CMS/ Custom Maintenance Software. Operating Manual
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- Preston Moody
- 8 years ago
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1 CMS/ Custom Maintenance Software Operating Manual
2 2 TABLE OF CONTENTS Logging on and Startup... Pg. 3 My CMS Pg. 3 Work Orders Creating Work Orders.. Pg. 5 Assigning Work Orders... Pg. 6 Assigning More than 1 Work Order. Pg. 7 Quick Search (Work Order and Asset)... Pg. 8 Search Pg. 9 -Export Data..... Pg. 10 -Create New View..... Pg. 10 Closing Work Orders Pg Add Labor Charges... Pg Add Material Charges... Pg. 13 -Add Assets. Pg. 13 -Link Existing Work Orders Pg. 13 -Create Child Work Orders Pg. 13 Advanced Search Pg. 13 Work Order Configuration.. Pg Configure Online Request.. Pg Priority, Status, Categories, Locations, Cost Centers... Pg Responses Pg Configure User-Defined Fields.. Pg. 18 -Field Configuration... Pg How to add an attachment.. Pg. 21 How to view Work order history change log. Pg. 21 Assets Creating New Assets Pg. 22 Search Pg Asset Configuration. Pg. 23 -Categories. Pg. 23 -Status. Pg. 23 -Locations Pg. 24 -User-Defined Fields. Pg Risk Manager Pg. 26 How to add Risk # to an Asset.. Pg. 27 Procedures Creating. Pg. 28 Search Pg. 29 Add Procedure Readings Pg. 30 Add Procedure Schedule Pg Add Procedure to an Asset. Pg. 33 Users Create a new User Pg. 34 User Search.. Pg. 35 Reset User Password.. Pg. 35 User Configuration Pg. 35 Reports Search... Pg. 36 Admin Password Change.. Pg. 37 Creating a Survey. Pg. 38 Materials Creating. Pg. 39 Search Pg. 39 Issue. Pg. 40 Attachments Attachments for Work orders, Assets, Users and Materials.. Pg. 40 Web Request Screen. Pg. 41
3 3 To Log In: This is the log In screen: Type in your User Name and Password to Log into CMS. If you forgot your password, click. This will prompt you to enter your user name and send an with the new temporary password. Once you are logged in, the main screen MyCMS page is shown. It shows all Pending Work Orders (Scheduled and Unscheduled), My Work Orders, Work Orders By Assignment, and Work Orders more than days old. Under Work Orders By Assignment, there is an arrow next to each Assignment to select. This will bring a drop down of all the work orders for that particular assignment. More than one can be opened at a time. To close it, simply click on the arrow now pointing down.
4 4 Any of those work orders from the drop down may be opened from here. Click the pencil order number. next to the work Note: Any list can be sorted by clicking the headers. This can be done on MyCMS or any search areas in CMS.
5 5 How to Create a Work Order 1. First Click on Work Orders Link. It will show Create and Search 2. Click on Create. The following screen is shown. 3. Fill in as many fields as possible for easy tracking of Work Orders. Note: see side notes for explanation on fields. 4. Click Save Changes at the bottom to save the information. Description: This would be an explanation of what the work order is. Fill in the Requestor Name, Phone and . The should be in complete format. Requestor Comments: This should reflect the Description. Cost Center: Choose the Department or Area to charge. Status: When creating a work order, choose Pending or Active Priority: Choose correct level of Priority for the work order. Category: Preventive Maintenance, Regular Work Request, etc. Trade: Choose the specific Skill needed to complete the work order for example: Plumber, Electrician, General Maint Location: Select a building, then floor and room if applicable Location Free Txt: More specific area the work order needs completed. Date Available, Needed and Completion Date: a calendar will appear to select the dates. Date Available and Needed are primarily for Scheduled PM s **All Fields can be customized as well as their labels in Work Order Field Configuration. 5. Now a work order can be assigned. Go to Assignments on the right. Click then use the drop down menu to make a selection. Click Submit. 6. At the bottom of the work order create screen, there is a check box at the bottom for Advanced form functions. When you click this, one option is to This will save what is in
6 6 the current work order create selections. The next time you open WO Create, those will automatically be filled in. Changes can be made by using the same option or click to clear all work order create fields. How to Assign a Work Order 1. Once a work order is created and saved, on the right side of the screen you will see a menu for Procedures, Labor Charges, Material Charges, Assignments, Assets, and Linked Work Orders. 2. Click and then in the assignment box begin typing the name of the person. The box will automatically drop down a list of names with the letters you type. Highlight the name you want by using your mouse or your arrow keys on the keyboard. Click the name or press Enter. How to Assign more than 1 Work Order at a time 1. Click the Work Order link and then select Assign (example of assign screen is below).
7 7 2. Resource Lookup: Click submit and select resources to assign work orders if needed. 3. Work Orders Lookup: Select your criteria for the work orders needed (Building, Status, Assignment, etc). Click Submit and all the work orders from the criteria will appear below. 4. Scroll to the bottom of the page. If there is more than 1 page, the page size can be changed to the total number of Work orders seen on the bottom right corner. For the example showing below: type over the 12 with 32 and Click Change. Note: To select all work orders, click the square button next to WO Number. To select only individual work orders, click the square buttons next to the work order number(s) needed. 5. Work Orders Assign: Choose the action needed Replace Existing Assignment this will replace any assignment to the work order(s) selected at the bottom of the page with the assignment chosen under Resource Lookup. this will the work order(s) selected at the bottom of the page. Print this will print the work orders selected. 6. Update the work order if you would like to change the Status, Priority or Shop of the work order(s) selected. 7. Click Execute Actions.
8 8 How to Use Quick Search 1. Quick Search can be found in the top left corner above the main menu. If you know the Work Order or Asset number, type it in the Quick Search box. 2. Click Work Order or Asset button. This will bring up all the information on that specific Work Order or Asset.
9 9 How to Search for Work Orders 1. Click the Work Order link and then select Search 2. The screen provides many criteria to choose from. One or more areas may be filled in. This will give you a full list of all work orders that have the same information as you selected. (If you know the Work Order #, then that is sufficient information on the page.) Note: view side notes for explanations on each of the fields. 3. Click Submit For the example: Location fields and date created range was selected. Only fill in the necessary fields to complete the search. Work Order Number: This number was assigned to the Work Order when it was created. Description: Type only a word or two that would be in the work order. Requestor Name: A first name, last name, or full name may be entered. Status: Active, Canceled, Completed, or Pending is available Type: Unscheduled or Scheduled Building: Select a building, then floor and room if applicable Location: Type in any word describing an area Assignment: Names of all the Techs Asset Number: Type in asset # to search for work orders assigned to it. Date Available, Needed, Completion and Created: A calendar will appear to select the dates. **All Fields can be customized as well as their labels. This is an example of a search results page:
10 10 4. Click to look at any specific work order information. All types of search results will have at the top of the page. This will take all the criteria on the page to an Excel Worksheet. Select Current page or All Pages. There is an option to change the file name then Click. All Search results will also have at the top of the search page. This will open the default view. From here you can change the criteria needed for the default view or create a new view. See example of Select Columns below. 1. Type the new View Name and select the fields you want the search to find. 2. Select Public for everyone to choose as a view or Private for your eyes only. 3. Click.
11 11 Note: To Edit or Delete a Saved View, used the drop down menu to select the view and click to edit the view. to delete or How to Close a Work Order 1. From the previous example, if you found the Work Order that needs to be closed or completed, click to edit. If you already know the Work Order number, type it in under Quick search and then select Work Order (the same step can be done for an Asset). On MyCMS page, click the pencil for the work order to close. 2. Change the Status from Active to Complete and fill in Completion date along with any other important information. Then click Submit at bottom.
12 3. Scheduled work orders may have Procedures readings to complete the work order (see below). If this is a regular Work Order, go to step 4. - Click the arrow to see the list. Below is an example of some questions that are in the list for the Fire Doors procedure. There will be an answer in the Response column if any questions are complete To answer the questions, click the wrench next to #1. The box below will appear. You will either have the choice of a drop down box to select answers or a clear box to type the answers in. The bottom left hand corner will tell which question you are on and how many there are to answer (example 1of 14). The bottom right gives the choice to go to the Previous or Next question. - Once you are finished, select Save or Close. This will take you back to the Work Order. 4. Click Use calendar or type in the Start Date, Use the drop down or begin typing the Person s name click or arrow down on selection then Enter, fill in the Hours, Hours type, and Notes. If Billable, click Yes. Now Submit. Note: will delete any existing labor charges or assignments. will allow you to Edit existing labor charge information.
13 13 5. If there are any materials to charge, click. Fill use the drop down menu for the Material Type, Asset, Warehouse, Item Number, Description, Quantity, Cost and Issue date. 6. Click if needed. A search box will appear to find the asset by Asset Number or other search criteria. Click Search. Click on the Asset # to select the one you want to add to the work order then Click Close. 7. To Link a work order, click. Type in the work order number or find it using the search criteria and click Search. Choose the work order(s) by clicking in the box(s) next to the work order you would like to link. Click Submit. 8. To Link a new work order, click. Follow the steps on How to create a work order. Click Save changes. Work Order Advanced Search 1. Click Work Order, then Advanced Search. Advanced search allows us to search by multiple criteria in each drop down field and all areas of the work order screen to include the Procedures, Labor Charges, Materials, and Assets portals. This is an example of how to choose multiple statuses for your advanced search.
14 14 2. After selecting your mulitple criteria, you can save your search by clicking Save Search at the top of the screen. 3. Type the Search Name, Description, select yes or no for Public Search (yes allows other users to see the saved search), and click Save. 4. Now Click Search to find the work orders with the criteria selected. Work Order Configuration Under Work Order, the option Configuration is present. This allows us to add or make any changes to Online Request, Priorities, Status, Categories, Locations, Cost Centers, and User-Defined Fields. To Configure Online Request 1. Under Work Order Configuration, select Online Request
15 15 2. To edit the Request Screen, click the pencil 3. The description, header and footer may be changed or added to. Click 4. To edit any of the fields on the right, click the wrench. Submit any changes. 5. To Add Online Request Field click. Priorities Status 6. Choose the Screen Field from the drop down menu. Label Text will automatically pre-fill when the Screen Field is selected but may be edited. Visible will make it so the requestor can see the field. Required will force the requester to fill in the answer. 7. Click Submit. 8. Now to exit click. - To Edit a description click. cancels the edit and will save changes. - Click - Type in the description and fill in the Max Response and Complete Days fields. Click in Create and Search to include the priority in the drop down menus. - Now click to add it to the list. - To Edit a description click. cancels the edit and will save changes. - Click
16 Categories Locations - Choose the type under standardized drop down menu and type the description. Click in the box if you want to allow changes for this status. Click in Create and Search to include the status in the drop down menus. - Now click to add it to the list. - To Edit a description click. cancels the edit and will save changes. - Click - Choose the type under standardized drop down menu and type the description. Click in Create and Search to include the category in the drop down menus. - Now click to add it to the list. - To Edit a description click. cancels the edit and will save changes Click 2. Type in location description. Click in Create and Search to include the location in the drop down menus. 3. Now click to add it to the list. To make changes to the Floor or Room # s, use the drop down for the building to edit. This will bring up a list of the floors to edit or.
17 17 Cost Centers - To Edit a description click. cancels the edit and will save changes. - Click - Type in the Code, description and any other information needed. Click in Create and Search to include the cost center in the drop down menus. - Now click to add it to the list. To Configure Responses Go to Work Order, Configuration, then choose Responses 1. Click 2. Type in the Description of the response 3. Click the active box 4. Choose the status of the work order the response is for. 5. Select the category type of work order the response is for. 6. Fill in the from Address this is typically maintenance department Supervisor or Director. 7. Fill in the Subject. Your work order has been completed for example. 8. Type in the content for the response. Example - The maintenance department has completed your request. Please do not reply. Type in any other information you would like the requestor to see (line by line). See example below. 9. Then use the Work order Field drop down menu to add the content of the information. This will automatically add the info from the work order in the response. Note: bordered info in red selected from the drop down menu. 10. At the bottom, click Save changes. You can also send yourself a test . Simply type your address in the box provided at the bottom and click Send Test.
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19 19 To Configure User-Defined Fields The user-defined fields are a part of the criteria you will find when creating and/or searching work orders. 1. Go to Work Order Configuration User-Defined Fields. 2. Click 3. Type in the field to add user the drop down menu to select the Type. 4. Save then Close. The new User-Defined field will appear in the Available list to edit or add 5. On the right, choose the Category from the drop down menu to have the new User-Defined field connected with (Regular Work Request, Preventive Maintenance, etc.). If the Category is left blank, the User-Defined Field will be added to all Categories. 6. Click next to the Field created. This will move the User-Defined field to the right side of the screen seen below. This field will now be included when creating and completing a work order. Field Configuration This gives the ability to configure the fields for Work orders. In the example below, the Label text can be modified to read differently on the work orders.
20 1. To the right of the screen, the all the fields under Visible are selected to show each of the Field names. 2. Under Create, select the fields to be required when Creating a work orders. 3. Below Complete, select the fields required to fill out when Completing work orders. 4. If the field type is a Hierachy, the Levels of requirement may be selected. a. Any the user may select how many levels they want to answer. b. 1 only the first level will be required (Building for example) c. 2 only the first two levels will be required (Building and Floor) d. 3 only the first three levels will be required (Building, Floor, and Room #) e. 4 only the first four levels will be required (Building, Floor, Room # and Area) f. Max this will require the user to answer all levels of the hierarchy. 5. The required field text can be any color you choose by clicking the arrow next to Required Field Color. This will open a color box. Select desired color and click Apply. Note: Log out and then log back into CMS to see the changes 20
21 21 How to View or Add an Attachment to a Work order At the top of each work order is a paperclip icon (Based on who has permission to add, edit, delete, view) 1. Click to open. 2. To view the attachment, click the description. It will prompt to open or save. 3. To add an Attachment, click 4. Choose the type by using the drop down menu (Document, Image or Link). 5. Type the description of the attachment. 6. Click Browse to find it. If it is a link, then type it in the text box. 7. Click Submit. Note: jpg images can be selected to print with work orders. How to view the History of a Work order change log This will view a list of all changes applied to a work order along with the user and date/time of the update. 1. Click at the top of the work order. 2. The Timestamp shows the date and time of the change(s), the user who made the change(s), Object of what was changed, Event of the change(s) and Details of the change(s) 3. Click to go back to the work order.
22 How to Create an Asset 1. Click on the Asset link and Create. Below is the screen that appears: 22 Asset Number: This field is required and would be the next number in your numbering system. Description: Describe what the Asset is. Fill in the Manufacturer, Model Number and Serial Number if it is available. Department: Select the department or area needed. Status: In Use or Out of Service Priority: Urgent, Within 1 Week, etc. Asset Category: This is the type of Asset it is for example: Heating & Cooling, Fire Protection, Plumbing, etc If Asset Category is selected, Sub Category 1 automatically appears. Skill: Choose the specific Skill to complete scheduled work orders for the Asset. Building and/or Location: Area the Asset is located. **All Fields can be customized as well as their labels. 2. The blocks with stars (*) are required to be filled in. 3. The Asset Number should be the next tag number to be placed on the piece of equipment (asset). 4. The Description should be what the asset is (HVAC unit for example). Note: see side notes for explanation on each of the fields. 5. Fill in as much information as possible to get the most out of your reports. 6. Submit when finished. How to Search an Asset 1. Click on the Asset link and then select Search 2. The screen provides many criteria to choose from. It looks similar to the Asset Create screen above except it has two additional search criteria seen here.
23 23 3. One or more areas may be filled in. This will give you a full list of all the Assets that have the same information as you selected. (If you know the Asset #, then that is sufficient information on the page.) 4. Click Search 5. Just like the Work Order Search, you may click to look at any specific Asset information. Asset Configuration Under Asset, the option Configuration is present. This allows us to add or make any changes to Categories, Status, Locations, User-Defined Fields and Risk Manager. Status - To Edit a description click. cancels the edit and will save changes. - Click - Choose the type under standardized drop down menu and type the description. Click in the box if you want to allow changes for this status. Click in Create and Search to include the status in the drop down menus. - Now click to add it to the list. Categories - To Edit a description click. cancels the edit and will save changes. - Click - Choose the type under standardized drop down menu and type the description. Click in Create and Search to include the category in the drop down menus. - Now click to add it to the list.
24 24 Locations - To Edit a description click. cancels the edit and will save changes. - Click - Type in location description. Click in Create and Search to include the location in the drop down menus. - Now click to add it to the list. - To make changes to the Floor or Room # s, use the drop down for the building to edit. This will bring up a list of the floors to edit or. User-Defined Fields The user-defined fields are a part of the criteria you will find when creating and/or searching Assets. 1. Go to Asset Configuration User-Defined Fields. 2. Click
25 25 3. Type in the field to add user the drop down menu to select the Type. 4. Save then Close. The new User-Defined field will appear in the Available list to edit or add 5. On the right, choose the Category from the drop down menu to have the new User-Defined field connected with (Regular Work Request, Preventive Maintenance, etc.). If the Category is left blank, the User-Defined Field will be added to all Categories. 6. Click next to the Field created. This will move the User-Defined field to the right side of the screen seen below. This field will now be included when creating an asset.
26 26 Risk Manager 1. Click Asset Risk Manager 2. Click. This opens a Strategy Detail Box seen below. 3. Type your strategy name and formula. 4. Click Insert. Your new strategy will appear as seen below. 5. To begin click next to the name of the strategy you wish to add questions to. 6. Click and a Question Detail box will appear. 7. Type the order in which you want your question to appear and then your question to start with the first letter or number in the Strategy Formula (Example: U for Utility Management). 8. Click Insert. 9. Repeat 6-8 until you have all your Strategy formula letters and/or numbers used. See example below. (U for Utility Function, R for Risk Application, & M for Maintenance Requirements) 10. Begin at step 5 to add another question. Once you have all your questions inserted go to step Now click beside the Order number to add the response(s) for the question. 12. Click. This opens a Response Detail box as seen below. 13. Type the Score Value such as 1.00 or 2.00 and a response for the question working on (the Response should begin with the value (example: 1 Utility Communication, 2 Equip Support, etc). 14. Click Insert. 15. Repeat steps until you have all your Responses entered for the question. See examples below.
27 Begin at Step 11 to add a response for the next question. How to add a Risk # to an Asset 1. Find an asset you want to add a Risk # to. 2. Click Not Defined. This opens the Asset Risk Manager for that asset. 3. Use the drop down menu next to Risk Strategy to click the strategy of your choice. The Formula, Default score and Risk Strategy Questions will appear as seen below. 4. Use the drop down menus next to the Questions listed to choose the Strategy responses for this asset. The Current Formula / Score will change according to the response scores automatically. 5. Click Save Changes when finished. 6. If you want all assets in the same category to have the same risk #, then click at the bottom. This will prompt a Caution box to make sure you want to overwrite any existing default for this category. Click OK or Cancel. 7. Click Return to Asset. You will see the new Risk # displayed.
28 How to Create a Procedure 1. Click the Procedures link and then select Create Procedure Identifier: Describe the Asset. Frequency: Choose Days, Months, Weeks or Years for the procedure. 28 Interval: How often you would like the frequency to be scheduled. For example, if the frequency is Months then the interval can be 1 for every month, 2 for every other month, 3 for quarterly, etc. Estimated Hours: How long it will take to do the procedure. Grace Period: How long before the procedure is late. Fixed Schedule: No-the next procedure will be scheduled according to the completion date. Yesit will be scheduled the same date each time. Unique Work Order: No- all frequencies on 1 work order, Yes- all frequencies on separate work orders. Group Assets: No-not in a group. Yesin a group with other Assets Group By: If Yes to Group Assets, you may choose how to group. Example: Bldg, Floor, Tech, etc. Skill: Choose the specific Skill for the procedure Status: Active, Cancelled, Complete or Pending 2. Procedure Identifier, Frequency, Interval, Estimated Hours and Grace Period all should be filled in. 3. For Fixed Schedule, Unique Work Order and Group Assets, make sure the button is on the Correct field (Yes or No). 4. Last fill in the Skill, Status, Categories and Instructions. Fill in as much information as possible and Submit. Note: see side notes for explanation on each of the fields. Asset Category: This is the type of Asset it is for example: Heating & Cooling, Fire Protection, Plumbing, etc Instructions: Written procedures for the Asset. **All Fields can be customized as well as their labels. How to Search a Procedure 1. Click Procedures and then Search 2. The screen provides many criteria to choose from. One or more areas may be filled in. This will give you a full list of all Procedures that have the same information as you selected.
29 29 Note: see side notes for explanation on each of the fields. For Example: Asset Category Fire Protection, Sub Category Fire Extinguisher. Only fill in the field necessary to complete the search. Procedure Identifier: Describe the Asset. Frequency: Choose Days, Months, Weeks or Years for the procedure. Interval: How often the frequency is scheduled. Example: 1 for every month, 3 for quarterly, etc. Estimated Hours: How long it will take to do the procedure. Grace Period: How long before the procedure is late. Fixed Schedule: No-the next procedure will be scheduled according to the completion date. Yesit will be scheduled the same date each time. Unique Work Order: No- all frequencies on 1 work order, Yes- all frequencies on separate work orders. Group Assets: No-not in a group. Yesin a group with other Assets Group By: If Yes to Group Assets, you may choose how to group. Example: Bldg, Floor, Tech, etc. Asset Category: This is the type of Asset it is for example: Heating & Cooling, Fire Protection, Plumbing, etc Instructions: Written procedures for the Asset. 3. Click Search. Once the results appear, click to look at any specific Procedure. **All Fields can be customized as well as their labels. How to Add a Procedure Reading 1. Search for the Procedure. Once you select your procedure, the picture below will appear on the right side of the screen.
30 30 2. Click Add Procedure Reading in blue. This box below will appear. Description: Type the question for the reading. Unit Label: Example Type AMP, Hertz,LBS, PH Level, etc. Type: Yes or No, Pass or Fail, etc. Enabled: Click in box to check. This will enable the question. Prompt order: This is the order in which the question will appear. Required: The question cannot be skipped if checked. 3. To make more procedure readings, click Another. Save or Close will go back to the procedure screen. There you can view all the procedure readings saved in the order specified. Show comments: This will create a comments box to go with the question. Create Work Order: This will prompt a work order if needed.
31 31 How to add a Procedure Schedule 1. Find the Procedure for the Asset that needs scheduled (see How to Search a Procedure). Click Add Procedure Schedule 2. This box will pop up. This is another search to find an asset or group of assets to schedule. For group it may be easiest to search by Description or Categories. Click Search. 3. The following screen shot will be the result of a search for a group of assets to schedule.
32 32 4. In the screen shot above, there is a list of assets from the search results. Choose the assets to assign to the procedure schedule by checking the boxes next to the asset number. If you want all assets assigned then check the box next to Asset No.. This will automatically check all the boxes. 5. Choose the Next Due date, Frequency, etc. Note: If you wish for all the assets to come out on 1 work order, select Yes for Group. Groups can also be selected by location in the drop down menu next to Group By. 6. Exception Range is the dates for a seasonal PM not to generate. Choose start and end months for the procedure not to generate. 7. Work order Settings should already be prefilled with the information on the Procedure when it was created. 8. Assignments can be added at this time if the same person(s) will be completing the procedure. a. Select name from drop down menu b. Click. c. Repeat a and b for additional assignments. Note: Any name can be removed by clicking added. next to name. More than one assignment can be
33 33 9. Save. Cancel if you do not want to save any changes. < Go Back to do another Asset Look Up. Any asset that was selected to be assigned to the procedure schedule will appear on the Procedure Schedule list as shown below. How to Add a Procedure to an Asset 1. Search for the Asset to assign a Procedure. 2. Click add procedure in blue. 3. Next search the procedure. Note: if the search is left blank, a list of all procedures will appear. 4. A box like this will appear below the Search if there is a procedure for the criteria entered. Click on the procedure needed (more than 1 may be listed).
34 34 The procedure is now added to the Asset and may be deleted if necessary. Also, more than 1 procedure can be added to an Asset. Click delete in blue to remove a procedure. How to create a new User 1. Click User link and Create 2. Fill in the User Name (login name), First Name, Last Name, Customer Segment (Facility), Category, Trade, Status, Role, (in case the password is forgotten), Password, and Password Confirm. 3. Click Submit. 4. On the right side of the screen, click 5. Type in or use the Calendar icon to enter the Effective Date 6. Type in the rate (20.00 for example) 7. Click Submit
35 35 User Search 1. Click User link and then Search 2. At the top is a quick search option (search string is a text box to type in the search criteria such as the first name of any user) and below is the list of users for the Facility. 3. Click the pencil to view/edit a user s information. Reset User Password 1. Follow the instructions to Search for a user above. 2. Click the pencil next to the user s name. 3. At the bottom of the user s information, click Reset Password. 4. The following box will appear. Type in a temporary password to give the user. 5. Click OK. Note: If you get *required information in the user s info area, this must be filled out and submitted. Then click Reset Password again. Click OK. You should get a message like the following: The password has been reset to (password). Please advise the user to change the password as soon as they log in successfully. User Configuration Click User link and select Configuration. Next select Status, Types or Trades. - To Edit a description click. cancels the edit and will save changes. - Click to add a new record. - Choose the type under standardized drop down menu and type the description. Click in Create and Search to include the category in the drop down menus. - Now click to add it to the list.
36 36 How to Search a Report 1. Click Report link and select Search 2. To search all reports, leave the criteria blank. Click Search 3. A search can be done by Report Name, Description, and/or Module. Under Module, a particular report for Assets, Work Orders, Procedures or Time Charges can be selected. 4. The following screen is Report Search results. Report Module: Work Orders was selected. Here you can select a report by clicking on the report name. 5. Next fill in the beginning and end dates for the time frame you would like the report to cover. Click View Report. 6. Once the report is up, at the top of the page you can choose to export your information to Excel for example. Select your format then click Export.
37 37 7. Note: In the Report Search results, if the plus sign button is selected, it will automatically save the Report Name on your MyCMS page under My Reports (bottom right). Click if you want to remove it from My Reports. Password Change 1. Click Admin on left menu and select Change Password. 2. Type Current Password, New Password, and Confirm New Password. 3. Click Change Password.
38 How to Create a Survey for Work Orders 1. Click Admin on left menu and select Survey Configuration 2. Click 3. Fill in Survey information and Save Survey 38 Description: Type the description of the survey Survey Header: Type the header of the survey Active: Check the button if the Survey should be active Type: Choose the type of Work order the survey should be attached to Status: Choose the status the survey should be attached to (usually complete) from address: Type the from address Subject: Type the subject for the Header: Type the header for the Footer: Type in the footer if any. 4. Once saved, click on the right side of the screen. 5. Type the question and then select Type (Text, Radio Buttons, & Slider). Below are the examples of Slider and Radio Buttons. 6. Submit
39 39 Creating Materials 1. Click Materials on the left menu and select Create. 2. Type in the Material Number. This can be letters and numbers. 3. Type in the Description of the Material 4. Choose the status and category using the drop down menus. 5. Select the Issue UOM: Box, Each, Foot, Gallon, etc. 6. Select the Order UOM: Box, Each, Foot, Gallon, etc. 7. Order UOM Factor is the amount per the Order UOM. 8. Type in the Minimum Order Quantity and the Average Cost. Submit Materials Search 1. Click Materials on the left menu and select Search. 2. Narrow your search by using the fields Material Number, Description, Status and/or Category. If you want to see all materials, leave the fields blank. 3. Click Search 4. To look at or edit a material click the pencil next to it.
40 Materials Issue 1. Click Materials on the left menu and select Issue. 2. Select Issue To: using the drop down menu as seen below for an example. 3. Once this is selected you will be given another field to select or type in required information. 4. Next select the material type: either Stock or Non-stock. If Stock is selected then the Warehouse and Item number will be required fields. If Non-stock is selected, then only the description is needed. 5. The Unit cost for Stock items will pre-fill in the field but the Cost for Non-stock items will need to be filled in. 6. Type in the Quantity to be issued. 7. The issue date is automatically the current day but can be changed using the calendar or typing it in. 8. Select if the item is Billable: Yes or No. Now submit. 40 How to add an Attachment to a Work order, Asset, User, or Materials 1. Click to open. 2. To view the attachment, click the description. It will prompt to open or save. 3. To add an Attachment, click 4. Choose the type by using the drop down menu (Document, Image or Link). 5. Type the description of the attachment. 6. Click Browse to find it. If it is a link, then type it in the text box. 7. Click Submit. Note: jpg images can be selected to print with work orders.
41 41 Web Request Screen This screen shot is the web request screen for anyone outside the department to submit a request. This insures that all the correct information is included for the work order. In the Web request screen you will find Asterisks *. These are required fields (Charge Acct No is also required). Any recent work orders submitted will show at the bottom of the page. Using the drop down menu for Common Problems will automatically fill in the Service Requested field. If none of those apply, leave it blank. The Search request tab at the top will allow anyone to look up previous request.
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