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1. T Vianw inWin i ah pr Pem 2OMWare AutoWinWin User s Manual Copyright 2010 Navaltik Management Lda Navaltik Management Rev 01 09 08 2010 Mn Awwo1_E docx AutoWinWin User s Manual Contents 1 ManWinWin Software solutions ccccccccccccecceccecceceeeeeeseeseesaeeeueeeeaeeaneees 4 2 AUTOWINWIN interface aana aaa eaaa eeeeceeeeceeeeeaeceeeeeeeeueaeeeeaeeeeeeeaeeneaesaes 5 2 Ne Na SN Mae Slat WO eae E 5 2 2 User s intefaCeE ccc ccc eee ce eee eeeeeeeueeeaueuuaueuuaueeuaueauausaueueaueusaueuuaueuuausauaeseuaess 6 23 MDO ANG ICONS AA geet ancteaaves A E A EA RAN RE RE RE E TKR 7 2 4 Interface Features ANd RESOUICES ccceccecceccceececeeceeceeeeeeeueeaeeaeeaeseeseeeeeeeeaeees 9 PAs NS IPUN OOE e naa an dana aaa aana aaa agan aia aan ia aia naa aia ana again 9 BD KOTEK NGT a aaa aka aaa aa Ana a Naga A aaa Eb NGISENI ee a aaa een 9 2 4 3 Load Data in the Main SCLC CM avcsinscaaccacscisensascacactescbicassacedunecastcsanessnesudaadaasetaunbesubeaseecessacbasuaaasecuoseauies 9 OTA PA A OEE NETE AEE A OE EOE AEE NOAA AET 9 DCC Eras La PAN AN KN A NG PAN KAR AT KN AT KA KA A KUNG AT KENENG A KANG 11 DOs CLE AGEPC aka EN KA NENG NANA NE NE TE TEN NR KENEN NE E TAR EN NAN TE TET 11 DAG PM POT BK WG Sasana nak nak Ba A NAN AG NGA ANAN ARAN NA ANA AAN ABA ANARA NAN A AB a KARA AN Ka aka aga aaa naka 11 2 A8 Selechon ON na AANE NA ATANG EA ARI AGA RAAT A AN AA RE E A A ET 12. 2 4 7 apply Typical Procedure Plant Module 1 Module Plant 2 Inthe Tool Bar line in the Search field specify the string you are looking In visit and select the available locations for the search press the Magnifier to execute the search 3 Clean Filter removes the contents of the Search field Note that this resource is a particular case of the operation Set if you visit the Set just after you have done a Search you will find the filter fields dully filled 2 4 6 Clean Filter In the Tool Bar line Clean Filter removes the contents of the Search field In the Set form Clean Filter removes the contents of all the fields in that form 2 4 7 Filtering Rules In all search operations available in ManWinWin Software applications the following wildcard rules apply The asterisk or the percentage symbols can be indistinctively used Examples filter returns all items beginning with that string Filter frame Filter support Filtering Device filter returns all items whose description terminates with that string Oil Filter Fuel Filter Air Filter filter returns all items whose description contains the word filter Primary Filter Element plus all the cases above 2 4 8 Selection Form The Selection Form shows up when it is necessary to find structured information such as an Equipment a Stock Item a Maintenance Schedule to bring it to the working area for example when you are planning a WO an
3. AutoWinWin User s Manual leon ee Description hail banana NANG User defines what he is looking for May use strings and wildcards or 96 a User specifies where the above search should be made Big Executes the search in accordance with the above specified criteria Prepares a Set of items satisfying a given criteria specified in a form ae Clean Filter Cleans all filtering and searching criteria specified above AutoWinWin User s Manual 2 4 Interface Features and Resources Get acquainted with the resources described along next paragraphs using the information included in the model database Test all the operations 2 4 1 Visit and Choose Any field requiring the selection of given record or configuration feature can be reached in one or more of the following ways Pressing the Title Button of the Field Pressing the adjacent Using F4 Key Actual selection with command Go To 2 4 2 Context Menus Selecting any record Maintenance Item WO Stock Item etc press the Mouse Right Button to get the available options and choose with the Mouse Left Button Alternatively the same resources can be reached through Menu at MN line Tool Bar at TB line 2 4 3 Load Data in the Main Screen You use it to load a set of information satisfying a given criteria into the Main Screen Typical Procedure example Module Fleet Tree on the left side of the screen open successive
4. UNSPECIFIED VAT Incidence Amount Status Amount Fixed Status VAT Total 0 00 N No Allocation Yet VAT Amount To be Allocated 0 00 100 0 0 00 TOTAL Already Allocated TENGE 0 00 4 Us Ws l k Stock kem Amount Date wo Vehicle Entity Account o 37 Wi ok Cancel __ Ano AutoWinWin User s Manual Once you have these documents available you can add up Cost Items at any time and you can obtain cost reports with the required information To add a Cost Item Procedures 1 Module Costs Ensure that the Tree shows Costs Accounts press bar below title bar to alternate between Costs Document Types and Costs Accounts 2 Select in the Tree the Account you will be using to allocate the Cost Item New Cost Item Select type of cost Item Fuel Supply Man Hours Materials or Other e g Man Hour Record New MH Record Record Notes Cost Document Cost Doc Ref Cost Document Description Cost Doc IRP 0000 Register of Intemal Personnel MH Supplier Man Hours Employee DEMO MR DAVID DEMO Date Stat End MH Effort 02 03 2009 v 09 00 18 00 8 00 wo 000001 SERVICE 20 000 KM 1Y Vehicle 71 95 ZB HONDA ACCORD 2 2 I CTDI 98 JI 03 07 010 COMPANY FLEET Account 1 02 MH PRODUCTION PERSONNEL ok Cancel Ara 3 Cost Doc Select 4 Proceed filling up the required fields Note that these operations are th
5. 3 Ifyou want to see contents of any schedule Select Open see one by one using the cursors lt gt i du x a Vehicle 71 95 ZB HONDA ACCORD 2 2 I CTDI 98 JI 03 Work Type A SYSTEMATIC SERVICE Code Description A 06 Service 120 000 Km 6Y Tasks Man Hours Stock items Other PREPARATION 1 one month beforehand book service and request for replacement car for 1 day Work as per Manufacturer checklist Note check list below for reference TASKS Repalce engine lubricating oil and filter Replace air filter Checkvalve clearances Change fuel filter Check and adjust engine belts Check engine free running Check front and rear brakes Replace brake fluid Check and adjust hand brake Check all lights and light beam a a se Ge i 35 AutoWinWin User s Manual 5 3 Work programming and deciding Let us understand programming as the way you learn what has to be done and when Procedures 1 Module Work Orders Load data with the aid of the filtering resources Explore what resources you have available 2 You will find a number of WO with traffic sign colours Green due date is far away Yellow due date is approaching you specify in Preferences the anticipation you want Red due date has been overcome Ok if you are a disciplined manager you shan t have reds 3 Decide what to do and when Select WO Issue Decide and Spec
6. 47 Light Refrigerated Transport 01 48 Heavy Refrigerated Transport 01 49 Special Vehicles Tree Display Tool Bar a d eaaa w 299 Aww _ConfigFleet_ E ON N AutoWinWin Indicators Configuration Help In Description lt gt Vehicles List Vehicle Descripti HONDA ACCORD 2 2 I CTDI 98 JI 03 09142 James Bond Software License Main Screen Counter 07 010 Company Fleet Version Not Registered 1 Vehicles AutoWinWin User s Manual 2 3 Symbols and Icons Along the application you will find the following symbols and icons in tool bars and menus To add a new record to the database Maintenance object individually considered for maintenance Work Order Document specifying the planned or performed maintenance work Stock Item Item in the Materials Master File that can be used in WOs and related to maintenance items Cost Document Document containing cost information either an official accounting document or an internal one Each line is a cost item Oi a MAA a ada MAA 3 Repeat Copy a complete Record in the Main Screen if necessary Edit to generate a New identical Record i Delete Delete a Record in the Main Screen i gt Go To After selecting a given Record transfers the Record to the working area kA AN Closes a form a returns to the previous form Cost Item A line in a Cost Document allocated to a Maintenance Item WO Cost Centre or Client DA lih E
7. A LAIN GA AG aa NG A LANA A ANG 39 5 4 5 Reprogram a WO to a New Cycle ssssscccsssssccccccccssssesssssssnccccecescccccccesssessssssssscceeseescccceeessssesees 4O 5 9 POCONG INIIOMC WES IWS S ia aaa aaa kaa aaa aa a Ba ag aa eee ete eine lerdal ered ist 41 Da NECO EEN aga a a aaa genni inns tre twat ene aa TE aa EN a E Kana BN made ana a A an ENGGA 42 6 Managing Maintenance Costs ccccscccsscecseceseecseeteneeteeeeeeeteneeneetes 43 6 1 Recording Documents in ACCOUNTING Style cc eeeccceeeeeeeeeeeseeeeseeeeesaeeeessaeeeeas 44 6 2 Recording Cost Items in Engineers Style ccccecccecceeeceeeceeeeeeeaeeeeeeeaeeseeees 46 BIDI DAY Laa agak as tere teen eet nO res tre ene Een neces tartan En ure ame Stee Cet eee eer re 48 AutoWinWin User s Manual AutoWinWin User s Manual This Manual guides the User to organize fleet maintenance in accordance with the good practices using the applications of ManWinWin Software ManWinWin Software includes three reference CMMS applications AutoWinWin specifically directed to the technical management of one or more fleet of vehicles either own or third party InnWinWin for the technical management of facilities ManWinWin 5G for the management of industrial maintenance in general 5G stands for 5 generation All the applications share the same structure so they can co exist in a single application in any organization and you can easi
8. AutoWinWin is configured according to commonly accepted management philosophy and can be incorporated in other maintenance management situations such as facilities industrial etc The User however is totally free to adjust and incorporate his ideas once he dominates the features of the program The software is licensed with one model vehicle Honda that fully exemplifies the methodology of work This model can be either deleted or turn into Inactive status once it has accomplished its steering function AutoWinWin User s Manual 2 AutoWinWin interface 2 1 Installation and Start up Installation with MS Access database is made by download from www manwinwin com No MS Access license is required Just follow the instructions For SQL Server version you require Navaltik Management assistance or IT expertise If you start AutoWinWin with Access database it is easy to convert it later for SQL Server should you prefer to operate in this platform Starting with Access is in fact a good methodology to start up On installation some folders are automatically created in order to facilitate your day to day work technical assistance by Navaltik and data safety procedures We recommend that you do not change these locations In the lt My Documents gt folder lt ManWinWin Software gt is created and inside it the lt AutoWinWin gt folder with the sub folders lt Database gt to contain your database one or more mdb files
9. O7 010 Company Fleet D 07 020 Rented Fleet Explore the resource Clients Procedures 1 Menu Configuration Company Clients to obtain the list of all registered Clients 2 Select one Client Right Button of Mouse Open to visit all information about that Client 3 Toaddanew one New Fill in the form Red fields are compulsory 4 Code 12345 NB we suggest that you use exactly the same coding as that used in the Accounting Department Short Name e g Navaltik Description e g Navaltik Management Organiza o da Manuten o Lda 7 Fill in the form to the possible extent including contacts coordinates etc od 15 AutoWinWin User s Manual 3 3 Personnel Organization The Personnel Organization should be able to register all personnel relevant to your operation and maintenance To have access to AutoWinWin you need to be registered Review concepts in the Practical Guide 5 1 1 Explore and apprehend the philosophy of the organization for the personnel Procedures 1 Menu Configuration Company Organization 2 Expand Tree with sign With Right Button of Mouse select operation New Open etc at the required level and proceed 3 Opene g Driver Higher Level OPR OPERATION Complete Code OPR 050 Code Description OPR 050 MH Cost Availability Unplanned 25 00 666 H Day 0 16 AutoWinWin User s Manual 3 4 Personnel Personnel involved in the opera
10. Time are important if you want to compute maintenance indicators In the Fleet you normally have other indicators Down times are automatically computed by the program So you may not need to specify OPT and ROT for your fleet 4 OPT independent from hierarchy means that the Operating Time specified to the upper hierarchy does NOT apply to this branch 5 RQT independent from hierarchy means that the Required Time specified to the upper hierarchy does NOT apply to this branch Higher Level 01 Facility Heet Complete Code Description Car Heet IN UP STATE ROT Independent form Hierarchy OPT Independent form Hierarchy 6 To specify RQT and OPT in any branch select that branch Right Button of Mouse Times Proceed 7 Note By default specified OPT and RQT propagate to the descendents Suggestion At the start go only up to step 5 14 AutoWinWin User s Manual 3 2 Cost Centre Clients Review concepts in the Practical Guide 5 2 1 The Cost Centre is the entity to aggregate the maintenance costs in the Organization If you are a fleet management services supplier you aggregate costs in the entity Client Explore the configuration of Cost Centres in AutoWinWin Procedures 1 Menu Configuration Company Cost Centres 2 Expand Tree with sign With Right Button of Mouse select operation New Open etc at the required level and proceed Cost Centres GoTo Close o Cost Centres S 07 Aee B
11. that date is overcome a traffic sign becomes Red You can keep outdated documents without seeing them by just marking them as Inactive Document Procedures 1 Inthe Module Fleet have the Equipment selected Right Button of Mouse Documents E Documents Le E Xx Document K 4 1 1 gt Pi Mm Set Clean Filter Vehicle 98 JI 03 HONDA ACCORD 2 2 I CTDI 98 JI 03 Vehicle Code Description Validity Official Inspection Certificate IPO 30 09 2010 98 JI 03 002 Insurance Green Card 30 10 2010 98 JI 03 004 City Tax 25 11 2010 A 981 03 001 Vehicle Registration Document N A Associated File 4 Documents 2 New Successively fill in the required fields 3 To link a digitalised file you should have it previously placed in the directory lt Documents gt as described in 4 1 Press the visiting paper clip and pick the desired document To see the documents associated to one particular equipment you just complete step 1 A special resource enables you to see All documents associated to the Fleet or satisfying a given criteria Procedures 1 Inthe above Form select Set and compose the filtering criteria as desired Remember the features of the wild cards or that may be useful Execute You can also see the documents one by one with the aid of the gt lt in the tool bar line 24 AutoWinWin User s Manual 4 5 Associate Parts and Materials to an Equipment In a vehicle yo
12. you only specify whether the RQT is dependent or not from hierarchy You specify the RQT rule in the Times option Select Item Right Button of Mouse Times Expressed in calendar time If you do not mark this option it assumes that the OPT of the equipment is that of the System where it is OPT Operating coordinated In most cases you mark this option only when the OPT is Time based in Running Hour Meter Here you only specify whether OPT is dependent or not from hierarchy You specify the OPT rule in the Times option Select Item Right Button of Mouse Times If selected the software automatically computes ADR by regression analysis based on the last 4 records You have a value only after you have Compute Based on 4 records The value is shown with title ADR R the latter R to express Records that it is computed by Regression If you do not mark this option which is always the case when you have no meter you can specify an estimate for ADR If you marked previous box FMD R shows as soon as you have 4 or more records otherwise you should specify an estimate ADR to be used for maintenance indicator computations NB The Average Daily Running ADR refers to Running Units and NOT calendar time These are exhibited in accordance with records You cannot change in Date Last Record this form Marking this option states that the item is no longer active like if it did Inactive ant Ap i not exist in the database You keep it j
13. 1 2 4 9 Open Edit and See Records One by One ccsssssessnsssccecececceeeeeessessssssneeeeeeeeeeeeeeeeeeseesssseeees 12 DA WO PVE sapaa aaa aaa aa aa anganan ad aaa naka aa aaa akan aana a ad aaa aaa aaa d aa aaa aaa ad aa naa aa ani aa naka aaa aana aa ani aba aka 13 3 Configuration of the fleet management system anana eaaa anae a eee 14 3 1 Functional Organization sae se e eaaa eea eea a anae aana anaa aana anaa a anae naen eee 14 32 COST GENG LNGNS sas aana panawa waana a Naga Gan aaa a anana aa aaa aa Ga aga raa gana jee aka NE a Naga aga 15 3 3 Personnel OrQaniZAatiOn ccccccccssccceecceeeecseeeceeeecseeecsueecsececsueessueessueessaeessueeeas 16 Ss F CSO ME Laa aas aa aa aa aa aa Naga ENE Ke ENE KENE AGENG ANGENAN aa GEN BN NANANG E ENENGE a AN GENENG 17 D FNC COU MINS anaa aana aaa a KE BAG aa saa aa Tan a BN GN AGA ENG WA NA AN a A AN a a Aa GA ANAA KAG KINAR SAGE KNA NAN NE 18 4 Building your vehicle database see ee eee eee nean e nenen ee eaaa nane ee 19 4 1 Preparing the information cccccccccseccseceseeeceeeeeeeeneeeseeeseeeeseeeseeeseeeeseeeseeesaneess 19 4 2 Contents of the vehicle dataSheet ccccccccceccseeceeeeeeeeeeseeeeeeeueeeeeeeaeeeeeeeeeens 21 4 3 Associate Information to a Vehicle General ccccceceseeceeeceeeseeeeeeeeeeeeeeeeees 23 4 4 Associate DOCUMENTS cccccccssessessessessessessesccscceccecceecuscuseuseuueuueuu
14. C 250 CDI 01 ZB 89 Work Type A SYSTEMATIC SERVICE Code Description A02 Service 50 000 km 24M Tasks Man Hours Stock kems Other Code Description G AU 020 001 Oil filter AC filter G LU 010 001 Lubricating oil G LU 010 002 Hydraulic oil G LU 010 004 Gear oil Materials Cost Total Cost lia ok Jl Casi _ Apy 15 Other Tab enables you to specify Contractor planned costs You use it whenever maintenance is to be carried out by third party Fill in successively Supplier Description e g 50 000km service specify cost estimate select Account New Estimate for Other 00002 NAVALTIK Description Mercedes 98 JI 89 service 50 000 km 8 03 FLEET MAINTENANCE 3RD PARTY You need to repeat the above procedure for all Maintenance Schedules in the maintenance cycle But you can gain great productivity if at step 3 instead of New you use the resource Repeat to obtain a nearly complete Schedule just requiring some editing to become final Try it But please work with care as it is quite easy to make mistakes with great productivity You probably need to build up a new cycle for the official inspections See it the Honda Here the cycle is much easier I 01 is at year 4 followed by I 02 which repeats itself every two years thereafter for the life of the vehicle 31 AutoWinWin User s Manual OK When you are done with the complete maintenance plan
15. Official ID of vehicle and Registration Document in digitalised format e g Car1234_Register pdf 2 Full set of particulars of the vehicle with as much information as possible Check the model technical datasheet following the sequence Fleet Module Organization Right Button of Mouse Load Data Select Model Vehicle Right Button of Mouse Open Tab Particulars Look at particulars 01 20 and 21 to 40 Or otherwise after selecting the Model Vehicle Print Datasheet 3 All the technical information necessary to prepare the preventive maintenance plan namely the Maintenance Manual 4 Last information about vehicle a Running register Date Km or Miles b Last Service Maintenance Date Running Register c Current Driver 5 Digitalized documents of the information you want to link to the vehicle register a Vehicle Photo b Photos of the drivers c Vehicle Official Registration Document d Updated Insurance Policy Green Card e Updated Inspection Certificate f Last Tax Document 6 Remember that if you have a number of similar vehicles you can gain great productivity by Repeating a well done register not only the technical datasheet but also the maintenance plans applicable parts and documents just changing the variable parameters For this resource to be productive the source information should be very accurate and complete We recommend that you take good note of this 7 Finally ensure that you have the director
16. PLAN TASKS Maintenance cycle Km months TASKS Maintenance Assistant on instrument panel reset Screen washing system check level and top up fluid Water deflector clean Braking system check and top up Braking system re place brake fluid 2 5 early ng gine check condition of visible part of driving belt g rods with the rubber sleeves Automatic e gear box re place oil and filter 50 000 km or 3 years PARTS amp MATERIALS REPLACEMENTS TT Engineoil 6 5 00 XX XX Oilfilter 0 XY XL XX Fuel filter o X Airfilter 0 SX Combined filter XX Braking fluid XX Automatic gearbox oa aa Cooling fluid X Braking pads When necessary CE Tt TT Tyres When necessary TT TT H E oc e x xfxjx xxx xp x eooo PET TT TT T dx xd f pl faja TEN bed el dadadada feldo ef gt PRUEOCOT T LL LA TA TA Pe LL Pel ell oeoo gt gt lt lt lt gt lt gt lt gt lt xpi gt lt gt lt gt lt gt lt gt lt gt lt gt lt gt lt gt lt xa TON ptt xp PEE EE e fot pexa eooo gt lt p xpi ja xa 9o x lt edx FET LT TT TL d x TE bs paja eooo xix xx xxx xxxl bexx x 0H Moos Based on this draft outline you can prepare the maintenance schedules using for each one the marked tasks thus 28 AutoWinWin User s Manual A 01 Service 25 000 km 12 months Maintenance Assistant on instrument panel rese
17. TOTAL Already Allocated 678 57 z a W 2 Stock kem Amount Date WO Vehicle Entity l Account Wo 7 wa ss To allocate the cost go to the lower part of Form New Other Record Fill in the fields numbering sequentially each Cost Item One document may have one or more Cost Items but all need to be allocated to a Cost Centre and an Account until the overall amount ex VAT is exhausted Note that in this same form you can allocate all types of cost Fuel Supply Record MH Record Materials Record Other Record i e 314 party supply AutoWinWin User s Manual Cost Document Description Cost Doc FAOF 3090400313 Supply and installation mobile phone car kit Supplier 99999 UNSPECIFIED Stock kem Stock Hem Description 01 Supply and installation mobile phone car kit Date Cost 11 11 4004 45 AutoWinWin User s Manual 6 2 Recording Cost Items in Engineers Style For his purpose you need to keep in an open state a number of Cost Documents whose amount is being dynamically established along the process of recording Cost Items We suggest you use Document Types and Descriptions such as IRC o000 Internal Record of Contractor Services to gather information on all types of cost other than MH materials from Master File and Fuel Supplies IRF o000 Internal Record of Fuel Costs to Fleet to gather information on all costs on fuelling IRM ooo0 Internal Record of Mate
18. U 020 004 G LU 010 003 Description Oil filter AC filter Engine oil Total Cost 180 00 Performed Cost Doc 3 Proceed as required 5 4 3 Recording Third Party Costs IK a 11 gt Ci ra Wi bs Total Cost 0 00 ok _ Cancel Please read the discussion at the introduction of 6 If you are working in an Accounting Style follow the method described in 6 1 If you are working on an Engineers Style Procedures 1 You need to have prepared previously an Internal Document to support Other Costs if you did not do it now Module Costs Tree Ensure that Tree shows Cost Document Types press bar below title bar to alternate between Costs Document Types and Costs Accounts New Cost Document e g IRC 000 Internal Record Contractor Costs 2 Module Work Orders Load data with the aid of the filtering resources normally In Progress State WOs Select WO Right Button of Mouse Records Other Fill in Performed Other Cots in lower section of form 38 5 4 4 Terminating a Work Order You can only terminate a WO that is In Progress Procedures AutoWinWin User s Manual 1 Module Work Orders Load data with the aid of the filtering resources normally In Progress State WOs Select WO Right Button of Mouse Terminate You are invited to Management Tab Fill in date Times as they have happened Note that if you made MH rec
19. ale for next Maintenance Schedule Means that independently of the date that the previous Maintenance Schedule was carried out AutoWinWin programs date as if the previous Fixed Dates Schedule was performed in the due date E g Previous 12 month MSch was due on 10Jan2008 but was actually performed on 16Feb2008 Fixed Date programs next MSch to 10Jan2009 If that option was unmarked the date would be 16Feb2009 32 AutoWinWin User s Manual Means that independently of the record that the previous Maintenance Schedule was carried out AuttoWinWin programs the new record as if the Fixed Records previous Schedule was performed exactly on the due record E g Previous 20 000 km MSch was actually performed when vehicle had 19 200 km Fixed Record programs next MSch to 40 000 km If that option was unmarked the record would be 39 200 km Management Tab Shows the initial parameters for the work and reports its evolution Scheduled Date Specify date time Record Specify due Record Planned Section upper Shows the contents of the Planned Tasks Tab Maintenance Schedule Performed Section lower It is for reporting purposes Leave blank Planned Section upper Shows the contents of the Planned Man Hours Tab Maintenance Schedule Performed Section lower It is for reporting purposes Leave blank Planned Section upper Shows the contents of the Planned Materials Tab Maintenance Schedule Performed Section lower It is for re
20. anscribe its information into a form that you can easily understand and transfer to the AutoWinWin structure AutoWinWin works like this D For vehicle X you prepare a systematic maintenance plan made up of Work Schedules A 01 A 02 A 03 etc each one with appropriate description of tasks effort materials and costs covering the expected life cycle of the equipment You then program your work by generating one Work Order WO that picks up the appropriate Work Schedule and programs it in actual calendar time in a new vehicle A 01 will be programmed for say 20 000 km after purchase date or one year whichever occurs first in an existing vehicle your maintenance cycle may start at a higher level Work Schedule Once you report completion of the first WO AutoWinWin automatically programs the date for the next WO and the process goes on automatically along the life cycle of the equipment If you have more vehicles like the X you can repeat the same maintenance plan undertaking just step 2 to obtain all maintenance of all vehicles programmed in the time line Very practical But please be careful and prepare a 1 class maintenance plan to start with Non systematic and corrective WO have to be prepared one by one Consider a typical Systematic Maintenance Plan as the one presented on next page To obtain such an outline you may have to study the Manual to transcribe it to that form 27 AutoWinWin User s Manual MAINTENANCE
21. atabase you will get relevant results 10 All items in your Rented Fleet Select Cost Centre F4 07 020 Rented Fleet Go To Execute Returns all maintenance items in the cost centre All Trucks in your fleet Select Item Type LY Lorry Truck Go To Execute Returns all trucks in your database All private cars HONDA Select Item Type VI Vehicle Private Car In adjacent separator Particulars 01 20 MAKERS write HONDA or simply HON Execute Returns all vehicles recorded in the database whose Makers is HONDA What vehicle is driven by James Bond Select Operator 09142 James Bond Go To Execute Returns all vehicles whose driver is Mr Bond James Equipments under Maintenance Contract Guarantee Inactive etc can be isolated in the same way just marking the appropriate box in the filtering form AutoWinWin User s Manual 2 4 5 Search In Builds up a set of items answering to a given criterion specified thus Search What You specify for example Filter fluid ete In Where You specify for example In the field Description It is ideal to search strings groupings of characters To search for a filter for example in the Materials module you could specify just filter to be searched in the description noting that it would also bring anything containing the string filter Try it Find a vehicle where ID plate contains the letters ZB The filtering rules
22. d want to plan the materials 11 AutoWinWin User s Manual The search criterion can be established with the aid of the Structure Tree at the left hand side Load Data Select Go To or alternatively at top left side of form Search Filter In Description Magnifier Button to return all items containing the word Filter Stock Item Coding Standard Filter In Description Q Clean Filter mp GoTo P Close Stock kem Coding Standard Code 4 G GENERIC Description Unit Cost G AU 020 001 Oil filter 10 000 G AU 020 002 Airfiker 10 000 G AU 020 003 Particles filter 10 000 G AU 020 004 AC fitter 10 000 G AV 010 002 Plain air filter 5 000 G AV 010 004 Metalic air filter 5 000 G AV 020 001 Metallic filter 5 000 G MC 040 001 Oil fitter 5 000 G MC 040 002 Fuel filter 6 000 9 Stock Items 2 4 9 Open Edit and See Records One by One Once you open a record you can edit it and navigate along the full active set using the Navigation Buttons at bottom left of the form Try for example seeing the Maintenance Plan Instructions for the model vehicle Typical Procedure 1 2 3 Fleet Module In the Tree on left section of window Select Car Fleet with mouse right button Load Data Select Vehicle then to see the Preventive Maintenance Plan mouse right button Select Maintenance Plans Select the first Maintenance Schedule Aoi mouse right bu
23. ds Running Record to obtain form below NB if you prefer the unit in Miles you need to specify that Unit in the Vehicle Register Fleet Select Vehicle Open Operational Data Tab Unit for ADR Select MI 3 Running records include also those made in the Fuel Supply Recording 5 6 L LE x Records K 4 2 2 gt Di Set Clean Filter 98 JI 03 MERCEDES C 250 CDI 01 ZB 89 Date Record 30 06 2010 00 00 15 Date Last Rec 15 08 2010 02 07 2010 15 00 312 22 07 2010 19 00 854 Last Record KM 13 08 2010 18 00 1 496 15 08 2010 18 45 2 104 ADR R KM d Projections On Date 30 09 2010 Shall have gt gt KM Shall attain 25000 KM 1505201 5 Records 4 New Fill in the fields You may either specify the actual record or the difference to the previous one 5 Note the resources on Right Side of Form ADR R means Average Daily Running computed by Regression Computation is based on the last 4 records Projections AutoWinWin uses the ADR R for the estimates WO dates are automatically updated with the same computations 41 AutoWinWin User s Manual 5 6 Recording Fuel Please read the discussion at the introduction of 6 If you are working in an Accounting Style follow the method described in 6 1 If you are working on an Engineers Style Procedures 1 You need to have prepared previously an Internal Document to support Fuel Costs if you did not do it now Modul
24. e Costs Tree Ensure that Tree shows Cost Document Types press bar below title bar to alternate between Costs Document Types and Costs Accounts New Cost Document e g IRF 000 Internal Record Fuel Costs 2 Module Fleet Load data as necessary Select Vehicle Right Button of Mouse Records Fuel Supply Record EEE aaa 2 Fuel Supply Record Lo seo o coe ooo res x Records K 4 2 2 P Search In Description Q tif Set Clean Filter 98 JI 03 MERCEDES C 250 CDI 01 ZB 89 Cost Doc Code Description Unit 02 07 2010 15 00 98 JI 03 G CB 010 22 07 2010 19 00 G CB 010 13 08 2010 18 00 G CB 010 15 08 2010 18 45 Last Record Distance ADR R ADC R 15 08 2010 KM kaw LT 100KM KM LT 4 Records 3 New Cost Doc Select Fill in required fields r New Fuel Supply Record ANI jes gg Cost Document Description Fuel Supply 98 JI 03 MERCEDES C 250 CDI 01 ZB 89 Driver DEMO MR DAVID DEMO Fuel G CB 010 002 GASOIL Date Time Record KM 2y L Unit Cost VAT Total Cost 16 08 2010 18 48 0 00 1 109 20 00 0 00 Allocation 07 010 COMPANY FLEET 42 AutoWinWin User s Manual 6 Managing Maintenance Costs Costs recording and management has two possible approaches in all ManWinWin Software applications Accounting Style Costs are recorded as in the Acco
25. e RT Factor OPT 981 03 HONDA ACCORD 2 2 CTDI 9841 03 x 0 01250 HY KM 26 AutoWinWin User s Manual 4 7 Preparing the Maintenance Plan for a Vehicle Concept of maintenance plan structured set of tasks that include the activities procedures resources and the time scale required to carry out maintenance The correct strategy to record a maintenance item and its maintenance plan in AuttoWinWin involves 1 2 3 Record vehicle with its technical particulars and associated information as described along 4 2 to 4 6 Prepare the maintenance plan Prepare the corresponding Work Orders We recommend Accomplish fully the above cycle to avoid forgetting anything or leaving something incomplete To the possible extent use a previously made maintenance instructions library made in Word and use the Copy and Paste resource to transcribe instructions to AutoWinWin Always check if there is already a suitable Maintenance Schedule in the system that you can repeat from identical vehicles The style you use to prepare the maintenance plan of a vehicle is very important to the success of maintenance management In most cases as the vehicle maintenance is carried out by outside contractors work instructions need not be very detailed instead they should just specify synthetically the tasks parts effort required and expected cost The first thing you have to do is to study the Manufacturer Maintenance Manual and tr
26. em is the one to be printed but the User may change to all the items of the working area whose quantity is indicated in the figure counter Standard options are Datasheet to obtain full information of the contents of each item Simple to obtain the selected set or Grouped By to obtain the full set organized by some available criterion All prints can be Previewed with the option Preview default Reports can be complemented with some description by the User included in the option Text After previewing a given report it can be exported to PDF file or other file formats Word Excel etc using the Icon Export Report on upper left corner of the preview form Print Vehicles 98 JI 03 HONDA ACCORD 2 2 I CTDI 98 JI 03 13 AutoWinWin User s Manual 3 Configuration of the fleet management system We suggest you adopt the proposed pre configured structure to start with Once you are acquainted with the organization philosophy you may adapt it to your requirements 3 1 Functional Organization Review concepts in the Practical Guide 5 3 1 ManWinWin Software copes for a tree structure up to 5 levels We normally use 2 or 3 To visit or change functional organization Procedure 1 Menu Configuration Company Functional Organization 2 Expand Tree with sign With Right Button Of Mouse select operation New Open etc at the required level and proceed 3 Required Time and Operating
27. ies structure to place information you may want to link and that if you are using a multi user platform all PCs are pointing at the same places We suggest that you respect the default Note that in the directory lt AutoWinWin gt you have all the valuable information 19 AutoWinWin User s Manual lt My Documents gt lt ManWinWin Software gt lt Manual gt Contain the application manual Should it have a new version it should be placed here lt AutoWinWin gt lt Database gt Contain the mdb database If you are using SQL Server this directory will not be used lt Documents gt Contain all documents in digitalized format such as Official Registration Document scanned Insurance Policy Roadworthiness Certificate Tax and the like We suggest you rename documents in a logical manner e g 0123456_Registration pdf 0123456_Insurance2010 pdf etc where 0123456 is the ID of the vehicle lt Images gt Contain all photos of vehicles personnel etc Use suggestive names lt Reports gt Contain the AutoWinWin reports Should you have any problem printing a report or acquire a tailor made one it should be placed here 20 AutoWinWin User s Manual 4 2 Contents of the vehicle datasheet NB The fields in red are compulsory They need to be filled either with actual figures or reasonably approximate ones All others are optional and can be filled at any time Structure Choose from table visi
28. ify Issued Date The WO turns into In Progress State 5 4 Reporting work done effort resources and costing Any WO can receive allocations of effort materials and costs The process normally initiates after the WO is In Progress State 5 4 1 Recording MH Procedures 1 You need to have prepared previously an Internal Document to support Internal MH Records and costs if you did not do it now Module Costs Tree Ensure that Tree shows Cost Document Types press bar below title bar to alternate between Costs Document Types and Costs Accounts New Cost Document e g IRP 0000 Doc Ref Date Ref 01 Ref 02 RP 2009 01 01 2009 Description VAT Incidence Amount Status Amount D Fixed Status Kag jata 0 00 N No Allocation Yet VAT Amount To be Allocated 0 00 100 0 0 00 TOTAL Already Allocated 0 00 Ee e 3 x 36 T AutoWinWin User s Manual Module Work Orders Load data with the aid of the filtering resources normally In Progress State WOs Select WO Right Button of Mouse Records MH Record Fill in Performed MH in lower section of form Cost Doc Press Button or F4 Select Employee Press Button or F4 Select Date Select Start Specify time in format HH mm End Specify time in format HH mm MH Effort computed by AutoWinWin taking due care of pre defined lunch time Factor select increa
29. lt Reports gt contains all the software printing reports It takes 3 to 4 Mb of disk space Remember that it may contain also your tailor made reports lt Images gt for the User to place pictures associated to equipments WOs etc lt Documents gt for the User to place documents associated to equipments WOs etc such as manuals drawings certificates etc Start up the application in the Icon created at installation in your Desktop or in the folder ManWinWin Software of the Start menu Introduce User DEMO and Password demo r ey AutoWinWin ay AutoWin Win Version Not Registered User Version 2 1 0 0 DEMO TRYAT 26 Days Password Navaltik Management Lda www Manwinwin com occa ay leee Pr For the safety of the information you should regularly copy all the contents of the lt ManWinWin Software gt folder to another PC or data storage device in another location To operate in multi user environment you should copy the folder lt ManWinWin Software gt to the Server PC and redirect the path to the database in each PC accessing the database in the option File Database The application runs in different languages Select preferred language in File Preferences AutoWinWin User s Manual 2 2 User s interface Menu Bar Search i D 01 41 Car Fleet 01 42 Public Transport i 01 43 Trucks 01 44 Fork lifts 01 45 Lonies Tows 01 46 Tractors 01
30. ly 01 Facility Fleet 01 41 Car Fleet Load Data See the result You get all maintenance items recorded in that system You can superimpose another Set Filter see 2 4 4 to get only one Item Type for example VI Private car LY Lorry Truck Try ham a o NB Load Data operation cleans all previous filters 2 4 4 Set You use it to prepare a set of records Maintenance Items WOs Stock Items Costs etc satisfying a given criteria composed in a specific form It is a very useful resource in many situations namely when you want to isolate a set of items satisfying complex criteria AutoWinWin User s Manual Typical Procedure in the Fleet Module Fleet Module Set Suggestion as a rule before composing a Filter Clean Filter to ensure that there is no field unduly filled with unwanted information Fill up the form pressing the field title buttons or visiting with F4 whenever necessary NB You can use a combined criterion z 8 Items Filter Clean Filter Q Execute gt Close Identification Particulars 01 20 Particulars 21 40 Code Description Down State System NGENGINGI Inactive Vehicle kem Type Contract Guarantee Try the following exercises among many possible ones Note that you have only one model vehicle so your result will either be that vehicle or none Once you have more information in your d
31. ly migrate with free of charge Navaltik support after you obtain the appropriate license from one application to another This Manual concentrates on AutoWinWin for a fleet and is illustrated with one private car Methodologies are easily transposed to any other type of vehicle or fleet of any size and type Conceptual framework maintenance definitions and the like is covered in the paper by Jos Paulo Cabral Practical Guide to Facilities Maintenance Management Maintenance of Buildings about 54 pages that is supplied along with the AutoWinWin software license Reference to this paper is shortly abbreviated as PGuide followed by the paragraph number Please send your comments to scabral navaltik com as to the overall quality and usefulness of this Manual to help us in improving it AutoWinWin User s Manual 1 ManWinWin Software solutions We say ManWinWin Software applications Transform maintenance problems into management solutions Conciliate the virtues of software with the hard facts of engineering Recognize that there can be no technical management without technical know how Observe maintenance management good practices and proposes solutions that work The User can adjust to his particular case but should not ignore the hard rules of maintenance management But want YOUR opinion A quick way to set up AutoWinWin can be shortly described as Start using it as it is and if you want improve it later
32. main form 2 Execute You can also see the items one by one with the aid of the gt lt in the tool bar line 25 AutoWinWin User s Manual 4 6 Associate Required Time and Operating Time Scenarios Review concepts of Required Time and Operating Time Remember that they refer to calendar time Note that in a vehicle the theoretical maintenance indicators are not especially relevant so you may discard this issue In AutoWinWin Required Time is expressed on a weekly average time basis if for example an equipment is required from Monday to Friday from 08 00 to 24 00 16 H working day the weekly average Required Time 16 x 5 7 11 43 h day week The Required Time intervenes in long period analysis so this approximation works quite well In what concerns the Operating Time in a Vehicle since you normally record distance Km or Miles rather than Time you have two possible approaches as shown in the form below 1 Assume that Operating Time is the Required Time minus Down Time Related to Maintenance 1 e OPT ROT DTRM OR 2 Accept an approximation to convert distance into time assuming for example that your vehicle runs on average 80 km h i e 0 0125 H Km Incorporate either option as indicated in the operating time form below remembering that the important issue for management analysis is consistency of the data New Operating Time Vehicle 92 JI 013 HONDA ACCORD 2 2 TDI 98 J 03 OPT Vehicl
33. ords there are already some suggestions o Work Order _ e a WO No Description 000002 Change Front Tyre Left Terminated Origin Management Tasks Man Hours Materials Other Costs Documents Work Maintenance Times and Down Time Date and Time Record KM Work Request kai WT H l 0 00 H Scheduled 24 06 2010 12 00 15 Advanced TP H 1 50 H Issued 6 2010 1 TM H 1 50 H Start 24 06 2010 15 00 Computed Limit Date RT H 24 06 2010 16 30 15 _ 1 50 H Assumed Down Time 2 Ifyou did not already do so fill in information in the other WO Tabs as required Tasks Man Hours Materials Other If you need you may attach Documents to the WO in the Performed Section in lower area of form 3 Back to WO Management Tab On the right side of the form you have a resource to help you recording maintenance times important to indicators Compute Look critically at the figures computed by AutoWinWin and adjust if necessary WT Waiting Time Occurs only if you had a Work Request originating the WO TP Time Period time difference between Star and End of WO may be different from TM if there were interruptions TM Maintenance Time Check definition RT Repair Time I e maintenance time involved in Repair Corrective Maintenance Press Downtime Check and adjust AuttoWinWin suggestions as required See in the form below The Vehicle gathered a d
34. ose described in 5 4 1 5 4 2 5 4 3 5 5 and 5 6 only they are carried out in the WO module 47 AutoWinWin User s Manual Bibliography a J P S Cabral Practical Guide to Facilities Maintenance Management Navaltik Management Lda 2010 48
35. osition Select specify amount of planned MH Account Expand Select New Maintenance Schedule es Som Vehicle 98 JI 03 MERCEDES C 250 CDI 01 ZB 89 Records KM Work Type A SYSTEMATIC SERVICE B zj an Code Description Plan TM H Ned MSch A02 A02 Service 50 000 km 24M 0 00 Tasks Man Hours Stock items Other PREPARATION About 2 weeks in advance book Service in the Workshop stating scope of work and eventual malfunctions Book replacement car for period WORK In accordance with Manufacturer Practice Note check list for reference TASKS Screen washing system check level and top up fluid Water deflector clean Braking system replace brake fluid 2 yearly Braking pads check thickness replace if necessary Brakes test on testing bank Wheels and tyres check condition measure depths Engine compartment check for leaks and damage Engine change oil 6 5 and oil filter Engine check condition of visible part of driving belt 12 Stock Items Tab New 13 Press button Stock Item or F4 to visit the Materials Master File Ensure that in the Tool Bar All 30 Items message is exhibited otherwise the message Applied Stock Items shows only the items that are already linked to the equipment AutoWinWin User s Manual 14 Select Item specify Quantity visit table and select Account that needs to be last order account shown in black 98 JI 03 MERCEDES
36. oss or to an Auditor Procedures 1 Module Fleet Load data with the aid of the filtering resources Explore what resources you have available Place desired data in Main Form 2 Select any vehicle Right Button of Mouse Print Choose all vehicles Preview Print default Print Vehicles 71 95 ZB HONDA ACCORD 2 2 HCTDI 98 JI 03 2 Vehicles Report Type Datasheet Simple Grouped by Send Report to Preview Print 34 AutoWinWin User s Manual 5 2 Presenting your maintenance plan You may need it to yourself to present to your boss or to an Auditor Procedures 1 Module Fleet Load data with the aid of the filtering resources Explore what resources you have available Place desired data in the Main Form 2 Select any vehicle Right Button of Mouse Maintenance Plans at Form Tool Bar Set Box Vehicles List or whatever criteria you want Execute to obtain form below Maintenance Plans La Ble K N 4 1 2 D M tl Set Clean Fitter 71 95 ZB HONDA ACCORD 2 2 I CTDI 98 JI 03 Description Period Service 25 000 km 12 M l 25 000 KM 12M Service 50 000 km 24M l 50 000 KM 12M Service 40 000 Km 2Y Service 60 000 Km 3Y Service 80 000 Km 4Y Service 100 000 Km 5Y Service 120 000 Km 6Y Service 140 000 Km 7Y Service 160 000 Km 8Y Service 180 000 Km SY Service 200 000 Km 10Y 1st Official Inspection year 4 Official Insp years 6 8 etc 14 Maintenance Schedules
37. owntime of 1 50 H Yes Leave the tick in the box If it was more than that specify actual figure 39 AutoWinWin User s Manual Did that repair induce downtime in the Car Fleet system as a whole No Do not tick the box Did that repair induce downtime in the Facility Fleet as a whole No Do not tick the box Did that repair induce downtime in the Organization as a whole No Do not tick the box z Repair Down Time Down State Entity From To 71 95 ZB HONDA ACCORD 2 2 I CTDI 71 95 ZB 24 06 2010 15 00 24 06 2010 16 30 01 41 Car Fleet 24 06 2010 15 00 24 06 2010 16 30 01 Facility Fleet 24 06 2010 15 00 24 06 2010 16 30 Organization 24 06 2010 15 00 24 06 2010 16 30 5 NB Ensure consistency in the way you fill these fields as they interfere decisively in the computation of the Maintenance Indicators 5 4 5 Reprogram a WO to a New Cycle This is a special operation that should be avoided The operation abbreviated by RNC just reprograms your maintenance as if the WO was actually performed 40 AutoWinWin User s Manual 5 5 Recording Kilometres Miles Running records are important in equipments where maintenance is based on records In vehicle fleets running records are usually taken only along with fuel supplies Procedures 1 Module Fleet Load data with the aid of the filtering resources Place desired data in the Main Form 2 Select desired vehicle Right Button of Mouse Recor
38. porting purposes Leave blank Planned Section upper Shows the contents of the Planned Other Tab Maintenance Schedule Performed Section lower It is for reporting purposes Leave blank It is just an information tab that compares planned and actual costs and osts Tab ee D exhibits deviations Planned Section upper You can optionally associate a number of files to the planned WO such as readings datasheet to be used detailed Document instructions check list damaged equipment photo etc Performed Section lower On reporting if required you can optionally associate a number of files to the report such as readings datasheet certificate equipment photos etc 33 AutoWinWin User s Manual 5 Managing your maintenance So far we have prepared AutoWinWin to manage maintenance and in the process we got well acquainted with the User interfaces so we are now in a position to start our day to day tasks And the good thing about AutoWinWin is that you perform your day to day duties in a much more efficient manner and at the same time without the need of any further effort you get a lot of very useful reports to manage your fleet at top level You need to be acquainted with the key concepts of maintenance management We suggest that you review these concepts in the Practical Guide to Facilities Maintenance 5 1 Presenting your fleet and vehicle particulars You may need it to update your files to present to your b
39. rials to gather costs on Stock Items from Materials Master File IRP 0000 Internal MH Record to gather information on all internal MH Costs IRX 0000 Internal Record of External Personnel MH Costs You prepare these documents once in the same way you do for any cost document ensuring that the box Fixed in step 3 is left Unmarked Procedures 46 Module Costs Ensure that the Tree shows Cost Document Types press bar below title bar to alternate between Costs Document Types and Costs Accounts New Cost Document e g IRP 0000 Date say 1 t day of the year you started using AuttoWinWin Description Specify Supplier Select from registered ones Unspecified Note Leaving the Box close to the Amount field Fixed marked means that the amount you specify in the Amount field will be fixed and shall need to be totally allocated in the lower part of the form If the box Fixed was unmarked the amount would instead be computed based on the cost items recorded in the lower part of the form So for these type of documents the box Fixed shall be left UNMARKED and the amount shall be progressing freely whenever you record a new Cost Item in that document 3 Box Fixed is Unmarked 4 Amount Leave Nil Cost Document lt Doc Ref Date Ref 01 Ref 02 Doc Type IRP 0000 01 01 2009 Description Register of Intemal Personnel MH Supplier 99999
40. sed cost rate if applicable MH Cost Automatic you can change Cost Computed by AutoWinWin Account Select i New Mil RE rn Record Notes Cost Document Cost Doc Ref Cost Document Description Cost Doc RP 2009 Registos ponto funcion rios intemos Man Hours Employee Date Start End MH Effort Factor MH Cost Cost 14 08 2010 09 00 19 00 10 00 ow 23 00 230 00 Allocati wo 00000 1 0 KM 1 Vehicl 1 B H MRD 2 TDI 1 N FLEET Account 8 03 FLEET MAINTENANCE 3RD PARTY ok Cancel Arp 37 AutoWinWin User s Manual 5 4 2 Recording Materials Procedures Used 1 You need to have prepared previously an Internal Document to support Materials Records only from the Materials Master File if you did not do it now Module Costs Tree Ensure that Tree shows Cost Document Types press bar below title bar to alternate between Costs Document Types and Costs Accounts New Cost Document e g IRM oooo 2 Module Work Orders Load data with the aid of the filtering resources normally In Progress State WOs Select WO Right Button of Mouse Records Materials Record Fill in Performed Materials usage in lower section of form r P Work Order 000001 Description Service 20 000 Km 1Y Origin Management Tasks Man Hours Materials Other Costs Documents Planned Code G AU 020 001 G A
41. sed in the vehicle what how much or how many e g quantity of engine oil number of air filters Times Define time scenarios Required Time RQT and Operating Time OPT These parameters are essential for Maintenance Indicator computation They can be inherited from the System where the equipment is coordinated or otherwise specified in the equipment Procedures 1 Module Fleet Organization Load Data Select Equipment Right Button of Mouse 2 Select Documents OR Applied Stock Items OR Times 3 Check for example what you have in the Documents r Documents LB x E Document KH 4 1 1 b Di di Set Clean Filter amp Close Vehicle 98 JI 03 HONDA ACCORD 2 2 I CTDI 98 JI 03 Vehicle Code Description Validity 98 JI 03 003 Official Inspection Certificate IPO 30 09 2010 98 JI 03 002 Insurance Green Card 30 10 2010 381 03 004 City Tax 25 11 2010 98 JI 03 001 Vehicle Registration Document N A Associated File 4 Documents Note that when you Repeat a vehicle further to the Equipment Datasheet and optionally the Maintenance Plans you may choose to repeat also the links to Documents Stock Items Times 23 AutoWinWin User s Manual 4 4 Associate Documents In a vehicle you use it typically for Official Registration Document Certificates of Inspection Insurance Policy Tax stamps etc The documents may have validity dates When
42. suusaueaueaneaneass 24 4 5 Associate Parts and Materials to an EQUuUIDMENT ccc cece eceeeeeeeeeeeeeeeeeeeees 25 4 6 Associate Required Time and Operating Time SCenariOS c cccceseeeeseeeees 26 4 7 Preparing the Maintenance Plan for a Vehicle ccccseceeseeeceeeeeeeeeeeeeeeaeeeens 27 4 8 Work Orders Your day to day management tool ccecccseeeceeeeseeeeeeeeeeaeeeens 32 AutoWinWin User s Manual 5 Managing your MAINTENANCE ccccecceccecceeceeceesaeeaeeeeeeeeaeeeeeeeeseeseeees 34 5 1 Presenting your fleet and vehicle partiCularS ccccccccseeeeseeeeeeeeeneeeeeeeeeneeeens 34 5 2 Presenting your MAINTENANCE PIAN ccccccceecceeeeceeeceeceeeeceeeceeeceueeseeeseeeseeeess 35 5 3 Work programming and deciding cccccccseeceeeeeeseeeeseeeeaeeeeseeeeseeesseeesaeeeeaeeeeas 36 5 4 Reporting work done effort resources and COSTING ccccccecceeeeeeeeeeeeeeeeeeees 36 Fy Aids Recordin e NMI aaa ana anaa ag a aa a BA a pad aaa a NG Nga nani ala ad anaes Dai aaa KAGAN a Ad ia E Ba Ba a ga aa Ba a aks 36 5 4 2 Recording Materials Used cccssssssssccsssssscccccecsssssessssssssccceeessecceceessseseesssssssscceeeeseccccesessssseees 38 Bot a RECOFGING THAT Paley COSES aaa aaa a aa a Nga NG ba a ng a baan a Na d ga nese aa a d ia a a a aa d ka aa e a NG aba 36 5 AA PerimMimatine a WV OL Ord aaa baga a INA GANG Ba LANG AN A ANA GN ANAA a AN GA
43. t Screen washing system check level and top up fluid Water deflector clean Braking system check and top up Braking pads check thickness replace if necessary Engine change oil 6 5 1 and oil filter Next Work Schedule in the cycle A o2 A 02 Service 50 000 km 24 months Maintenance Assistant on instrument panel reset Screen washing system check level and top up fluid Water deflector clean Braking system replace brake fluid 2 yearly Braking pads check thickness replace if necessary Brakes test on testing bank Wheels and tyres check condition measure depths Engine compartment check for leaks and damage Engine change oil 6 5 1 and oil filter Engine check condition of visible part of driving belt Car body underneath overall check for leaks damage and corrosion Car body outside check overall condition of paint 2 yearly Clear view sliding top clean and lubricate guides 50 000 km or 3 years Steering system check fluid level and top up Combined filter replace Transmission shaft check condition Transmission check gap on forward shaft with rubber sleeves Steering gear check gap of the steering rods with the rubber sleeves Automatic gear box replace oil and filter 50 000 km or 3 years Next Work Schedule in the cycle A o3 And go on for all work schedules in the life cycle of
44. t is recorded in the system fully identified and then each one of the amounts without VAT of its constituent cost items is allocated to the appropriate item or job so that in the end of the process you have the whole amount ex VAT of the document fully allocated You keep track of the allocation status of the document Procedures 44 1 3 Module Costs Ensure that the Tree shows Cost Document Types press bar below title bar to alternate between Costs Document Types and Costs Accounts New Cost Document e g F FAOF 3090400313 Date of Invoice Description Specify Supplier Select from registered ones Note Leaving the Box close to the Amount field Fixed marked means that the amount you specify in the Amount field will be fixed and shall need to be totally allocated in the lower part of the form If the box Fixed was unmarked the amount would instead be computed based on the cost items recorded in the lower part of the form In the Accounting Style the Box Fixed should be ticked 4 Amount Specify Amount VAT Specify Total is computed cost Document Doc Ref Date Purch Order Ref 02 Doc Type F FAOF 3090400313 11 11 2004 w Description Supply and installation mobile phone car kit Supplier 99999 UNSPECIFIED VAT Incidence Amount Status Amount v Fixed Status VAT Total 570 53 N No Allocation Yet VAT Amount To be Allocated 108 04 100 0
45. the vehicle Note that after A 10 250 000 km 10 years next Work Schedule will be again A o1 and the cycle repeated Let us exemplify registering in AutoWinWin the systematic 50 000 km 24 Months Schedule 29 AutoWinWin User s Manual Procedures 1 Module Fleet Select branch including desired equipment Load data 2 Select Equipment Right Button of Mouse Maintenance Plans 3 New Fill in successively the fields in the form 4 Work Type Press box or F4 Select A Systematic Service Go To 5 Code AutoWinWin fills in sequentially within the selected work type e g A 02 6 Description Service 50 000 km 24M Title synthetic and consistent 7 Plan TM Planned Maintenance Time estimate or ask guidance from Supplier 8 Periodicity Calendar 12 Open box for units Months Records 25 000 Km NB periodicity is reported to NEXT Maintenance Schedule MSch 9 Next MSch By default it suggests the MSch you are preparing A 02 If you want to specify the next one A 03 leave A 02 now and Edit afterwards after you have created A 03 10 Tasks Observe good practices I Preparation II Reference to Manufacturer Recommendations III Telegraphic check list You may Copy and Paste from a Word or Excel document that you may have previously prepared 11 Man Hours Tab If the work is to be made by a Contractor you do not fill if it is to be performed by your organization you plan MH New P
46. ting either with F4 or Automatic sequential Specify the Vehicle plate ID eg o8 D 15488 Note that a structured code is also produced and can be seen in the Tab Complementary Info Description Specify clear and complete HONDA ACCORD 2 2I CTDI 98 JI 03 This is the most preeminent interface with the User Visit by pressing button System or F4 Select in the Tree and Go To Cost Centre OR Client With choose either Cost Centre OR Client Press in field or F4 and select NB Use the Cost Centre when you are the Fleet Owner use Client when you are managing someone else s fleet Specify the Driver plus the date hour he has taken up that function Supplier Visit by pressing button Supplier or F4 Select and Go To Specify purchasing date Specify record at acquisition Note that the Record Unit is specified in the Tab Operational Data Specify acquisition Investment Particulars Tab Before linking a picture you need to have placed it in the directory lt ManWinWin Software gt lt AutoWinWin gt lt Images gt as described in the previous paragraph In a network operation you should Map the Directory AutoWinWin with the same letter in all PCs to ensure that all users see the same information e g MA Suggestion Name photos consistently e g DSCNo00245_VIooo4 the first group the original photo number the second the structured code of the item We find quite practical to have minimized in a director
47. tion and maintenance of the Fleet need to be registered in the structures designed in 3 3 Review concepts in the Practical Guide 5 1 3 Procedures Menu Configuration Company Personnel or Configuration Users Administration to obtain the list of all registered personnel Note DO NOT YET delete Mr DEMO as he is the only one that can so far access AuttoWinWin You should do that only after you assign to someone with System Administrator rights to access the application To add a person Right Button of Mouse New Red fields are compulsory Code We suggest you use the actual Company ID Number of the Person To add a photo first ensure that the photo of the person in portrait format is in the directory lt Images gt by default in lt My Documents gt lt ManWinWin Software gt lt AutoWinWin gt lt Images gt and then proceed Place cursor in the photo area of the form Right Button of Mouse New select the photo in the lt Images gt directory r Employee Name User DEMO Personal Data Professional Data Address Pst Code Place City Country Birth Date Yv ID Card No Soc Sec Card N Driving Licence ka d 17 AutoWinWin User s Manual 3 5 Accounts Accounts are used to systematize the nature of the costs involved Each organization has its own ideas Ours are included in the pre configured structure of AutoWinWin You can adjust or change to s
48. tton Open You find the complete MS Instructions as in figure below With the Cursor Buttons at bottom left corner of form b lt 4 you can see one by one the contents of each MS You can Edit if required saving afterwards This resource is available in many other situations 12 AutoWinWin User s Manual Fa Maintenance Schedule oe 98 JI 03 HONDA ACCORD 2 2 I CTDI 98 JI 03 Gaede Records KM 12 Months x 20000 A SYSTEMATIC SERVICE ana Code Description Plan TM H Ned MSch A02 AO1 Service 20 000 Km 1Y 4 00 Tasks Man Hours Stock items Other PREPARATION 1 one month beforehand book service and request for replacement car for 1 day Work as per Manufacturer checklist Note check list below for reference TASKS Repalce engine lubricating oil and filter Drain fuel filter Check front and rear brakes Check and adjust hand brake Check alll lights and light beam Replace air conditionning filter Check screen wipers condition Run road test noise stability controls and instrumentation Check levels of all fluids He ve A 2 4 10 Print All printings in ManWinWin Software applications have a common pattern 1 2 3 Pp Accessed through the Context Menu Print OR through the Printer Icon in the Tool Bar Printing operation is incident over all the active items in the working area By default the selected it
49. u use this resource typically to specify strategic items for maintenance such as Engine oil specification and quantity Oil air fuel and particles filters Tyres braking pads etc These materials need to be registered in the Materials Master File Procedures In the Module Fleet have the Equipment selected Right Button of Mouse Applied Stock Items New Stock Item Select Go To Place Specify if applicable e g Engine Braking Circuit etc Quantity specify quantity it assumes the units of the stock item in the Materials Master File es gt Applied Stock Items a Hx c MW 41 1 b Di m amp Set Clean Filter Vehicle 98 JI 03 HONDA ACCORD 2 2 I CTDI 98 JI 03 Description Place G AU 020 001 Oil filter Engine G AU 020 002 Air filter Engine G AU 020 003 Particles filter Air Conditionning System G AU 020 005 Fuel filter Engine G LU 010 001 Lubricating oil Engine G LU 010 002 Hydraulic oil Brake System G LU 020 001 Refrigerating fluid 7 Stock Items To see the parts and materials associated to one particular equipment you just complete step 1 A special resource enables you to see All materials associated to the fleet or satisfying a given criteria Procedures 1 Inthe above Form select Set and compose the filtering criteria as desired Remember the features of the wildcards or that may be useful If you tick the box Vehicles List the set of vehicles considered is the one in the
50. uit your requirements P GoTo 4p Close S 1 Man Hours at standard cost pi 1 01 MH Intemal personnel 1 02 MH Production personnel 1 03 MH Extemal personnel 2 01 Out Store Consummables 2 02 Out Store Spares 2 03 Out Store Lubricants 2 04 Direct Applic Consummables 2 05 Direct Applic Spares 2 06 Direct Applic Lubricants Third Party Services 3 01 Contractor Services 3 02 Maintenance Contracts J 4 Maintenance department 4 01 Salaries direct personnel 4 02 Salaries non direct personni 403 Tools amp Machine Tools 4 04 Energy fluids to department 405 Other miscellaneous j Material Supplies Wharehouse 5 01 In Store Consummables 5 02 In Store Spares 5 03 In Store Lubricants and fluids 6 01 Bectricit 6 02 Gas 6 03 Water 6 04 Fuels 7 Refrence standard costs _ 7 01 Unavailability cost IB 8 Vehicle Fleet 8 03 Feet Maintenance 3rd Party 8 04 Insurance 8 Accounts Procedures 1 Menu Configuration Costs Accounts to obtain the list of all registered personnel 2 Right Button of Mouse Expand All to see the full structure 3 Manipulate as required 18 AutoWinWin User s Manual 4 Building your vehicle database 4 1 Preparing the information Before starting to build your vehicle database you should prepare all the information and have it available in the right places Check list 1
51. unting Department with full identification of the Origin Document Date Supplier Amount Tax etc and allocation to Maintenance Cost Centre and Account Accounting rules apply Advantages Easier interface with the Accounting Department and information interchange with ERP Simplifying Accountant s job Disadvantages People not qualified in accounting making accounting tasks Much more clerical work required making maintenance costing an heavier task Potential for mistakes and errors namely in VAT computations round up figures and the like Potential for responsibility conflicts Engineering Style Costs are recorded as a set of Cost Items gathered in well organised Internal Costs Reports but the actual Cost Documents are not identified and managed as such The reports serve as check lists for the Accounting Department Advantages More intuitive process to engineers Higher productivity in recording Costing is always updated Disadvantages Divorce People Accounting people and Maintenance people More difficult integration of maintenance in overall Company cost control For Maintenance s sake we prefer the Engineering Style But between these two styles there are a number of variations that may recommend the introduction of some hybrid system aiming at being the best compromise We leave it to YOU 43 AutoWinWin User s Manual 6 1 Recording Documents in Accounting Style A Document Cos
52. ust to keep track of past history Date when the item has been turned into Inactive State Specify if applicable you may add a note in the box below Maintenance ee Specify if applicable you may add a note in the box below Complementary Info Tab All items registered in the Program shall have a Structure Code Coding ae at a at However for identification purposes in the User s interface you may Identification oo choose here another one ticking the desired box Optional field if you have configured items families Fleet Card Only for vehicles If applicable identify e g Shell Fleet Card 123456 etc Only for vehicles Automatic identifier for Toll paying used in some Countries namely Portugal its inventor If applicable identify it here For vehicles Specify ONE stock Item of the Materials Master File We did not yet work out a solution for hybrid or mixed fuel vehicles Notes Tab Free text field available to include information that is not structured in the designed Item Type Datasheet RQT Required Time Average Daily Running ADR 22 AutoWinWin User s Manual 4 3 Associate Information to a Vehicle General Further to a photo or a file you can optionally associate to any Vehicle Documents Such as Certificates Official Taxes Insurance and the like with or without validity dates as the case may be Stock Items Parts contained in the Materials Master File that are u
53. y all photos as raw material We choose the one we are interested in rename it e g DSCN00245_VI0004 and copy it to the directory lt Images gt We thus ensure that in that directory there are only photos that are relevant to our database Before linking a file you need to have placed it in the directory lt ManWinWin Software gt lt AutoWinWin gt lt Documents gt as described in the previous paragraph In a network operation you should Map the Directory AutoWinWin with the same letter in all PCs to ensure that all users see the same information e g MA Suggestion Use this to link generic type documents such as technical description manual and the like You have a proper place to associate management documents such as certificates registration insurance etc as described in 4 3 You have available a set of up to 40 particular that you have previously designed for that item type Fill the form to the possible extent You can always enrich it later If some feature does not fit in the datasheet design you should state it in the Notes Tab 21 AutoWinWin User s Manual NB time and running parameters are essential to compute consistent Operational Data Tab maintenance indicators You need not to worry much if you are not interested in computing such indicators Expressed in calendar time If you do not mark this option it assumes that the RQT of the equipment is that of the System where it is coordinated Here
54. you can take now full benefit of the work you have done 4 8 Work Orders Your day to day management tool WOs project in the calendar the maintenance requirements of the plan Prepare the first Work Order and let AutoWinWin program dynamically all systematic maintenance activities for the lifetime of the vehicle Procedures 1 Module Fleet Select branch including desired equipment Load data 2 Select Equipment Right Button of Mouse Work Orders 3 New Fill in successively the fields in the form observing its contents as described in the table below AutoWinWin numbers it automatically Work Type Jump to this field Select A Systematic Select e g A 01 This operation transcribes the whole content of MSch Schedule A 01 into the WO including the title description Leave it as it is Transcribed from Maintenance Schedule You need not to use it Only if someone has made a Work Request in the Work Request appropriate module pa Select Internal if that maintenance is to be carried out by your Organisation External if it is to be performed by a Contractor In Position Select what Trade will be in charge of the overall work other If Internal trades may contribute but there will be only one in charge In Manager optionally select person in charge In Supplier Select what Supplier will be the contractor for this work In If External i Manager optionally select person in charge Periodicity Defines time sc
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