Planned Work and Asset Manager User Manual
Contents
1. J En EK Ba a amp Cut Calibri Dr Er Wrap Text General v H 27 E ER l i a AT Fy Sa Copy 8 Fin Paste _ BI U r lt E 3E fad Merge amp Center v G y 9 309 Conditional Format Cell Insert Delete Format Sort amp Find amp lt J Format Painter au F amp F E Mero 2 20 gt 0 Formatting as Table Styles r r r 2 Clear v Filter Select Clipboard F Font F Alignment m Number F Styles Cells Editing H2 O f 6 A B D E F G l 3 K L M N oO a Boiler2 Basement 1 water BoilerMakeB BoilerModelB XYZ 9876 5643 5 000 thebackupboiler Weekly grass cutting alithegrounds 1 a ft ft BE acement required imminent EE gt gt EG SG GE VG E Column Descriptions Here is a summary description of all the columns in the spreadhseet Column heading Description Hard Services The name of the asset Each asset at a property must have a unique name so if you have two boilers call them Boiler1 and Boiler2 Soft Services The name of the specific recurring task e g Weekly Grass cutting or Monthly Window Cleaning Location Hard Services The physical location of the asset Soft Services The location where the recurring task will take place Qty Hard Services The number of assets included in the recurring service routine For example in an emergency lights job you would not want to create a separate asset line for each light So the ass2. Once you have created an asset and task list you will use this tab to import the list into the Elogbooks system ready to start setting up the actual work schedule Stage 3 Manage Asset Once you have imported your asset and task list the details of each asset and task can then be viewed and edited as required Stage 4 Planned Dates In this section you will then set the date s that the planned maintenance will take place on each hard asset e g boiler maintenance and when each soft task will be done e g grass cutting Once you ve set the provisional schedule and date s you can optionally move them around perhaps to balance out your work at this property or other properties at which you do work for this client Stage 5 Year Planner Review Once you have set all the dates and you are happy with them you can review them in the consolidated PPM Planner which will show all of the hard and soft tasks that you are currently setting up as well as all your existing tasks that may have been previously setup and approved Stage 6 Submit for approval When you are happy with the planner you can then submit it for approval You can either submit the schedule for just one property or if you have uploaded several lists and planned a schedule for several properties you can optionally send them all for approval at the same time The approval request will be sent via email to the FM or building
3. Create and Move Jobs mw i j Filter Asset 832 Boilert edit Generate Planned Dates Assets 4 Bun Mon Tue Wed Tu Fri A Tue Wed Tru Fri Tue Wed Tu Fri 8 ue Tru 3e Tu 2 Boileri 835 Boiler2 34 Monthly window cleaning 535 Weekly grass cutting On the left hand side of the screen you will see a list of your assets and tasks In the centre and right of the screen you ll see an empty year planner Just above the blank planner is a link labelled Generate Planned Dates When you are ready to start generating the planned dates for an asset or task click on this link and you will see the following screen appear above the planner Generate Planned Dates Start Date 2012 06 23 End Date 2012 12 31 7 Copy From Asset er me have had planned dates zei up vei Generate Weekly Fi Generate Fortnightly Fi Generate Monthly Generate Adhoc Every days Create Planned Dates ss Wed Thu Fri Tai Fun Mon Tus ad Thu Fri hai tun Mon Tus Wed Tiu Fri Ta Fun Mo Using the above screen you can set up the date s that the hard maintenance or soft task will take place This may be a one off adhoc date or it might be a sequence of recurring dates throughout the year 18 Example Date Scheduling Shown below are some examples of date scheduling In this first example we are scheduling a Generate Planned Dates Start Dat 2012 06 72 weekly job which will be done on a 2012 06 29 mm End Dat
4. are currently defined for Sutton Heritage House Assets To Add From File 4 Add Description Location Qty Legcomp V Boiler1 Kitchen 1 electrical I Boiler2 Basement 1 water I Monthly window cleaning Entire building 1 iv Weekly grass cutting All the grounds 1 14 After a brief pause the screen will update to show that the assets and tasks have now been imported into the system and associated with the selected property Service Provider s Asset Management Customer Sutton Heritage House v 1 Create Asset Lists 2 Import Assets 3 Manage Assets 4 Planned Dates 5 Year Planner Review 6 Submit For Approval a CO Pail 8 aa a 09 G Stage 2 Import Your Assets Tasks Import From CSV Existing Assets For Customer Sutton Heritage House 4 Delete Description Location Qty Legcomp Notes Status mM Boiler1 Kitchen 1 electrical This is the main boiler Draft Boiler2 Basement 1 water This is the backup boiler Draft T F Monthly window cleaning Entire building 1 Draft T Weekly grass cutting All the grounds 1 Draft E Check Uncheck All For Delete You have the option at this point to delete one or more of the assets which can be done by clicking the Delete box to the left of the asset and then clicking on the Delete Selected button 15 m Stage 3 Manage Your Assets and Tasks Once you have completed the import process you can then click on the tab labelled 3 Manage Assets which will take you t
5. for an asset or task just click on the Create Planned Dates button to generate the job s Planned Date s Shown below is an example where we have created the planned dates for our Monthly Window Cleaning task which has been scheduled to take place on the last Friday of every month Filter Assets 4 32 Boileri r 233 Boiler2 Monthly window cleaning m 835 Weekly grass cutting And on this one below we have setup an annual maintenance on Boiler 2 for the 29 May based Sun Mon Tue Wed Tru Fri Stage 4 Create and Move Jobs Asset 834 Monthly window cleaning edit on the definition we had already setup on Boiler 1 gt om Pr De ER Filter Assets 4 832 Boileri m Boiler 834 Monthly window cleaning cr 835 Weekly grass cutting m Mon Tus Wed Thu Fri i Stage 4 Create and Move Jobs Asset 833 Boiler2 edit un Mon Tue Wed Tim Fri 20 Generate Planned Dates Start Date End Date Copy From Asset Generate Weekly Generate Fortnightly Generate Monthly Generate Adhoc Generate Planned Dates Start Date End Date fig Copy From Asset pan Generate Weekly Generate Fortnightly Generate Monthly Generate Adhoc 2012 06 29 2012 12 31 Boder v Fi v Fri Bod 2012 06 23 2012 12 31 Boiler v Fi v Fi v m m Moving a Scheduled Date If you want to move a scheduled date just click on the date block and a small window will appear as show
6. n Planned This Asset 2 3 gt 5 3 19 11 12 J 14 19 1 15 19 av im thi 2 a re x m P 5 Sep P 5 Oct m Nov mi Dec Dannant Vale Svs Dannant Vale Svs Balancing Your Work If you have other jobs allocated on the same date either at the same property or at another of the client s properties they will be displayed when you hover over the date Mar Apr May P 1 J m Jul 0 Aug 0 Sep 0 Oct di 26 Oct 2012 x 2 3 5 5 3 9 J 2 3 4 5 6 5 9 x 2 Planned This Asset Nov Monthly All Planned This Site 2 Boilert oe Monthly Boiler2 Monthly Dannant Vale Svs Dannant Vale Svs 22 m m Stage 5 Review Your Planner Once you have setup all your scheduled dates you can view them in a consolidated planner which you access via the tab labelled 5 Year Planner Review Service Provider s Asset Management Customer London Grosvenor Gardens vr Year 2012 v 1 Create Asset Lists 2 Import Assets 3 Manage Assets 4 Planned Dates 5 Year Planner Review 6 Submit For Approval v i g Stage 5 Review the new Year Planner ID Description Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan London Grosvenor Gardens 01 02 03 04 05 06 07 08 09 1011 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 01 340 Boiler M M M M M M M M 8341 Boiler2 A i M M M M M as l E a B du Go Be oo 0 GG
7. 12 11 38 Microsoft Excel Comma Separated Values File E Recent Places 1 Henry Square 29 06 2012 08 37 Microsoft Excel Worksheet 14 KB Aberdeen 29 06 2012 08 59 Microsoft Excel Comma Separated Values File 1KB Ai Libraries elogs asset template NEW 29 06 2012 08 37 Microsoft Excel Worksheet 14 KB E Documents amp elogs_asset_template 29 06 2012 08 35 Microsoft Excel Comma Separated Values File 1KB d Music l Pictures E Videos 12 Stage 2 Import Asset and Task List The next stage in the process is to upload your CSV file and import the data into the Elogbooks system Click on the tab labelled 2 Import Assets Choose the Property Choose the property from the Customer drop down list In our example below we are selecting the property called Sutton Heritage House Service Provider s Asset Management 2 Import Assets 3 Manage Assets 4 Planned Dates 5 Year Planner Review Customer Sutton Heritage House Brent lsopan House 1 c London Cloth Street London Demonstration House London Granchester House London Grosvenor Gardens London Sovereign House Norfolk House Sutton Heritage House 6 Submit For Approval Stage 2 Import Your Assets Tasks Note No assets are currently defined for Sutton Heritage House Find the CSV File Once you have the right property selected click on the Browse button Service Provider s Asset Management Customer Sutton Heritage House v 1 Create Asset
8. Clogbooks B Planned Work and Asset Manager User Manual O Elogbooks Facilities Management Ltd 2012 Contents PRIETO CCT 0 EE EEE EE NE 3 The PROCESS B s e VEME Lu saccncaseoasuedebnrcudscossunerarerenevusaucnedabensubesssedecaubosdesavanscuelebonavdareeesatcbesdnaauenss 4 Accessing the Planned Work and Asset Managel ccccccsssccccsssecccessececcesececceescceseesecesseneceeeeeeceeseneeeetas 5 Vel 6 Stage 1 Create Asset and Task Lists ccccsssscsssssscsoussecccnssscucusescsscussestonssscneusssestoussseneussscneusssessonsnss 7 Downloading the Template u T T 7 Creating YOU Own Spread nee EE EENE 7 FMS in The Sspreaasneet essen E A A AEE NAE AEN SEE 8 EE gt 9 GSE EE EE EE NE NE NE E E tes 10 Preparing The Spreadsheet For Import rrrrnnnnrnnnnnrrnnnnnnrnnnnnnrrnnnnnerennnnnnnnnnnnnnnnnnnsnnnnnnesennnnesennnussseenn 11 ETEN 12 Stace 2 IMPOPUASSEL and Task Ne 13 TENNE 13 FIN Ga LOS EEE EE EE EE 13 Stage 3 Manage Your Assets and Tasks nunnn ai 16 TNT 16 Uploading A Picture nee een 17 NNN VIN 18 PEDER 19 NEPPE eee oe ee ee eee eee 20 Moving a Scheduled Date ie ea 21 Deleting a Scheduled Dale u unse Sa ee EE 22 PEN NTV 22 Stage 5 Review Your Planner siscsssssccisscissncseansewaseccadsnsvesnesbaewsnsesnescssudanseaswnnsbusiehdnwestentoesieulaewersecasesniestes 23 NNN 24 Introduction The PPM Planner in your Service Provider s Logbook describes all of the planned maintenance works and or scheduled
9. Fill in the spreadsheet as required As you click on each column you will see some guidance on what you need to enter v s LESI LEI la gu V 050 i ce Home Insert Page Layout Formulas Data Review View a Q oe al a h m CD Ta m amp Cut Calibri 1 AA Mr Er Wrap Text General v 2 1 7 Eon ER 2 RE sr PT a Copy i 8 Fin Paste B Z U i v EE ad Merge amp Center 9 0 0 Conditional Format Cell Insert Delete Format Sort amp Find amp GB Format Painter EA je GE bial mern Fh Formatting as Table Styles v r r 2 Clear v Filter Select Clipboard m Font f Alignment F Number F Styles Cells Editing A2 C fe Boiler1 v B E D E F G H I J K L M N 0 P EEE EEE Elfen 1 water BoilerMakeB BoilerModelB xvz 9876 5643 3 4 21 2 000 5 000 fhebackupboiler I A For hard services the name of the s week en ae Ey EE ee ES em Z sd GE EE EHEN EEE OE FE GE ee 3 ke EE cleaning 11 cn OE EEE ee es es es ee ee ee BE The column contents and controls are varied Some are free form text e g description location make model and some are forced as numeric e g Qty There are also some columns that are fixed form text or numeric with the content being selected from a drop down box Shown below is the selection of the Condition Code which must be a value of 1 6
10. Lists 2 Import Assets 3 Manage Assets 4 Planned Dates Je Vit Import From CSV 5 Year Planner Review 6 Submit For Approval Stage 2 Import Your Assets Tasks Note No assets are currently defined for Sutton Heritage House Locate the CSV file you ve created for the property Make sure you pick the CSV version and not the original Excel spreadsheet Then click Open to select it PN x gt Choose File to U J a A er M Computer System C elogbooks Notes Training and demo system PPM Upload templates Search templates Es Se T I SEE Pe a BE Organize v New folder A a Yr Favorites Name Date modified Type EU Desktop tah 1 Henry Square Append New Boiler 29 06 2012 09 19 Microsoft Excel Comma Separated Values File m Downloads EN 1 Henry Square 29 06 2012 11 38 Microsoft Excel Comma Separated Values File Recent Places en 1 Henry Square 29 06 2012 08 37 Microsoft Excel Worksheet EN Aberdeen 29 06 2012 08 59 Microsoft Excel Comma Separated Values File Libraries E elogs_asset_template NEW 29 06 2012 08 37 Microsoft Excel Worksheet E Documents i elogs_asset_template 29 06 2012 08 35 Microsoft Excel Comma Separated Values File a Music EL Sutton Heritage 29 06 2012 11 38 Microsoft Excel Comma Separated Values File bk Pictures Videos ME Computer d System C File name Sutton Heritage 13 The filename will ap
11. a A ae ies W Weekly F Fortnightly M Mo or B Bi Monthly Q Quarterly Registered Actioned Done Reviewed Overdue Missed PPM Job Move Request Other T Tri ally H Half Y y A Annually D AdHoc Re Reactive Job There is a key at the bottom of the planner to explain the meaning of the letters but they are fairly self explanatory W weekly F fortnightly M monthly Underneath each week column you will see a number showing how many jobs are tasks are allocated in that week If you hover over any of the date blocks it will show some summary information about the job or task Service Provider s Asset Management Customer London Grosvenor Gardens v Year 2012 v 1 Create Asset Lists 2 Import Assets 3 Manage Assets 4 Planned Dates 5 Year Planner Review 6 Submit For Approval a U Pai a DW Ore G Stage 5 Review the new Year Planner ID Description Jan Jul Aug Sep Oct Nov Dec Jan London Grosvenor Gardens 01 02 03 04 05 06 07 m 09 1011 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 m 49 50 51 m 01 840 Boiler 841 Boiler2 842 Monthly window cleaning E E 843 Weekly grass cutting KEY 7 A W Weekly ortn M Mo nthty B Bi Monthly Q Quarterly Registered Actioned Done Reviewed Overdue Missed PPM Job Move Request Other T Tri sity Hy Hall Yeusty ally D AdHo c Re Reactive Job You can if necessary go back to the 4 Plann
12. e 2012 12 31 Tuesday Copy From Asset No customer assets have had planned dates set up yet ia Generate Weekly Tue As we are already part way through the Generate Fortnightly Fri year we have set the start date to be kanin da Generate Adhoc from today 29 June and to run until Clear Planned Dates the end of the calendar year In this example we are generating a Generate Planned Dates start Date 2012 06 29 POON monthly job Guy mm i End Date 2012 12 31 EI Copy From Asset Ho customer assets have had planned dates set u P Yet It will automatically be scheduled into the Generate Weekly a gt last Friday of every month but as een Mon a Generate Monthly Last Friday of every month explained later this day can be changed if Generate Adhoc Every days required Clear Planned Dates And in this example we are taking Generate Planned Dates Start Date 9012 06 29 7 advantage of the useful Copy From Asset ds f hich al End Date 2012 12 31 eature which allows us to apply a CopyFromAsset Boileri schedule based on one that has already Generate Weekly Boiler been setup for another asset In this case Fi 7 Generate Monthly ET af aben manih we are creating a schedule based on the are Schein Generate Adhoc Every days one we previously set for boiler 1 Create Planned Dates Clear Planned Dates 19 Creating the Planned Dates Once you have set the scheduled date s
13. ed Dates tab and move some of the planned dates around and then come back to the planner to re preview 23 Stage 6 Submit For Approval When you are happy with your planner you can then submit it for approval This is done with the final tab labelled 6 Submit For Approva Customer Sutton Heritage House 1 Create Asset Lists MN g Please review the information below and ensure fo to submit it for approval clic youre You may enter a messa the approver in the text bi Once you re sure you An email notification will be sentto the site approver You may enter a message to the approver here Submit Changes for Sutton Heritage House Submit Changes for All Sites Summary For Sutton Heritage House e 3new assets e 159 new planned dates e 0 job move requests v Select 2 Import Assets 3 Manage Assets 4 Planned Dates 5 Year Planner Review 6 Submit For Approval Stage 6 Submit Planner for Approval happy with your planner ox below k the Submit Planner button m Submit Planner For Current Site Submit Planner For All Sites Summary of All Changes e 7 new assets 340 new planned dates e 0job move requests m These changes affect the following sites e Sutton Heritage House 1000005 e London Grosvenor Gardens 1000002 As you Can see at the bottom of the screen a summary is provided of the new assets and hat you have scheduled fo
14. et description would be emergency lights the location might be 1st floor and the Qty will be the number of lights Soft Services Value must be set as 1 Legcomp Hard Services If this task has a legal requirement select the appropriate value from the drop down box Soft Services Ignore can be left blank Make Hard Services The manufacturer s make model and serial number for the Model asset Serial No Soft Services Ignore can be left blank Hard Services The condition of the asset Select the value from the drop down box provided Values are 1 Un serviceable 2 Replacement required imminent 3 On Notice client has been advised 4 Ok 5 Good 6 New Soft Services Ignore can be left blank Hard and Soft Services The risk level for works Select the value from the drop down box provided 1 None 2 Low 3 Medium 4 High 5 Extreme Hard Services The estimated remaining lifespan of the asset in years Soft Services Ignore can be left blank Hard Services Budget Replacement Cost Labour only for the asset Soft Services Ignore can be left blank Hard Services Budget Replacement Cost Parts and Materials for the asset Soft Services Ignore can be left blank This is a free text field into which you can enter any additional description or notes for the asset or task FAQs Some of the headings don t apply to the task job what do I do No p
15. l take you to the Service Provider s Asset Management page Service Provider s Asset Management 1 5 vi ug Lists 2 ae Assets 3 Manage Assets 4 Planned Dates 5 Year Planner Review 6 Submit For Approval i sp Vie u ev V Stage 1 Create an Asset Import File Before you can create your PPM planner you will need to create an Asset Import File This will allow you to import all of your assets tasks in an excel spreadsheet format Floow the instructions below to create your own Asset Import File 1 Download the Asset Import Clicking on this link will allow you to download the Asset Import Template to your computer Template e Rename the file with the name of the site customer e g sitename xIs Create one file for each site you maintain Template A t List e Please refer to the PPM Upload Manual for more information 2 Download the User Manual For a full list of the legcomp types available click here e For a full list of the asset types available click here Download the Manual The Tabs Across the top of the page you ll see several tabs outlining the separate stages of the PPM Upload process Stage 1 Create Asset Lists On this tab you will download a template spreadsheet which you will use as the basis for your asset and task lists You will copy the template to create a separate spreadsheet for each property at which you do work Stage 2 Import Assets
16. manager responsible for each of the properties where the schedule needs to be approved Stage 1 Create Asset and Task Lists Downloading the Template The first step in the process is to download a template spreadsheet that you will use as the basis for creating your own asset and task lists Click on the Template Asset List button Service Provider s Asset Management 1 Create Asset Lists 2 Import Assets 4 gt A Bon PLN Before you can create your PPM planner you will need to create an Asset Import File This will allow you to import all of your assets tasks in an excel spreadsheet format Floow the instructions below to create your own Asset Import File 3 Manage Assets 4 Planned Dates 5 Year Planner Review 6 Submit For Approval Stage 1 Create an Asset Import File 1 Download the Asset Import e Clicking on this link will allow you to download the Asset Import Template to your computer Template e Rename the file with the name of the site customer e g sitename xIs Create one file for each site you maintain e Please refer to the PPM Upload Manual for more information Template Asset List pe m You will get a prompt like this Windows Internet Explorer What do you want to do with elogs_asset_template csv Size 299 bytes Type Microsoft Excel 2003 From code elogbooks co uk gt Save as Click SAVE AS and save the template spreadsheet to a location on your l
17. manual The Process Basic Overview The PPM upload and scheduling process which we will refer to generally in this manual as the PPM Upload process involves the following key stages e Create a separate asset and task list for each property at which you carry out hard and or soft services e Upload your asset and task list s to the client s Elogbook system and then create the schedule to describe when the maintenance and tasks will be carried out e Optionally tailor the schedule of work at one property to balance it against work you ve scheduled for the same day either at the same property or any of the other properties at which you do work for the client e Once you re happy with your schedules submit them to the FMs or building managers for their approval Accessing the Planned Work and Asset Manager On the Index page of your Service Provider s logbook on the left hand side you ll see a link labelled Planned Work and Asset Manager Service Providers Index UserName admin admin Overall PPM Planner Performance Reactive Jobs 0 9 Planned Maintenance Your Performance Status Access 11 Downing St 10 Downing St Rochdale Mitchell Hey Quotes Placeg 6 10 All Hallows Bedford Aberdeen 79 Rosemount Viaduct 1 Henry Square 221 227 Old Street S Notes Due 13 14 Great St Thomas Apostle Marc House 2 Updates Due Search User Data 1 Click on the link and it wil
18. n below Click on the blue up down arrow ae Filter Asset 834 Monthly window cleaning edit Generate Planned Dates Assets 4 Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon 832 Boiler1 7 Ja 833 Boiler 8 834 Monthly window cleaning 7 Feb 835 Weekly grass cutting 13 Mar Apr Jul 1 pa 27 Jul 2012 x Aug Monthly Xx All Planned This Site 2 Sep wi Oct i l 1 5 i z 2 z x z 6 7 18 19 20 2 2 2 u 2 7 and then hover over the date where you want to move to in our example it s the Tue before the scheduled Friday then click and the block will be moved to the new date Filter Asset 834 Monthly window cleaning edit Generate Planned Dates Assets 4 Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon 832 Boiler 7 Ja 833 Boiler2 8 834 Monthly window cleaning 7 s Feb 835 Weekly grass cutting 13 Mar Apr May Jul i i i i i 5 i i i i i G i i i 7 i u 7 na Tue 24 Jul 2012 2 7 2 29 31 y Oct l i i J gt i 2 m 6 7 e 19 X 2 2 2 ul 25 7 21 Deleting a Scheduled Date If you want to delete a scheduled date click on the date and then click on the red x delete icon Mar Apr May P 1 Ju E m Jul r 24 Jul 2012 x 5 5 7 g
19. o the Stage 3 Manage Your Assets Tasks screen Customer Sutton Heritage House v 1 Creste Asset Lists 2 Import Assets 3 Manage Assets EEE EE i v N 4 5 4 we Be BE wen Stage 3 Manage Your Assets Tasks Filter Asset 832 Boiler1 Assets 4 Description Boileri 2 Boileri Our ID 832 833 Boiler Asset Type Undefined Click To Change Type 834 Monthly window cleaning Quantity 1 835 Weekly grass cutting LegComp Fi LegComp Type None Selected v Location Kitchen Make Boiler Make A Model Boiler Model A Serial No Condition amp New hd Risk 5 Extreme z Remaining Lifespan 10 Budget Replacement Cost Labour r 2 400 Budget Replacement Cost Materials 4 000 Notes This is the main boiler U Asset Attach new image Camwee Add mage e On the left hand side of the screen you will see a list of the assets and tasks that you imported from your CSV file e On the right hand side of the screen you will see the details of the asset or task that you have highlighted in the list In this display you will see all of the data that was taken from your CSV file and there are also several new fields as well Changing the Data At this point you can change the data in any way you wish Simply edit the field s and click on the Update Asset button to update the asset or task s details Important Note Once you have imported the data from your CSV the data control and management of the assets and tasks is done enti
20. ocal hard disk Creating Your Own Spreadsheets Once you have the template spreadsheet saved on your local hard disk e Copy the template to create a new one Give it a name that reflects the property at which the asset and task list applies Repeat the process for each property so that you have a separate list for each of the client s properties at which you do work Filling In The Spreadsheet When you open your spreadsheet with Excel it will look like the one below and it will contain several illustrative examples of hard maintenance on boilers and soft tasks window cleaning and grass cutting You can delete these lines once you start entering your own data Page Layout Formulas Data Review View I u FE v B amp Cut Calibri vil A gt Sr Er Wrap Text General H 2 1 B 2 or nn ar 4 Ba Copy s2 Fill v Paste _ ru Ar FE FE B Merge a center 9 lt 9 0 Conditional Format Cell Insert Delete Format Sort amp Find amp GB Format Painter 24 F tE EM Mero 2 00 gt Formatting as Table Styles v r r 2 Clear v Filter Select Clipboard Font Alignment F Number m Styles Cells Editing G7 v fe v A B C D E F Boiler2 Basement 1 water BoilerMakeB BoilerModelB xvz 9876 5643 3 4 21 2 000 5 000 fhebackupboiler Weekly grass cutting Allthegrounds 1 pp pp Pa PP pp M a QO COG GO EEE EEEE EE 8 aus wn ik
21. pear in the Import From CSV box and you can then click the Upload CSV button to upload it Service Provider s Asset Management Customer RAADIL Eca v 1 u m et Lists 2 Import Assets 3 Manage Assets 4 Planned Dates 5 Year Planner Review 6 Submit For Approval v g Stage 2 Import Your Assets Tasks Import From CSV ee Browse Upload CSV Existing Assets For Customer 11 Downing t 3 Delete Description Location Qty Legcomp Notes Status The Asset Management screen will then be updated to look like the one below e Inred you will see the name of your CSV file that has been uploaded e Below the red message is a confirmation that no assets or tasks are currently defined for this property See the Adding New Assets and Tasks section for details on how to add additional assets and tasks to a property after an initial upload and import has been done e Atthe bottom you will see a list of the assets and tasks that were in your CSV file e Assuming all looks ok click the Apply Import button to action the import process Service Provider s Asset Management Customer Sutton Heritage House v 1 Create Asset Lists 2 Import Assets 3 Manage Assets 4 Planned Dates 5 Year Planner Review 6 Submit For Approval I D Bon v ov pr Ah Stage 2 Import Your Assets Tasks import From CSV m Please review your changes below Then click Apply Import to confirm Apply Import Cancel Upload Note No assets
22. r the property you are viewing in our example above that is Sutton Heritage House uploaded assets and prepared a schedule for other properties but have not yet submitted them for approval these will be shown in the Summary of all Changes planned dates t e If you have also section the current site The two large control buttons in the centre of the screen allow you to submit the planner for or for all sites Towards the top of the screen you will see a text box into which you can enter a message for the approver s When you submit the pl anner s for approval they will be sent to the approver s via email 24 25 Elogbooks Facilities Management Ltd Unit 30 Stephenson Road logbooks B St Ives Cambridgeshire V2012 01 PE27 3W J
23. rely within the Elogbooks system so any changes that you make in the Manage Your Assets screen will not be reflected back into your original CSV file 16 Uploading A Picture If you wish you can upload an image of an asset or task Below the Update Asset button you will see a section labelled Add New Image Attach new image Click on the Browse button to locate an image on your local hard drive then click on the Add Image button to add your image re vel LegComp Type None Selected v Location Kitchen Make Boiler Make A Model Boiler Model A Serial No Condition 5 New v Risk 5 Extreme hd Remaining Lifespan 10 Budget Replacement Cost Labour g 2 400 Budget Replacement Cost Materials 4 000 Notes This is the main boiler Attach new image CBmwse 12 48 29 06 2012 a P al 17 Stage 4 Setting Your Planned Dates When you have made your updates and changes to the asset and task definitions you are then ready to start planning out the dates that the actual work will take place and then creating the individual planned jobs that will be related to that work This is all done with the tab labelled 4 Planned Dates Service Provider s Asset Management Customer Sutton Heritage House v Year 2012 v 1 Create Asset Lists 2 1 mport Assets 3 Manage Assets 4 Planned Dates 5 Year Planner Review 6 Submit For Approval 4 y Ne en p 468 Stage 4
24. res Videos f Computer amp System C S CMS Public Sen v Ean File name 1 Henry Square Save as type CSV Comma delimited v Authors Phil Tags Addatag a Hide Folders e Click Save in the window above to save the new CSV file e Click Yes to the prompt below this will save the file in CSV format but remove all of the help features and drop down boxes that were part of the original template Micros Ec lee EE 1 Henry Square csv may contain features that are not compatible with CSV Comma delimited Do you want to keep the workbook in this format To keep this format which leaves out any incompatible features click Yes To preserve the features dick No Then save a copy in the latest Excel format To see what might be lost dick Help 11 Checking The CSV File Before you move onto the next step check the folder on your local hard drive to make sure that you have definitely created and saved a separate CSV version of your original asset and task spreadsheet z s Sa op v Computer gt System C elogbooks Notes Training and demo system gt PPM Upload templates v Search templates L Organize v x Open v Print E mail Burn New folder v D dr Favorites Name 5 Date modified Type Size EE Desktop 1 Henry Square Append New Boiler 29 06 2012 09 19 Microsoft Excel Comma Separated Values File 1 KB 8 Downloads E 1 Henry Sq 29 06 20
25. roblem just fill out what s applicable Can I put the assets tasks for more than one property on the same sheet No You must create a separate spreadsheet for each property To make the import process easier you should give each spreadsheet a name that reflects the property name so that it is easier to match up during the import process Can I add extra columns to the spreadsheet Yes you can but the data in those extra columns will be for your own information or documentation purposes and will NOT be imported into the Elogbooks system 10 Preparing The Spreadsheet For Import Note This step is very important and should be done carefully to ensure that the import process works correctly Once you have filled in your asset and task list for a property you are ready to upload it to the client s Elogbook system e Do a SAVE within Excel to make sure that you have saved a base copy of your spreadsheet e Then doa SAVE AS to save a separate copy of the file e Inthe SAVE AS window see below select CSV Comma Delimited as the Save As Type Zen ad oe OG nn G JOs PPM Upload templates v s Search templates Organize v New folder A Name Date modified Type Libraries G ey EL 1 Henry Square Append New Boiler 29 06 2012 09 19 Microsoft Excel C EG ocumen d EG EL Aberdeen 29 06 2012 08 59 Microsoft Excel C USIC ie elogs_asset_template 29 06 2012 08 35 Microsoft Excel C fe Pictu
26. tasks that you carry out at the client s property This work falls into 2 distinct categories as follows e Hard services M amp E maintenance of physical assets e g boilers lifts etc e Soft services General scheduled tasks e g cleaning window cleaning grass cutting etc When you are awarded a contract for a company that operates the Elogbook system and prior to the commencement of the actual contracted works you will be required to create and upload a list of the assets that you provide hard services for and a list of the tasks for which you do soft services This list of assets and tasks will then be uploaded to the Elogbooks system to form the basis of your PPM Planner The PPM planner is then used to create all of the individual jobs that go to make up the schedule and it is these jobs that are used to record and track the actual work being done whether that is an annual boiler maintenance task a monthly lift inspection or a weekly grass cut The process of creating the asset task list uploading it to Elogbooks and scheduling out all the works into the PPM Planner is achieved using the Planned Work and Asset Manager feature in your Service Provider s logbook and is fully described in this manual If you need general information on Planned Maintenance and the PPM Planner or if you need help accessing or using your Service Provider s Logbook see the separate Service Provider s Logbook
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