MXP Hotel Maintenance User Manual v.02
2 All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher. Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks. While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: June 2015 in Austria Publisher
Manual and MXP Conventions 3 Contents Document Revisions...4 1 Introduction...5 2 Manual and MXP Conventions...6 2.1 Manual Conventions...7 2.2 Screen Colors...9 2.3 Screen Tabs...11 2.4 Drop-downs Menus...12 2.5 Common Buttons...13 2.6 Grid Filtering...15 2.7 Grid Sorting...20 2.8 Audit Log...22 3 Hotel Maintenance Overview...23 4 Web Application...26 5 6 4.1 Create work order - free form...28 4.2 Using Templates...34 4.3 Repair staff - attending to work orders...36 4.4 New Work Orders...37 4.5 Maintenance detailed view...40 4.6 Re-assign a Work Order...43 4.7 Printing a single work order...45 4.8 Completing a work order...47 4.9 Notificaton Messages...49 4.9.1 Double entry notification...49 4.9.2 New comment notification...49 4.9.3 Server connection failed...50 MXP Work Order section...51 5.1 Acknowldedge & Complete...52 5.2 Dry Dock...53 5.3 All Completed...54 5.4 Deleted...54 5.5 Analysing work orders...55 5.6 Exporting lists to Excel...58 5.7 Creating work orders via MXP desktop...61 5.7.1 free entry form...61 5.7.2 Creation from Template...64 Guest Follow Up...66
4 7 Configuration and Setup...69 7.1 Lookups...69 7.2 Template setup...71 7.3 Maintenance Locations...73 7.4 User Roles web application...74 7.5 User Roles MXP Work Order...77 Document Revisions Date of Change Version Document Changes Apr-13 1.0 Initial Release May-15 2.0 Mobile app and picture upload
Manual and MXP Conventions 5 1 Introduction This manual is designed to explain the Hotel Maintenance module aiming to allow a new MXP user to quickly learn how to use the system and to provide a reference for experienced users. For the first time user it is recommended to read through the manual consecutively to get a good understanding. The experienced user can use the index/search function to get to a specific topic.
6 2 Manual and MXP Conventions The following sections detail some of the key functional conventions you will find throughout the MXP system. These conventions are intended to make MXP easier to use. It is important to understand these conventions well because they are appearing evident in all parts of the system. The following sections deal with the following conventions: Manual Conventions Screen Colors Screen Tabs Drop-Down Menus Common Buttons Grid Filtering Grid Sorting
Manual and MXP Conventions 2.1 7 Manual Conventions This section provides an overview of the conventions used in the MXP Manual. To have an easier understanding how MXP works and to use MXP more effectively it is helpful to read this section first, before continuing to the other chapters. Menus Text format like this 'Guests > Guest Maintenance' is used when referring to menu paths. The first word, or words, in the menu text identify the menu being referenced. In our example the Guests menu is being referenced. The > character is used to identify menu options and sub-menus. Field and Column Names When this manual refers to field and column names this text format will be used: "Interface Code". For example this might be a reference to the Interface Code field in the following image.
8 Column names will also appear in this font. For example Last Name refers to the Last Name column in the image below. Some grids group columns into larger groups. This is shown in the image below. Where this is the case this manual will include both the column grouping name and the column name separated by a bar. This allows delineation between columns with the same name like Bookings Booking No in the image below.
Manual and MXP Conventions 9 Button Names Button names will also appear in a different text format. The font used will look like this: Filter. The reference could refer to the Filter button in the image below. Screen Tabs will also appear in this text format. 2.2 Screen Colors Colors are used in MXP to identify which information you can edit, change or delete. Information with a white background can be changed or updated. Grey and yellow background is always read only. You may not edit or delete such information. The only time where you are able to delete information with yellow back ground is where you have Delete the Selected Record button option, for example at the Account Items. Deleted record has red background and information with this background can not be changed or updated.
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Manual and MXP Conventions 2.3 11 Screen Tabs A great deal of information is stored in MXP. To reduce screen clutter, tabs have been used to group related information together. For example there couple of tabs in the following image: Personal Details, Bookings, Account & Passport & Visas. In this image the Bookings tab is active and is appearing in darker grey color.
12 2.4 Drop-downs Menus Drop-down menus are lists of options from which you may select values for fields. In the image below a calendar drop-down menu is visible for the From field as it is a date related field. In other cases the drop-down menu will contain a list of values, such as Residence, from which a selection can be made.
Manual and MXP Conventions 2.5 13 Common Buttons MXP uses a set of standard tool buttons. Every tool button has the same function regardless of the document that is displayed. The following identifies the common buttons used in MXP. Add a Record: Inserts another item record such as a new employee record. Refresh Record(s): Refreshes the displayed information with the latest changes made to the database. This will allow you to see changes made by other users. Delete the Selected Record: This button allows records to be deleted e.g. an address from an employee record.
14 Preview Report: Displays the report in a preview mode on the screen. Print Report: Displays the print dialogue box to enable print settings to be defined and prints the report. Also allows the report to be exported to a file. Freeze / unfreeze column: This button allows the left column(s) to be frozen in place. This allows information such as the item's name to remain visible when scrolling to the right to view other details. Show/hide grouping panel: Opens a panel on top of the data grid where columns can be dragged and dropped. Dragging a column onto this panel will cause the grid to group records by the selected column. Column Selector: Opens a window to enable columns to be dragged and dropped to change the grid display. The available columns will depend on the type of document displayed in the grid. Save Grid Settings: Saves the currently shown display settings of the data grid. This includes grouping and column selections. Save data grid to Excel: Saves the entire grid to Excel (.xls) format
Manual and MXP Conventions 2.6 15 Grid Filtering Most of the information contained in MXP is presented in grids. Filtering allows only fields that meet the criteria specified to be displayed. Filtering can be performed in three ways: in-grid filtering, toolbar filtering and filter underlying dataset (reports only). In-Grid Filtering In grid filtering is when a drop-down button appears at the right hand side of the column name as shown in the image below: Selecting a value from the drop-down menu will limit the records displayed in the grid to only that match the record that has been selected. For example selecting Amaretto from drop-down menu would filter out all records where this Beverage item was posted. This is shown in the image below.
16 When in-grid filtering is applied you can see the column name and filter value at the bottom of the grid. Clicking the x button to the left of this message will remove the filtering and display all records in the table. Filtering can be applied to more than one field at a time by selecting the (Custom...) option from the drop down menu as this will open a filtering dialogue box. This is beyond the scope of this manual. However the process is very similar to data filtering in Microsoft Excel. For further information search Microsoft Excel Help for "custom data filter". Toolbar Filtering Information presented in the grid can also be filtered by moving the required column headers into a Grid Grouping Panel. To open the Grid Grouping Panel, click on the Grouping Panel button. Show/hide grouping panel: Opens a panel on top of the data grid where columns can be dragged and dropped. Dragging a column onto this panel will cause the grid to group records by the selected column. In the example below, information has been sorted by Quick Code Name. Each Quick Code Name is now listed with a Plus or a Minus sign next to it. Click on the Plus sign to expand the information and to view the detail. Click on the Minus sign to consolidate the information.
Manual and MXP Conventions 17 More than one column header can be moved into the Grid Grouping Panel at any one time depending on the level in which the information needs to be filtered. The example below shows the grid information filtered by Debit and by Room (Buyer) and Name (Buyer). Filter underlying data set (reports only) Information presented in the grid can be filtered by multiple choices. A drop-down button appears at the right hand side of the column name as shown in the image below: Selecting multiple values from the drop-down menu will limit the records displayed in the grid to only that match the record that have been selected.
18 When filtering is applied you can see the column name(s) and filter value(s) at the bottom of the grid. Clicking the x button to the left of this message will remove the filtering and display all records in the table.
Manual and MXP Conventions When de-selecting the Filter underlying data set option, it allows to filter as described above. Additionally all information previously filtered will be available for further filter selection in the respective columns. 19
20 2.7 Grid Sorting Freeze\Unfreeze the Grid Some grid columns can be frozen to keep the left most column(s) in place to allow them to remain visible when scrolling to the right to view other details. Click on the Freeze\Unfreeze Column button to freeze the grid, click on the button again to unfreeze the grid. Freeze / unfreeze column: This button allows the left column(s) to be frozen in place. This allows information such as the item's name to remain visible when scrolling to the right to view other details. Sorting in Ascending\Descending Order Many of the grids used in MXP can be sorted to present the data in a more convenient order. Where enabled, sorting is achieved by clicking a column label in the grid. To find a specific record it may be convenient to sort the grid by a column other than the default. For example it may be easier to sort the grid by Description. This can be achieved by clicking the Description column label. The image below shows the re-sorted grid.
Manual and MXP Conventions 21 Grid data can be sorted in ascending order (for example A - Z ) or in descending order (Z - A). The up arrow that has been highlighted in the example below indicates that the data in the Description column has been sorted A - Z. To switch from ascending to descending order, or vice verse, click the column label. The arrow changes direction to indicate the sort direction. The below example shows data sorted from Z - A.
22 2.8 Audit Log On majority of the screens that you will work on MXP PMS module you will find the Audit Log and Record grid. The Audit Log displays changes that have been made, when and by whom.
Hotel Maintenance Overview 3 23 Hotel Maintenance Overview The Maintenance module is a flexible system which the client can tailor based on his needs. The module can be used with minimal setup using free form entry. For more standard reporting and analysis, the ability to set up templates is available. The ability to upload pictures is a leading feature in the industry. Below is an overview of the module and an explanation of the general work flow. The module has two applications working in synch: Browser based application for day-to-day reporting and receiving of work orders and attending to their repair. Work Order tab in MXP program for detailed overview, exporting lists, follow up through guest services and detailed analysis. Browser based application: The browser based application is web based and works simply through an address entered in an internet browser. Therefore this application works most flexible on any mobile device that has a browser but also works on your desktop computer. Please note that the program is optimized for chrome and safari. For any other browsers please talk to your Marinexchange representative for custom development. On idevices (ipod, ipad, iphone) the notification message for new work orders appears but the notification sound is currently disabled by the device. With Chrome and Safari browsers you can create a shortcut to your home screen. When you open the application through the shortcut the address bar will be disabled to avoid exiting the application through the browser back button. Your IT technician will create shortcuts on your computer and mobile devices.
24 Use the browser application to report and keep track of the work orders for the repair personnel on the go or on your desktop. See detailed section how to use the mobile application and the special features. Work Order section in MXP Use the program in MXP for a detailed overview of the work orders, exporting of lists, detailed analysis and guest follow up. General work flow of a work order using both applications:
Hotel Maintenance Overview 25
26 4 Web Application Work orders can be created via the web app. Your IT technician will have put a shortcut on your mobile device or desktop computer looking like this: If you don't have a shortcut simply enter the web address into your Chrome or Safari browser (exact link see client specific section of the manual). You can create your own shortcut which is illustrated for Chrome desktop browser below. On mobile devices look for options called "Add to home screen"
Web Application On idevices for Safari it looks like this: 27
28 Log into your mobile app with user number and password See section User Roles about setting up users. 4.1 Create work order - free form 1. Choose Create for a new work order To create a work order using the free form entry fill in the fields in the New Maintenance form. The fields with an asterisk (*) are required fields.
Web Application Priority: Choose from the drop down menu: Standard Urgent Very Urgent Location: Choose from drop down Room: Enter guest room number or search for room/name 29
30 Location Description: Free text field to describe the exact location Description: Free text field to enter description of repair needed To be repaired by: Choose from drop down the respective maintenance department Follow up: Check this box for guest follow up required -> if this box is checked the work order will be listed in the Follow up tabs in MXP, see section about follow up. Example of a work order, after all fields are entered: click Create A prompt will ask you if you want to add a picture:
Web Application 31 Click on the camera icon to activate the camera on the mobile device and take a picture. Alternatively on the desktop you can upload a picture. After the image has loaded from the camera click Confirm Image to upload the picture to the work order After the upload the image will appear on top of the detailed work order. Click on Add Image to add additional pictures.
32 Detailed description of the work order: Picture: Click on it to enlarge Room: Color coding of room number: blue: room is not occupied (no guests booked in the room) violet: room is occupied and guests have gangway status "On Siite" green: room is occupied and guests (both if double occupancy) have gangway status "Off Site" Description: Field remains editable for the reporting person to add more information Number: Each work order receives an automatic unique number for tracking purpose Click on Change request to save any changes made
Web Application 33 Using the Back button takes you back to the main screen showing your list of work orders: After the work order is created it appears on the short list under the tab New with a brief description. As soon as the repair staff has acknowledged the work order it moves to the tab Not Completed and finally to the tab Completed. A search field is available to search for specific work orders by any text or number from the short description See additional features under the section Notification Messages
34 4.2 Using Templates For frequent work orders standard reporting templates can be created. Standard templates also assist in statistical evaluation of work orders. How to set up templates is described in the Configuration and Setup section Select create for a new work order Enter Priority Enter Location Enter room for a guest or crew room Click Templates The Maintenance Template window opens:
Web Application Department: Filter by department from the drop down Template: Filter by template Location Type: Filter by Location Type Select from Maintenance request list. 35
36 Location Description, Description, To be repaired by and Follow-up are auto populated However additional information can be entered in the text fields Click Create to submit the work order 4.3 Repair staff - attending to work orders The log on procedures for the repair person are the same Once a work order is created it is available for the various repair departments to action on. The work order can also be re-assigned to another department and set back to status "New". It is then again available under "New" in the app and can be acknowledged again by the new repair person.
Web Application 4.4 37 New Work Orders The Maintenance main window is organised as follows: 3 Tabs showing respective work order: o New: All new work orders with a red digit indicating the number of new work orders o Not completed: work order status acknowledged, in progress, waiting for information and waiting for spare part o Completed: All completed work orders A search field is available to search through the list of work orders Department: drop down filter available for the repairman to filter by the respective department and only look at these work orders. NOTE: if a filter is selected the person will only receive notifications of new work orders for the respective department. To receive all notifications (ECR) leave the selection at <All>
38 Short list of work orders with brief description shows the following: Work order number (status) photo icon indication that pictures are available Location Description and room number if applicable Description of request, number indicates template used for entry Work orders are listed in consecutive order of creation with time/date - similar to your e-mail inbox. Priorities are indicated as follows: Standard: White side bar Urgent: Pink side bar Very Urgent: Red side bar Tab on any work order to get to the detailed view Below example for filtering by department and search function:
Web Application When a new work order is created by a requester (i.e. stewardess) a message pops up on the repairman device: The repair person can also create work orders. See chapter Create Work Orders Log-out button (can also be used to refresh the connection and log back in) Name and position of person logged in listed in the bottom 39
40 4.5 Maintenance detailed view In the detailed view the repairman should acknowledge the work order: click on Acknowledge After the work order has been acknowledged the status of the work order is also changed. Below is an information of the fields and what can be edited by the repairman: Picture (view/add): see pictures added by reporter or add new pictures Priority (read only): Standard / Urgent / Very Urgent
Web Application 41 Location (read only): Location as entered by the reporting person from drop down Room & Name (read only): Room number is color coded, there is a pop up window when tapping on the number o Green: room is booked this cruise but currently guests (both if double occupied) are off site as per gangway tracking: o Violet: room is booked this cruise, guests show as on site as per gangway tracking (at least one if double occupied). Guests are on board but may or may not be in the room! o Blue: Nobody is booked in the room. Repair person can go in any time. Location Description (read only): Shows filter criteria and issue when a template is used. Otherwise free description from reporter Description (edit): Shows the description entered by the reporter and/or the description from the template. The repairman can also add to this text To be repaired by (edit): Drop down enabled to change if the work order needs to be assigned to a different repair department. Status (edit): Change status of work order to any of the following: o New (if changed to new - message for new work order pops up --> see Re-assign a Work Order) o In Progress o Need spare part o Waiting for additional info o Completed Follow up (read only): Follow up by guest service department needed Maintenance comment (edit): Add any maintenance comments i.e. when spare part ordered, description of spare part, etc. Proposed maintenance date (edit): Enter a proposed date for action (i.e.date when spare part arrives) Proposed maintenance time (edit): Enter a proposed time
42 Created (read only): Date and time when work order was created Created by (read only): Person that created the work order Acknowledged by (read only): Person that acknowledged the work order Number (read only): Unique number which is auto-created to keep track of work orders Change request button: press to confirm any changes made
Web Application 4.6 43 Re-assign a Work Order A work order can easily be re-assigned to a different repair department. 1. Change the repair department from the drop down 2. The status changes automatically to New 3. Hit Change Request The work order is now again in the New tab in the work order list and a message for a new work order will pop up.
44 The new repair department needs to acknowledge the work order, and the new person who acknowledged the work order is registered.
Web Application 4.7 Printing a single work order Details of a single work order can be printed using the print button in the work order detail view. The device where the application is running from must have access to a printer. Local print command window opens: 45
46 Note: To print a list of work orders see section Exporting lists to Excel
Web Application 4.8 Completing a work order When the repair person completes the repair he sets the status to Completed Suggestion: Take a picture of the repaired work as proof of completion The work order is now visible under the Completed tab on the app. 47
48 It can still be checked for details but all fields are now read only on the app.
Web Application 4.9 49 Notification Messages The following chapter shows notification messages and explains meaning and possible action to take. 4.9.1 Double entry notification A notification message is show if a work order that is either new or not yet completed is already existing for the same location Note: This notification is only available when templates are used. 4.9.2 New comment notification A notification message appears when a new comment is entered to: Description Maintenance comment The notification goes to: The person who reported the work order The repair person who acknowledged the work order The work order number is displayed and when clicked is a hyperlink to the detailed work order description: Note: the notification does not appear for work orders that still have the status new and are not yet acknowledged.
50 4.9.3 Server connection failed Should the connection to the server (database) be disrupted the following message appears: Please re-start the application If the issue persist please contact your IT technician or server administrator
MXP Work Order section 5 MXP Work Order section Mostly supervisors will have access to the Work Order tab in MXP The first three tabs show the same list as on the web application. Use the mouse to change the column with to suit your needs. The first columns up to the thick bold line are frozen and will always show but you can adjust the width of the frozen line. Use the slider below the grid to view columns to the right. At the bottom is a blocked view of the work order that is selected 51
52 5.1 Acknowldedge & Complete Work orders can also be Acknowledged or Completed in MXP: Acknowledge: 1. Select the work order with the cursor 2. Click on Acknowledge 3. Work order status will change to "Acknowledge" and move to the Acknowledged tab Complete work orders: 1. Select the work order with the cursor 2. Click on Set to completed 3. Work order status will change to completed and move to the Maintenance Completed tab
MXP Work Order section Maintenance Completed: This tab shows all work orders with completed maintenance status. 1. Use the From & To dropdown to filter for a specific time frame 2. The Completed tab shows the date and time when the work order has been completed 5.2 Dry Dock Work orders can be marked for Dry Dock 1. Tick the box for Dry Dock in MXP --> work order is visible in the Dry Dock tab 53
54 5.3 All Completed This tab shows all work orders where maintenance is completed and guest follow up is completed. If a work order is not marked for follow up it will show here as well. 5.4 Deleted This tab shows deleted work orders - note that the ability to delete work orders is only a high level user right.
MXP Work Order section 5.5 Analysing work orders Sorting In the work order grid you can sort by any column by clicking on the column heading, an arrow is indicating the sort direction: Example: sorting by room number descending by clicking on the column heading Room Filtering Filters can be applied to any column: 1. Click on the arrow in the box in the right upper corner of the column 2. choose from the drop down 3. A blue arrow indicates that a filter has been applied to that column Please note that the filters remain until they are physically cleared again. 55
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MXP Work Order section Pictures At the bottom in the tab image you can view all pictures or upload additional pictures. Click on the icon with the magnifying glass to view the picture in your default picture viewer. A picture viewing program needs to be installed on your computer. 57
58 Audit log The tab Audit Log shows changes made to the work order. For example you can see here if the work order has been re-assigned and if a comment has been changed or deleted. 5.6 Exporting lists to Excel For further Analysis or to print a list of open work orders for the repair personnel any view in the work order grid can be exported to Excel it is best to filter the needed data first in the work order grid. Example - print a list of open work orders for the carpenter: 1. Filter the grid in the column Maintenance Department for Carpenter 2. Click on the Export to Excel Icon 3. The save to file command window opens up, the file will be automatically named with the tab and day of export, save in your preferred folder 4. Open the excel file from your preferred folder 5. Change the page layout to Landscape 6. Delete or hide columns not needed (Note we always recommend to include the work order number for ease of identification in any printouts) 7. Adjust the column width or scale the printing to fit to one page width
MXP Work Order section 59
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MXP Work Order section 5.7 61 Creating work orders via MXP desktop Work Orders can also be entered directly in MXP: In the Work Order tab, click on the new icon, a command window will open up: 5.7.1 free entry form Same as on the mobile app a work order can be entered using the drop down and free text fields: Priority: Choose from the drop down: Standard Urgent Very Urgent Location: Choose from drop down Location Description: Free text field to describe the exact location
62 Room: Enter guest room number Room occupant: This will automatically populate with the name of the person occupying the room Description: Free text field to enter description of repair needed To be repaired by: Choose from drop down maintenance departments Follow up: Check this box for guest service follow up required -> if this box is checked the work order will be listed in the Follow up tabs in MXP Click Create to finish entering the work order.
MXP Work Order section The work order will appear under the New tab in Work Orders: There also pictures can be added from file 63
64 5.7.2 Creation from Template Same as on the mobile app the templates can be used to enter work orders: Click on the template button: Choose your template from the form and either double click or click Assign
MXP Work Order section 65 The fields Location Description, Issue Description, To be repaired by and Requires follow up are prefilled Nevertheless additional comments can be added to the Location Description and Issue description:
66 6 Guest Follow Up The tabs Pending Follow up Approval and Pending Follow up can be used to keep track of Guest follow up In general any work order that was marked for Follow-up when it was created will appear in the two tabs. A work order can also be marked retrospectively for follow up after creation by ticking the box Required in Guest Follow-up in MXP Pending Follow-Up Approval This tab relates to the column Guest Follow-up and the sub headings Required, Approved by and Category ALL work orders that are marked for follow-up will appear in this tab. Pending on the business process you can filter by the status for example if work orders are only followed up after they are completed. The work order will appear in this tab until it is "Approved by"
Configuration and Setup To approve a work order: 1. Select a Category from the drop down (see section Lookups to see where these are configured) 2. Click on Approve follow-up 3. The field approved by will be populated with your user name and the work order will be removed from that tab but visible in the tab Pending Follow-Up Pending Follow-up This tab relates to Guest Followed-Up and the sub headings Followed-Up by, Followed-Up on and Comment ALL work orders that are marked for follow-up will appear in this tab. Pending on the business process you can filter by the status for example if work orders are only followed up after they are completed. The work order will appear in this tab until it is "Followed-Up by" To follow-up: 1. enter comment into comment field (max 250 characters) 2. Click on Guest followed-up by 3. Fields Followed-up by and Followed-up on will be populated with the user log on and current time stamp 4. Work order will be removed from the tab and is now visible in the All Completed tab 67
68 Example of a completed work order: Note: If Guest follow-up is done on work orders that do not have status "Completed" the work order will not yet be visible under "All Complete" but under the respective tab (New or Acknowledged). Flexible use of the two tabs: The two tabs are flexible in it's use to suit any business process for follow up. They can be used as described above or in any order with the above functionality.
69 7 Configuration and Setup The module is operational with minimum setup. When using templates a more detailed structure can be used for standard reporting and analysis. The minimum setup required is: Maintenance Departments Maintenance Locations 7.1 Lookups Lookups are fleet wide configurations. They are set up in Maintenance>Lookups Under Lookup Categories are Maintenance/Work Orders
70 Maintenance Departments: Enter all different departments that are responsible for repair. Work orders are assigned to these repair departments and can be filtered in the mobile application by these departments. Work Order Follow Up Categories: Standard follow up categories are entered here for selection in the follow up tab.
Configuration and Setup 71 Work Order Location Types: These assist to filter templates by a third level. 7.2 Template setup Work order templates can be set up to standardise reporting. Also when reporting is standardised it makes it easier to do an analysis of work orders. Templates are set up in Maintenance > Organisational Structure > Ship > Maintenance Templates Templates can be set up by Department responsible for an area on the ship. Each department can then set up Maintenance Template groups. Each group then contains the individual maintenance items. The items are additionally categorised by Location type. An example below shows the hierarchy levels that can be applied: 1. Level: Department - example: Housekeeping 2. Level: Maintenance Template - example: Staterooms 3. Level: Location Type - example: Balcony 4. Level: Item - example: Balcony light OOO
72 Below shows how the template hierarchy is show on the mobile app:
Configuration and Setup 73 Setting up Items: Location Type: Is a drop down and needs to be first configured as a Lookup Item Code: A Code (up to 15 characters) can be entered Item Description: up to 50 characters Report to Department: Default repair department is set from a drop down, Repair departments first need to be defined as Maintenance Departments in Lookups Follow-up Required: A default follow up for this item can be entered here. 7.3 Maintenance Locations Maintenance Location: Is a required field when creating a work order. This is not part of a template, although locations are set up under the department - All locations are available for selection by the reporter. Therefore more than one department can set up templates for one location. Location code: up to 15 characters Location Name: up to 50 characters Below shows how the Maintenance locations are selected on the mobile application:
74 7.4 User Roles web application For access to the web application the employee must have the repair or report user role assigned on the person sign on/off record. In general two user roles for the web application are created which can then be assigned to the employee HOM Repair HOM Report To assign go to Employee Maintenance > Sign On/Off
Configuration and Setup Log on for the mobile app is set at Person Details: Local code: User code Pin code: Pin 75
76 The user roles and other access rights are assigned under Maintenance > Users > User Roles > Maintenance Reporting party app (stewardess) the user access needs to be set to visible and create for Work Order: General Repairing party app (repair person) the user access needs to be set to visible, create for Work Order: General and Modify for Work Order: Acknowledge
Configuration and Setup 7.5 77 User Roles MXP Work Order Access to MXP Work order tab is assigned as follows: Maintenance Templates Visible can only view template setup in Organization Structure Create & Modify can create templates Delete can delete templates Work order: Acknowledge Modify can acknowledge work orders Work order: Approve Follow-up Modify can approve follow up (Approved by field will be populated with the MXP user name) Work Order: General Visible - can only view the Work Order tab in MXP Create - can view and create work orders Modify - can edit all work order content related to creating a work order Delete - can delete work orders - these will be visible in the Deleted tab Work order: Guest follow-up Modify - can check the box for follow up and enter a follow up category from the drop down Work order: Guest followed-up by Modify - can enter comment, button enabled which populates MXP user name and date/time Work order: Maintenance follow-up Modify - can enter maintenance comment, estimated completion time and mark for Drydock Work order: Set to complete Modify - can set work orders to status complete