FAMAS Inventory User Manual

FAMAS Inventory User Manual Page 1 of 23

1. Introduction The purpose of this document is to introduce the operator to the Inventory section of FAMAS (Florida Air Monitoring and Assessment System). The FAMAS Inventory is developed to aid primarily AMS CMR personnel and to a lesser extent site operators in daily operations. a. AMS CMR Shop Personnel Maintains a property tracking database within AMS and at sites statewide Maintains the Parts inventory database Creates and tracks Work Orders b. Site Operators Review AMS CMR Inventory records for their sites Initiate Work Orders requesting support from AMS CMR Track work orders from inception to completion. c. Others Read only review of all the above 2. Security Security is based on access through FAMAS. You must have a FAMAS User ID before you can be granted access to the FAMAS Inventory. In addition to privileges provided thru the normal FAMAS program, you have additional privileges for FAMAS Inventory. a. Administrators Administrators have unlimited access to all areas within the FAMAS Inventory program. Administrators can assign any FAMAS user to any of the four categories. This level should be limited to trained AMS CMR Shop personnel. b. Editors Editors will have view only access with the following exception; the creation and completion of Work Orders. Page 2 of 23

c. Browsers Browsers will have view only access to the FAMAS Inventory database. d. Users No access at all to the FAMAS Inventory database. This list is the entire pool of users within FAMAS itself, Again only a personnel registered within FAMAS is eligible to become a user of FAMAS Inventory. e. Login 1. Login to the FAMAS Inventory system is handled through your network password. No additional login is necessary. 2. Login from outside the network. Load a web browser and access FAMAS as normal. 3. Main Menu On the left had side of the screen in the FAMAS web site, under Utilities select FAMAS Inventory. This will take you to the main inventory screen. See Figure 1 Figure 1 Each selection is available from this menu, they are: a. Equipment The equipment selection was based on Florida DEP Property Inventory. It is not limited to only property items as was the preceding database. Now with the advent of the AMS Inventory number any item of interest can be tracked and worked with. Equipment items can be but not limited to: pumps, zero air systems, test equipment, dehumidifiers, and many others. 1. This Selection will take the user to the AMS Equipment Inventory main screen. From this screen, See Figure 2, most equipment information can be accessed as needed. Page 3 of 23

2. Section 5 Equipment will guide the operator through the use of this selection. Figure 2: Inventory Equipment Main Screen b. Parts 1. This Selection will take the user to the AMS Parts Inventory main screen. From this screen, See Figure 3, most equipment information can be accessed as needed. 2. Section 6 PARTS will guide the operator through the use of this selection. Page 4 of 23

Figure 3 AMS Inventory Parts Screen c. Work Orders 1. This Selection will take the user to the AMS Inventory Work Order main screen. From this screen, See Figure 4, most equipment information can be accessed as needed. Tracking and creating work orders can be done from this screen. 2. Section 7 Work Orders will guide the operator through the use of this selection. Page 5 of 23

d. Manage Figure 4 AMS Inventory Work Order Screen 1. This Selection will take the user to the AMS Manage main screen. Only FAMAS Administrators will see this selection or be allowed to make changes within FAMAS Inventory from this screen, See Figure 5, Administrators can assign or remove rights to users. Page 6 of 23

e. Main Menu Figure 5 Inventory Security Management Screen When this selection is made, you will be returned to the main FAMAS Web page screen. 4. General Information This section contains information germane to the three main subsections of FAMAS Inventory a. Adding Records In all Main Screens, a button is provided at the top of the page to enable the addition of records. In equipment this is called Add New Equipment, in Parts this is called Add New Part and in Work Orders it is called Create Work Order. These will be explained in depth in each section. b. Search Searching within each section of the data base is handled by a drop down box and a variable. Throughout the FAMAS Inventory database the wildcard is the percent sign, %. This can be used both as a leading and a following wildcard. Thus if you search in inventory for Site and use %A033% all equipment meeting the criteria will be displayed. c. Reset Clicking this button will return the search to the default listing and clear all search criteria from memory. d. Report Selecting report will create a report for the screen that is based on any and all criteria submitted via the search criteria entered in the search windows. Page 7 of 23

e. Page The application can only display ~ 40 lines of search results. If your search exceeds this limitation then Page numbers will be displayed. f. Column Headings In each of the main screens data are displayed via columns. The heading for each column varies from subsection to subsection, but their use remains the same. One click on the column header will sort the data by that heading; i.e. click on the Description heading and it will sort all the displayed data, including multiple pages, in alphabetic order A-Z. Click again on Description and the data will display Z-A. g. Show Details On the left side of all data returned in each main menu will be a Show Details link. Clicking this will take the user to data specifically concerning the item listed. h. Delete Throughout the program the delete button will be available. This will delete the record in question. Do not use this function unless you are directly instructed to. It is preferred that a corrective record be initiated with in depth explanation to the error. If in doubt contact the CMR Shop Supervisor. 5. Equipment a. Adding New Equipment 1. Select Equipment from the Inventory Main Menu 2. Select Add New Equipment from the AMS Inventory Equipment main menu. Refer to Figure 2. 3. Enter the appropriate data for the new item; AMS Inventory # will be entered automatically and will be the key field for the database. The DEP Property Number should be entered if available, enter the Manufacturer by Name, Model and Serial number should be entered in full. If either one is not available enter N/A. Refer to Figure 6. Page 8 of 23

Figure 6 AMS Inventory Equipment Detail 4. Under status, select from the dropdown table. Usually, Active will be selected for a new item. Figure 7 Status Drop Down Table 5. Description is next. Enter ALL data available for the equipment. Enter data not other wise identified above; ie options, manuals, software, firmware versions, etc. 6. Enter P.O. Number if known if not enter unknown. 7. Enter date purchased, usually this will be on the packing list, or Purchase Order 8. Enter warranty period, ie; 12 (months), 1 (Year) or 365 (Days), the warranty expiration will appear and be calculated for you. Refer to owners manual of the item for proper interval. 9. Press Save and the record will be saved. Any and all entries except for AMS Inventory # can be modified with no loss of data at a later date. b. To research information concerning existing equipment 1. Refer to Figure 2: Inventory Equipment Main Screen 2. Create search criteria for the equipment required. Page 9 of 23

3. From the AMS Inventory Equipment Main Menu find the equipment required. 4. Select Show Details and AMS Inventory Equipment Detail will be displayed See Figure 8 Figure 8 AMS Inventory Equipment Detail 5. Transactions and work concerning AMS equipment can be accomplished from this screen. Actual examples of each type of activity will be covered in Chapter 11. i. Create Work Order will allow user to access a window filled in with all germane equipment information needed to start a Work Order. ii. Verify Manifold Will take the user to a window to fill in information concerning a site manifold verification. iii. Transfer will allow user to move an item from its present location to another. iv. Add Event will cover miscellaneous events not other wise identified. IE; Calibrations, verifications, on loan, etc. v. Assign Part allows user to access the part database and assign a part to the inventory item. 10. Parts The Parts section of the FAMAS Inventory program is provided to track and maintain information concerning parts for AMS CMR equipment. Page 10 of 23

Figure 9 AMS Inventory Parts Main Screen a. AMS Inventory Parts Main Screen This screen is laid out similarly to the Equipment Screen already discussed. Adding new parts and the search mechanism is the same. The default search is based on the AMS Part # query as seen in Figure 9. General information concerning parts is displayed here. b. Access Part Information From the AMS Inventory Parts Main Screen find the part in question and select Show Details link on the left of the menu. An AMS Inventory Part Detail screen will appear. This will show general information concerningthe part in question. As in the Equipment Detail explained before all information can be changed, corrected or modified as needed with the exception of the AMS Part#. The AMS Part # is the key field for all part information. A history of all inventory transactions is provided at the bottom of the Detail page, default sort is by date newest on top. Seer Figure 10. Page 11 of 23

Figure 10 AMS Inventory Part Detail c. Inventory Transactions It is thru the use of these buttons that accurate inventory information will be achieved. All part transaction detail screens look the same, refer to Figure 11 In all cases the numbers are entered as a positive number. Do not use -1 when you are distributing parts. Page 12 of 23

Figure 11 Part Transaction Detail 9. Enter Request This button is for entering a request from an operator for this part. It is primarily to be used to obligate a part that is on order or out of stock. Enter the number of parts the requester needs in the Part Count cell. In notes (This is a required field) Enter all information concerning the request; ie: who, what, when, where, why. You must also enter your name or initials. 10. Disburse Parts This button is to be used to actually remove an Item from stock and transfer it to a site or piece of equipment. Enter the number of parts being disbursed in the Part Count cell. In notes (This is a required field) Enter all information concerning the request; ie: who, what, when, where, why. You must also enter your name or initials. 11. Enter Order This button is to be used when an order is placed to a supplier. This should be updated at the same time the request is submitted. Enter the number of parts that were on the purchase request in the Part Count cell. In notes (This is a required field) Enter all information concerning the request; ie: who, what, when, where, why. You must also enter your name or initials. Reference any documents you may have from the supplier. 12. Receive Parts This button is to be used for the receipt of parts. This should be updated the same day as the items received. Enter the number of parts received in the Part Count cell. In notes (This is a required field) Enter all information concerning the request; ie: who, what, when, where, why. Include Purchase Order numbers and any other Page 13 of 23

documentation that was received with the parts. You must also enter your name or initials. 13. Transmogrify Due to limitations within the database a part cannot be assigned to a part. For instance; a bearing cannot be assigned to a pump. A way was needed to identify these transactions, ergo Transmogrify. This button is to be used to convert any part, such as a pump, to a piece of equipment. An entry will appear in the Part transactions. See Figure 12. Figure 12 Transmogrify In this example one part was removed from stock assigned an AMS Inventory Number (E001063) and was added to the equipment inventory. This item will now be tracked in the database as equipment, all other items by the same part number are still parts. 14. Reconcile Inventory This button is used to adjust inventory. Examples are found items in the shop, or returning a part to stock that wasn t needed to repair a piece of equipment, and if parts become missing (this is the only time a negative number is to be used in the Part Count cell. Enter the number of parts being disbursed in the Part Count cell. In notes (This is a required field) Enter all information concerning the entry; ie: who, what, when, where, why. You must also enter your name or initials 11. Work Orders The work order section of the FAMAS Inventory data base was designed to track work requests for the AMS CMR Shop. Historically many different methods have been utilized for this, all worked to a certain degree. The work order section will provide for a central location to store, track and prioritize CMR Shop work. a. Priorities The Work Order System is based on three levels of Priority. 9. Emergency An Emergency Priority that involves data that has been and continues to be lost. In our example above the pump has quit thus no flow and no data. Page 14 of 23

10. Urgent An Urgent Priority is defined as loss of data hasn t happened yet, but could in the very near future. Examples are: A request for a TEOM pump when the vacuum reading has dropped below the minimum recommended (20 inhg). It would be urgent we get one shipped to the site operator; 11. Routine A Routine Priority is defined as day to day. The loss of data if Routine work isn t completed immediately is very remote. Routine priority examples are: repairs to equipment that would be considered a loaner; scheduling and preparing for a site enhancement or installation; repairs to pumps and equipment that are going on the shelf or to the warehouse until needed. 12. When Convenient This is reserved for work that makes more sense to perform it at the next site visit for instance. Data is not being impacted. This is where we will make entries for a To Do list at the next site visit. Examples are: Inventory of site equipment, replace roof platform due to rot, etc; etc. b. Creating a New Work Order 9. There two ways to create a work order one is from the Main Work Order screen (see Figure 13) and from the Inventory Equipment Detail (see Figure 8). 10. From the Main Work Order Screen select Create New Work Order and the Work Order Details Screen appears (See Figure 13). This entry is for Work Orders that are not directly associated with Equipment. IE: Phone calls for training or information purposes, requesting parts, software, etc. Page 15 of 23

Figure 13 New Work Order 1 a. Date Created Automatically entered by the system b. AMS Tracking Number Automatically entered by the system and is the key field for tracking work Orders. c. Requestor Usually the person requiring the Work Order. It defaults to the person logged into the network machine, but with the use of the drop down window any name can be entered. If someone has called in, you can enter their name in the window. d. Status This is always Requested initially. Once work is being done or completed this will change. e. Priority Keeping in mind the Priority definitions identified earlier, select the Priority required. If Emergency is selected another window will open giving the requestor the opportunity to select Page 16 of 23

email addresses of who should be notified of the Emergency Work Order. This screen will stay on screen until the save button is selected.\ f. Problem Found Date This is the date the problem was actually discovered, it may or may not be the same as the Date Created. g. Work Requested Enter as much as is known about the problem. h. Requested Date Select the date that the Requestor desires the work be completed. This is all that is required for the creation of a work Order. Once Save is selected the Work order is saved to the data base. The Outlook email window will open and automatically enter the names you selected in, the To: box. If there are others not listed in FAMAS that you wish to add to the distribution list, do so at this time. c. Completing a work Order 9. From the Main Menu select Work Order. From this screen CMR Shop personnel can keep track of actions required in the Work Order data base. By default, only open work orders are displayed, if a closed Work Order is required, uncheck the check box and all will be displayed. As is common with all main screens within FAMAS Inventory, clicking by column header will sort by A Z, click again and the Z A sort will be displayed. 10. Clicking show details will take you to the Work Order Detail screen, See Figure 14 Page 17 of 23

Figure 14 Inventory Work Order Detail 11. Correction This is what you or some one else did to correct the problem. This space will also be used to identify ongoing work, IE; Technician A may have replaced the solenoids, while Technician B did the leak test. Reference any forms used to fix problems. And initial all entries. 12. Correction Date Select the date that the CMR shop says the requested work is corrected. 13. On Hold Reason Enter reasoning for why the work cannot be completed. Be very specific ie; Need part Page 18 of 23

number XX_XXX which is on order. Purchase Order Number XXX. Etc. Again initial of sign all entries. 14. Hold End Date The best estimate of when the On Hold will be removed. In this case the date the part is expected from the supplier. 15. Shipping Type If the part or piece of equipment needs to be shipped to the requester, select what type of shipping was involved 16. Shipping Date Enter date shipped 17. Completed Date The Work Order is NOT Complete until the Requester says it is complete. Only the requester, or on rare occasion an administrator, can close the work order. d. Main Work Order Screen From this screen (See Figure 15) CMR Shop personnel can keep track of actions required in the Work Orders data base. By default only open Work Orders are displayed, if closed work orders are required, uncheck the check box. As is common with all main screens in FAMAS Inventory, clicking any column header will sort the list A Z, click again and it sorts Z A. Figure 15 Main Work Order Screen Clicking Show Details will take you to the Work Order Detail screen. See Figure 14 Page 19 of 23

12. Calibration/Verification Tracking The Calibration/Verification Tracking database has been added to assist users in tracking this type of work. It was designed to be very flexible. a. Creating a Cal/Varif record 9. Begin at the AMS Inventory Equipment screen (See Figure 2) 10. Find the equipment you wish to attach the calibration/verification report to. 11. Once the equipment is located, click on the Show Details for this equipment. 12. The AMS Inventory Equipment Detail screen will be displayed. See Figure 16 Figure 16 Inventory Equipment Detail 13. Initially the Cal/Verif Needed check box will be blank. Select the box to begin a Cal/Verif Detail. Press Save 14. Once saved the Create Cal/Cert button will be active. Select Create Cal/Cert 15. The AMS Equipment Calibration Details screen will appear (See Figure 17) Page 20 of 23

Figure 17 AMS Equipment Calibration Details 8. There are four Activity Types to select from in the drop down menu. Select the appropriate for the action being recorded. 1. Verification As defined in the QA Handbook Vol. II Section 12.0 Rev 1: Commonly referred to as the Redbook: this is a Check without Correction. A multipoint verification falls into this category 2. Certification As defined in the QA Handbook Vol. II Section 12.0 Rev 1: Commonly referred to as the Redbook: this is a Check without Correction. 3. Comparison As defined in the QA Handbook Vol. II Section 12.0 Rev 1: Commonly referred to as the Redbook: this is a Check without Correction. Page 21 of 23

4. Calibration As defined in the QA Handbook Vol. II Section 12.0 Rev 1: Commonly referred to as the Redbook: Calibration is defined as: the comparison of a measurement standard, instrument, or item with a standard or instrument of higher accuracy to detect and quantify inaccuracies and to report of eliminate those inaccuracies by adjustment 9. Description of activity Accurately describe the activity; such as: Performed Temperature and Pressure verification refer to scanned document for particulars. 10. Verify the date blocks and the requested by and completed by blocks are accurate. 11. Browse to the location on the N Drive that the scanned document resides. Highlight the document and then press the Save. 12. A completed Cal/Verif Screen will appear. See figure 18. Figure 18 Completed AMS Equipment Calibration Detail Page 22 of 23

This manual was written by Don Brown. If you find any errors or confusing steps, along with any omissions. Please forward the particulars to: Donald.brown@dep.state.fl.us or call 59550 or 59566. Page 23 of 23