Ultimo Maintenance Management

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1 Ultimo Maintenance Management

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3 Ultimo Maintenance Management Ultimo Maintenance Management is an extensive and user-friendly Maintenance Management system that allows you to manage your assets professionally, coordinate the associated workflow and to keep control of stock. Ultimo also offers a solution in the management of IT assets, infra-related objects or other (related) business disciplines. The application has a modular structure and can be used both as a partial solution and as an integrated solution. PROVIDE SUPPORT TO MULTIPLE BUSINESS PROCESSES The modern and user-friendly software supports you in managing a variety of business processes: Asset Management. Bring clarity and order into the way you manage the assets that are important to your organization. Record important (technical) information, link related documentation and manage the accompanying (supplier) contracts. Thanks to the recording of information concerning your assets and maintenance that has been carried out, you can build up a useful record of historical data, that will come in useful in investment decisions and security issues Work flow control. One of the most important reasons for putting a professional system in place when carrying out maintenance is the control that it gives you in the work order flow. Ultimo gives you this control, whether it concerns corrective, preventive or predictive activities in relation to your assets. Thanks to a variety of (graphic) planning options, you can ensure that the different activities are undertaken efficiently and effectively. The various reports in the system enable you to make operational and strategic decisions. You can also use the Self Service feature to involve the internal client (e.g. production) directly in the maintenance process. The internal client is able to request maintenance to be undertaken or faults to be forwarded, etc. through a products and services catalogue, for example Stock management. An optimal level of stock management saves you money and ensures that you do not pick up the incorrect products. The software assists you in sustaining economically responsible levels of stock of your goods and resources. It also provides you with support in the purchase-logistical process and its financial processing IT Service Management. Ultimo can also provide you with solutions to IT-related issues. The software is structured in accordance with best-practice ITIL and provides functionality for configuration, incident, issue and modification management Infra Asset Management. Clients and contractors in the infrastructure sector are able to use specific functionality in order to manage areas and related property, such as structural works and to undertake related activities. The software makes it easier to manage and undertake (performance) contracts and support in the area of objective recording is provided in the form of a specific module for condition measurement USE ULTIMO FOR EVEN MORE In addition to offering extensive support in the area of Asset Management with accompanying work processes, Ultimo is also ideally suited for use in related business disciplines such as Building Management, Facility Management and Fleet Management. As Ultimo can be expanded bit by bit, you can specify the speed at which you wish to work towards an integrated solution (if relevant). Further content of this brochure Page Ultimo principles 4 Page Transparent Maintenance Management 6 Page Effective Maintenance Management 8 Page Integrated Maintenance Management 10 Page Ultimo module specification 12 Page Modern technology 18 Page Our services 20 Page Our references 23 Page Our organization 23 3

4 Ultimo Principles Our mission is to provide you as a professional with a pragmatic software tool that makes it easier for you to achieve your objectives. In order to make our mission a reality, we employ a number of basic principles in developing our software and services and in the day-to-day management of our organization. 4

5 Software and services By default, the Ultimo software is delivered custom made. The comprehensive standard solution can in fact be adapted to your organization s unique operating processes. We work with highlytrained ICT professionals who employ a pragmatic approach toward the implementation of the products. Extensive training provision is also available for those who would like more knowledge and exercise materials. The origins behind the creation of our products lie in the practical setting, in which we have endeavored to achieve the right mix of functional depth and user-friendliness. World standards and market information play a central role in the development of our products, that are always extensively tested first before they are delivered to our clients. Finally, our client-orientated support department provides support in the everyday use of the software. BUSINESS OPERATIONS What makes our organization unique is the focus upon continuity, treating others with respect and corporate social responsibility. In order to grow continuously, we have endeavored since 1988 to satisfy our customers, demonstrate commitment, to pioneer significant developments in the market and to achieve healthy financial results. 5

6 Transparent Maintenance Management It can be difficult to undertake professional Maintenance Management without having a clear overview of the assets and an understanding of the various activities. An investment in Ultimo Maintenance Management enables you to keep control of the assets and the associated activities. It also makes it easy for you to demonstrate that you comply with legislation and regulations. 6

7 WELL-ORGANISED ASSET MANAGEMENT Enjoy the benefits of having well-organized management of your assets. You can create structure, record important related technical or contractual information or build up a useful history. With just a few clicks, you are able to organize your plant park effectively and you limit the time to have to spend searching for the information you require. You can also link manuals, technical information (such as CAD drawings/p&ids) or contracts to your assets in order to achieve a well-ordered management system, or use Business Reporting so you can get an insight into the status of your assets, maintenance that has been carried out, likelihood of faults, etc. at any time. STANDARDS, LEGISLATION AND REGULATIONS Every organization has to contend with legislation with regard to safety. In addition, many organizations find that they are required to comply with standards or regulations (such as NEN, HACCP, CBL-BRC, GMP, REACH, and so forth). During inspections and audits you are asked to provide information with which you can demonstrate that you are adhering to the agreements. Using Ultimo Maintenance Management to the full enables you to easily present the required information and to pass the inspections and audits with flying colors. Ultimo can also increase effectiveness and transparency in undertaking Safety Health & Environment programmes, associated notifications can be recorded, periodic checks and inspections can be managed and reports enable you to gain greater insight into activities. COORDINATION OF ACTIVITIES One of the most important elements of your range of duties is to undertake maintenance work in relation to the assets. and this may involve corrective or preventative maintenance work. Whether you have this carried out internally or by third parties, an effective schedule is essential in order to have an overview of activities and ensure that the work runs smoothly. Various (graphic) planning options help you to provide a clear and transparent and work schedule for everyone who is involved in the activities. 7

8 Effective Maintenance Management Control and save on costs, schedule activities in a smart and efficient way, reduce stoppage and increase the lifespan of assets. In short, increase the efficacy of Maintenance Management. Ultimo Maintenance Management provides you with the necessary tools to undertake Maintenance Management in an efficient and effective way. 8

9 COST CONTROL AND SAVINGS By using the efficient scheduling options offered by the software in order to schedule and carry out your preventative/periodic maintenance work, it is possible to control the maintenance costs and to save on costs too. You can ensure that maintenance costs stay in line by taking account of your maintenance budget when drawing up the schedule. Thanks to careful use of preventative maintenance, it is possible to reduce the number of breakdowns and to save on corrective maintenance. Once the activities are complete you can record the associated costs and hours worked. You can also use the software to organize your stock management system effectively, which means you can keep control of the warehouse stock, ensure acceptable and economically viable stock levels and set (price) agreements with suppliers. Ascertain potential causes (bottlenecks and performance killers) of faults and remove them in order to reduce stoppage and increase the output. Output is also increased by having scheduled maintenance carried out instead of unscheduled maintenance. INCREASE THE LIFESPAN OF ASSETS A structured approach to preventive maintenance not only enables you to reduce a number of faults, it also enables you to sustain the current performance level of assets or even improve it. As a result, the lifespan can be extended considerably, which gives rise to savings on your budget for investing in replacements. REDUCE STOPPAGE It is not always possible to carry out maintenance at a time that is most convenient for you. It may be the case that you have to make effective agreements with the production department in order to choose a suitable time at which to carry out maintenance. The scheduling options in the software enable you to make the most effective use of this time in order to schedule multiple activities simultaneously. As a result, you can limit the stoppage of assets and you save money due to the fact that production lines or installations are more available for production use. 9

10 Integrated Maintenance Management Various innovations within the field of Maintenance Management necessitate that more work is undertaken in conjunction with other business applications and departments or colleagues. Only this collaboration makes it possible to achieve optimum results when using modern maintenance methods. 10

11 BUSINESS INTEGRATION FOR GREATER RETURN The use of modern maintenance methods, such as Predictive Maintenance (Condition Monitoring), Total Productive Maintenance (in combination with Overall Equipment Effectiveness), LEAN (Six Sigma), Value Driven Maintenance, etc. not only necessitates adjustments to your maintenance organization,. the Maintenance Management software also needs to work smartly with business applications such as ERP systems, OEE Toolkits, Condition Monitoring systems, RCM systems, MES systems, document management systems, engineering and drawing software and so forth. Interfaces between Ultimo and various applications provide added value when modern maintenance methods are undertaken. A variety of (standard) interfaces are available together with products from renowned market players. However, even when using the more conventional maintenance methods (corrective and periodic maintenance), it is worth integrating with HRM systems or financial applications in order to improve efficiency. COLLABORATING WITH OTHER DISCIPLINES The application of new maintenance methods not only takes the form of business applications that work in conjunction with one another. Perhaps the most important component is the collaboration between different business disciplines. The most important common element of most new maintenance methods is that maintenance has to be taken into account on the work floor. Sometimes this takes the form of an operator carrying out minor maintenance tasks, or sometimes this might be the deployment of multi-disciplinary teams who work together on a production line. Communication between the maintenance service and the individuals involved is therefore of vital importance. Ultimo offers various possibilities in the area of Self Service in order to arrange communication regarding issues such as faults, maintenance requests, required stock and reports between parties easily and effectively. 11

12 Ultimo module description Ultimo Maintenance Management is a Maintenance Management system with a modular structure. You can expand the wide-ranging basic package gradually, which means you can work towards an integrated solution. A description of the modules available follows below. The table at the end shows whether a module is available as standard, as an option or partly as standard and partly optional. Ultimo Maintenance Management Lite is also available for small(er) maintenance services. Please contact us for further information. 12

13 ASSET MANAGEMENT The well-ordered management of your organization s assets forms the basis of an effectively functioning maintenance organization. In Ultimo you can easily create insight into all of your assets and record important details of your installations, process functions, means of transport, tools, equipment, departments, and so forth. As a result, you can view organizational and technical information, maintenance history, periodic maintenance models, measurement results, P&IDs, CAD drawings, service contracts and similar documents at any time. A clear departmentinstallation structure ensures that information can be accessed quickly. WORK ORDER MANAGEMENT The Work Order Management module contains all the resources necessary to prepare and complete activities such as in the event of a fault or request. The user has an excellent insight into the outstanding work order flow and associated workload at all times. Activities can be scheduled by a work planner, but that is not necessary. The graphic-based Ultimo Jobplanner can be used to intuitively plan activities, if desired. Work order statuses are used and these can be adapted to the current statuses within your organization. If desired, careful recording afterwards ensures that costs, hours and materials used are entered in a well-ordered way. CONTRACT MANAGEMENT You can use the Contract Management module to manage your (service) contracts and insurance policies. No more mountains of paper or files in hard-to-find folders! You can improve your overview and insight into the contracts and insurance policies and this enables you to monitor terms and notice periods, for example. You can also create links to Work Order Management, Periodic Maintenance and Stock Management & Purchasing. 13

14 PERIODIC MAINTENANCE The Periodic Maintenance Module is used to schedule various periodic or preventive maintenance activities. Activities that arise from the use of modern maintenance methods can also be managed using this module (such as Predictive Maintenance, TPM/OEE). Periodic maintenance models can be created on the basis of the meter reading, week number or frequency, for example. Alterations in the graphic schedule can be made and once the activities have been generated they are forwarded to the Work Order Management module and linked to a member of production staff. You can also create a link between periodic maintenance and a contract. It is easy to search accrued historical data that has been built up for the purpose of audits, for example. PROJECT MANAGEMENT The use of software in undertaking a project has a positive effect on its progress. Ultimo supports you in setting up (sub)projects and activities and you also have an excellent insight into all the financial implications of projects. STOCK MANAGEMENT & PURCHASING You are seeking the right balance between being out-of-stock and maintaining cost-aware stock levels. Working with the Stock Management & Purchasing module means you are supported in the management of your stock. The burden of matters of purchase logistics is eased and you can guarantee the process from the quotation stage or request right through to receipt confirmation and invoice check. ACCOUNTING OF HOURS Process the productive and non-productive hours of your employees and find out at any time which activities occupy the most time. COST REGISTRATION Incurred costs can be registered at various levels and the depletion of budgets can be monitored. The different types of costs can also be stated and algorithms can be set for the purpose of charging on. The data are presented in a neatly-ordered way so that you are able to easily substantiate your figures in the event of any cost issues. LOAN MANAGEMENT If you loan installations and/or equipment to other organizations or staff, this module allows you to keep a tidy record of who possesses what and when this has to be returned. A graphic planner also gives you an overview at a glance. DEPRECIATION The Depreciation Module enables you to keep a record of depreciation of assets for financial administration purposes. By keeping a record of depreciation, you gain insight into the total depreciation to date and you know when assets are written off. INVOICING This module enables the incurred costs for materials, personnel, equipment, external support and orders to be invoiced to the appropriate cost centers or external parties. MASTER DATA MANAGEMENT Record master data that are used by the other modules. Information is recorded in groups, which makes it easier to search for. Examples of such information are your personnel and supplier data. 14

15 REAL ESTATE MANAGEMENT Organize your property portfolio and the associated spaces. As well as having insight into which buildings, floors and spaces are available, there is also the option of CAD integration. MULTIPLE YEAR MAINTENANCE PLANNING The Multiple Year Maintenance Planning module enables you to draw up and implement a maintenance plan for your buildings over several years. This means you always have an insight into the costs of maintenance and it enables you to coordinate your budgets to the maintenance. In addition, your budget requests can always be properly substantiated and maintenance tasks can be undertaken internally or outsourced to third parties. KEY MANAGEMENT Key management within your organization can soon become a complex process, as you need to establish a link between spaces, cylinders, keys and authorized staff members. Using the Key Management module will provide you with support in this aspect and the process of issuing and collecting keys is also guaranteed. Reports also provide insight into aspects such as keys that are in circulation, stocks of keys, and so forth. SERVICE DESK Experience the benefits of a streamlined and structured service desk. Improve communication with clients and back-offices and use a knowledge tree to deal with frequently-occurring first-line reports. The service desk can be used, for example, for centrally forwarding faults, requests, queries, complaints or orders. IT MANAGEMENT The comprehensive IT Management module enables you to ensure that the IT department runs more efficiently, due to the fact that you can work on a procedure basis in accordance with best-practice ITIL. The software enables you to use all ITIL processes in practice and save money on the available IT assets within your organization. The IT Service Management software is used in the front-office(s) and back-office(s) of your IT department in the management of your configurations, incidents (calls/reports), issues and changes. A separate product leaflet is available if you required further information about the functionality of the IT Management Module. SELF SERVICE Use the Self-Service feature to involve your (internal) client directly in the maintenance process. It enables you to ensure a more efficient running process and relieve your front-office staff, whilst bilateral communication ensures that your (internal) clients are more involved. You could use Self Service to enable production staff to easily forward faults to the technical service, for example. The person reporting the fault is able to continue monitoring the status and can be informed when the fault has been rectified. INFRA ASSET MANAGEMENT Ultimo Infra Asset Management is available especially for clients and contractors in the infrastructure sector. In addition to standard functionality such as Asset Management, Work Order Management, Periodic Maintenance and Stock Management & Purchasing, this module also offers as standard the option to set up explorers (in order to create sub-divisions, for example), manage (performance) contracts and to include observations and inspections in the work order process. As an option, the module can be expanded with Condition measuring, standard fault lists and the undertaking of mobile inspections. 15

16 FLEET MANAGEMENT The fleet can also potentially form an important part of your assets. Whether you have company cars, pool cars or fleets, proper management ensures that you schedule maintenance (MOT, minor and major service) efficiently. What is more, the Fleet Management module enables you to record what each car is equipped with and manage damage, insurance policies and contracts. MEDICAL TECHNOLOGY The Medical Technology module is available to provide support in management of medical instruments in hospitals. It is a tool that provides support in healthcare, which helps in achieving more effective risk management and further improvement in the quality of medical technology. In terms of function, the support module offers support with regard to standardized risk classifications, maintenance classifications and periodic maintenance, extended work flows with instrument clearance and acceptance by care staff, extensive insight through a Self Service application and various manners of additional functionality. ULTIMO NOTIFICATIONS The Event Manager option enables the user to be kept informed of changes in the Ultimo database, such as new reports, work that has been carried out, contracts that are due to expire, and so forth. This feature keeps you up to date about important events. You can be notified in a number of different ways, namely by pop-ups, s, auto-reports, and so on. ULTIMO AUTHORISATIONS Ultimo offers many authorization options as standard. For example, it is possible to specify per user group or individual user which roles and which permissions a group or user has within Ultimo. There is also the option to be able to authorize users at record level. This applies when you want to allow a specific department to only be able to search in Ultimo for data that are of relevance to it, for example. It is also possible to allow multiple sites to run on a central database and to set authorizations per site. In this way, you ensure that Ultimo works as effectively as possible, staff are not over-burdened and any sensitive information can be protected. ULTIMOBILE It is possible to utilize the various options offered by Ultimo in order to optimize work efficiency. There are mobile options available for laptops, pocket PCs, PDAs, (barcode) data collectors and mobile phones and the options also include working with a direct Wi-Fi, GPRS or UMTS connection, possibly supported by Citrix or Terminal Server. 16

17 BUSINESS INTEGRATION Business Integration is of great importance in order to gain the greatest return from the various applications that you are using. By integrating the Ultimo software with other business software, you are able to work more efficiently. The open architecture of Ultimo also enables you to integrate it with many relevant applications (both standard and customized interfaces). A number of examples include Microsoft Office, Auto CADviewer, Auto CAD-integration, ERP-systems, OEE-toolkits, MES-systems, engineering- and drawing software, measuring systems, financial systems, purchase-logistics systems, equipment testers (NEN 3140), GPS, GIS, barcode terminals, document management systems, building management systems, HRM-systems, Active Directory, and so forth. BUSINESS REPORTING In order to determine whether your maintenance objectives will be achieved and your maintenance policy is being complied with in accordance with agreements, you need to possess extensive management information and operational information. We believe that a software application can only prove its usefulness if it can easily meet this need for information, as one of the most important reasons for using software is to actually make information about the day-to-day operations easy to view and understand. Thanks to the many reports that are delivered as standard with this software, you are able to easily retrieve information about operational activities and management information. It is also easy to add new reports using a report generator. In addition, it is possible to set Key Performance Indicators (KPI) to gain quick insight into the indicators that are important to you. External Dashboard tools (such as Qlikview) can also be used in conjunction with Ultimo. Asset Management Contract Management Work Oder Management Periodic Maintenance Project Management Stock Management & Purchasing Accounting of Hours Cost Registration Loan Management Depreciation Invoicing Master Data Management Real Estate Management Multiple Year Maintenance Planning Key Management Service Desk IT Management Self Service Infra Asset Management Fleet Management Medical Technology Ultimo Notifications Ultimo Authorisations Ultimobile Business Integration Business Reporting = As standard = Optional = Partly as standard, partly optional 17

18 Ultimo Technology The power of the Ultimo software lies in the combination of different elements. User-friendliness was an important starting point in developing the wide-ranging modular solution. Another basic principle is the ability to apply flexibility, as a result of which the software can be adapted to your business processes. High-quality innovative technologies were used in developing the software. 18

19 MODERN AND USER-FRIENDLY You have probably noticed a few of the illustrations of our software while reading this brochure. During development, a great deal of attention was paid to creating an exciting and modern design for the application. But an application should not only appeal to the eye, user-friendliness is what ultimately determines its success. An engaging user interface, handy explorers, functional tabs, easy-to-follow breadcrumb trails and, where possible, informative pictograms make Ultimo really easy and enjoyable to use. This is an important condition for ensuring good penetration of the software within your organization. FLEXIBILITY Ultimo Maintenance Management is a leading standard software product that offers the option to adapt it. This element of flexibility will only be applied if you are able to gain any added value, additional return or ease of use from it. For this purpose, our Ultimo Customization Tool, which was developed in-house, is used, and which allows the software to be adapted without any programming being necessary. Our consultants can make these adaptations for you, but if you so desire your own application administrator can also undertake this him/herself to a large extent. We have included various training courses in our service package especially for this purpose in order to lend support in this regard. Your unique adaptations will of course be retained when updates are made to the software. HIGH-QUALITY AND INNOVATIVE TECHNOLOGY The current web application Ultimo Maintenance Management has been developed using Microsoft technology and is based on an innovative framework. The basic principles in this framework are superior quality in terms of robustness, functionality and flexibility, maintainability, scalability (suitable for both large and small organizations, which may be spread over multiple sites and/or countries) and the ability to easily expand it on a modular basis. The database management systems MS SQL and Oracle are used. A current list of hardware and software requirements is available from us upon request. 19

20 Our Services In our view, effective support in the form of a comprehensive services package forms one of the most important factors in successfully implementing a software application in your organization. The important key values in the service we provide to you are involvement in your situation, a pragmatic attitude, a professional and well thought-out implementation method and expert service provision. IMPLEMENTATION In order to provide you with a fully-functioning product in accordance with your wishes and requirements, we have developed the U&I² implementation method, based on more than 22 years of experience and project management method PRINCE2 *. U&I² stands for Ultimo & Implementation and for You and I, in view of our interactive implementation method, in which we work towards the perfect solution in partnership with you as the client. U&I² is therefore more than synergy, it is about success squared. Once the objectives, your current situation and Business Case have been mapped out, the implementation can begin. In outline, implementation goes through the following project stages: preliminary stage, project initiation, realization and project conclusion. Despite the fact that we endeavor as much as possible to follow a well though-out step-by-step plan in applying the U&I² implementation method, this does not mean that the steps to be taken are the same for every organization. Furthermore, we believe in the flexible application of the U&I² implementation method. A relatively small implementation method may consist of a relatively short duration of the project, in which pragmatism forms the focus. Larger implementation methods, on the other hand, sometimes requires the use of all possible tools that are used in the U&I² implementation method. This implementation method therefore lends itself very well to this end and together with you we will ensure that the project runs successfully. Effective project management is important in larger implementation processes and in many cases the general project management is provided by a project manager from the client or an external party. If required, however, this can also be provided by an Ultimo consultant/ project coordinator. Thanks to our many years of experience, the consultants possess extensive expertise and are able to advise about suitable design and usage of your system. Where extensive organization -related advice is necessary, Ultimo consultants can also work effectively in conjunction with organizational consultants. *PRINCE2 is a Trade Mark of the Office of Government Commerce Our references 20 The Ultimo software is used by more than 900 organizations in every sector you can think of. It is partly thanks to the scalability of the software that it is used by small, medium-sized and large organizations..

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