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1. Plaza Parts List Exit F PURCHASE ORDER et een ECJ PURCHASE ORDER SETUP E PartiD Part Name Supplier InStock Order Unit Total PO Manufacturer Part Limit Qty Unit E P3404 KOHLER 71005 O RINGS 57 0 0 69 0 00 72 ea E P3406 KOHLER 77006 RP CCW 89 0 14 86 0 00 33 es E P3409 KOHLER CAP PLUNG 84503 37 0 18 34 0 00 27 es E P3416 KOHLER GASKET 38667 82 0 151 0 00 33 es E P3423 KOHLER PLUG 30424 42 0 6 10 0 00 81 ea E P3425 KOHLER PLUNGER KIT 27 0 3 73 0 00 13 ea E P3429 KOHLER SEATS 95 0 8 59 0 00 58 es E P3431 KOHLER STEMS 98 0 5 33 0 00 93 es E P3437 KOHLER TRIP LEVER 38 0 11 27 0 00 _ 44 es E P3441 MANSFIELD FLUSH HANDLE 86 0 2 00 0 00 25 es P3443 MANSFIELD HANDLE 13 0 2 95 0 00 Al Parts Inventory Purchase Order Setup Screen Top Menu The Parts Inventory Purchase Order Setup screen s top menu contains these buttons e Parts List button Goes back to the Parts Inventory List screen 93 Workorderama PM User Manual V4 1 R2 0 Print POs button Creates a Parts Inventory Order List report for the parts and supplies shown showing the order and inventory status for parts and supplies This report consolidates the Workorderama PM data that is needed to create the POs for reordering the parts and supplies Exit button Ends the Workorderama PM session Setup button Goes to the Parts Inventory Purchase Order Config Defaults screen which is used for setting defaults
2. If the vendor provides parts and supplies utilized in work orders goes to the Parts Inventory List screen showing those parts and supplies 121 Workorderama PM User Manual CHECKLISTS AND PROCEDURES SCREEN V4 1 R2 0 The Checklists and Procedures screen lets you access checklists which are step by step procedures used to guide work on work orders This screen presents your data using a list display which displays a Checklist record for each checklist The Checklists and Procedures screen also has a top menu and bottom menu WorkOrders New ChkList Exit Property Setup Print List E ibe Checklist Name Updated E ACU 001 AN Screwdrive Chiller ANNUAL PM 07 05 04 E ACU 003 2x Steam Absorbtion Chiller BIANNUAL PM 09 08 03 E Acu 003 AN Steam Absorbtion Chiller ANNUAL PM 01 14 04 E ACU 004 2x Centrifugal Chiller BIANNUAL PM 06 26 04 E ACU 004 AN Centrifugal Chiller ANNUAL PM 05 24 04 E ACU 006 2x Reciprocal Direct Drive BIANNUAL PM 11 28 03 W ACU 007 QT Rooftop DX HVAC Unit Gas QUARTERLY PM 07 15 04 E Acu 009 AN Heat Pump H20 Air Elect ANNUAL PM 08 08 03 E ACU 010 0T Heat Pump Air Air Elect QUARTERLY PM 05 23 03 W ACU 012 QT Central HVAC Natural Gas QUARTERLY PM 05 04 04 W ACU 020 0T HVAC w Humidifier Filters QUARTERLY PM 08 25 03 E Acu 023 2x Air Cooled Condenser Coil BIANNUAL PM 12 14 03 E ACU 027 2x H20 Cooled Air Conditioner BIANNUAL PM 07 17 03 E ACU 028 2x Central AC Supply Filters BIANNUAL PM 06 21 03
3. Another type of character field that is used in Workorderama PM is the button enabled character field These display character text are read only and behave just like a button when clicked causing Workorderama PM to go to another screen 28 Workorderama PM User Manual Date Fields V4 1 R2 0 Date fields display dates in the format mm dd yy for example 10 31 04 or in the format day mm dd yy for example Friday 10 31 04 The date fields in Workorderama PM are either read write date fields or read only date fields El Order Start Job Type Order By Pri Assigned To Building Room E 10001 08 26 04 Cleaning Berry Greg 2 Andy Holub Center1 1120 E 10179 07 10 04 Cabling Telecom Cline Nancy 2 Colleen Rochford AB Plaza 390 E 10201 06 23 04 Carbone Jim 2 Fred Thomas AB Plaza 860 Date Fields Property ABER Timei Wist emails Notes Order 10001 g mor cacti Job Start Date Thursday 08 26 04 Time 7 26 PM Entry Date 08 17 04 Time 7 26PM Target Due Date m Hold eee Berry Greg Completion Date Wednesday 09 01 04 Time 338mm MeCN Time Fields Example Date and Time Fields Time Fields Time fields allow you to view enter and edit times in the format nn nn AMIPM for example 11 35 AM All of the Time Fields in Workorderama PM are read write 29 Workorderama PM User Manual V4 1 R2 0 Value Lists Value lists are data fields that contain a predetermined set of values Instead of typing
4. Carpentry Electrical Keys Locks etc e Assign To value list Worker who the work orders generated from the PM work order should be assigned to e Priority 1 2 3 radio buttons Numeric Job Priority for the work order e Building value list Primary Facility Location where the work on the work orders generated from the PM work order is to be performed e Suite read write character field Secondary Facility Location within the Primary Facility Location where the work on the work orders generated from the PM work order is to be performed e Item ID value list Equipment or item ID Selecting this ID causes the equipment or item name to be displayed in the Item Equip field e GO button Displays the Equipment Item PM Pick List screen from which an equipment or item can be selected and associated with the PM work order Workorderama PM returns to this PM work order Setup screen once the equipment or item is selected e Item Equip read write character field Name of the equipment or item e action hint button to right of Item Equip Looks up the location of the equipment or item in the Item Equip field and enters this location information into the Primary and Secondary Facility Location fields e Checklist value list Selects the title of a checklist to be used for the work orders generated from the PM work order The checklist will appear in the tabbed screen area used to access checklist
5. Multi User Client Server The multi user client server configuration is an implementation in which Workorderama PM s databases are installed on a central server computer with multiple Workorderama PM users each working on their own separate computers and accessing the data from these common databases Workorderama PM is installed on each user s computer and the computers are networked to the server computer that contains Workorderama PM s databases Web Based The web based configuration uses the Facility Wizards Web Interface Add On Kit to implement a web browser based user interface to Workorderama PM This allows users who do not need all the capabilities of the full function Workorderama PM software to access Workorderama PM data using any computer with a Web browser Terminal Server using Windows Terminal Services or Citrix The terminal server using Windows Terminal Services and the terminal server using Citrix configurations are similar to the multi user client server configuration described above In Workorderama PM User Manual V4 1 R2 0 this implementation the server computer containing Workorderama PM s databases is remotely located and is communicated with using Windows Terminal Services or Citrix It is also possible to implement a hybrid configuration of Workorderama PM which combines elements of two or more of the above configurations For example it is possible to have a multi user client server configurati
6. etc Rate Hour read write character field Worker hourly rate Date read write date field Date that the worker was first entered or is updated e SS read write character field Worker Social Security number It is your organization s policy and your vendors policies that determine whether workers and employees Social Security Numbers are stored in Workorderama PM There are significant business and privacy risks regarding the storage and maintenance of Social Security Numbers which should be appropriately handled by your organization s computer systems 111 Workorderama PM User Manual V4 1 R2 0 and policies procedures Vendor value list For workers employed by vendors the vendor company name Vendor ID read write character field Vendor ID for workers employed by vendors Primary Contact checkbox For workers employed by vendors designates that the worker is also the vendor s contact person Notes read write character field Any notes regarding the worker Use this part of the Worker Information screen to access the worker s timecard It consists of a portal with a couple of buttons and a data field above the portal and a button and data field below the portal The buttons and data field above the portal are PREV button Displays the previous week s timecard based on the date of the timecard currently displayed read write date field between the two
7. E 10298 Cabling Datacom 12503 Bill Hammer E 10299 Cabling Datacom 024 204 Bill Hammer Use this part of the Equipment Item Information screen to access the work orders that involve the equipment or item including the completion history and the cost of the work 104 Workorderama PM User Manual V4 1 R2 0 orders These can be both manually created normal work orders and normal work orders generated from PM work orders This portion of the screen consists of a portal with one data field above the portal and two data fields below the portal This data field is above the portal e Work Orders on This Item calculated character field Total number of work orders for the equipment or item The portal which displays a Work Order record for each work order contains these data fields and buttons e detail view button Goes to the Work Order Information screen for the work order e Order read only character field Work order ID e Date read only date field Date that the work order was entered or generated e Job Type value list One of a set of standardized Job Types Selections include Housekeeping Carpentry Electrical Keys Locks etc Assigned To read only character field Worker who the work order is assigned to e Complete read only date field Work order completion date e Cost calculated character field Total cost of the work order including labor a
8. Edit Work Orders View Setup Preventive Maintenance Orders View Maintenance Supplies and Inventory Edit the Database of Equipment and Items Edit Vendors Workers and Hourly Rates View Edit the Staff List Property Abercrombie Plaza Property Setup System Users Prefs Main Menu Screen Top Menu The Main Menu screen s top menu contains these buttons Exit button Ends the Workorderama PM session Help button Goes to the Work Order Help screen Main Menu Buttons The main menu portion of the Main Menu screen contains these buttons WORK ORDERS button Goes to the Work Orders screen providing access to the Work Orders database PM ORDERS button Goes to the PM Scheduled Work Orders screen providing access to the PM Work Orders database PARTS AND SUPPLIES button Goes to the Parts Inventory List screen providing access to the Parts and Supplies database EQUIPMENT ITEMS button Goes to the Equipment Item List screen providing access to the Equipment and Items database 58 Workorderama PM User Manual V4 1 R2 0 e VENDORS WORKERS button Goes to either the Vendor List screen or to the Workers Rates screen providing access to either the Vendors database or the Workers database This button causes a dialog box to first be displayed asking user to select between these two screens and databases e STAFF button Goes to the Staff Department List screen providing access
9. Last work order date for the work orders to be printed in the report Many organizations pick an End Date to coincide with the end of a y week month or quarter i i e 2 Enter How you would like the Report sorted and subtotaled by Building by Week by Vendor Assigned to by Job Type by Month radio buttons How the report will be sorted and subtotaled e Proceed button Creates and prints the report The Future Work Orders Reports Setup screen does not have a bottom menu 137 Workorderama PM User Manual V4 1 R2 0 6 7 Bar Chart Report There is a set of Bar Chart reports that graphically show the numbers of work orders according to various important criteria The available reports show work orders by e Job Type e Assigned worker e Assigned vendor e Facility location e Requesting staff or tenants e Job Priority e Month e Equipment and items e Open and Complete work orders Facility Wizards WORK ORDER REPORT May 14 2003 December 28 2002 thru March 24 2003 WORK ORDERS BY BUILDING 44 Work Orders Total Building 100 Park 200 Central 300 Park i 0 8 16 24 32 Number of Work Orders Bar Chart Report To create and print this report select the Bar Chart for Found Set button on the Menu of Reports screen This causes the Work Order Bar Chart Report Setup screen to be displayed which you use to select options for the report and then select a button to create and print the report The
10. SCREENS S VALUE LISTS Logotext One Plaza Center Demo C Property Has Provider Job 1 Types Logos Screens 64 x 64 f i l Malue 17 values Web Site Left Logo 50 pixels high Cabling Datacom F Carpentry Cleaning J Electrical Background Leave blank if there is a Service Provider HVAC File Name Keys Locks REQ Help the Help Desk Email helpdesk facilitywiz com Life Safety Hame Phone 773 832 0200 Lighting REPORTS ponia i Boxes Header One Plaza Center Demo Footer Workorderama Property Management ee Plumbing LABELS OTHER PREFERENCES Location4 Building Email Pref SMTPit Location2 Room Hext PO CA Er BE PREFERENCES Property Preferences Screen Top Menu The Property Preferences screen s top menu has these buttons e WkOrders button Goes to the Work Orders screen providing access to the Work Orders database e Property List button Goes to the Property List screen allowing the current property to be changed New Property button Creates a new property and stands by for data entry Print button Prints the property preferences Exit button Ends the Workorderama PM session Help button Goes to the Work Order Help screen Data Fields and Buttons Property ID DEMO Hame One Plaza Center Demo 36 Orderers Staff UPDATE Use this portion of the Property Preferences screen to access basic property information It has these data fields an
11. This table shows the major data elements contained in Workorderama PM s Checklists database and the corresponding record that this data is contained in Checklists Database Data Records Checklist ID Checklist name Checklist type Checklist author The checklist itself Checklist records 20 Workorderama PM User Manual V4 1 R2 0 2 10 Facility Locations To support assigning work orders Workorderama PM s facility locations are divided into two key elements the Primary Facility Location and the Secondary Facility Location These allow a work order s facility location to be displayed and printed in two parts which accurately identifies the location Examples are Building and Suite Floor and Room and so forth Workorderama PM has a Facility Locations database that contains the Primary Facility Locations where work on work orders is performed You can easily enter the facility location data from this database into new work orders and new PM work orders ensuring that the workers who accomplish work orders will know where their work is to be done This table shows the major data elements contained in the Facility Locations database and the corresponding record that this data is contained in Facility Locations Database Data Records Location ID Primary Facility Location records Location Name Location address 21 Workorderama PM User
12. Workorderama PM WORK ORDER TRACKING SOFTWARE User Manual V4 1 R2 0 Workorderama PM User Manual V4 1 R2 0 Approach and Conventions Used in this Manual Understanding the approach and conventions used in this manual will allow you to learn and successfully use Workorderama PM as quickly as possible We ll present the information in this manual in a top down fashion first covering the fundamentals and then building upon information already covered to describe how to perform work order administration tasks Also configuration of your Workorderama PM software is covered in a chapter at the end of this manual The manual is divided into chapters sections and subsections You can distinguish these by their numbering and font size These examples are actual chapter section and subsection headers from this manual Chapter 4 Introduction to the Workorderama PM User Interface 4 1 Data Presentation in Workorderama PM 4 1 1 Data Fields We use italics font when we are defining a new term and also when we are referring directly to a term We use bold font to indicate a command executed through a menu or button and when specifying a label of a data field or button or the text or selection entered into a data field For commands entered using the menu at the top of the application s window this will specify the sequence of menu commands required to execute a specific function Here are some examples of how bold font is us
13. 5 2 USE PROTECTIVE GEAR amp DO NOT DISCHARGE TO THE ATMOSHERE 6 CHECK UNIT OPERATION FOR ANY UNUSUAL NOISES VIBRATIONS AIR PRESSURES LEAKS OR OVERHEATING OF THE CONDENSER 6 1 ENSURE THAT UNIT IS REMOVING EXCESS MOISTURE FROM THE V4 1 R2 0 Use this part of the Work Order Information screen to access either a standard or custom checklist for the work order You can also call up a standard checklist and then edit it to customize it for the specific work order This screen area has these data fields value list directly under the header Checklist Procedure Selects the checklist by indicating its title read only date field directly to the right of the value list Checklist creation date or last revision date read write character field the large text area The checklist itself You access the individual predefined checklists using the Checklists and Procedures screen which is covered later in this chapter 69 Workorderama PM User Manual V4 1 R2 0 Completed CREATE Meeting Request Received gregb aximan com Send Now This email has been automatically sent from the DIBS scheduling system The following meeting request has been received Request AVUX929 Work Order 10035 Worker Notify Work Order Alert gregb aximan com mark_s tacilitywiz com j speaker facilitywiz com Use this part of the Work Order Information screen to compose and send an email regarding the
14. Abercrombie Plaza Abercrombie Plaza pany STAFF List E Last Name FirstName Dept Building Suite Phone Email Address E Carbone Jim Admin Plaza 1 860 555 1212 mark faciltywiz com x E Todd Hubert Engineering Plaza 1 510 555 1212 dave facilitywiz com x E Cline Nancy T Plaza 1 390 555 1212 nancyc facilitywiz com x E Nussbaumer Helen T Plaza 1 2480 555 1212 helenn facilitywiz com x E Simon Cody Engineering Plaza 1 720 555 1212 codys facilitywiz com x E Jim Shelley Facilities Plaza 1 1590 555 1212 shelleyj facilitywiz com x E Parsons Vance Executive Plaza 1 1870 555 1212 vancep facilitywiz com x E Brettman Melissa Engineering Plaza 2 720 555 1212 melissab facilitywiz com x E Sommer Jeff Facilities Plaza 1 1200 555 1212 jeffs facilitywiz com x E Stuart Steve Facilities Plaza 1 250 555 1212 steves facilitywiz com x E Shore Rich T Plaza 2 2222 555 1212 rs faciltywiz com x E Smith Janet Engineering Corporate 456 555 1212 janets facilitywiz com x Pring az pDOCOCEGCONAQONICLOCKHONTENEA Staff Department List Screen Top Menu The Staff Department List screen s top menu contains these buttons Menu button Goes back to the Main Menu screen Back button Goes to the Property Information screen New Person button Creates a new staff person and stands by for data entry Print List button Prints a Staff List report listing the Staff persons their departments and contact informatio
15. Data Records Part or supply ID Part Supply records Part or supply name Manufacturer and manufacturer s part number for the part or supply Part or supply cost Inventory replenishment level for the part or supply Current inventory level for the Part Supply Inventory Log records part or supply Inventory history for the part or supply Data to create POs for Part Supply Inventory PO Setup records procuring parts and supplies The use of parts and supplies in PM work orders can be standardized This means that when creating a PM work order you can enter the quantities of parts and supplies that should be utilized for each normal work order that is generated from the PM work order Then the actual usage of parts and supplies which can be different than the standard quantities is entered into the normal work order once it is accomplished 15 Workorderama PM User Manual V4 1 R2 0 2 5 Equipment and Items Equipment and items that are involved in work orders are also tracked within Workorderama PM Equipment can be machinery and hardware such as HVAC systems electrical systems plumbing systems or any other type of industrial equipment an item can be any other substantial object within your facility including furniture wall fixtures cubicle assemblies and so forth Equipment and items are major objects that are usually not stocked in inventory This is the key diffe
16. Misc Prefs System Miscellaneous Settings Preferences Screen Top Menu The System Miscellaneous Settings Preferences screen s top menu has these buttons e Menu button Goes back to the Main Menu screen e User List button Goes to the User List screen providing access to data about authorized users for a multi user client server Workorderama PM installation e Passwords button Goes to the Account Passwords screen providing access to user passwords for a multi user client server Workorderama PM installation Data Fields and Buttons FM Orderers Staff Use this portion of the System Miscellaneous Settings Preferences screen to set the default for Orderers for new properties e Orderers value list Sets the default for Orderers Selections are Staff and Tenants 163 Workorderama PM User Manual V4 1 R2 0 ONLINE Help Username clientusername HELP Password clientpassword Help URL help facility wizards comhelp Use this portion of the System Miscellaneous Settings Preferences screen is set parameters for accessing Facility Wizard s online help website http help facilitywiz com It has these data fields and buttons e Help Username read write character field User name for logging in to the online help website e Password read write character field Password for logging in to the online help website e Help URL read write character field URL f
17. The worker timecard function is tied in with the labor tracking function for work orders This means that when you enter or f change an amount of labor expended on a work order either i using this timecard function in the Worker Information screen or using the Work Order Information screen the same value is automatically entered or updated in both screens ABER Abercrombie Plaza L_ Use this portion of the Worker Information screen to assign workers to properties and to view the worker s property assignments It consists of a data field followed by portal 113 Workorderama PM User Manual V4 1 R2 0 This data field is above the portal e Worker is Assigned to Properties read only character field Number of properties that the worker is assigned to Use the portal to access the worker s property assignments It contains these data fields and buttons e Prop ID value list Property ID for the property that the worker is assigned to e Property Name read only character field Name of the property that the worker is assigned to e delete button Deletes the worker s property assignment Bottom Menu The Worker Information screen s bottom menu contains these buttons e Find button Switches into Find mode allowing workers and timecards to be found e Delete button Deletes the worker the worker s timecards and the worker s property assignments Once you delete a worker and
18. This screen also has a top menu and bottom menu aL winnie Plaza Property Abercrombie Plaza WORKERS New worker orders RATES Vendor List Menu E iD Hame Trade Props Trade Job Rate Date Notify E 283 Allan Shepard 1 Electrical 43 50 050203 Phone 342 Ami Patel 2 Carpentry 7550 O74203 E 293 Colleeen Rochford 2 Electrical 53 50 03 0993 Email E 285 Dave Anderson 2 Electrical 45 00 122993 Phone E 287 Dell Shimandel 2 Cleaning 33 00 08 27 03 Phone E 272 Fred Patterson 1 Electrical 50 00 104702 Fax E 278 Fred Thomas 3 Electrical 40 00 010203 Paper E 289 Gene Kuhar 1 Cleaning 45 00 0242 04 Email E 280 Howard Cunningham 1 Electrical 67 50 05 0103 Phone E 294 Michelle Gasper 1 Electrical 45 00 080803 Phone E 298 Owen Byer 4 Electrical 46 00 124992 Phone E 318 Peter Dougherty 1 49 00 11 22 03 E 286 Phil Parrillo 1 Electrical 49 50 06 0703 Phone E 282 Roger Hammerstein 1 Painting 45 00 09 0603 Phone E 314 Sara Born 1 44 50 0141 04 E 276 Scott Durr 2 Keys Locks 59 00 040203 Phone E 324 Tim Gillet 1 46 00 11 2802 E 338 Tom Munz 1 75 00 01 0403 All_ ABER Workers Print List Help Worker for Current Property ABER Ext Vendor Company Vendor ID Institutional Coop INSTIT Lab Safety Environ Control Flukey Chemical Masters HVAC Maint Cotey Construction Higgins Lumber Decorative Plant B LDX Moving Service LDX Mercer Of Illinois Inc LAB Fisher Friedman FISHER Design Te
19. locations stored in Workorderama PM Exit button Ends the Workorderama PM session Help button Goes to the Work Order Help screen 142 V4 1 R2 0 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons The main portion of the Primary Location Building List has these data fields e Location ID read write character field Primary Facility Location ID These are the values that appear in the Primary Facility Location value lists throughout Workorderama PM e Location Name Address read write character field Name and street address of the Primary Facility Location City read write character field Primary Facility Location s city St read write character field Primary Facility Location s state e Date read write date field Date when the Primary Facility Location was entered into Workorderama PM Bottom Menu The Primary Location Building List screen s bottom menu contains this button e Find button Switches into Find mode allowing Primary Facility Locations to be found 143 Workorderama PM User Manual V4 1 R2 0 STAFF DEPARTMENT LIST SCREEN The Staff Department List screen lets you view enter and edit information about your organization s staff persons who can request work orders This screen presents your data using a list display displaying a Staff Department record for each staff person The Staff Department List screen also has a top menu and bottom menu z Proj
20. value list One of a set of predefined Primary Facility Locations for the tenant Suite read write character field Secondary Facility Location within the Primary Facility Location for the tenant Tenant Name read write character field Tenant name Contact Last read write character field Tenant contact person last name Contact First read write character field Tenant contact person first name Type value list The type of tenant contact Selections are MAIN for the main or primary contact and ALT for alternate contact Phone read write character field Tenant contact person phone number Email Address read write character field Tenant contact person email address delete button Deletes the Tenant record Bottom Menu The Tenant List screen s bottom menu contains these buttons Find button Switches into Find mode allowing tenants to be found 147 Workorderama PM User Manual V4 1 R2 0 PROPERTY PREFERENCES SCREEN The Property Preferences screen lets access images and text for the property that appear on Workorderama PM s screens and headers and footers that are printed on the property s reports This screen presents your data using a detail display that contains a portal with a top menu and bottom menu eati a WkOrders New Property O Ext PROPERTY PREFERENCES PropertyList Print Help 36 Orderers Staff PropertyID DEMO Hame One Plaza Center Demo
21. Healthcare Nussbaumer Helen MAIN 555 1212 helenn facilitywiz com x E Plaza1 720 Simon A Mark Simon Cody MAIN 555 1212 codys facilitywiz com E E Plaza1 1590 Fitzpatrick Homes Jim Shelley MAIN 555 1212 sheleyj facilitywiz com E E Plaza 1870 Kennedy amp Roberts Parsons Vance MAIN 555 1212 vancep faciltywiz com E E Plaza2 720 Remix Software Brettman Melissa MAIN 555 1212 melissab faciltywiz com E E Plaza1 1200 Helson amp Sommer Jeff MAIN 555 1212 jeffs facilitywiz com x E Plaza1 250 Dr Bard Stuart DDS Stuart Steve MAIN 555 1212 steves facilitywiz com E E Plaza2 2222 Rick Shore Builders Shore Rich MAIN 555 1212 rs facilitywiz com x E Corporate 456 Facility Wizards Smith Janet 555 1212 janets facilitywiz com x Tenant List Screen Top Menu The Tenant List screen s top menu contains these buttons e WkOrders button Goes to the Work Orders screen providing access to the Work Orders database e Menu button Goes back to the Main Menu screen 146 Workorderama PM User Manual V4 1 R2 0 New Tenant button Creates a new tenant and stands by for data entry Print List button Prints a Tenant List report listing the tenants their facility locations and contact information Exit button Ends the Workorderama PM session Help button Goes to the Work Order Help screen Data Fields and Buttons The main portion of the Tenant List screen contains these data fields and buttons Building
22. ID value list Vendor ID Company read write character field Vendor company name Phone read write character field Vendor company phone number Fax read write character field Vendor company fax number Acct read write character field Vendor account number Contact Name read write character field Name of contact person at the vendor Contact Phone read write character field Vendor contact person s phone number Contact Cell read write character field Vendor s contact person s cell phone number Email read write character field Vendor s contact person s email address SEND button Creates an blank email message addressed to the vendor contact person Address read write character field Vendor company street address City read write character field Vendor company city State read write character field Vendor company state Zip read write character field Vendor company zip code Comments read write character field Any notes regarding the vendor Bottom Menu The Parts Inventory Log screen s bottom menu contains these buttons Find button Switches into Find mode allowing parts and supplies and their related Part Supply Inventory Log records to be found Delete Item button Deletes the part or supply and its related Part Supply Inventory Log records 9 Workorderama PM User Manual V4 1 R2 0 Once you delete a part or supply and its related Part Supply Inv
23. Manual V4 1 R2 0 2 11 Reports Workorderama PM s reports provide you with important visibility into the status of work orders and the data that affects work orders These reports give you the capability to spot bottlenecks and other issues and to take proactive steps to keep your organization s work order efforts on track Report Purpose Summary of Open and Completed Prints a list of the numbers of Open and Orders report Complete work orders for facility locations Also shown in the total numbers of work orders and the earliest and latest dates of the work orders Billing Summary report Prints a list of work order billable costs and the companies that are billed for work on work orders Also shown are facility locations requesting departments and work order dates Analysis of Order Cost report Prints a list of work order costs by Job Type Analysis of Order Time report Prints a list of the time it took to accomplish work orders broken down by Job Type The quantities of work orders are listed according to different time ranges Open Orders Past Target Date Prints a list of the Open work orders that report are past their scheduled target completion dates including the number of days that each work order is past due Also shown are assigned workers Job Types and facility locations Future PM Work Orders report Prints a list of key information for future work orders generated from PM work orders
24. Open and Completed Orders button on the Menu of Reports screen 131 Workorderama PM User Manual 6 2 Billing Summary Report The Billing Summary report prints a table listing the work orders and their billable cost amounts V4 1 R2 0 Also shown in this report are work order dates Job Types and facility locations 10006 10068 10083 10134 10164 10203 10211 Facility Wizards WORK ORDERS BILLING REPORT Dec 20 2002 they Mar 22 2093 Date 01 13 03 03 15 03 12502 02 25 03 12 25 02 08 15 03 01 08 03 03 01 03 Akeroyd Dariene Akeroyd Dariene Adams Jute Brookshire Terry Brookshire Terry Akeroys Darlene Adams Jube Betancourt Buildina Pri Complete Total Babie Amt 100 Park 2 01 1403 100 Park 2 03 1603 200 Centra 2 010103 200 Central 2 02 27 03 200 Central 2 12272 100 Pak 2 03 1803 200 Central 01 1403 100 Park 2 03 1003 Billing Summary Report May 14 2003 Amt 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 To create and print this report select the Billing Summary button on the Menu of Reports screen 132 Workorderama PM User Manual 6 3 Analysis of Order Cost Report The Analysis of Order Cost report prints a listing of work order costs arranged by Job Types V4 1 R2 0 Assigned To 13 work orders Carleton Britt Jeanne Betancourt Grea Randal Jeannie Betancourt Ami Patel Grea Randal Ami Patel Scott Wels Robert Fisher Carleton Srit
25. Reports screen s top menu contains these buttons e Back to List button Goes to the Work Orders screen providing access to the Work Orders database e Exit button Ends the Workorderama PM session e Help button Goes to the Work Order Help screen Menu Buttons The Reports Menu portion of the Menu of Reports screen contains these buttons e Summary of Open and Completed Orders button Creates and prints a Summary of Open and Complete Orders report Billing Summary button Creates and prints a Billing Summary report e Analysis of Order Cost Sorted by Job Type button Creates and prints an Analysis of Order Cost report 128 Workorderama PM User Manual V4 1 R2 0 Analysis of Order Time Sorted by Job Type button Creates and prints an Analysis of Order Time report Open Orders Past Target Date button Creates and prints an Open Orders Past Target Date report Future PM Work Orders button Creates and prints a Future PM Work Orders report Bar Chart for Found Set button Creates and prints a Bar Chart report The Menu of Reports screen does not have a bottom menu The following reports are not accessed through the Menu of Reports screen Instead you print each of these reports by selecting a Top Menu button on Workorderama PM s screens The Property report is printed using the Print button in the Top Menu of the Property Information screen The Work Order List report is printed usin
26. Web Only This is set by the Level value list in the Account Passwords screen described next e Job Title read write character field User Job title e Phone read write character field User phone number 165 Workorderama PM User Manual V4 1 R2 0 e Email read write character field User s email address e Worker read only character field If the user is a worker this field shows the user name that is associated with the worker name which is defined using the Workers Rates screen This worker name which is the name of the person who is assigned to perform a work order can be different than the user name that the same worker uses to log onto a Workorderama PM web based implementation This field will only be used if the user has a user access level using the Level field set to a value of 3 e Admin read only checkbox Indicates that the user has Administrator permission This is set by the Admin checkbox in the Account Passwords screen described next Bottom Menu The System User List screen s bottom menu contains these buttons e Find button Switches into Find mode allowing users to be found e All Users button Switches out of Find mode causing all users to be displayed 166 Workorderama PM User Manual V4 1 R2 0 ACCOUNT PASSWORDS SCREEN You use the Account Passwords screen to setup user passwords and access levels for a multi user client server Workorderama PM installation This
27. Wist Emails Notes Order 10035 REQ AVUX929 Entry Date 01 1604 Time 7 26PM B pr ie Complete Dept Executive 50 Phone 642 624 1040 Building Center1 Room 1120 Location Description Andy Holub 013104 3 00 45 50 Description of Work New LABOR Entry fix broken paycheck 11 2 DRAIN 112 FLEX 112 DRAIN JobType Cleaning n Ell AssgnTo Andy Holub New PARTS Enty Priority 1 2 03 LAB Item ID Ell tem quip Proet o o Pind J Mokepm Derete J Work Order Information Screen Top Menu The Work Order Information screen s top menu contains these buttons e Back to List button Goes back to the Work Orders screen providing access to all work orders New Order button Creates a new work order and stands by for data entry Reports button Goes to the Menu of Reports screen Print Order button Prints the displayed work order Exit button Ends the Workorderama PM session 63 Workorderama PM User Manual V4 1 R2 0 Help button Goes to the Work Order Help screen Data Fields and Buttons Ei Assgn To Property ABER from PM10022 Order REQ AVUX929 Entry Date Time 5 47 PM Order By Dept Phone Building Plazat Room R101 Location Description 03 25 04 Description of Work Job Type 4 Priority a asesenssscsusssscssesssenssesesssscsssssassessusssssssssaseeey Item ID tem Equip Use this portion of the Work Order Information
28. Work Order Bar Chart Report Setup screen is described next 138 Workorderama PM User Manual V4 1 R2 0 WORK ORDER BAR CHART REPORT SETUP SCREEN Use the Work Order Bar Chart Report Setup screen to print a Bar Chart report This screen lets you select the specific type of Bar Chart report to be created and printed The Work Order Bar Chart Report Setup screen is a detail display with a top menu Facility Wizards WORK ORDER BAR CHART REPORT SETUP E 1 Click on How you would like by Job Type the data charted gt gt by Vendor Assigned to 2 by Building by Requesting Dept by Requestor by Job Priority by Month by Equipment Item by Job Status Open vs Complete E 2 Edit the Report Title optional gt gt Work Orders By Vendor Assigned To Work Order Bar Chart Report Setup Screen Top Menu The Work Order Bar Chart Report Setup screen s top menu contains this button e Back to List button Goes to the Work Orders screen providing access to the Work Orders database Data Fields and Buttons The main portion of the Work Order Bar Chart Report Setup screen has these data fields and buttons e 1 Click on How you would like the data charted by Job Type by Vendor Assigned to by Building by Requesting Dept by Requestor by Job Priority by Month by Equipment Item by Job Status Open vs Complete 9 radio buttons Criteria for the Bar Chart report
29. access to data about authorized users of a multi user client server Workorderama PM installation Passwords button Goes to the Account Passwords screen providing access to user passwords for a multi user client server Workorderama PM installation 161 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons Provider Preferences Provider Hame One Plaza Center Demo Logotext Provider Logos Web Site Left Logo if no Prop lago Web Site Right Side Provider Lago Screen 64x64 50 pixels high 38 pixels wide x no more than 269 pixels wide Provider Web Bgrnd File Name Use this portion of the System Provider Settings Preferences screen to specify text and images that will be displayed on Workorderama PM s screens and web user interface pages It has these data fields and buttons e Provider Name Logotext read write character field Service provider s logo and or name text e Provider Logos 3 container fields Logo images that are displayed on the left and right side of web pages and on client server screens e Provider Web Bernd File Name read write character field Filename for the background image file containing the service provider s logo and or name which is displayed on the service provider s web user interface pages REPORT DEFAULTS Header Abercrombie Plaza Footer Property Management Maintenance Use this portion of the Property Preferences screen to ac
30. behaves the same as selecting the detail view button e Checklist Name read write character field Checklist name Updated read write date field Checklist creation date or last revision date This date should be first entered when the checklist is created and then changed whenever the checklist is revised Bottom Menu The Checklists and Procedures screen s bottom menu contains these buttons e Find button Switches into Find mode allowing checklists to be found 123 Workorderama PM User Manual CHECKLIST PROCEDURE SCREEN The Checklist Procedure screen lets you view enter and edit a checklist that is used to perform work on work orders This screen presents your data using a detail display and contains a top menu and bottom menu V4 1 R2 0 Top Menu Stpan New Chktist gt New ChkList Back to List Print It PROCEDURE Screwdrive Chiller ANNUAL PM Created by ACU 001 AN Date 1 USE SAFETY GARB amp EQUIPMENT WHEN WORKING ON THIS UNIT 2 CHANGE OIL amp FILTER USE MFG SPECIFIED OIL ONLY 3 CHECK MAGNETIC PLUG FOR PARTICLES TEST FOR REFRIGERANT LEAKS 4 REPLACE REFRIGERANT FILTER AS REQUIRED USE LINT FREE RAGS FOR CLEANING INTERNAL PARTS REPLACE FINE PARTICLE FILTER 5 REMOVE CONDENSER COVERS INSPECT TUBES amp ROD OUT 6 BLOW OUT MOTOR WINDINGS MEG ON YEARS ENDING IN MULTIPLES OF 2 6 1 LOAD TEST ALL LOCKOUTS amp CONTROLS CHECK SAFETY FUNCTION 6 2 CHECK EDDY CURREN
31. buttons Timecard date The portal goes to the timecard for the date entered Next button Displays the next week s timecard based on the date of the timecard currently displayed Use the portal to enter and view the Worker Timecard records It contains these data fields and buttons Date read write date field Date on which the hours were worked Type value list One of a set of categories for the hours worked If the effort was expended on a work order select WkOrder Otherwise choose a different category Selections include Admin Meetings etc Wkord read write character field Work order ID for the work order that was worked on and that the hours apply to 112 Workorderama PM User Manual V4 1 R2 0 e Hours read write character field Number of hours worked e Notes read write character field Any notes about the work order e delete button Deletes the Worker Timecard record Once you delete a Worker Timecard record you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The button and the data field below the portal are e New Line button Creates a new Worker Timecard record and stands by for data entry e Total Hours calculated character field Total number of hours worked and logged in the timecard
32. create proper work orders Address read write character field Property street address City read write character field Property city State read write character field Property state Zip read write character field Property zip code Time Zone value list Property time zone Selections include Eastern Central etc Contact read write character field Name of the primary contact person for the property Phone read write character field Primary contact person s phone number Fax read write character field Main fax number at the property or the primary contact person s fax number Cell read write character field Primary contact person s cell phone number Email read write character field Primary contact person s email address Web Site read write character field Website URL for the property Account read write character field Account number for charging the cost of accomplishing the work order for the property Markup read write character field Percent markup that is added to the calculated cost of work orders to determine the final billed cost of the work orders for the property Work order cost is calculated from the amount of labor expended and parts and supply utilization Comments read write character field Any comments regarding the property Orders calculated character field Total number of Open Complete and Hold work orders for
33. details described below 78 Workorderama PM User Manual V4 1 R2 0 Use this part of the PM Work Order Setup screen to access standard time and cost information for the PM work order It contains two portals with several data fields above the first portal a button and data field between the two portals and a button and several data fields below the second portal The data fields above the two portals are Scheduled Start Date read write date field Scheduled start date for the first work order generated from the PM work order Scheduled Start Time time field Scheduled start time of day for all of the work orders generated from the PM work order Repeat Order Every read write character field and value list Duration between each work order generated from the PM work order For example Repeat Order Every 2 month s Repeat Order Every Until read write date field Date on which no more work orders will be generated from the PM work order Next Repeat Date read only date field Date for the next normal work order generated from the PM work order based on the Scheduled Start Date Repeat Order Every and Until fields Target Completion read write character field The number of days targeted to complete a generated work order once work begins on the work order This order supersedes read write character field ID for another PM work order that this PM work order supersedes The
34. e 2 Edit the Report Title optional read write date field Report title e Proceed button Creates and prints the report The Work Order Bar Chart Report Setup screen does not have a bottom menu 139 Workorderama PM User Manual Chapter 7 Configuring Workorderama PM This chapter provides information on the screens that you use to configure your Workorderama PM software 7 1 Software Configuration and Preparation Screens You use some of Workorderama PM s screens to configure and prepare the software for your organization s day to day use Let s go over each of these screens GETTING STARTED WITH WORKORDERAMA PM SCREEN The Getting Started With Workorderama PM screen displays a Getting Started checklist that you can print and use to setup and get started using Workorderama PM Abercrombie Plaza E a GETTING STARTED WITH i WORKORDERAMA PM Print Back to Help This document will help you get started setting up and working with your VYorkorderama software system We recommend that you print this page and use it as a checklist to help keep track of your progress First before entering any live data take some time and get familiar with these basic features and functionality of WVvorkorderama PM O Create and edit some new work orders QO From the Work Order List screen FIND some sets of data and print a few reports QO Navigate around the system and become comfortable with how
35. email recipient as an attachment The Auto Email Types Default Text screen does not have a bottom menu 160 Workorderama PM User Manual V4 1 R2 0 SYSTEM PROVIDER SETTINGS PREFERENCES SCREEN The System Provider Settings Preferences screen lets you view enter and edit the images and text for a facilities maintenance service provider s name and logo that are displayed on e Screens of a Workorderama PM client server implementation for the service provider e Web pages of a Workorderama PM web user interface implementation for the service provider The System Provider Settings Preferences screen presents your data using detail display with a top menu and bottom menu Workorderama MAINTENANCE NANAGEMENT SYSTEM SETTINGS PREFERENCES Provider Preferences Provider Hame One Plaza Center Demo Logotext Provider Logos ce Screen 64x64 Web Site Left Logo if no Prop logo Web Site Right Side Provider Logo 50 pixels high 38 pixels wide x no more than 269 pixels wide Provider Web Bgrnd File Name REPORT DEFAULTS Header Abercrombie Plaza Footer Property Management Maintenance Web Prefs Mail Prefs Provider Prefs System Provider Settings Preferences Screen Top Menu The System Provider Settings Preferences screen s top menu has these buttons Menu button Goes back to the Main Menu screen User List button Goes to the User List screen providing
36. for assembled PO data Data Fields and Buttons The main portion of the Parts Inventory Purchase Order Setup screen has these data fields and buttons detail view button Goes back to the Parts Inventory Log screen for the part or supply Part ID button enabled character field Part or supply ID Part Name read write character field Part or supply name Manufacturer read write character field Name of the manufacturer of the part or supply Part read write character field Manufacturer s part number for the part or supply Supplier value list Supplier ID In Stock read only character field Current inventory quantity of the part or supply Limit read write character field Maximum inventory quantity established for the part or supply Order Qty read write character field Quantity of the parts or supplies to be ordered Unit read write character field Cost of the part or supply per unit of measure see the Unit field next Unit read write character field Unit of measure for the part or supply Values include ea gal sf etc Total calculated character field Total PO cost for the parts or supplies PO read write character field PO number for reordering the parts or supplies Bottom Menu The Parts Inventory Purchase Order Setup screen s bottom menu contains these buttons Find button Switches into Find mode allowing Part Supply Inventory PO Set
37. i i Worker Information Screen Top Menu The Worker Information screen s top menu contains these buttons e WkOrders button Goes to the Work Orders screen providing access to the Work Orders database e Worker List button Goes back to the Workers Rates screen Exit button Ends the Workorderama PM session Help button Goes to the Work Order Help screen 110 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons ID 283 Name Allan Shepard Phone 231 302 1212 Cell Phone 231 923 3329 Email Allan elecplus com Notification Job Type Electrical Rate Hour 43 50 Date 09 09 04 SS Vendor ELECTR Vendor ID N A Xd Primary Contact Notes Use this part of the Worker Information screen to enter and view a worker s contact role and rate information as well as vendor information for vendor workers It has these data fields ID read write character field Worker ID Name read write character field Worker name Phone read write character field Worker phone number Cell Phone read write character field Worker cell phone number Email read write character field Worker email address Notification value list Perferred means for notifying and communicating with the worker Selections include Email Phone Beep etc e Job Type value list One of a set of standardized Job Types for example Housekeeping Carpentry Electrical Keys Locks
38. properties logos and names if you are a managing work orders for multiple properties These images replace the Facility Wizards logo and name that appear in each Workorderama PM screen Images can be BMP GIF JPG PICT or TIFF files It s important to clarify that container fields do not actually contain the image files themselves Instead they contain references to the files The image files still exist as separate disk files outside of Workorderama PM For more information on changing the displayed screen images see N w OA z Chapter 7 Configuring Workorderama PM ay S 33 Workorderama PM User Manual 4 1 2 Buttons and Menus V4 1 R2 0 Buttons can be part of menus and can be placed among the data fields that are contained in the screens You click on the buttons to move among the various screens and to perform various Workorderama PM functions for example calculating a value or printing a report Property ABER Order PM10022 Entry Date 08 19 04 Time 11 52 AM Order By Bob Stone Drafting Priority 1 2 O3 Building Plaza 1 Suite R101 Checklist Air Compressor Control Additional Buttons Bottom Menu Workorderama PM Top Menu Bottom Menu and Additional Buttons Menus are simply groupings of buttons that appear in a consistent placement and format in Workorderama PM s screens As shown in the
39. record count Also important the status bar contains a button that tells you what FileMaker mode you are in and allows you to switch modes FileMaker modes are discussed just below Here is a close up of the FileMaker status bar staff_list FileMaker Status Bar Records Found Unsorted 100 ole E Browse 43 Workorderama PM User Manual V4 1 R2 0 4 2 1 FileMaker Modes FileMaker has four modes Browse mode Find mode Preview mode and Layout mode Layout mode will rarely be used by a Workorderama PM user it is used for customizing Workorderama The other three modes however are key for your day to day use of Workorderama PM You will find yourself toggling between these modes often and it s important to know what each mode does Within each FileMaker mode you have certain capabilities Browse Mode You use Browse mode to normally view enter and edit data This is the default mode that is in effect when you enter Workorderama PM and you will usually not need to tell Workorderama PM to switch into Browse mode If during your work you find that you cannot view or enter data then probably your Workorderama PM system has been accidentally placed in another mode and you will need to switch back into Browse mode j A To switch to Browse mode use the shortcut keys ae Windows CONTROL B OO a S Macintosh MacCOMMAND B Find Mode Find mode lets you locate a record or a group o
40. records you switch into Find mode from the FileMaker status bar enter your Find criteria into one or more data fields and then execute the Find operation by pressing the Return Key In a list display or a portal the retrieved records will be displayed in a detail display one of the records will be displayed the detail display only displays one record at a time and the other found records are also available for viewing and editing As a result of a Find operation the number of records found will be shown in the record marker in the status bar Also in a detail display you can use the record marker to move between the found records Find is important for viewing a desired subset of your Workorderama PM data You can also use Find to create a report In this case you first perform a Find to locate the records you want to appear in the report and then you create and print the report wd i To switch to Find mode use the shortcut keys o J eet oe Gal Windows CONTROL F eo Macintosh MacCOMMAND F X Find can be repeated to refine the last executed Find operation This means that you can do an initial Find to locate a group of records and then based on your examination of those records you can perform another Find with more limiting criteria further narrowing the set of returned records You can repeat this procedure as many times as necessary to get just the records you need For Find operations the status b
41. s name e Priority 1 2 3 3 radio buttons Numeric Job Priority for the work order e Item ID value list Equipment or item ID Selecting this ID causes the equipment or item name to be displayed in the Item Equip field e action hint button to right of Item ID Executes a function that looks up the location of the equipment or item specified in the Item Equip field and enters this location information into the Primary and Secondary Facility Location fields e Item Equip read write character field Name of the equipment or item 65 Workorderama PM User Manual V4 1 R2 0 Wlist Emails Friday 01 23 04 se Hold Saturday 01 31 04 8 38 PM Complete Andy Holub 01 3104 3 00 45 50 136 50 K New LABOR Entry 073 146 Wl ea ea 649 1295 iil ea 073 10 95 BI New PARTS Entry Proet J OOOO Use this part of the Work Order Information screen to access cost information for a work order This screen area contains a two portals with data fields and buttons above between and below the portals The data fields and buttons above the portals are Job Start Date read write date field Scheduled date for work to begin on the work order Job Start Time time field Scheduled time of day for work to begin on the work order Target Due Date read write date field Scheduled or target completion date for the work order Target Due Time time field Scheduled or target completion
42. screen is a list display with a top menu and bottom menu J 4 Read Write FM or Web MAINTENANCE MANAGEMENT 3 Vendor Worker Web Only ACCOUNT PASSWORDS 5 REO Generic Acct Web Only asl lane E Name Level Password PropID Admin Orders Assigned To Dave Johnson 1 dave lt ALL gt E E ABER Admin 1 aberadmin ABER amp Demo Admin 1 demoadmin DEMO o E PMC Admin 1 pmecadmin PMC o E Fred Thomas 3 fred DEMO o Fred Thomas E mark facilitywiz com 4 WiemiZC4 DEMO o E ABER Requester 5 aber ABER O E Demo Requester 5 demo DEMO o E PMC Requester 5 pme PMC O es a ee LEE Update Web Accts all Account Passwords Screen Top Menu The Account Passwords screen s top menu has these buttons e Menu button Goes back to the Main Menu screen e New User button Creates a new user and stands by for data entry e User List button Goes back to the User List screen e System Prefs button Goes to the System Web Settings Preferences screen providing access to Workorderama PM s configuration settings Data Fields and Buttons The main portion of the Account Passwords screen has these data fields and buttons e Name read write character field User name e Level value list User Access Level Allowable values are 1 for Read Write FM or Web 2 for Read Only Web Only 3 for Vendor Worker Web Only 4 for Individual Acct Web Only 5 for Generic Account Web Only T
43. screen to access basic work order information It has these data fields and buttons Property read only character field Property ID for the property that the work order belongs to From PM button enabled character field If the work order was generated from a PM work order indicates the PM work order ID Order read write character field Work order ID REQ read only character field Request number for the requested work order This will be displayed if the workflow for requesting and reviewing work orders is in effect Entry Date read write date field Date that the work order was entered Time time field Time of day that the work order was entered Order By value list Staff person who is requesting the work order ADD button Adds the staff person specified in the Order By field to the Orderers database if that person is not currently in the database Dept value list Department of the staff person who is requesting the work order Phone read write character field Requesting staff person s phone number Building value list Primary Facility Location where the work on the work order is to be performed Room read write character field Secondary Facility Locations where the work on the work order is to be performed 64 Workorderama PM User Manual V4 1 R2 0 e When you enter the name of the requesting staff person for a work order Workorderama PM automatically fills in that staff Y pe
44. the screen that is described just below Last Order Date read write date field Date of the last order of the part or supply Last Order Qty calculated character field Quantity of parts and supplies last ordered Notes read write character field Any notes regarding the part or supply which can include notes about inventory control of the part or supply Add Inventory Use this portion of the Parts Inventory Log screen to access inventory information for the part or supply It consists of a portal followed by a set of data fields and a button The portal lets you enter and view Part Supply Inventory Log records which indicate the inventory history and status for the part or supply It contains these data fields and buttons Date read write date field Date when the Part Supply Inventory Log record was entered Wkord read write character field Contains a work order ID referencing the work order for which the part or supply was utilized Add read write character field Quantity of the parts and supplies added to inventory Deduct read write character field Quantity of parts and supplies removed from inventory Net calculated character field Change in inventory resulting from the addition or removal utilization of the parts and supplies 89 Workorderama PM User Manual V4 1 R2 0 Cost calculated character field Negative amounts indicate the cost of the utilization of the parts and su
45. time of day for the work order Hold checkbox and button Puts the work order on Hold Completion Date read write date field Actual completion date for the work order Completion Time time field Actual completion time of day for the work order Complete button Selecting the button indicates that the work order has been completed This marks the work order as Complete and enters the completion date and time in the Completion Date and Time fields Duration calculated character field Actual elapsed number of days to accomplish the work order 66 Workorderama PM User Manual V4 1 R2 0 Use the first portal to access Work Order Labor records for logging the amount of labor that it took to perform and accomplish the work order It has these data fields e Labor Name Trade value list Name of the worker assigned to this work order Once the worker is selected from the value list the entry can be edited to add the worker s trade Date read write date field Date that the labor on the work order was performed e Hours read write character field The number of hours of labor that was expended on the work order Rate read write character field Worker s hourly dollar rate e Amount calculated character field Cost amount for this worker s labor on this work order e delete button Deletes the Work Order Labor record Once you delete a Work Order Labor record you cannot get it back ex
46. to get back and forth between the different lists and modules remember CONTROZ 7 will always get you back to the work order list Once you ve done this you should be ready to populate your system with real data Here are the next steps O Delete all of the demonstration data provided VVe ve made it easy to do this via the DELETE DEMO DATA button on the Help gt gt Setup screen O Enter all of the Setup Data you will need to effectively use YVorkorderama Often we can import these data from existing electronic files like Excel worksheets or Access databases Here s a few checklists to help you keep track of your progress Top Menu Getting Started With Workorderama PM Screen The Getting Started With Workorderama PM screen s top menu contains these buttons Back to List button Goes to the Work Orders screen providing access to the Work Orders database Print button Prints the Getting Started checklist Exit button Ends the Workorderama PM session Back to Help button Goes back to the Work Order Help screen The Getting Started With Workorderama PM screen is a special case because it does not contain any data fields or buttons Instead it just contains text It is basically a read me file to help get your organization up and running with Workorderama PM 140 V4 1 R2 0 Workorderama PM User Manual V4 1 R2 0 The Getting Started With Workorderama PM screen does not have a bottom menu 14
47. 1 Workorderama PM User Manual PRIMARY LOCATION BUILDING LIST SCREEN The Primary Location Building List screen lets you view enter and edit a property s Primary Facility Locations where work on work orders is performed The data contained in the Primary Facility Locations includes Location IDs that become selections in value lists that you use to specify the Primary Facility Location in several other Workorderama PM screens This screen presents your data using a list display which displays a Primary Facility Location record for each Primary Facility Location The Primary Location Building List screen also has a top menu and bottom menu Property One Plaza Center 4 DPTTEE E e PRIMARY LOCATION i BUILDING LIST pame eo City Location ID Location Hame Address St Date E Pavillion Pavilion Oak Brook IL OF M6 03 Center2 Center Two Oak Brook IL OF M603 E Center1 Corporate Center One Oak Brook IL 090403 Annex Corporate Annex East Oak Brook IL 090403 Primary Location Building List screen Top Menu The Primary Location Building List screen s top menu contains these buttons Menu button Goes to the Main Menu screen Back button Goes back to the Property Information screen New Location button Creates a new Primary Facility Location for the property and stands by for data entry Print List button Prints a Primary Location Building List report listing the facility
48. 1 Demo Requester DEMO 5 Staff 773 832 0200 demo fwiz com O E 32787 PMC Requester PMC 5 Staff 800 555 1234 pmc fwiz com O Find Al Users Security Levels 4 Read Write FM or Web 4 REQ Individual Acct Web Only _ 2 Read Only Web Only 5 REQ Generic Acct Web Only 3 Vendor Worker Web Only System User List Screen Top Menu The System User List screen s top menu has these buttons e Passwords button Goes to the Account Passwords screen providing access to user passwords and access levels for a multi user client server Workorderama PM installation e Menu button Goes back to the Main Menu screen e System Prefs button Goes to the System Web Settings Preferences screen providing access to Workorderama PM configuration settings Data Fields and Buttons The main portion of the System User List screen has these data fields and buttons e ID read write character field User ID e Name read write character field User name e Prop ID value list Property ID for the property that the user is involved with and has access to A value of lt ALL gt indicates that the user has access to all the properties stored in Workorderama PM e Level read only value list User Access Level Allowable values are 1 for Read Write FM or Web 2 for Read Only Web Only 3 for Vendor Worker Web Only 4 for Individual Acct Web Only 5 for Generic Account
49. 109 EJ Item Equip Cooling Tower 2 Checklist Air Compressor Control Use this part of the PM Work Order Setup screen to access basic information about a PM work order It has these data fields and buttons e Property read only character field Property ID for the property that the PM work order belongs to Order read write character field PM work order ID Entry Date read write date field Date that the PM work order was entered Time time field Time of day that the PM work order was entered Order By value list Staff person who requested the PM work order Dept value list Department of the staff person who requested the PM work order Phone read write character field Requesting staff person s phone number 77 Workorderama PM User Manual V4 1 R2 0 When you enter the name of the requesting staff person for a PM work order Workorderama PM automatically looks up and enters Y that staff person s department in the Dept field and phone number i in the Phone field You access staff persons including their departments and phone numbers using the Staff Department List screen The Staff Department List screen is covered later in this chapter e Description of Work read write character field Summary of the work to be accomplished by the work orders generated from the PM work order e Job Type value list One of a set of standardized Job Types Selections include Housekeeping
50. 4 Checklist Air Fiter Replacements MONTHLY PM Description SETH ZTETES PM supersedes New PM Order View PM Orders Use this part of the Equipment Item Information screen to access PM work orders relating to the equipment or item that is involved in work order efforts You can also use this screen area to edit some of the basic information for the PM work order and even create a new PM work order for the equipment or item This screen area consists of a portal with two buttons below the portal The portal which displays a PM Work Order record for each PM work order contains these data fields and buttons detail view button Goes to the PM Work Order Setup screen providing access to the details of the PM work order PM Order read only character field PM work order ID Job Type value list One of a set of standardized Job Types Selections include Housekeeping Carpentry Electrical Keys Locks etc Assign To value list Worker who the work orders generated from the PM work order should be assigned to Repeat Every read write character field and value list Duration between each work order generated from the PM work order For example Repeat Order Every 2 month s Repeat Every Until read write date field Date on which no more work orders will be generated from the PM work order Repeat Every Start read write date field Scheduled start date for the first work
51. 5 R 14 3 month s Z Teona cea ee CEA CICA CLIN PM Scheduled Work Orders Screen Top Menu The PM Scheduled Work Orders screen s top menu contains these buttons New PM button Creates a new PM work order and goes to the PM Work Order Setup screen standing by for data entry Menu button Goes back to the Main Menu screen WkOrders button Goes to the Work Orders screen providing access to the Work Orders database Do Orders button Generates the next scheduled upcoming normal work orders from the PM work orders Workorderama PM uses the schedule stored in a PM work order to calculate the scheduled date for its next upcoming normal work order Usually when you enter the software Workorderama PM will analyze the PM work orders and will automatically generate the normal work order for its next scheduled date However a problem can arise if you have not executed the software for some period of time for example for a week or for several weeks In this situation Workorderama PM may not have had the opportunity to 73 Workorderama PM User Manual V4 1 R2 0 automatically generate one or more upcoming normal work orders from PM work orders causing one or more scheduled normal work orders to be missed The Do Orders button allows you to recover from this condition It will generate any non generated normal work orders that missed their scheduled dates because Workorderama PM had not been entered a
52. 81 1004 415 981 1004 E E AMER Amer Lock And Supply Inc Carpenter 714 996 8882 800 972 5990 Scott Durr E E HENRI Henri Mancini Co Inc HVAC 408 727 8700 408 942 7900 Howard Kemery E E COTEY Cotey Construction GC 415 964 8229 415 964 8229 Freddie Thomas x E CRANE Crane Pest Control Misc 415 922 1666 55 922 1666 Rachel Martin E E DECOR Decorative Plant Serv Co Plants 415 826 8181 415 962 8275 Howard Cunningham E E DEPEND Dependable Dealers Furniture 510 635 1111 510 635 1111 Ei E DESIGN Design Tex Misc 213 659 9900 415 864 4144 Roger Hammerstein x E instit Institutional Coop Sve HVAC 516 273 7900 800 283 4449 Allan Shepard E E ELECTR Electrical Materials Inc Electrical 415 494 0400 415 494 0400 x ENVIRO Environ Control Industries Engineer 415 614 0180 415 655 5855 Dave Anderson E E FISHER Fisher Friedman Assoc Engineer 415 981 6076 415 546 4953 Phil Parrillo E E FLUKEY Flukey Chemical Corp HVAC 516 467 0980 800 358 5287 Dell Shimandel E E INTERIM Interim HVAC HVAC 415 493 1444 493 1444 E m ceme Hinnino I numhar Cornenter AAG A71 AGNN c41n 4741 aonn Rene Kithor ra List Display Presenting Data In Tabular Format 35 Workorderama PM User Manual V4 1 R2 0 Another common type of presentation for your data is a detail display As part of a screen this organizes a record or several different types of records of your data into individual data fields and groups of data fields that are meaningfully laid out to create a form The data fields and g
53. 9 02 o E P3423 KOHLER PLUG 30424 PLBG 6 10 ea 42 81 06 30 02 o E P3425 KOHLER PLUNGER KIT PLBG 3 73 ea 27 13 05 12 02 o E P3429 KOHLER SEATS PLBG 8 59 ea 95 58 02 01 02 o E P3434 KOHLER STEMS PLBG 55 33 ea 98 93 ovo40o2 O E P3437 KOHLER TRIP LEVER PLBG 11 27 ea 38 44 04 11 02 o E P3444 MANSFIELD FLUSH HANDLE PLBG 2 00 ea 86 25 102502 O E P3443 MANSFIELD HANDLE PLBG 295 ea 13 16 042502 DO E P3450 MOEN 1225 CARTRIDGE PLBG 16 80 ea 32 29 os202 O E P3453 MOEN CARTRIDGE 1225B8 PLBG 18 56 ea 62 26 oenem2 O E P3455 MOTOR WHIRLPOOL BATH ELEC 250 00 ea 90 2 oso 02 O W P3457 OFFSET FLOOR FLANGE CARP 718 ea 40 e9 os2202 O E P3465 PVC FLOOR DRAIN PLBG 1099 ea 89 45 030802 O E P3483 SPLINE ADAPTERS 59027 CARP 1 51 ea 26 33 090902 O W P3497 WH 10 T STAT ELEC 1354 ea 59 3 oz2z702 O m sans Biat Fh At comme w pann on mA Needs Order Parts Inventory List Screen Top Menu The Parts Inventory List screen s top menu contains these buttons e WkOrders button Goes to the Work Orders screen providing access to the Work Orders database e Menu button Goes back to the Main Menu screen e PO Prep button Goes to the Parts Inventory Purchase Order Setup screen which assists in creating POs for under stocked parts and supplies e New Item button Creates a new part or supply and stands by for data entry e Order List button Prints a Parts Inventory Order List report showing the order and inventory status for parts and s
54. E AHU 030 2x Single Zone Hot Cold Coil BIANNUAL PM 08 13 04 E AHU 030 OT Single Zone Hot Cold Coil QUARTERLY PM 05 14 04 E AHU 031 2x Multi Zone Heat Cooling BIANNUAL PM 07 27 04 E AHU 031 AN Multi Zone Heat Cooling ANNUAL PM 03 28 04 E AHN ANAT Multi 7nane Heati aniline OUARTFAI Y PM NRNNMA Checklists and Procedures Screen Top Menu The Checklists and Procedures screen s top menu contains these buttons WkOrders button Goes to the Work Orders screen providing access to the Work Orders database Property Setup button Goes to the Property Preferences screen providing access to configuration settings for the current property New ChkList button Creates a new blank checklist and goes to the Checklist Procedure screen standing by for data entry Print List button Prints a Checklist Procedure List report listing the checklists stored in Workorderama PM Exit button Ends the Workorderama PM session Help button Goes to the Work Order Help screen 122 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons The main portion of the Checklists and Procedures screen contains these data fields and buttons e detail view button Goes to the Checklist Procedure screen providing the specific checklist e ID button enabled character field Checklist ID When this field is selected Workorderama PM goes to the Checklist Procedure screen providing the specific checklist selecting this field
55. Electrical Kyle RepeatEvery 1 month s Until 11 01 05 Start 11 01 Checklist Air Filter Replacements MONTHLY PM Description PM supersedes New PM Order View PM Orders Delete Buttons Detail View Buttons and Delete Buttons 38 V4 1 R2 0 Workorderama PM User Manual V4 1 R2 0 Delete Button Some of the portals and screens in Workorderama PM s also contain a delete button This will appear in the last column within these tabular types of displays The delete button for each row lets you delete that record Once you delete a record you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button 39 Workorderama PM User Manual V4 1 R2 0 Selection Buttons The selection button is another type of button that is used in some of Workorderama PM s screens In Workorderama PM this type of button lets you select a different property a capability used by facility maintenance service providers and other Workorderama PM users who need to manage work orders across multiple properties Workorderama PM also displays combination detail view and selection buttons in one of its screens Like the regular selection button this button lets you select a specific property Then when that property is selected the button displays differently signifying that the property i
56. LIZE AS REQUIRED TO PREVENT FURTHER DETERIORIZATION 7 SOUND MOTOR MOUNTS MEG MOTOR lt 25 HP TAKE AMP LEG READINGS 8 CLEAN EXTERIOR OF UNIT amp CONTROL PANELS 8 1 CLEAN BLOWER ASSEMBLY S amp COILS COMB FINS AS REQUIRED 8 2 CLEAN SUPPLY AIR INTAKE SCREENS 9 CHECK FILTER FRAME ASSEMBLY FOR DUST BYPASS amp INTEGRITY Use this part of the PM Work Order Setup screen to access either a standard or custom checklist to be used for the normal work orders generated from the PM work order A standard checklist can also be called up and then edited to customize it for the PM work order This screen area has these data fields value list directly under the header Checklist Procedure Selects the checklist by indicating its title read only date field to the right of the value list Date the checklist was written or last updated read write character field the large text area The checklist itself Bottom Menu The PM Work Order Setup screen s bottom menu contains these buttons Find button Switches into Find mode allowing PM work orders to be found Delete button Deletes the PM work order Once you delete a PM work order you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Staff button Goes to the Staff Department List screen providi
57. NFORMATION SCREEN The Equipment Item Information screen lets you view enter and edit detailed information about each equipment or item that exists within your organization s facilities and that is involved in your organization s work order efforts The data accessed through this screen includes the equipment s or item s e ID and name e Manufacturer e model number and serial number e Facility location e Physical characteristics e Purchase information e Specifications e Service agreement In addition using this screen you can view existing PM work orders and normal work orders that involve the equipment or item You can also setup a new PM work order for the equipment or item The Equipment Item Information screen presents your data using a detail display that contains three tabbed screen areas with two of these tabbed screen areas containing portals This screen also has a top menu and bottom menu Abercrombie Plaza Property Abercrombie Plaza FEE EQUIPMENT ITEM ee Me Kt SS NESS INFO SPECIFICATIONS item List Print f Help Generator 1 ELEC Private 6 150 Unit Mfr Delcotrax Model X233 4 Serial 8383 9393 2824 Unit Size H wW D Weight ibs Otons Okg Vendor Purchased 020504 Cost Install Date 06 276 Comments EZE O O O Equipment Item Information Screen 99 Workorderama PM User Manual V4 1 R2 0 Top Menu The Equipment Item Informatio
58. Order Help screen consists of two data fields followed by a set of buttons The first two data fields provide the help function These consist of 1 A Question field which is a value list and 2 An Answer field which behaves as both a button enabled character field and a read only character field The Question field first provides a set of categories of questions Upon selecting a category the set of questions is displayed in the Answer field the field that takes up most of the screen area Next when a specific question is selected that question is displayed is the Question field and the answer is displayed in the Answer field In the middle of the screen area there are three buttons that provide various functions 126 Workorderama PM User Manual V4 1 R2 0 www facilitywiz com button Opens a browser window and uses an Internet connection to go to Facility Wizard s website at http www facilitywiz com Download Manual button Downloads this manual from Facility Wizard s FTP site Open Project Site button Opens the project website Bottom Menu The Work Order Help screen s bottom menu contains these buttons Getting Started button Goes to the Getting Started With Workorderama PM screen which displays a checklist for with getting started with the software Backup Prefs button Goes to the Work Order Setup Customization Backup Preferences screen allowing automatic backups of Workorderama PM data
59. PICK LIST gt Click on the desired item to paste its ID into the PM Setup ID Name Type Mfr Building Suite Installed 1001 Fire Extinquisher BLDG Safeco Pavillion Multiple 06 27 6 BLDG101 Building 2 Boiler BLDG Bogues Plaza 1 150 06 27 6 ELEC102 Electrical Panel 3 ELEC Delcotrax Plaza 1 150 06 27 6 ELEC103 Generator 1 ELEC Delcotrax Private B 150 06 27 6 ELEC104 Generator 2 ELEC Delcotrax Garage B 130 06 27 6 ELEC105 UPS2 ELEC PowerSave Corp Corporate B 140 06 27 6 HVAC106 Cooling Fan Unit HVAC BAC Garage 100 06 27 6 HVAC107 Cooling Tower 1 HVAC BAC Pavillion R101 06 27 6 HVAC108 Cooling Tower 2 HVAC BAC Garage R101 06 27 6 HVAC109 Cooling Tower 3 HVAC BAC Plaza 1 R101 06 27 6 HVAC110 Liebert Unit HVAC Liebert Corporate 00 233 06 27 6 HVAC111 Liebert Unit HVAC Liebert Corporate 00 244 06 27 6 HVAC112 Liebert Unit HVAC Liebert Plaza 1 200 06 2716 HVAC113 Liebert Unit HVAC Liebert Plaza 1 06 27 6 Equipment Item PM Pick List Screen The Equipment Item PM Pick List screen does not have a top menu Data Fields and Buttons The main portion of the Equipment Item PM Pick List screen has the following data fields The equipment or item is selected and entered into the PM work order when any of these data fields are selected ID button enabled character field Equipment or item ID Name button enabled character field Equipment or item name Type button enabled character field One of a set of standardized equipment or item t
60. T TEST ON YEARS ENDING IN MULTIPLES OF 5 7 CLEAN OIL COOLING SOLENIOD ARRANGE FOR OIL ANALYSIS 8 INSPECT GEAR amp CLEAN SUMP amp ALL STRAINERS BLOW DOWN DIRT LEGS 9 DO ROUTINE LUBRICATING amp CHECK WEAR POINTS VANE ROD ASSEMBLY 10 PURGE UNIT DISSASEMBLY amp CLEAN INSTALL NEW CHECK VALVE amp RINGS IN PURGE PUMP CHANGE BOTH SIGHT GLASSES AS REQUIRED 10 1 CHECK PURGE ADJUSTMENT 11 INSPECT CONDENSER WATERSIDES BRUSH WITH CORRECTLY SIZED PLASTIC BRUSHES REPLACE GASKETS amp COVER CHECK FOR LEAKS 12 CHECK TEMPERATURE SENSORS CLEAN OR REPLACE AS REQUIRED 13 CLEAN STARTER CONTACTS CHECK FOR ENTIRE UNIT FOR LEAKS 14 CHECK UNIT OPERATION amp REPAIR REPLACE DAMAGED INSULATION 07 05 04 Checklist Procedure Screen The Checklist Procedure screen s top menu contains these buttons e New ChkList button Creates a new checklist and stands by for data entry Back to List button Goes back to the Checklists and Procedures screen e Print It button Prints a Checklist Procedure Sheet report showing the checklist Data Fields and Buttons The main portion of the Checklist Procedure screen has these data fields Name read write character field Checklist name Created by read write character field Checklist author ID read write character field Checklist ID Date read write date field Checklist creation date or last revision date This date should be first entered when the
61. abetical order or by date For the tabular types of data displays list displays and portals you can sort the records quickly by clicking a column heading You can also perform a more complex sort by executing the Records gt Sort command from the FileMaker menu This displays a dialog box that lets you define a sort order using any of the data fields including two or more data fields as well as giving you full control over all other sort parameters Sort operations also work with Find operations and with reports If you execute a Find and then perform a sort of your data then just your found records will be sorted if you perform a sort prior to creating a report then given that the report is intended to operate on the data you have sorted the report will contain your data in the sorted order j TA 0 y To perform a complex sort o ee a Gall Windows CONTROL S NINAN A Macintosh MacCOMMAND S 4 2 5 Spelling Correction Another useful FileMaker function that is available in Workorderama PM is spelling correction To check and correct spelling select Edit gt Spelling from the FileMaker menu This function gives you the choice of checking all of your data the current record an individual data field or selected text within a field 4 2 6 Printing The File gt Print selection from the FileMaker menu prints the record or records that are displayed on your screen However generally instead you will want to use Wor
62. above screen image most screens contain a top menu and a bottom menu In addition a few of Workorderama PM s menus such as in the Menu of Reports screen take up most of the screen area 34 Workorderama PM User Manual V4 1 R2 0 4 1 3 Data Presentation within Workorderama PM Screens To present your data most Workorderama PM screens contain data fields usually including a mix of the types and variations we described above read write character fields checkboxes and so forth The screens that contain data fields can also contain buttons among the data fields All Workorderama PM screens contain one or more menus Workorderama PM presents your data in three different ways The most basic of these is a list display As part of a screen this lists the data fields in a table in rows and columns with column headers Each displayed row of data represents a record of data contained in one of Workorderama PM s databases There can also be one or more buttons within each row in the tabular display which you use to execute various functions on the record ibe Company Name Type Phone Fax Primary Contact E wiz Facility Wizards Misc 312 527 0200 312 527 0699 E E MASTER Masters HVAC Maint HVAC 800 289 0000 616 903 7745 Fred Patterson E E acc AGC Automatic Gate Co Carpenter 415 365 8828 800 343 3939 Veronica Lukas E E CLUNE Clune Construction Co GC 415 786 9555 510 786 9555 Nicole Appleman x E ADAMS Adams Associates Janitorial 415 9
63. al selections to the value list you first type them in For some of the value lists in Workorderama PM you can also override the values in a value list field by typing in a value that is not one of the selections You can also select a value from the value list and then edit it Any value list can easily be customized to change or add to their initial range of selections For instructions on how to accomplish this contact Facility Wizards or your Facility Wizards distributor Almost all of the value lists in Workorderama PM are read write That is you can make a selection using the value list and then view the selection in the value list after you made the selection However there are some value lists in Workorderama PM that are read only This means that although you can click on the value list and see its different selections you cannot actually make the selection In this manual we call these read only value lists whereas we refer to the normal read write type as just value lists For each read only value list there is a corresponding value list on another screen that is read write So the purpose of a read only value list is just to remind you of what the valid selections are in the read write value list on the other screen 31 Workorderama PM User Manual V4 1 R2 0 Checkboxes A checkbox is a data field that indicates a single value that can be true or false When the box is checked the value is true when the box is not ch
64. ar contains a button that lets you include logical operators and pattern matching operators in the fields Once you learn the meaning of these symbols you can optionally just type them into the fields instead of using the button These symbols give you the ability to do things like Find work orders assigned to a particular worker or Find the inventory of a specific part or supply that is used for work orders The symbols that you can use for Find operations are lt less than lt less than or equal gt greater than gt greater than or equal exact match numeric range Duplicates today s date one character 45 Workorderama PM User Manual V4 1 R2 0 g zero or more characters 2373 literal text When in Find mode the status bar also contains an Omit button This lets you omit the records that were found based on your Find criteria This has the effect of returning all the records in your data except the records found by your criteria In other words this has the opposite effect of performing a normal find as we described above Most Workorderama PM screens contain a bottom menu that includes a Find button This button does the same thing as selecting the Find mode button that is part of the FileMaker display area 4 2 4 Sorting Records Sort operations determine the order in which you can view your records You can sort and view them in numerical order alph
65. ate or province Zip read write character field Vendor company zip code or postal code Phone read write character field Vendor phone number Fax read write character field Vendor fax number Other read write character field Any other vendor contact information Web Site read write character field Vendor web site URL Fed Tax ID read write character field Vendor Federal Tax ID Number Account read write character field Vendor account number Notes read write character field Any notes regarding the vendor 118 Workorderama PM User Manual V4 1 R2 0 Worker List Gary Kean Cleaning 342 201 1021 Rate 75 50 Hour O Primary 342 234 1234 Contact gary fwiz com x Use this part of the Vendor Information screen to view a vendor s workers You can also use this screen area to edit some of the core information for the vendor s workers and to create a new vendor worker This portion of the screen consists of a portal with a button below the portal Vendor worker information is stored in Worker records in the Workers database The worker contact information that you access Y7 in this portal in the Vendor Information screen will also be i reflected in the Workers Rates screen and the Worker Information screen which are the screens that provide direct access to Workers database The portal which displays a Worker record for each vendor worker contains these data fi
66. ate the last order was placed for the part or supply Order checkbox Indicates that there are one or more pending orders for the part or supply to re stock inventory Bottom Menu The Parts Inventory List screen s bottom menu contains these buttons Find button Switches into Find mode allowing parts and supplies to be found All button Stops Find mode going back to Browse mode and causing all parts and supplies to be displayed Needs Order button Shows the parts and supplies for which POs should be created based on the inventory levels for the parts and supplies Current Order button Shows the parts and supplies for which POs have been created forwarded and for which the receipt of the parts and supplies is pending 86 Workorderama PM User Manual V4 1 R2 0 PARTS INVENTORY LOG SCREEN The Parts Inventory Log screen lets you view enter and edit detailed inventory information about each part and supply that is used in your organization s work order efforts This includes the part s or supply s ID and name Manufacturer and supplier Cost Inventory level and inventory replenishment level The Parts Inventory Log screen presents your data using a detail display that contains two tabbed screen areas and also has a top menu and bottom menu WkOrders New Item Exit Mfr Part Unit Cost 0 69 Unit ea Order When Stock Reaches 72 Order to Stock Capacity Current Stoc
67. ation where the equipment or items is located Suite read write character field Secondary Facility Location within the Primary Facility Location where the equipment or items is located Unit Mfr read write character field Equipment or item manufacturer 100 Workorderama PM User Manual V4 1 R2 0 Model read write character field Equipment or item model number Serial read write character field Equipment or item serial number Unit Size H W D 3 read write character fields Equipment or item dimensions Weight read write character field Equipment or item weight Weight Ibs tons kg 3 radio buttons Unit of measurement for the weight of the equipment or item Vendor read write character field Vendor that provided the equipment or item Purchased read write date field Date of purchase of the equipment or item Cost read write character field Equipment or item cost Install Date read write date field Equipment or item installation date Comments read write character field Any comments regarding the equipment or item Use this portion of the Equipment Item Information screen to access specifications for the equipment or item It consists of four sets of read write character fields that let you enter view and edit the most common equipment specification parameters 101 Workorderama PM User Manual V4 1 R2 0 Use this portion of the Equipment Item Informati
68. bases to be setup Property Setup button Goes to the Property Preferences screen providing access to configuration settings for the current property Delete DEMO Data button Deletes the sample data that is installed with the Workorderama PM software 127 Workorderama PM User Manual V4 1 R2 0 Chapter 6 Workorderama PM Reports You will use Workorderama PM s reports to print information from your Workorderama PM software You will use the reports to view the status and summaries of work orders and PM work orders stored in Workorderama PM MENU OF REPORTS SCREEN The Menu of Reports screen lets you create and print many of Workorderama PM s reports This screen consists of the reports menu itself and a top menu Exit E Selecta Report gt gt EJ LUE sso eae bees hele es summarized by your choice of category Billing Summary list of completed work orders summarized by your choice of category Analysis of Order Cost Sorted by Job Type summary of completed orders and their costs Analysis of Order Time Sorted by Job Type summary of completed orders taking 0 24 hrs 24 48 hrs and gt 48 hrs Open Orders Past Target Date list of sll orders not yet complete that sre past the target date Future PM Work Orders list of scheduled and repesting orders sorted and summarized by your choice of field Bar Chart for Found Set Menu of Reports Screen Top Menu The Menu of
69. box asking the user to select between these two options By Week button Causes display of the PM work orders which are scheduled for either the current week or the next week First displays a dialog box asking the user to select between these two options By Month button Causes display of the PM work orders which are scheduled for either the current month or the next month First displays a dialog box asking the user to select between these two options By Year button Causes display of the PM work orders which are scheduled for either the current year or the next year First displays a dialog box asking the user to select between these two options 75 Workorderama PM User Manual V4 1 R2 0 PM WORK ORDER SETUP SCREEN The PM Work Order Setup screen lets you view enter and edit the detailed information for a PM work order The information contained in this screen includes A description of the work to be accomplished The worker who the generated normal work orders should ideally be assigned to The facility location where the work is to be performed Any equipment or item that the work orders involve The amount of labor that should be expended on the work orders Parts and supplies that should be utilized for the work orders A checklist for performing the work Remember that PM work orders are not the work orders that are used to perform the actual work Instead you use PM work orders to Y7 generate normal work or
70. c set 30 Workorderama PM User Manual V4 1 R2 0 of data in the Workorderama PM database that data will show up as a range of selections in the value list For example the facility locations where the work on work orders is performed are stored in Workorderama PM s Facility Locations database and then these locations are selected from value lists when creating work orders and PM work orders The selections in several of Workorderama PM s value lists are set using one of Workorderama PM s software configuration and preparation screens The affected value lists involve Job Types part and supply types equipment and items types departments and workers N Workorderama PM s software configuration and preparation screens w ae B are covered in Chapter 7 Section 7 1 Software Configuration and R Preparation screens S Some of Workorderama PM s value lists have a selection entitled Other When you click on this selection an Other box will be displayed You can use this Other box to specify a value other than one of the selections displayed in the value list Workorderama PM also has value lists that you build dynamically That is when you first access one of these value lists the value list will be empty So instead of making your selection from the value list you type in your selection From that point forward the value that you had typed will show up as a selection in the value list If you want to add addition
71. cedures screen providing access to the Checklists database 72 Workorderama PM User Manual V4 1 R2 0 PM SCHEDULED WORK ORDERS SCREEN The PM Scheduled Work Orders screen lets you access your organization s PM work orders From this screen you can go to the detailed screen for a PM work order This screen presents your data using a list display displaying a PM Work Order record for each PM work order The PM Scheduled Work Orders screen also contains a top menu and bottom menu Property Abercrombie Plaza Abercrombie Plaza New PM WkOrders PM SCHEDULED E PM Next wk Repeat Every Job Type Assign To Building Suite ACT W Pm10022 10 12 04 1 day s PM Blaine Frost 10109 Plaza 1 R101 a W Pm10034 05 19 05 6 month s PM Sandy Schwain Plaza 2 E Pmi0021 12 23 04 R 6 month s PM Wilma Peterson 10104 Plaza 1 B 150 by E Pmi0011 04 09 05 2 week s PM Fred Collier Plaza 1 100 E W pmo 073104 1 day s PM Serge Voltaggio 10107 Plaza 1 R101 eB W Pm10016 03 27 05 R 6 month s PM Tara Ross 10105 Alli Location 150 amp W Pmi0018 05 17 05 21 PM Jeannie Betancourt 10105 Plaza 1 150 B W Pm10026 07 03 05 28 6 month s PM Chris LaPata 10102 Plaza 1 100 l E PMi1510 10 30 04 44 1 week s PM Tara Ross 10105 Plaza 2 150 a W PM11513 12 07 04 50 41 month s PM Carleton Britt LU 123 Plaza 1 seth a W Pm11515 10 15 04 S 42 PM Plaza 1 a E P1000111 10 24 04 44 2 day s Electrical Colleen Rochford Campus 1500 Bg W Pm1001 03 27 10
72. cept by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button This button and two data fields are under the first portal e New Labor Entry button Creates a new Work Order Labor record and stands by for data entry e Labor Totals 2 calculated character field Total labor hours and cost for all worker s efforts on the work order Use the second portal to access Work Order Part Supply Usage records for logging quantities of parts and supplies used for the work order It has these data fields e Part Name value list Name of the part or supply used for the work order e Part ID read write character field Part s or supply s ID e Qty read write character field Quantity of the part or supply used for the work order e Units value list One of a set of standardized units of measure for the part or supply Values include ea gal sf etc e Unit read write character field Unit cost of the part or supply When you select the part or supply name in the Part Name field Workorderama PM automatically looks up and enters the part s or Y supply s e ID inthe Part ID field e Units of measure in the Units field e Unit cost in the Unit field You access parts and supplies information using the Parts Inventory List screen which is covered later in this chapt
73. cess the headers and footers that are printed on the reports for the service provider It has two data fields e Header read write character field Report header e Footer read write character field Report footer The System Provider Settings Preferences screen s bottom menu contains these buttons e Web Prefs button Goes to the System Web Settings Preferences screen e Mail Prefs button Goes to the System Mail Settings Preferences screen e Misc Prefs button Goes to the System Miscellaneous Settings Preferences screen The Provider Prefs button is inactive and is displayed in grey signifying that the System Provider Settings Preferences screen is the current screen 162 Workorderama PM User Manual V4 1 R2 0 SYSTEM MISCELLANEOUS SETTINGS PREFERENCES SCREEN The System Miscellaneous Settings Preferences screen lets you view enter and edit additional miscellaneous settings for Workorderama PM The parameters set using this screen consist of the default for Orderers which can be set to Staff or Tenants and settings for accessing Facility Wizard s online help website This screen presents your data using a detail display with a top menu and bottom menu pm eu co MAINTENANCE MANAGEMENT SYSTEM SETTINGS PREFERENCES Misc Preferences FM Orderers Staff ONLINE Help Username clientusername HELP Password clientpassword Help URL help facility wizards convhelp Web Prefs Mail Prefs Provider Prefs
74. cessing PM work orders 3 1 Workflow for Work Orders Processing normal work orders is straightforward We recommend that your organization s workflow for processing normal work orders consists of the following steps which are performed for each work order 1 The work order is requested by someone in the facility 2 The requested work order is reviewed If it is sufficiently correct and complete the requested work order is made into a proper work order 3 The work order is assigned to the worker 4 The worker performs work on the work order and accomplishes and completes the work order 5 The amount of labor expended on the work order is entered into the work order 6 The parts and supplies utilized for the work order is entered into the work order 7 The work order is marked as Complete As shown in this workflow once a work order has been created the work order needs to be communicated to the worker who is assigned to perform the work This can of course be accomplished by printing the work orders and then manually handing them out However a more efficient approach is to distribute the work orders electronically To provide for this Workorderama PM and Facility Wizards provide these capabilities e Work orders can be emailed to workers using Workorderama PM e If workers have access to the computer that has Workorderama PM installed they can view them directly and print them to take along on their work assignments e If
75. checklist is created and then changed whenever the checklist is revised Type value list Allows setup of a set of categories for the checklists This value list allows a value to be directly typed in Once a value is entered it will appear as a selection in the value list allowing other checklists to be associated with the category Procedure read write character field The checklist itself 124 Workorderama PM User Manual V4 1 R2 0 Bottom Menu The Checklist Procedure screen s bottom menu contains these buttons e Find button Switches into Find mode allowing checklists to be found 125 Workorderama PM User Manual V4 1 R2 0 WORK ORDER HELP SCREEN The Work Order Help screen gives you answers to common questions about using Workorderama PM This is a detail display screen with a top menu and bottom menu Abercrombie Plaza Workorderama ae lt i eo Question gt gt click here for list of help categories lt lt Answer Download Manual Open Project Site Property Setup Work Order Help Screen Top Menu The Work Order Help screen s top menu contains these buttons e Back to List button Goes to the Work Orders screen providing access to the Work Orders database e Menu button Goes to the Main Menu screen e Exit button Ends the Workorderama PM session e Help button Goes to the Work Order Help screen Data Fields and Buttons The main portion of the Work
76. chedule In this manual we always refer to Preventive Maintenance work orders as PM work orders we refer to normal work orders as either just work orders or as normal work orders PM work orders are not the work orders that are communicated to the workers for performing the actual work Instead you use PM work orders to generate the normal work orders which in turn are communicated to the workers Each generated normal work order is scheduled for a specific date which is determined by the repeating schedule contained in its PM work order A PM work order can be thought of as a master or parent template for generating normal work orders The following image shows the PM Work Order Setup screen This screen lets you view enter and edit the information that is stored in a PM work order Again it s a good idea at this point to get a little familiar with this screen to begin developing an understanding of the data that s contained in a PM work order Tuesday 10 12104 a 1 daws i i Property ABER Order PM10022 Entry Date 08 19 04 Time 11 52AM Order By Dept Phone Description of Work JobType PM AssgnTo Blaine Frost Priority 1 2 3 Building Suite Item ID temEauip cooing Tower2 El Checklist Air Compressor Control PM Work Order Setup Screen 12 Workorderama PM User Manual V4 1 R2 0 As shown in the screen image a PM work order has much o
77. d buttons e Property ID read write character field Property ID e Name read write character field Property name 148 Workorderama PM User Manual V4 1 R2 0 e Orderers calculated character field and value list The calculated character field displays the number of orderers which is either the number of staff persons or tenants that can request work orders for the property the value list which contains a value of either Staff or Tenants indicates the current setting for orderers The value list and the Update button described next can be used to change orderers for the property e Update button Changes orderers to either staff or tenants based on the value set in the Orderers value list Staff or Tenants SCREENS Logotext One Plaza Center Demo Property Has Provider Logos Screens 64 x 64 a Web Site Left Logo 50 pixels high e Background Leave blank if there is a Service Provider File Hame REQ Help the Help Desk Email helpdesk facilitywiz com Hame Phone 773 832 0200 Use this portion of the Property Preferences screen to access property images and text that appear on Workorderama PM s screens for the property It has these data fields and buttons e Logotext read write character field Logo text for the property which will be displayed on Workorderama PM s screens and on displayed pages from a web user interface to Workordera
78. d special requirements that your organization might have This could involve adding or re arranging fields or reports or adding new functions Usually this work is performed by Facility Wizards a Facility Wizards distributor or your own organization s staff depending on their technical capabilities Contact Facility Wizards or your Facility Wizards distributor for more information about customization options for Workorderama PM Workorderama PM User Manual V4 1 R2 0 Chapter 2 Workorderama PM Key Concepts and Features This chapter introduces and describes Workorderama PM s major features and the key concepts behind these features This will give you the necessary background to go deeper into the specific functions for using the software From a high level view Workorderama PM lets you perform work order administration tasks by utilizing and tracking e Work orders for scheduling and performing facility related work e Preventive Maintenance PM work orders for generating regularly scheduled work orders e Multiple properties for which work order efforts can be managed independently e Parts and supplies that are utilized for work orders e Equipment and other items that are involved in work orders e Workers who are assigned and who perform the work on work orders e Vendors that provide parts and supplies equipment and items or contract workers who work on work orders e Staff persons who can request work orders e Tenants who can
79. day or the previous day By Week button Causes display of the work orders that are scheduled for either the current week the previous week or the next week By Month button Causes display of the work orders that are scheduled for either the current month or the previous month By Year button Causes display of the work orders that are scheduled for either the current year or the previous year 62 Workorderama PM User Manual V4 1 R2 0 WORK ORDER INFORMATION SCREEN The Work Order Information screen lets you view enter and edit the detailed information for one of your organization s normal work orders The data contained in this screen includes e A description of the work to be accomplished e The worker who the work order is assigned to e The facility location where the work is to be performed e Any equipment or item that the work order involves e The amount of labor expended on the work order e Parts and supplies utilized on the work order e A checklist for performing the work From the Work Order Information screen you can navigate to the other screens that provide access to the detailed information that supports the work orders The Work Order Information screen presents your data using a detail display that contains four tabbed screen areas and contains a top menu and bottom menu Back to List Reports Exit WORK ORDER INFO New Order Print Order Help Property ABER
80. ders and the normal work orders are i communicated to the workers to accomplish the work From the PM Work Order Setup screen you can navigate to the other screens that provide access to the detailed information that supports the PM work orders and the normal work orders that they generate The PM Work Order Setup screen presents your data using a detail display that contains three tabbed screen areas and has a top menu and bottom menu WkOrders Back to List F Find Delete Items Vendors PM Work Order Setup Screen 76 Top Menu The PM Work Order Setup screen s top menu contains these buttons Workorderama PM User Manual V4 1 R2 0 e WkOrders button Goes to the Work Orders screen providing access to normal work orders e Back to List button Goes back to the Preventive Maintenance Scheduled Work Orders screen providing access to all of the PM work orders New PM button Creates a new PM work order and stands by for data entry Exit button Ends the Workorderama PM session e Help button Goes to the Work Order Help screen Data Fields and Buttons Property ABER Order PM10022 Entry Date 08 19 04 Time 11 52 AM Order By Bob Stone Drafting Dept Janna Diepenbroek Phone 962 910 2335 Description of Work nr Job Type PM Assgn To Blaine Frost Priority 1 2 O3 Building Plaza 1 Suite R101 Item ID 10
81. determines the individual schedule for each generated normal work order Each PM work order in Workorderama PM is assigned a status Active PM work orders are ready to generate individual scheduled normal work orders for accomplishing the work stated in the PM Work Order Done PM work orders are no longer scheduled to generate normal work orders for future dates 13 Workorderama PM User Manual V4 1 R2 0 Once you manually create a PM work order there are a couple ways in which Workorderama PM can generate the normal work orders Workorderama PM uses the schedule stored in a PM work order to calculate the scheduled dates for its next upcoming normal work orders Usually when you enter the software Workorderama PM will analyze the PM work orders and will automatically generate the normal work orders for their next upcoming scheduled dates You can also manually execute this function which you can use if you have just entered one or more PM work orders and want to generate the next scheduled normal work orders right away Because automatic generation of normal work orders depends on entering your Workorderama PM system a problem can arise if you have not executed the software for some period of time for example if you have not used Workorderama PM for a week or for several weeks In this situation Workorderama PM may not have had the opportunity to automatically generate one or more normal work orders from PM work orders causing the next
82. e Orders Ei Open 39 Next Order 10069 Next PMOrder 1001 City Newberry State CT Zip 44354 Time Zone 1 Contact Joel Niemi Phone 773 832 0200 Fax 773 832 0202 Cell 773 832 0200 Email j speaker tacilitywiz com Web Site www facilitywiz com Account 5566 098 001 Markup Comments PROPERTY INFO 2 BUILDING S PREFERENCES L Property Information Screen Top Menu The Property Information screen s top menu has these buttons e WkOrders button Goes to the Work Orders screen providing access to the property s work orders e Property List button Goes back to the Property List screen e New Property button Creates a new property and stands by for data entry e Print button Prints a Property report listing the property s location contact information and the numbers of affected work orders e Exit button Ends the Workorderama PM session e Help button Goes to the Work Order Help screen Data Fields and Buttons The main portion of the Property Information screen has these data fields and buttons e Property ID read write character field Property ID e Name read write character field Property name 56 Workorderama PM User Manual V4 1 R2 0 Set New Orders to REQ checkbox Enables the work order request workflow for the property Using this workflow work orders are first requested and are then reviewed and if necessary corrected in order to
83. e Equipment and Items database Vendors database Workers database and Orderers database Parts Inventory Purchase Order Setup screen Assembles data to create POs for procuring parts and supplies used for work orders Parts Inventory Purchase Order Captures standard data used in all POs Config Defaults screen created using the Parts Inventory Purchase Order Setup screen and the PO 49 Workorderama PM User Manual V4 1 R2 0 creation function Work Order Help screen Provides question and answer help for Workorderama PM Menu of Reports screen Future Work Orders Reports Setup screen Work Order Bar Chart Report Setup screen Provides access to Workorderama PM s reports Used to select options for the Future PM Work Orders report Sets up parameters for Workorderama PM s Bar Chart reports Getting Started With Workorderama PM screen Property Preferences screen Provides a checklist to help in setting up and getting started with Workorderama PM Used to specify configuration settings for properties System Web Settings Preferences screen Used to specify settings for Workorderama PM web access System Mail Settings Preferences screen Used to specify settings for emails that are sent from Workorderama PM System Provider Settings Preferences screen Used to specify settings for a web browser based user interface deployed for a facilities maintenance service p
84. ead write character field Footer that will be printed on the property s reports LABELS Location 1 Building Location 2 Room Use this portion of the Property Preferences screen to set the labels for the Primary and Secondary Facility Location fields for the property It has these two data fields e Location 1 value list Label to be used for the Primary Facility Location fields for the property e Location 2 value list Label to be used for the Secondary Facility Location fields for the property OTHER PREFERENCES Email Pref 3 SMTPit Next PO Use this portion of the Property Preferences screen to specify a couple of other miscellaneous settings for the property It has these data fields and buttons e Email Pref value list Protocol for sending email Selections are SendMail SMTPit Mailto URL e Next PO read write character field The PO number to assign to the next PO generated for the property 150 Workorderama PM User Manual V4 1 R2 0 VALUE LISTS Job Types Value 17 values Cabling Datacom Carpentry Cleaning Electrical H AC Keys Locks Life Safety Lighting Moving Boxes Painting Plants Plumbing HEW ITEM Copy Li Use this portion of the Property Preferences screen to set the values that are selectable in some of the value lists in the property s screens It has consists of two data fi
85. ecked the value is false Name Gary Kean JobType Cleaning Rate 75 50 Hour Phone 342 201 1021 O Primary Checkbox Cell 342 234 1234 paren Email gary fwiz com xi Example Checkbox Another type of checkbox in Projecto is the read only checkbox This checkbox displays its state as either checked of not checked However you cannot actually manipulate this checkbox because this checkbox value is actually set internally by Workorderama PM when another action is taken 32 Workorderama PM User Manual V4 1 R2 0 Radio Buttons Radio buttons are data fields that exist in groups of two or more and represent mutually exclusive values that can be true or false That is only one of the radio buttons can be set to true and all of the others will be set to false A radio button is true when the inner circle of the radio button is filled in to show a solid color by Building by Week by Vendor Assigned to by Job Type by Month E 2 Enter How you would like the Report sorted and subtotaled gt Radio Buttons Job Type PM Assgn To Priority O1 2 O3 Building Garage Suite 100 Example Radio Buttons Container Fields Container fields contain references to external image files and each container field displays the image contained in its file The container fields in Workorderama PM are used to contain images of your organization s logo and name or the different
86. ed File gt Print prints the records displayed on the screen The Order field specifies the work order ID Selections to the Job Type field include Housekeeping Carpentry Electrical Keys Locks etc Worthwhile information that supplements a topic but that doesn t necessarily relate directly to the topic discussion is shown in clarifying information insets like this This is an example of how a clarifying information inset looks These provide supplemental information for the topic Instructions on how to use the Workorderama PM as effectively and efficiently as possible using shortcut keys and other productivity enhancing techniques are shown in power user insets like this ons Ta 0 z This is an example of how a power user inset looks These S provide instructions on how to more efficiently and effectively LH use the software X Workorderama PM User Manual V4 1 R2 0 Information to help you better find your way around this manual such as giving you information about where a certain topic will be covered are shown in manual navigation insets like this N This is an example of how a manual navigation inset looks w B E These provide information to help you get around this manual N S There are certain Workorderama PM functions mainly for deleting data that are potentially harmful to your data When these functions are described we also provide a caution rem
87. een e Print List button Prints a Vendor List report listing the vendors their specialties and contact information This button first displays a dialog box for selecting whether to print a basic report or a detailed report that also includes vendor company addresses and additional contact information e Exit button Ends the Workorderama PM session e Help button Goes to the Work Order Help screen 115 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons The main portion of the Vendor List screen has these data fields and buttons detail view button Goes to the Vendor Information screen providing full detail on the vendor ID read write button enabled character field Vendor ID When this field is selected Workorderama PM goes to the Vendor Information screen providing full detail on the vendor selecting this field behaves the same as selecting the detail view button Company Name read write character field Vendor company name Type value list One of a set of standardized vendor types Selections include BLDG ELEC HVAC etc Phone read write character field Vendor phone number Fax read write character field Vendor fax number Primary Contact read write character field Name of the vendor s primary contact person delete button Deletes the Vendor record Bottom Menu The Vendor List screen s bottom menu contains these buttons Find bu
88. elds followed by a portal and then three buttons These data fields are above the portal e value list above the portal The value list that the values are defined for The value lists which appear in many of Workorderama PM s screens are Job Types Item Types Part Types Departments and Workers e values calculated character field Number of values that are set for the value list and that are shown in the portal The portal contains this data field and button e Value read write character field The value list s value e delete button Deletes the value from the value list Three buttons are below the portal Note that the third Paste List button only appears once the second button Copy List is selected The buttons are e NEW ITEM button Creates a new value for the value list and stands by for data entry e Copy List button Copies the current set of values shown in the portal from the current property to another property The Paste List button described next is used to complete this copying operation e Paste List button Pastes the copied set of values into the value list in the other property Note that the other property must be selected as the current property before this operation can be successfully completed 151 Workorderama PM User Manual V4 1 R2 0 Bottom Menu The Property Preferences screen s bottom menu contains these data fields and butt
89. elds and buttons Worker List button Goes to the Worker List screen Name read write character field Name of the vendor worker Job Type value list One of a set of standardized Job Types Selections include Housekeeping Carpentry Electrical Keys Locks etc Phone read write character field Vendor worker phone number Cell read write character field Vendor worker cell phone number Email read write character field Vendor worker email address Rate read write character field Vendor worker hourly rate 119 Workorderama PM User Manual V4 1 R2 0 e Primary Contact checkbox Designates that this vendor worker is also the vendor s contact person e delete button Deletes the worker from the Workers database The vendor worker will no longer be shown in this portal Once you delete a worker you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Under the portal is this button e New Worker button Creates a new vendor worker and stands by for data entry 13 Work Orders E 100380 Cleaning 014404 01 09 04 needs 1 blue and 1 black trash can Bi 100387 Cabling Datacom 12 03 03 W 10183 Electrical 12 21 03 124403 E 10231 Keys Locks 1270703 Use this part of the Vendor Infor
90. elect the specific remote backup directory where the Workorderama PM data files will be backed up e Backup Now button Causes Workorderama PM to perform a backup operation 169 Workorderama PM User Manual V4 1 R2 0 The Work Order Setup Customization Backup Preferences screen does not have a bottom menu 170
91. enerated from this PM work order calculated character field directly under the portal under the Amount column Subtotal of the standard labor costs for all workers for each work order generated from this PM work order The second portal displays PM Work Order Part Supply Usage records Use this portal to specify the standard quantities of parts and supplies that should be used by working on the normal work orders generated from the PM work order It has these data fields Materials value list Name of the standard part or supply that is expected to be utilized for the work orders generated from the PM work order ID read write character field Part or supply ID Qty read write character field Standard quantity of the parts and supplies that are expected to be utilized in each work order generated from the PM work order Units value list One of a set of standardized units of measure for the part or supply Values include ea gal sf etc Unit read write character field Unit cost of the part or supply When you select the part or supply name in the Materials value list field Workorderama PM automatically looks up and enters the part s or supply s e ID in the ID field e Units of measure in the Units field e Unit cost in the Unit field You access parts and supplies information using the Parts Inventory List screen which is covered later in this chapter Amount calculated cha
92. entory Log records you cannot get them back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button 92 Workorderama PM User Manual V4 1 R2 0 PARTS INVENTORY PURCHASE ORDER SETUP SCREEN Use the Parts Inventory Purchase Order Setup screen to generate data to create POs for procuring parts and supplies used in work orders The function that is executed from this screen gets its data from the Parts and Supplies database and creates and displays Part Supply Inventory PO Setup records These records are then used to print the POs for the parts and supplies The newly installed Workorderama PM software does not have a function for directly creating and printing POs However by customizing Workorderama PM it is possible to implement this capability One approach is to customize the Parts Inventory Order List report the report resulting from the Print POs button in the top menu to instead create the POs Another approach is to interface Workorderama PM with your organization s GL General Ledger or purchasing system to pass it the Workorderama PM data for PO generation Contact Facility Wizards or your Facility Wizards distributor for more information The Parts Inventory Purchase Order Setup screen presents your data using a list display and has a top menu and bottom menu
93. er e Amount calculated character field Total cost of the part s or supply s usage in the work order e delete button Deletes the Work Order Part Supply Usage record 67 Workorderama PM User Manual V4 1 R2 0 Once you delete a Work Order Part Supply Usage record you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The following data fields and button are under the second portal New PARTS Entry button Adds a new Work Order Part Supply Usage record into the portal and stands by for data entry Total Parts calculated character field Total cost amount for all of the parts and supplies used for this work order Total Order Cost estimate actual 2 radio buttons Indicates whether the total cost is an estimated cost or an actual cost This judgment depends on the accuracy of the completion information being input for the work order Total Order Cost calculated character field Total cost for all labor and for all parts and supplies utilized for the work order Billable read only checkbox Indicates that the work on the work order is billable This checkbox gets set when the Bill to field below is set Add Markup read write character field and calculated character field The first field is used to specify a percent markup margin tha
94. ever just allow you to view data because their values have been set somewhere else in Workorderama PM We call these calculated data fields if their values have been calculated by Workorderama PM and we call these read only data fields if their values have simply been set by another of Workorderama PM s screens Here is detailed information about the different types of Workorderama PM s data fields 27 Workorderama PM User Manual V4 1 R2 0 Character Fields Some character fields contain both alphabetic data and numeric data and other character fields contain just numeric data You often use the character fields that contain numeric data to view enter or edit currency data in U S Dollars Read write character fields let you view enter and edit the character data calculated character fields and read only character fields just allow you to view the character data El Order Start Job Type Order By Pri Assigned To Building Room E 10001 08 26 04 Cleaning Berry Greg 2 Andy Holub Center1 1120 E 10179 07 10 04 Cabling Telecom Cline Nancy 2 Colleen Rochford AB Plaza 390 E 10201 06 23 04 Carbone Jim 2 Fred Thomas AB Plaza 860 ae Character Fields Order By Berry Greg Read Write Dept Executive Character Fields Phone 642 624 1040 Building Center1 Room 1120 Location Description Description of Work fix broken paycheck Read Only Character Fields Totals 6 3 57 39 33 Example Character Fields
95. ext 2 3 1 Work Orders Work orders are data within Workorderama PM that specify a requirement to perform some kind of facility related work There is a wide variety of work that can be specified in a work order for example e Cleaning jobs e Installing new furniture or moving furniture e Installing office fixtures carpeting drapes and so forth e Installing or repairing equipment e Fixing plumbing or HVAC e Work on locks and keys e Any other facility improvements or maintenance that does not require substantial project planning and tracking Work orders are stored in Workorderama PM s Work Orders database The following image shows the Work Order Information screen which is one of the screens that provides you with access to the Work Orders database This screen lets you view enter and edit detailed work order information At this point it s a good idea to get a little familiar with this screen to begin developing an understanding of the data that s contained in a work order all of Workorderama PM s screens will be covered in complete detail later in Chapter 5 Section 5 2 Workorderama PM Screens in Detail Back to List Exit New Order Print Order Help Property ABER i WA Emails Order 10035 REQ AVUX929 Friday 01 23 04 ppn Entry Date 01604 Time 7 26 PM B Hold oroar Dy pery Sieg sam ECEE Dept xecutive Phone 642 624 1040 Building Center1 Room 1120 Location Descri
96. f records You will only be in Find mode when you switch into it and up until you retrieve your records We refer to these operations as Find operations this is discussed in more detail a little later in this chapter Preview Mode Preview mode lets you view a report prior to printing This is valuable because it allows you to see what the printed page will look like enabling you to ensure that your desired information is contained in the report j o Z To switch to Preview mode use the shortcut keys o Q aed al Windows CONTROL U Oe Macintosh MacCOMMAND U X N Reports are covered later in this manual in Chapter 6 w AA E Workorderama PM Reports Ay S 4 2 2 Entering and Editing Data Entering and editing data couldn t be easier using Workorderama PM s read write data fields For character fields you simply type in your data To edit data you simply either type over the 44 Workorderama PM User Manual V4 1 R2 0 existing data or delete the existing data and type in your new data For checkboxes and radio buttons you just click the checkbox or radio button to change it to the setting you desire As a reminder value lists are data fields in which there is a predefined set of values to select from To enter data into a value list you simply click on the field and select the desired value 4 2 3 Find Operations You use Find mode to retrieve a record or a group of records To Find one or more
97. f the same data that is contained in a normal work order In addition each PM work order also contains the schedule for the normal work orders that it will generate This table shows the major data elements contained in PM work orders and the different types of records that this data is contained in PM Work Orders Database Data Records PM work order ID PM Work Order records Staff person who requested the PM work order Job Type Description of the work to be accomplished Worker who the generated normal work orders should be assigned to Facility location where the work is to be performed Equipment or other item involved in the generated work orders Start date for the first normal work order that will be generated Period for repeating the work which is used to generate additional normal work orders one for each date that is part of the repeating cycle Standard checklist for performing the work Standard amount of labor that PM Work Order Labor records should be expended on the generated work orders Standard amounts of parts and PM Work Order Part Supply Usage supplies that should be utilized records for each generated work order The key concept for understanding PM work orders is that normal work orders are generated automatically from PM work orders and that it s the PM work orders that are manually created A PM work order s schedule
98. first portal displays PM Work Order Labor records Use this portal to access the standard amount of labor that it should take to accomplish the normal work orders generated from the PM work order It has these data fields 79 Workorderama PM User Manual V4 1 R2 0 Labor Name Trade value list Name of the worker who should normally be assigned the work orders generated from the PM work order Once the worker is selected from the value list the entry can be edited to add the worker s trade Hours read write character field Standard number of hours of labor it should take to perform and complete each work order generated from the PM work order Rate read write character field Worker s hourly rate in dollars Amount calculated character field Standard cost amount for labor on the work orders generated from the PM work order delete button Deletes the PM Work Order Labor record Once you delete a PM Work Order Labor record you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Just under the first portal are a button and a data field New Line button Creates a new PM Work Order Labor record and stands by for data entry Subtotal Labor calculated character field Subtotal of the standard labor hours for all workers for each work order g
99. g the Print List button in the Top Menu of the Work Orders screen The PM Work Order List report is printed using the Print List button in the Top Menu of the PM Scheduled Work Orders screen The Parts Inventory Order List report is printed using the Order List button in the Top Menu of the Parts Inventory List screen and using the Print POs button in the Top Menu of the Parts Inventory Purchase Order Setup screen The Inventory List report is printed using the Print List button in the Top Menu of the Parts Inventory List screen The Inventory Detail report is printed using the Print button in the Top Menu of the Parts Inventory Log screen The Equipment Item List report is printed using the Print List button in the Top Menu of the Equipment Item List screen The Equipment Item report is printed using the Print button in the Top Menu of the Equipment Item Information screen The Worker List report is printed using the Print List button in the Top Menu of the Workers Rates screen The Vendor List report is printed using the Print List button in the Top Menu of the Vendor List screen and the Vendor Information screen The Checklist Procedure List report is printed using the Print List button in the Top Menu of the Checklists and Procedures screen The Checklist Procedure Sheet report is printed using the Print It button in the Top Menu of the Checklist Procedure screen The Primary Location Building List report is printed using the Print List button
100. hat will be used depending on the email type Requester read write character field Shows the email address for the requester of the work order Depending on the email type shown in the New field this email address will automatically be used in either the Email to or Copy to fields defining the email address that the email will be sent to Worker read write character field Shows the email address for the worker who the work order is assigned to Depending on the email type shown in the New field this email address will automatically be used in either the Email to or Copy to fields defining the email address that the email will be sent to Admin read write character field Shows the email address for the primary contact person for the property Depending on the email type shown in the New field this email address will automatically be used in either the Email to or Copy to fields defining the email address that the email will be sent to The different email types and the classes of email addresses Requester Worker and Admin that are automatically used in the Y Email to and Copy to fields are set using the Auto Email i Types Default Text screen This is covered in Chapter 7 Section 7 1 Software Configuration and Preparation screens AUTO EMAIL TYPES DEFAULT TEXT SCREEN Time Wtist Emails Notes General Notes not printed with Work Order Seth did a good job completing this work order Use t
101. he software user in mind The result is easy to learn and use powerful software Workorderama PM s standard user interface gives you the features and functions screens menus data fields and reports that you need to be successful in your work order administration responsibilities This chapter gives you preliminary information on getting Workorderama PM operational within your organization We ll cover the various installation and configuration options for Workorderama PM followed by our recommendations for implementing the software 1 1 Product Configurations Workorderama PM can be installed and configured in several different ways Understanding these options is important to make the correct decisions about e How many seats of software to license e Any Facility Wizards add on kits that also need to be licensed add on kits provide additional optional capabilities for Facility Wizards software e The design and plan for your overall Workorderama PM software solution e The process for installing the configuring the software e The hardware that will be required to host the software e Any staff who will be required to install and configure the software e Any staff who will be required to support the software once it is operational The different Workorderama PM configurations are Standalone The standalone configuration is an implementation in which the Workorderama PM software is installed on a single computer for a single user
102. his is set by the Level value list in the Account Passwords screen described next e Password read write character field User password e Prop ID value list Property ID for the property that the user is involved with and has access to A value of lt ALL gt indicates that the user has access to all the properties stored in Workorderama PM e Admin checkbox Grants the user Administrator permission 167 Workorderama PM User Manual V4 1 R2 0 Orders Assigned To value list If the user is a worker this field associates the user name with the worker name which is defined using the Workers Rates screen This allows the worker name which is the name of the person who is assigned to perform a work order to be different than the user name that the same worker uses to log onto a Workorderama PM web based implementation This setting is only used if the user has a user access level using the Level field set to a value of 3 WEB checkbox When not checked indicates that the user is only authorized to use the Workorderama PM client server installation when checked indicates that the user is only authorized to use an implemented web user interface to Workorderama PM Bottom Menu The Account Passwords screen s bottom menu contains these buttons Find button Switches into Find mode allowing users to be found All button Switches out of Find mode causing all users to be displayed Users butto
103. his manual you have obviously begun your learning of Workorderama PM You can continue to study this manual as your software is being installed and configured Then in combination with this manual and in combination with any training being provided by Facility Wizards or by your Facility Wizards distributor you can get hands on experience with the Workorderama PM software using the sample Workorderama PM User Manual V4 1 R2 0 data This practice will prepare you for using Workorderama PM to perform your organization s actual work order administration tasks e The data preparation steps depend on the installation of the Workorderama PM software Also one of the data preparation steps the removal of the sample data depends on you and your organization s personnel being sufficiently up to speed on the software such that the sample data is no longer needed for learning Because of these dependencies the data preparation steps should take place when the software has been installed and when you and your organization s personnel no longer need to use the sample data for learning e The development of standards and procedures can occur in parallel with all of the above Ideally this should be completed when your organization begins its actual production use of Workorderama PM Workorderama PM User Manual V4 1 R2 0 1 3 Customization One of Workorderama PM s key strengths is that it can be readily customized to implement any unique an
104. his part of the Work Order Information screen to enter and view miscellaneous notes regarding the work order It contains this data field General Notes read write character field Any notes about the work order 71 Workorderama PM User Manual V4 1 R2 0 Bottom Menu The Work Order Information screen s bottom menu contains these buttons Find button Switches into Find mode allowing work orders to be found Make PM button Causes the work order to become a PM work order allowing it to be scheduled on a repeating basis Selecting this button goes to the PM Work Order Setup screen and then Workorderama PM stands by for entry into the additional data fields of the new PM work order delete button Deletes the work order Once you delete a work order you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Staff button Goes to the Staff Department List screen providing access to the Orderers database Items button Goes to the Equipment Item List screen providing access to the Equipment and Items database Vendors button Goes to the Vendor List screen providing access to the Vendors database Workers button Goes to the Workers Rates screen providing access to the Workers database Checklists button Goes to the Checklists and Pro
105. iers of equipment and items e Vendor companies can provide contract workers who perform work on work orders This table shows the major data elements contained in Workorderama PM s Vendors database and the corresponding record that this data is contained in Vendors Database Data Records Vendor ID Vendor records Vendor Name Vendor specialty Vendor contact information As mentioned in the previous section the Vendors database ties in the Workorderama PM s Workers database which is where any contract workers employed by the vendor vendor workers are stored 18 Workorderama PM User Manual V4 1 R2 0 2 8 Orderers Workorderama PM includes a Orderers database For each property this will contain the Orderers who can request work orders The default is staff which can be any person who is authorized to request work orders However a property can also be configured to meet the work order reporting needs of property managers causing tenants to be the requestors of work orders This table shows the major data elements contained in Workorderama PM s Orderers database and the corresponding records that this data is contained in Orderers Database Data Records Staff person s name Staff Department records Staff person s department Staff person s facility location Staff person s phone number and email address Facility location where the Tena
106. ill be logged in under must have write access to these two directories Main Menu for E NOTE This allows the turning on and off of a Main Menu in the web Admins admin interafce depending on client functionality Web Prefs Mail Prefs Provider Prefs System Web Seitings Preferences Screen Top Menu The System Web Settings Preferences screen s top menu has these buttons e Menu button Goes to the Main Menu screen e User List button Goes to the User List screen providing access to data about authorized users of a multi user client server Workorderama PM installation e Passwords button Goes to the Account Passwords screen providing access to user passwords and authorization levels for a multi user client server Workorderama PM installation 153 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons Server Preferences Web Active O Server Time Zone Central Server Address 64 1 127 149 External 10 0 1 2 Internal Use this portion of the System Web Settings Preferences screen to specify server settings for the web user interface It has these data fields and buttons e Web Active checkbox Specifies that a web user interface is implemented for the Workorderama PM installation e Server Time Zone value list The time zone that the web server is in or is set to e Server Address External read write character field Web server IP address outside the f
107. im 2 Fred Thomas AB Plaza 860 a E 10202 09 12 04 Hot Cold Parsons Vance 2 Tim Gillet AB Plaza 1870 a E 10203 08 05 04 Electrical Todd Hubert 2 Tara Ross AB Plaza 510 E E 10204 07 28 04 Hot Cold Smith Janet 2 Sara Born AB Plaza 456 E E 10205 07 09 04 Lighting Carbone Jim 2 Dell Shimandel Campus 860 a E 10206 08 26 04 Painting Simon Cody 2 Dell Shimandel AB Plaza 720 a E 10208 07 28 04 PM Brettman Melissa 2 Sara Born AB Plaza 720 10209 07 30 04 PM Parsons Vance 2 Sara Born Campus 1870 a E 10210 08 01 04 PM Nussbaumer 2 Dell Shimandel AB Plaza 2480 E 10211 07 04 04 PM Todd Hubert 2 Colleeen AB Plaza 510 j l E 10212 09 16 04 PM Patel Ami 2 Sara Born Campus R101 E 10214 07 16 04 PM Patel Ami 2 Scott Durr AB Plaza R101 a 10215 09 19 04 PM Patel Ami 2 Tom Munz AB Plaza R101 E m snnae namana maa a Sno re ae 8e ae an meee mana Work Orders Screen Top Menu The Work Orders screen s top menu contains these buttons e New Order button Creates a new work order and goes to the Work Order Information screen standing by for data entry e Menu button Goes back to the Main Menu screen e PM Orders button Goes to the PM Scheduled Work Orders screen providing access to the PM Work Orders database e Print Batch button Prints the work orders shown in the Work Orders screen This function first displays a dialog box that gives an option of whether to print normal work orders o
108. in either read write character fields or radio buttons This screen also has a top menu AUTO EMAIL TYPES DEFAULT TEXT Wkord Menu email_type subject email_to copy to include_cklist Num Assigned Work Request Assigned This email has been automatically Requester O Requester end O Yes sent from the Workorderama work O Worker O Worker No order system The following work O Admin Admin Please feel free to contact the request has been received and Orderer Orderer work order system administrator assigned to a worker None None with any questions you may have Denied Work Order Request This email has been automatically Requester O Requester end n en nennen Yes Denied sent from the Workorderama work O Worker O Worker No jorder system The following work O Admin Admin Please feel free to contact the request has been denied Orderer Orderer work order system administrator None None with any questions you may have Completed Work Order Completion This email has been automatically Requester O Requester setenteeeeeee end O Yes sent from the Workorderama work O Worker OWorker No order system The following work Admin Admin Please feel free to contact the order has been completed Orderer Orderer work order system administrator None None wi
109. in the Top Menu of the Primary Location Building List screen The Staff List report is printed using the Print List button in the Top Menu of the Staff Department List screen The Tenant List report is printed using the Print List button in the Top Menu of the Tenant List screen 129 Workorderama PM User Manual V4 1 R2 0 Most of these screens were covered in Chapter 5 Section 5 2 Workorderama PM Screens in Detail the Primary Location Building List screen Staff Department List screen and Tenant List screen are covered below in Chapter 7 Configuring Workorderama PM 130 Workorderama PM User Manual V4 1 R2 0 6 1 Summary of Open and Completed Orders Report The Summary of Open and Completed Orders report prints a table listing the numbers of Open and Complete work orders for each of your organization s facility locations The total number of work orders is also shown along with the earliest and latest dates of work orders for each location Facility Wizards WORK ORDER SUMMARY REPORT Agel 22 2033 Total Location Earliest Latest Orders Open Complete Report Totals 12 2002 04 19 03 133 133 0 gt no kocation 04 1903 04 19 03 1 1 0 gt 100 Park 122102 041203 es es e gt 200 Cenal 122002 0321 03 19 gt 300 Park 910193 032403 33 13 e gt loot 010403 020203 5 5 0 gt Seth 030503 04 05 03 3 3 0 Summary of Open and Completed Orders Report To create and print this report select the Summary of
110. including Job Type affected equipment and items and assigned workers Bar Chart report Prints one of a set of Bar Chart reports that graphically show the numbers of work orders according to Job Type Assigned worker Assigned vendor Facility location Requesting staff or tenants Job Priority Month 22 Workorderama PM User Manual V4 1 R2 0 Equipment and items Open and Complete work orders Property report Prints property information including the property s location contact information and the numbers of affected work orders Work Order List report Prints a list of work orders including Job Types work descriptions Orderers workers and affected facility locations PM Work Order List report Prints a list of PM work orders including Job Types workers affected facility locations and repeating periods Parts Inventory Order List report Prints the order and inventory status for parts and supplies Inventory List report Prints the inventory status for parts and supplies Inventory Detail report Prints detailed supplier and inventory information for a part or supply including inventory history Equipment Item List report Prints a list of equipment and items including the facility locations where the equipment and items are installed Equipment Item report Prints detailed information for a piece of equipment or
111. inding of the potential bad consequences if the user is not careful These are contained in caution insets like this This is an example of how a caution inset looks These warn you about functions that are potentially harmful to your data if not used correctly Getting Support We at Facility Wizards believe that our software is so easy to use that your need for support will be minimal We stand by this belief with our support policy For as long as you license and use our software we ll never charge you for end user support by phone fax or e mail This includes helping to get you and your organization s other new users productive including answering any questions you may have about how to work with our software entering and editing information running reports and so forth To contact Facility Wizards Support e Our technical support is available Monday through Friday 9AM to 5PM CST e We can be reached at 773 832 0200 e We often will be able to assist our clients through our online remote administration service at support facilitywiz com You must first be speaking with one of our technical support staff before you click on the link Join an online tech support session Workorderama PM User Manual V4 1 R2 0 Chapter 1 Getting Started with Workorderama PM Workorderama PM is the ideal software for any organization that performs facilities work and maintenance Workorderama PM has been designed and developed with you t
112. ini Co Inc HVAC 408 727 8700 408 942 7900 Howard Kemery x E CoTEY Cotey Construction GC 415 964 8229 415 964 8229 Freddie Thomas x E CRANE Crane Pest Control Misc 415 922 1666 55 922 1666 Rachel Martin x DECOR Decorative Plant Serv Co Plants 415 826 8131 415 962 8275 Howard Cunningham EJ E DEPEND Dependable Dealers Furniture 510 635 1111 510 635 1111 x E DESIGN Design Tex Misc 213 659 9900 415 864 4144 Roger Hammerstein EJ E instit Institutional Coop Svc HVAC 516 273 7900 800 283 4449 Allan Shepard E ELECTR Electrical Materials Inc Electrical 415 494 0400 415 494 0400 E E Enviro Environ Control Industries Engineer 415 614 0180 415 655 5855 Dave Anderson E E FISHER Fisher Friedman Assoc Engineer 415 981 6076 415 546 4953 Phil Parrillo x E FLUkEY Flukey Chemical Corp HVAC 516 467 0980 800 358 5287 Dell Shimandel x INTERIM Interim HVAC HVAC 415 493 1444 493 1444 x B owececme Hinnine I umhaoar Carnenter AAC A71 AGNN EAN 4741 aonn Nana Kuhar ra Al Vendor List Screen Top Menu The Vendor List screen s top menu contains these buttons e New Vendor button Creates a new vendor and stands by for data entry e Worker List button Goes to the Workers Rates screen providing access to information about workers who perform work on work orders and including access to vendor workers e WkOrders button Goes to the Work Orders screen providing access to the Work Orders database e Menu button Goes back to the Main Menu scr
113. ion e Passwords button Goes to the Account Passwords screen providing access to user passwords for a multi user client server Workorderama PM installation 156 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons Mail Preferences Default Texts Send Mail Type SMTP Server mail fyviz com Use this portion of the System Mail Settings Preferences screen to specify general settings for sending emails using the Work Order Information screen It has these data fields and buttons e Default Texts button Goes to the Auto Email Types Default Text screen providing access to the various types of and default text for email messages sent from the Work Order Information screen e Send Mail Type value list Protocol for sending email Selections are SendMail SMTPit and Mailto URL e SMTP Server read write character field SMTP server name for outbound email Notify Send Only Return Address wizards facility wiz com SMTP User Hame wizards Password password Use this portion of the System Mail Settings Preferences screen to specify additional settings for sending emails using the Work Order Information screen It has these data fields and buttons e Return Address read write character field Return address for emails sent from Workorderama PM e SMTP User Name read write character field User name for accessing the SMTP server e Password read write charac
114. ion of the Property Selection screen has these data fields and buttons e 1 gt Choose a Property value list The property for which to access work orders and PM work orders e 2 gt Click Here button Goes to the Main Menu screen providing access to the work orders PM work orders and other data for the property Bottom Menu The Property Selection screen s bottom menu contains this button e Exit button Ends the Workorderama PM session 53 Workorderama PM User Manual V4 1 R2 0 PROPERTY LIST SCREEN The Property List screen lets you access each property s work orders PM work orders parts and supplies and equipment and items This screen is used by facilities maintenance service providers or by other Workorderama PM users who need to manage work orders across multiple properties This screen presents your data using a list display displaying a Property record for each client The Property List screen also has a top menu and bottom menu z Current Property Abercrombie Plaza Abercrombie Plaza New Property Exit PROPERTY UST Ls im E ibe Property Name Bidgs Wkords Open Primary Contact Email Active Address Phone HABER Abercrombie Plaza 2 s 39 Joel Niemi j speaker facilitywiz com 102 LehighAve Newberry CT 773 832 0200 Se ie ae A p l DEMO One Plaza Center Demo 4 246 447 i a 739 West Vermont Street Oak Brook IL vi PMC Paramount Center 1 2 Ea wa 100 Hedrick Drive Tho
115. ion we ll describe some additional details about some of Workorderama PM s buttons that are positioned among the data fields in Workorderama PM s screens You should be familiar with this to better understand the purpose of each of Workorderama PM s screens which we ll cover in Chapter 5 Using Workorderama PM The specific buttons we need to discuss are Detail View Button Some of the button This list displays and portals in Workorderama PM s screens contain a detail view will be displayed in the first column within these tabular types of displays The detail view button which appears on each row lets you expand that record taking you to another screen that presents a detail display of your data Order Start Job Type Order By Pri Assigned To Building Room 08 26 04 Cleaning Berry Greg 2 Andy Holub Center1 1120 07 10 04 Cabling Telecom Cline Nancy 2 Colleen Rochford AB Plaza 390 06 23 04 Carbone Jim 2 Fred Thomas AB Plaza 860 09 12 04 Hot Cold Parsons Vance 2 Tim Gillet AB Plaza 1870 08 05 04 Electrical Todd Hubert 2 Tara Ross AB Plaza 510 Detail View Buttons PM 1002 Electrical Morris RepeatEvery 3 _ day s Until 04 20 05 Start 10 20 04 hecklist Description inspect suspect equipment for leaks PM supersedes P1003 Electrical Kyle RepeatEvery 1 month s Until 11 01 05 Start 11 01 hecklist Fire Pump Electrical MONTHLY PM Description PM 1004
116. irewall e Server Address Internal read write character field Web server IP address inside the firewall WEB PRINTING Win Dir for PDF Prints C Program Files FilemMaker FileMaker Pro 6 Veb PDF_Reports Win Dir for PDF Driver C pdf995 res This is the directory where PDF is saved Ends with This is the directory of the pdf995 ini file Ends with Note The Windows account that the Web Server will be logged in under must have write access to these two directories Use this portion of the System Web Settings Preferences screen to specify settings for printing from the web user interface It has these data fields and buttons e Win Dir for PDF Prints read write character field The directory where PDF files are temporarily saved for web printing e Win Dir for PDF Driver read write character field The directory where the PDF driver pdf995 ini resides Main Menu for EJ NOTE This allows the turning on and off of a Main Menu in the web Admins admin interafce depending on client functionality Use this portion of the System Web Settings Preferences screen to enable or disable the Main Menu in the web administration interface It has these data fields and buttons Main Menu for Admins checkbox Enables the Main Menu in the web administration interface 154 Workorderama PM User Manual V4 1 R2 0 Bottom Menu The System Web Settings Preferences screen s bottom menu contains these but
117. item including the equipment s or item s specifications Worker List report Prints a list of workers including their trades or specialties rates and vendor companies for vendor workers Vendor List report Prints a list of vendors vendor specialties company addresses and contact information Checklist Procedure List report Prints a list of the checklists stored in Workorderama PM Checklist Procedure Sheet report Prints the contents of a checklist Primary Location Building List report Prints a list of the facility locations stored in Workorderama PM Staff List report Prints a list of Staff persons their departments and contact information Tenant List report Prints a list of tenants their facility locations and contact information 23 Workorderama PM User Manual V4 1 R2 0 Chapter 3 Workflows for Processing Work Orders and PM Work Orders We suggest that your organization implement a workflow for processing work orders using Workorderama PM A workflow standardizes the steps involved in processing work orders A well thought out documented and communicated workflow will help ensure that your organization creates assigns performs and completes work orders efficiently and effectively Because of the difference between and the relationship between normal work orders and PM work orders different workflows are required for processing normal work orders and for pro
118. k Qty 57 Additional Stock Needed 0 Date Updated 09 27 04 Last Order Date 10 11 02 Last Order Qty Notes Add Inventory Find Delete Item Parts Inventory Log Screen Top Menu The Parts Inventory Log screen s top menu contains these buttons e WkOrders button Goes to the Work Orders screen providing access to the Work Orders database Parts List button Goes to the Parts Inventory List screen New Item button Creates a new parts or supply and stands by for data entry e Print button Prints an Inventory Detail report showing the supplier and inventory information for the part or supply including inventory history Exit button Ends the Workorderama PM session e Help button Goes to the Work Order Help screen 87 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons Partin P3404 Name KOHLER 71005 O RINGS ii Type PLBG ol Mfr Mfr Part Unit Cost 0 69 Unit ea Order When Stock Reaches 72 Order to Stock Capacity Current Stock Qty 57 Additional Stock Needed 0 Date Updated 09 27 04 Last Order Date 10 11 02 Last Order Qty Notes Use this portion of the Parts Inventory Log screen to access basic information about a part or supply that is utilized through work order efforts including inventory and reorder information for the part or supply It has these data fields and buttons Part ID read write character field Part or suppl
119. korderama PM s printing capabilities These consist of a Print button that is part of the top menu on many Workorderama PM screens and Workorderama PM s reporting capability The use of the top menu s Print button is described for each screen in Chapter 5 Section 5 2 Workorderama PM screens in Detail Workorderama PM s reporting capability is described in Chapter 6 Workorderama PM Reports 46 Workorderama PM User Manual V4 1 R2 0 4 2 7 Exporting Data You can also use a FileMaker function to export data from Workorderama PM To do this use the File gt Export selection from the FileMaker menu This displays a dialog box that lets you specify the record fields to be exported as well as the output file format The output options include Comma Separated Value csv DataBase File dbf and eXtensible Markup Language xml Export operations also will export only the records found by Find operations 47 Workorderama PM User Manual V4 1 R2 0 Chapter 5 Using Workorderama PM In the previous chapters we described Workorderama PM s major features and the parts of Workorderama PM s user interface its data fields buttons menus and display types as well as FileMaker s functions In this chapter we ll expand on these topics to walk through Workorderama PM s user interface in detail and to show you how to use Workorderama PM for creating and processing work orders N Workorderama PM s reports are n
120. ld work order may be waiting for some facilities related construction to be completed or a for worker to be hired Workorderama PM supports an optional workflow in which work orders are first requested and then reviewed and if necessary corrected in order to create proper work orders This is described in more detail below in Chapter 3 Section 3 1 Workflow for Work Orders Each work order in Workorderama PM is also assigned a Job Priority and Job Type These enable you to analyze the work orders to answer various important questions For example it could be interesting to know which work orders are the highest priority or how many work orders pertain to a particular type of work 11 Workorderama PM User Manual V4 1 R2 0 2 3 2 Preventive Maintenance Work Orders Many work orders are created and performed when something in a facility has broken and needs to be repaired or needs to be moved cleaned and so on However there is another type of work order that you can use to schedule and perform regularly scheduled work within a facility These are Preventive Maintenance PM work orders which include a schedule for performing the work on a repeating basis PM work orders are stored in the PM Work Orders database You can use PM work orders to perform routine preventive maintenance on equipment accomplishing regular cleaning tasks or any other kind of job within your facility that needs to be repeated according to a defined s
121. lectrical Keys Locks etc Order By value list Staff person who requested the work order Pri read write character field Numeric Job Priority for the work order which will have a value of either 1 2 or 3 Assigned To value list Worker who will be performing the actual work on the work order Building value list Primary Facility Location where the work on the work order is to be performed Suite read write character field Secondary Facility Location within the Primary Facility Location where the work on the work order is to be performed The Building and Suite fields are facility location fields that are used in many Workorderama PM screens The screen images in this Y7 manual were taken from Workorderama PM software in which these i two fields were set to Building and Suite The proper names of these fields are as follows e The field marked Building is the Primary Facility Location field e The field marked Suite is the Secondary Facility Location field This further narrows the location within the Primary Facility Location where the work needs to be done Using Workorderama PM s setup and customization capabilities the labels Building and Suite can be changed e Instead of Building other alternatives for the Primary Facility Location field include Property ID Floor etc e Instead of Suite other alternatives for the Secondary Facility L
122. lies database Part Supply records screen Part Supply Inventory Log Parts Inventory Log records screen Equipment Item List Equipment and Items Equipment Item records screen database 48 Workorderama PM User Manual V4 1 R2 0 Equipment Item Information screen Equipment Item PM Pick List screen Workers Rates screen Workers database Worker records Worker Information Worker Timecard records screen Vendor List screen Vendors database Vendor records Vendor Information screen Checklists and Checklists database Checklist records Procedures screen Checklist Procedure screen Primary Facility Locations database Primary Facility Location Location Building List records screen Staff Department List Orderers database Staff Department records screen Tenant records Tenant List screen Auto Email Setup and Defaults Auto Email Text records Types Default Text database User records screen System User List screen Account Passwords screen This table lists additional Workorderama PM screens that do not directly affect one of Workorderama PM s databases Screen Purpose Main Menu screen Main switchboard for accessing all of Workorderama PM s features and functions Provides access to the Work Orders database PM Work Orders database Parts and Supplies databas
123. ls tab in the Work Order Information screen e subject read write character field Subject line of the email In the Emails tab in the Work Order Information screen this value will be used if the corresponding email_type is selected in the New value list e intro read write character field Introductory text of the email message In the Emails tab in the Work Order Information screen if the corresponding email_type is selected in the New value list this value will be inserted at the beginning portion of the email message e email_to radio buttons Determines the recipient addresses of the email In the Emails tab in the Work Order Information screen if the corresponding email_type is selected in the New value list this value will be used for the Email to field 159 Workorderama PM User Manual V4 1 R2 0 e copy_to radio buttons Determines the addresses to send a copy of the email In the Emails tab in the Work Order Information screen if the corresponding email_type is selected in the New value list this value will be used for the Copy to field e end read write character field Ending text of the email message In the Emails tab in the Work Order Information screen if the corresponding email_type is selected in the New value list this value will be inserted at the end portion of the email message e include_cklist radio buttons Causes the checklist that is specified to the work order to also be sent to the
124. ma PM e Property Has Provider checkbox Specifies that users assigned to the property can login to the facilities maintenance service provider s Workorderama PM client server system or web based system in order to view their property s data e Logos Screens Web Site Left Logo 2 container fields Images for the property that appear on Workorderama PM s screens and on displayed pages from a web user interface to Workorderama PM e Background File Name read write character field Filename for the background image file containing the property s logo and or property s name which is displayed on pages from a web user interface to Workorderama PM e REQ Help Name read write character field Name of the contact person or department that provides support for the property e Email read write character field Email of the contact person or department that provides support for the property e Phone read write character field Phone number of the contact person or department that provides support for the property 149 Workorderama PM User Manual V4 1 R2 0 REPORTS Header One Plaza Center Demo Footer VYorkorderama Property Management Use this portion of the Property Preferences screen to access the headers and footers that are printed on the property s reports It has these two data fields e Header read write character field Header that will be printed on property s reports e Footer r
125. mary contact person s email address Active checkbox Indicates that the property is Active Active properties require ongoing facility related work and therefore require work orders and PM work orders to record manage and perform this work Bottom Menu The Property List screen s bottom menu contains these buttons e Find button Switches into Find mode allowing properties to be found e All Properties button Stops Find mode going back to Browse mode and causing all properties to be displayed e Active Properties button Causes only active properties to be displayed Checklists button Goes to the Checklists and Procedures screen providing access to the Checklists that are used to perform work on work orders 55 Workorderama PM User Manual V4 1 R2 0 PROPERTY INFORMATION SCREEN The Property Information screen lets you view enter and edit detailed property information including the property address primary contact person and contact information and the number of work orders for the property This screen is used by facilities maintenance service providers or by other Workorderama PM users who need to manage work orders across multiple properties The Property Information screen presents your data using a detail display with a top menu and bottom menu Abercrombie Plaza WkOrders Exit INFO Ee ee INFO Property List Property ID E Set Hew Orders to REQ Address 102 LehighAv
126. masville NC 77 All Properties Active Properties eee e Property List Screen Top Menu The Property List screen s top menu has these buttons e New Property button Creates a new property and stands by for data entry e Menu button Goes back to the Main Menu screen e Exit button Ends the Workorderama PM session e Help button Goes to the Work Order Help screen Data Fields and Buttons The main portion of the Property List screen has these data fields and buttons e combination selection button and detail view button Selects the property when first clicked Once the property is selected clicking this button again goes to the Property Information screen for the property ID button enabled character field Property ID Property Name read write character field Property name Address read only character field Property address Bldgs button enabled character field Number of buildings in the property 54 Workorderama PM User Manual V4 1 R2 0 e Wkords button enabled character field Total number of Open Complete and Hold work orders for the property e Open button enabled character field Total number of Open work orders for the property e Primary Contact read write character field Name of the primary contact person for the property e Phone read write character field Primary contact person s phone number Email read write character field Pri
127. mation screen to access the work orders that the vendor has been or is involved with It consists of a portal with a data field above the portal This data field is above the portal e Work Orders read write character field Number of work orders shown in the portal The portal which displays a Work Order record for each work order contains these data fields and buttons e detail view button Goes to the Work Order Information screen providing detail on the work order e Order read only character field Work order ID 120 Workorderama PM User Manual V4 1 R2 0 Date read only date field Date that the work order was entered Job Type value list One of a set of standardized Job Types Selections include Housekeeping Carpentry Electrical Keys Locks etc Description read only character field Summary of the work to be accomplished by the work order Complete read only date field Completion date for Complete work orders Bottom Menu The Vendor Information screen s bottom menu contains these buttons Find button Switches into Find mode allowing vendors to be found Delete button Deletes the vendor Once you delete a vendor you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button e Parts Supplied button
128. n Causes only authorized users of a Workorderama PM client server installation to be displayed These are the users for which the WEB checkbox is not checked Web Accts button Causes only authorized users of an implemented web user interface to Workorderama PM to be displayed These are the users for which the WEB checkbox is checked Update Web Accts button Updates the user authentication and authorization settings for a web browser based user interface to Workorderama PM This button will appear only if the Web Active checkbox is checked on the System Web Settings Preferences screen Selecting this button opens a browser window and enters the web based system for completing the operation 168 Workorderama PM User Manual V4 1 R2 0 WORK ORDER SETUP CUSTOMIZATION BACKUP PREFERENCES SCREEN Workorderama PM s automatic backup function provides protection against lost data due to accidental changes to or deletions of Workorderama PM database files Use the Work Order Setup Customization Backup Preferences screen to setup these automatic backups Workorderama PM Exit a N BACK UP YOUR FILES It s very important to back upyour files to another computer and from that computer to some external media Where is your application installed By default it ll be c Program Files Facility Wizards Workorderama PM Local Application Folder C Documents and Settings Seth Desktop Current WKPM Where sho
129. n Exit button Ends the Workorderama PM session Help button Goes to the Work Order Help screen Data Fields and Buttons The main portion of the Staff Department List screen contains these data fields and buttons Last Name read write character field Staff person last name First Name read write character field Staff person first name Dept value list Staff person s department Building value list Primary Facility Location where the staff person is located Suite read write character field Secondary Facility Location within the Primary Facility Location where the staff person is located Phone read write character field Staff person phone number Email Address read write character field Staff person email address 144 Workorderama PM User Manual V4 1 R2 0 e delete button Deletes the Staff Department record for the staff person Bottom Menu The Staff Department List screen s bottom menu contains these buttons e Find button Switches into Find mode allowing staff persons to be found e A Z button Specifies that staff persons will be shown whose last name begins with the letters A through Z and also sorts the list alphabetically from A Z This causes all staff persons to be displayed because all persons have a last name beginning with A through Z e A B C Z 26 buttons Causes staff persons to be displayed whose last name begins with the letter specified
130. n screen s top menu contains these buttons WkOrders button Goes to the Work Orders screen providing access to the Work Orders database Item List button Goes back to the Equipment Item List screen New Item button Creates a new equipment or item and stands by for data entry Print button Prints an Equipment Item report listing the detailed information for the equipment or item including the equipment s or item s specifications Exit button Ends the Workorderama PM session Help button Goes to the Work Order Help screen Data Fields and Buttons Unit Size H wW D Weight ibs Otons Okg Vendor temiD ELEC103 Hame Generator 1 Type ELEC Function Building Private Suite B 150 Unit Mfr Delcotrax Model X233 4 Serial 8383 9393 2824 Purchased 02 05 04 Cost Install Date 06 27 65 Comments Use this part of the Equipment Item Information screen to access basic information about an equipment or item that is involved in work order efforts It has these data fields Item ID read write character field Equipment or item ID Name read write character field Name of the equipment or item Type value list One of a set of standardized equipment and item types Selections include ELEC MECH PLBG etc Function read write character field one line description of the function of the equipment or item Building value list Primary Facility Loc
131. nd executed in time Forecast button Begins creation and printing of a Future PM Work Orders report by going to the Future Work Orders Reports Setup screen The Future PM Work Orders report allows future work orders generated from PM work orders to be viewed and sorted by various timeframes and categories The Future PM Work Orders report and the Future Work Orders Reports Setup screen are covered in more detail in Chapter 6 Workorderama PM Reports Section 6 6 Future PM Work Orders Report Print List button Prints a PM Work Order List report listing the displayed PM work orders including Job Types workers affected facility locations and repeating periods Exit button Ends the Workorderama PM session Help button Goes to the Work Order Help screen Data Fields and Buttons The main portion of the PM Scheduled Work Orders screen has these data fields and buttons detail view button Goes to the PM Work Order Setup screen providing complete detail on the PM work order PM button enabled character field PM work order ID When this field is selected Workorderama PM goes to the PM Work Order Setup screen providing the detail for the PM work order selecting this field behaves the same as selecting the detail view button When you enter a new PM work order Workorderama PM automatically determines and assigns a unique ID for the PM work Y order i Next read write date field Ne
132. nd parts and supplies Under the portal are the following data fields e Total Work Orders calculated character field Total number of work orders for the equipment or item e Total Cost calculated character field Total cost of all work orders for this equipment or item including labor and parts and supplies Bottom Menu The Equipment Item Information screen s bottom menu contains these buttons e Find button Switches into Find mode allowing equipment and items and related work orders and PM work orders to be found e Delete Item button Deletes the equipment or item Once you delete an equipment or item you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button 105 Workorderama PM User Manual V4 1 R2 0 EQUIPMENT ITEM PM PICK LIST SCREEN Use the Equipment Item PM Pick List screen to select an equipment or item for a PM work order This will be the equipment or item that will be maintained or installed as a result of accomplishing the work orders generated from the PM work order This screen presents your data using a list display displaying an Equipment Item record for each equipment or item The Equipment Item PM Pick List screen also has a bottom menu Abercrombie Plaza EQUIPMENT ITEM PM
133. nformation Data Preparation The sample data that is installed with the software is useful for learning the software However before your organization actually starts using the software for real work order administration tasks it is important to remove this sample data In addition there are several other data preparation tasks that should be done including setting up default data and changing the headers and footers that are printed on reports Again you may or may not be the person who performs these tasks If you will be involved in these tasks refer to Chapter 7 Configuring Workorderama PM Standards and Procedures Organizations often develop standards and procedures for properly using software like Workorderama PM These standards and procedures can provide common guidelines for how Workorderama PM will be utilized including conventions for inputting data and defined roles and responsibilities for performing software functions and for performing accompanying work order administration tasks The larger your Workorderama PM installation in terms of number of users the greater the need will be for these standards and procedures The sequence of these software implementation steps should be as follows e Installation and configuration should be done as soon as your organization receives the software This will enable you and your organization to get productive with Workorderama PM as soon as possible e Since you are reading t
134. ng access to the Orderers database Items button Goes to the Equipment Item List screen providing access to the Equipment and Items database 83 Workorderama PM User Manual V4 1 R2 0 e Vendors button Goes to the Vendor List screen providing access to the Vendors database e Workers button Goes to the Workers Rates screen providing access to the Workers database e Checklists button Goes to the Checklists and Procedures screen providing access to the Checklists database 84 Workorderama PM User Manual PARTS INVENTORY LIST SCREEN The Parts Inventory List screen lets you access cost and inventory information for the parts and supplies that are utilized in your organization s work order efforts From this screen you can navigate to the screen that provides detailed inventory information for each part and supply This screen presents your data using a list display displaying a Part Supply record for each part and supply The Parts Inventory List screen also has a top menu and bottom menu Property Abercrombie Plaza Abercrombie z raza e PARTS INVENTORY E es cos reo E PartID Name Description Type Unit Unit InStock Limit LastOrder ORDER E P3404 KOHLER 71005 O RINGS PLBG 0 69 ea 40 72 10 11 02 o E P3406 KOHLER 77006 RP CCW PLBG 14 86 ea 89 33 06 18 02 o E P3409 KOHLER CAP PLUNG 84503 PLBG 18 34 ea 37 27 04 17 02 o E P3416 KOHLER GASKET 38667 PLBG 1 51 ea 82 33 07 1
135. nt records tenant resides Tenant name Tenant contact person and contact information The fact that a staff person is stored in Workorderama PM s Orderers database does not necessarily mean that the staff person has access to the Workorderama PM software for creating work orders What this does mean is that any staff person who does have access to the Workorderama PM software can select another staff person who does not have access as a requestor of a work order It s very possible to enable staff persons to directly access Workorderama PM to request and create work orders One Y approach is to license Workorderama PM software for each of i these staff persons Another approach is to implement a Web browser based interface to Workorderama PM which will allow all staff who have access to a computer with a browser to request and create work orders Contact Facility Wizards or your Facility Wizards distributor for more information 19 Workorderama PM User Manual 2 9 Checklists Workorderama PM also includes a Checklists database that lets you define and use checklists for performing work on work orders A checklist is a procedure consisting of a list of sequential steps which is used to guide the work Checklists can be used for both normal work orders and PM work orders When a checklist is specified for a PM work order it will be referenced in all of the normal work orders generated from that PM work order
136. ocation where the work on the work orders generated from the PM work order is to be performed ACT checkbox Indicates that the PM work order is Active Inactive work orders are indicated when this checkbox is not checked Bottom Menu The PM Scheduled Work Orders screen s bottom menu contains these buttons Find button Switches into Find mode allowing PM work orders to be found Active PMs button Causes only Active PM work orders to be displayed in the list Ready PMs button Causes the PM work orders to be displayed for which past scheduled normal work orders have not been generated This can occur if Workorderama PM has not been entered executed for some period of time causing one or more normal work orders to not be generated prior to their scheduled start dates The Do Orders button allows you to recover from the condition in which scheduled normal work orders were not generated because the Y Workorderama PM software was not entered and executed in time to i generate the work orders The PM work orders that missed generating their normal work orders can first be identified using the Ready PMs button Done PMs button Causes only Done PM work orders to be displayed in the list Done PM work orders are no longer scheduled to generate normal work orders for future dates By Day button Causes display of the PM work orders which are scheduled for either the current day or the next day First displays a dialog
137. ocation field include Floor Room etc The use of Workorderama PM s setup and customization feature for setting the Primary and Secondary Facility Location fields is covered in Chapter 7 Section 7 1 Software Configuration and 61 Workorderama PM User Manual V4 1 R2 0 Preparation screens PROPERTY PREFERENCES SCREEN It s also important to note that the Primary Facility Location field is a value list that lets you select from a set of predefined location values These values are defined in the Location ID field in the Primary Location Building List screen The Primary Location Building List screen is covered in Chapter 7 Section 7 1 Software Configuration and Preparation screens PRIMARY LOCATION BUILDING LIST SCREEN Complete button and read only date field Selecting the button indicates that the work order has been completed This marks the work order as Complete and enters the completion date into the date field Bottom Menu The Work Orders screen s bottom menu contains these buttons Find button Switches into Find mode allowing work orders to be found All Orders button Causes both Open and Complete work orders to be displayed in the list Still Open button Causes only Open work orders to be displayed Complete button Causes only Complete work orders to be displayed By Day button Causes display of the work orders that are scheduled for either the current
138. of the Equipment Item List screen has these data fields and buttons e detail view button Goes to the Equipment Item Information screen providing complete details for the equipment or item 97 Workorderama PM User Manual V4 1 R2 0 ID button enabled character field Equipment or item ID When this field is selected Workorderama PM goes to the Equipment Item Information screen providing complete details for the equipment or item selecting this field behaves the same as selecting the detail view button Name read write character field Equipment or item name Type value list One of a set of standardized equipment and item types Selections include ELEC MECH PLBG etc Mfr read write character field Manufacturer of the equipment or item Building value list Primary Facility Location where the equipment or item is installed Suite read write character field Secondary Facility Location within the Primary Facility Location where the equipment or item is installed Installed read write date field Date the equipment or item was installed Bottom Menu The Equipment Item List screen s bottom menu contains these buttons Find button Switches into Find mode allowing equipment and items to be found All Items button Stops Find mode going back to Browse mode and causing all equipment and items to be displayed 98 Workorderama PM User Manual V4 1 R2 0 EQUIPMENT ITEM I
139. on screen to access information about an equipment s or item s maintenance and service agreement It has these data fields and buttons e Begins read write date field Maintenance service agreement s start date e Expires read write date field Maintenance service agreement s expiration date e Cost read write character field Maintenance service agreement s cost e Cost per read write character field Period for the cost of the maintenance service agreement for example yearly every 2 years etc e Company read write character field Name of the company providing service and support for the equipment or item as specified in the maintenance service agreement e Contact read write character field Name of the contact person at the company providing the service and support for the equipment or item Phone read write character field Contact person s phone number Fax read write character field Contact person s fax number Cell read write character field Contact person s cell phone number Pager read write character field Contact person s pager number Email read write character field Contact person s email address Comments read write character field Any comments regarding the equipment s or item s maintenance service agreement 102 Workorderama PM User Manual V4 1 R2 0 E P1003 Cleaning Blaine Frost Repeat Every 1 Until Forever Start 05 14 0
140. on that also implements a web based user interface Workorderama PM User Manual V4 1 R2 0 1 2 Software Implementation Steps You and your organization will become productive with Workorderama PM as quickly as possible if you have a plan for making your software operational There are four basic elements to getting started with Workorderama PM that should be included in such a plan Installation and Configuration The first step in getting started with Workorderama PM is to install and configure the software You may or may not be the person who performs this task depending on your role within your organization Contact Facility Wizards or your Facility Wizards distributor if you will be involved in this installation task Once the software is installed the specific configuration features and instructions for Workorderama PM are located in Chapter 7 Configuring Workorderama PM Learning Workorderama PM Getting familiar with Workorderama PM s features and functions is also obviously necessary in order for you to become successful with the software This manual is the great place to gain this familiarity Working with the sample data which is installed as part of software installation is also an important learning activity In addition Facility Wizards and Facility Wizards distributors offer in depth training which is another effective way of getting up to speed Contact Facility Wizards or your Facility Wizards distributor for more i
141. on the button 145 Workorderama PM User Manual TENANT LIST SCREEN The Tenant List screen lets you view enter and edit information about your organization s tenants that can request work orders This screen presents your data using a list display which displays a Tenant record for each V4 1 R2 0 Workorderama PM can be tailored to the needs of property managers This is done using the Property Preferences screen by changing the Orderers field to Tenants This will cause Workorderama PM to work with tenants instead of staff and will result in the following changes to Workorderama PM e The STAFF button on the Main Menu screen will change to a TENANTS button e Instead of going to the Staff Department List screen the TENANTS button will take you to this Tenant List screen The Property Preferences screen and the Tenant List screen are covered in Chapter 7 Section 7 1 Software Configuration and Preparation screens tenant The Tenant List screen also has a top menu and bottom menu Property Abercrombie Plaza WkOrders New Tenant Exit E Building Suite Tenant Name Contact Last First Type Phone Email Address E Plaza1 860 Residential Mortgage Carbone Jim MAIN 555 1212 mark facility wiz com x Plaza1 510 Bennett and Blax Todd Hubert MAIN 555 1212 dave facilitywiz com E E Plaza1 390 PrimeStreet Cline Nancy MAIN 555 1212 nancyc facilitywiz com x WE Plaza1 2480 Regency
142. ons e Find button Switches into Find mode allowing properties to be found e PROPERTY INFO read only character field and button Goes back to the Property Information screen e BUILDINGS read only character field and button Goes to the Primary Location Building List screen providing access to the Primary Facility Locations comprising the property e STAFF read only character field and button Goes to the Staff Department List screen providing access to data about the staff persons who can request work orders The PREFERENCES button is inactive and is displayed in grey signifying that the Property Preferences screen is the current screen 152 Workorderama PM User Manual V4 1 R2 0 SYSTEM WEB SETTINGS PREFERENCES SCREEN The System Web Settings Preferences screen lets you view enter and edit settings for a web user interface to Workorderama PM This screen presents your data using a detail display with a top menu and bottom menu Pron teers MAINTENANCE MANAGEMENT SYSTEM SETTINGS PREFERENCES Server Preferences Web Active o Server Time Zone Server Address 64 1 127 149 External 10 0 1 2 Internal WEB PRINTING Win Dir for PDF Prints C Program Files FileMaker FileMaker Pro 6Yveb PDF_Reports This is the directory where PDF Is saved Ends with Win Dir for PDF Driver C ipdf995ives This is the directory of the paf995 ini file Ends with Note The Windows account that the Web Server w
143. or Facility Wizard s online help website Bottom Menu The System Miscellaneous Settings Preferences screen s bottom menu contains these buttons e Web Prefs button Goes to the System Web Settings Preferences screen e Mail Prefs button Goes to the System Mail Settings Preferences screen e Provider Prefs button Goes to the System Provider Settings Preferences screen The Misc Prefs button is inactive and is displayed in grey signifying that the System Miscellaneous Settings Preferences screen is the current screen 164 Workorderama PM User Manual V4 1 R2 0 SYSTEM USER LIST SCREEN Use the System User List screen to view enter and edit data about authorized users of a multi user client server Workorderama PM installation This screen is a list display with a top menu and bottom menu Workorderama E MAINTENANCE MANAGEMENT Men SYSTEM USER LIST System Prefs E w Hame PropID Level Job Title Phone Email Worker Admin E ss Dave Johnson lt ALL gt 1 President 773 832 0200 dave facilitywiz com amp a4 ABER Admin ABER 1 Administrator 773 832 0200 scott facilitywiz com Eg E 32789 Demo Admin DEMO 1 Manager 800 555 1234 demo fwiz com O E 32790 PMC Admin PMC 1 Administrator 800 555 1234 demo fwiz com O E 32791 Fred Thomas DEMO 3 Engineer 800 555 1234 fred fwiz com Fred Thomas O E 327935 mark rfacilitywiz co DEMO 4 O O 94 ABER Requester ABER 5 Staff 773 832 0200 aber twiz com O E 3
144. order generated from the PM work order Checklist value list Selects the title of the checklist to be used for the work orders generated from the PM work order 103 Workorderama PM User Manual V4 1 R2 0 e Description read write character field Summary of the work to be accomplished by the work orders generated from the PM work order e PM supersedes read write character field ID for another PM work order that this PM work order supersedes e delete button Deletes the PM work order Once you delete a PM work order you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Under the portal are the following data fields and buttons e New PM Order button Creates a new PM work order and stands by for data entry using the portal Remember that you can use the Detail View button at the beginning of a PM Work Order record shown in the portal to go to the PM Y Work Order Setup screen for that PM work order providing access i to the details of the PM work order e View PM Orders button Goes to the PM Scheduled Work Orders screen providing access to all of the PM work orders in the PM Work Orders database E 10295 Cabling Datacom 02 08 04 Bill Hammer E 10296 Cabling Datacom 01 28 04 Bill Hammer E 10297 Cabling Datacom 02 07 04 Bill Hammer
145. orderama PM User Manual V4 1 R2 0 This brings us to the portal This combines the detail display with the list display providing a tabular list of data fields that is contained within a detail display Also like the list display e There can also be one or more buttons within each row in the tabular display e Each row of data fields corresponds to a record contained in one of Workorderama PM databases Each portal contains a scroll bar that lets you scroll through the records shown in the portal Portal Partio P3404 Inventory Log Supplier Info Name KOHLER 71005 O RINGS W Date Wkord _Add Deduct Net Cost Type PLBG WE 08 03 04 40 3 37 25 53 Eal4 Mfr E 09 27 04 20 20 13 80 E Mfr Part Unit Cost 0 69 Unit ea Order When Stock Reaches 72 Order to Stock Capacity Current Stock Qty 57 Additional Stock Needed 0 Date Updated 09 27 04 Last Order Date 10 11 02 Last Order Qty Notes Totals 60 3 O 57 39 33 Portal within Detail Display Simply stated a portal shows a list of related records displayed within a detail display For example as shown in the above screen image the portal shows an inventory log of parts and supplies used for performing work orders Note that there are also buttons in this portal We ll explain the purpose of these buttons in the next subsection 37 Workorderama PM User Manual 4 1 4 More on Workorderama PM Buttons In this subsect
146. ot covered in this chapter and w ix S instead are covered in their own chapter Chapter 6 Workorderama Isl S PM Reports 5 1 Overview of Workorderama PM Screens Workorderama PM s screens present your data using data fields and also display menus and buttons that you use to execute the software s functions and to navigate between the screens The next section covers each of Workorderama PM s screens used for creating and tracking work orders However it s a good idea to first give you a high level perspective of Workorderama PM s screens including the relations between the screens and Workorderama PM s databases and records that we defined earlier in Chapter 2 The following two tables lists these screens This first table lists Workorderama PM s screens that you use to access Workorderama PM s databases and the records within the databases Screen Databases Records Property Selection Properties database Property records screen Property List screen Property Information screen Work Orders screen Work Orders database Work Order records Work Order Information Work Order Labor records screen Work Order Part Supply Usage records PM Scheduled Work PM Work Orders database PM Work Order records Orders screen PM Work Order Labor PM Work Order Setup records screen PM Work Order Part Supply Usage records Parts Inventory List Parts and Supp
147. pplies positive amounts indicate the increase of the asset value of parts and supplies added to inventory delete button Deletes the Part Supply Inventory Log record Once you delete a Part Supply Inventory Log record you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The area below the portal contains four data fields that are labeled Total followed by a button calculated character field under the Add column Total quantity of parts and supplies added to inventory calculated character field under the Deduct column Total quantity of the parts and supplies removed from inventory calculated character field under the Net column Total change in inventory resulting from the addition of parts and supplies to inventory and from the removal of parts and supplies from inventory and their utilization in work orders calculated character field under the Cost column Total asset value of the parts and supplies in inventory Add Inventory button Adds a Part Supply Inventory Log record and stands by for data entry 90 Workorderama PM User Manual V4 1 R2 0 fi N 2 g 8 Use this portion of the Parts Inventory Log screen to access supplier information for the part or supply It has these data fields and buttons Vendor
148. ption Andy Holub 01 3104 3 00 45 50 136 50 W i Description of Work New LABOR Entry 3 00 136 50 4112 DRAIN 11 2 FLEX 11 2 DRAIN JobType Cleaning EE Ell AssgnTo Andy Holub New PARTS Entry Priority 1 2 03 LAB Item ID komikan Project OOO ME T oe oe oo E jail Work Order Information Screen 10 Workorderama PM User Manual V4 1 R2 0 As shown in this screen image work orders contain a variety of data This table shows the major data elements contained in work orders and the different types of records that this data is contained in Work Orders Database Data Records Work order ID Work Order records Staff person who requested the work order Job Type Description of the work to be accomplished Worker who the work order is assigned to Facility location where the work is to be performed Equipment or other item involved in the work order Standard checklist for performing the work Labor expended on the work order Work Order Labor records Parts and supplies utilized on the work order Work Order Part Supply Usage records Each work order in Workorderama PM has an assigned status Open work orders are work order for which work needs to be performed or is in progress Complete work orders have been accomplished Hold work orders are work orders that have been created but which are not currently scheduled to be worked on for some reason For example a Ho
149. r PM work orders e Reports button Goes to the Menu of Reports screen providing access to Workorderama PM s reporting capabilities e Print List button Prints a Work Order List report listing the displayed work orders including Job Types Orderers workers and affected facility locations This button first displays a dialog box for selecting whether to include an optional work description for the work orders in the report e Exit button Ends the Workorderama PM session e Help button Goes to the Work Order Help screen 60 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons The main portion of the Work Orders screen has these data fields and buttons PM unlabeled read only character field PM indicates that the work order was generated from an Active PM work order detail view button Goes to the Work Order Information screen providing complete details for the work order Order button enabled character field Work order ID When this field is selected Workorderama PM goes to the Work Order Information screen providing the detail for the work order When you enter a new work order Workorderama PM automatically Y determines and assigns a unique work order ID i i Start read write date field Scheduled start date for work to begin on the work order Job Type value list One of a set of standardized Job Types for example Housekeeping Carpentry E
150. racter field Standard cost amount for the parts and supplies as expected to be utilized for each work order generated from the PM work order 80 Workorderama PM User Manual V4 1 R2 0 delete button Deletes the PM Work Order Part Supply Usage record Once you delete a PM Work Order Part Supply Usage record you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Under the second portal are the following button and data fields New Line button Adds a new PM Work Order Part Supply Usage record into the portal and stands by for data entry Subtotal Materials calculated character field Subtotal standard cost amount for all of the parts and supplies as expected to be utilized for each work order generated from the PM work order Total Order Cost calculated character field Total standard cost amount for all labor and for all parts and supplies which are expected to be utilized for each work order generated from the PM work order Bill to value list and read write character field The value list is used to specify the entity to charge the cost of the work orders generated from the PM work order The value list contains a selection such as Acct Cost Center Dept etc The second read write character field provides additional clarifying da
151. rderama PM can include workers employed by vendors and who are contracted to your organization to work on work orders For these vendor workers the Workers database contains the name of the vendor company This same vendor company is also stored in Projecto which is discussed in the next section The Workers database in Workorderama PM contains a timecard function This allows for entry and display of the daily amount of labor that each worker expends on work orders as well as any non work order activities A timecard in Workorderama PM is essentially a portion of a screen designated for this purpose there is actually no physical or paper timecard involved with this capability This table shows the major data elements contained in Workorderama PM s Workers database and the records that this data is contained in Workers Database Data Records Worker ID Worker records Worker s contact information Worker s trade or specialty For vendor workers the vendor that the worker is employed by Amount of daily labor that the Worker Timecard records worker has expended on work orders or other efforts 17 Workorderama PM User Manual V4 1 R2 0 2 7 Vendors Workorderama PM includes a Vendors database The vendors tracked in Workorderama PM can relate to work orders in one or more of the following ways e Vendor companies can be suppliers of parts and supplies e Vendor companies can be suppl
152. reate and print this report select the Future PM Work Orders Report button on the Menu of Reports screen You can also print this report using the Forecast Top Menu button on the PM Scheduled Work Orders screen Selecting either of these buttons cause the Future Work Orders Reports Setup screen to be displayed which you use to select options for the report This screen is described next 136 Workorderama PM User Manual V4 1 R2 0 FUTURE WORK ORDERS REPORTS SETUP SCREEN Use the Future Work Orders Reports Setup screen to print a Future PM Work Orders report This screen lets you select the date for the report and how the report will be sorted and subtotaled The Future Work Orders Reports Setup screen is a detail display with a top menu Facility Wizards FUTURE WORK ORDER REPORT SETUP Exe EI 4 Enter End Date for Report gt gt E 2 Enter How you would like by Building the Report sorted and subtotaled gt gt by Week by Vendor Assigned to by Job Type by Month Future Work Orders Reports Setup Screen Top Menu The Future Work Orders Reports Setup screen s top menu contains these buttons e Back to Reports button Goes back to the Menu of Reports screen e Exit button Ends the Workorderama PM session Data Fields and Buttons The main portion of the Future Work Orders Reports Setup screen has these data fields and buttons e 1 Enter End Date for Report read write date field
153. related records you cannot get them back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button 114 Workorderama PM User Manual V4 1 R2 0 VENDOR LIST SCREEN The Vendor List screen lets you access information about the vendors that are involved in your organization s work order efforts Vendors are companies that provide one or more of the following e Suppliers of parts and supplies that are utilized for work orders e Suppliers of equipment and items that are involved in work orders e Employers of contract workers who perform work on work orders This screen presents your data using a list display which displays a Vendor record for each vendor The Vendor List screen also has a top menu and bottom menu Al bie Plaza Property Abercrombie Plaza WkOrders Exit ust E iD Company Name Type Phone Fax Primary Contact E Fwiz Facility Wizards Misc 312 527 0200 312 527 0699 E E MASTER Masters HVAC Maint HVAC 800 289 0000 616 903 7745 Fred Patterson E E acc AGC Automatic Gate Co Carpenter 415 365 8828 800 343 3939 Veronica Lukas x E CLUNE Clune Construction Co GC 415 786 9555 510 786 9555 Nicole Appleman x E ADAMS Adams Associates Janitorial 415 981 1004 415 981 1004 x AMER Amer Lock And Supply Inc Carpenter 714 996 8332 800 972 5990 Scott Durr x HENRI Henri Manc
154. rence between equipment and items and parts and supplies which are stocked in inventory in fact parts and supplies are often used to maintain equipment and items In Workorderama PM equipment and items can also be associated with PM work orders The resulting generated normal work orders are used to install maintain or repair the equipment or items This table shows the major data elements contained in Workorderama PM s Equipment and Items database and the corresponding record that this data is contained in Equipment and Items database Data Records Equipment or item ID and name Equipment Item records Manufacturer model number and serial number of the equipment or item Facility location of the equipment or item Equipment s or item s physical characteristics and specifications Equipment s or item s service agreement When you create a work order or a PM work order in Workorderama PM you can easily select the equipment or item that the work order involves This causes the facility location of that equipment or item to also automatically get entered into the work order or PM work order 16 Workorderama PM User Manual V4 1 R2 0 2 6 Workers Workers are the people who actually perform the work on and accomplish work orders Workorderama PM s Workers database makes it easy to assign workers to work orders and to PM work orders The workers who are tracked in Worko
155. request work orders when Workorderama PM is configured to the needs of property managers e Standard checklists for performing work orders e Reports that provide visibility into your organization s work order efforts 2 1 Workorderama PM Databases and Records Workorderama PM stores your work order administration data in databases Each database stores data that serves a specific purpose and all the databases together comprise the repository for all of the data that supports Workorderama PM s features and functions The databases in Workorderama PM contain records Regardless of how your data is displayed internally within Workorderama PM your data is stored as records A record is a set of closely related data For example the data that defines a person that can be assigned a work order is stored in a record which consists of that person s last name first name contact information and so forth Continuing with this example the database containing the data for the persons that can be assigned work orders consists of multiple records of this type one for each person that can be assigned a work order Depending on the specific database a Workorderama PM database can contain just one type of record or several or many different types of records In order to be successful with Workorderama PM you should be familiar with the different Workorderama PM databases and the records that are stored within each database In the remainder of thi
156. rimary Cell 342 234 1234 Contact Email gary fwiz com x City Chicago Zip 60611 Phone 312 527 0200 Fax 312 527 0699 Other Web Site 3 www facilitywiz com Fed Tax ID Account Notes New Worker Browse For Help press F1 Screen Area Used for FileMaker Functions Display Areas used for FileMaker Functions and for Workorderama PM Functions As shown in this image there are two distinct portions of the display area that is used to perform FileMaker functions these contain the FileMaker menu and the FileMaker status bar The FileMaker menu is like the application menu found in many Windows and Macintosh software applications There are only a few operations that you will perform using the FileMaker menu most Workorderama PM operations are accomplished using Workorderama PM s menus and the other buttons that are contained in Workorderama PM s screens Here s a close up of the FileMaker menu 42 Workorderama PM User Manual V4 1 R2 0 File Edit View Insert Format Records Scripts Window Help FileMaker Menu The FileMaker status bar contains a record marker that is useful for moving between your records as well as displaying a count of how many total records you have The FileMaker status bar also contains buttons that allow you to change the magnification of your screen and a button that lets you toggle on or off the part of the status bar containing the record marker and
157. rkorderama PM Screens in Detail Now we re into the details of Workorderama PM features and functions A good way to gain a comprehensive understanding of Workorderama PM is to review each of Workorderama PM s screens and each screen s menus data fields and buttons We ll start with the Property Selection screen In this section we ll walk through most of Workorderama PM s screens We ll accomplish this by first showing an image of the screen Then when applicable we ll walk through 1 the screen s top menu 2 the screen s data fields and buttons and 3 the screen s bottom menu We ll often also show additional images of parts of a screen to further clarify a screen s description PROPERTY SELECTION SCREEN The Property Selection screen lets you select a property to access that property s work orders PM work orders parts and supplies and equipment and items This screen is used by facilities maintenance service providers or by other Workorderama PM users who need to manage work orders across multiple properties The Property Selection screen presents your data using a detail display with a bottom menu H a Abercrombie Plaza Workorderama MAINTENANCE MANAGEMENT SELECT A PROPERTY Tuesday March 9 2004 Property Selection Screen The Property Selection screen does not have a top menu 52 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons The main port
158. roups of data fields can be labeled data fields or unlabeled data fields Like the list display the detail display can also contain buttons Vendor ID FWIZ OOo Worker List Company Facility Wiz Type Misc E Gary Kean Rate Address 435 North Michigan Ave Seems Cleaning 75 50 Hour 3100 Phone 342 201 1021 Ere Er TEE a Cell 342 234 1234 EDES Zip 60611 Email gary fwiz com x Phone 312 527 0200 Fax 312 527 0699 Other Web Site www facilitywiz com Fed Tax ID Account Detail Display Presenting Detail View of Data As shown in the above and below screen images many of the detail display screens in Workorderama PM contain parts of the screen that you access through tabs You use the different tabs to select among different portions of the screen that are used for different purposes For example as shown above by clicking on the tabs for Time Check List E Mail and Notes you can access screen areas for these different subsets of the work order data that is contained in the overall screen VendoriD FWZ Company Facility Wizards Type Misc Address 435 North Michigan Ave Cleaning 08 10 04 3100 needs 1 blue and 1 black trash can City Chicago State iL Zip 60611 Phone 312 527 0200 Cabling Datacom Fax 312 527 0699 Other Web Site 3 www facilitywiz com Fed Tax ID Account E 10152 Keys Locks 07 12 04 Results of Selecting a Different Tab in a Detail Display 36 Work
159. rovider System Miscellaneous Settings Preferences screen Used to specify additional miscellaneous Workorderama PM configuration settings Work Order Setup Customization Backup Preferences screen Provides access to Workorderama PM s function for performing automatic backups of database files Most of these screens in the above tables are covered in this chapter next in Section 5 2 Workorderama PM screens in Detail The screens that are not covered in this chapter are covered later in this manual e These screens are covered in Chapter 6 Workorderama PM Reports Menu of Reports screen Future Work Orders Reports Setup screen Work Order Bar Chart Report Setup screen e These screens are covered in Chapter 7 Configuring Workorderama PM Getting Started With Workorderama PM screen 50 Workorderama PM User Manual V4 1 R2 0 Primary Location Building List screen Staff Department List screen Tenant List screen Property Preferences screen System Web Settings Preferences screen System Mail Settings Preferences screen Auto Email Types Default Text screen System Provider Settings Preferences screen System Miscellaneous Settings Preferences screen System User List screen Account Passwords screen Work Order Setup Customization Backup Preferences screen 5I Workorderama PM User Manual V4 1 R2 0 5 2 Wo
160. rs 10015 Pu cory Asets Jue 2 ol 1 018403 010743 13 10820 PU Cary Asens Jule 2 we 1 024603 6211403 s BEVERLY wok orders 10214 ries Coid Cal Sayer Bran 2 WP wW 032403 033103 2 JEANNIE BETANCOURT 2 wok overs 10188 Serene At Odava Cavs 2 Psk 1000 013803 92203 10188 Sono At Seer Kersten 2 Psk 1600 6173103 020743 72 Open Orders Past Target Date Report To create and print this report select the Open Orders Past Target Date Report button on the Menu of Reports screen 135 Workorderama PM User Manual V4 1 R2 0 6 6 Future PM Work Orders Report The Future PM Work Orders report prints key information for future work orders generated from PM work orders This report is sorted by facility location and also lists Job Types affected equipment and items and assigned workers Facatty Wizards FUTURE WORK ORDER REPORT Date 40d Type seeng Sit fem IDs Neme Assign To 100 Pan Oe2e03 6 PAM cally 900 Fak 8 8 10103 Sunes 2 Boner Ami Pane OLasOs PM Cay 100 Pak s Laii Deng 2 Sones Art Pret 62605 PM Cally 500 Pat s S0103 Suigng 2 Sower Ani Pami WT Creating 100 Fax 00 LOes 22703 Uys 100 Park RG 0707 Cooing Tower 3 Serge Votapge OSITOS PAL Cay 100 Pat 0 820103 Sunang 2 Soner Ami pusi USN PM cany wma 9 B10 Buea 2 Boner Ami Peat C2203 PA Cally 100 Park 5s 10103 Beueing 2 Soler Ami Paai 200 Contrai 022903 Pumong 200 Cerera 100 10908 Cooling Fat Une Toni Manaty Future PM Work Orders Report To c
161. rson s department in the Dept field phone number in the i Phone field and the Primary and Secondary Facility Locations in the Primary and Secondary Facility Location fields the Building and Room fields shown in the screen image e You access Information about staff persons including their departments and phone numbers by using the Staff Department List screen which is covered in Chapter 7 Configuring Workorderama PM e Location Description read write character field Additional descriptive information about the location where the work on the work order is to be performed e Description of Work read write character field Summary of the work to be accomplished by the work order e Job Type value list One of a set of standardized Job Types Selections include Housekeeping Carpentry Electrical Keys Locks etc e Assign To value list Worker who the work order is assigned to and who will be performing the actual work on the work order e action hint button to left of Assign To Executes a function that makes a copy of the work order and then allows the new work order to be assigned to a different worker e NOTIFY button Causes an email to be sent to the worker communicating to the worker that the work order has been assigned e unlabeled read only character field to right of Assign To If the assigned worker is employed by a vendor displays the vendor name next to the worker
162. rts that comprise Workorderama PM s user interface We ll cover these in a top down fashion by first defining the elements that makeup the user interface followed by the discussion of the functions that are common throughout Workorderama PM 4 1 Data Presentation in Workorderama PM In Workorderama PM your data is presented entered and edited using a variety of data fields In addition buttons are displayed which when clicked perform various Workorderama PM features and functions and let you navigate throughout the software The data fields and buttons are grouped together in screens Each screen presents a meaningful set of related data and provides you with access to the features and functions that operate on that data In the following subsections we ll go into more detail about Workorderama PM s data fields buttons and screens 4 1 1 Data Fields The data fields in Workorderama PM are used to display your data and allow you to enter and edit your data Most data fields are positioned on the screen next to labels describing the data contained in the data fields We refer to these as labeled data fields However some data fields are not labeled because their placement on the screen makes it clear what their purpose is We call these unlabeled data fields Data fields contain or represent character and numeric data Most let you view enter or select and edit data We call these read write data fields Some data fields how
163. s Contact Facility Wizards or your Facility Wizards distributor for more information about additional Workorderama PM licenses the Facility Wizard s Web Interface Add On Kit or interfacing Workorderama PM with wireless PDAs or intelligent cell phones 25 Workorderama PM User Manual V4 1 R2 0 3 2 Workflow for PM Work Orders Based on the above workflow for processing normal work orders and reflecting back on the difference between work orders and PM work orders PM work orders generate regularly scheduled normal work orders we can now visualize a workflow for processing PM work orders The basic elements of this workflow are 1 The PM work order is created 2 The PM work order is assigned to the worker who is best suited to perform the work 3 The standard amount of labor that should typically be utilized for each generated normal work order is entered into the PM work order 4 The standard parts and supplies that should typically be utilized for each generated normal work order is entered into the PM work order 5 A normal work order is generated from PM work order 6 If different from the worker assigned to the PM work order the normal work order is re assigned to the actual worker who will perform the work 7 The worker performs and accomplishes the work on the normal work order 8 The actual amount of labor expended on the normal work order is entered into the normal work order 9 The actual parts and supplies
164. s Cabiing Telecom Category 48 hrs Cabling Telecom Cabling Telecom Cabina Telecom Cabling Telecom Cabina Telecom Carleton Britt Jeannie Betancourt Greg Randall Jeannie Betancourt Ami Patel Grea Randall Ami Patel Soott Wels Assigned To Start Date 13 work orders 1 work orders 01 1103 1 work orders 0108 03 11 work orders 03 19 03 03 2203 01 04 03 03 12 03 01 1193 03 18 03 Time 15 38 14 19 15 34 14 16 13 33 15 29 15 17 Complete 91 1203 01 1003 03 22 03 03 2803 01 1003 03 18 03 01 2003 03 21 03 Time 12 58 13 58 14 34 00 50 14 08 May 14 2003 Duration days avg avg 3 5 0 0 0 0 13 1 3 44 2 1 4 0 48 3 2 5 7 40 To create and print this report select the Analysis of Order Time Sorted by Job Type Report Analysis of Order Time Report button on the Menu of Reports screen 134 Workorderama PM User Manual V4 1 R2 0 6 5 Open Orders Past Target Date Report The Open Orders Past Target Date report prints a table showing Open work orders that are past due Shown in this report are work order IDs Job Types requesting staff facility locations target completion dates and number of days past due Facility Witards WORK OROER LIST OPEN ORDERS PAST TARGET COMPLETION OATE 29 2003 Jn 04 3003 Pro Mar 24 3903 Orde Jod Type Order By Pri Building Suite Sun Target Oasys Past AMI PATEL 2 wore orde
165. s chapter we ll describe Workorderama PM s software features including related databases and records Workorderama PM User Manual 2 2 Properties Workorderama PM can be used by facilities maintenance service providers or by any other Workorderama PM users who need to manage work orders across multiple properties In these cases you track multiple properties using Workorderama PM For each property you access just that property s work order data This table shows the major data elements contained in Workorderama PM s Properties database and the corresponding record that this data is contained in Properties Database Data Records Property address Property primary contact person and contact information Property specific system settings and preferences Property name Property records Properties in Workorderama PM can be Active or Inactive e Active properties require ongoing facility related work and therefore require work orders to record manage and perform this work e Inactive properties do not currently need facility related work and will therefore not have work orders created and worked on Workorderama PM User Manual V4 1 R2 0 2 3 Work Orders and Preventive Maintenance Work Orders You use Workorderama PM to create track and manage work orders and Preventive Maintenance PM work orders The difference between these two types of work orders is described n
166. s selected Clicking the button again takes you to another screen that presents a detail display of the property data C Selection Button Property Abercrombie Plaza New Order PM Orders Exit Order By Pri Assigned To Building Room Complete Berry Greg 2 Allan Shepard Center1 1120 E 01 31 04 Cline Nancy 2 Colleen Rochford AB Plaza 390 o Carbone Jim 2 Fred Thomas AB Plaza 860 E Combination Selection and Detail View Buttons E iD Property Name Bldgs Wkords Open Address One Plaza Center Demo 4 246 141 739 West Vermont Street Oak Brook IL PMC Paramount Center 1 23 C2 100 Hedrick Drive Thomasville NC Selection Button and Combination Detail View and Selection Buttons 40 Workorderama PM User Manual V4 1 R2 0 Action Hint Buttons Action hint buttons are also displayed on some of Workorderama PM s screens usually appearing next to one or several data fields Each of these buttons serves one of two purposes e Lets you execute some infrequently used function relating to the field or fields that the action hint button is next to e Displays a dialog box that gives you additional clarifying information telling you how to properly use the field or fields that the button is next to JobType Cleaning Ea AssgnTo Andy Holub Priority 1 2 03 Item ID Item Equip Action Hint Buttons Item ID HVAC106 te Item Equip Cooling Fan Unit E Checklis
167. scheduled dates for the normal work orders to be missed To recover Workorderama PM has a function that will identify the PM work orders that have not had a chance to generate their next scheduled normal work orders Once you identify these PM work orders you can manually generate the normal work orders that were accidentally missed 14 Workorderama PM User Manual V4 1 R2 0 2 4 Parts and Supplies Workorderama PM includes a Parts and Supplies database which tracks the parts and supplies that are used when work is done on work orders Parts and supplies can include parts for equipment plumbing parts parts for furnishings cleaning supplies paint nuts and bolts other types of hardware and so on Parts and supplies are generally things that are stocked in inventory One of Workorderama PM s key functions is to manage inventory for the parts and supplies used in work orders This lets you e Log the usage of parts and supplies on each work order causing inventory to be reduced e Log the receipt of new parts and supplies causing inventory to increase e Manage inventory levels which for each part or supply consists of a maximum inventory quantity and a reorder quantity e Assemble data for creating POs Purchase Orders for ordering parts and supplies This table shows the major data elements contained in Workorderama PM s Parts and Supplies database and the records that this data is contained in Parts and Supplies Database
168. t Wima Peterson Grea Randal Wima Peterson Facility Wizards WORK ORDER REPORT COST REPORT Dec 20 2002 thru Mar 22 2003 Order Job Type CABLING TELECOM 10051 Cabling Telecom 10031 Cabling Telecom 10005 Cabling Telecom 10028 Cabling Telecom 10944 Cabling Telecom 10048 Cabling Telecom 10078 Cabling Telecom 10116 Cabling Telecom 10148 Cabling Telecom 10154 Cabling Telecom 10172 Cabina Telecom 10218 Cabina Telecom 10228 Cabina Telecom subtotals averages Oate 010803 01 0503 03 1203 03 1503 12 3102 03 03 03 01 08 03 03 06 03 122V 0307403 01 1403 12 1902 01 0803 Costs Labor Materials May 14 2003 Total Order Analysis of Order Cost Report To create and print this report select the Analysis of Order Cost Sorted by Job Type Report button on the Menu of Reports screen 133 Workorderama PM User Manual 6 4 Analysis of Order Time Report The Analysis of Order Time report prints a table listing the time it took to accomplish Complete work orders Work orders are grouped according to the time ranges of 0 24 hrs 24 48 hrs and 48 hrs Also shown in this report are Job Types and workers V4 1 R2 0 10051 10031 10005 10028 10944 10048 10078 10116 Category Facility Wizards WORK ORDER REPORT TIME REPORT Dec 20 2002 thru Mar 22 2003 Order Job Type CABLING TELECOM 0 24 hrs Cabina Telecom Category 24 48 hr
169. t Air Compressor Control Action Hint Buttons 41 Workorderama PM User Manual V4 1 R2 0 4 2 FileMaker Operations Workorderama PM is implemented using FileMaker a leading database and application development platform Using FileMaker s rich set of capabilities and tools Facility Wizards has developed Facility Management software that is simple and intuitive and at the same time is powerful with the ability to handle demanding Facility Management requirements Because this software has been implemented using FileMaker there are some FileMaker functions you will need to be able to use in order to successfully use Workorderama PM Like all parts of Workorderama PM these functions are easy to learn To get started let s distinguish between the display area that is used to display Workorderama PM s screens containing Workorderama PM s menus data fields and buttons among the fields and the display area that is used to perform FileMaker functions Screen Area Used for Workorderama PM Functions by FileMaker Pro PMVENDOR FP5 File Edit View Insert Format Records Scripts Window Help vendotr_i r bie PI AD WkOrders New Vendor VENDOR INFO CONTACTS Vendor List Print List 1 Records Vendor ID FWIZ Worker List Company Facility Wizards Unsorted Type Misc wae eee Rate Address 435 North Michigan Ave JobType Cleaning 3100 Phone 342 201 1021 75 50 Hour C P
170. t is added to the total cost of the work order cost of labor plus cost of parts and supplies The dollar amount of the markup is displayed in the second field and the total calculated billable cost of the work order is displayed in the Billable Amount field below Bill to value list and read write character field The value list is used to specify the entity to charge the cost of the work order The value list contains a selection such as Acct Cost Center Dept etc The second read write character field provides additional clarifying data for the billing for example this could be the account number if Acct is specified for the first field Billable Amount calculated character field Total calculated billable cost of the work order 68 Workorderama PM User Manual USE LOCKOUT TAGOUT PROCEDURES AS REQUIRED 1 1 REPLACE DESICANTS IF DISCOLORED IF APPLICABLE 1 2 REPLACE FILTERS AS REQUIRED 1 3 MAKE SURE ALL DRAINS FUNCTION AUTOMATICALLY 1 4 CHECK amp CLEAN ALL DRAINS STRAINERS amp FILTERS 2 CHECK PNEUMATIC amp ELECTRICAL CONNECTIONS SECURITY GOOD REPAIR 3 CHECK SUPPORTING MOUNTS TIGHTEN AS REQUIRED 3 1 CHECK ALL MECHANICAL CONNECTIONS FOR SECURITY 4 CLEAN UNIT amp CONDENSER FINS BLOW OUT WITH COMPRESSED NITROGEN 4 1 SAFETY NOTE USE EYE PROTECTION 5 CHECK UNIT FOR ANY LEAKS USE SOAP BUBBLES OR OTHER DETECTION 5 1 RECHARGE UNIT AS REQUIRED QUALIFIED TECHNICIANS ONLY
171. t or item This screen presents your data using a list display displaying an Equipment Item record for each equipment or item The Equipment Item List screen also has a top menu and bottom menu Property Abercrombie Plaza Abercrombie Plaza z WkOrders New Item Exit EQUIPMENT ITEM E we Name Type Mfr Building Suite Installed E ELEC103 Generator 1 ELEC Delcotrax Private B 150 06 27 6 E ELEC105 UPS2 ELEC PowerSave Corp Corporate B 140 06 27 6 E HVAC107 Cooling Tower 1 HVAC BAC Pavillion R101 06 27 6 E HVAC110 Liebert Unit HVAC Liebert Corporate 00 233 06 27 6 E HVAC111 Liebert Unit HVAC Liebert Corporate 00 244 06 27 6 E 1001 Fire Extinquisher BLDG Safeco Pavillion Multiple 06 27 6 All tems Equipment Item List Screen Top Menu The Equipment Item List screen s top menu contains these buttons e WkOrders button Goes to the Work Orders screen providing access to the Work Orders database e Menu button Goes to the Main Menu screen e New Item button Creates a new equipment or item and goes to the Equipment Item Information screen standing by for data entry e Print List button Prints a Equipment Item List report listing the equipment and items including the facility locations where the equipment and items are installed e Exit button Ends the Workorderama PM session e Help button Goes to the Work Order Help screen Data Fields and Buttons The main portion
172. ta for the billing for example the account number if Acct is specified for the first field Amount read write character field Actual amount to be billed for the work orders generated from the PM work order This does not necessarily have to be the same as the calculated amount that is shown in the Total Order Cost field providing an option to bill a different amount than the actual cost 8 Workorderama PM User Manual V4 1 R2 0 Time Notes W ist General Notes not printed with Work Order Diverter unit only lasts 2 3 weeks on average Use this portion of the PM Work Order Setup screen to enter and view miscellaneous notes regarding the PM work order It contains this data field e General Notes read write character field Any notes regarding the PM work order 82 Workorderama PM User Manual V4 1 R2 0 1 CALIBRATE PNEUMATIC CONTROLS ADJUST DAMPER LINKAGES AS REQ D 2 LUBRICATE DAMPER LINKAGES CHECK PROPER CLOSURE amp OPENING 3 CALIBRATE MAGNEHELIC GAUGES AS REQ D 4 CHECK EXTERIOR DUCTS FLEX CONNECTIONS ETC FOR PENETRATIONS 4 1 CHECK LAGGING amp INSULATION REPAIR AS REQUIRED 4 2 CHECK DOOR ACCESS PANEL SEALING amp ALIGNMENT ACCESS TO HEPA FILTERS MUST BE GASKETED TO BE AIR TIGHT 5 CLEAN INTERIOR OF UNITS CHECK FOR MOLD OR MILDEW CONDITIONS 6 CLEAN CONDESATE PAN amp DRAIN ENSURE PROPER DRAINAGE 6 1 CHECK PAN FOR RUST amp DETERIORATION CLEAN amp STABI
173. ted Vendor Company value list Vendor company name for workers employed by vendors Vendor ID read write character field Vendor ID for workers employed by vendors Bottom Menu The Workers Rates screen s bottom menu contains these buttons Find button Switches into Find mode allowing workers to be found All button Stops Find mode going back to Browse mode and causing all workers to be displayed 109 Workorderama PM User Manual V4 1 R2 0 WORKER INFORMATION SCREEN The Worker Information screen lets you view enter and edit detailed information about each worker who performs work on your organization s work orders including workers who are employed by vendor companies The information accessed through this screen includes the worker s contact information trade and rate In addition this screen allows you to enter and view timecards that are used to record the daily amount of labor expended by the worker The Worker Information screen presents your data using a detail display that contains two tabbed screen areas and has a top menu and bottom menu E Abercrombie Plaza WkOrders Exit Se cc INFO TIMECARD pico ID 283 Name Allan Shepard Phone lt lt _ Wednesday 03 10 04 Cell Phone Email Notification Job Type Electrical Rate Hour 43 50 Date 0540203 SS Vendor Vendor ID INSTIT A Primary Contact Hotes Hew Line i
174. ter field Password for accessing the SMTP server Nextel Send amp Receive Return Address Nextel User Hame Nextel Password Use this portion of the System Mail Settings Preferences screen to specify settings for sending and receiving communications with a Nextel intelligent cell phone It has these data fields and buttons e Return Address read write character field Return email address e Nextel User Name read write character field Nextel user name e Nextel Password read write character field Nextel password 157 Workorderama PM User Manual V4 1 R2 0 Bottom Menu The System Mail Settings Preferences screen s bottom menu contains these buttons e Web Prefs button Goes to the System Web Settings Preferences screen e Provider Prefs button Goes to the System Provider Settings Preferences screen e Misc Prefs button Goes to the System Miscellaneous Settings Preferences screen The Mail Prefs button is inactive and is displayed in grey signifying that the System Mail Settings Preferences screen is the current screen 158 Workorderama PM User Manual V4 1 R2 0 AUTO EMAIL TYPES DEFAULT TEXT SCREEN The Auto Email Types Default Text screen lets you view enter and edit the various types of and default text for email messages sent from the Work Order Information screen The Auto Email Types Default Text screen presents your data using a table display The columns of the table conta
175. th any questions you may have Nextel Notify Work Order Alert The following work order has been O Requester Requester Received Yes assigned to you Please respond Worker O Worker v Not Started No with the appropriate status Admin Admin emin Progress Orderer Orderer On Hold None None Worker Notify Work Order Alert Requester O Requester Yes Worker OWorker O No Admin Admin Orderer Orderer None None REQ Received Work Request Received This email has been automatically Requester O Requester end O Yes sent from the Workorderama work O Worker O Worker No order system The following work Admin Admin Please feel free to contact the request has been received Orderer Orderer work order system administrator None None with any questions you may have Auto Email Types Default Text Screen Top Menu The Auto Email Types Default Text screen s top menu contains this button e Wkord Menu button Goes to the Main Menu screen Data Fields The Auto Email Types Default Text screen uses a table display Each row in this table defines a specific type of email message and each column specifies a different parameter for the email messages The data fields contained in each column are e email type read write character field The type of email These are the values that appear in the New value list in the Emai
176. the Vendor List screen providing access to all vendors e New Vendor button Creates a new vendor and goes back to the Vendor List screen standing by for data entry e Print List button Prints a Vendor List report listing the vendors their specialties and contact information This button first displays a dialog box for selecting whether to print a basic report or a detailed report that also includes vendor company addresses and additional contact information e Exit button Ends the Workorderama PM session e Help button Goes to the Work Order Help screen 117 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons Vendor ID FWIZ a al Company Facility Wizards Type Misc Address 435 North Michigan Ave 3100 City Chicago State IL Zip 60611 Phone 312 527 0200 Fax 312 527 0699 Other Web Site www facilitywiz com Fed Tax ID Account Notes Use this part of the Vendor Information screen to access vendor contact tax and accounting information It has these data fields e Vendor ID read write character field Vendor ID e Company read write character field Vendor name e Type value list One of a set of standardized vendor types for example BLDG ELEC HVAC etc Address read write character field Vendor company street address City read write character field Vendor company city State read write character field Vendor company st
177. the property Open calculated character field Total number of Open work orders for the property Next Order read write character field The ID that will be assigned to the next work order created for the property Next PM Order read write character field The ID that will be assigned to the next PM work order created for the property Photo container field A image of the property Bottom Menu The Property Information screen s bottom menu contains these data fields and buttons BUILDINGS read only character field and button Goes to the Primary Location Building List screen providing access to the property s Primary Facility Locations STAFF read only character field and button Goes to the Staff Department List screen providing access to data about the staff persons who can request work orders for the property PREFERENCES button Goes to the Property Preferences screen providing access to configuration settings for the property The PROPERTY INFORMATION button is inactive and is displayed in grey signifying that the Property Information screen is the current screen 57 Workorderama PM User Manual V4 1 R2 0 MAIN MENU SCREEN From the Main Menu screen you can get to all of Workorderama PM s features and functions This screen consists of the main menu itself and a top menu Abercrombie Plaza o xt MAINTENANCE MANAGEMENT WorkorderamaPM Modules View Create
178. to the Orderers database Workorderama PM can be tailored to the needs of property managers This is done using the Property Preferences screen Y7 by changing the Orderers field to Tenants This will cause i Workorderama PM to work with tenants instead of staff and will result in the following changes to Workorderama PM e The STAFF button on this Main Menu screen will change to a TENANTS button e Instead of going to the Staff Department List screen the TENANTS button will take you to the Tenant List screen The Property Preferences screen and the Tenant List screen are covered in Chapter 7 Section 7 1 Software Configuration and Preparation screens The Main Menu screen does not have a bottom menu 59 Workorderama PM User Manual V4 1 R2 0 WORK ORDERS SCREEN The Work Orders screen lets you access your organization s normal work orders From this screen you can go to the detailed screen for a work order This screen presents your data using a list display displaying a Work Order record for each work order The Work Orders screen also contains a top menu and bottom menu eeu Property Abercrombie Plaza a z MAINTENANCE MANAGEMENT Print Batch El Order Start JobType OrderBy Pri AssignedTo Building Room Complete E 10001 08 26 04 Cleaning Berry Greg 2 Andy Holub Center1 1120 E 09 01 04 E 10179 07 10 04 Cabling Telecom Cline Nancy 2 Colleen Rochford AB Plaza 390 E 10201 06 23 04 Carbone J
179. tons e Mail Prefs button Goes to the System Mail Settings Preferences screen e Provider Prefs button Goes to the System Provider Settings Preferences screen e Misc Prefs button Goes to the System Miscellaneous Settings Preferences screen The Web Prefs button is inactive and is displayed in grey signifying that the System Web Settings Preferences screen is the current screen 155 Workorderama PM User Manual V4 1 R2 0 SYSTEM MAIL SETTINGS PREFERENCES SCREEN The System Mail Settings Preferences screen lets you view enter and edit settings for email messages that are sent from the Work Order Information screen This screen presents your data using a detail display with a top menu and bottom menu Workorderama as co MAINTENANCE NANAGEMENT SYSTEM SETTINGS PREFERENCES Mail Preferences Default Texts Send Mail Type SMTP Server mail fyviz com Notify Send Only Nextel Send amp Receive Return Address wizards facilitywiz com Return Address SMTP UserName wizards Hextel User Name Password password Hextel Password Web Prefs MailPrefs Provider Prefs System Mail Settings Preferences Screen Top Menu The System Mail Settings Preferences screen s top menu has these buttons e Menu button Goes back to the Main Menu screen e User List button Goes to the User List screen providing access to data about authorized users for a multi user client server Workorderama PM installat
180. tory Purchase Order Config Defaults screen has these data fields and buttons e Next PO read write character field PO number to assign to the next PO e PO Prefix read write character field Prefix that will be applied to the generated PO numbers e Ship to read write character field Address to ship the parts and supplies Bill to read write character field Billing address for the ordered parts and supplies Requester read write character field Name of the person requesting the POs for parts and supplies e A P Contact read write character field Name of the contact person for Accounts Payable This may be the same person who is requesting the POs e Ship Via read write character field Shipping method 95 Workorderama PM User Manual V4 1 R2 0 e FOB Point read write character field The Freight On Board point for the shipments of parts and supplies PO Terms read write character field Terms of the orders of parts and supplies e Signature container field A digitized signature for the POs The Parts Inventory Purchase Order Config Defaults screen does not have a bottom menu 96 Workorderama PM User Manual V4 1 R2 0 EQUIPMENT ITEM LIST SCREEN The Equipment Item List screen lets you access information about the equipment and items that are involved in your organization s work order efforts From this screen you can navigate to the screen that is used to access details for each equipmen
181. tton Switches into Find mode allowing vendors to be found All button Stops Find mode going back to Browse mode and causing all vendors to be displayed 116 Workorderama PM User Manual V4 1 R2 0 VENDOR INFORMATION SCREEN The Vendor Information screen lets you view enter and edit detailed information for a vendor that is involved in your organization s work order efforts The data contained in this screen includes the vendor s contact information a list of any contract workers employed by the vendor and a history of the vendor s involvement with work orders The Vendor Information screen presents your data using a detail display that contains two tabbed screen areas and has a top menu and bottom menu Property Abercrombie Plaza WkOrders Exit INFO CONTACTS 3100 City Chicago State IL Vendor ID FWIZ Worker List Type Misc ume Gary Rate Address 435 North Michigan Ave Seeman cleaning 75 50 Hour Phone 342 201 1021 Cell 342 234 1234 O Primary Contact Zip 60611 Email gary fwiz com x Phone 312 527 0200 Fax 312 527 0699 Other Web Site 93 www facilitywiz com Fed Tax ID Account Notes Parts Supplied Vendor Information Screen Top Menu The Vendor Information screen s top menu contains these buttons e WkOrders button Goes to the Work Orders screen providing access to the Work Orders database e Vendor List button Goes back to
182. uld the files be backed up This path should be a server drive that is backed up regularly to tape or some other media Remote Backup Folder C AfFiler_Test O Automatically save backup copies every Day Week 2Weeks Month fast backup December 10 2003 Backup Now Work Order Setup Customization Backup Preferences Screen Top Menu The Work Order Setup Customization Backup Preferences screen s top menu contains these buttons e Back to List button Goes to the Work Orders screen providing access to the Work Orders database e Exit button Ends the Workorderama PM session e Back to Help button Goes back to the Work Orders Help screen Data Fields and Buttons The main portion of the Work Order Setup Customization Backup Preferences screen contains these data fields and buttons e Local Application Folder read write character field Local application directory which is the directory where Workorderama PM is installed on the local computer e Browse button Opens a dialog box that allows browsing of local and networked directories to select the local application directory where Workorderama PM is installed e Remote Backup Folder read write character field Remote backup directory which is a networked directory on another computer where the Workorderama PM data files are to be backed up e Browse button Opens a dialog box that allows browsing of local and networked directories to s
183. up records to be found All button Stops Find mode going back to Browse mode and causing all Part Supply Inventory PO Setup records to be displayed 94 Workorderama PM User Manual V4 1 R2 0 PARTS INVENTORY PURCHASE ORDER CONFIG DEFAULTS SCREEN Use the Parts Inventory Purchase Order Config Defaults screen to setup the defaults for the PO data that is assembled using the Parts Inventory Purchase Order Setup screen including the shipping and billing addresses and the shipping instructions This is detail display with a top menu Plaza Parts List Exit PARTS INVENTORY PURCHASE ORDER CONFIG DEFAULTS Next PO 10006 PO Prefix FAC Ship to Facility Wizards 1800 West Larchmont Suite 3FW Chicago IL 60613 Bill to Facility Wizards 435 North Michigan Ave Suite 3100 Chicago IL 60611 Requester Jennifer Speaker AJP Contact Jennifer Speaker 773 832 0200 jennifers facilitywiz com Ship Via UPS FOB Point Chicago PO Terms Net 45 Signature Parts Inventory Purchase Order Config Defaults Screen Top Menu The Parts Inventory Purchase Order Config Defaults screen s top menu contains these buttons Parts List button Goes back to the Parts Inventory List screen PO Prep button Goes back to the Parts Inventory Purchase Order Setup screen Exit button Ends the Workorderama PM session Help button Goes to the Work Order Help screen Data Fields and Buttons The main portion of the Parts Inven
184. upplies e Print List button Prints an Inventory List report showing the inventory status for parts and supplies e Exit button Ends the Workorderama PM session e Help button Goes to the Work Order Help screen 85 V4 1 R2 0 Workorderama PM User Manual V4 1 R2 0 Data Fields and Buttons The main portion of the Parts Inventory List screen has these data fields and buttons detail view button Goes to the Parts Inventory Log screen providing more detail on the part or supply and its inventory level Part ID read write button enabled character field Part or supply ID When this field is selected Workorderama PM goes to the Parts Inventory Log screen providing the detail for the part or supply Name Description read write character field Name or brief description for the part or supply Type value list One of a set of standardized part or supply types for example ELEC MECH PLBG etc Unit read write character field Cost of the part or supply per unit of measure see the Unit field next Unit value list One of a set of standardized units of measure for the part or supply Values include ea gal sf etc In Stock read only character field Current inventory quantity of the part or supply Limit read write character field Maximum inventory quantity that has been established for the part or supply Last Order read write date field D
185. utilized for the normal work order is entered into the normal work order 10 The normal work order is marked as Complete Steps 5 10 are then repeated for each generated normal work order until it is no longer necessary to perform the work defined in the PM work order As you can see with PM work orders the workflow is changed in several ways Note that with this workflow the normal work orders are generated from the PM work orders and it s the PM work order s scheduling data that determines the individual schedule for each generated normal work order Also note that the worker assigned to the PM work order does not necessarily have to be the same worker who actually performs the work on the generated normal work order Likewise the labor and the parts and supplies recorded in the PM work order are estimated standard amounts only The actuals for these values are recorded in each generated normal work order Facility Wizards or your Facility Wizards distributor can help you implement a standard workflow for processing work orders Y7 and PM work orders This can include working with you and i your organization s staff to develop the procedure taking into account your organization s unique needs and training your organization s staff on the new workflow process 26 Workorderama PM User Manual V4 1 R2 0 Chapter 4 Introduction to the Workorderama PM User Interface This chapter covers the underlying concepts and the basic pa
186. work order You can use this function to assign work orders to workers who do not have access to Workorderama PM but who have email access This screen area consists of the set of data fields and buttons followed by a portal and another set of data fields The data fields and buttons above the portal are New value list Indicates the type of email message to be created Values include Worker Notify Completed MEETING_REQUEST and so forth CREATE button Creates a new email message of the type specified in the New field Subject read write character field Subject of the email Email to read write character field Email address for the recipient of the email Copy to read write character field Email address for a person to receive a copy of the email Send Now button Sends the email read write character field just above the portal Email message text The portal shows the history of emails that have been sent for the work order and contains these data fields Type read only character field The type of email for example Worker Notify Completed MEETING_REQUEST and so forth Subject read only character field Subject of the email Date read only date field Date that the email was sent Time read only time field Time that the email was sent 70 Workorderama PM User Manual V4 1 R2 0 Use the data fields below the portal to view the email addresses t
187. workers have access to a browser on a computer a browser based user interface for accessing Workorderama PM s work orders can be implemented using the Facility Wizard s Web Interface Add On Kit e By implementing a wireless interface to Workorderama PM workers can view work orders using wireless Personal Digital Assistants PDAs such as Palm and PocketPC e Workers can also view work orders using intelligent cell phones that provide advanced user interface capabilities Once the work on a work order is done and the work order has been completed data from the effort needs to be collected and entered into the work order Then the work order is marked as Complete 24 Workorderama PM User Manual V4 1 R2 0 Depending on your organization s workflow process and whether your organization s workers have electronic access to Workorderama PM these steps may be accomplished by workers or by staff persons who is responsible for work order administration It is possible to implement a Facility Wizards Workorderama PM solution that enables workers to electronically enter their labor to log their utilization of parts and supplies and to mark work orders as Complete Similar to the ways in which work orders can be electronically communicated to workers as we described above this can be done by providing workers with access to Workorderama PM including through a browser based user interface and or through use of PDAs or intelligent cell phone
188. x Amer Lock And Workers Rates Screen Top Menu The Workers Rates screen s top menu contains these buttons database Orders database Menu button Goes to the Main Menu screen specialties rates and vendor companies for vendor workers Exit button Ends the Workorderama PM session Help button Goes to the Work Order Help screen 108 Vendor List button Goes to the Vendor List screen providing access to the Vendors WkOrders button Goes to the Work Orders screen providing access to the Work New button Creates a new worker and stands by for data entry Print List button Prints a Worker List report listing the workers their trades or Workorderama PM User Manual V4 1 R2 0 Data Fields The main portion of the Workers Rates screen has these data fields detail view button Goes to the Worker Information screen providing additional details for the worker ID read write character field Worker ID When you enter a new worker Workorderama PM automatically Y determines and assigns a unique worker ID i i Name read write character field Worker s name Trade Job value list One of a set of standardized Job Types for the worker Selections include Carpentry Electrical HVAC etc Rate read write character field Worker s hourly rate Date read write date field Date that the worker information was first entered or is upda
189. xt scheduled date for performing work on a work order generated from the PM work order read only character field directly to the right of the date field The letter R indicates that the PM work order is setup to repeat wk calculated character field The week of the year that the last resulting normal work order will be generated Repeat Every read write character field and value list The duration in value units between each scheduled work order generated from the PM work order For example Repeat Every 2 month s Job Type value list One of a set of standardized Job Types for example 39 66 99 66 Housekeeping Carpentry Electrical Keys Locks etc 74 Workorderama PM User Manual V4 1 R2 0 Assign To value list Name of the worker who should normally be assigned the work orders generated from the PM work order It is possible to reassign a normal work order generated from a PM work order to a worker other than the worker specified in the PM Y work order s Assign To field This is done by assigning the i generated work order to a different worker Item ID read write character field ID of the equipment or item involved in the PM work order Building value list Primary Facility Location where the work on the work orders generated from the PM work order is to be performed Suite read write character field Secondary Facility Location within the Primary Facility L
190. y ID Name read write character field Part or supply name Type value list One of a set of standardized part or supply types Selections include ELEC MECH PLBG etc Mfr read write character field Name of the manufacturer of the part or supply Mfr Part read write character field Manufacturer s part number for the part or supply Unit Cost read write character field Cost of the part or supply per unit of measure see the Unit field next Unit value list One of a set of standardized unit of measure for the part or supply Values include ea gal sf etc Order When Stock Reaches read write character field Quantity at which additional parts or supplies are re ordered Order to Stock Capacity read write character field Maximum inventory quantity established for the part or supply Current Stock Qty calculated character field Current inventory quantity of the part or supply 88 Workorderama PM User Manual V4 1 R2 0 Additional Stock Needed calculated character field Difference between the maximum inventory quantity in the Order to Stock Capacity field and the current inventory quantity in the Current Stock Qty field Date Updated read write date field Date when the inventory log was last changed This is automatically updated when the part s or supply s inventory is changed using the Inventory Log screen area the tabbed portion of
191. your data into the field you click on a value list causing the set of values to be displayed and then you click again to select one of the values REQ AVUX929 Order Entry Date Order By Tenant a T E Cine Nency Prinesireet a oP Value Lists Building Jim Shelley Fitzpatrick Homes P C 42 es Parsons Vance Kennedy amp Roberts Shore Rich Rick Shore Builders Simon Cody Simon A Mark NEXT gt gt Emergency PM Meetings Admin Training TimeOff Example Value Lists Almost all of the value lists in Workorderama PM have a predefined set of initial selections and many of the value lists get their range of selections from some data source in Workorderama PM or from the user These different types and variations of the value list fields in Workorderama PM are as follows e Some of Workorderama PM s value lists have a selection entitled Edit When you click on this selection an Edit box appears displaying the currently defined list of selections for the value list You can then add one or more selections into the value list by typing them into the Edit box You can also edit the already existing selections From that point forward the new or changed selections will appear in the value list e Workorderama PM also uses value lists that get their range of selections from one of Workorderama PM s databases This means that when you enter or edit a specifi
192. ypes for example ELEC MECH PLBG etc Mfr button enabled character field Name of the manufacturer of the equipment or item Building button enabled character field Primary Facility Location where the equipment or item is installed Suite button enabled character field Secondary Facility Location within the Primary Facility Location where the equipment or item is installed Installed button enabled character field Date the equipment or item was installed 106 Workorderama PM User Manual V4 1 R2 0 Bottom Menu The Equipment Item PM Pick List screen s bottom menu contains these buttons e Find button Switches into Find mode allowing equipment and items to be found e All Items button Stops Find mode going back to Browse mode and causing all equipment and items to be displayed 107 Workorderama PM User Manual WORKERS RATES SCREEN V4 1 R2 0 The Workers Rates screen lets you access information about the workers who work on your organization s work orders The data stored and displayed for each worker includes the worker s name trade and rate If workers are employed through vendor companies then the vendor company name and vendor ID are also displayed From this screen you can navigate to the screen that provides access to the details for each worker The Workers Rates screen presents your data using a list display which displays a Worker record for each worker

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