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PM System Documentation Copyright 1992-3 by Frank Murray 1. Overview PM System is distributed as a stand alone executable program with supporting files. No other software is needed to operate the program other than a compatible version of DOS. PM System will run in windows as a DOS application by following windows procedures. PM System runs in background or foreground depending on the windows setup. Preventive maintenance is something most facility managers talk about doing someday, but somehow never get to doing it. PM System is meant to make that process easy. This is a system where basic equipment data is gathered and assigned maintenance tasks to do throughout the year. Work orders are generated. Work completed and data is then input. A maintenance history for equipment is kept and available for reference as needed. The system was designed and programmed by an engineer in the maintenance field for over 20 years. Simplicity, accuracy and minimum amount of keyboard entry were desired. Reports need to be meaningful but not cluttered with too much data. The system needed to be easily managed and learned. Hopefully, you will find this to be true. 2. System Requirements A. Available Memory of 512 or more B. Hard drive is strongly recommended but, will work on a floppy with over 600 Kbytes available. Floppies are much slower and may run out of storage space as data files are added. C. Printer which is IBM/Epson compatible. Standard and laser printers work well with default values. No special printer setup is normally required. The printing menu provides more detail. 3. Installation A. The distribution disks should be copied and the original stored in a safe place. Refer to your DOS manual for copying procedure. Some versions are in a ZIP format. These should be unzipped to a floppy or to a hard drive directory. B. The backup copy should be labeled and inserted in the default drive. If loaded to a hard drive, set default to the drive and directory files have been put in. C. A file .BAT will be copied to your root directory. This file is used to make start up of the program easier, particularly if more than one installation is made (multi-location version). Two directories will also be created, one for system and location files, the second for common task and documentation files. Default directories are suggested but can be chosen during installation See operation for more detail. D. Typing INSTALL will give on screen information about the installation procedure. The install program will verify available space and drives. You can substitute for default drives and directories if desired. The program will check for existing files and caution you before overwriting them. Be particularly cautious if overwriting files with a .DBF extension if you have previously added data to PM System. E. Updates - a easy to follow update program may be included on any update disk (3.5 or 5 1/4). It is suggested to backup your hard disk data before beginning any update. Place the update disk the default drive and type UPDATE <enter> key. Additional help will be provided during update process. Do not use an update command unless special circumstances indicate an update to the program is needed. F. Caution should be used before reinstalling PM System program over a previously installed location. This will write over equipment, task and history data files. PM System asks you to verify before writing over existing files. 4. Backup It is suggested that a method of backup of data files be established to prevent a total loss of information in the event of disk failure, power failure, virus or other form of bad luck comes your way. Refer to your DOS manual or other software program to establish a backup method. 5. Tasks Standard tasks are provided for some typical pieces of equipment, however, manufacturers recommendations should be followed as the main source of preventive maintenance tasks. It is also important to include safety notes and/or warnings as part of the tasks. The task listing is a separate subdirectory and is common to all the PM System separate building programs and subdirectories. Changing a task in one program will change it for all programs. A task locator is included in the utility and setup sub menu. At times it may be desirable to modify a task for a particular equipment. This function will search the equipment file for any other use of that task number. 6. Operation A. Use PM System, once the system is booted up, by changing to directory C:\ Then Type PM1 press ENTER key. PM System will load the default installation of PM1. If any other than default settings were used you can start the program by changing to the root directory of the drive PM System was installated to. Then type the name of the directory selected for installation. A batch file was created with the same name and placed in the root directory of the drive selected. For example if you installed to D drive and directory TOWERS select drive D by typing D: <enter> key then type TOWERS <enter> key B. Alternate to paragraph A. above. If the batch file in the root directory is not used for startup change to the directory of installation and type PM <enter> key. PM System will load and the main menu will be on the screen. (To change directory Type CD\PM1 at the C:\> prompt See your DOS manual for more detail) C. Task file location is remembered by the system memory variables set during installation. They should not be moved or the system files will not function correctly. The same task and documentation files can and should be used if more than one system setup is used (multi-location site license). D. ESC key is used throughout to escape from the procedure in effect at the time. Pressing ESC key will usually return you to the previous menu after a screen message. E. Select desired item by moving Lighted Menu Bar using Up arrow key previous lighted bar Down arrow key next lighted bar Home key start of lighted bar End key end of lighted bar Press Return key when lighted bar is on your choice F. Input screens use the following keys for Cursor Movement Up arrow key previous highlighted item Down arrow key next highlighted item Left arrow cursor moves left Right arrow cursor moves right Home key start of highlighted items End key end of highlighted items Return (or Enter) will move to next item Backspace erases one space to left PgDn & PgUp key save page and continue Some items will only accept input which is valid or meaningful to the category. Dates must be valid dates. Only numbers can be input in certain areas, likewise with letters in other areas. Incorrect entries will beep and stay on that item till correctly entered. Entries are not required in all items and the return key on a blank entry will move to the next item. Pressing return key on last item of screen will go to next screen. Upper or lower case letters can be used. Printed data will be printed as it was input, so it is best to be consistent for proper grammar and appearance when entering information. Capitals for proper names, etc. and the rest lower case is suggested. The second best option is all capitals. PM System starts up with capital lock key to upper case. Press Caps Lock key once to shift to lower case. 7. Input Work Order Completion This menu selection is used to input data on completed, skipped, partially completed, or unscheduled work on a piece of listed equipment. The equipment number and job number must be entered. The date of the work completion, mechanic's initials or number, time in hours and status should be input. Skipped or partially completed tasks should have a date entered on the input. If no date is entered it will not appear on the completed report and will show up on the backlog report. Hours and tasks done will be totaled on completed reports. If a scheduled work order is not input it will appear on the backlog report when printed. The comment section allows for notes on the work done and becomes part of the equipment history. The comments are also used for an explanation of why the work may not have been done or only partially completed. Unscheduled work may be included in the equipment history by entering the equipment number and the job # of "UN". Unscheduled work order input will ask for a trace #, this is printed on the previously printed unscheduled work order. It is important to enter the trace # if possible. Entering the trace # will clear the work order from the backlog report of unscheduled work orders and bring line 1 of the work order into the comment section of the input screen. This information can be edited and will then be stored in the equipment history file. Comments appropriate to the work done should be made. Unscheduled work which did not have a unscheduled work order printed does not need a trace #. The default of 0 should be inserted. To minimize keystroke entry, default entries show on the input screen. It is only necessary to input information that is to be changed by moving the cursor to the item to be changed. The latest screen will appear for the next input screen. This should help reduce input time for repetitive data entry. When no more entries are to be made enter "N" in the screen highlighted area. Input data is processed after all data is entered. Equipment numbers, jobs and other data are checked for accuracy then processed and stored to the history files. This process will take several minutes depending on the size of the history files and the amount of data to process. The speed of the computer will also have a big impact. The screen will show the equipment number being processed. Instructions indicate that the printer must be ready before proceeding. Any input data that does not match correctly will be rejected and sent to the printer. Processing of all good data will continue. Rejected data should be checked for most likely typographical input errors. i.e. wrong equipment #'s, wrong or no job # for that equipment #, etc. Verify data and input again later. 8. Report Printing Menu The lighted bar is used to select the choices or to return to the previous menu. This submenu is used to select the report which is to be printed. The reports may ask for additional information and will ask you to make sure the printer is ready. Printing is intended to work on most all printers. Fancy or special fonts have been purposely avoided. Printer output is designed for 80 characters wide with 10 characters per inch to be printed on 8 1/2 inch wide paper. Page length is intended for 11 inch paper with 6 rows per inch. These are the default values for most printers. This has worked well on dot matrix and laser printers. Ideally, you should not have to make any special printer setup. This may not always be the case. For best printing results set your printer to these values and make any adjustments from there, as needed. All reports (except monthly work order printing) will print approximately 60 lines of print per page and print the page number on the bottom of the page. Many reports keep several lines of information linked together and will skip to the next page "early" to keep continuity of material. An adjustment for lines per page can be made in the Utility and Set Up Building Menu in the Setup Building Data selection. The Lines per page default is 66 lines. This can be changes to suit your needs. Should you eject blank pages or print a page with just a page number on top reduce the lines per page appropriately. This setting will be saved and should not need to be changed once it is correct. Normally, this setting will not be larger than the printer default settings. This setting will not affect Monthly Work Order Printing but will affect all other printing including the Individual Work Order Printing. Monthly work order printing differs slightly from all other reports printed in PM System. These work orders are printed two to a 8 1/2 by 11 inch page (historically suitable to tradesman use). 8 1/2 by 5 1/2 inch traction feed carbonless paper is also readily available and is well suited to printing work orders. Full size (letter) pages can be cut in the middle if desired. Dot matrix and other standard printers will set the paper perforation just at the top of the printhead. Laser and inkjet single page printers usually set default top and bottom margins of 1/2 inch leaving 60 lines of print per page. The laser or inkjet printer may need to be adjusted on the printer to get a well balanced work order printing. Adjustments should be made, as needed, to the printer default settings or controls for the page length. A. Monthly PM Schedule This report prints the selected month's preventive maintenance tasks for all equipment due for service during the month. Equipment is listed numerically with the task details printed below. This list can readily be used to track work order assignments to mechanics, and for scheduling and follow up during the month. This is often used by supervisors to track assignment of work orders to mechanics. B. Annual PM schedule This report prints the entire calendar years preventive maintenance tasks for all equipment due for service during the year. Equipment is listed numerically with the task details below. This is often used as a presentation of planned activity and also used to evaluate maintenance activity throughout the year. It is a handy reference during the year and used to evaluate adequacy of task assignment. C. Task Description List Printed This list is essential as reference when entering new equipment data. This is used to select the proper task numbers when planning the preventive maintenance tasks. Basic tasks are provided but custom or special tasks can be added easily (see Task Descriptions Add or Change). D. Backlog Work Order Report A submenu provides for a choice of scheduled or unscheduled backlog reports. The scheduled backlog report compares the current years planned preventive maintenance schedule to the history file. It will print out tasks which have not been completed, skipped or partially done. Input calls for a year, a starting month and a ending month for the report. The current year, the first month and current month are the default elements to look at a backlog for the current year to date. The program will compare other years and months but will compare to the current maintenance schedule. Past years backlog may, therefore, be misleading if changes were made to the task schedule. The backlog report creates a temporary file (histemp.dbf) and index to speed up the backlog search process. These files will be erased at completion of the report. The screen reports some data about equipment number being processed, the approximate percentage done, and the number of items in the temporary file. When the report is complete some poorly arranged musical notes will alert the user to completion. Note: If a new piece of equipment is added at a later date a backlog report will show as not done. This may also occur if the system is started at a time other than January. To over come this either enter the tasks as skipped or do not add task assignments for earlier than the current month and revise the next year. The unscheduled backlog report tracks unscheduled work orders which were printed in the individual work order printing section of the print menu. These work orders are assigned a trace # which is used to link it back to a unscheduled work order file. Upon input of data with the trace # it will clear the work order file and include the data in the appropriate equipment history file. The unscheduled backlog report will print a list of unscheduled work order information (between the dates indicated) which has not yet been input to the system. E. Work Order Printing - Month This selection will print work orders for equipment which have tasks scheduled for the selected month. Work orders are printed on 1/2 of the standard (8 1/2 X 11) sheet of paper, two work orders to a page. Default settings on your printer need to be checked if problems are encountered printing work orders. In addition to providing tasks descriptions, locations etc. work orders have space provided for recording the date completed, job status, mechanic initials, time spent (hours), performing the work and space to record any notes to enter into the equipment history. This information is then entered into the Input Work Order Completion menu item. F. Completed Work Order Report This choice will print a report for all pieces of equipment and will list all jobs done and the task numbers only. This report will include work done between the two dates entered after selecting this menu choice. A summary of the tasks done, total hours of work and average time per job are provided. G. Single Unit History Report This choice will print a report for one piece of equipment and will list all jobs done and the task numbers only. The equipment number is entered as input along with starting and ending dates. The report will include completed, skipped, partially done and unscheduled work orders. A summary of the tasks done, total hours of work and average time per job are provided. H. Individual Unit Work Order This selection will go to a lighted bar submenu giving the choices of duplicate of scheduled work order or a unscheduled work order for printing. These work orders are printed one to a page. Duplicate will request equipment number and the month for the work order. This is mainly for replacing a lost work order without having to reprint an entire months work orders. Unscheduled will request equipment number and provide three lines for the work to be done to that equipment. All three lines are printed on the work order but only line 1 is saved in the unscheduled work order file. Put the most critical information on this line. A trace # is assigned to each unscheduled work order. It is suggested to assign an equipment number (9999 is used most often) or numbers for general items not assigned regular scheduled maintenance. This will provide tracking for work done to other items and areas. Unscheduled work order completion should be input in the regular method using the trace # if given one. Unscheduled work orders are monitored for completion with the backlog report for unscheduled work orders. I. Equipment Listing Report This report provides a brief list of all equipment in the PM System inventory. It is printed chronologically with the equipment number first, followed by name, manufacturer, model, serial number, location, type of unit and lastly voltage. This list is useful for locating a unit by number or name. 9. Equipment Add Change Delete Equipment information is entered, changed and deleted from this selection. The basic layout and input information can be printed by bringing up the Add screen and while holding the Shift Key down press the PrtSc key. On most printers this will print whatever is on the screen, there may be variations in the output. The format shown below can also be photocopied. Data entered into the equipment input form is as below Equipment number ____ Equip Name _________________________ Type __________ Manufacturer ____________________ Model __________ Serial _______________ Volts___ Location__________________________________________________ Other Information____________________________________________________________ ____________________________________________________________ ____________________ Preventive Maintenance Task Assignments January February March April May June Task 1 ___ ___ ___ ___ ___ ___ Task 2 ___ ___ ___ ___ ___ ___ July August September October November December Task 1 ___ ___ ___ ___ ___ ___ Task 2 ___ ___ ___ ___ ___ ___ The title is equipment. However, the system can be used as a reminder or ticker system for almost anything. The equipment could be a contract to be negotiated 90 days before renewal. A task could be created to supplement the information. It could also be a birthday or anniversary reminder. The lighted bar menu is used to select the choices or to return to the previous menu. A. Add is used to put a new piece of equipment into the system. Equipment numbers are selected by the user usually according to a number assignment plan, however this is not necessary. Equipment numbers are 4 digit numbers. It is suggested to use all 4 digits for equipment numbers to avoid confusion with leading and trailing blank spaces. It is best to have the data for input ready before starting. However, missing or incorrect data can be changed by using the change menu item. The equipment data is self explanatory for the most part. The "Other Information" line is used for general notes which will be useful to the mechanic doing the work. The task assignment is made last. Each month has two entry possibilities for tasks. Both can be used, only one or neither. It is only necessary to enter 3 digit task number in the appropriate lighted box. The system will accept task numbers which do not yet have tasks assigned to them. See tasks for information on standard tasks and on user make tasks. B. Change is used to change or check the equipment data of an existing piece of equipment. You need only enter the 4 digit number and the program will locate the data for you if it exists. Change any data, except equipment #, by cursoring to it and typing over it. Press PgDn to save the changes as shown. C. Delete will ask for the equipment number of the equipment to delete. When found the data will be shown for verification. You will then confirm the decision to delete. 10. Task Descriptions Add or Change The lighted bar menu is used to select the choices or to return to the previous menu. Special or custom tasks can be made as the need arises. A. Add is used to put a new task into the system. Task numbers are selected by the user according to a number assignment plan shown below. Task numbers are 3 digit numbers. It is best to use all 3 for task numbers to avoid confusion with leading and trailing blank spaces. It is best to have the information ready before starting. However, data can be changed by using the change menu item. Standard tasks, suitable for many pieces of equipment are provided as part of the basic program. Special needs and/or equipment necessitate use of special or custom tasks. In adding new tasks the following conventions should be observed to make any updates easier. Users should use the last (right) digit of 5 or higher combine with the appropriate first two digits. Task Coding Categories Task Coding Subcategories 1XX - Air Conditioning/Ref X0X Frequent (monthly) 2XX - Air Handling units X1X Frequent (monthly) 3XX - Heat Pumps X2X Frequent (monthly) 4XX - Pumps & plumbing X3X Quarterly 5XX - Electrical X5X Semi Annual 6XX - Mechanical X7X Annual 7XX - Engines & Vehicles 8XX - Specialties 9XX - Misc 0XX - Reserved B. Change is used to change or check the task details. a existing piece of equipment. You need only enter the 3 digit number and the program will locate the data for you if it exists. Change any detail, except task #, by cursoring to it and typing over it. Press PgDn to save the changes as shown. C. Delete is not a menu option. Either do not use the task or write over it to change it to be a more meaningful task. It is suggested to keep all tasks and create more or special ones as needed, following the above numbering system. 11. View Equipment History This selection will show on the screen the work completed for a selected equipment number between the dates selected. The completed task numbers, dates done, mechanic and any comments put in the history will be displayed on the screen. Each completed work order will scroll on the screen about every 10 to 15 seconds. If you wish faster display press the <ENTER> key after each item. You may print an identical copy from the print menu. If you wish just a copy of the screen display, most computers (if printer is on) will print a copy by pressing the <SHIFT> key and the <PrtSc> at the same time. 12. Scroll Equipment List This entry will scroll on the screen the list of equipment which is in the equipment database. It will list in numerical or alphabetical order (sub menu choice) with the name first, then equipment number, type and location. This will continue through the entire list and return to the previous menu. It is not possible to go backwards. A new item will appear every second and will scroll up the screen. Pressing the <RETURN> key will make the screen scroll faster. Pressing the <Esc> key will exit from the process. Pressing <Ctrl> and <S> keys at the same time will stop the screen from scrolling until any key is pressed. Most computers (if printer is on) will print a copy of the screen by pressing the <SHIFT> key and the <PrtSc> at the same time. 13. Utility and Setup Building Menu This submenu is used to reindex files that may have been corrupted, change building data which shows on report headings, print PM System documentation and to select colors for screen displays on color monitors. A. Fix Database Index Files Index files are used to keep database information organized and to find items promptly. Index files can occasionally get scrambled. This may happen if the computer is shut off improperly, a power failure, improper program shutdown or possibly an undiscovered "bug" in the program. It should not be necessary to use this feature unless the program appears to be having problem finding data. It will not harm anything if done unnecessarily. It will take a few minutes depending on file size. B. Setup Building Data This menu item is used to enter the name and other data on the building which will be assigned to this PM System. Some of the information will be printed as part of the heading on various reports. This should performed before printing, but may be changed at any later date. Task and document file installation is also displayed in the setup data screen. Printing page length setting is made in this menu. Normally the default value of 66 lines per page (letter size 11" paper - six lines per inch) works best. See printing menu section for more detail on adjustment of this. The lines should not normally be larger than the printer default setting. C. Print PM System Documentation These documents are printed when this menu item is selected. A description of the items is provided along with other useful information about use of the system. D. Color Selections for Screen Selections are made for the colors to display on a color monitor by using numbered selections. A different number is used for foreground (lettering) and background. A second color combination is used for highlight areas such as menu light bars and data input areas. Note: if the same code number is entered for foreground and background the screen will not show properly. Normally a monochrome screen will not be affected by the color settings. Occasionally, a monochrome screen with a color video driver card may cause the screen to appear incomplete. Should this occur and you cannot reset the color settings you will need to copy (refer to your DOS manual) COLORS.MEM from your distribution disk to C:\PM1 or other directory you use PM System on. E. Locate History Record to Delete This utility function is intended to be used to delete equipment history entries made in error or a duplicate entry. You must know the equipment number and the date of completion to locate the record to delete. When found, the screen will show the entire record entry. You will be asked to verify that this is the entry you wish to delete. In the case of duplicate or more entries the first entry should respond (N) then (Y) to the second and later entries you wish to delete. The record number of the database history file also shows on the screen. This is to assist in identifying duplicates. Duplicate records will not have the same record number. Observe these closely since the screen updates quickly with duplicates. The process will continue if more deletions are desired for other equipment numbers. When you return to the previous menu on completion the screen will show the prior number of records, pack the history file then show the remaining number of records. The difference is the number deleted. The equipment history should be checked for accuracy after record deletion. Packing and reindexing will take time depending on the file size. F. Task # used in what Equipment This feature is to find what other equipment uses a particular task. Periodically it will be necessary to change or modify a particular task for a piece of equipment. Since a task may be used for many pieces of equipment the change may not be appropriate for all. This feature will scroll on the monitor any equipment using that task number. After verification the task can be modified or a new task added if the changes are not proper for all equipment using that task. Pressing the <Enter> key during the search process will speed up the process. Pressing <Ctrl> + S keys at he same time will stop the screen. Press any key to resume. Pressing <Shift) + <Prt Scr> at the same time sends the current display on the screen to the printer if it is on line. G. Return to Main Menu This will return you to the main selection menu. 14. QUIT Program and Return to DOS Quit menu selection will close all open files and orderly shut down the program and return you to the DOS prompt in the current directory. It is best to end the session by this quit procedure. Other methods can corrupt an open file and cause a loss of data. The End For additional information contact: Murray Enterprise Suite 305 1101 Seafarer Circle Jupiter, Fl. 33477-9066