home
***
CD-ROM
|
disk
|
FTP
|
other
***
search
/
The World of Computer Software
/
World_Of_Computer_Software-02-385-Vol-1of3.iso
/
q
/
qt3.zip
/
USINGTHE.DOC
< prev
next >
Wrap
Text File
|
1992-02-13
|
20KB
|
481 lines
H
H
H EM/dBS
H Equipment Maintenance dataBase System
H
H
H
B USING THE EM/DBS SYSTEM
B
D The following schedule is recommended to maximize the
D consistency and accuracy of the EM/dBS Equipment Maintenance
D databases.
D
B4.1 Each Day
B
D (1) Backup data.
D
C NOTE: Changed data should be backed up daily. Failure to do
C so will inevitably result in lost data, lost time, and
C perhaps irrecoverable information. The expense in time and
C storage media for backing up data files frequently is far
C less than the costs of trying to recover or reenter lost
C data.
C
D Please refer to the Chapter 5, "Why Backup Data
D Files?", for more information about backing up data
D files in the DATA1 subdirectory. In order to protect
D other information on your hard disk, we recommend use
D of a tape backup system that will quickly backup your
D entire hard disk on a regular basis.
D
D (2) Close completed work orders (Work Order Main Menu -
D "Close Work Orders" option).
D
D (3) Document all unscheduled work by opening and closing
D work orders to document time and material information
D (Work Order Main Menu - "Open Unscheduled Work Order"
D option).
D
B4.2 Weekly
B
D (1) Instead of the daily backup, use the appropriate weekly
D backup disk set and make a full backup of your
D \EMS\DATA1 directory.
D
D (2) Print an updated Pending Work Order list (Work Order
D Main Menu - Reports Menu - "List Work Orders, Print
D Report" option). Use the various pending work order
D reports to review the department status of pending work
D orders.
D
D (3) Print an updated Completed Work Order list (Work Order
D Main Menu - Reports Menu - "List Work Orders, Print
D Report" option). Choose the sort options that best meet
D your facility's needs.
D
H
H
HVersion 3.50 4-1 4/91
P4-1
H
H
H EM/dBS
H Equipment Maintenance dataBase System
H
H
H
D (4) Display or print the Parts Requirement list (Parts Main
D Menu - Reports Menu - "Parts Required List" option).
D
D (5) Order parts as indicated on the Parts Requirement list
D (Parts Main Menu - "Print New Vendor Order" option).
D
D (6) Display or print the Parts on Order list (Parts Menu -
D Report Menu - "Parts on Order List" option).
D
B4.3 Monthly
B
D The following recommended sequence should take place on the
D first work day of each new month to assure the proper
D transfer and closing of the previous month's data and the
D printing of management reports.
D
D (1) Instead of the daily or weekly backup, use the
D appropriate monthly backup disk set and make a full
D backup of your \EMS\DATA1 directory.
D
D (2) The "Transfer Completed Work Orders To Archive File"
D option will remove old work orders from the active work
D order file and move them to a history file. You should
D use this option when a large number of work orders have
D been closed since the last transfer, and if the program
D seems to be slowing down when retrieving work order
D information from the Work Order database (Work Order
D Main Menu - Utilities Menu). This is not required as a
D monthly function.
D
C NOTE: The information from the original work order is
C condensed when transferred to the archive file. The required
C service, reference id, required by, priority, work order
C date, and work order type information will no longer be
C available for the work orders transferred.
C
D Completed work orders can only be transferred to
D archive if they have been included in a previous End of
D Month Work Order Summary by Account report. Further,
D only work orders that were completed more than 60 days
D before the beginning of the current month may be
D transferred to archive.
D
D (3) If hard disk storage space is limited, transfer archived
D work orders to floppy diskettes (Work Order Main Menu -
D Utilities Menu).
D
H
H
H
H
HVersion 3.50 4-2 4/91
P4-2
H
H
H EM/dBS
H Equipment Maintenance dataBase System
H
H
H
D Archived work orders on floppy diskettes are not usable
D by the EM/dBS Equipment Maintenance program. Use dBASE
D to obtain reports from archived floppy disk files.
D
D (4) Print a completed work order listing for the previous
D month (Work Order Main Menu - Reports Menu - "List Work
D Orders, Print Report" option). The default dates should
D be for the entire previous month.
D
C NOTE: Review this report closely for possible errors that
C should be corrected. If any are found, make any required
C corrections to specific work orders (Work Order Main Menu -
C "Edit Work Order" option).
C
C NOTE: The EM/dBS system allows work orders to be deleted
C before they are updated to the history files. Utilization of
C this feature is strongly discouraged since it makes it
C difficult to keep an accurate history of the work orders
C produced. It is much better to close the work orders with a
C special service code which stands for "canceled", and to use
C zero hours for the total fields. The latter method will
C produce a better audit trail for documentation of work.
C
D Additional reports of completed work order activity may
D also now be printed and distributed for management
D review. Reports may be printed by Account/Department,
D Employee, Equipment Class, Specialty, or Service Code.
D
D (5) Purge any work orders that were marked for deletion from
D step 1 above, from the work order database (Work Order
D Main Menu - Utilities Menu - "Remove Deleted Work
D Orders from Database" option). This step should be done
D before transferring completed work orders to archive
D files or printing the End of Month Work Order Summary
D Report by Account.
D
D (6) Print the End of Month Work Order Summary by Account
D (Work Order Main Menu - Scheduling Work Menu - "End of
D Month Processing and Summary Report" option). This
D report may be printed as often as desired to show the
D completed work order activity for the prior month for
D each account. The report shows the total labor hours
D and costs, plus parts and vendor costs from the
D completed work orders for the entire previous month and
D for the year-to-date totals through the previous month.
D There is also a breakdown of costs by service code for
D each account summary and a listing of completed work
D orders that may not have been previously reported. An
H
H
H
HVersion 3.50 4-3 4/91
P4-3
H
H
H EM/dBS
H Equipment Maintenance dataBase System
H
H
H
D executive summary report summarizes completed work
D order activity for the prior month for all accounts.
D
C NOTE: This report must be printed to update the
C Account/Department work history information (Support Data
C Main Menu - "Account/Department" option).
C
D
C NOTE: This report must also be printed before completed work
C order history can be transferred from the active Work Order
C database to the Work Order Archive file on the hard disk.
C
D
C NOTE: Once this report has been run, work orders in the
C report period should not be edited or the posted totals may
C be incorrect.
C
D (7) If you wish to preview the work orders that will be
D generated for the next period, you may run one of the
D Future Manpower Estimate reports (Work Order Main Menu
D - Scheduling Work Menu - "Future Manpower Estimates"
D option). This will allow you to make any special
D adjustments to the schedules before the work orders are
D actually opened, however this step is normally not
D required.
D
D (8) Open a New Period Work Order Schedule to create
D scheduled work orders for any equipment that requires
D preventative maintenance service during the next
D maintenance period (Work Order Main Menu - Scheduling
D Work Menu - "Open New Period Work Order Schedule"
D option). These new work orders can then be displayed or
D printed as pending work orders.
D
D When the "Open New Period Schedule" option is selected,
D you will be prompted to enter the last (or ending) date
D of the period you wish to open. The default value is
D the end of the new month.
D
D The last date of the previous period that work orders
D were opened will also be displayed on the screen. This
D date is just a reference to remind you of the last open
D date. However, the first time you use EM/dBS (or the
D first time you convert to version 3.50), the date
D displayed may not accurately represent the last date of
D the previous period. This should not be a problem
D unless the date is a very old date, or for some reason
D a date in the distant future. This date will normally
H
H
H
HVersion 3.50 4-4 4/91
P4-4
H
H
H EM/dBS
H Equipment Maintenance dataBase System
H
H
H
D be used by the program to prevent you from accidentally
D opening too many work orders at one time. Generally,
D all work orders scheduled between the last open date
D and the date entered for the end of the current period
D will be opened when the "Open New Period Schedule"
D option is selected. Disk space will be estimated, and a
D warning will be displayed if there will not be enough
D space to open all of the required work orders. An
D estimate of the number of work orders to be opened will
D be displayed. If more work orders than expected will be
D created, you will be allowed to exit the procedure at
D this point, before opening any work orders.
D
D The "Open New Period Work Order Schedule" option works
D differently for equipment with fixed and floating
D schedules (see Section 7.2, for more details on fixed
D and floating schedules). Since the software can
D calculate when all maintenance for fixed schedules will
D be due, the "Open New Period Work Order Schedule"
D option can open all work orders required in the opening
D period. If the opening date entered is for a period of
D one month since the last time work orders were opened,
D four work orders will be opened for an equipment item
D with a weekly fixed schedule (one work order per week).
D On the other hand, since the due dates cannot be
D predetermined for equipment with floating schedules,
D only one work order at a time can be opened. This means
D that the "Open New Period Work Order Schedule" option
D may need to be used more than once per month if
D floating schedules are used with weekly or daily
D procedures. If only fixed schedules are used, the
D process should only need to be used once for any given
D period, although selecting it more than once will not
D cause extra work orders to be generated.
D
D You will not need to stay at your terminal as the "Open
D New Period Schedule" process runs. An error report is
D printed if any problems are found with the equipment
D schedules.
D
C NOTE: Your printer must be turned on while this process is
C running.
C
D
D If an error report is produced, check the report to
D review the problems. If out of date schedules were
D found, the work order due dates can be updated
D (Equipment Main Menu - "Display Equipment Information"
H
H
H
HVersion 3.50 4-5 4/91
P4-5
H
H
H EM/dBS
H Equipment Maintenance dataBase System
H
H
H
D option - selecting an equipment item to edit, then
D select "S)-Display Equipment Inspection Schedule"
D option from edit screen, or, more easily, by selecting
D the Work Order Main Menu - Scheduling Work Menu -
D "Rerun Open Schedule" option -- see section 6.4.2).
D Changes to the scheduled interval can be made only by
D editing the equipment PM Schedule (Equipment Main Menu
D - "Display Equipment Information" option - "S)-Display
D Equipment Inspection Schedule" option).
D
D (9) Print a Pending Work Order Summary list which can be
D sorted by your choice of a primary and secondary sort
D field (Work Order Main Menu - Reports Menu - "List Work
D Orders, Print Report" option). This listing will show
D the new work orders just opened for the new period as
D well as prior work orders that are carried forward as
D still pending.
D
D (10) Print individual scheduled work orders if required
D (Work Order Main Menu - Reports Menu - "Print Open
D Work Orders" option). You will be prompted to select a
D primary and secondary sort order for printing. The due
D date for each scheduled work order will be printed in
D the upper right corner of each work order.
D
D (11) Print the Account/Department Summary list (Support Data
D Main Menu - "Account/Department Data" option). This
D management report will summarize the work order labor
D and cost history charged to all account/departments
D from the beginning of your fiscal year up to and
D including the last activity transferred by printing the
D End of Month Work Order Summary by Account report in
D step (5) above. Since this End of Month report always
D transfers closed work order history from the previous
D month, the Account/Department summary report will also
D be current up to the last day of the previous month.
D
D (12) Print the Equipment Contract Expiration report
D (Equipment Main Menu - Reports Menu - "Contract
D Expiration Report" option).
D
D (13) Print the Equipment Warranty Expiration report
D (Equipment Main Menu - Reports Menu - "Warranty
D Expiration Report" option).
D
H
H
H
H
H
H
HVersion 3.50 4-6 4/91
P4-6
H
H
H EM/dBS
H Equipment Maintenance dataBase System
H
H
H
B4.4 Quarterly
B
D (1) Print updated hard copies of Equipment Master Inventory
D and Parts Master Inventory quarterly or as required
D (Equipment Main Menu - Reports Menu).
D
D (2) Print updated hard copies of Support Data database
D reports quarterly or as required (Support Data Main
D Menu).
D
D (3) Print the Equipment Preventative Maintenance Schedule,
D if required (Equipment Main Menu - Reports Menu -
D "Preventive Maintenance Schedule" option).
D
B4.5 Yearly
B
D (1) Make a full backup your entire hard disk, both the
D programs on \EMS\ and the data on \EMS\DATA1. This
D backup should be saved as a record of the transactions
D performed during the year.
D
D (2) Reset the summary information for the new year after
D printing the final month summary reports and other
D monthly reports (Work Order Main Menu - Utilities Menu
D - "New Year, Reset Summary Information" option). Reset
D the information only after the last fiscal month work
D order data has been transferred from the active work
D order database to the Account/Department database. This
D transfer takes place when printing the End of Month
D Work Order Summary by Account report which should be
D done the first week of the new fiscal year.
D
D When you select this option, the accounting information
D and the yearly parts transaction record will be cleared
D for the next year. In addition, the Year-To-Date parts
D usage totals will be cleared. You will be asked to
D enter the year number and insert a disk into your A
D drive to backup the previous year's data. The year
D entered (e.g., "91") will be used as part of the file
D name for the data so you can easily tell which year's
D data is on the floppy.
D
D If you successfully completed the backup procedure in
D step (1) above, you do not need to save this floppy
D disk backup permanently, since the information is also
D on the full backup. However, some users wish to store
D their accounting information separately, making the
D creation of the disks necessary.
D
H
H
HVersion 3.50 4-7 4/91
P4-7
H
H
H EM/dBS
H Equipment Maintenance dataBase System
H
H
H
D (3) If the 13 period (fixed 28 day periods) scheduling
D option is used, enter the dates for the start of the
D next 13 period year (Support Data Main Menu - Utilities
D Menu - Utilities Menu, page 2 - "Thirteen Period"
D option). The dates for the start of the previous year
D and current year will be set automatically from last
D year's data. You will only need to input the start date
D of the next 13 period year. It is not necessary to
D input this information immediately after a new year
D begins, but a message will be displayed at the top of
D your screens until the information is updated.
D
D (4) Update hourly charges for each employee. This also can
D be done as necessary. All future work order labor
D charges will use the values entered to determine the
D labor cost(s) per work order (Support Data Main Menu -
D "Employee Data" option).
D
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
H
HVersion 3.50 4-8 4/91
P4-8