Computer Ingenuity Associates Windows PM Program PM Preventative Maintenance CIA s Windows PM Software What does PM do? About PM 2 Who is CIA Software 3 Equipment PM 4 Rooms PM 5 Maintenance Calls 6 Reports 7 Cost and additional Info 8 Designed for Chief Engineers by Chief Engineers. Demo Companion This brochure provides a companion to the Power Point demo of CIA s Pm Preventative Maintenance Software program. We hope that this information provides an understanding of our unique program CIA Software www.ciasoft.com
Preventative Maintenance Page 2 What makes PM a good choice for your property? Computer Ingenuity Associates Preventative Maintenance program (PM), is designed with three main areas of focus: 1. Organization of the maintenance tasks for which the Engineering department is responsible. 2. Creation and maintenance of historical records showing equipment/property maintenance. 3. Providing a vehicle for tracking how the Engineering hours are utilized. This menu driven program will assist your engineer in compiling a complete listing of the mechanical equipment on property, including; location, replacement parts, and maintenance requirements (both task and frequency). Other types of data entry include work orders (including special requirements for groups), and special projects. The data input fields allow the engineer to customize the program to your properties exact needs, and the report structure provides a variety of useful formats. EASY TO USE As with all the Computer Ingenuity Associates products, this preventative maintenance program is designed to be user friendly, requiring no previous computer experience on the part of your engineering staff, and will customize itself to your property and operational needs. Easy Affordable Flexible A VARIETY OF REPORTS In addition to assisting with the administrative burden of tracking various PM tasks and generating Work Orders, the PM program provides a variety of reports for reviewing Time Productivity, Up to date status of the PM schedule, and a History of the Maintenance of each Piece of Equipment and Room. The various reports allow you to: Review the history of work performed on a Piece of Equipment or Room. This history includes PM work and Calls, providing a detailed view of equipment with persistent problems. These reports include the amount of time and cost involved in maintaining a piece of equipment. Review the workload of each individual engineer, based on the close out records of the work they complete. Review the Status of the PM schedule, reflecting Overdue Items, The Next due items, and/ or Upcoming work. These reports can be run for One specific Piece of Equipment or Room, or All Rooms and Pieces of Equipment. FLEXIBILITY The PM program can be customized to your needs. Few of the fields in the program are mandatory, allowing you to use the program to your desired level. You can use virtually any part of the four Work Scheduling centers without ever using the others. You can enter as much data as you feel necessary for each item, and completely customize your daily schedules to fit your needs.
CIA Software Page 3 A few fast facts about Computer Ingenuity Associates history in Hospitality Software: Computer Ingenuity Associates was formed in 1988 offering software and technology consulting for a variety of industries. In its early years, CIA formed an association with Jim DiMartino a hospitality consultant working with companies like Embassy Suites, Windsor Hospitality, Stein Erikson Lodge, and others, specializing in budget and forecast preparation. Eventually Mr. DiMartino would become a full partner in CIA. In 1995, Computer Ingenuity decided to focus all of its efforts on Hospitality Software. CIA has licensed software to over 300 hotels since its inception. Over 14 years of experience, with sales to more than 300 hotels CIA users range from the 2,883 room Opryland Hotel Nashville to the 77 room Days Inn Asheville. CIA has worked for management companies with as few as 3 hotels (Enterprise Hotels of Orlando) and as many as 102 (Embassy Suites Hotels when part of PROMUS). CIA has sold software to hotels in 40 states. CIA has interfaced its software with a variety of other systems, including Property Management, Sales and Catering, Accounting, Time and Attendance, Spreadsheets, etc. Who has purchased CIA software? Companies: PROMUS Hotels Hilton Hotels John Q. Hammons Hotels Davidson Hotel Corporation Windsor Hospitality Group Dimension Development Marcus Hotels & Resorts The Camberley Hotel Company Highpointe Hotels PRIME (Amerisuites) Gaylord Hospitality Grand Theme Hotels Crown Sterling Suites FELCOR Lodging Carlson Worldwide CIA software is used at a wide variety of properties associated with chains such as: Embassy Suites Homewood Suites Hampton Inn Hilton Doubletree Hilton Garden Inn Marriott Omni Sheraton Days Inn Amerisuites Hawthorne Suites Radisson Ramada Harrahs Casinos Renaissance Swissotel Hyatt Regency Howard Johnsons PentaNikko Holiday Inn Holiday Inn Express Crowne Plaza and has been purchased for Independent properties like: Luxor Hotel and Casino Park Vista Hotel in Gatlinburg Chateau on the Lake in Branson, Mo World Golf Resort The Opryland Hotel Celebration Hotel...and Others
Equipment Page 4 Never forget important maintenance tasks on critical equipment again. Easily create multiple tasks for each piece of equipment Create as many Tasks as necessary to meet the specifications of each piece of equipment on your property. (I.e. Monthly, Quarterly, Semi Annually, or Other). Each Task is then scheduled individually, based on the last date it was completed and the frequency with which it needs to be completed. Provide detailed information on each work order For each task specify: A Description of the Work, Specific Manufacturer Information, The Location of the Equipment, The Area that a Particular Piece of Equipment Serves, any Specific Parts and Tools needed to complete the task, and an Estimate of the amount of time needed to complete each task. Automatically schedule tasks for completion, without losing control Each day specify how many man hours can be dedicated to Equipment PM. Based on the hours requested, the program then prints a schedule report, selecting tasks based on: 1. Chronological Due Date, 2. Tasks Due Next on the Same Piece of Equipment, 3. Tasks Due next in the Same Location, and 4. Tasks Due Next Chronologically. Assign work that fits your schedule Even after the Schedule Report is created showing all of the tasks due for completion, you have the option of assigning a work order for completing a task, or skipping a task leaving for completion on another day. A skipped task is left as an incomplete, reflecting its original due date. Work Orders that tell new employees everything they need to know Work Orders include: a detailed description of the work that has to be done, a list of the tools and parts needed to complete each task, the location where the equipment is located, any pertinent information (i.e. Electric Panel or Breaker Number power turn off), a description of the Area Served (providing the opportunity to review the impact of taking down a piece of equipment), and any comments from the last time the task was completed. Easily keep the schedule going At the end of each day, simply close all Work Orders that were completed. The Close Out process includes the opportunity to enter any service comments, the actual amount of time needed to complete the task, and the actual cost (parts/materials) associated with completing the task. The close out process automatically reschedules the task for its next completion date.
Rooms Page 5 Know what rooms were PM ed when, at the touch of a button. Separate schedule from Equipment Maintenance gives a distinct focus Provides 3 separate forms that you customize Three Separate PM Checklists can be custom created for use in maintaining Guestrooms, Meeting Rooms, Public Spaces, etc. Centralized tracking of room specific data Each room listed includes: 1. A description of the room type, 2. Space to inventory 6 items (Television, Mattress, etc.) with the date they were installed, 3. Information about any in room HVAC equipment, and 4. Electrical Panel and Water shut off locations servicing the room. Easily create daily assignments that meet your criteria and availability Rooms are assigned for Preventative Maintenance from the Rooms list, which displays the rooms in either chronological order (based on last completed PM) or by room number. The selection of rooms is completely up to the users discretion, allowing users the ability to: Skip Occupied Rooms, Select a floor with the most rooms due, or Schedule based on any other criteria they determine. Customize the checklist work order to better meet your needs Printed Work Orders in this section of PM are Checklists. Each checklist can hold over 80 individual items that need to checked or performed in order to complete the PM for a room. In addition, the work order lists the Electric and Water Shut Off's for the room, as well as any Special Instructions or Materials needed. Automatically track history of your rooms maintenance, and schedule the next PM activity At the end of each day, simply close all Work orders that were completed. The Close Out process for Rooms includes the Actual Amount of Time needed to complete the task, and the Actual Cost (Parts/materials) which is added to historical maintenance records. Rooms that were not completed are skipped in the Close Out process, leaving their due date at its original point.
Maintenance Calls and More Page 6 Where does your maintenance staff spend its time? Maintenance Calls Up to the minute reports on where maintenance personnel spend their time The Call Log is designed to capture data about Calls for Engineering Services, enabling you to review how much time and money is being spent, and identifying reoccurring problems that may require long term attention. Details of where maintenance requests come from The Call Log entry provides space for entering: Who placed the Call, What the Problem Was, A Problem Code, The Location (Room Number, Equipment Code, etc) of the problem, and the Date and Time of the Call. Keep track of problems that can t be resolved immediately Once entered a call can be either marked as complete or placed on Hold. When the call is completed, the item is closed out (reflecting who completed the work, How much time it took, any cost associated with the problem, and the Time and Date that the work was completed. When an item is placed on Hold, a reason is entered reflecting why the work is not being completed, and the date by which the work will be done. How much are you spending to just keep things going? History Another feature of CIA s PM application is it s historical tracking and reporting. All maintenance tasks recorded in the program, whether as a result of routine tasks or from the call request log are tracked for reporting purposes. The maintenance history can be used for manpower studies, justifying capital replacement of problematic equipment, producing reports for quality assurance inspections, and examining costs. The on screen presentation lets you build custom reports, by selecting specific actions.
Reports Page 7 All the information you need at the click of a button Here is a brief description of the types of reports available in the PM program. Scheduling Report Used each morning to schedule the Equipment related tasks for the day. Equipment Work Order Work Order that is printed and given to an employee when a PM Task is assigned Rooms Checklist Work Order printed for a Room or Public Space when it is assigned for PM. Overdue Projection Report Can be run for any date range (Past or Future) to review what items will be due for maintenance. Completed Work Report (Summary) Shows summary information about all Routine Maintenance actually completed in a selected date range. Completed Work Report (Detailed) Shows all of the details for each routine task that was completed within the selected date range. Equipment Database (Detail) Reports all of the information about a selected piece or grouping of equipment. Equipment Database (Summary) Shows summary information about the status of equipment. Historical Records Provides a variety of options for reporting the complete history of maintenance department manpower and other expenses.
Cost and System Info Page 8 Only $1.00 per key per year! Simple Pricing Plan: Annual Subscription Software License The Windows PM program is available on an annual subscription basis. On the subscription plan, you will be billed annually at the rate of $1.00 per room (i.e. a 250 room hotel will be charged $250 annually). Corporate Asset Management Option The Windows PM program is available on an annual subscription basis. On the subscription plan, you will be billed annually at the rate of $1.00 per room (i.e. a 250 room hotel will be charged $250 annually). For system and additional information contact: Computer Ingenuity Associates, Inc. 3270 Timber Moon Ct Lawrenceville, GA 30044 (770) 381-1721 www.ciasoft.com