The World of Computer Software/World_Of_Computer_Software-02-385-Vol-1of3.iso/q/qt3.zip/GETTINGS.DOC

Text File | 1992-02-13 | 15KB | 421 lines

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B                         GETTING STARTED
B
D     EM/dBS uses 13 related databases to manage the Equipment
D     Maintenance system. These databases are as follows:
D
D     Work Order Databases
D
D     *  Work orders (WORKORD.DBF)
D
D     *  Work order Archive (WOARCH.DBF)
D
D     Equipment Databases
D
D     *  Equipment  (EQUIP.DBF)
D
D     *  Equipment PM Schedules (PMSCHED.DBF)
D
D     Parts Databases
D
D     *  Parts (PARTS.DBF)
D
D     *  Parts on Order, Parts Required (BPARTS.DBF)
D
D     *  Parts Transaction (PARTRANS.DBF)
D
D     Support Data
D
D     *  Employees (PERSON.DBF)
D
D     *  Manufacturer/Vendor (VEN.DBF)
D
D     *  Accounts/Department (TOTAL.DBF)
D
D     *  Equipment Class Codes (EQCLASS.DBF)
D
D     *  Service Codes (SERVCODE.DBF)
D
D     *  Preventive Maintenance Procedures (TASKPROC.DBF,
D        TASKPROC.DBT)
D
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B3.1  System Configuration
B
D     Prior to any data entry, the system should be configured to
D     take full advantage of your hardware and to establish
D     security passwords. Start EM/dBS by typing:
D
C               C:\> CD\EMS\DATA1 <Enter>
C
C               C:\EMS\DATA1> EMDBS <Enter>
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D     When the date is displayed, correct it if necessary, then
D     press <Enter> . Then choose the Support Data Main Menu -
D     Utilities Menu - Utilities Menu, Page 2 by typing "SUU". The
D     default Supervisor Password should be entered in all capital
D     letters as "SUPERPASS" <Enter>at the password prompt. You
D     may check your facility name and address by selecting the
D     "F" option. Type any corrections and use <PgDn> to exit.
D
B     3.1.1   Entering Passwords
B
D     Select the "S" option to view and modify the security
D     passwords. Make sure to remember the exact spelling of the
D     passwords entered including whether or not the letters are
D     in upper or lower case. It is vital to remember at least the
D     "supervisor access" password, since it permits future access
D     to the password screen. More details about passwords are
D     available in section 9.
D
D     Passwords will not be needed for the normal daily operation
D     of EM/dBS, but they will provide security for key data that
D     should not be available to everyone.
D
B     3.1.2   Selecting Printers
B
D     Check the printer configuration by selecting the "P" option.
D     Use the scroll bar (up and down arrow keys) to select the
D     printer type that you will be using. Note that most printers
D     provide Epson or HP Laser Jet compatibility. Then press
D     <Enter> to select the printer. After making the selection,
D     you will be prompted "Would you like to print a sample?".
D     Enter "Y" to make sure that the selected printer will work
D     correctly.
D
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B     3.1.3   Selecting Screen Colors
B
D     Your system will come with custom screen colors, but if you
D     would like to choose your own color combinations, select the
D     "D" option to customize them. This step is important if you
D     system does not use a color display.
D
D     Now you are ready to enter the support data.
D
B3.2  Establishing Initial Support Databases
B
D     Because many of the EM/dBS databases are related to each
D     other, it is important that the support databases be
D     established first, using the Support Data Main Menu options,
D     before entering equipment, or parts information, and before
D     using the EM/dBS program to generate work orders.
D
D     Each of the support databases has an ID field that is used
D     to find the correct information in the associated database
D     (e.g., the equipment ID, the employee ID, or the Service
D     Code). These ID fields should always be entered as upper
D     case letters (or numbers). The use of upper and lower case
D     can sometimes cause problems when searching for information
D     in a database. In most cases, your keystrokes will
D     automatically be converted to upper case as the ID fields
D     are input.
D
C     NOTE: This section provides an overview of the Support Data
C     databases. Please see Chapter 9 for more details before
C     starting data entry.
C
B     3.2.1   Employee Database
B
D     The Employee database maintains employee information.
D     Specific information is entered for employee last name,
D     first name, employee ID code, employee charge rate, and the
D     employee trade group, craft, or specialty. A password is
D     required to gain access to the employee data.
D
D     The employee ID code is the key used to locate employee
D     information in the Employee database. The EM/dBS program
D     makes use of pop-up windows showing the complete name of the
D     employee when closing work orders, so it is not necessary to
D     memorize the ID codes. ID codes should be set up for each
D     employee that performs maintenance. Two or more ID codes may
D     be assigned to each employee to identify different labor
D     rates (i.e., overtime rates). Additional codes may be set up
D     to document vendor hours and down time hours.
D
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B     3.2.2   Manufacturer/Vendor Database
B
D     The Manufacturer/Vendor database maintains the addresses,
D     phone numbers, account numbers, minimum orders, levels, and
D     contact personnel for each vendor and manufacturer with whom
D     you do business. Each entry can later be designated as a
D     vendor or manufacturer when working with the Parts and
D     Equipment databases. The five character Manufacturer/Vendor
D     ID codes should be assigned so that there is no duplication.
D     Since the EM/dBS program makes use of pop-up windows showing
D     the complete name of the manufacturer or vendor when
D     entering or displaying equipment or parts, it is not
D     necessary to memorize the ID codes.
D
B     3.2.3   Account/Department Database
B
D     Each item of equipment in the Equipment database can be
D     assigned to a department or account. These department
D     accounts are maintained in the Account/Department database.
D     An account number or identifier is assigned to each account
D     along with the account description. Summary information
D     concerning work order totals is also maintained in the
D     Account/ Department database. This summary information
D     includes year-to-date total hours, labor costs, parts costs,
D     vendor/contract costs, and the number of scheduled
D     preventative maintenance and unscheduled work orders for
D     each account.
D
D     Account numbers should be assigned to each piece of
D     equipment for the department or cost center that will be
D     charged for the maintenance of each item. A pop-up window
D     showing the entire account name for each account code is
D     available when entering account information in equipment or
D     work orders.
D
B     3.2.4   Equipment Class Codes Database
B
D     Equipment is grouped into equipment classifications. Each
D     type of equipment should be assigned a unique class
D     identification code. The classification code is used not
D     only to identify groups of equipment, but also to correlate
D     parts with their correct equipment end item. Pop-up windows
D     that show the associated equipment class description are
D     available for equipment class code selection in other  parts
D     of the EM/dBS system.
D
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D     You can devise any method of classification that suits you
D     needs. Since equipment classification codes can be used to
D     search for groups of equipment, you should carefully
D     consider how to structure the codes.
D
B     3.2.5   Service Code Database
B
D     The Service Code database lets the user define unique codes
D     to represent different types of service performed. Service
D     codes of up to three characters are assigned to completed
D     work orders to identify the type of service performed or the
D     purpose of the work order. Preventive maintenance would be
D     identified with the service code "PM". A repair work order
D     may be identified with the service code "RP". Users are able
D     to define service codes based on their own department needs
D     and reporting requirements. However, the EM/dBS does require
D     a "PM" to be used somewhere in the code to specify that a
D     scheduled work order was completed successfully.
D
D     Service codes are useful for review and reporting of work
D     completed. A basic coding system of ten or fewer codes is
D     recommended in most situations. Some suggested service codes
D     are provided with the program, but these may be modified for
D     your application.
D
B     3.2.6   PM Procedures Database
B
D     Preventative maintenance procedures are developed for each
D     kind of maintenance needed. Procedures are entered for each
D     equipment classification or equipment model. These
D     procedures may be general or very specific; the level of
D     detail is your choice. PM procedures are printed on the
D     lower portion of each scheduled work order.
D
D     After all of the PM Procedures have been set up (Support
D     Data Main Menu - "PM Procedures" option), the procedures can
D     be assigned to individual equipment maintenance schedules
D     (Equipment Main Menu - "Add New Equipment" option). It is
D     not necessary to create a PM Procedure for each piece of
D     equipment, since the same PM Procedure can be assigned to as
D     many individual equipment schedules as desired. The method
D     for setting up equipment maintenance schedules is described
D     in more detail in sections 7.2 and 9.6.
D
D     Up to thirty PM procedures can be assigned to the schedule
D     of each equipment item. The format of each procedure is
D     highly flexible and can be used to develop preventative
D     maintenance requirements specific to just one piece of
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D     equipment or general enough to be assigned to a
D     classification grouping.
D
D     Pop-up windows eliminate the need to memorize the exact
D     procedure names when assigning PM procedures to equipment
D     maintenance schedules.
D
D     Unscheduled work orders will also have a PM Procedure
D     printed on the lower portion of the work order when there is
D     a PM Procedure with the same name as the Equipment Class
D     Code for that piece of equipment. Although most unscheduled
D     work orders have varying work requirements, it is often
D     desired to print some general information about the
D     equipment on the work order, which can be handled with this
D     type of PM Procedure.
D
B3.3  Establishing the Equipment Database
B
D
C     NOTE: This section provides an overview of the equipment
C     addition process. Please see Chapter 7 for more
C     information on equipment and PM schedules before starting
C     data entry.
C
D     The Equipment database contains important information about
D     each individual piece of equipment, including account,
D     location, manufacturer, vendor, contract, warranty, model,
D     serial number, description, classification, and cost
D     information. In addition, every piece of equipment may have
D     one or more PM schedules that determine the scheduled
D     maintenance intervals.
D
D     The equipment database is accessed from the Equipment Main
D     Menu and will utilize each of the above related databases
D     found in the Support Data Main Menu. If these databases are
D     not established first, adding equipment to the equipment
D     database will be much more time consuming.
D
D     To ease initial data entry, you should add all pieces of
D     equipment in a particular equipment classification together,
D     since most of the data entry information will be retained
D     for each successive piece of equipment as it is added. If
D     the equipment item is the same, you will not have to retype
D     repetitive information such as model, manufacturer,
D     equipment class, purchase date, equipment cost, etc., unless
D     it changes. Also, PM scheduling information can be copied
D     from existing equipment items.
D
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B3.4  Establishing the Parts Database
B
D
C     NOTE: Please see Chapter 8 for more information on parts
C     before starting data entry.
C
D     The parts database contains information about each
D     individual part in inventory, including cost, stock
D     quantity, location, description, maximum and minimum stock
D     levels, manufacturer, vendor, usage and cost statistics, and
D     miscellaneous notes.
D
D     The Parts database is related to the above support
D     databases. If these databases are not established first, you
D     will not be able to enter parts information as quickly.
D
D     The best method of adding parts is to group the parts by
D     vendor and equipment classification. If this information is
D     the same, you will save valuable time by not having to
D     retype repetitive information.
D
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