tech, you are presented with the My Work Orders list by default. However, you can change the list of work orders you are viewing. To select a different work order list: 1. Click the My Work Orders button. 2. In the Select Work Order List, select a different work order view. My Work Orders is the default list; you can select My Recent Work Orders or Pending Work Orders. 3. Click Open Selected. 4. CMS Tech now displays the selected list of work orders. When you do click Open Selected, CMS Tech performs a download only synch ; selecting a different work order list does not upload unsynchronized changes. In fact, any time you select a different work order list (My Work Orders to Pending Work Orders; Pending Work Orders to My Work Orders) CMS Tech performs a download only synch. Like elsewhere in CMS Tech, CMS permissions apply. For example: if the user who is logged into CMS Tech has Owned View permissions for work orders, then Pending Work Orders won t be available for that user to select. The last work order list used by you is retained by CMS Tech between sign-ins. My Recent Work Orders contains all work orders the current user has opened in the last three days and created in CMS Tech while working online and offline. Regardless of which list of work orders you have selected, if you create a new work order or edit an existing work order so that it doesn t match the criteria of the selected list then you will not see it. Custom Maintenance Software Using CMS Tech 17

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23 Getting Support Contact Facilities Survey Support by accessing the Support screen in CMS. Call (412) , extension 1 for Support at Chat Submit an online request Access Release Notes, Help documents, and training videos by using the FSI Support Wiki. Custom Maintenance Software Using CMS Tech 19

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25 Index A About CMS Tech 1 Assets 15 Assignments 15 C Charging Time 15 Clear Storage 7 Completing a Work Order 16 Completing a Work Order by Changing or Checking Complete 16 Creating a Work Order 8 E Editing a Work Order 14 Entering Procedure Readings 15 R Remember Me 7 Request 14 S Searching for Work Orders 8 Selecting a Different Work Order List 17 Selecting a Facility (Segment) 8 Selecting Columns 11 Signing In 7 Signing Out 10 Sorting Work Orders 11 Starred Work Orders 14 Synching with CMS 1 T The Navigation Bar 7 U Understanding My Status, My Hours, and My Profile 9 Understanding My Work Orders 11 Using Filters 11 Using the Search Box 13 W Working on a Mobile Device 3 G Getting Support 19 Grid Vs. Card 13 I Introduction 1 M My Hours 9 My Profile 10 My Status 9 O Overview 14 P Private Browsing Mode in ios Safari 4 Custom Maintenance Software Using CMS Tech 21

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