Preventive Maintenance User Manual

Preventive Maintenance User Manual 1

Client Support 949.809.3605 support@axisportal.com Contents I. Preventive Maintenance... 5 Introduction to Preventive Maintenance... 5 The Preventive Maintenance Home Page... 5 II. Coverage Hours... 7 About Coverage Hours... 7 Shifts... 7 Regular Hours and After-Hours... 7 24-Hour Days... 8 Property is Closed... 8 Holidays... 8 Setting up Shifts... 8 Editing Shifts... 9 Deleting Shifts... 10 III. Scheduled Work Order Dispatch Options... 12 About Scheduled Dispatch Options... 12 PM Work Orders... 12 PM Work Order Dispatch Options... 12 IV. Employee Available Hours... 14 Setting up Available Hours... 14 V. Equipment... 15 About Equipment... 15 Adding Equipment... 15 Attachments... 18 Adding an Attachment... 18 Editing an Attachment... 19 Deleting an Attachment... 19 Copying Equipment... 19 Editing Equipment... 21 Adding Gauges... 22 Adding Gauge Readings... 25 Editing Gauge Readings... 26 Deleting Gauge Readings... 27 Deleting Gauges... 28 Finding Equipment... 29 Deactivating Equipment... 30 Reactivating Equipment... 32 VI. Schedules... 33 About Schedules... 33 2

Types of Schedules... 33 Adding Single-Task Schedules... 34 Multi-Task Schedules... 36 Adding Tasks to Existing Schedules... 38 Adding Gauges to Schedules... 39 Adding gauges to an existing schedule... 41 Deleting Gauges from Schedules... 42 Adding Items to Schedules... 42 Editing Schedules... 43 Copying Schedules... 44 Finding Schedules... 45 Deleting Schedules... 45 Deactivating Schedules... 45 VII. Tasks... 48 About Tasks... 48 Period Multiplier and Offset... 48 Adding Tasks... 50 Copying Tasks... 51 Editing Tasks... 52 Finding Tasks... 53 Deactivating Tasks... 54 Task Lines... 56 Adding Task Lines... 56 Editing Task Lines... 58 Organizing Task Lines... 59 VIII. Using Preventive Maintenance... 61 About PM work orders... 61 Work Order States... 61 Ready... 61 Issued... 61 Completed... 62 Cancelled... 62 IX. PM Work Order Types... 63 Scheduled Work Orders... 63 Demand Work Orders... 63 X. Demand Work Orders... 64 Creating Demand Work Orders... 64 Creating Demand Work Orders from a Completed Work Order... 66 Assigning Work Orders... 67 Issuing and Re-Issuing PM Work Orders... 68 Automatically Issuing Work Orders... 69 Re-Issuing and Re-Dispatching a Work Order... 70 Re-Assign and Re-Issue... 70 XI. Completing PM Work Orders... 73 To Complete a Work Order in Axis... 73 3

Finding PM Work Orders... 74 Using Work Order Filters... 75 Sorting Work Order Lists... 76 Advanced Search... 76 Reprinting Work Orders... 77 Cancelled PM Work Orders... 77 Cancelling a Work Order... 78 XII. Troubleshooting... 79 4

I. Preventive Maintenance Introduction to Preventive Maintenance The Preventive Maintenance module generates and dispatches work orders to minimize equipment downtime while reducing risks, costs and tenant inconvenience. Equipment and events are entered into the system, as well as all tasks related to the equipment/events. These two areas are then compiled in schedules. Schedules generate work orders that are then dispatched to Engineers for processing. Work orders can be dispatched to a handheld device, an e-mail address or a printer. If a work order is electronically dispatched to a handheld device, the Engineer can complete the work order from the field. Work orders can also be printed and once the work is completed, the completion information is entered into the system. The Preventive Maintenance Home Page Control Panel > Building Services > Preventive Maintenance > PM Work Order List The Preventive Maintenance Home Page provides a central location for managing PM work orders. The PM Home Page can be accessed by clicking Home from the main menu, then clicking PM Work Orders under the Preventive Maintenance folder. By default, Preventive Maintenance Home Page displays on-demand and scheduled work orders for the default property in the Ready state for the next two weeks. To display other groups of work orders, click the Property, Status and Preview fields and select the desired options from the drop-down lists. New on-demand work orders can be generated, assigned and issued from the Preventive Maintenance Home Page. These work orders have a work order number assigned to them. Scheduled work orders can be issued from the Home Page. These work orders are virtual. If changes are made to the schedule prior to the issuing of a work order, the changes are displayed in new work orders on the Ready list. The Scheduled Work Order section also differentiates projected work orders from Floating work orders. Only one work order can be issued from one Floating schedule at a time. Floating work orders display the icon. 5

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II. Coverage Hours Control Panel > Setup > Coverage About Coverage Hours Coverage Hours are the hours of operation for each property. Coverage Hours are used in conjunction with the Work Order Routing and Escalation features and controls when and if engineers receive work orders in the field. Routing uses Coverage Hours to determine request assignment based on the time the request is required. The Escalation feature uses Coverage Hours to determine when to start and stop accumulating escalation time. Some reports list response time in Coverage Hours. Shifts Shifts determine the Coverage Hours. Coverage Hours can be comprised of multiple Shifts to facilitate management of properties with more than one shift in operation. For example, a common scenario is for a property to provide service for one shift on weekdays, and for a second shift on weekends. Any number of shifts can be set up in order to best manage requests for each property. Note: Shifts cannot overlap. Work orders can be routed differently for each shift. Shifts cannot cross midnight. In such cases, create 2 shifts. For example, a property runs from 8:00am to 1:00am. Create a shift from 8:00am to 12:00am, and a shift from 2:00am to 1:00am. Regular Hours and After-Hours All hours accounted for in the shifts that are set up are considered to be "Regular Hours." Remaining hours of the day that are not covered by shifts are considered to be "After Hours". Work Order Routing can be defined for After Hours. If Work Order Routing is not defined for After Hours, requests received during that time will simply appear on the Outstanding List to be processed manually. 7

24-Hour Days A Shift can be 24 hours a day by selecting the 24 hr checkbox when setting up or editing the Shift information. Property is Closed If the property is closed for a day, indicate this by leaving the Begin and End fields blank as well as making sure the 24 hr checkbox is not selected. The system will interpret this as property being closed for that day. Holidays If the property will be closed for a holiday or any other day, temporarily change the Regular Hours entries to accommodate this. On the Coverage Hours Settings screen, simply delete any entries for that day and make sure the 24 hr checkbox is not selected. Be sure to change the Regular Hours back to the correct configuration after the holiday has passed. Setting up Shifts 1. Go to Control Panel > Setup > Coverage 2. Click the Property field and select the desired property from the drop-down menu. The Shifts screen is updated to display all shifts associated with the property you have selected; if you have not set up any shifts yet, this list will be empty. 3. Click the Add Shift button. 8

4. A pop-up window will open, allowing you to configure the new shift. 5. Use the Days drop-down lists to select the days that the shift covers. 6. Use the Hours drop-down lists to select the start and end time for the specified days. If this is a 24-hour shift, click the 24 Hours checkbox instead. 7. Click Save to save the shift. note: Dispatching only occurs during coverage hours. Requests dispatched in off hours will appear on the Outstanding list unless after hours routing is required. Change for statutory holidays. Escalation only occurs during coverage hours. Hours are determined by shifts. Shifts cannot overlap. Editing Shifts 1. Go to Control Panel > Setup > Coverage 1. Click the Property field and select the desired property from the drop-down menu. The Shifts screen is updated to display all shifts associated with the property you have selected. 2. Select the shift you want to modify, then click the Edit button. 9

3. In the pup-up window that opens, make any necessary edits. See the Setting up Shifts topic for help in making changes to the fields. 4. Click Save. Deleting Shifts 1. Go to Control Panel > Setup > Coverage 2. Click the Property field and select the desired property from the drop-down menu. The Shifts screen is updated to display all shifts associated with the property you have selected. 3. Select the shift you want to modify, then click the Delete button. 10

4. A confirmation dialogue will open. Click Yes to delete the shift. Note: There must be at least one shift configured for a property. 11

III. Scheduled Work Order Dispatch Options Control Panel > Setup > Dispatch Options About Scheduled Dispatch Options The Scheduled Work Order Dispatch Option provides an opportunity for scheduled work orders to be automatically dispatched ahead of the due date and time. PM Work Orders This optional feature allows work orders to be set to dispatch on a particular day prior to their due date, up to 30 days in advance. You can assign and issue work orders in one step, so you may not have a need for this feature. Your property may also find it useful as a temporary solution; for example, it could be turned on when the Chief Engineer is going on vacation so that assigned work orders would be dispatched in their absence. Note: This option does not eliminate the need to monitor the Home Page. If a Work Order is not assigned, or it is not assigned to someone using an electronic device or e- mail, it will not dispatch. Auto dispatching of PM work orders will only occur if the work order is assigned to someone with an electronic device. If it is assigned to no one, assigned to someone with a printer, or assigned to the wrong person, this will cause some management issues. Turning on this feature does not eliminate the need to continue to manage your ready list on a regular basis. Note: Setting your property to dispatch all work orders 30 days in advance could needlessly overload your mobile devices with daily and weekly work orders. PM Work Order Dispatch Options 1. Go to Control Panel > Setup > Dispatch Options 2. In the Filter section, click the Property field and select the desired property from the drop-down list. 12

3. If required, click the PM Automatic Dispatch checkbox to select it. 4. Click the Day field to select the number of days before the due date that the system should attempt Auto Dispatch. 5. Click Save. 13

IV. Employee Available Hours Control Panel > Building Services > Preventive Maintenance > Employee Available Hrs The Employee Available Hours screen captures the number of available PM and TR staff hours for the next four weeks. The data generated in the Resources Forecast Report is based on these hours, and helps determine whether there are enough staff member resources to complete the work ahead. This feature is particularly useful in large facilities with many Engineers and vendors working, and smaller facilities likely do not require this feature. Weekly data fields for both TR and PM for each property are displayed. Employee available hours for the past three weeks are also displayed. The upcoming four-week entries can be modified. Each week the Employee Available Hours table will be automatically adjusted to allow for entry in the upcoming fourth week. Setting up Available Hours 1. Go to Control Panel > Building Services > Preventive Maintenance > Employee Available Hrs 2. Select the property you want to view using the Property drop-down list. 3. The available hours for the past three weeks are displayed in gray. The available hours for the next four weeks can be modified. 4. To modify employee hours, click the associated TR and PM fields and enter the new number of hours. 5. Click Save. 14

V. Equipment Control Panel > Building Services > Preventive Maintenance > Equipment About Equipment Equipment and/or events that require preventive maintenance must be added to the Equipment List. Later, when creating a PM schedule for a particular piece of equipment, it may be selected from the Equipment List. The selected piece of equipment or event will be linked to the PM Schedule. This means that when there is an update to a piece of equipment, the change will automatically be reflected in all PM schedules that are linked to it. Work orders and schedules that are associated with each piece of equipment can be viewed in the Equipment Profile screen. This feature facilitates updating equipment records. Note: It is necessary to enter equipment before setting up schedules. When adding new equipment, enter descriptive names and/or number pieces of equipment when there are several of the same type. It is not necessary to enter all of the information regarding the equipment at first. Only the name, system and floor need to be added at first; additional information can be added later. Adding Equipment Equipment must be added in order to create schedules. Choose clear and concise names for equipment names as It will be easier to locate equipment when creating schedules. You may wish to create equipment records for scheduled events that are not related to a specific piece of equipment. For example, it may be useful to create an equipment record for things like safety inspections, holiday decorating, landscaping, or other regular work. If your equipment data has been converted from another application to Axis Portal you may find that cleanup is required because other applications use Asset Tag Numbers or other codes as the equipment name. 1. Go to Control Panel > Building Services > Preventive Maintenance > Equipment 15

2. In the Filter section, click the Property field and select the desired property from the drop-down list. 3. Click New Equipment. The Equipment entry screen is displayed. 4. Click the Equipment field and enter the name of the equipment. This is a required field. Avoid using nick-names. 5. Click the System field and select the system for which the equipment is intended. This is a required field. System types are determined at the corporate level. 6. Click the Make field and enter the make of the equipment. 7. Click the Model field and enter the model. 8. Click the Asset/Tag# field and enter this information. a. This field is optional; your company may use asset tags for inventory monitoring. The equipment name should not be an asset tag name. Click the calendar to set a warranty expiry date for the equipment. Warranty expiry information is shown when an on-demand work order is created: these are often repair orders. The Active checkbox is selected by default. No action is needed here when adding equipment. Click the Floor field and select the floor where the equipment is located. This is a required field. PM locations are not always added at the time of setup. All property locations should be entered. Locations are dispatched with the work order. Click the Suite field and select the suite where the equipment is located. Click the Details field and enter any necessary details. Use this field to enter specifics about the equipment like filter sizes, belt sizes, special tool requirements, warranty 16

details, vendor agreement details, etc. This field should not be used for entering historical data or tasks. If you would like to associate gauges with the equipment record, click Save and Continue and follow the steps outlined in Adding Gauges; otherwise, click Save Equipment. There is no auto-save for this screen. Always remember to click one of these buttons before navigating away from this screen when making changes. Note: There may be many articles of identical equipment, and the work on this equipment is generally performed at the same time, and only requires general history. Examples include fire extinguishers and drinking fountains. These kinds of items may not require entering a separate equipment record for each piece of equipment. You may wish to create a Floor called "Various" and locate these such items on that floor. This approach allows you to create one equipment record and one schedule with numerous Items (maximum of 99 per schedule), thereby reducing the amount of required data entry. This approach also generates only one work order with multiple Items, instead of generating many work orders for one job. This practice is recommended only for small-ticket items that are identical and do not require specific history. 17

Attachments Attachments are files which you can upload and associate with a piece of equipment, such as a schematic or other information not contained within the standard equipment description fields. Attachments can be added or deleted at any time, including during the original equipment creation process. The attachment section can be found at the bottom of the equipment editor screen, as shown below. Adding an Attachment 1. To add an attachment, click Add in the attachment section. 2. Click Browse. In the dialogue window that opens, locate the file you wish to upload, and click Open. 3. Files selected for upload must be less than 4 MB in size. 4. Enter a short description of the file in the Description field. 5. Click Upload. The attachment has been added. 18

Editing an Attachment 1. To edit an attachment, click Edit in the attachment section. 2. Modify the description of the file in the Description field. 3. Click Save. The attachment has been added. Deleting an Attachment 1. To delete an attachment, click Delete beside the attachment you would like to remove. A confirmation window will open. 2. In the confirmation window, click Yes. The attachment is now deleted. Copying Equipment A Property may have several pieces of Equipment of the same type, which have minor differences such as their serial number. To expedite entering Equipment, Equipment records can be easily copied. 1. Go to Control Panel > Building Services > Preventive Maintenance > Equipment 19

2. In the Filter section, click the Property field and select the desired property from the drop-down list. 3. Click the name of the equipment to open the record. 4. Click Copy. The Equipment editor is displayed. 5. Click the Equipment Name field and enter the name of the equipment. 6. The system automatically inputs the equipment information. Click the fields and enter new information as needed. 7. Click Save Equipment. The equipment is now saved. 20

Editing Equipment 1. Go to Control Panel > Building Services > Preventive Maintenance > Equipment 2. In the Filter section, click the Property field and select the desired property from the drop-down list. 3. Click the name of the equipment to open the record. 4. Make any necessary changes. 5. Click Save Equipment. 21

Adding Gauges Gauges are associated with a specific piece of equipment. A single piece of equipment can have up to fifty gauges defined for it. Once gauges have been configured, they can be added to any schedules associated with the equipment record. This will create a Gauges section on all future work orders that are generated, allowing users to capture readings from the field. You can also manually add gauge readings through the Readings button on the Equipment Entry Screen. 1. While viewing the Equipment Entry Screen, click Add in the Gauges section. The Create Gauge pop-up interface will be displayed. 2. Enter the gauge name. 3. Select a measurement type from the drop-down list (e.g. Pressure, Temperature, etc.). 4. Select the units (unit of measurement) used by the gauge from the drop-down list. The contents of this list are dependent on what was selected for the measurement type. 5. For the gauge type, indicate whether this is an instantaneous or cumulative gauge. Note: An instantaneous gauge displays the current status of the equipment, such as current temperature or pressure. 22

A cumulative gauge displays usage or status over an interval of time, such as an electrical meter that records total consumption of electricity. 6. You can optionally enter a minimum and maximum value for the gauge. Although minimum and maximum values are displayed on work orders, entering minimum and maximum values does not restrict the range of values which can be entered in a work order; however, it can provide a useful guide for spotting potential issues by indicating the expected operational range of the equipment. 7. Enter a frequency using the drop-down list provided. This field is used to indicate how often the gauge should be checked. Note: the value in this field does not affect the creation of work orders, nor will it cause work orders to be automatically generated. 8. Use the Show Previous Readings drop-down to indicate how many previous readings should be displayed on PM work orders. Up to five previous readings can be displayed. 9. Click the calendar icon beside the Last Calibration Date field to indicate the date when the gauge was last calibrated. This is an optional field. 10. Click Save to add your gauge to the equipment. 11. Next, you have the option to enter previously recorded gauge readings. To add readings now, click Yes, add Readings and then follow the steps below; otherwise, click No, add Readings later and skip to Step 13. 23

12. The popup window will display a list of all recorded readings; as this is a new gauge, this list will be empty. a. To add a new reading, fill in the Add Value field with the new reading, then fill in the Date field by clicking the calendar icon immediately to the right of this field. b. Click Add. Your reading has now been added to the list. c. If you made a mistake in one of the entries, you can click Edit beside the entry to change it. When you are done, click Update. You can also delete an entry by clicking Delete beside the entry. d. Repeat the above steps until all readings have been entered. Click Close when you are done. 13. Click Save Equipment in the Equipment Entry screen to save your gauge. 24

Adding Gauge Readings Gauge readings are stored in the Gauge History, which can be accessed through the Equipment Entry Screen. To access the gauge history: 1. Go to Control Panel > Building Services > Preventive Maintenance > Equipment 2. Click the name of the equipment which has gauge readings that you would like to modify. The Equipment Entry Screen will be displayed. 3. In the Gauges section midway down the screen, locate the gauge you would like to add readings to. Click the Readings button located to the right. A popup window will open, displaying the Gauge History. To add a Reading: 1. From the Equipment Entry screen, fill in the Add Value field with the new reading, then fill in the Date field by clicking the calendar icon. 2. Click Add. Your reading has now been added to the list. 25

3. If you made a mistake in one of the entries, you can click Edit beside the entry to change it. When you are done, click Update. You can also delete an entry by clicking Delete beside the entry. 4. Repeat the above steps until all readings have been entered. 5. Click Close (located at the bottom of the Gauge History pop-up) when you are finished adding entries. In the Equipment Entry screen, click Save Equipment to ensure your changes have been saved. Editing Gauge Readings Gauge readings are stored in the Gauge History, which can be accessed through the Equipment Entry Screen. To access the gauge history: 1. Go to Control Panel > Building Services > Preventive Maintenance > Equipment 2. Click the name of the equipment which has gauge readings that you would like to modify. The Equipment Entry Screen will be displayed. 26

3. In the Gauges section midway down the screen, locate the gauge you would like to add readings to. Click the Readings button located to the right. A popup window will open, displaying the Gauge History. To edit a Reading: 1. From the Equipment Entry screen, click Edit on the right-hand side of the screen. The value can now be edited; change this field to the desired value. 2. Click Update. The modification is now saved. Note: You cannot change the date of a reading. If the date is incorrect, you must delete the entry and then create a new entry with the correct date and value. 3. Click Close (located at the bottom of the Gauge History pop-up) when you are finished editing entries. In the Equipment Entry screen, click Save Equipment to ensure your changes have been saved. Deleting Gauge Readings Gauge readings are stored in the Gauge History, which can be accessed through the Equipment Entry Screen. To access the gauge history: 1. Go to Control Panel > Building Services > Preventive Maintenance > Equipment 2. Click the name of the equipment which has gauge readings that you would like to modify. The Equipment Entry Screen will be displayed. 27

3. In the Gauges section midway down the screen, locate the gauge you would like to delete readings from. Click the Readings button located to the right. A popup window will open, displaying the Gauge History. To delete an entry: 1. From the Gauge History screen, click Delete on the right-hand side of the screen. 2. In the confirmation dialogue that opens, click Yes. The entry is now deleted. Notes: Readings that are associated with a Work Order can be modified but not deleted. 3. Click Close (located at the bottom of the Gauge History pop-up) when you are finished deleting entries. In the Equipment Entry screen, click Save Equipment to ensure your changes have been saved. Deleting Gauges In order to delete a gauge, the Gauge History must be empty. For information on deleting the Gauge History, please refer to Deleting Gauge Readings. Notes: Readings in the Gauge History that are associated with a work order can be modified but not deleted; consequently, you will be unable to delete a gauge which has one or more readings associated with a work order. Gauges which are associated with a schedule cannot be deleted. The gauge must be deleted from the schedule first. See Deleting Gauges from Schedules for more information. 28

To delete a gauge: 1. Go to Control Panel > Building Services > Preventive Maintenance > Equipment 2. Click the name of the equipment which has gauge readings that you would like to modify. The Equipment Entry Screen will be displayed. 3. In the gauges section midway down the screen, locate the gauge you would like delete. Click Delete located to the right. 4. In the confirmation dialogue that opens, click Yes. The Gauge is now deleted. 5. Click Save Equipment to ensure your changes have been saved. Finding Equipment 1. Go to Control Panel > Building Services > Preventive Maintenance > Equipment 2. In the Filter section, click the Property field and select the desired property. The equipment for that property is displayed. 3. By default, only active equipment is displayed. To view all or inactive equipment, click the Include field and select the desired option from the drop-down list. 29

4. To search for equipment by warranty status, select All, Any Date, Not Expired or Expired from the Warranty drop-down list. 5. To search for equipment by name, enter all or part of the name of the desired equipment in the Find Equipment field and press <Enter> on your keyboard. Deactivating Equipment Equipment cannot be deleted; however, it can be made inactive. Over time, it may be necessary to deactivate records for Equipment that is being decommissioned. To deactivate Equipment: 1. Go to Control Panel > Building Services > Preventive Maintenance > Equipment 2. In the Filter section, click the Property field and select the desired property from the drop-down list. 3. Click the name of the equipment. The Equipment entry screen is displayed. 4. Any schedules or work orders associated with this piece of Equipment can be displayed at the bottom of the screen. To view the schedules or work orders, click in the desired section. 30

5. The Active checkbox is selected by default. Click the checkbox to clear it. The system returns a pop-up box to suggest a review of the PM Schedules for this equipment. 6. Click Yes continue. 7. Click Save Equipment. The equipment is now inactive. Notes: When Equipment is deactivated, associated Schedules and Work Orders will continue to function. If Work Orders are no longer required, Schedules must also be deactivated. Outstanding Work Orders associated with deactivated equipment may also be cancelled. 31

Equipment rendered inactive will no longer appear in the Equipment Picker and Find Equipment lists. Inactive Equipment will still appear in related Reports. Reactivating Equipment 1. Go to Control Panel > Building Services > Preventive Maintenance > Equipment 2. In the Filter section, click the Property field and select the desired property. The equipment for that property is displayed. 3. Click the Include field and select Inactive from the drop-down list. 4. Click the name of the equipment that you would like to reactivate. The Equipment screen will be displayed. 5. Click the Active checkbox to select it. 6. Click Save Equipment. The equipment is now active. 32

VI. Schedules Control Panel > Building Services > Preventive Maintenance > Schedules About Schedules Preventive Maintenance generates and dispatches work orders based on defined schedules. These schedules are called PM schedules and must be created in the system in order for work orders to be generated. Only active schedules generate work orders. Equipment and events are entered into the system, as well as all tasks related to the equipment/events. These two areas are then compiled together by creating schedules. Types of Schedules There are two different Schedule Types: Fixed and Floating. 33

Equipment and tasks must be added in order to create a schedule. Give the schedule a meaningful title. The contents of the work order Title field determines the title of the actual work order that will be generated. Adding Single-Task Schedules 1. Go to Control Panel > Building Services > Preventive Maintenance > Schedules 2. In the Filter section, click the Property field and select the desired property. 3. Click New Schedule. 4. Click the Schedule Title field and enter a title for the schedule. 5. Click the WO Title field and enter a title for all subsequent work orders generated from this schedule. Notes: You can copy and paste the title from the schedule Title field if you wish. Avoid using nick-names for the work order title to ensure that all work orders are easily identifiable. Alternatively, if all Tasks have been added and saved to this schedule, click the icon and the system will enter the name of the longest period task listed on the schedule. 6. Click the Equipment field and select the related equipment from the drop-down list. The system automatically enters the floor and suite into the schedule based on the equipment selected. 34

7. Click the Assigned To field and select the employee or vendor. This field is optional. It is not recommended for properties where employees and vendors change often. Assignment can also be selected once the work order is generated. 8. Click the Priority field and select a level of priority for this schedule, with 1 being high, and 5 being low. 9. If subscribers should be notified of missing values for work orders associated with this schedule, click the Notify On checkbox to select it. Refer to the employee profile when setting up notifications. 10. If auto-dispatch is being used for this property, you have the option to use the default setting (as entered on the Dispatch Options screen) or enter another setting for this particular schedule. If auto-dispatch is not turned on, this area is grayed out. 11. To use the property setting: a. Ensure a property setting is selected from the Dispatch Options dropdown. b. Click the Time fields and select the time of dispatch. 12. To override the property setting for this schedule: a. Select Using Schedule Setting from the Dispatch Options drop-down. b. Click the Day field and select the number of days before the Due Date that this Schedule should be dispatched. You can select up to 30 days in advance; however, if this is a daily or weekly schedule, be aware that the higher the number of days selected, the more mobile devices may be overloaded with work orders. c. Select the Time fields and set the time of dispatch. 13. Click the Base Task field and select a task to associate with this schedule. The base task determines frequency of work order generation, therefore, the task that is done the most frequently must be entered as the base task. See Tasks for more information. Note that the trade associated with the selected task is entered by the system. 14. Click the Estimated Time field and select the approximate time that this schedule will take to complete. This is a mandatory field which relates to reports. 15. Click the Schedule Type field and select the type of schedule. See Types of Schedules for more information. 35

16. If the Schedule is seasonal, click the Seasonal checkbox to select it. Click the Start and End Date fields to select the dates which define start and end of the Season. Note: 1. Seasonal - If tasks are to be completed only during a certain time of the year, specify the time by entering the start and end of the season. work orders will only be generated if the next scheduled date falls within the defined season. 2. If the next scheduled date falls outside of the season, Angus AnyWhere will adjust the date to the start date of the next season. 17. Click the Period Type field and select the period type. Depending on the period type selected, click the Time and Date fields and select this information. Tasks can be assigned up to 10 years out (120 months). 18. Click Save Schedule. The schedule is saved, and all associated work orders are regenerated. Multi-Task Schedules The Multi-Task feature allows for the creation of fixed Schedules which generate work orders containing multiple Tasks for the same piece of Equipment, falling on the same due date. PM schedules with multiple tasks are mostly beneficial in their ability to consolidate numerous activities into one assignment, thereby eliminating the need for the generation of multiple work orders for multiple activities falling on a common due date. 36

Each PM schedule can be associated with up to five tasks. The list of tasks must have one main task, called the base task. Any additional tasks are layered on top of the base task. Because the additional tasks are layered on top of the base task, the system can calculate common due dates between tasks. This means that the next scheduled dates will automatically be presented to the user for each new task, ensuring synchronized execution of tasks, even if each of their respective frequencies or periods differs from all others. Related tasks can be easily coordinated, reducing the need for the user to manually schedule and manage interrelated task assignments. To Add Multi-Task Schedules: 1. Follow steps 1-17 in Adding Single Task Schedules. 2. Click Save and Continue (as opposed to Save Schedule). Additional schedule sections are displayed. 3. In the Schedule Task section, click Add. The Schedule Task editor is displayed. 4. Click the Task field and select a task from the drop-down list. Note that the trade associated with the task is entered by the system. o Tasks already used in the schedule will not appear on this list. You cannot reuse the same task within the same schedule. 5. Click the Multiplier field and select a period from the drop-down list. This determines how often the Task appears on the work order determined by the base task. a. For example, if the base task is monthly and this task is quarterly, the multiplier would be 3, meaning the task appears on every third work order. If base task is weekly, and this task is quarterly, the multiplier would be 12, meaning the task appears on every twelfth work order. For more information, see the Period Multiplier and Offset topic. 6. Click the Offset field and select a period from the drop-down list. This determines the first time the task is to appear on the work order. Notes: 0 = no offset, or now 1 = offset by one work order, or one work order from now 2 = offset by two work orders, or two work orders from now For more information, see the Period Multiplier and Offset topic. 37

7. In the Est. Minutes fields, select an estimated time from the drop-down lists if different from the one initially set when the task was entered. 8. Click Save. The task is now added to the schedule. To add an additional task, repeat the above steps. Up to 5 tasks can be entered into a schedule. Notes: A fixed schedule can have up to 5 Sub-Tasks. For more information, see the Period Multiplier and Offset topic. Adding Tasks to Existing Schedules 1. Go to Control Panel > Building Services > Preventive Maintenance > Schedules 2. Locate the schedule you want to add tasks to, and click the schedule ID. The Schedule is displayed. 38

3. In the Schedule Task section, click Add. The Schedule Task editor is displayed. 4. Click the Task field and select a task from the drop-down list. Note that the trade associated with the task is entered by the system. 5. Click the Multiplier field and select a period from the drop-down list. This determines the frequency with which the task appears on the work order determined by your base task. 6. Click the Offset field and select a period from the drop-down list. This determines the first time the task is to appear on the work order. (0 = no offset, 1 = offset by one work order, 2 = offset by two work orders.) 7. In the Est. Minutes fields, select an estimated time from the drop-down lists if different from the one initially set when the task was entered. 8. Click Save. The task is now added to the schedule. To add an additional task, repeat the above steps. Up to 5 tasks can be entered into a schedule. Notes: A Fixed Schedule can have up to 5 Sub Tasks. Adding Gauges to Schedules For equipment which has one or more gauges associated with it, you can specify which gauges (if any) should be read when a scheduled PM Work Order is issued. Adding gauges to a new schedule 39

1. Follow steps 1-17 in Adding Single Task Schedules. 2. Click Save and Continue. Additional schedule sections are displayed. 3. In the Schedule Gauge section, click Add. A pop-up window will open, displaying a list of all gauges which are associated with the specified equipment. 4. Place a check mark beside each gauge which will require a reading to be taken. To add all gauges, place a check mark in the heading at the top of the list. 5. Click Add. The gauges you have selected have now been added to the schedule. 6. In the Edit Schedule section, Click Save Schedule to save your changes. 40

Adding gauges to an existing schedule 1. Go to Control Panel > Building Services > Preventive Maintenance > Schedules 2. Using the Property drop-down list, select which property the schedule is associated with. 3. Click the Schedule ID associated with the schedule you want to edit. The schedule is displayed. 4. In the Schedule Gauge section, click Add. A pop-up window will open, displaying a list of all gauges which are associated with the specified equipment. 5. Place a check mark beside each gauge which will require a reading to be taken. To add all gauges, place a check mark in the heading at the top of the list. 6. Click Add. The gauges you have selected have now been added to the schedule. 41

7. In the Edit Schedule screen, Click Save Schedule to save your changes. Deleting Gauges from Schedules 1. Go to Control Panel > Building Services > Preventive Maintenance > Schedules 2. Using the Property drop-down list, select which property the schedule is associated with. 3. Click the Schedule ID associated with the schedule you want to edit. The schedule is displayed. 4. In the Schedule Gauge section, Click the Delete button beside the gauge you would like to remove from the list. 5. In the confirmation dialogue that opens, click Yes. 6. In the Edit Schedule screen, Click Save Schedule to save your changes. Adding Items to Schedules Items describe a collection of equipment items that must be attended to in a schedule. Each schedule can have a maximum of 99 Items. Items are useful in situations where identical work is performed on multiple pieces of equipment, such as fire extinguishers or fire alarms. Each item that appears in a work order generated from a PM schedule can be marked as Pass or Fail by the person completing the work order. Items may be created, edited, or deleted from within a PM Schedule. For each item, a space is provided to enter an ID or tag number, location and type. When creating Items, it is recommended that they be given meaningful names and descriptions in the fields provided. This makes it easier for an Engineer using a handheld device to locate the Item and thus facilitate the process of completing the specified task(s). 42

To add Items to Schedules: 1. Go to Control Panel > Building Services > Preventive Maintenance > Schedules 2. Click the name of the schedule to which Items will be added. 3. Select Edit This Schedule from the pop-up menu. 4. In the Schedule Item section, click Add. The Schedule Item editor is displayed. 5. Click the ID field and enter an ID for the Item. 6. Click the Location field and enter the location of the Item. 7. Click the Type field and enter a description of the type of Item. 8. Click Save. The Item is added to the schedule. Notes: Note that readings cannot be entered for Items, therefore Items should not be used in schedules where individual equipment readings are required. Items are typically used for equipment such as fire extinguishers, flow switches, drinking fountains, etc. Editing Schedules 1. Go to Control Panel > Building Services > Preventive Maintenance > Schedules 2. Locate the desired Schedule. See Finding Schedules for more information. 3. Click the name of the schedule to which Items will be added. 43

4. Select Edit This Schedule from the pop-up menu. 5. Make any necessary changes to the Schedule. See Adding Single-Task Schedules for more information. 6. Click Save Schedule. Copying Schedules When there are multiple Schedules that are alike you can copy a Schedule and it's associated Tasks to another Schedule. To copy a schedule: 1. Open the desired schedule. 2. Open the Copy Schedule editor. 3. Click the Schedule Title field and enter a title for the schedule. 44

4. Click the equipment field and select the desired piece of equipment from the drop-down list. 5. Click Copy. The schedule is now displayed on the schedules screen. Finding Schedules 1. Go to Control Panel > Building Services > Preventive Maintenance > Schedules 2. In the Filter section, click the Property field and select the desired property from the drop-down list. By default, Active Schedules are displayed. 3. To view all or inactive schedules, click the Include field and select the desired option from the drop-down list. 4. All or part of a schedule name can also be entered in the Find Schedule field. 5. Click Search. The search results are displayed. Deleting Schedules Schedules cannot be deleted; however, they can be made inactive. See Deactivating Schedules for more information. Deactivating Schedules Schedules that are no longer required can be deactivated. Inactive Schedules do not generate Work Orders. 45

To deactivate Schedules: 1. Go to Control Panel > Building Services > Preventive Maintenance > Schedules 2. Locate the desired schedule. See finding schedules for more information. 3. Click the number of the schedule. The equipment entry screen is displayed. 4. Any schedule tasks or schedule items associated with this schedule can be displayed at the bottom of the screen. To view the schedule tasks or schedule items, click the in the desired section. 5. The Active checkbox is selected by default. Click the Active checkbox to clear it. Notes: 6. The system returns the message displayed below. If schedules need to be reviewed, click No. If the schedule can be deactivated, click Yes. 7. Click Save Schedule. The Schedule is now inactive. 46

Deactivating a Schedule does not cancel work orders that have already been generated or issued. Inactive schedules do not generate work orders. 47

VII. Tasks Control Panel > Building Services > Preventive Maintenance > Tasks About Tasks Tasks describe the actual work that needs to be done for a piece of equipment. Like equipment, tasks are linked to PM schedules and any changes made to a task are reflected in all PM schedules linked to it. Period Multiplier and Offset When adding new Tasks, two parameters of particular importance are to be specified: Period Multiplier and Offset. The Period Multiplier is the frequency of the Task, relative to the Base Task. The Period Multiplier must be a whole number; therefore, added Tasks can only be of equal or greater period length than the Base Task. The Offset field allows due dates for Tasks to be offset in order to reflect when the Task should appear on a Work Order. Examples These examples use January as the initial start date for a schedule. Relative offsets are denoted by numbers shown in the base task row. The offset value will be relative to the start date of your schedules. For example, if a schedule were to start in July, then July would have an offset value of zero. Zero equals the first base task work order issued. 48

Example 1 Monthly, Quarterly, Semi-Annual, and Annual tasks are aligned and issued starting with the initial monthly work order issued. Example 2 First Quarterly task will appear on the third work order generated. Semi-annual task will be included 3 work orders after the Quarterly. First Annual will appear with the 12th work order issued within the cycle. 49

Example 3 The Base Task will appear every 2 months. The Semi-annual task will be included three work orders after the first base task. The Annual task will be included 6 work orders after the first base task. Adding Tasks 1. Go to Control Panel > Building Services > Preventive Maintenance > Tasks 2. In the Filter section, click the Property field to select the desired property. 3. Click New Task. 4. Click the Task Name field and enter the name of the task. a. It is important to establish a naming convention for rasks. Some companies name them by system classification, some by duration so they all sort together logically for your particular environment. 5. Click the Trade field and select the trade responsible for performing this task. 6. In the Rec. Period field, click the fields to select the time frame and type of period. 50

a. The system requires you to select the type of period first, for example, days, weeks, months. Then select the time frame. 7. In the Estimated Time field, click the drop-down lists to select the estimated time. 8. If needed, click the Instructions field and enter any instructions for this task. a. If you are using Task Lines you may wish to leave this field blank, or use for another purpose such as company policy details (i.e. safety equipment must be worn, or tenants must be given 24 hours notice prior to equipment shut-down). 9. If there are no Task Lines associated with this task, click Save Task. Notes: 9. Choose descriptive and meaningful names for tasks to give Engineers in the field an overview of the required work. 10. Tasks can be used for multiple pieces of equipment. 11. Name tasks so that they sort together. Copying Tasks Tasks are defined at the property level and are defined for the PM program by the chief engineer of the property. Many of these are common industry standard practices. Those working with multiple properties can take advantage of the Copy Tasks feature by copying tasks between properties. Also, within a property, some tasks are very similar. These tasks can be copied and modified as needed. 51

To copy Tasks to other Properties: 1. Go to Control Panel > Building Services > Preventive Maintenance > Tasks 2. Locate the desired task. See Finding Tasks for more information. 3. Click the name of the task; the task screen appears. 4. Click in the Copy Task section to expand it. 5. By default, the existing task name is entered. If the name of the task needs to be different for the property that the task is being copied to, click the Task Name field and enter the name. 6. Click the To Property field and select the property from the drop-down list. 7. Click Copy. The Task is copied to the selected property. Editing Tasks When editing tasks, keep in mind that changes affect future work orders, not work orders that have already been completed using the original task. To edit Tasks: 1. Go to Control Panel > Building Services > Preventive Maintenance > Tasks 2. Locate the desired task. See Finding Tasks for more information. 3. Click the name of the desired task. The Task screen is displayed. 52

4. Make any necessary changes to the task. See Adding Tasks for assistance. 5. Click Save Task. Finding Tasks 1. Go to Control Panel > Building Services > Preventive Maintenance > Tasks 2. In the Filter section, click the Property field and select the desired property. The tasks for that property are displayed. 3. By default, active tasks are displayed. To view all or inactive tasks, click the Include field and select the desired option from the drop-down list. 4. To search for a task by name, enter all or part of the name of the desired task in the Find Task field and press <Enter> on the keyboard. 53

Deactivating Tasks Tasks that are no longer needed can be deactivated. To deactivate Tasks: 1. Go to Control Panel > Building Services > Preventive Maintenance > Tasks 2. Locate the desired task. See Finding Tasks for more information. 3. Click the name of the task. The Edit Task screen is displayed. 4. Any Schedules associated with this Task can be displayed at the bottom of the screen. To view the Schedules, click in the Schedules section. 5. The Active checkbox is selected by default. Click the Active checkbox to clear it. The system returns a pop-up box displaying a message to suggest a review of the PM schedules for this task. 54

6. Click Yes. 7. Click Save Task. The Task is now inactive. Notes: Schedules and work orders associated with deactivated tasks will continue to function. If work orders should no longer be issued for the deactivated task, any associated schedules must also be deactivated, or modified to remove the task prior to deactivation. Associated outstanding work orders may also be cancelled if necessary. 55

Task Lines About Task Lines Task Lines are the associated steps of a task. Task Lines prompt the Engineer to make checks or take readings of equipment. Task Lines are included on the work order that is transmitted to Engineer's RIM BlackBerry or Palm Handheld. If you are creating multi-task schedules, keep in mind that you do not need to duplicate Task Lines in the tasks that are included in multi-task schedules, because they are included in the tasks. If your data has been converted from another application you may find that clean-up is required for Task Lines because task details are often interpreted as lines of text. There are three types of task lines: Reading: Select this option if the Task Line requires a reading from equipment, such as pressure readings, meter readings, or inventory counts. Checking: Select this option if the Task Line requires an equipment check. This is the most commonly used type of Task Line. Text: Select this option if the Task Line requires additional detailed information or instructions. Adding Task Lines 1. Go to Control Panel > Building Services > Preventive Maintenance > Tasks 2. In the Filter section, click the Property field to select the desired property. 3. Click the name of the desired task. The Task screen is displayed. 56

4. In the Task Line List section click Add. The Task Line editor is displayed. 5. Click the Details field and enter the details of the Task Line. 6. Click the Type field and select the type of task to be performed. See About Task Lines for assistance in making this selection. 7. Click Save. The task will be added to the Task Line List. Notes: A task can have up to 99 Task Lines. If you are creating multi-task schedules, keep in mind that you do not need to duplicate Task Lines in the Tasks that are included in multi-task schedules, because they are included in the tasks. 57

Editing Task Lines 1. Go to Control Panel > Building Services > Preventive Maintenance > Tasks 2. In the Filter section, click the Property field to select the desired property. 3. Click the name of the desired task. The Task screen is displayed. 4. In the Task Line List section, locate the desired Task Line and click Select. Note that the selected task now has a blue background. 5. Click Edit. The Task Line editor is displayed. 6. Make any necessary changes to the Task Line. See Adding Task Lines for assistance. Click Save. The Task Line is saved. 58

Organizing Task Lines To assist Engineers in completing tasks, you can organize the Task Lines in the order in which they are to be completed. To Organize Task Lines: 1. Go to Control Panel > Building Services > Preventive Maintenance > Tasks 2. In the Filter section, click the Property field to select the desired property. 3. Click the name of the desired task. The Task screen is displayed. 4. In the Task Line List section, locate the desired Task Line and click Select. 59

5. Click Up or Down to move the Task Line Accordingly, or, if you need to remove the selected task line, click Delete. 60

VIII. Using Preventive Maintenance About PM work orders When maintenance is required for equipment, a work order provides maintenance staff with information on the required task, where the equipment is located, and when the task is due. When a work order is dispatched, the maintenance staff can view the work order on their handheld device, perform the necessary work and send the completed information back to the system. Work Order States There are four states for PM work orders: Ready, Issued, Completed, and Cancelled. You can view work orders grouped by state on the work order List screen. Simply click the status field in the Filter section and select a state from the drop-down list. Ready The Ready state indicates that the work order is ready to be issued. This setting allows administrative staff to review and make any necessary changes to the Schedule or Tasks before dispatching the work order. Issued The Issued state indicates that the work order has been issued. Once issued, work orders cannot be changed. Schedules and Tasks can be modified to affect the next work order. 61

Issued work orders can, however, be reissued and reassigned. This can be useful in the event of staff turnover or staff workload issues. You can reissue either electronically dispatched or printed work orders and according to who they are reissued and reassigned, they may move from one list to another. Re-issuing a work order does not delete or "pull back" the previously issued work order, resulting in two electronic copies in the system. In cases where re-issuing is performed from one active tradesperson to another, the original tradesperson will have to be alerted. Completed The Completed state indicates that the work order has been completed. work orders remain on the Completed list for 30 days from the date of completion. Flags for missing values are only visible on the Completed list if they are active in the Schedule. A list of Completed work orders is available via the PM Work Order List Report. Cancelled Work orders are automatically cancelled when a more recently issued duplicate work order becomes is due. Work orders that are Ready, Issued, or Completed can also be manually cancelled. For example, you may need to manually cancel a work order if a duplicate one is in circulation, or if the Schedule needs to be made inactive, or if equipment is out for repair. 62

IX. PM Work Order Types There are two types of Work Orders in the Angus AnyWhere PM System: Scheduled and Demand. The majority of work orders will be Scheduled. Demand work orders are only created when there is unplanned maintenance that needs to be recorded in the system. Scheduled Work Orders Scheduled work orders are generated regularly and are based on PM schedules. Work orders from schedules are shown for the next year. Fixed period work orders are automatically cancelled by the system if and when they go one period overdue. Demand Work Orders Demand work orders are work orders that are created in response to an unplanned need for service. Demand work orders can be created before or after the actual work is complete. When a demand work order is created, it has a status of ready. It can be reviewed and modified just like a Scheduled work order. A Demand Work Order can remain with a Ready status indefinitely if it is not dispatched. Consequently, if a Demand Work Order is not dispatched, it must be manually completed or cancelled. 63

X. Demand Work Orders Control Panel > Building Services > Preventive Maintenance > PM Work Order List Demand Work Orders are Work Orders that are created in response to an unplanned need for service, such as repairs. Demand Work Orders can be created before or after the actual work is complete. Creating Demand Work Orders 1. Go to Control Panel > Building Services > Preventive Maintenance > PM Work Order List 2. In the On Demand section, click New Work Order. The New Work Order page will open. 3. Click the Task Name field and enter the Task name. 4. Click the Instructions field and enter any instructions. 5. Click the Property field and select the property from the drop-down list. 6. Click the Equipment field and select the equipment from the drop-down list. Note that the Floor, Suite, System, and Warranty Expiry (if present) are automatically entered by the system. 7. Click the Trade field and select the type of trade. 8. Click the Estimated Time fields and select the time. 9. Click the Assigned To field and select an employee. 64

a. You can also leave this field blank and assign the Work Order once it is generated and displayed on the Ready list. 10. By default, the Date Due is today's date. If the date needs to be changed, click the Date Due field and enter the date, or click the calendar icon and select the date from the calendar. 11. Click the Priority field and select the priority level. 12. Click Save Work Order. The system returns you to the PM Home Page, where you will see your Work Order displayed in the On Demand section. You can now assign and issue it as you would with a Scheduled Work Order. 65

Creating Demand Work Orders from a Completed Work Order 1. Open the desired completed Work Order. See the Finding PM Work Orders topic for more information. 2. Click Demand W.O. located at the bottom of the screen. The New Work Order page will open. 3. Click the Task Name field and enter a name for the task. 4. The Instructions field contains the Closure Notes from the completed work order. You can change these instructions as required. 5. By default, the work order is attached to the original property and piece of equipment. If the property needs to be changed, click the Property field and select the property. If the equipment needs to be changed, click the Equipment field and select the equipment. For example, if you are working on a heat pump which requires a repair to a specific piece of equipment, you can select it in the Equipment field. 6. Click the Trade field and select the trade. 7. Click the Estimated Time fields and select the time. 8. Click the Assigned To field and select an employee or vendor. 9. By default, the Date Due is set to today's date. If this needs to be changed, click the Date Due field and enter the new date, or click the calendar icon and select the date from the calendar. 10. Click the Priority field and select a priority level. 66

11. Click Save Work Order. The Work Order Ready List is displayed. The demand work order entered is now ready to be issued. Assigning Work Orders Work Orders must be assigned in order to be issued. Demand Work Orders can be assigned when they are created. Scheduled Work Orders can be assigned when the Schedule is created. Work Orders that are not assigned can be assigned from the Work Order lists. PM Work Orders that are not assigned or are assigned to an Employee without a Device (ex. Device is set to Printer or None), will appear on the On Demand list when a dispatch is attempted. To assign a Work Order: 1. Click the checkbox beside the desired Work Order to select it. 2. Click the Assign Select Work Orders To: field and select the desired Employee or Vendor from the drop-down list. 3. Click Assign. The Work Order is now assigned. 67

Notes: To assign and issue the Work Order in one step, complete the steps above and click Assign & Issue. Issuing and Re-Issuing PM Work Orders When a Scheduled Work Order is generated or a Demand Work Order is created, it is in a Ready state. Ready Work Orders can be automatically dispatched or, if necessary, can be reviewed and Schedules and Tasks can be modified before they are dispatched to the assigned employee. If the Work Order is not assigned to an employee on the associated PM Schedule, it can be assigned to someone on the Ready List. When Work Orders are issued, they are displayed on the Issued list for the Property. Work Orders are either issued electronically or printed. The Issued List contains two groups: Electronically Dispatched and Printed. It is the Primary PM device type that determines whether the Work Order will be moved to the Electronically Dispatched group or the Printed Group. Any Work Orders that are 68

issued via Printer will be rendered in a print window for direct printing to any of your local printers. Electronically Issued Work Orders display the Pending icon until they are properly received. Work Orders may not be properly received in situations such as when Work Orders are dispatched outside of business hours, if a handheld unit is out of range, or if an Engineer deletes the email prior to it being received in the Angus AnyWhere on their unit. To Issue a Work Order: 1. Locate the desired Work Order. See the Finding PM Work Orders topic for more information. 2. Click the checkbox beside the desired Work Order to select it. 3. Click Issue Selected. The Work Order is issued according to the Employee's setup. If the Work Order is being printed the Summary screen is displayed and the Print window opens. Click Return to Work Order List in the top right corner of the Summary screen when printing is complete. Automatically Issuing Work Orders Work Orders can be automatically dispatched from the Ready list. In order for automatic issuing of Work Orders to take place, the following settings must be made: Scheduled Work Order Dispatch Options must be enabled, see Dispatch Options for more information. Coverage Hours have been set up for the property, see About Coverage Hours for more information. Schedules have been pre-assigned to an Employee or Vendor. See Assigning Work Orders for more information. 69

The assigned Employee and/or Vendor has been set-up to include electronic devices. See About Employees or About Vendors for more information. Re-Issuing and Re-Dispatching a Work Order Re-Dispatch First, locate the Employee Profile for the Engineer who should receive the Work Order (Engineer A), remove their e-mail address from their profile, and save. Then, locate the Employee Profile for the Engineer who should not receive the Work Order (Engineer B), and replace their address with Employee A's address, save, and re-issue. Then return to each Employee Profile and re-enter the correct e-mail addresses. Proper management of your Ready list ensures that this will be a rare occurrence. Re-Assign and Re-Issue Issued PM work orders can be reassigned and reissued. This is helpful when work needs to be reassigned due to staff turnover or staff workload issues. You may select a group of work orders to reassign in one easy step. The separation of printed and electronically dispatched work orders allows for selective application of the Re-Assign and Re-Issue function. Reissued work orders may move automatically from the Electronic Dispatch list to the Printed list, depending upon the device type of the new recipient. This will be done automatically. Reissuing a work order does not automatically cancel the first issued work order. Be aware that there may be two copies of the work order, each one capable of being completed. 70

To Re-Dispatch a Work Order: 1. Select Work Order List from the Preventive Maintenance menu. 2. Click the Status field and select Issued from the drop-down menu. 3. Click the checkbox beside the desired work order to select it. 4. Click Redispatch Selected. The work order is re-dispatched. To Re-Assign and Re-Issue a Work Order: 1. Select Work Order List from the Preventive Maintenance menu. 2. Click the Status field and select Issued from the drop-down menu. 3. Click the checkbox beside the desired work order to select it. 4. Select an employee/vendor to reassign and reissue the work order to. 5. Click Reassign & Reissue. A warning dialog pop-up is displayed. 71

6. Click Yes. The work order is re-issued. Notes: Re-issuing a work order does not delete or recall the previously issued work order, resulting in two electronic copies in the system. In cases where re-issuing is performed from one active tradesperson to another, the original tradesperson will have to be alerted. 72

XI. Completing PM Work Orders Preventive Maintenance enables Engineers to update Work Orders from the field using a handheld device or directly within Axis. To Complete a Work Order in Axis 1. Open the desired Work Order. See the Finding PM Work Orders topic for more information. 2. Click Complete W.O. The Work Order Task and Work Order Closure editors are displayed. 3. By default, the system displays the Employee or Vendor to whom the Work Order was originally assigned in the Completed By field of the Work Order Task section. If the work was completed by another Employee or Vendor, click the Completed by field and select the desired Employee or Vendor. 4. Click the Time Spent fields and select the hours and minutes. 5. If the Task has Task Lines, click the Value checkbox for each completed Task Line. 6. If the Tasks were completed by another Employee or Vendor, click the Completed by field and select the desired Employee or Vendor. 7. Click the Time Spent fields and select the hours and minutes for any additional Tasks in the Work Order. 8. In the Work Order Closure section, by default, the Date Completed is today's date. If the date needs to be changed, click the Date Completed field and enter the new date, or click the calendar icon and select the new date from the calendar. 9. If the Work Order needs to be reviewed by a supervisor for any reason, click the Notify Supervisor checkbox to select it. 73

a. Employees who have Call Attention Notification turned on in their Employee Profile will receive this notification. Contact Axis Support to set this up. 10. If there are Closure Notes, click the Closure Notes field and enter the information. 11. Click Save Work Order. See Creating a Demand Work Order from a Completed Work Order for detailed instructions on Demand Work Orders. a. If Notify on Missing Values is turned on for this piece of Equipment, Employees who have the Missing Values Notification turned on in their Employee Profile will receive an e-mail for any Missing Values. Finding PM Work Orders Work Order Lists 74

There are two methods of accessing Work Order lists: 1. Select Preventive Maintenance Home from the Home menu. 2. Select PM Work Order List from the Preventive Maintenance menu. By default, the Work Orders automatically displayed on these pages are in the Ready state. To select another Work Order state to be displayed, click the Status field and select the status from the drop-down list. Work Orders in the following states can be displayed: Ready: Work Orders that are ready to be issued are displayed on this list. Issued: Work Orders that have been issued are displayed on this list. Work Orders that are pending display the icon. Completed: Work Orders that have been completed are displayed on this list. Work Orders that require a supervisor to be notified display the icon. Work Orders that have Missing Values display the icon. Cancelled: Work Orders that have been cancelled are displayed on this list. Work Orders that have been automatically cancelled display the icon. By default, the Work Orders automatically displayed on these screens are for the next two weeks. To select another time period to be displayed, click the Preview for Next field and select another number of weeks from the drop-down list. Using Work Order Filters In addition to the Property filter, the Building filter can be used to filter PM work orders by building in addition to Property. For properties with multiple buildings, this filter allows Engineers to selectively narrow the list of work orders. Building filters remain in place until the user leaves the work order list. The newly added Equipment filter will display the equipment according to any building chosen in the Building filter. 75

PM work order lists can now be further filtered further by Trade, Equipment, Priority and Assigned To, allowing Engineers to deal with similar groups of work orders. These additional filters are accessed by expanding the optional filter panel. The filters are applied by clicking Apply and can be cleared by clicking Clear. These filters apply to all work orders, where Trade, Priority and Assigned To filter by the selected Property and the Equipment filters by any selected Building. The columns corresponding to the filters sort through the work order list, where the Priority column sorts by all priority levels as well as individual levels from 1 to 5 and priority groups 1-2, 1-3, and 1-4. Sorting Work Order Lists Work Order Lists can be sorted to facilitate locating Work Orders. To sort a Work Order list, simply click the heading of the desired criteria and the list is sorted. The lists sort first in ascending (lowest to highest) order, click the heading a second time to sort in descending (highest to lowest) order. Work Order lists can be sorted by the following criteria, as displayed across the top of each Work Order list: Advanced Search 1. If you do not know the Work Order number, you can use the Advanced Search. 2. Click Advanced from the Search menu, and select PM Work Orders. The PM Work Order Search screen is displayed. 3. Enter any available information about the Work Order. 4. Click Search. The Work Order is displayed. 76

Reprinting Work Orders Work Orders that have been dispatched to a printer may need to be re-printed. To Reprint a Work Order: 1. Select Work Order List from the Preventive Maintenance menu. 2. Click the Status field and select Issued from the drop-down menu. 3. Click the checkbox beside the desired Work Order to select it. 4. Click Reprint Selected. The Work Order is re-printed. Cancelled PM Work Orders Auto-Cancelled Work Orders Work orders are auto-cancelled when the next duplicate work order from the schedule is due. When the virtual work orders are created from a schedule, a cancellation date is determined for each work order, which is the due date plus one period. For example, if a work order is due on January 1, it appears on the list on December 15, because by default, the system displays it 14 days in advance. If it is not 77

completed by February 1 when the next one is due to be completed, the system auto-cancels the one dated January 1. Auto-cancellations are processed overnight. Auto-cancelled work orders are listed on the Cancelled Work Orders list. Cancelling a Work Order Work Orders that are Ready, Issued, or Completed can also be manually cancelled. 1. Open the desired work order. See the Finding PM Work Orders topic for more information. 2. Click Cancel W.O. The Work Order Closure editor is displayed. If the cancelled date needs to be changed, click the Date field and enter the date. Or click and select a date from the calendar. 3. By default, the employee or vendor who the work order is assigned to is selected in the Closed By field. If another employee or vendor is closing the work order, click the Cancelled By field and select the employee or vendor from the dropdown list. 4. If there are any cancellation notes, click the Closure Notes field and enter the information. 5. Click Save Work Order. The work order is now cancelled and appears on the Cancelled list. 78