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

Text File | 1992-02-13 | 53KB | 1,201 lines

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B                           WORK ORDERS
B
D     Work Orders can be opened, closed, scheduled, printed or
D     edited using the Work Order Main Menu. Each work order may
D     have multiple service note, employee and service code
D     entries. Parts can be issued from stock when work orders are
D     closed. Reports may be generated for closed, open, and
D     future work orders.
D
C     NOTE: Network users should remember that the work order
C     record you are editing will remain locked the entire time
C     you are in the edit screen, so you should make your changes
C     as quickly as possible so that other users can gain access
C     to the work order record.
C
B6.1  Open Work Orders
B
D     Scheduled work orders are opened for a selected time period
D     from their Equipment PM Schedule (Work Order Main Menu -
D     Scheduling Work Menu - "Open New Period Schedule" option).
D     Opening scheduled work orders is normally a monthly process,
D     and is discussed in detail in section 4.3.
D
D     Individual unscheduled work orders can be opened at any time
D     for corrective maintenance, repair, projects, or any other
D     service work which requires documentation of time, labor and
D     material cost (Work Order Main Menu - "Open Unscheduled Work
D     Order" option). A work order may be opened for any reason
D     and does not have to be assigned to equipment in inventory.
D     If a valid equipment identification or control number is
D     entered, additional Equipment Information is automatically
D     displayed on the work order screen. If a work order already
D     exists for the entered equipment, you will have the option
D     of editing that work order. If you enter a blank
D     identification number, you will be prompted for additional
D     equipment information (Account, Specialty, Description, and
D     Location). The equipment ID number may be entered when the
D     work order is edited or closed. Equipment maintenance
D     history cannot be recorded if the ID number is left blank.
D
D     Additional reference information may also be entered, such
D     as a Reference IDentification number, the work order's
D     Priority, the name of the person that the work order was
D     Requested By, and a contact Phone number. In addition, the
D     work order Date and Type and Account can be modified using
D     the <Edit> option described below. The default type is
D     unscheduled (UNS), but you may use any other three
D     characters or numbers. However, the use of "SCH" is not
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D     recommended, since this should be reserved for scheduled
D     work orders created from Equipment PM procedures.
D
D     A 120 character note describing the type of Requested
D     Service can be entered. This information is prompted on two
D     lines of 60 characters each. When you reach the end of the
D     first line, the cursor will move to the next line. After
D     entering the entire note, the screen will redisplay the
D     information with correct word breaks. The following editing
D     keys will speed the entry of service notes (^ denotes the
D     <Ctrl> key):
D
D     (Table removed)
D
D     When all of the required work order information has been
D     entered, the following command line appears at the bottom of
D     the screen:
D
C               C) - Close P) - Pending E) - Edit D) -
C               Delete
C
D     If a mistake is made in entering some of the work order
D     data, the cursor keys can be used to move up and down
D     through the highlighted information. If the highlight no
D     longer appears next to the field you wish to edit, select
D     the <Edit> option by typing "E" at the command line prompt.
D     The <Enter>key can be used to skip past fields to get to the
D     field you want to edit. The <PgDn> key can be used to skip
D     past an entire set of highlighted fields. After you have
D     finished editing the data,  you must select either <Close>
D     or <Pending> to save the work order.
D
D     The work order can be saved as an open work order, and
D     printed if desired, by selecting the <Pending> option by
D     typing "P". This work order can be closed later, using the
D     Close Work Orders option, when the required work is
D     complete.
D
D     If the required work has already been completed, the work
D     order may be closed at the same time that it is opened. You
D     do not have to exit the open work order section in order to
D     close the work order. Instead of using the <Pending> option,
D     select the <Close> option by typing "C" when prompted, and
D     the information for closing the work order on the lower
D     portion of the screen can be entered. For more specific
D     details on completing work orders, see section 6.2.
D
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D     If the entire work order was entered by mistake, it can be
D     deleted by typing "D" after all of the required data have
D     been entered. In most cases, it is permissible to delete
D     work orders if they have not been printed; but, after they
D     have been printed, it is best to close them using an error
D     service code, so that a complete record of the outcome of
D     all work orders can be determined from work order history.
D     After work orders are deleted, there is no way to determine
D     what happened to them or why they are missing. If you do
D     delete the work order, that work order number will not be
D     reused.
D
B6.2  Close Work Orders
B
D     Completed work orders can be closed rapidly by selecting the
D     "Close Work Order" option (Work Main Order Menu). The work
D     order number is entered and the completed work order is
D     displayed. When more than one work order at a time is
D     closed, some of the information from the previous work order
D     is used as a default value for the current work order. All
D     default values are shown with a small "<*>175<*>" symbol
D     next to the field display. Changes to the defaults can be
D     made by typing in the new information and then pressing
D     <Enter>. When a <PgDn> or <Enter> is used to pass over a
D     field, the default value will be accepted and the
D     "<*>175<*>" symbol will be removed. When an <ESC> is used,
D     the default value will be ignored and the field will be left
D     blank.
D
D     A Service Code should be entered to identify the type of
D     work accomplished. Unknown service code entries will cause a
D     table of available service codes (entered using Support Data
D     Menu - "Service Codes" option) to be displayed. You can
D     scroll through this list, using Up and Down arrow keys, to
D     find the desired service code entry and then press the
D     <Enter> key to select the correct one.
D
D     EM/dBS assumes that "PM" will be entered in the service code
D     field of scheduled work orders that are successfully
D     completed. The letters can be at the beginning or end of the
D     three character service code (e.g., "PM", "PMR", "RPM",
D     etc.). If you do not enter a "PM" for a scheduled work
D     order, a message will displayed when the work order is
D     closed. You may want to open an unscheduled work order to
D     complete the unfinished work. If no other work orders for
D     the item are open, you may also change the next service date
D     of the PM Schedule, so that another scheduled work order for
D     the current period can be generated to complete the work. If
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D     other work orders are open, you may wish to edit one of them
D     and append an additional required service note to indicate
D     any additional service that may be necessary.
D
D     The Time spent on the work order is entered in hours and
D     minutes. After pressing the <Enter> key, the time entered in
D     hours and minutes is converted into the decimal equivalent
D     in hours. This is done automatically and enables direct
D     calculation of labor costs from the employee hourly rates. A
D     time of 15 minutes is represented as 0.25 hour, etc.
D
D     The Employee code for the person completing the work order
D     is entered. The employee code is checked for accuracy and if
D     not found in the employee database, a pop-up window of
D     available employee codes will be displayed in a table. You
D     can then select the correct employee code from this table.
D
D     Parts can be issued directly from the work order by changing
D     the default Parts Used from "N" to a "Y". A pop-up parts
D     entry screen is then displayed. Enter the Part or Inventory
D     Number and the Quantity Issued. Press the <Enter> key and
D     the part will be verified as valid and then the part
D     description will be displayed. If no matching part or
D     inventory number is found, a pop-up window of inventory
D     numbers and descriptions are displayed for your selection.
D     Visually validate that the part description and the
D     quantities entered are correct.
D
D     A maximum of 24 parts can be entered on each work order. Use
D     the multiple option if you need more than 24 parts.
D
C     NOTE: The parts used for a work order may not be edited, so
C     be sure to enter all information for all parts, and validate
C     that the information is correct before leaving the parts
C     pop-up screen. Changes to the total parts cost can be made
C     using the "Parts Costs" field. Changes to inventory used
C     must be made from the Parts Main Menu - "Search For and
C     Display Parts" option.
C
D     After all of the  parts for the work order have been
D     entered, the quantity entered will automatically be removed
D     from the stock on hand in the parts database for each part
D     used, and the total cost of the parts will be assigned to
D     the current work order. If the quantity entered is not in
D     stock, you will receive a warning message. The warning
D     message will instruct you to manually check the parts stock
D     on hand inventory and make necessary corrections in the
D     parts database for quantity in stock.
D
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D     When parts fall below the minimum stock level, you will
D     receive a warning message that the part needs to be
D     reordered. After completing the work order, parts can be
D     reordered from the Parts Main Menu (select part from and
D     "Search for and Display Parts" option). You should make a
D     note of the part inventory number and after completing your
D     work order documentation, go to the Parts database and edit,
D     or order, the part that is below minimum levels. The warning
D     message that parts are below minimum levels is currently the
D     only method available to identify that parts are below
D     minimum levels and need to be reordered. It is very
D     important that this message be observed and the parts
D     database be edited after closing the work order. Failure to
D     edit your parts database after falling below minimum stock
D     levels will result in no stock availability when you next
D     need the part.
D
D     Note that when the total parts cost for all parts used is
D     zero, the Parts Used flag will be set to "N" by the program.
D     However, this does not mean that the procedure did not work.
D     Inventory quantities were still adjusted, but since there is
D     no parts cost, the program display assumes that no parts
D     were used.
D
D     Changing the Multiple "N" entry to a "Y" will allow you to
D     assign multiple service codes, employees, and/or service
D     notes to the same work order number. After exiting from the
D     Service Note prompt, the work order is checked for the
D     multiple work order request. If "Y" has been entered in the
D     Multiple field, you will have the ability to add, edit or
D     delete, as required, multiple service codes, employees, and
D     service notes for the current work order. Pressing the <F9>
D     key will add another new group of entry fields. You will be
D     able to continue to add, edit or delete the multiple work
D     orders until you press the <ESC> key when prompted.
D
D     The Chargeable field will default to the value that is set
D     for your system (Support Data Main Menu - Utilities Menu -
D     Utilities Menu, page 2 - "Memory Variables" option). This
D     field is no longer displayed on EM/dBS reports, but it can
D     be used in your own custom dBASE reports.
D
D     The Date Completed must be entered. This normally is the
D     date that the work was actually performed, rather than the
D     date that the information is entered into the computer. This
D     information will be used for work order history, generation
D     of management reports, and, for equipment with floating
D     interval maintenance schedules, it will be used to determine
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D     when to generate the next work order.
D
D     Any Parts Costs that were used in addition to those entered
D     through the Parts Used option, such as noninventoried items,
D     can be added at the Parts Costs prompt.
D
D     Enter additional Vendor Costs, if applicable. To document
D     vendor repair time without charging time against in-house
D     repair charges, you can have an employee code defined as
D     "VEN" with zero dollars entered for the hourly rate. The
D     equipment history will be updated for the time entered, but
D     labor charges will updated separately through information
D     entered at this prompt. (Note that all documented hours will
D     be totaled on the completed work order reports. You will
D     have to subtract the vendor subtotals if you do not want VEN
D     hours to be included when determining total in-house hours.
D     The same is true for any employee codes with zero hourly
D     rates, such as EDT, which may be used to track equipment
D     down time.)
D
D     A 120 character Service Note  can be entered to document the
D     work performed. The service information is prompted on two
D     entry lines, as described above for requested service. When
D     the work order is later transferred to archive, the
D     requested service field is not retrained.
D
C     NOTE: If you want to copy the requested service information
C     to the service note field, press the <F4> key and the entire
C     requested service text will be inserted at the cursor
C     position in the service note.
C
D     When all of this information has been entered, you may type
D     "E" to edit the work order , "C" to close it, "P" to leave
D     it pending, or "D" to delete it. Note that after a work
D     order has been printed, the "D" option should not be used.
D     Instead, it is best to close the work order using an error
D     service code. This will provide a complete record of all
D     work orders. When work orders are deleted there is no way to
D     determine what happened to them or why they are missing.
D
D     When work orders are closed the equipment totals will be
D     updated immediately, and the Equipment PM Schedule will be
D     checked. If the schedule is out of date, you may enter a new
D     due date for the next work order. The account history will
D     be updated at the end of the month when the End of Month
D     Work Order Summary by Account is printed (Work Order Main
D     Menu - Scheduling Work Menu - "End of Month Processing and
D     Summary Report" option).
D
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B6.3  Edit Work Orders
B
D     Any work order that has not been transferred to the archive
D     file may be edited using the "Edit Work Order" option (Work
D     Order Main Menu). It may be edited, deleted or left pending
D     again. If a closed work order is modified, the equipment
D     history will automatically be adjusted accordingly (the PM
D     schedule will not be modified).
D
D     Work orders that have been totaled in the monthly processing
D     but have not yet been transferred to the archive file may be
D     viewed with this option, but the numeric information should
D     not be edited or the monthly totals will be incorrect. When
D     changes need to be made to a closed work order that has been
D     totaled in the month end process, the multiple work order
D     option should be used to creating an additional work order
D     with the same number. Then the correction amount should be
D     added or subtracted in the new work order. This way the
D     corrected values will be reflected in the year-to-date
D     totals. (For example, if parts cost had been entered as
D     $5.80, but should have been entered as $5.00, opening a
D     multiple work order with parts cost of -$0.80 will correct
D     and document the error. On the other hand, if the total on
D     the original work order is just "corrected" to $5.00, the
D     yearly totals will not show this change.) Note that work
D     orders that have not been totaled in the monthly process can
D     be edited directly until the month end process is performed.
D
D     Once a work order has been transferred to the archive
D     database, it cannot be accessed from the Work Order Main
D     Menu - "Edit Work Order" option. Use the Equipment Main Menu
D     - "Display Equipment Information" option to edit equipment
D     work order history after the completed work orders have been
D     transferred.
D
B6.4  Scheduling Work
B
D     The Scheduling Work Menu is used to open and print scheduled
D     work orders, and to generate management reports for manpower
D     usage and scheduling. Sample reports are included at the end
D     of this manual.
D
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B     6.4.1   Open New Period Work Order Schedule
B
D     Each new period (which may be a month, a week, or whatever
D     period you choose) a new preventive maintenance schedule
D     must be produced. New period work order schedules are
D     usually opened on the first work day of the period and
D     create new work orders for all equipment items that meet the
D     scheduling criteria for the current period. The work order
D     dates assigned to new work orders represent the actual due
D     date. Work orders are not printed at this time. To print
D     work orders, select the "Print Scheduled Work Orders"
D     option. More details about opening a new period schedule can
D     be found in the "Monthly Processing" section 4.3.
D
D     Work orders will be opened for all fixed interval schedules
D     that are due within the period selected. A work order will
D     also be opened for any floating schedule that is due and
D     does not have another scheduled work order pending. You can
D     open the schedule as far into the future as you wish.
D     However, it is generally not recommended to open the
D     schedule too far into the future, since then it will be more
D     difficult to accommodate required scheduling changes.
D
D     The Open New Period Work Order Schedule may be run more than
D     once within the same period. This is recommended if new
D     equipment items and PM schedules have been added, or if PM
D     schedules have been edited since this option was last run.
D     EM/dBS checks for duplicate work orders and will not issue
D     new ones in the same period if they have already been
D     opened.
D
C     NOTE: Only one scheduled work order at a time can be open
C     for equipment with floating schedules. This means that you
C     will have to select this option more than once per month if
C     you have weekly or daily floating schedules. Remember to
C     close the open floating schedule work orders before
C     selecting this option if you want a new work order generated
C     (This restriction does not apply to equipment with fixed
C     schedules).
C
D     You do not have to stay at your terminal while the Open New
D     Period Schedule process is running, but your printer should
D     be turned on in case an error report is printed. If an error
D     report is printed, you should check the report to see what
D     action is needed.
D
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D     If you are using a Network, this application should be run
D     when there are no other EM/dBS users on the network.
D
B     6.4.2   Rerun Open Schedule
B
D     The "Rerun Open Schedule" option is the same as the "Open
D     New Period Schedule" option except that instead of printing
D     an error report, you will be asked to make decisions about
D     the due dates of work orders that have out of date
D     schedules. You should always use the "Open New Period
D     Schedule" option first. Then, if an error report is printed,
D     you can use the "Rerun Open Schedule" option. You must
D     remain at your computer terminal when the rerun process is
D     running since you will be asked to edit the work order due
D     dates. When a PM schedule is out of date and will generate
D     more than five work orders, a screen will be displayed
D     showing how many work orders will be generated for each of
D     the dependent schedules. You can change the due date to
D     reduce the number of work orders generated or press <ESC> to
D     quit to edit or delete the schedule from the Equipment Main
D     Menu. This option is also discussed in the Monthly
D     Processing section (section 4.3).
D
D     Note that when it is necessary to open work orders more than
D     once a month because of floating schedules, either option
D     ("Open New Period Schedule" or "Rerun Open Schedule") may be
D     used. However, you should probably use the "Open New Period
D     Schedule" option so that you do not need to remain at your
D     terminal while the process is running.
D
D     If you are using a network system, this option should be run
D     when there are no other EM/dBS users on the network.
D
B     6.4.3   End of Month Processing and Summary Report
B
D     Each month an Account/Department summary report should be
D     generated and can be distributed to each Account/ Department
D     manager. The Work Order Summary Report is a summary of the
D     work order activity accomplished year-to-date and for the
D     previous month just ended. The report may also be generated
D     for earlier months if the work orders for that month have
D     not yet been archived. Year-to date totals are printed only
D     for the previous month just ended, since this information is
D     not available for earlier months. Work orders are summarized
D     for the month by the number of scheduled and unscheduled
D     work orders, and by each service code. Total service hours,
D     parts cost, labor costs and vendor service costs are shown
D     on the report. This report may be printed as many times as
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D     needed, but it will always show only the prior month's
D     activity and year-to-date history through the prior month.
D     This report must be printed to update the Account/Department
D     work history information. It also must be printed before
D     completed work orders history can be transferred from the
D     active Work Order database to the Work Order Archive
D     database. Once this report has been run, the closed work
D     orders from this period should not be edited. More details
D     about using this option are discussed under Monthly
D     Processing (section 4.3). A supervisor password is needed to
D     access this option.
D
B     6.4.4   Labor Totals for Completed Work
B
D     For scheduled work orders, reports can be generated to
D     compare the actual hours worked to labor standards for the
D     procedure performed. Since no standards exist for
D     unscheduled work orders, only the actual hours are reported.
D     The reports can be grouped by Procedure, Equipment Class,
D     Employee, Account or Service Code, and summary reports can
D     be printed. The reports are generated for a date range, and
D     are for work orders completed within the date range (rather
D     than opened in the range). A supervisor password is needed
D     to access these reports. It may take a considerable amount
D     of time to generate this report if there are numerous closed
D     work orders in the period selected.
D
B     6.4.5   Manpower estimates for open scheduled work
B
D     After work orders have been opened for a period, this option
D     can be used to get a break down of the man hours that should
D     be required to perform all of the scheduled work. This
D     report can only be run for dates on or before the last date
D     used to open a new period work order schedule. The reports
D     can be grouped by Procedure, Equipment Class, Employee,
D     Account or Service Code, and summary reports can be printed.
D     A supervisor password is needed to access this option. It
D     may take a considerable amount of time to generate this
D     report if there are numerous open scheduled work orders in
D     the period selected.
D
D     Note that floating interval work orders that are not yet
D     open for the report period will not be included in the
D     report.
D
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B     6.4.6   Future Manpower Estimates
B
D     When it is desired to assess manpower requirements before
D     the scheduled work orders are opened, this options can be
D     selected. The report can only be run for dates after the
D     last date used to Open a New Period Work Order Schedule. The
D     reports can be grouped by Procedure, Equipment Class,
D     Employee, Account or Service Code, and summary reports can
D     be printed. A supervisor password is needed to access these
D     reports. It may take a considerable amount of time to
D     generate this report if there are numerous equipment
D     schedules due in the period selected.
D
B     6.4.7   Go to Work Order Report Menu
B
D     This option is used to print the scheduled work orders for
D     distribution. You are able to select all work orders, or a
D     partial listing based on a primary and secondary sort field
D     of your choice. In addition you can select a date range for
D     print, and you may print all work orders within the date
D     range or only those that have not yet been printed. Open
D     work orders can be printed as many times as required. The
D     actual work order includes the equipment data information,
D     the PM procedure assigned to the equipment, and the service
D     history from the last six work orders for this equipment.
D     The date that scheduled work orders are due is printed in
D     the upper right corner of the work order. (Note that this
D     option goes to theWork Order Main Menu - Reports Menu).
D
B     6.4.8   Quit
B
D     The Quit option should be selected to return to the Work
D     Order Main Menu. Type "Q" or <ESC>.
D
B6.5  Reports
B
D     Reports are available which present open and closed work
D     order data in various categories (Work Order Main Menu -
D     Reports Menu). In addition, individual work orders can be
D     printed. Sample reports are included at the end of this
D     manual. All of the "List Work Orders" options and the "Print
D     Groups of Work Orders" option use the same input screen to
D     select the various sort and selection criteria.  The use of
D     this input screen is described in section 6.5.9.
D
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B     6.5.1   List Work Orders, Display to screen
B
D     Select this option to display the work order information to
D     the computer screen. The primary sort field (see definitions
D     in section 6.5.9) will be displayed first, then the secondary
D     sort condition (if one is selected), then the work order
D     number followed by the other work order fields.
D
B     6.5.2   List Work Orders, Print Report
B
D     This option will print a report which lists information
D     about each work order selected. The actual information
D     printed will depend on whether pending, completed, or both
D     pending and completed work orders
D
D     are being printed (see the Sample Reports included at the
D     end of this manual). The total number of work orders in the
D     report is printed at the end of the report.
D
D     Note that the total hours displayed at the end of the
D     "Completed Work Order Report" include all documented hours
D     entered on each work order, including hours assigned as
D     vendor repair hours. If you do not wish to report vendor
D     hours, you must manually subtract the VEN hours from the
D     total work order hours. The employee code entry
D
D     determines if the hours entered were for vendor service.
D     This is indicated by the Employee code in parentheses in the
D     last line of the Service Note, as (VEN).
D
B     6.5.3   List Work Orders, Print Report, Eject Page Between
B             Primary Sort Conditions
B
D     This option will print the same information as the "Print
D     Report" option above, but each time the primary sort
D     condition changes, the information will be printed on a
D     separate page. For example, if a report sorted by account is
D     selected, when the account number changes the "Print Report"
D     option will skip a line, print the account name, and then
D     begin printing information about the next account. The
D     "Print Report, Eject Page Between Primary Sort Conditions"
D     option will display the information about each account on a
D     separate page.
D
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B     6.5.4   List Work Orders, Print Summary report
B
D     This report summarizes the information from the reports
D     above so that only the totals for the primary sort category
D     are shown. This report is useful when the details about
D     individual work orders are not necessary.
D
B     6.5.5   Print Work Orders, Print Individual Work Order by
B             Work Order Number
B
D     This option may used to print open or closed work orders.
D     The work order number is entered and the entire work order
D     is printed. Work orders can be printed as many times as
D     required.
D
D     The information printed on each work order depends on
D     whether it is a scheduled or unscheduled work order, whether
D     the long or short print format options are set (Support Data
D     Main Menu - Utilities Menu - Utilities Menu, page 2 -
D     "Memory Variables" option), and whether the work order is
D     open or closed.
D
D     The printed output for all open scheduled work orders
D     includes the work order number and due date, equipment ID
D     and description, print date and time, and PM procedure
D     assigned to the work order. Additional information printed
D     in the (default) long format includes additional detailed
D     equipment information, the requested service, three lines
D     for recording service comments, and the service history from
D     up to six of the last work orders completed for this
D     equipment.
D
D     The printed output for all open unscheduled work orders
D     includes the work order number and date, the equipment ID
D     and description, other detailed equipment information, the
D     requested service, and three lines for recording service
D     comments. Additional information printed in the (default)
D     long format includes the PM procedure assigned to the work
D     order, and the service notes from up to six of the last work
D     orders completed for this equipment. For open work orders,
D     the procedure printed will be a procedure with the same name
D     as the item's equipment class, if one exists. This procedure
D     must be entered before printing and given the same name as
D     the item's equipment class (Support Data Main Menu - "PM
D     Procedures" option).
D
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D     The print format for all closed work orders is the same.
D     This information includes the work order number and due
D     date, equipment ID and description, print date and time, and
D     PM procedure assigned to the work order. Additional
D     information printed includes detailed equipment information,
D     and the requested service. Next, the information about the
D     service performed is printed: the complete date, service
D     code, service hours, employee ID, parts cost, vendor cost,
D     and service notes. When the multiple option is used, this
D     information is printed for each of the multiple work orders
D     associated with that work order number. For closed work
D     orders, the procedure printed will be the one that was
D     assigned to the (first multiple) work order at close time,
D     if any.
D
D     When the item is under warranty, "* under warranty *" is
D     printed on the work order, and when the item is under
D     service contract, "* under contract *" is printed.
D
D     Several additional print options exists:
D
D     *  Equipment group  maintenance procedure option, when
D        selected, will print only the work order number, due
D        date, equipment ID, equipment description, and PM
D        Procedure for scheduled work orders. It will also print
D        the requested service for unscheduled work orders. This
D        option is useful when it is desired to perform the same
D        maintenance on many similar equipment items, such as fire
D        extinguishers, and it is not necessary to keep individual
D        equipment history. The option is selected for individual
D        "group" equipment items by defining an equipment ID which
D        begins with "..", and will override the long and short
D        print options for that equipment ID (Equipment Main Menu
D        - "Add Equipment" option).
D
D     *  Wide PM Procedure Format option prints 132 column,
D        compressed size, PM procedures instead of the default 80
D        column procedures (Support Data Main Menu - Utilities
D        Menu - Utilities Menu, page 2 - "Memory Variables"
D        option).
D
D     *  Epson/IBM with half sheet forms (Support Data Main Menu -
D        Utilities Menu - Utilities Menu, page 2 - "Printer
D        Selection" option) prints two unscheduled work orders per
D        page when printing individual work orders when the short
D        option is also selected (Work Order Main Menu - "Open
D        Unscheduled Work Order", "Close Work Orders", or "Edit
D        Work Orders" options; Work Order Main Menu - Reports Menu
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D        - "Print Individual Work Order" option). This option is
D        used by some EM/dBS users that have half sheet perforated
D        forms and is only supported in Epson mode. It's use is
D        not recommended in general, since it will leave your
D        printer positioned at the half page position (for other
D        reports) when you print an odd number of unscheduled work
D        orders. Note that when the short form option is used, two
D        unscheduled work orders per page are always printed when
D        a batch print option is used (Work Order Main Menu -
D        Reports Menu - "Print Groups of Work Orders " option).
D
B     6.5.6   Print Work Orders, Print Groups of Work Orders by
B             Sort Conditions
B
D     This option allows the user to print entire work orders by
D     various selection criteria (described in section  6.5.9). All
D     of the work orders meeting the selected conditions will be
D     printed in the order specified by the user.
D
B     6.5.7   Count Work Orders
B
D     This menu selection counts all work orders and categorizes
D     them in a table for pending, complete, scheduled,
D     unscheduled and total work orders. When the work order
D     database is large, the percentage complete is displayed.
D     <ESC> can be used to exit this option at any time.
D
B     6.5.8   Quit
B
D     "Q" (or <ESC>) returns you back to the main Work Order Main
D     Menu.
D
B     6.5.9   Selection of Report Conditions
B
D     After the appropriate menu option is entered to select the
D     desired type of output, a screen is displayed for the
D     selection of the report conditions. The selection options
D     are:
D
D     Work Order Type - Enter "S" to include (print or display)
D          only scheduled work orders, "U" to include only
D          unscheduled work orders, or "B" to include both
D          scheduled and unscheduled work orders.
D
D     Open Status - Enter "P" to include only pending (open) work
D          orders, "C" to include only completed (closed) work
D          orders, or "B" to include both pending and completed
D          work orders. Different information will be displayed or
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D          printed depending on the value entered at this prompt.
D
D     Start Date - If you wish to include only work orders that
D          were opened on or after a certain date, enter that date
D          at this prompt. When no date is entered for the Start
D          Date or End Date, all work orders of the appropriate
D          type and open/closed status will be displayed or
D          printed. Note that the close date, rather than open
D          date, is used when only completed work orders are being
D          selected.
D
D     End Date - If you wish to include only work orders that were
D          opened on or before a certain date, enter that date at
D          this prompt. A date range can be entered by specifying
D          both a Start Date and an End Date. Note that the close
D          date, rather than open date, is used when only
D          completed work orders are being selected.
D
D     New Work Orders Only? - This prompt is displayed only when
D          printing groups of pending work orders (section 6.5.6).
D          When "Y" is entered, only the work orders that have
D          never been printed will be selected. When "N" is
D          entered, all work orders meeting the selection criteria
D          are printed.
D
C     NOTE: Selecting "Y" for the "New Work Orders Only?" option
C     will produce a very fast printout of all new work orders
C     when no date range or sort options are selected.
C
D     Primary Sort Order -  This prompt is used to specify the
D          order in which the information should be displayed or
D          printed. A list of options is displayed above the
D          prompt. Enter the letter to the left of the desired
D          option. The list of options displayed depends on
D          whether pending or completed work orders are being
D          selected. This prompt may be left blank to sort the
D          information by work order number.
D
D          When a sort order has been selected, a report condition
D          will be prompted. When the report condition is left
D          blank, all work orders of the correct type, status, and
D          within the specified date range will be included,
D          sorted by the Primary Sort Order selected. When a
D          report condition is entered, only data matching that
D          condition will be selected.
D
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D          The following example, sorting by account, will be used
D          to explain the report condition input prompt. After an
D          "A" is entered to select "account" as the Primary Sort
D          Order, a new prompt "Account:" is displayed. This
D          prompt allows you to select all accounts, one specific
D          account, or groups of accounts. Normally a "*" will
D          appear as the default, and this means include all
D          accounts.
D
C               Primary Sort Order: A <Enter>
C
C               Account: * <Enter> (include all
C               accounts)
C
D          To include only one account, enter the account ID:
D
C                Account: 1000 <Enter> (include account
C               1000)
C
D          To include all accounts that contain a group  of
D          characters, enter a "*" before the search characters:
D
C               Account: *EM <Enter> (include all
C               accounts with an EM)
C
D     Secondary Sort Order - If the report should be sub - sorted
D          by another criteria, select the secondary sort order
D          from the sort options displayed. When displaying work
D          orders to the screen or printing groups of work orders,
D          the secondary sort conditions displayed will be the
D          same as the primary sort conditions. However, when a
D          report is being printed, the secondary sort conditions
D          displayed will be only those that are printed on the
D          report, so some items may disappear from the screen as
D          you move from the primary sort prompt to the secondary
D          sort prompt. The secondary sort order is not prompted
D          for summary reports.
D
D          Conditions are also prompted for the secondary sort. A
D          "*" may be entered to include all values, or a specific
D          value can be entered, or the condition can be preceded
D          with a "*" to look for inexact matches.
D
D     You can move up and down between the prompts to change the
D     sort conditions. Entering <ESC> will return you to the Work
D     Order Report Menu. When data is entered in the last field,
D     the sorting will be begin. If the display to screen option
D     was selected, the information will be displayed as soon as
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D     it has been sorted. <ESC> returns you to the selection
D     screen. When work orders or work order reports are being
D     printed, enter <ESC>at any time to stop the printout and
D     return to the selection screen.
D
B6.6  Work Order Utilities Menu
B
D     The Work Order Utilities Menu is used to perform the "Global
D     Work Order Close" option as well as work order maintenance.
D
B     6.6.1   Global Work Order Close
B
D     When work orders can be grouped together by categories, they
D     can often be closed more easily using the Global Work Order
D     Close option than individually from the Work Order Main Menu
D     - "Close Work Orders" option. This option allows you to
D     choose various selection criteria, as well as a fixed set of
D     data to be used when closing the work orders. The program
D     reviews the work orders and each one that meets the
D     selection criteria is displayed. You will then be asked
D     whether or not to close it.
D
D     Care should be exercised when using this option. The program
D     reviews each work order individually because you may not be
D     aware of all of the work orders that are open. If you just
D     close all work orders that meet the selection criteria, you
D     may close work orders that are not actually complete.
D     Because of this, you should always carefully check each work
D     order displayed before closing it.
D
D     If you do close the work order, the appropriate service
D     codes, employee, average time, parts costs, service note,
D     etc. will automatically be written to the work order record,
D     the work order will be closed, the equipment totals will be
D     updated, and the PM Schedule will be updated, if required.
D
D     Note that the same close data are applied to every work
D     order closed using this option. However, this option can be
D     useful even when all of the information for the work orders
D     is not the same. If most of the work orders you are closing
D     share common information, you can use the global close
D     option and then use the "Close Work Orders" option (Work
D     Order Main Menu) to change some data for individual work
D     orders.
D
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D     A supervisor password is required to use this option.
D
B     6.6.2   Reset Printer
B
D     This option allows for resetting the printer to its standard
D     operating mode. Use of this option should not be necessary
D     since all reports return your printer to normal print mode
D     after they complete successfully. However, if there is a
D     problem printing a report, the printer may be left in an
D     abnormal mode and using this option will correct the
D     problem.
D
B     6.6.3   Remove Deleted Work Orders from the Database
B
D     This option removes all work orders that have previously
D     been marked for deletion. Although it is not recommended
D     that work orders be deleted, this option should be used as
D     needed, particularly before transferring completed work
D     orders to archive and before printing the End of Month Work
D     Order Summary by Account which transfers work order history
D     to the Account/Department database.
D
B     6.6.4   Transfer Completed Work Orders to Archive File
B
D     Work orders may be transferred at any time to the history
D     file. If EM/dBS seems to be taking longer than usual to
D     perform work order related calculations, using this option
D     should help speed the system up. The active work order
D     database size is kept to a minimum when all processed work
D     orders are transferred using this utility. Work orders must
D     have been closed 60 days before the first day of the current
D     month (or 28 day period) and must have been included in a
D     previous End of Month Work Order Summary by Account report
D     to qualify for transfer to the Work Order Archive file. Work
D     orders not meeting these criteria will not be transferred to
D     archive. This allows display of the past 60 to 90 days of
D     work order history through the Work Order Reports Menu.
D
D     Some of the information from each work order is not
D     transferred to the history record so that the amount of disk
D     space required to store the history can be reduced.
D     Information retained in history includes the work order
D     number, account, equipment ID, equipment class, close date,
D     service code, employee code, hours and costs, service note,
D     and PM Schedule used. Some of the equipment description and
D     location information is not saved, nor is the requested
D     service note.
D
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B     6.6.5   Purge Archive File to Floppy Diskette
B
D     When hard disk storage space becomes critical, older work
D     orders can be purged from the work order history file (on
D     the hard disk) onto floppy diskettes. This is a two step
D     process. First, select the "Purge Archive File to Floppy
D     Diskette" option. You will be asked to enter a file name for
D     writing the purged records. EM/dBS will write the purged
D     records to this file on your hard disk. You must then exit
D     EM/dBS to copy the files to floppy disk for storage, and
D     then delete them from your hard disk. Once work orders are
D     purged, they are not accessible by the EM/dBS Equipment
D     Maintenance System. You will be able to use dBASE, or an
D     equivalent, to read these records, if required.
D
B     6.6.6   New Year, Reset Summary Information
B
D     At the beginning of each fiscal year, it is desirable to
D     reset accumulated Account/Department work order statistics
D     back to zero. This is accomplished with this utility.
D
D     The "End of Month Work Order Summary by Account" report
D     should be run the first week of the new year to transfer all
D     completed work order history from the prior month to the
D     Account/Department database. Following this transfer, the
D     Account/Department summary reports should then be generated
D     to show year end final work order statistics for all
D     accounts. After these reports have been generated, the New
D     Year, Reset Summary Information utility may be run to zero
D     out the Account/Department database.
D
D     Formatted blank diskettes are required to store the data
D     that will be transferred from the previous year summary
D     information. You will be prompted to enter the two digit
D     year (i.e., "91") that will be used to create file names for
D     storage. The yearly totals information will be written to
D     your A: drive with file names TOTXX.DBF and TOTALS.DBF
D     (where "XX" represents the two digit year entered).
D
B     6.6.7   Quit
B
D     "Q" or <ESC> returns you to the Work Order Main Menu.
D
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