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FACILITATE, Jr. User Manual Copyright 1990, 1991 FACILITATE, Inc. 1268 Halifax Road Knoxville, TN 37922 Revised: May 28, 1991 TABLE OF CONTENTS INTRODUCTION TO FACILITATE 5 Welcome to FACILITATE 5 Personal Note from Creators of FACILITATE 5 Hardware and Software Recommendations 6 Installing FACILITATE 8 Early Decisions to be Made 9 Introduction to Database Concept 11 Database Structure and Terminology 12 Understanding How FACILITATE Works 14 FACILITATE Menu System 14 Cursor Movement and Function Keys 17 FACILITATE Data Field Type and Length 20 A Quick Tutorial 20 FACILITATE DATABASE FIELDS by COLUMN CODE 21 FACILITATE MENU and SCREEN OPTION SYSTEM OUTLINE 35 Work Order Information Menu 35 Work Order Reports Menu 35 Maintenance Schedules Menu 36 Equipment Management Menu 36 Equipment History Menu 37 Maintenance Contracts Menu 37 Codes Maintenance Menu 38 System Maintenance Menu 38 FACILITATE WORK ORDER INFORMATION MODULE (01.00.00) 40 Prerequisites to Data Entry 40 Work Order Information Menu 40 Generate a Work Order 40 Work Order Field Type Description 41 Generate a Completed Work Order 43 Edit Work Orders 44 Work Order Completion 45 Work Order Completion Field Type Description 49 Process Work Orders in Queue 49 Edit Work Orders in Queue 50 Reprint Work Orders 51 Page 2 FACILITATE WORK ORDER REPORTS MENU (02.00.00) 52 Work Order Reports 52 FACILITATE MAINTENANCE SCHEDULES MENU (03.00.00) 54 Create/Edit Maintenance Schedules 54 Create/Edit Daily/Weekly Maintenance Schedules 57 Generate Work Orders from Schedules 59 Generate Daily/Weekly Work Order From Schedules 60 Maintenance Schedule Reports 61 FACILITATE EQUIPMENT MANAGEMENT MODULE (04.00.00) 62 Equipment Information Menu 62 Prerequisites to Data Entry 62 Add Equipment Items 62 Equipment Information Field Types/Length 63 Edit Equipment Items 67 Equipment Lookup Options 67 Print Equipment Information 68 Print Equipment List 69 FACILITATE EQUIPMENT HISTORY MODULE (05.00.00) 70 Add/Edit History Information 70 Print History Information 71 FACILITATE MAINTENANCE CONTRACTS MANAGEMENT MODULE (06.00.00) Maintenance Contracts Menu 72 Add New Contracts 72 Prerequisites to Data Entry 72 Equipment Contracts Field Types/Length 72 Edit Contract Information 73 Contract Information Reports Menu 73 Add/Edit Contract Service on an Equipment Item 73 Add/Edit Equipment Items on a Contract 74 Page 3 FACILITATE CODES MAINTENANCE MODULE (07.00.00) 75 Data Entry, Edit and Print Information 75 Codes Data Field Type/Length Information 75 EQUIPMENT CODES 76 Equipment Class Codes 76 Equipment Type Codes 77 Useful Life Values 77 Preventive Maintenance Procedure Numbering 79 Performance Verification Procedure Numbering 80 Equipment Status Codes 81 Equipment Data Type Codes 81 Manufacturer Codes 82 Vendor Codes 82 Contract Type Codes 83 WORK ORDER CODES 84 Work Order Type Codes 84 Work Order Status Codes 84 Work Order Completion Codes 85 Work Order Priority Codes 85 Scheduled Maintenance Procedure Codes 85 Scheduled Maintenance Procedure Task Codes 86 GENERAL CODES 88 Account Codes 88 Location Codes 88 Employee Codes 89 Position Codes 89 Service Group Codes 89 FACILITATE SYSTEM MAINTENANCE MODULE (08.00.00) 90 Add Users and Set Passwords 90 Assigning Access Rights 91 Set Global Information 93 Post Work Order Transactions 94 Purge Old Transactions 95 Database Maintenance 97 Page 4 WELCOME Welcome to the FACILITATE, Jr. (TM) Software Program by Facilitate, Inc. FACILITATE is a registered trademark of Facilitate, Inc. of Knoxville, TN, USA. Please read the Software License Agreement provided with this software. We appreciate your trust in us as evidenced by your working with this software package. It has been designed to "Facilitate" reaching your goals as a service department. We, in turn, place our trust in you to protect the fruits of our labor by honoring the terms and conditions of the software license agreement. A PERSONAL NOTE FROM THE CREATORS OF FACILITATE The development of FACILITATE began as a home project by two hospital service department managers. It was fueled by the desire to have an effective information management tool that was flexible and useful to not only the managers, but to the technical and clerical staff as well. A thorough search of the marketplace revealed very expensive products with bells and whistles and very inexpensive products that addressed only the basic equipment and work order management dimensions, but not what we needed. We needed one that would allow us to manage our departments on a daily basis as well as help us plan for the future. Above all else, we needed to be able to accurately report information about our departments to the people we report to without having to convince (and pay) the software developer to write a special report for us. We discovered that no software vendor had adequately addressed both the technical and managerial issues involved in the management of service departments. Hence, FACILITATE was conceived. After two years of development and on-site testing, we are now privileged to share it with you. While we combined over thirty years of plant operations, biomedical equipment, housekeeping, telecommunications and asset management experience into the development of FACILITATE, we are certain we have not thought of every need you may encounter. For this reason we present you with a package that we expect you to customize if you so desire. By using the tremendous power and flexibility of R:Base by MicroRim, you can build your own personalized menu system, forms, views and reports. You do not have to purchase a special report generator, nor call us to do this for you - its all there for you to work with. To further promote cooperation and to help you reach your goals within your area of responsibility, we have established a FACILITATE User's Group. You don't have to dip into your travel budget to attend a meeting. All you have to have is a subscription to the group and a modem. We sincerely hope that you will communicate with us, tell us how we can help you. Not every idea presented will necessarily be incorporated into the standard FACILITATE program, but it doesn't have to be for you to use the idea. If you see an idea you like on the Bulletin Board, you simply incorporate it into your program. The following pages provide some hardware and software recommendations and introduce you to FACILITATE. Page 5 I. SYSTEM RECOMMENDATIONS A. Recommended Operating System for single users For optimal performance of your software, we recommend operating with DOS 3.3. Any DOS version above 3.1 will work satisfactorily. Note that FACILITATE supports multi-tasking via Windows 3.0 or DESQView 2.3. We recommend DESQView 2.3 and the use of QEMM 5.1 for memory management (with either DESQView or Windows). DESQView will allow you to run other applications (word processing, CAD, etc.) and quickly switch to FACILITATE without exiting the other applications. We have thoroughly tested FACILITATE in a network environment with users running multiple applications and multiple FACILITATE sessions! This means that you can for example be typing a document in a word processor, be running a report in FACILITATE as a background task, then when you get a phone call, switch to another session and generate an unscheduled maintenance work request, all at the same PC! B. Recommended Networking Software Several Networking Packages are available in the marketplace. FACILITATE will run satisfactorily on any DOS 3.1 compatible network. We recommend Novell NetWare because of its exceptional performance and reliability. Our product will work with NetWare 286 (ELS, Advanced, or SFT) and with NetWare 386. Note that users on a network can multi task with FACILITATE, running both multiple FACILITATE sessions and other applications concurrently. C. Hardware Recommendations All hardware should be IBM PC or PS/2 compatible. NOTE that these are recommended configurations, NOT requirements. The only hardware requirements are IBM compatibility, 640k RAM, and a hard disk. 1. Single Computer system - basic configuration - 80386SX or 80386 CPU - 1 MB RAM (2 MB + if multi-tasking is desired) - 40 MB plus hard disk - VGA Video Card (VGA NOT required) - VGA Color Monitor (color NOT required) - 1.2 MB or 1.44 MB floppy - Parallel Port, Serial Port - 101 Enhanced Keyboard - 300 cps printer Page 6 2. File Server Hardware Recommendations (Networks only) - 80386 CPU, 20 MHz or greater - 4 MB RAM - 100 MB plus SCSI hard disk - Disk Coprocessor - VGA Video Card - VGA Monochrome Monitor - 1.2 MB or 1.44 MB floppy - 2 parallel ports - 1 or 2 serial ports - 101 Enhanced Keyboard - 400 plus cps printer (reports) - 200 cps printer (dispatch - Unscheduled maintenance requests 3. Network Workstation Recommendations - 80386SX or 80386 CPU - 1 MB RAM (2 MB + if multi-tasking) - VGA Video Card - VGA Color Monitor or VGA Monochrome Monitor - Hard disk (optional) - 1.2 MB or 1.44 MB floppy (optional) - Remote boot EPROM if no floppy or hard disk - Parallel Port, Serial Port - 101 Enhanced Keyboard 4. Network Interface Card Recommendations - 16 or 32 bit interface for File Server - 8 or 16 bit for workstations - If compatibility with existing LANs in the facility is an issue, contact Facilitate, Inc. with specifics - For "stand alone" networks, Thomas-Conrad Corp ARCNET 5. Miscellaneous (But Important) Hardware Recommendations - Modem - 2400 Baud Hayes compatible plus MNP Level 5 - Backup System (Tape, removable disk, etc.) Page 7 II. INSTALLING FACILITATE NOTE: If FACILITATE, Jr. was supplied to you on diskette, please follow the instructions in the README.TXT file on the diskette, then proceed to Step F below (skipping A thru E). Steps A thru E apply for copies of FACILITATE, Jr. obtained from bulletin boards (BBS). A. Create a directory on your hard disk or server disk. B. Copy the FACLTJR.EXE file to this directory. C. Type FACLTJR.EXE [Enter] to extract the files. FACILITATE, Jr. is a self-extracting ZIP file using PKWARE. D. The README.DOC file contains an explanation of the contents of each of the files. E. Delete the FACLTJR.EXE file. Keep a copy of this file in a safe place should it ever be necessary to re-install the software. F. Set the file attributes of the files. The executable files (FACLTM.EXE and FACLTM.OVL) should be set to read-only. If you wish to keep the document files on your disk for quick display on your monitor, these files (*.DOC) should be set to read-only as well. The attributes of the database files (*.RBF) should be read-write. If the software is installed on a network the database files should be non-shareable-read-write, and further, if installed on a Novell NetWare network, the FACLT2.RBF file should be non-shareable-read-write-index (SRWIT). In DOS installations use the ATTRIB command to set the file attributes, in Novell installations use the FLAG command. G. For network installations only: Access to the newly created directory for FACILITATE must be granted to all users who will use this software. The minimum access requirement to the directory must be Read-Write-Open-Search (RWOS). The rights may be assigned to users individually, or to all of the users in a group (Refer to the NetWare manual for the SYSCON Menu Utility and the GRANT and TLIST command line utilities.) H. After the software is installed, you may start FACILITATE, Jr. by executing the FACLTM.EXE file: type FACLTM [Enter]. We suggest that a batch file be written (or FACLTM be added to an existing menu system) to start the program from the users "home" directory. This will simplify access for novice users. I. FACILITATE, Jr. requires that the user enter a name and a password to gain access to the database. The software comes with a user name SYSTEM and a password STARTUP. There are 4 levels of security in FACILITATE, Jr, which are discussed further below. (A detailed explanation of assigning security is provided under the heading for 08.01.00 later in this manual.) Page 8 III. DECISIONS YOU NEED TO MAKE BEFORE STARTING A. System Administration Who will have access to: 1. FACILITATE System A "System Supervisor" should be designated. The System Supervisor has access to all information within FACILITATE including User Names and Passwords, Employee Payroll Files, Global Information used throughout FACILITATE, System-wide Codes, and Database Maintenance Features. The "System Supervisor" is also normally granted rights to utilize the R:Base User Interface to make changes to the database structure, menu system, input forms and reports. Normally, the System Supervisor is assigned the responsibility for monitoring the database for proper use and data integrity. To reduce the potential for database corruption, the loss of data, or unauthorized editing of data, the access rights granted to each user should be carefully considered. Access rights are established in Menu Option 08.01.01 and are granted or revoked on a per user basis for: a. System Access b. Employee Payroll File Access c. Codes Access d. Operational Access (Equipment and Work Order data) We strongly recommend that only those having a full understanding of the of the software be granted access to the FACILITATE System. Right to the other access controlled areas should be based upon the need to know and the need to be able to hold specific people accountable for the accuracy of the data in the various areas. 2. FACILITATE Codes Codes are used throughout FACILITATE to standardize information and to reduce the amount of disk space required to store repeated data. You will want to appoint someone in your organization to be responsible for maintaining the code system and decide whether or not to let other users access the screen where codes and their descriptions are input. By granting access to the Codes Module, you allow the user to change codes and codes descriptions that are used throughout the database. Revoking those rights prevents a user from making such changes but does not affect their ability to utilize the codes Page 9 wherever they appear in input forms and reports. Codes and their descriptions will appear in input screens and reports for all users, regardless of their access rights within the Codes Module. B. Codes Administration and Maintenance Time spent to develop a written codes system prior to implementing your program will save time in the long run. To enjoy the full benefit of FACILITATE features, you need to determine how it should be implemented to support your technical, managerial and administrative staff. Everyone has a "unique" way of doing things. While computerization of a department's information handling methods may be an opportunity to change the way things are done, it should not be necessary for you to make major changes in order for your software package to work well within your operation. Standardization of information is a positive or negative concept, depending on one's perspective and how successful they are in turning it into a benefit. Codes allow storage of a lot of data repeated many time throughout the database in a small amount of space. The use of coded information is also an effective way to improve the retrievability of information as well as to create professional looking reports. To take full advantage of the power of FACILITATE requires a good understanding of the coded fields and how they are used throughout the program. The use of some codes, such as Manufacturer and Vendor Codes, are pretty obvious and easy to implement without much investigation. Other codes, such as Equipment Class, Type and Status may seem obvious, but how they can best be used in your organization can be understood only after a thorough investigation of how they relate to the overall FACILITATE program. Having done that, you will be able to devise and implement codes that integrate well into your management system. C. System and Database Archives One of the most common errors made by database users is the failure to establish and utilize routine information backup procedures. FACILITATE users have not reported any incidences of database corruption due to software problems. However, several users have lost data due to operator errors, sudden power outages and hardware problems. Before you start to enter data into FACILITATE, decide how many minutes, hours or days of work you are willing to lose at any one time. This Page 10 decision will help you determine how often you will back up your software system and database. FACILITATE software and database files may be backed up using DOS Copy, Xcopy or Backup. Copy, Archive or Backup utilities found in network operating systems may also be used. Once you have installed your software, make a backup of the directory on a removeable media (diskette or tape), label it FACILITATE System Backup, date it and store it in a safe place. Then, as you add data to the database, back up the database files to another removeable media as often as you deem necessary. There are three database files; FACLT1.RBF, FACLT2.RBF and FACLT3.RBF. We recommend that they be backed up no less than once daily. These backup diskettes or tapes should be labeled FACILITATE Database Backup, dated and stored in a safe place. Consider using PKWARE or another file compression program to reduce the size of the media requirements for backup. We also recommend that you have five (5) to seven (7) sets of backup diskettes or tapes. Should you discover a database problem that actually happened several days ago, it may be possible for you to recover the error by returning to the backup copy containing the last error- free database. Also, by having several incremental backups of your database, operator errors experienced during periods of "temporary insanity" while attempting to restore a backup will have less impact. IV. INTRODUCTION TO THE DATABASE CONCEPT The term "Database Management" may seem somewhat mysterious to the inexperienced user. Actually, most people have exercised some type of database management in their daily lives. A recipe card system or shoe box full of records are examples of basic database management systems. A more organized "paper-based" database management system is the tradition of storing loose papers in a manila folder, in a drop-file folder, in a file cabinet drawer, in a file cabinet in a particular room. A computer-based database management system also allows you to store data in an organized fashion. However, rather than writing the data on paper and filing the paper, the data is entered into a computer database application, stored on a computer disk and made accessible through computer generated reports. The computer-based database enjoys several advantages over the paper-based management system. The system requires far less storage space for a given amount of data, retrieval is far more flexible, Page 11 and operating on a computer network, the information can be input into the system and retrieved by many different people not located together. Actually, everyone uses a type of network to distribute information from one office or desk to another. Since the invention of the pencil and paper, people have been using "sneaker-net" to transfer information back and forth. With the advent of electronic communications, Local Area Networks (LANs) and Wide Area Networks (WANs) are used to pass information from place to place. V. DATABASE STRUCTURE and TERMINOLOGY It can be difficult to visualize a computer database because you cannot see it like paper, folders and file drawers. Interestingly, computer databases are structured very similarly to paper-based systems. To input data, a FORM is used. To look at data on the computer monitor, an edit FORM or a REPORT TO SCREEN may be used. To obtain a paper (hard) copy, a REPORT TO PRINTER is generated. Let's take a look at the basic building blocks of the R:Base Database System. If you were to begin organizing a large amount of data on paper, you would no doubt create a FORM with COLUMN headings across the top. The headings identify the type of information that goes into each of the COLUMNS. Then, under each column, you would enter ROWS of information. If the different types of information you entered on each row required more columns than a single piece of paper had room for, you might continue with additional columns on another piece of paper. Just in case the two pieces of paper get seperated, you might duplicate a key column on both papers that would match up rows of data on different pieces of paper. This is exactly what happens in a computer database. (continued next page) Page 12 ┌───────────────────────────────────┐ ┌─────────────────────────────────┐ │ TABLE ONE │ │ TABLE TWO │ │ │ │ │ │ LastName FirstName Soc Sec No. │ │ Soc Sec No Telephone Shift │ │ │ │ │ │ Jones William 111-11-1111 │ │ 111-11-1111 615/123-4565 Day │ │ Browne Robert 222-22-2222 │ │ 222-22-2222 615/993-3334 Eve │ │ White Martha 333-33-3333 │ │ 333-33-3333 615/923-9864 Day │ │ Andrews Judy 444-44-4444 │ │ 444-44-4444 615/983-1234 Day │ └───────────────────────────────────┘ └─────────────────────────────────┘ ┌─────────────────────────────────────────────┐ │ │ │ TELEPHONE and SHIFT REPORT │ │ SORTED by LAST NAME │ ├─────────────────────────────────────────────┤ │ │ │ LastName FirstName Telephone Shift │ │ │ │ Andrews Judy 615/983-1234 Day │ │ Browne Robert 615/993-3334 Eve │ │ Jones William 615/123-4565 Day │ │ White Martha 615/923-9864 Day │ │ │ └─────────────────────────────────────────────┘ The two tables above represent a simple database set up as it might be on two pieces of paper. Each piece of paper (TABLE) contains information about an employee. The two tables are linked by the common COLUMN "Soc Sec No.". If the information were on paper, the Telephone and Shift Report could be created from separate pieces of paper by matching up the ROWS with the identical data in the Soc Sec No. COLUMN. Although this is an over-simplified example, the computer generates a report by accomplishing the same process through the applications software. The FACILITATE program is a multi-table database with COLUMNS and ROWS containing data about equipment, work orders, material inventory, purchase orders, personnel, manufacturers and vendors. FORMS have been created to provide an efficient means for entry of new data and editing existing data. FORMS may also be used to view data in the same format (or a different one) it was entered into the database. REPORTS revealing information stored in one or more tables can be displayed on the computer monitor or printed on paper. The FACILITATE software program contains many pre-programmed data-entry and edit forms and reports. Users who upgrade to the complete FACILITATE package can create custom forms and reports to meet specific needs without purchasing additional utility software. Page 13 VI. UNDERSTANDING HOW FACILITATE WORKS A. FACILITATE Menus FACILITATE incorporates the use of two menu styles, vertical and horizontal. In general, vertical menus move you toward ACTION option menus. Action Option Menus and specific Action Options are displayed horizontally. To move around in the menus, the following keys are used. 1. Vertical Menus a. [Number Keys] to move to the corresponding menu option. b. [Home], [End], [PgUp], [PgDn] to move to the top or bottom of a menu. c. [Arrows] to move up and down one option at a time. 2. Horizontal Menus a. [Letter] key corresponding to the first letter in the option name moves the cursor to the next (left to right) option beginning with that letter. b. [Arrows] move the cursor one menu option at a time. B. FACILITATE Vertical Menu System The FACILITATE Menu System is built on the standard R:Base Menu Structure. FACILITATE application menus are structured in tiers and numbered to indicate the Module, Menu, Sub-Menus and Sub-Menu Options as follows: 07.01.01 (1) -- -- -- - │ │ │ │ │ │ │ └─── Sub-Menu, 4th Tier Only When Applicable │ │ │ │ │ └─── Sub-Menu, 3rd Tier (Option 1, Class Codes) │ │ │ └──── Menu, 2nd Tier (Option 1, Equipment) │ └──── Module, 1st Tier (Module 07, Codes) Page 14 As you progress through the menu system, each tier is displayed beneath the tier preceding it. This allows you to see at all times where you are within the menu system. The purpose of the FACILITATE Menu System is to progress you systematically to the Menu Option that addresses the task you need to accomplish. Most FACILITATE menus are arranged vertically. C. FACILITATE Horizontal Menu Options Horizontal Menu Options allow you to select the ACTION you wish to take. Menus are customized to provide the specific action options germane to the module, menu and sub-menu you are in. The first horizontal option menu you access after leaving the vertical menu system may take you to another option menu, directly into a functional screen, or it can lead you to prompts that allow you to select which records you will access. Examples of the Horizontal Option Menus are as follows: ┌───────────── Horizontal Option Menu ───────────┐ │ │ │ Add Edit Print List Specific Query │ └────────────────────────────────────────────────────┘ Add Takes you to the Add Menu or directly into a form for adding new information into the database. Edit Takes you to the Edit Menu or directly into a form for changing database information . Print Prints the information associated with the Module, Menu and Option you are currently in. Processing of the print routine may be preceded by prompts asking you what data you want to print and how you want it sorted. List Prints a list of the basic data associated with the Module, Menu and Option you are currently in. Processing of the print routine may be preceded by prompts asking you what data you want to list and how you want it sorted. Specific Searches for a specific record. The user is prompted to indicate the code for the specific record to be displayed. Page 15 Query Searches for all records (ROWS) that contain the specified characters in the field being searched. The user is prompted for the "search string" of characters to be searched for. The search string can be from one character to the maximum number of characters in the column being searched. Another Horizontal Option Menu looks like this: ┌───────────── Horizontal Option Menu ───────────┐ │ │ │ Add Edit Again Discard Quit │ └────────────────────────────────────────────────────┘ Add Adds the data on the screen to the database, thereby saving it. The screen is then cleared for entry of the next record (row). Edit Does not save the information on the screen, Again but returns you to the form to allow changes prior to saving the data. Discard Removes the data from the screen and the database. A message is displayed at the top of the screen asking for verification before processing of the command. Quit Leaves the data-entry mode after saving the current data and returns to the previous menu. (Because the [ESC] key can be used to save data and return to the previous menu in FACILITATE, the Quit option is often not shown.) Another Horizontal Option Menu looks like this: ┌───────────── Horizontal Option Menu ────────────┐ │ │ │ Edit Save Add New Delete Reset Previous Next │ └────────────────────────────────────────────────────┘ Edit Moves the cursor into a form to make information changes. Save Saves current changes on the screen. (Because the [ESC] key can be used to save data and return to the previous menu in FACILITATE, the Save option is often not shown.) Page 16 Add New Enters modified data into the database as a new row and leaves the original row in the database unchanged. (Can be used to enter new data from an edit screen.) Delete Deletes the row highlighted by the cursor from the database. A message is displayed at the top of the screen asking for verification before processing of the command. Reset Undoes the latest edits, assuming they have not already been saved. Previous Saves changes made to the row currently displayed and skips to the previous row in the table, if one exists. If Query was used to bring up records containing a search string, the Previous command skips to the previous row of data that contains the specified search string. Next Saves changes made to the row currently displayed and skips to the next row in the table, if one exists. If Query was used to bring up records containing a search string, the Next command skips to the next row of data that contains the specified search string. VII. CURSOR MOVEMENT and FUNCTION KEYS The function of most keyboard keys used in FACILITATE is obvious and the same as in other software packages. There are, however, cursor movement and special function keys used throughout FACILITATE that you may not be familiar with. By learning the function of the keys, the user moves easily and quickly between FACILITATE menus and within the various screens. The following keyboard function outline is provided as a reference and you may wish to post copies of the outline at your workstation(s). Whenever FACILITATE instructions direct you to use a key, action words like "strike", "hit" or "press" are followed by the name of the key or key combination, which is enclosed in brackets [keyname]. Whenever directed to use a [Shift-Key] or [Ctrl- Key], you must hold down the [Shift] or [Control] key while also pressing the other [Key] indicated. Only the cursor movement keys used in FACILITATE are listed. For a list of the keys used in R:Base when making changes in the database, refer to the R:Base User's Manual. Page 17 A. USING THE STANDARD CURSOR MOVEMENT KEYS Key Description Purpose [ESC] Escape Interrupts execution of current process In menu structure, moves one step closer to the Main Menu [TAB] Tab Moves cursor 10 characters to right. In an input form, moves cursor to next input field. [Shift]-[Tab] Back Tab Moves cursor 10 characters to left. In an input form, moves cursor to previous input field. [Ctrl] Control Used with [<-] and [->] keys, move cursor to far right or left within field. [Alt] Alternate Used with function keys for user-defined key map. [<-] Backspace Deletes one character to the left of cursor. [ENTER]Return Key Accepts data and moves cursor to next line or column. In menu structure, selects menu option currently highlighted by the cursor [PrtSc]Print Screen Sends image of screen to printer. Some keyboards require concurrent use of [Shift]. [NumLock] Number Lock When set on, allows use of 10-key pad for numeric entry rather that cursor control. [Scroll Lock] Not used in FACILITATE. [^] Up-Arrow Move the cursor up one line. In an input form, moves cursor to previous field. [|] Down-Arrow Move the cursor down one line. In an input form, advances cursor one field. [<-] Left-Arrow Move cursor to left one character. [->] Right-Arrow Move cursor to right one character. [Home] Home Move cursor to upper left corner of screen or page. [End] End Move cursor to bottom right corner of screen or page. [PgUp] Page Up Move cursor to the previous page of a multi-page input form. Page 18 [PgDn] Page Down Move cursor to the next page of a multi-page input form. [Ins] Insert Inserts a space at the cursor. Must be used within an input form field to create space for insertion of character(s). [Del] Delete Delete character at the cursor position. B. USING THE FUNCTION KEYS The function keys have two purposes, depending upon whether used in conjunction with the shift key. As in the table above, only the function keys used in FACILITATE are listed. Key Purpose [F2] Erase a field. [Shift-F2] Erase from cursor position to end of field. [F4] Repeat character toggle. [F5] Reset field value. [F7] Move to previous row of data. [F8] Move to next row of data. [F9] Move to next region within an input form. Page 19 C. FACILITATE Data Field Type and Length A list of the database fields indicating field type, description and length is provided in the Exhibits Section. In general, database fields are as follows: FIELD TYPE SIZE Address, City Text 25 Address, Street Text 40 Address, State Text 2 Address, Zip Code Text 10 Codes Text 8 or 12 Comments, Equipment Text 240 Comments, History Text 240 Comments, Inventory Text 240 Contract Number Text 12 Contract Comments Text 600 Dates Date 8 Descriptions Text 40 Description, Task Text 600 Dollar Values Currency Non-specific Name, Last Text 15 Name, First Text 12 Telephone Number Text 12 Telephone Extension Text 4 Pager Number Text 12 Property Control # Text 12 Time Real 5 Quantities Integer Non-specific VIII. A QUICK TUTORIAL We recommend that you open this manual to Systems Module 08, load FACILITATE and work your way through the program one menu option at a time. (To load FACILITATE, type "FACLTM" from the directory FACILITATE is resident in, enter the user name SYSTEM and the password STARTUP.) The best way to gain an understanding of FACILITATE is to start with Module 08 and work backward through the other menu options. By exploring the System and Codes Options first, the information displayed in the "Operational Menus", 01 through 06, will have more meaning to you. If you have problems or questions, we request that you carefully annotate the problem and reference it to the Menu, Sub-menu and Option you are looking at before contacting Facilitate, Inc. for assistance. This will help us address your questions more quickly and effectively. Welcome to the world of FACILITATE, we hope to help "FACILITATE" attainment of all your professional goals. Page 20 FACILITATE, Jr. Column/Description Reference COLUMN COLUMN DESCRIPTION COLUMN COLUMN TABLES COLUMN APPEARS IN TYPE LENGTH ACSCDS Access Codes Data Text 8 PWDTBL ACSPYR Access Employee Payroll File Text 8 PWDTBL ACSSYS Access System Setup Text 8 PWDTBL ACTCDA Account Code Text 12 WO_CPL ACTCDB Account Code Text 12 WO_MTL ACTCDE Account Code (Facility Account) Text 12 EQUINF ACTTBL WO_OPN ACTDSC Account Code Description (Facility) Text 40 ACTTBL ACTEQW Account Code for Eqpt when W/Order Generated Text 12 EQWHST ACTORV Facility's Account Number, This Vendor Text 40 VNDTBL ACTOUR Facility's Account Number, This Manufacturer Text 40 MFGTBL CLSCDE Equipment Class Code Text 8 CLSTBL EQUINF CLSDSC Equipment Class Code Description Text 40 CLSTBL CLSEQW Class Code for Eqpt when Work Order Generated Text 8 EQWHST CLSLFE Equipment Life in Years By Class Code Integer CLSTBL CNTCDE Equipment Service Contract Type Code Text 8 CNTTBL CNTDTA Page 21 CNTCMT Equipment Service Contract Comments Text 600 CNTDTA CNTCST Equipment Service Contract Annual Cost Currency CNTDTA CNTDSC Equipment Contract Type Code Description Text 40 CNTDTA CNTEDT Equipment Service Contract End Date Date CNTDTA CNTNUM Equipment Service Contract Number Text 12 CNTDTA EQUCNT CNTRDT Equipment Service Contract Review Date Date CNTDTA CNTSDT Equipment Service Contract Start Date Date CNTDTA DPRLFE Equipment Depreciable Life in Years Integer EQUINF DTACDE Equipment Data Code Text 8 DTATBL EQUDTA DTADSC Equipment Data Code Description Text 40 DTATBL DUEDTE Work Order Due Date Date EQUMPS WO_OPN DUEDYS Work Order Due Days Integer PRYTBL WO_OPN DUEHRS Work Order Due Hours Integer PRYTBL WO_OPN DUEMNS Work Order Due Minutes Integer WO_OPN DUETME Work Order Due Time Time WO_OPN EMPAD1 Employee Address Line # 1 Text 40 EMPTBL EMPAD2 Employee Address Line # 2 Text 40 EMPTBL EMPCDA Employee Code Text 8 WO_CPL Page 22 EMPCDE Employee Code Text 8 EMPTBL EQUDWS EQUMPS WO_OPN EMPCHG Employee Labor Charge Rate Currency EMPTBL WO_CPL EMPCTY Employee Address City Text 25 EMPTBL EMPDOB Employee Date of Birth Date EMPTBL EMPDTE Employee Date of Hire Date EMPTBL EMPFNM Employee First Name Text 12 EMPTBL EMPLNM Employee Last Name Text 15 EMPTBL EMPMNM Employee Middle Name Text 10 EMPTBL EMPOEX Employee Office Telephone Number Extension Text 4 EMPTBL EMPOPH Employee Office Telephone Number Text 12 EMPTBL EMPPHE Employee Telephone Number Text 12 EMPTBL EMPRTE Employee Pay Rate Currency EMPTBL EMPSSN Employee Social Security Account Number Text 11 EMPTBL EMPSTE Employee Address State Text 2 EMPTBL EMPZIP Employee Address Zip Code w/ Extension Text 10 EMPTBL EQUCMT Equipment Comments Text 240 EQUINF EQUCST Equipment Acquisition Cost Currency EQUINF EQUDSC Equipment Description Text 40 EQUINF Page 23 EQUDTA Equipment Data associated with Data Type Code Text 12 EQUDTA EQUFRQ Equipment Scheduled Maintenance Frequency Integer EQUMPS EQUMDL Equipment Model Number Text 40 EQUINF EQUNUM Equipment Index Number Text 12 EQUINF EQUCNT EQUDWS EQUDTA EQUMPS EQUHST WO_OPN EQUSRL Equipment Serial Number Text 40 EQUINF FACDPT Facility Department Name Text 40 FACTBL FACNME Facility Name Text 40 FACTBL FACVER FACILITATE Version Number Text 8 FACTBL FDATA Data Entry Forms layout data Text 46 FORMS FLEDTE Equipment File Update Date Date EQUINF FNAME Data entry form identifier Text 8 FORMS HSTCMT Equipment Work Order History Comments Text 240 EQUHST HSTCST Equipment Maintenance Work Order Cost Currency EQWHST HSTDSC Equipment History Work Order Info Description Text 40 EQWHST HSTDTE Equipment Work Order History Date Date EQUHST HSTQTY Equipment History W.O. Line Item Quantity Real EQWHST HSTREF Equipment History Completion Code or Item # Text 12 EQWHST INSDTE Equipment Installation/In-service Date Date EQUINF Page 24 LNENUM Line ID Number (always set to 1) Integer FACTBL LOCCDE Location Code Text 12 LOCTBL EQUINF WO_OPN LOCDSC Location Code Description Text 40 LOCTBL EQUINF WO_OPN MFGAD1 Manufacturer's Address Line # 1 Text 40 MFGTBL MFGAD2 Manufacturer's Address Line # 2 Text 40 MFGTBL MFGCDE Manufacturer's Code Text 8 MFGTBL EQUINF MFGCO8 Manufacturer's Corporate Office Toll Free No. Text 12 MFGTBL MFGCOD Manufacturer's Corporate Office Description Text 25 MFGTBL MFGCOE Manufacturer's Corporate Office Extension No. Text 4 MFGTBL MFGCOP Manufacturer's Corporate Office Telephone No. Text 12 MFGTBL MFGCOZ Manufacturer's Corporate Office Time Zone Text 1 MFGTBL MFGCS8 Manufacturer's Corporate Sales Toll Free No. Text 12 MFGTBL MFGCSD Manufacturer's Corporate Sales Description Text 25 MFGTBL MFGCSE Manufacturer's Corporate Sales Extension No. Text 4 MFGTBL MFGCSP Manufacturer's Corporate Sales Telephone No. Text 12 MFGTBL MFGCSZ Manufacturer's Corporate Sales Time Zone Text 1 MFGTBL MFGCTY Manufacturer's Address City Text 25 MFGTBL MFGCV8 Manufacturer's Corporate Service Toll Free # Text 12 MFGTBL Page 25 MFGCVD Manufacturer's Corporate Service Description Text 25 MFGTBL MFGCVE Manufacturer's Corporate Service Extension # Text 4 MFGTBL MFGCVP Manufacturer's Corporate Service Telephone # Text 12 MFGTBL MFGCVZ Manufacturer's Corporate Service Time Zone Text 1 MFGTBL MFGLS8 Manufacturer's Local Sales Toll Free Number Text 12 MFGTBL MFGLSD Manufacturer's Local Sales Description Text 25 MFGTBL MFGLSE Manufacturer's Local Sales Extension Number Text 4 MFGTBL MFGLSP Manufacturer's Local Sales Telephone Number Text 12 MFGTBL MFGLSZ Manufacturer's Local Sales Time Zone Text 1 MFGTBL MFGLV8 Manufacturer's Local Service Toll Free Number Text 12 MFGTBL MFGLVD Manufacturer's Local Service Description Text 25 MFGTBL MFGLVE Manufacturer's Local Service Extension Number Text 4 MFGTBL MFGLVP Manufacturer's Local Service Telephone Number Text 12 MFGTBL MFGLVZ Manufacturer's Local Service Time Zone Text 1 MFGTBL MFGNM2 Manufacturer's Name, Line 2 Text 40 MFGTBL MFGNME Manufacturer's Name Text 40 MFGTBL MFGPO8 Manufacturer's Material Order Toll Free No. Text 12 MFGTBL MFGPOD Manufacturer's Material Order Name/Description Text 25 MFGTBL Page 26 MFGPOE Manufacturer's Material Order Telephone Ext. Text 4 MFGTBL MFGPOP Manufacturer's Material Order Telephone No. Text 12 MFGTBL MFGPOZ Manufacturer's Material Order Time Zone Text 1 MFGTBL MFGRS8 Manufacturer's Regional Sales Toll Free No. Text 12 MFGTBL MFGRSD Manufacturer's Regional Sales Name/Descript. Text 25 MFGTBL MFGRSE Manufacturer's Regional Sales Telephone Ext. Text 4 MFGTBL MFGRSP Manufacturer's Regional Sales Telephone No. Text 12 MFGTBL MFGRSP Manufacturer's Regional Sales Telephone No. Text 12 MFGTBL MFGRSZ Manufacturer's Regional Sales Time Zone Text 1 MFGTBL MFGRV8 Manufacturer's Regional Service Toll Free No. Text 12 MFGTBL MFGRVD Manufacturer's Regional Service Name/Descript Text 25 MFGTBL MFGRVE Manufacturer's Regional Service Telephone Ext Text 4 MFGTBL MFGRVP Manufacturer's Regional Service Telephone No. Text 12 MFGTBL MFGRVZ Manufacturer's Regional Service Time Zone Text 1 MFGTBL MFGSR8 Manufacturer's Service Request Toll Free No. Text 12 MFGTBL MFGSRD Manufacturer's National Service Name/Descript Text 25 MFGTBL MFGSRE Manufacturer's National Service Telephone Ext Text 4 MFGTBL MFGSRP Manufacturer's National Service Telephone No. Text 12 MFGTBL Page 27 MFGSRZ Manufacturer's National Service Time Zone Text 1 MFGTBL MFGSTE Manufacturer's Address State Text 2 MFGTBL MFGZIP Manufacturer's Address Zip Code w/ Extension Text 10 MFGTBL MINORD Minimum Order Criteria for this Manufacturer Text 40 MFGTBL MINORV Vendor's Minimum Order Criteria or Quantity Text 40 VNDTBL MTLCST Material Cost Currency WO_MTL NUMRUL Rule number (internal identifier) Integer RULES PHYLFE Equipment Physical Useful Life in Years Integer EQUINF PO_NUM Purchase Order Number Text 12 EQUINF PRCCDE Scheduled Maintenance Procedure Code Text 8 PRCTBL EQUDWS EQUMPS WO_OPN PRCTMA Scheduled Maintenance Procedure Time Real WO_CPL PRCTME Scheduled Maintenance Procedure Standard Time Real PRCTBL WOTTBL EQUDWS WO_OPN EQUMPS PRCTTL Scheduled Maintenance Procedure Title Text 40 PRCTBL WO_OPN PRGCDE Purge Transaction Code Text 8 PRGTBL PRGDSC Purge Transaction Code Description Text 40 PRGTBL PRGDYS Purge Transaction Cycle Length in Days Integer PRGTBL PRPNUM Facility Property Control Number Text 12 EQUINF PRYCDE Work Order Request Priority Code Integer PRYTBL EQUDWS EQUMPS WO_OPN Page 28 PRYDSC Work Order Request Priority Code Description Text 40 PRYTBL PSNCDE Employee Position Code Text 8 EMPTBL PSNTBL WO_OPN EQUMPS EQUDWS PSNDSC Employee Position Code Description Text 40 PSNTBL RDATA Report format data Text 80 REPORTS RNAME Report identifier Text 8 REPORTS RULVAL Rules checking data Text 40 RULES SCHFRI Scheduled for Maintenance on FRIDAY Text 1 EQUDWS SCHMON Scheduled for Maintenance on MONDAY Text 1 EQUDWS SCHSAT Scheduled for Maintenance on SATURDAY Text 1 EQUDWS SCHSUN Scheduled for Maintenance on SUNDAY Text 1 EQUDWS SCHTHU Scheduled for Maintenance on THURSDAY Text 1 EQUDWS SCHTUE Scheduled for Maintenance on TUESDAY Text 1 EQUDWS SCHWED Scheduled for Maintenance on WEDNESDAY Text 1 EQUDWS STKDSC Material Used Stock Item Description Text 40 WO_MTL STKNUM Material Inventory Stock Number Test 12 WO_MTL STKQTY Material Inventory Item Quantity Used Integer WO_MTL STSCDE Equipment Status Code Text 8 STSTBL EQUINF STSDSC Status Code Description Text 40 STSTBL Page 29 SVGCDA Employee Service Group Code in W/O Completion Text 8 WO_CPL SVGCDB Employee Service Group Code in W/O Material Text 8 WO_MTL SVGCDE Employee Service Group Code Text 8 SVGTBL EMPTBL WO_OPN EQUMPS EQUDWS SVGDSC Employee Service Group Code Description Text 40 SVGTBL TABLE1 Rules checking data Text 8 RULES TABLE2 Rules checking data Text 8 RULES TMPCMT Work Order Completion Temporary Comment Text 240 WO_OPN TSKCD1 Scheduled Maintenance Procedure Task Number 1 Text 8 PRCTBL WO_OPN TSKCD2 Scheduled Maintenance Procedure Task Number 2 Text 8 PRCTBL WO_OPN TSKCD3 Scheduled Maintenance Procedure Task Number 3 Text 8 PRCTBL WO_OPN TSKCD4 Scheduled Maintenance Procedure Task Number 4 Text 8 PRCTBL WO_OPN TSKCD5 Scheduled Maintenance Procedure Task Number 5 Text 8 PRCTBL WO_OPN TSKCD6 Scheduled Maintenance Procedure Task Number 6 Text 8 PRCTBL WO_OPN TSKCD7 Scheduled Maintenance Procedure Task Number 7 Text 8 PRCTBL WO_OPN TSKCD8 Scheduled Maintenance Procedure Task Number 8 Text 8 PRCTBL WO_OPN TSKCDE Scheduled Maintenance Task Code Text 8 TSKTBL TSKDSC Scheduled Maintenance Task Code Description Text 600 TSKTBL TYPCDE Equipment Type Code Text 8 TYPTBL EQUINF Page 30 TYPDPS Default Performance/Safety Procedure Text 8 TYPTBL EQUINF TYPDSC Equipment Type Code Description Text 40 TYPTBL TYPDSM Default Scheduled Maintenance Procedure Text 8 TYPTBL EQUINF TYPLFE Equipment Life Expectancy by Type Code Integer TYPTBL USRFNM FACILITATE USER's First Name Text 12 PWDTBL USRLNM FACILITATE USER's Last Name Text 15 PWDTBL USRNME FACILITATE USER's LOGIN NAME Text 8 PWDTBL USRPWD FACILITATE USER's LOGIN PASSWORD Text 8 PWDTBL VNDAD1 Vendor's Address Line # 1 Text 40 VNDTBL VNDAD2 Vendor's Address Line # 2 Text 40 VNDTBL VNDCDE Vendor's Code Text 8 VNDTBL EQUINF CNTDTA VNDCO8 Vendor's Corporate Office Toll Free No. Text 12 VNDTBL VNDCOD Vendor's Corporate Office Description Text 25 VNDTBL VNDCOE Vendor's Corporate Office Extension Number Text 4 VNDTBL VNDCOP Vendor's Corporate Office Telephone Number Text 12 VNDTBL VNDCOZ Vendor's Corporate Office Time Zone Text 1 VNDTBL VNDCS8 Vendor's Corporate Sales Toll Free Number Text 12 VNDTBL VNDCSD Vendor's Corporate Sales Description Text 25 VNDTBL Page 31 VNDCSE Vendor's Corporate Sales Extension Number Text 4 VNDTBL VNDCSP Vendor's Corporate Sales Telephone Number Text 12 VNDTBL VNDCSZ Vendor's Corporate Sales Time Zone Text 1 VNDTBL VNDCTY Vendor's Address City Text 25 VNDTBL VNDCV8 Vendor's Corporate Service Toll Free Number Text 12 VNDTBL VNDCVD Vendor's Corporate Service Description Text 25 VNDTBL VNDCVE Vendor's Corporate Service Extension Number Text 4 VNDTBL VNDCVP Vendor's Corporate Service Telephone Number Text 12 VNDTBL VNDCVZ Vendor's Corporate Service Time Zone Text 1 VNDTBL VNDLS8 Vendor's Local Sales Toll Free Number Text 12 VNDTBL VNDLSD Vendor's Local Sales Description Text 25 VNDTBL VNDLSE Vendor's Local Sales Extension Number Text 4 VNDTBL VNDLSP Vendor's Local Sales Telephone Number Text 12 VNDTBL VNDLSZ Vendor's Local Sales Time Zone Text 1 VNDTBL VNDLV8 Vendor's Local Service Toll Free Number Text 12 VNDTBL VNDLVD Vendor's Local Service Description Text 25 VNDTBL VNDLVE Vendor's Local Service Extension Number Text 4 VNDTBL VNDLVP Vendor's Local Service Telephone Number Text 12 VNDTBL Page 32 VNDLVZ Vendor's Local Service Time Zone Text 1 VNDTBL VNDNME Vendor's Name Text 40 VNDTBL VNDPO8 Vendor's Materials Order Toll Free Number Text 12 VNDTBL VNDPOD Vendor's Materials Order Name/Description Text 25 VNDTBL VNDPOE Vendor's Material Order Telephone Extension Text 4 VNDTBL VNDPOP Vendor's Material Order Telephone Number Text 12 VNDTBL VNDPOZ Vendor's Material Order Time Zone Text 1 VNDTBL VNDRS8 Vendor's Regional Sales Toll Free Number Text 12 VNDTBL VNDRSD Vendor's Regional Sales Name/Description Text 25 VNDTBL VNDRSE Vendor's Regional Sales Telephone Extension Text 4 VNDTBL VNDRSP Vendor's Regional Sales Telephone Number Text 12 VNDTBL VNDRSZ Vendor's Regional Sales Time Zone Text 1 VNDTBL VNDRV8 Vendor's Regional Service Toll Free Number Text 12 VNDTBL VNDRVD Vendor's Regional Service Name/Description Text 25 VNDTBL VNDRVE Vendor's Regional Service Telephone Extension Text 4 VNDTBL VNDRVP Vendor's Regional Service Telephone Number Text 12 VNDTBL VNDRVZ Vendor's Regional Service Time Zone Text 1 VNDTBL VNDSR8 Vendor's Service Request Toll Free Number Text 12 VNDTBL Page 33 VNDSRD Vendor's National Service Name/Description Text 25 VNDTBL VNDSRE Vendor's National Service Telephone Extension Text 4 VNDTBL VNDSRP Vendor's National Service Telephone Number Text 12 VNDTBL VNDSRZ Vendor's National Service Time Zone Text 1 VNDTBL VNDSTE Vendor's Address State Text 2 VNDTBL VNDZIP Vendor's Address Zip Code w/ Extension Text 10 VNDTBL WOCCDE Work Order Completion Code Text 8 WOCTBL WO_CPL WOCCST Work Order Employee's Cost (EMPCHG*WOCMLT) Currency WO_CPL WOCDSC Work Order Completion Code Description Text 40 WOCTBL WOCDTE Work Order Close Date Date WO_OPN WOCHRS Work Order Completion Hrs(WOFTME-WOSTME)/3600 Real WO_CPL WOCMLT Work Order Completion Multiplier Real WO_CPL WOCTME Work Order Close Time Time WO_OPN WOFTME Work Order Labor Finish Time (this line item) Time WO_CPL WOLDTE Work Order Labor Date (this line item) Date WO_CPL WOSTME Work Order Labor Start Time (this line item) Time WO_QUE Work Order Request: (P)rint, (Q)ueue, (S)ave Text 1 WO_OPN Page 34 FACILITATE, Jr. Menu System Outline 00.00.00 - Main Menu 01.00.00 - Work Order Information Menu 01.01.00 Generate a Work Order 01.02.00 Generate a Completed Work Order 01.03.00 Edit Work Orders 01.03.01 Edit by Work Order Number 01.03.02 Edit by Originator Name 01.03.03 Edit by Originator Phone Number 01.03.04 Edit by Originator Phone Extension 01.03.05 Edit by Location Code 01.03.06 Edit by Location Description 01.03.07 Edit by Account Code 01.03.08 Edit by Work Order Description 01.03.09 Edit by Employee Code 01.04.00 Work Order Completion 01.04.01 Complete a Work Order 01.04.02 Add Work Order Equipment History Information 01.04.03 Add Work Order Labor Information 01.04.04 Add Work Order Materials Information 01.05.00 Process Work Orders in Queue 01.05.01 Print All Work Orders in Queue 01.05.02 Print Work Orders Selected for Print 01.05.03 Print Work Orders by Priority Level 01.05.04 Print Work Orders by Service Group 01.05.05 Print Work Orders by Employee Code 01.05.06 Print Work Orders by Account Code 01.05.07 Print Work Orders by Location Code 01.05.08 Print Work Orders by Due Date 01.05.09 Print Work Orders by Work Order Type Code 01.06.00 Edit Work Orders in Queue 01.07.00 Re-print Work Orders 02.00.00 - Work Order Reports Menu 02.01.00 Open Work Order Reports Menu 02.01.01 All Open Work Orders 02.01.02 Service Group Page 35 02.01.03 Employee 02.01.04 Account 02.02.00 Delinquent Work Order Report 02.03.00 Work Order Completion Labor Report 02.04.00 Accounting Report 03.00.00 - Maintenance Schedules Menu 03.01.00 Create/Edit Maintenance Schedules 03.01.01 Create/Edit by Equipment Number 03.01.02 Create/Edit by Location Code 03.02.00 Create/Edit Daily/Weekly Maintenance Schedules 03.02.01 Create/Edit by Equipment Number 03.02.02 Create/Edit by Location Code 03.03.00 Generate Work Orders from Schedules 03.04.00 Generate Daily/Weekly Work Orders from Schedules Sunday Monday Tuesday Wednesday Thursday Friday Saturday 03.05.00 Maintenance Schedule Reports 03.05.01 Daily/Weekly Hours Report 03.05.02 Maintenance Schedule Hours Report 04.00.00 - Equipment Management Menu 04.01.00 Add or Delete Equipment Items Add Edit Datatype Contracts D/W_Sch Mnt_Sch Delete 04.02.00 Edit Equipment Information Number Page 36 Descrip Class Type Status Account Location Property Vendor Manufg Serial In-Svc File Comments Datatype DataSearch 04.03.00 Print Equipment Information All Number Class Type Account Location 04.04.00 Print Equipment List All Number Class Type Status Location Account Vendor Manufg Serial In-Svc Datatype DataSearch Warranty 05.00.00 - Equipment and Service History Menu 05.01.00 Add/Edit History Information 05.02.00 Print History Information 05.02.01 History Information Report 05.02.02 History Comments Report 06.00.00 - Maintenance Contracts Menu Page 37 06.01.00 Add New Contracts 06.02.00 Edit Contract Information 06.03.00 Print Contract Information 06.03.01 All Contracts 06.03.02 Contract Vendor 06.03.03 Review for Renewal Date 06.03.04 Equipment Serviced by Contract Report 06.04.00 Add/Edit Contract Service on an Equipment Item 06.05.00 Add/Edit Equipment List on A Contract 07.00.00 - Codes Maintenance Menu 07.01.00 - Equipment Codes Menu 07.01.01 Equipment Class Codes 07.01.02 Equipment Type Codes 07.01.03 Equipment Status Codes 07.01.04 Equipment DataType Codes 07.01.05 Manufacturer Codes 07.01.06 Vendor Codes 07.01.07 Contract Type Codes 07.02.00 - Work Order Codes Menu 07.02.01 Work Order Type Codes 07.02.02 Work Order Status Codes 07.02.03 Work Order Completion Codes 07.02.04 Work Order Priority Codes 07.02.05 Maintenance Procedure Codes 07.02.06 Maintenance Task Codes 07.03.00 - General Codes Menu 07.03.01 Account Codes 07.03.02 Location Codes 07.03.03 Employee Codes 07.03.04 Position Codes 07.03.05 Service Group Codes 08.00.00 - System Maintenance Menu 08.01.00 - Set Passwords 08.01.01 Add Users to System 08.01.02 View User Information 08.01.03 Delete a User Page 38 08.02.00 - Set Global Information 08.03.00 - Post Work Order Transactions 08.04.00 - Purge Old Transactions 08.04.01 Purge Old Transactions 08.04.02 Edit Transaction Purge Cycle Length 08.05.00 - Database Maintenance Page 39 WORK ORDER INFORMATION MODULE (Option 01.00.00) Prerequisites to Data Entry Prior to using this module, you must have applicable code and description data entered for: All Equipment Codes (Option 07.01.00) All Work Order Codes (Option 07.02.00) All General Codes (Option 07.03.00) Work Order Information Menu (Option 01.00.00) Purpose: Open, edit, print, and close work orders. View information about existing work orders. Edit and process the work order queue. How to: To access work order information options, select one of the options 1 through 7. Info: Each option is described below. The data entry field table provides summary information about each data entry field. Generate a Work Order (Option 01.01.00) Purpose: Open a new work order or view an existing work order. How To: Enter the data called for in each field. As you use the [ENTER] key, the cursor will move to the next data entry field. To move around within the data entry fields and between fields on the forms, use the Edit and Cursor movement keys as described in the Introduction to FACILITATE. The prerequisites to data entry must be entered first as many of the fields are required entries. Database Info: The following table shows the type of field, field size and whether the data is (R)equired or (O)ptional for each field. For TYPE, T = TEXT for alphanumeric data I = INTEGER for numeric data only D = DATE for date format xx/xx/xx. /'s must be entered. $ = CURRENCY for currency format $ xxxx.xx R = REAL C = CLOCK TIME, in 24 hour format, Hours:Minutes:Seconds V = VARIABLE defined for this field only For SIZE, the total possible number of characters is shown. Page 40 For REQ, R = Required data O = Optional data A = Automatically filled in by software. DATA FIELD TYPE SIZE REQ COMMENTS Requested by : T 25 O Person who originated work order request Phone : T 12 O Requestor's telephone number Ext : T 4 O Requestor's telephone extension Equipment Number : T 12 O Must be valid equipment number from 04.01.00 or left blank Equipment Description : T 40 A Description is from 04.01.00, Equipment Information Location : T 12 O Defaults from Equipment Record, Must be valid Location Code in 07.03.02 or left blank Location Description : T 40 A Description is from 07.03.02, May be edited for a work order without changing 07.03.02 information. Procedure Number : T 8 A Defaults from Equipment Record, Editable, must be valid procedure number in Module 07 Request : T 600 O Description of request. Words are broken at line end on screen but are wrapped correctly on hard copy. Dept/Account : T 12 A Defaults from Equipment Record, Editable, Must be valid Account Code in 07.03.01 Account Codes Account Description : T 40 A Description from 07.03.01, Account Codes Request Date : D R Defaults current System Date. Editable, for proper format, must include /'s Time : C R Defaults current System Time. Editable, must be in 24-hour format (13:00) Page 41 Work Order Number : I A Computer assigned after exiting screen. Priority : I R Must be valid Priority Code in 07.02.04, Work Order Priority Codes Priority Description : T 40 A From Priority Code Description Due In : I A Work Order due in Days/Hours:Minutes, computed based on priority code Due Date : D A Computed from Priority Code and current System Date Due Time : T A Computed from Priority Code and current System Time Employee : T 12 O Employee Code to whom work order is assigned Employee Description : T 40 A Employee's Name from 07.03.03 Employee Codes Position : T 12 A Employee's Position Code, if employee code is entered Service Group : T 12 A Must be valid Service Group Code in 07.03.05. Default is employee's normal Service Group. May be edited without changing employee's normally assigned service group. Svc Group Descripton : T 40 A Description from 07.03.05, Service Group Codes Work Order Type : T 12 R Must be valid Work Order Type Code in 07.02.01, Work Order Type Codes W.O. Type Description : T 40 A Description from 07.02.01, Work Order Type Codes Estimated Time : C O Estimated time to complete work order in hours:minutes Work Order Status : T 12 A Must be valid Work Order Status Code in 07.02.02, Work Order Status Codes WO Status Description : T 40 A Description from 07.02.02, Work Order Status Codes Page 42 Queue Work Order : T 1 R Selection determines whether work order is printed, put in queue for future printing or saved only. P = Print, Q = Queue, S = Save Only. Default is Q. To Return to Page One, Hit [PAGE UP] Key. Upon entry of the last data field, the Add, Edit, Discard Menu will appear at the top of the page. Select: ADD: Add work request to the database and process the work order as indicated by the work order codes flag settings. EDIT AGAIN: Return to the work order request DISCARD: Delete the work order request in its entirety. [ESC]: Save the work order request and process the work order as indicated by the work order codes flag settings, return to the work order information menu. Generate a Completed Work Order (Option 01.02.00) Purpose: Open and close a work order at the same time. Info: When a work order has been completed prior to entry in the database, this screen allows you to open and close it in one operation. Database Info: The database information presented under Manual Section 01.01.01 applies to this section as well. Additional database information is as follows: DATA FIELD TYPE SIZE REQ COMMENTS Work Order Completion Comments : T 240 O Comments about the work order that need not be saved in the equipment work order history file. These comments are deleted when the work order is purged. Work Order Close Date : D A Current computer system date Work Order Close Time : C A Current computer system time in 24-hour format Page 43 Work Order History Flag : V 1 A "Y" denotes desire to enter equipment work order history data. Default is "Y"es Work Order Labor Flag : V 1 A "Y" denotes desire to enter equipment work order labor data. Default is "Y"es Work Order Material Flag : V 1 A "Y" denotes desire to enter equipment work order material data. Default is "Y"es How To: Completed Work Order Information is entered in the same fashion as Generate a Work Order in 01.01.00, except: 1. The request Date and Time must be manually entered. 2. Work Order Completion Comments are entered as the work opened. Work Order Completion Comments are saved only work order is purged from the system, so should be brief and entered only when needed. 3. The Work Order Close Date and Time are entered by the as the current date and time. 4. Flags are entered to indicate the desire to enter Work Order History/Labor/Material Order information. When "Y"es flags are entered, additional forms come up to provide a place to enter that data. For detailed information about entry of Work Order History data, please refer to Manual Section 01.04.00, Work Order Completion. Edit Work Orders (Option 01.03.00) Purpose: Change information in an existing work order. Info: Work order information can be changed any time prior to posting. How To: Work order requests can be recalled for view/edit in several ways as shown below. Once you have a work order request on the screen, the edit is accomplished the same way, regardless of how the work order requests were recalled. For a Specific Work Order Only, select: (1) For specific Work Order Number (Recalls one only) For a Group of Work Order Requests, select: Page 44 (2) Originated by a Person(s) whose name contains the characters you specify as a "search string". (3) Containing a specific Originator's Telephone Number (4) Containing a specific Originator's Telephone Extension (5) Containing a specific Location Code (6) Whose Location Description contain the characters you specify as a "search string". (7) With a specific Account Code (8) With a Work Order Request Description containing the character sequence you specify as a "search string". (9) Assigned to a specific employee by Employee Code. Helpful Hint: To find a work order that lacks data in a particular data field, select that sort criteria, then hit the [ENTER] key without specifying a search parameter. Work Order Completion (Option 01.04.00) Purpose: Enter and/or edit labor, material, comment and history data, then close the work order. Info: Work order completion data can be changed any time prior to posting. How To: Work Order Completion data can be entered through several screen options. Select one of the options shown below: (1) Complete Work Order by Work Order Number a. Work Order Number: Enter the Number of the Work Order to be completed. b. Equipment Number: Verify the Equipment Number, edit if required. c. Location Code: Verify the Location Code, edit if required. d. Location Description: Verify Location Description, edit if required. The Location Description may be changed for a single work order without changing the description associated with the Location Code in 07.03.02. Page 45 e. Comments: Enter Work Order Completion Comments. CAUTION: This data is not retained after the work order is purged. Do not enter comments intended for the work order history record. f. Work Order Status Code: Enter the Work Order Status Code. To close the work order, enter Status Code "CD", Closed. g. Close Date: Enter Work Order Close Date. CAUTION: What is entered for the close date deserves some management deliberation. This date is what the software looks at to post labor data to the labor management module. Normally, this date can be entered as the date the work order is closed by the data entry person. However, if the data entry person is running way behind, this could cause some problems when you generate labor productivity reports. Some unexpected results can be obtained, especially if a lot of work actually accomplished in one pay period or month is entered with a close date of another pay period or month. When productivity reports are generated, it would appear that nothing was accomplished during one pay period and everyone did more than is possible in the pay period that the work orders were closed in. h. Close Time: Enter the Work Order Close Time. i. Work Order History: Enter the appropriate Work Order History, Labor, and Material data flags. These flags indicate to the software the intent to enter data of each type as a part of the work order close process. The defaults are "Y"es for all of these. j. Saving the Completion Data: Upon use of the [ENTER] key to input the Material data flag, the cursor moves to the top of the completion screen to indicate that you are finished with this part of the process. Use the [ESC] key to save the data entered to this point and advance to the History, Labor, and Material data input forms, depending upon the flag setting for each. Work Order History Completion Form k. W.O. Number: Enter the number of the work order for which you want to enter labor data. The default is the work order you are closing, but it can be changed. l. Date: Enter the date associated with the History information being entered. m. Work Order History: Enter the Work Order History information to be saved in the permanent equipment history record. When the narrative is complete, or the space is full, use the [ESC] key to bring up the Add/Edit/Discard Page 46 menu. If more history is to be entered for the work order, use the [ENTER] key to save the data already input and move back into the form to add more data. If the history data is complete, use the [ESC] key a second time to save the history data and advance to the next work order completion section. Work Order Labor Completion Form More than one row of information can be entered for a work order. Several employees may report labor data for one work order and one employee may report several tasks on a single work order. Each task is entered in a separate row. n. W.O. Number: The default work order number is that of the work order being completed, but it can be changed. o. Employee: Key in the Employee Code of the employee who accomplished the task(s). When the [ENTER] key is used, the employee's name appears immediately below. p. W.O. Cpl: Enter the Work Order Completion Code for the task reported. When the [ENTER] key is used, the description of the completion code appears to the right of the employee's name. q. Date: Enter the date the employee took the action reported on this row. r. Start: Enter the time (24-hour time format) the employee reported Starting the task reported in this row. s. End: Enter the time (24-hour time format) the employee reported finishing the task reported in this row. t. MLT: Enter the payroll multiplier to indicate whether the hours reported where at the regular or overtime rate. u. Upon entry of the MLT data for the last labor data row for the work order, use the [ESC] key to save the data and bring up the Add/Edit/Discard menu. If you use the [ENTER] key to save the MLT data on the last row, you will get an error message when you use the [ESC] key to bring up the Add/Edit/Discard menu. When this happens, select Discard. A message "Hit ENTER to discard this row, [ESC] to cancel" appears. Use the [ENTER] key to discard the last row (with no data) and then the [ESC] key to bring up the Add/Edit/Discard menu. Notice that the total time used to complete each task has been computed and is displayed in the Hours column. v. Saving the Labor Completion Data: Use the [ESC] key to save the labor data and advance to the next completion data form. Page 47 Work Order Material Completion Form One or more material items may be charged to each work order. w. W.O. No.: The default work order number is the number of the work order being closed, but it can be changed. x. Item Number: Enter the stock number of the material item used in completion of the work order. y. Item Description: Enter the description of the item used. z. Quantity: Enter the quantity of the item used on the work order. aa. Unit Price: Enter the unit price of the item used. ab. Saving the Work Order Material Data: To add additional material data to the work order, use the [ENTER] key at the Unit Price field and the cursor will save the information in the first row and advance to the next row. When the information for the last item is complete, use the [ESC] key to save the data and bring up the Add/Edit/Discard menu. (2) Add Work Order Equipment History Information Work Order Equipment History Information may be entered through this screen option for any work order. Please refer to Manual Section 01.04.00 (above) for instructions. No other work order completion data may be entered through this option. (3) Add Work Order Labor Information Work Order Labor Information may be entered through this screen option for any work order. Please refer to Manual Section 01.04.00 (above) for instructions. No other work order completion data may be entered through this option. (4) Add Work Order Material Information Work Order Material Information may be entered through this screen option for any work order. Please refer to Manual Section 01.04.00 (above) for instructions. No other work order completion data may be entered through this option. Database Info: The database information presented under Manual Section 01.01.00 applies to this section as well. Additional database information is as follows: Page 48 DATA FIELD TYPE SIZE REQ COMMENTS Work Order Completion Comments : T 240 O Comments about the work order that need not be saved in the equipment work order history file. These comments are deleted when the work order is purged. Work Order Close Date : D A Current computer system date Work Order Close Time : C A Current computer system time in 24-hour format Work Order History Flag : V 1 A "Y" denotes desire to enter equipment work order history data Default is "Y"es Work Order Labor Flag : V 1 A "Y" denotes desire to enter equipment work order labor data. Default is "Y"es Work Order Material Flag : V 1 A "Y" denotes desire to enter work order material data Default is "Y"es Process Work Orders in Queue (Option 01.05.00) Purpose: Sort and print scheduled or unscheduled work orders saved to the work order queue. Info: All options in this menu produce hard copies of work orders opened in 01.01.00 and saved with the "Queue Work Order" flag of "Q". The various options allow you to choose which work orders currently in "Q" will be printed. The options are: (1) Print all Work Orders in Queue. No additional selection parameters are offered. (2) Print Work Orders Selected for Print (3) Print Work Orders by Priority Code: Enter a valid Work Order Priority Code to print all work orders with that code in the Priority Code field. (4) Print Work Orders by Service Group Code: Enter a valid Service Group Code to print all work orders with that code in the Service Group Code field. (5) Print Work Orders by Employee Code: Enter a valid Employee Code to print all work orders with that code in the Employee Code field. Page 49 (6) Print Work Orders by Account Code: Print all work orders with that Account Code. (7) Print Work Orders by Location Code: Print all work orders with that Location Code. (8) Print Work Orders by Due Date: Print all work orders which have a due date on or before that specified. (9) Print Work Orders by Work Order Type Code: Print all work orders with that Type Code. After selecting an option, you will be presented with the Work Order Print Setup Screen. You have the option of sorting the work orders by various parameters. You may specify NONE, for no sort, or you may specify one, two or three levels of sorting (eg, sort by Employee, with a Location sub-sort, further sub-sorted by Equipment Number). Simply fill-in a value 1 thru 10 on each sort line presented. Leaving a line blank will cause the software to assume that no further sub-sorts are needed. Entering a 0 will cause the system to assume that no sorts are needed. The system will display the number of work orders which meet your printing criteria to help in your decision making as to whether you want to sort or not. The sort options are: 0 - None 1 - Account Code 2 - Due Date 3 - Employee Code 4 - Equipment Number 5 - Location Code 6 - Position Code 7 - Priority Code 8 - Service Group Code 9 - Work Order Type Code 10 - Work Order Number Helpful To produce work orders that lack information in a Hint: particular field, select printing by that field and use the [ENTER] key before keying in selection criteria. The computer will produce work orders with a NULL value in that field. Edit Work Orders in Queue (Option 01.06.00) Purpose: Edit Work Orders currently in the Work Order Print Queue prior to printing them. Info: This option allows you to edit work orders in the Queue prior to making a hard copy of them. How To: To call up work orders currently in the Work Order Queue and edit them: (a) Select "Edit" from the menu and strike [ENTER] Page 50 (b) Change the data in the fields to be edited, or strike the [ENTER] key to accept what is there and move on to the next field. (c) Use the cursor movement keys to move from field to field. (d) Use the [PgDn] and [PgUp] keys to move to and from the second page of the work order form. (e) When the option produces more than more than one work order (generally it does) use the [F7] and [F8] keys to move forward and backward through the work orders. Re-print Work Orders (Option 01.07.00) Purpose: Obtain a copy of a work order not printed at the time it was generated, or an additional hard copy of a previously printed work order. Info: All types of work orders may be re-printed. How To: To print, or re-print a work order or group of work orders, select this option, then enter the starting and ending numbers of the range of work orders you wish to print. Note that the same number may be entered twice if only one work order is needed. Helpful Hint: To find work orders that have NOT been assigned to an employee, use the [ENTER] key without entering an employee code. All unassigned work orders are printed. Page 51 Work Order Reports Module (02.00.00) Purpose: Generate Work Order Information and Accounting Reports. Info: Options are available to print information about Open and Delinquent Work Orders, Labor and Accounting. Open and Delinquent Work Order Reports may be routed to the screen or printer. All or a portion of the Open Work Orders may be included in your report as follows: (1) All Work Orders (2) Work orders assigned to the specified Service Group. (3) Work orders assigned to the specified Employee Code. (4) Work orders "charged" to the specified Account Code. Accounting Reports are directed to the printer only. How To: To generate Work Order Reports, select: (1) Open Work Order Reports (a) Select Option (1) to generate a report for, All Open Work Orders 1) Select "Printer" or "Screen" to direct your report. 2) To terminate a report, hit the [ESC] one time only. (b) To limit your open work order report to a specific group: 1) Select the appropriate menu option (2-4). 2) Select "Printer" or "Screen" to direct your report. 3) Enter the information requested by the prompts to limit the scope of the report. 4) To terminate a report, hit the [ESC] one time only. (2) Delinquent Work Order Reports (a) Select "Printer" or "Screen" to direct your report. (b) To terminate a report, hit the [ESC] one time only. Page 52 (3) Work Order Completion Labor Reports (a) Select "Printer" or "Screen" to direct your report. (b) Enter the information requested by the prompts to limit the scope of the report. (d) To terminate a report, hit the [ESC] one time only. (4) Work Order Accounting Reports (a) Run 08.03.00 Post Work Order Transactions thru the date which represents the ending date of the report needed. (b) Enter the starting and ending dates of the time period for which the report is needed. (c) To terminate a report, hit the [ESC] one time only. Page 53 Maintenance Schedules Module (Option 03.00.00) Purpose: Create or change equipment maintenance schedules. Generate scheduled maintenance work orders and reports. Create/Edit Maintenance Schedules (Option 03.01.00) Purpose: Create, view or change maintenance schedules where the frequency of maintenance is Monthly, Quarterly, Semi-annually, or Annually (less than Weekly). Info: Maintenance schedules are created and edited by calling up the equipment for which they apply. Equipment can be called up by several categories as follows: (1) Edit by Equipment Number for a Specific Item (2) Edit by Equipment Location for all Equipment with the specified Location Code. If an item is called for that does not have an assigned schedule, the program asks whether or not you wish to create a schedule. If you and "Y"es to the prompt, the Create Maintenance Schedule Form is displayed. How To: Select one of the options to pull up equipment and create, view or edit maintenance schedules as follows: (1) Edit by Equipment Number for a Specific Item (a) Enter a valid equipment number (b) Computer fills in the Equipment Data and Scheduled Maintenance Procedure Data, if it exists, and displays the Edit Menu. (c) When the menu appears, select "Edit" to enter the scheduling form. (d) To edit the Schedule Data shown in the region, go to (f). If the heading data is to be edited, go to (e). (e) To edit Equipment information in the heading, 1. Select "Edit" from the menu and strike [ENTER] 2. Equipment Status: Change or accept the Equipment Status code. 3. Computer fills in Equipment Status Code Description. 4. Change or accept the Location Code. Page 54 5. Computer fills in the Location Code Description. 6. Location Description may be edited. This changes the Location Description for this Equipment Item only. 7. To accept the heading data and return to the menu, strike the [ESC] key. 8. If no procedures have been previously entered for this equipment, the use of the [ENTER] key produces a "No editable data in this table - Press a key from list below" error message. This is because their is not data in the maintenance procedure section and you are using an "Edit" form that requres the presence of data. 9. Strike the [ESC] key to display the menu, select the "Add New" function and strike the [ENTER] key. 10. Null values are entered into the maintenance procedures region and the message "ERROR - Invalid Procedure Code - rule violation" is displayed. 11. Strike the [ESC] key to recall the menu. 12. Select "Edit" and strike [ENTER] to advance the cursor to the first field in the region. 13. Enter/Edit the data using the cursor movement and [ENTER] keys. (f) To bypass the editing of header data and go directly to the maintenance procedure region of the form, 1. Strike the [F9] key to change the menu to correspond to the region. This is indicated by a menu color change to coincide with the color of the region. 2. Select "Edit" from the menu, strike [ENTER]. 3. The cursor advances to the first field of the region. 4. Enter/Edit the data using the cursor movement and [ENTER] keys. 5. If no procedures have been previously entered for this equipment, the use of the [ENTER] key produces a "No editable data in this table - Press a key from list below" error message. This is because their is not data in the maintenance procedure section and you are using an "Edit" form that requres the presence of data. 6. Strike the [ESC] key to display the menu, select the "Add New" function and strike the [ENTER] key. Page 55 7. Null values are entered into the maintenance procedures region and the message "ERROR - Invalid Procedure Code - rule violation" is displayed. 8. Strike the [ESC] key to recall the menu. 9. Select "Edit" and strike [ENTER] to advance the cursor to the first field in the region. (g) Edit the Maintenance Schedule section as follows: 1. Procedure: Enter the Maintenance Procedure Code for the first procedure to be accomplished for this equipment. 2. Computer fills in Procedure Description. 3. Priority: Enter the appropriate scheduling priority code. 4. Computer fills in Priority Description. 5. Position: Enter the position number for the employee to be assigned the scheduled maintenance work order. 6. Computer fills in: a. Position Description b. Employee Code and Description c. Service Group Code and Description d. Estimated Time for Completion based upon the standard time for that procedure. 7. Frequency: Enter the frequency code to indicate the number of times per year the procedure is to be performed on this equipment item. The correct entries for maintenance frequencies are: 1 = Monthly 2 = Bi-monthly (Every Two Months) 3 = Quarterly (Every Third Month) 4 = Every Fourth Month 5 = Every Fifth Month 6 = Semi-Annually (Every Sixth Month) 7 = Every Seventh Month 8 = Every Eighth Month 9 = Every Nineth Month 10 = Every Tenth Month 11 = Every Eleventh Month 12 = Annually (Every Twelvth Month) 24 = Every Two Years 36 = Every Three Years xx = Where xx = Any number of months Page 56 8. Est. Hours: Edit or accept the Estimated Completion Time, in hours and tenths of an hour. 9. Due Date: Enter the date the procedure is to be accomplished the first time. 10. Upon striking the [ENTER] key, the message "Press [ENTER] to save changes, [ESC] to cancel changes" appears in the upper left of the screen. Strike the appropriate key. 11. To return to the menu, strike the [ESC] key. Helpful Hint: Each row of new data must be preceded by the use of the "Add New" feature to place NULL or duplicated values in the row, which can then be edited. Once in the "Add New" feature, press the [ENTER] key once for each row of data to be entered, then editing of all rows is possible without recalling the menu to add more null values. (2) Edit by Equipment Location (a) Enter valid Equipment Location Code to call up all equipment with that code. (b) Enter/Edit heading and maintenance procedure information as described under 01.02.01, Option (1), above. Create/Edit Daily/Weekly Maintenance Schedules (Option 03.02.00) Purpose: Create or change maintenance schedules where the frequency of maintenance is Daily or Weekly. Info: The Daily/Weekly Maintenance Schedule System is very flexible. By scheduling equipment for maintenance on more than one day of he week, you can establish schedules for once through seven times weekly. How To: Select one of the options to pull up equipment and create, view or edit maintenance schedules as follows: (1) Add/Edit by Equipment Number for a Specific Item (a) Enter a valid equipment number (b) Computer fills in the Equipment Data and Scheduled Maintenance Procedure Data, if it exists, and displays the 1) Edit Menu if a Daily/Weekly Schedule has already been established. Page 57 2) Add Menu if a Daily/Weekly Schedule does not exist for the equipment. (c) When the menu appears, select "Edit" to enter the scheduling form. (d) To edit the Schedule Data shown in the region, go to (f). If the heading data is to be edited, go to (e). (e) To edit Equipment information in the heading, 1. Select "Edit" from the menu and strike [ENTER] 2. Equipment Status: Change or accept the Equipment Status code. 3. Computer fills in Equipment Status Code Description. 4. Change or accept the Location Code. 5. Computer fills in the Location Code Description. 6. Location Description may be edited. This changes the Location Description for this Equipment Item only. 7. To accept the heading data and return to the menu, strike the [ESC] key. (f) To bypass the editing of equipment data and go directly to the maintenance procedure region of the form, 1. Strike the [F9] key to change the menu to correspond to the region. This is indicated by a menu color change to coincide with the color of the region. 2. Select "Edit" from the menu, strike [ENTER]. 3. The cursor advances to the first field of the region. 4. Enter/Edit the data using the cursor movement and [ENTER] keys. (g) If no procedures have been previously entered for the equipment number specified in Option 01.02.02, the Add Daily/Weekly Schedule is displayed. To establish a new schedule, 1. Enter a valid Equipment Number 2. Computer fills in the Equipment Description. 3. Enter a valid Procedure Number. 4. Enter a valid Priority Number. Page 58 5. Computer fills in Priority Description. 6. Enter a valid Position Number. 7. Computer fills in Employee and Service Group information. They may be edited. 8. Accept or edit the Standard Estimated Hours (x.xx) for the procedure as performed for this equipment. 9. Enter a "Y" for each day the procedure is to be accomplished and a "N" for each day it is not to be accomplished. 10. After entering a "Y" or "N" for Saturday, the cursor advances to the next Add Daily/Weekly Maintenance Schedule screen. (2) Edit by Equipment Location (a) Enter valid Equipment Location Code to call up all equipment with that code. (b) Enter/Edit heading and maintenance procedure information as described under 01.02.02, Option (1), above. Generate Work Orders from Schedules (Option 03.03.00) Purpose: Open, generate and place in queue or print scheduled maintenance work orders from the Maintenance Schedule for equipment whose frequency of maintenance is less often than Weekly. Info: Scheduled maintenance with a frequency less often than weekly are generated through this screen. The work orders may be printed immediately or put in the work order queue for printing through menu option 01.01.05 or editing through option 01.01.06. How To: To generate scheduled maintenance work orders: (1) Enter the date through which you wish to generate scheduled maintenance work orders. (2) Verify the date by typing it in again. CAUTION: The date you enter is going to determine how many work orders you generate. Be careful not to type in a date far into the future, as you may print out a box full of printed work orders! Page 59 (3) Answer "N"o to the prompt "Do you wish to print work orders immediately" if you wish the work orders to be placed in Queue. Placing the work orders in Queue will make it possible for you to print them using all the features of Options 01.05.00 and 01.06.00, Process the Work Order Queue and Edit the Work Orders in Queue. (4) Answer "Y"es to the prompt "Do you wish to print work orders immediately" if you want the work orders printed immediately after they are generated. NOTE: The amount of time it takes the computer to generate the scheduled maintenance work orders depends upon how long a period is asked for and the number of items due for maintenance in that period. Generate Daily/Weekly Work Order from Schedules (Option 03.04.00) Purpose: Open, place in queue or print scheduled maintenance work orders from the Maintenance Schedule for equipment whose frequency of maintenance is Daily or Weekly. Info: Scheduled maintenance with a frequency of daily or weekly are generated through this screen. The work orders may be printed immediately or put in the work order queue for printing through menu option 01.05.00 or editing through menu option 01.06.00. How To: To generate daily/weekly scheduled maintenance work orders: (1) Select the day of the week for which you wish to generate Daily and Weekly scheduled maintenance work orders. (2) Enter the date to verify the day to generate work orders for. NOTE: If you miss a day of daily/weekly maintenance, you normally would not go back and generate those work orders, but would generate them for the next day. (3) Answer "N"o to the prompt "Do you wish to print work orders immediately" if you wish the work orders to be placed in Queue. Placing the work orders in Queue will make it possible for you to sort them before printing from 01.05.00, Process Work Orders in Queue. (4) Answer "Y"es to the prompt "Do you wish to print work orders immediately" if you want the work orders printed immediately after they are generated. NOTE: The amount of time it takes the computer to generate the scheduled maintenance work orders depends upon how many items are due for maintenance in that period. Page 60 Maintenance Schedule Reports (Option 03.05.00) Purpose: Print a report showing when equipment is scheduled for maintenance. Info: Maintenance schedule hours may be reported for equipment with daily/weekly (Option 1) or monthly and less frequent (Option 2) schedules. Option (1), Daily/Weekly Hours Report may be requested for a single or range of Service Groups. It is sorted first by Service Group Code, then by Position Code, then by Equipment Number. Under each Position Code, the report lists each equipment item with daily or weekly scheduled maintenance, the standard time for completion in hours and indicates the days the procedures are scheduled to be completed. Option (2), Maintenance Schedule Hours Report may be requested for a single or range of Service Groups within a date range. It is sorted first by Service Group Code, then by Position Code, then by Equipment Number. Under each Position Code, the report lists each equipment item, the date next due scheduled maintenance, the priority, the schedule frequency in months and the standards time for completion in hours. How To: To generate scheduled maintenance hours reports, select (1) Daily/Weekly Hours Report then enter the Service Group Code range to be included in the report. (2) Maintenance Schedule Hours Report then enter the Service Group Code range and Date range to be included in the report. Page 61 Equipment Management Module (04.00.00) Equipment Management Options provide input forms, edit screens and reports to view, add, edit and print information about Equipment, Equipment Maintenance Schedules, Equipment Contracts and Equipment History. To select one of these screens, use the up/down arrow keys or the number keys to move the cursor to the appropriate line, then hit the [ENTER] key. Prerequisites to Data Entry: Prior to entering equipment information, you must enter codes information for: Equipment Class Codes (Option 07.01.00) Equipment Type Codes (Option 07.01.02) Equipment Status Codes (Option 07.01.03) Equipment Data Type Codes (Option 07.01.04) Manufacturer's Codes (Option 07.01.05) Vendor's Codes (Option 07.01.06) Contract Type Codes (Option 07.01.07) Maintenance Procedure Codes (Option 07.02.05) Maintenance Task Codes (Option 07.02.06) Account Codes (Option 07.03.01) Location Codes (Option 07.03.02) Add Equipment Items (Option 04.01.00) Purpose: Add new equipment items (records) to your database. Info: The horizontal menu presented for Adding Equipment Information is somewhat different than other menus. This menu offers options to: Add an equipment item and it's associated information to the equipment inventory. Edit the information for an existing equipment item. DataType Add, Edit or Delete DataType information from an existing equipment item. Contracts Edit the contracts associated with a particular equipment item. D/W_Sch Edit the Daily/Weekly Maintenance Schedule for a specific equipment item. Mnt_Sch Edit the monthly and less frequent maintenance schedules. Delete an equipment item from the inventory (History records are saved). A great deal of information may be documented for each equipment item. The following table shows the type of field, field size and whether the data is (R)equired or (O)ptional for each field. Page 62 Key in the data called for in each field. As you use the ENTER key, the cursor will move to the next data entry field. The codes listed under prerequisites to data entry must be entered in the Codes Module first as many of the fields are required entries. For TYPE, T = TEXT for alphanumeric data I = INTEGER for numeric data only D = DATE for date format xx/xx/xx. /'s must be entered. $ = CURRENCY for currency format $ xxxx.xx R = REAL For SIZE, the total possible number of characters is shown. For REQ, R = Required data O = Optional data A = Automatically filled in by software. DATA FIELD TYPE SIZE REQ COMMENTS Equipment Number : T 12 R Locally assigned Eqpt Description : T 40 O Your description of equipment Equipment Class : T 8 R From Class Codes, 07.01.01 Class Description : T 40 A Equipment Type : T 8 R From Type Codes, 07.01.02 Type Description : T 40 A Equipment Status : T 8 R From Status Codes, 07.01.03 Status Description : T 40 A Account Code : T 8 R From Account Codes, 07.03.01 Account Description : T 40 A Location : T 8 R From Location Codes, 07.03.02 Location Description : T 40 A Vendor : T 8 R From Vendor Codes, 07.01.06 Vendor Description : T 40 A Purch Order Number : T 8 O Locally assigned Equipment Cost : $ O Original purchase cost In-service Date : D R Date placed in service Page 63 Property Number : T 12 O Facility property control # Depreciable Life : I 2 R Depreciable Life in years Physical Useful Life : I 2 R Anticipated Actual Life (yrs) Warranty Start Date : D R Date Warranty Starts Warranty Expire Date : D R Date Warranty Expires Manufacturer : T 8 R From Manuf's Code, 07.01.05 Manuf Description : T 40 A Model Number : T 40 O From equipment data plate Serial Number : T 40 O From equipment data plate File Update Date : D R Date file last updated, Defaults to Today's Date Hit the PAGE DOWN Key to advance to the next page of the form. Default SM Proc. : T 8 A From Module 07.01.02, May be edited. SM Description : T 40 A Def Perf Vr/Safe : T 8 A From Module 70.01.02, May be edited. P/V/Safe Description : T 40 A Comments : T 240 O Free form entry of comments Eqpt DataType : T 8 O From DataType Codes, 07.01.04 DataType Description : T 40 A DataType Data : T 12 O Data Relating To Data Type To Return to Page One, Hit PAGE UP Key; To Save Information, Hit [ESC] Key to bring up ADD Menu, then Hit ENTER key to Add new record to database. Cursor will return to first data field for next record. To Return to Equipment Data Menu, Hit [ESC] Key twice. How To: To input, view, edit or delete information about equipment, select: (1) To Add an Equipment Item, (a) Select "Add" (b) The Equipment Information Input Form will appear. Page 64 (c) Enter the data for each data field using the information in the Information Section above. (2) To Edit information about equipment, (a) Select "Edit" (b) Enter the Equipment Number. (c) Edit information using the instructions provided under Option 04.02.00, below. (3) To Add, Edit or Delete DataType information from the Add Equipment Menu, (a) Select "DataType" (b) Enter the appropriate equipment number. The computer response depends upon whether or not the equipment item you enter already has a DataType Code assigned. (c) Upon entry of a valid equipment number that already has at least one DataType Code assigned, the Edit Equipment DataType Information Menu will appear. All DataType Code and DataType Data information may be edited or deleted. To add a new datatype code, use the "Add New" feature of the edit screen as follows: 1) Use the [F8] key, or "Next", to advance the cursor to the last DataType code entered. 2) Select "Add New" from the menu. 3) A new row of DataType information us created at the bottom of the form. 4) Select "Edit" from the menu. 5) Edit the newly created row of information to "Add" the new DataType Code and DataType Data. (d) Upon entry of the equipment number of an item that does not already have at least one DataType Code entry the Add Equipment DataType screen will be displayed. Helpful Hint: If you wish to add an equipment DataType code to several existing equipment items, you can to do so very easily using the Add Equipment DataType screen. However, be aware of caution below. CAUTION: Be careful when using the Add Equipment DataType screen to add datatypes to equipment items that already Page 65 have datatype codes assigned. To allow maximum user flexibility in the use of DataType Codes, there can be no "Rule Checking" to warn you that you are duplicating datatype entries. Because you can not see the existing DataType Codes assigned to an equipment item while using the Add Equipment DataType Information screen, it would be very easy to unintentionally duplicate entries. (4) To Edit Equipment Contract information from the Add Equipment Menu, (a) Select "Contracts" (b) Enter the appropriate equipment number. (c) The edit or add form will be displayed depending upon whether or not contracts exist for the equipment number entered. (5) To Edit Equipment Daily or Weekly Maintenance Schedule from the Add Equipment Information Menu, (a) Select "D/W_Sch" (b) Enter the appropriate equipment number. (c) The appropriate add or edit form will be displayed. (6) To Edit Equipment Monthly Maintenance Schedule from the Add Equipment Information Menu, (a) Select "Mnt_Sch" (b) Enter the appropriate equipment number. (c) The appropriate add or edit form will be displayed. (7) To Delete an Equipment Item from the database from the Add Equipment Information Menu, (a) Select "Delete" (b) Enter the number of the equipment item to be deleted. (c) The program will display a WARNING: message and ask you to verify that you wish to delete the equipment item. All data associated with the equipment item, except the history data, will be deleted. (d) Answer "Y" to delete or "N" to save the item and hit [ENTER]. Page 66 Edit Equipment Items (Option 04.02.00) Purpose: Edit information about equipment items in database. Look up equipment records containing specific data, a range of data or a range of dates. Info: New equipment items may not be entered from this screen. How To: Equipment records previously entered in Screen 04.01.00 can be looked up and edited in this screen. You may call up a single or several equipment records depending on which look-up option you select. Use the [ARROW] keys, [PAGE UP/DOWN], [HOME] and [END] KEYS to select a look-up option. The following chart defines each option on the menu. LOOK-UP OPTION DESCRIPTION Number Equipment Item Number. a. To look up one item number only, enter the number and answer "N" to the prompt to indicate it is a specific number look-up. b. To look up all item numbers containing a search string, enter the string of characters to be looked up and answer "S" to the prompt to indicate the entry is to be treated as a search string. Descrip Enter a string of characters to search for and edit all equipment items with a description containing search string entered. Class Enter Equipment Class Code to edit all items with the class code. Type Enter Equipment Type Code, to edit all items with the type code. Status Enter Equipment Status Code to edit all items with that code. Account Enter an Account Code to edit all equipment identified to that account. Location Enter a Location Code to edit all equipment identified to a particular location. Property Enter a Property Number to edit the equipment item(s) with that property number. Vendor Enter a Vendor Code to edit all equipment associated with a particular vendor. Manufg Enter a Manufacturer's Code to edit all equipment manufactured by a specific company. Page 67 Serial Enter an Equipment Serial Number to edit all equipment with that serial number. Normally this is used to look up an item by serial number. Be careful, equipment manufactured by different companies could have the same serial number. In-Svc Enter a beginning and ending date to edit all equipment put into service on a specific date or range of dates. File Enter a beginning and ending date to edit all equipment records entered or updated on a specific date or range of dates. This is particularly useful as a quality control tool to look at data entered on a specific date. Comments Enter a string of characters to search for and edit all equipment items with a comments section containing the search string entered. DataType Enter a DataType Code to search for and edit all equipment DataType records containing a specific data type code. DataSearch Enter a DataType Code and a String of Characters to search for and edit equipment datatype records containing both the specific datatype code and the indicatated character string in the DataType Data Field. Use the EDIT MENU options to edit equipment records and move from record to record. Edit Menu options are explained in the Introduction to FACILITATE. Print Equipment Information (Option 04.03.00) Purpose: Print information about an equipment item to Screen or Printer. Info: The Equipment Information Report prints the information shown on page one of Screen 04.01.00. The data on page two is not printed. How To: Select (All) to print information about all equipment in the database. Use the other look-up options to select a specific or a range of items to be printed. The descriptions of the look-up options in this screen are the same as those described under Screen 04.02.00, above. Page 68 Print Equipment List (Option 04.04.00) Purpose: Print a list of equipment to Printer. Info: The Equipment List Report prints a list of equipment item numbers with the equipment description , the location code and location description. When the "Warranty" option is selected, the warranty start and stop dates are also shown. When the "Serial" option is selected the serial number is also shown. When the "Datatype" or "DataSearch" options are selected, the Datatype information is also shown. How To: Select "All" to print information about all equipment in the database. Use the other look-up options to select a specific or a range of items to be printed. The descriptions of the look-up options in this screen are the same as those described under Screen 04.02.00, above. Page 69 Equipment and Service History Module (Option 05.00.00) Add/Edit History Information (Option 05.01.00) Purpose: Add new history, or change existing history information for a specific equipment item. Info: Equipment History Information is normally added during the work order close process. If no Equipment History Information has been entered for an equipment item, it will be necessary to go to Option 01.04.02, to enter the intial equipment history record. After an initial equipment history record has been established, history may be added (using Add New menu option), edited or simply viewed through this screen. Equipment records may be pulled up by Equipment Number. How To: To add, edit or view Equipment History Data, (1) Select the menu option to pull up the appropriate equipment history records. (2) Fill in the data requested by the prompts. (3) Select the appropriate Edit Menu Option. (4) To Edit Equipment Information, enter the correct information and hit [ENTER] to advance to the next field. Upon editing the Location Description field, the cursor will advance to the Equipment History area of the input form. (5) To advance to the Equipment History area of the input form without editing the Equipment Information fields, select Edit from the menu, then hit the [F9] key to advance the cursor directly to the Equipment History area. Once the cursor is within the Equipment History area, the [F7] and [F8] keys may be used to look at the "previous" and "next" history information entry. (6) When finished with the input form, hit [ESC] to return to the menu. Page 70 Print History Information (Option 05.02.00) Purpose: Print historical cost information for a specific equipment item to screen or printer. Print historical work order comments to printer. Info: These options are used to print Equipment History Information or History Comments for a specific equipment item. The History Information is constructed by the Work Order Posting routine and includes Labor and Material information for all work orders performed on this equipment number. The History Comments report list all narrative information input via 05.01.00 Add/Edit History Comments and 01.04.01 Complete a Work Order, and 01.04.02 Add Work Order Equipment History Information. How To: To print Equipment History Information or Comments, select, (1) History Information Report (a) Enter the number of the equipment item for which Equipment History Information is to be printed. (b) Enter the starting and ending dates for the time period to be included in the report. (c) Route the report to the computer monitor or printer by selecting "Printer" or "Screen". (d) If the report is directed to the "Screen", it may be necessary to "hit any key" one or more times before the reaching the end of the report. (e) When the "End of Report" prompt is displayed, hit any key to return to the menu. (2) History Comments Report (a) Enter the Equipment Item Number (b) Report of History Comments is directed to printer. Page 71 Maintenance Contracts Module (Option 06.00.00) Add New Contracts (Option 06.01.00) Prerequisites to Data Entry: Prior to entering contract information, you must enter codes information for: Contract Type Codes (Option 07.01.07) Vendor Codes (Option 07.01.06) Purpose: Add a new contract to the database. Info: The specific information about a equipment service or other contract is entered only once. Screens 06.04.00 and 06.05.00 are then used to identify which equipment is covered by the contract. How To: Key in the data called for in each field. As you use the [ENTER] key, the cursor will move to the next data entry field. The codes listed under Prerequisites to Data Entry must be entered in the Codes Module first, as many of the fields are required entries. The following table shows the type of field, field size and whether the data is (R)equired or (O)ptional for each field. For TYPE, T = TEXT for alphanumeric data I = INTEGER for numeric data only D = DATE for date format xx/xx/xx. /'s must be entered. $ = CURRENCY for currency format $ xxxx.xx R = REAL For SIZE, the total possible number of characters is shown. For REQ, R = Required data O = Optional data A = Automatically filled in by software. DATATYPE TYPE SIZE REQ COMMENTS Contract Type : T 8 R From Contract Codes, 07.01.07 Type Description : T 40 A Vendor Code : T 8 R From Vendor Codes, 07.01.06 Vendor Description : T 40 A Comments : T 600 O Free form entry of comments Start Date : D R Date contract starts Review Date : D R Date to review contract Termination Date : D R Date contract expires Contract Cost : $ R Annual contract cost Page 72 Edit Contract Information (Option 06.02.00) Purpose: View and Edit information about a contract previously entered in the database. Info: Contract Information records may be pulled up by contract number. How To: To view and edit Equipment Contract Information, (1) Enter the Contract Number. (2) Edit the Contract Data. (3) When you are finished viewing or editing, hit [ESC] to return to the menu. Contract Information Reports Menu (Option 06.03.00) Purpose: Print equipment contract information. Info: By selecting Option 06.03.00, you pull up a menu for printing the information for all or specific contracts. How To: To print Equipment Contract Information, (1) Enter the appropriate menu option number to pull up the contracts to be printed. (2) Enter the data requested by the prompts. Add/Edit Contract Service on an Equipment Item (Option 06.04.00) Purpose: Add, edit or delete contract(s) associated with an equipment item. Info: This option is designed for attaching one or more contracts to a single equipment item. To attach more than one equipment item to a single contract, use option 06.05.00. How To: To add, edit or delete a contract for an equipment item, (1) Select Option (4) from the menu. (2) Enter the number of the equipment to which contract data is to be added, viewed or deleted. (3) Select the appropriate Edit Menu Option. (4) When finished with changes, hit [ESC] to return to the menu. Page 73 Add/Edit Equipment List on A Contract (Option 06.05.00) Purpose: Add or change equipment covered on a contract. Info: This menu option is for use when adding or changing the equipment items associated with a specific contract. Use option 06.04.00 to add or change contracts associated with a single equipment item. How To: To add or edit the equipment items associated with a specific contract, (a) Select Option (5) from the menu. (b) Enter the contract number to be viewed or edited. (c) Select the appropriate Edit Menu Option. (d) Edit the Contract Information by entering the correct data and hitting the [ENTER] key. Upon entry of the Contract Cost data, the cursor will advance to the Equipment Number area of the input form. (e) To advance to the Equipment Number area of the input form without advancing through each of the Contract Information fields, use the [F9] key. Enter the number of the equipment items associated with the contract. (f) When finished with the input form, hit [ESC] to return to the menu. Page 74 Codes Maintenance Module (07.00.00) The use of codes throughout FACILITATE makes it easy to standardize information and sort data in a minimum amount of time. Very little knowledge about database operations is required to use the system efficiently and effectively. The use of codes ensures that valid sorts can be accomplished without fear of missed records. It also reduces the amount of disk space required to save data that is repeated for many equipment or supply items. Each of the codes and suggested uses are explained in this section. Most codes are user-definable and serious consideration should be given to how they'll be used to identify your equipment, supplies and employees. You will want to run some test reports after you enter some test information so that you can visualize how the various codes will be treated by the software. DATA ENTRY, EDIT and PRINT Data Entry, Edit and Print are virtually the same for all codes. To Add, Edit, Delete, Print or Search for a Code or Code Description, access the appropriate Menu Option. As you move from the vertical menu to horizontal menu options, select Add, Edit, Print, Specific or Query to proceed to the desired ACTION. Each of these menu options is explained in the Introduction to FACILITATE, Paragraph VI, Understanding How FACILITATE Works. Where additional instructions are appropriate to a specific code, they are shown under the How To: section. DATA FIELD INFORMATION For Data Field Information, see Understanding FACILITATE in the Introduction to FACILITATE. A seperate listing of all fields, field types and their length can be found in the introductory material. Page 75 EQUIPMENT CODES (Option 07.01.00) Equipment Class Codes (Option 07.01.01) Purpose: Categorize equipment. Usually used to place each device into a broad category to separate it from other equipment on a facility-wide basis. Info: You may wish to use your accounting department's equipment class codes, then use the type codes section to differentiate equipment in a way specifically meaningful to your operation. Reports you generate by class will then be easily recognized by the various members of your team. The number you put in the "LIFE" column becomes the default value for Depreciable Life in the Add Equipment Information Option, 04.01.00. The "LIFE" value can be edited for each equipment item, but careful planning here can not only save data entry time, it can provide for enhanced information management based upon depreciable life values. Helpful Hint: If your accounting department uses asset management classes, you may wish to use their class codes or develop codes that relate to their system. Suppose they have two classes, Major Moveable Equipment and Fixed Installed Equipment. Each class may have several depreciation schedules such as 5, 7, 10, 15 or 25 years. If you created class codes: MME5 Major Moveable Equipment, 5 year life MME7 Major Moveable Equipment, 7 year life MME10 Major Moveable Equipment, 10 year life MME15 Major Moveable Equipment, 15 year life FIE10 Fixed Installed Equipment, 10 year life FIE15 Fixed Installed Equipment, 15 year life FIE25 Fixed Installed Equipment, 25 year life you would be able to key in the appropriate code as you upload equipment information. The correct depreciable life value would automatically go into the depreciable life field and future sorts on equipment class by depreciable life value would be possible. It never hurts to be a hero with the financial people! Page 76 Equipment Type Codes (Option 07.01.02) Purpose: Categorize equipment by function, or to group components of a system together. Equipment in a TYPE would normally also be in the same CLASS, but would not have to be. Set up default preventive maintenance and performance verification procedures and estimated life values for each equipment type. Info: How the type code should be used is almost always the subject of debate. The manager of the biomedical equipment function may argue that the Emergency Care Research Institute (ECRI) group codes should be used to enable easy identification of equipment involved in hazard notices or recalls. The plant operations and maintenance manager might argue that the type codes should be developed to identify components of the many installed equipment systems. With FACILITATE, both managers' needs can be met because both types of approaches can be utilized simultaneously. As long as each code used is unique, more than one set of type codes can be utilized simultaneously. FACILITATE has a unique feature that saves you a lot of time and confusion during program implementation and every time you add an equipment item to your database. Three things normally in common to all equipment items of the same type code are the useful life value, the preventive maintenance procedures and the steps to verify equipment performance. The FACILITATE Equipment Type Codes are set up to allow you to establish this information. After entering the Useful Life Value and the default procedure numbers for preventive maintenance and performance verification procedures, this information will automatically appear in the "Add Equipment Information Option 04.01.00 as you add equipment to your inventory. Useful Life Value The number you put in the "LIFE" column becomes the default value for Useful Life in the Add Equipment Information Option, 04.01.00. The "LIFE" value can be edited for each equipment item, but careful planning here can not only save data entry time, it can provide for enhanced information management based upon the number of years you actually expect to have the equipment in your inventory as opposed to the "Depreciable Life Value" that is dictated by financial policy and the Internal Revenue Service. This information is essential to pro- active equipment replacement planning. Preventive Maintenance and Performance Verification Procedure Numbers One of the most time consuming steps in the implementation of a scheduled maintenance program is the development of preventive and performance verification procedures. A Scheduled Maintenance Program consists of both preventive maintenance and performance verification. We differentiate the two in the following way. A Preventive Maintenance (PM) Procedure contains action statements that guide an equipment maintenance technician through a series of steps designed to avoid future equipment down time and to ensure the Page 77 equipment operates within acceptable operating ranges. Most preventive maintenance procedures also contain performance verification criteria and a place to document how the equipment performs against standardized performance criteria. Performance Verification (PV) Data, on the other hand, contains only a list of the performance criteria for measuring equipment performance and indicates the range of acceptable results. Performance Verification is normally performed at the conclusion of both Scheduled and Unscheduled Maintenance activity to ensure proper operation of the equipment prior to returning it to service. In FACILITATE, performance data can be developed as a maintenance procedure and automatically attached to unscheduled work requests to provide the repair technician with a guideline for post-repair testing and documentation. A couple of simple examples would be: SM Procedure # 1: Test equipment case for ground loop resistance and electrical leakage current using electrical safety analyzer. Standard Actual Pass/Fail Ground Loop Resistance 150mohm ____ ____ Ground Loop Leakage: Power On, Normal Polarity <10 ua ____ ____ Power On, Reverse Polarity <10 ua ____ ____ Power Off, Normal Polarity <10 ua ____ ____ Power Off, Reverse Polarity <10 ua ____ ____ PV Data # 1: Standard Actual Pass/Fail Ground Loop Resistance 150mohm ____ ____ Ground Loop Leakage: Power On, Normal Polarity <10 ua ____ ____ Power On, Reverse Polarity <10 ua ____ ____ Power Off, Normal Polarity <10 ua ____ ____ Power Off, Reverse Polarity <10 ua ____ ____ Page 78 SM Procedure # 2: Measure air handler speed in revolutions per minute using reed tachometer. Standard Actual Pass/Fail Air Handler Speed RPM's 1760 +/- 5 ____ ____ PV Data # 2: Standard Actual Pass/Fail Air Handler Speed RPM's 1760 +/- 5 ____ ____ As you can see, the "SM" Procedure contains both the preventive and performance verification information. The "PV" data contains only the performance verification information. In FACILITATE, Preventive Maintenance and Performance Verification information is combined into one scheduled maintenance procedure and linked with a maintenance schedule for each equipment item to create a Scheduled Maintenance Program. Performance Verification Data is also developed seperately to provide automatic printing of this data on Unscheduled Maintenance work requests. By printing the performance verification criteria on the repair work request, we provide a guideline for performance testing and a place to document the results. To simplify data entry and to obtain maximum system performance, Preventive Maintenance and Performance Verification Data are developed as coded entries in Module 07.02.06, Maintenance Task Codes and Module 07.02.05, Maintenance Procedure Codes. The preventive maintenance and performance verification data procedure numbers are then linked to the equipment type code during entry of each equipment item in Module 04.01.00. The default PM and PV numbers are automatically entered, but they may be changed if a more specific set of procedures and criteria are available for an equipment item. When a Scheduled Maintenance (SM) Work Request is generated by the computer, it prints the Preventive Maintenance (PM) Procedure. When an Unscheduled Maintenance (UM) Work Request is printed, the "problem" information is followed by the Performance Verification information for that equipment as designated by the procedure numbers in that equipment record. Type Code and Maintenance Procedure Numbering Convention If you don't already have an equipment type code and maintenance procedure numbering system, there are several things you can do to automate your system and make it easy to match up equipment to the appropriate maintenance procedure. One of the more confusing aspects of developing a scheduled maintenance program is developing the procedures, then matching them up to the equipment. After a program is implemented, it can often be difficult to keep up with the Page 79 addition of new equipment to the system if you don't have a simple, easy to use system. You may find that you can save some time and frustration by numbering your procedures with the Equipment Type Code number and a suffix to indicate that it is "PM" or "PV" data. Then, when you enter the Equipment Type Code information, you don't have to look through a long list of procedures to determine which procedure goes with each equipment type. You simply add the "PM" suffix to the equipment type code for the preventive maintenance procedure and the suffix "PV" to the equipment type code for the performance verification number. When an equipment item is added in Module 04.01.00, FACILITATE will default the proper preventive maintenance and performance verification information to your equipment. Preventive Maintenance Procedures designed by equipment type are not always satisfactory. If you have procedures developed for a specific manufacture and model number, you may wish to develop a numbering convention that ties them to the equipment by manufacturer and model. This will enable you to easily code your equipment. Example Equipment Type and Maintenance Procedure Number Equipment Type Code: 11134, Defibrillator, Battery Operated PM Number: 11134PM, Defibrillator, Battery Operated PV Number: 11134PV, Defibrillator, Battery Operated How To: To add, view, edit, print or delete Equipment Type Codes and the Useful Life, Preventive Maintenance and Performance Verification Data associated with them, select the appropriate menu option. Data entry is accomplished as described at the beginning of this section of the manual. Helpful Hint: In order to benefit from the automatic default entry of preventive maintenance and performance verification procedure entry, the procedures must be identified prior to entry of the Equipment Type Codes. We advise that you follow these steps. 1. Establish a scheduled maintenance task numbering system. 2. Establish a scheduled maintenance procedure numbering system. 3. Establish an equipment type code numbering system. 4. Enter the maintenance tasks, then procedures, then equipment type codes. If you want to begin entering equipment codes prior to the development of scheduled maintenance procedures, we recommend that you enter the scheduled maintenance procedure numbers and titles so you can enter them as the defaults as you enter the equipment type codes. Then, go back and develop the procedure narrative and attach the appropriate task statements later. Page 80 Equipment Status Codes (Option 70.01.03) Purpose: Used to indicate the state of readiness of an individual item of equipment. Info: In order to look up equipment based upon its operational status. CAUTION: Do not define more Equipment Status Codes than you have clerical help to keep up with. Equipment status codes are extremely useful in keeping track of retired equipment (rather than deleting the item) and equipment source for leased, rented, or borrowed items. Equipment Data Type Codes (Option 70.01.04) Purpose: Describe equipment item using information common to many items in your equipment inventory. Info: This field is a unique FACILITATE feature. Equipment Data Type information may be utility information, an indicator of suitability for use in specific types of locations or other data you wish to document. Since your equipment inventory can be sorted by the Equipment Data Type Codes and the data assigned to the Data Type, this field makes it possible to attach any type or number of categories to each equipment item. Several codes can be entered for each equipment item making it possible for you to document a lot about the item. Both the DATA TYPE and the DATA TYPE DATA can be queried and sorted on. If your hospital administrator wanted you to keep track of equipment by the color of its case, you could add Equipment Data Type "Case Color", and be able to denote the information in this section! Helpful Hint: Plant Ops Managers, ever wish you knew what equipment is on the Emergency Power System and how much start and run current it draws? The following DATATYPE Codes would allow you to capture that information: DATATYPE DATA TYPE Description EPWR Equipment on Emergency Power (Y or N) STARTA Equipment Start Current in Amps RUNA Equipment Run Current in Amps Biomedical Equipment Managers can use this field to set up codes to denote safety categories or any other information you wish to document for the equipment. ESCAT Electrical Safety Category LSD Life Support Device Page 81 Manufacturer Codes (Option 07.02.05) Purpose: Identify the manufacturer of equipment and, in some cases, repair parts and supplies. The manufacturer's code is used only where the actual maker of the item is to be identified. Info: FACILITATE provides a separate place for manufacture and vendor information. This allows the use of one set of codes for the manufacture and another set for the vendor. This is particularly useful if a set if manufacturer's codes like those provided by Emergency Care Research Institute (ECRI) are used to identify equipment for the maintaining department, but the purchasing department has another set of codes they use for the vendors serving the facility. You will notice that FACILITATE provides a means to identify the vendors that supply each manufacturer's products. Space has been provided for key telephone and toll free numbers at the local, regional and corporate levels as well as for the national parts-order and service request numbers. A place to indicate the Time Zone of the number is also provided. How To: Enter manufacture information exactly like other coded information. After entering names, addresses and telephone information, hit the [PgDn] key. A new input form will appear. This form allows you to indicate the vendors, by code, that provide this manufacturer's products. Helpful Hint: After a vendor code is entered it can be attached to the manufacturer code file from the Add Option by advancing to the second page and simply typing in the appropriate code. Vendor Codes (Option 07.01.06) Purpose: Identify the company that actually sells the equipment, repair parts or supplies. Info: By using the manufacturer and vendor codes, you can identify who manufactured the item and the company you purchase it from. Some manufacturers are also the vendor of the equipment. For this reason, manufacturer codes may also appear as a vendor codes. How to: Enter the codes directly into the Vendor Codes file from 07.01.06. Read the instructions under 07.01.05 carefully before beginning to input vendor code information. Page 82 Contract Type Codes (Option 07.01.07) Purpose: Reveal general information about a contract. Info: May indicate the type of service provided, the hours of coverage or other information you what to code. When a work order is printed, the contract type description is printed for the technician to see. Page 83 Work Order Codes (Option 07.02.00) Work Order Type Codes (Option 70.02.01) Purpose: Differentiate groups of work orders for ease of work order control and report generation. Info: Scheduled and Unscheduled maintenance are the two most obvious categories, but careful consideration of your work patterns and the way you are asked to report your department's activities may suggest other useful work order types. Two maintenance codes are mandatory and must be used. They are: Code Code Description (User editable) UM Unscheduled Maintenance SM Scheduled Maintenance Helpful Hint: Be careful not to create categories that would require extra data entry to generate information that no one will ever look at. Work Order Status Codes (Option 70.02.02) Info: In order for the software to appropriately handle error checking three mandatory codes have been assigned. They CANNOT be changed. They are: Code Description OP Open CD Closed PD Posted Work Order Completion Codes (Option 70.02.03) Purpose: Standardize documentation of actions taken to satisfy a work request and the results. Summaries of your work order activities can be obtained by sorting on this field for specific employees, user departments and so on. Another name for Work Order Completion Codes could be "Action Taken Codes". Page 84 Work Order Priority Codes (Option 70.02.04) Purpose: Standardize entry of response priority on each work order. By entering the code on the work order, the meaning of that priority, the due date and time is automatically calculated and is printed on the work order . Info: Priorities are normally used to denote sense of urgency on unscheduled repairs, but for scheduled maintenance they usually indicate which work orders take precedence over others. How To: In addition to codes and code descriptions, enter the amount of time in days, hours and minutes that are allowed to complete jobs with each priority. Maintenance Procedure Codes (Option 70.01.05) Purpose: Provide standardized scheduled maintenance procedures for equipment. Info: Scheduled Maintenance Procedures consist of four parts: 1. Procedure Name 2. Procedure Narrative 3. Scheduled Maintenance Tasks 4. Standard Time for Completion Prerequisites to Data Entry: Prior to entry of Scheduled Maintenance Procedures, Scheduled Maintenance Tasks must be entered into Module 70, Option 70.01.06. How To: To add, view, edit or print Scheduled Maintenance Procedures, select the appropriate option from the menu. 1. To add Scheduled Maintenance Codes, select the ADD option and strike the [ENTER] key. a. Enter the Scheduled Maintenance Procedure Number. b. Enter the Procedure Title/Description. c. Enter the Procedure Narrative. This may include information about test equipment required to accomplish the procedure, parts/materials required or any information that will assist the technician doing the job. NOTE: To better understand the Procedure Narrative area, think of it as one line of information 600 characters in length. Word wrap is not used, so it appears that words are broken between lines. Word wrap and breaks between words occur during the printing of the information. d. Enter the Task Code Number(s) to build the Procedure. Page 85 e. Use the [ENTER] key to move through all eight possible task code entry fields to arrive at the Est Hrs field. If you use the [ESC] key prior to arriving at the Est Hrs field, you will not be able to enter the standard time and your procedure will not be saved correctly. f. Enter the Standard Completion Time for accomplishing the Scheduled Maintenance Procedure. 2. To Edit existing Scheduled Maintenance Procedure Information, select EDIT from the menu and strike the [ENTER] key. a. Move through the Edit screen just as in the Add Screen. b. To add a task to the procedure while in the Edit option, 1) Strike the [ESC] key to bring up the menu, 2) Move the cursor over ADD NEW and strike the [ENTER] key. This will duplicate the last row of information the cursor was on to a new task statement area and position the cursor on the new row. 3) Edit the new row of information. c. To delete a row of information, 1) Using the Edit mode, position the cursor on the row of information to be deleted. 2) Strike the [ESC] key to bring up the menu. 3) Select DELETE and strike the [ENTER] key to delete the row that was highlighted. Maintenance Task Codes (Option 70.01.06) Purpose: Standardize scheduled maintenance task statements to be used in the development of scheduled maintenance procedures. Info: The use of task codes and statements makes it possible to build maintenance procedures without having to retype all the task statements. It also helps preserve space on the computer hard disk. Helpful Hint: Task statements are action statements. They should always begin with action words such as Adjust, Clean, Calibrate and Measure. It will be least confusing if each statement contains only one action. If a statement contains more than one action, it makes it more difficult to find the statement you need while building procedures. It can also cause technical errors because the second action can be easily overlooked by the technician performing the task. Page 86 How To: To add, view, edit or print Scheduled Maintenance Tasks, select the appropriate option from the menu. 1. To add Scheduled Maintenance Tasks, select the ADD option and strike the [ENTER] key. a. Enter the Scheduled Maintenance Task Number. b. Enter the Task Description. c. Enter the Tasks Narrative. This is a concise action statement describing what is to be performed by the technician. NOTE: To better understand the Task Description area, think of it as one line of information 600 characters in length. Word wrap is not used, so it appears that words are broken between lines. Word wrap and breaks between words occur during the printing of the information. Page 87 General Codes Menu (Option 07.03.00) Account Codes (Option 07.03.01) Purpose: Standardize identification of each account and sub-account in your facility for work order, purchase order and expenditure accounting and reporting. Info: Enter the account numbers and descriptions for the accounts you serve as well as the account numbers you will want to account for within your own department. Helpful Hint: We recommend utilizing the same account codes that are used by your business and finance department. These are normally available on a "chart of accounts" report published by them. The description of the account codes may be customized to meet the specific needs of your department and the people you may be sending reports to. By using the "chart of accounts" codes, you will not have to translate data on your reports. Location Codes (Option 07.03.02) Purpose: Standardize entry of facility location and material inventory location data to enable accurate report sorting and screen view look- ups by location. Info: Location codes and their associated descriptions are used in Module 04 Equipment Management and Module 01 Work Order Information. Helpful Hint: If your facility has a standardized room numbering system, you might consider using that system for identifying the location of equipment. To establish a uniform system for identifying the storage location of parts and supplies, you might use the system designed for use by material control departments. By using the same coding system utilized by the "space utilization" and "material control" people in your facility, it will enable you to generate reports with location codes and descriptions that will be meaningful throughout your facility. Page 88 Employee Codes (Option 07.03.03) Purpose: Connect employee information to other records in the database. Info: Employee codes are used in FACILITATE to assign work orders to specific people, to document each employee's time and to maintain payroll records. As you determine what coding strategy to use, you should consider using something that employees are familiar with and will easily connect employee records developed in FACILITATE with other facility records, such as payroll. Helpful Hint: The last three digits of the employee's Social Security Account Number make a good employee code. The use of Name Initials usually ends up in confusion because of duplicates and the need to make exceptions to the rule. A segment of the Social Security or other number is not as likely to create duplicates. Position Codes (Option 07.03.04) Purpose: Identify each employee by their position number or other code. Info: If your facility does not utilize position codes, create a code for each position in your department. Position codes are not synonymous with employee codes. The use of position codes in the scheduled maintenance set-up allows you to direct scheduled maintenance work orders to a specific position, such as the Senior Plumber or Senior Biomedical Equipment Technician. If the employee assigned to a specific position changes, the scheduled maintenance work order can be directed to the new employee without making any changes in the work order set-up. Service Group Codes (Option 07.03.05) Purpose: Grouping of people by trade and craft, sub-department or other functional grouping. Info: Service Group Codes are used to sort scheduled maintenance work orders, open work order reports and other management reports. How you choose to group your employees will depend upon how your facility is organized and how you are asked to report your performance to higher authority. Page 89 System Maintenance Module (08.00.00) The System Maintenance Module provides screens for initial set-up and on-going maintenance of the FACILITATE program and your database. Set Passwords (Option 08.01.00) Purpose: Provide user identification and security levels based upon need for access to the various FACILITATE modules. Info: The need for tight security of the data in your FACILITATE system can not be overemphasized. Unauthorized entry into your database can cost you in several ways. In this age of computer data "hackers" and "vandals" who put "viruses" on computer systems, the need for tight security warrants a great deal of effort. Network users who have modem access to their system need to be especially cautious. Development of a strategy for the assignment of user names, passwords and access rights to the system will help ensure the integrity of your data. A. User Names A lot of confusion can be avoided if a "User Name Convention" is established prior to entry of user names and passwords into FACILITATE. Random selection of user names causes confusion for the user and the System Supervisor. If FACILITATE is to be used on a network, you may wish to use the same user names used to access the network. We have found that a "UserName" consisting of the First Initial of the First Name and the First Seven Letters of the Last Name makes it easy to manage. For example, Harry Herrmann's user name would be HHERRMAN Al Kuntz' user name would be AKUNTZ B. Passwords Passwords should be randomly selected by each user for their own use. They should be something the user can remember, but should not be something readily tied to the user. For instance, the last four digits of the social security number or the numbers in a street address can easily be tied to the user by a person not authorized to use the system. Passwords should never be shared with anyone and departmental policy should establish appropriate disciplinary action for employees who Page 90 fail to keep their password confidential. C. Assigning Access Rights The FACILITATE program is divided into four areas. The FACILITATE System Supervisor assigns access rights for each of the areas to each system user. 1. System Access A "Y" in the System Access Area provides unlimited rights to all capabilities of the Database Management System, including the right to edit all data and modify the database structure. 2. Codes Access Codes Information includes all the codes entered into Module 07. It is recommended that access to the Codes Module be limited to those users with the responsibility for developing and establishing the codes for your facility/department(s). 3. Employee Payroll Files Employee Payroll Files contain the pay rate and historical pay records for an employee. Access to this data should be limited to avoid the problems associated with people looking at other employee's payroll data. 4. Work Order and Equipment Files Work Order and Equipment Files contain all the data entered in Modules 01 through 06. Access rights to these operational areas of the database are automatically granted when the username is created. How To: Users and Security Information can be added, changed or deleted from this menu. Select from the following options: (1) Add Users To System Enter new user's name, password and security data. After entry of data, be patient while the system sets all the security keys for the new user. Page 91 (2) View User Information Use this screen to view data you do not wish to change. Because no data is changed, you will not have to wait for the computer to reset security keys in the database when you escape the screen. (3) Delete a User Use this screen to delete a user from the system. Helpful Hint: Adding or changes Users and User information requires the manipulation of security "keys" throughout the database. After adding or changing user information, the computer displays the message "Updating Security Information - Please Wait". It may take several seconds for the system to update all the information, so don't get impatient! Page 92 Set Global Information (Option 08.02.00) Purpose: Set information printed globally on reports (Name of Facility and Name of Department) and to set the work order number counter. Info: The Set Global Information option allows you to specify the way you want your facility and department names to appear on report headings. How to: Edit Facility Information a. Enter the Name of Your Facility as you want it to appear on printed reports. b. Enter the Name of Your Department as you want it to appear on printed reports. If you have more than one department using FACILITATE, you may wish to use a name that identifies all departments. Service Groups are identified on reports by the entries made in the Codes Module, 07.03.05. c. Enter the number of the next work order to be issued. Work order numbering within FACILITATE is sequential, numeric only. When you are ready to start using the FACILITATE Module 01, Work Order Management, you can pick up where your present system leaves off by entering the next work order to be used here. d. The FACILITATE Software Version Number is displayed, but is not editable. Please refer to this number whenever corresponding with Facilitate, Inc. about your FACILITATE software system. Page 93 Post Work Order Transactions (Option 08.03.00) Purpose: Transfer cost and history information for the work order to the Equipment History Record, if the work order is identified with a valid equipment number. Prerequisite: Only closed work orders can be posted. Info: Posting of work order information allows deletion of the work order without loss of the labor and cost data. The status of all closed work orders (work order status = CD) with a close date on or before the date specified are posted. Once posted, work orders can not be altered. How To: To post work orders, select option 08.03.00 and enter the work order close date thru which to post. Page 94 Purge Old Transactions (Option 08.04.00) Purpose: Eliminate transaction data that has been posted to all required database history sections and is no longer needed in its original format. Info: This procedure deletes all POSTED transactions which meet the purge criteria defined in the Transaction Purge Cycle Length Table, Option 08.04.02. Transactions are purged only if they are POSTED and the CLOSING DATE of the transaction is older than the current date minus the number of days in the purge cycle for that particular type of transaction. By setting up the purge cycle for each type of transaction, systematic purges can be accomplished to keep your database to a manageable size without purging data that you need in the routine management of your area of responsibility. WARNING: To reduce the risk of losing data, BACK UP YOUR FACILITATE DATABASE PRIOR TO RUNNING THE PURGE PROCEDURE. How To: To set up the Transaction Purge Length Table, select Option (2). To Purge old transactions in accordance with the Transaction Purge Table Length set-up, select Option (1). (1) Purge Old Transactions Upon selecting this option, you are given: a. A reminder of the Transaction Purge Procedure b. The Current System Date c. The Cycle Days and Purge Thru Dates for each type of transaction. If you wish to purge the data for all transaction types through the dates shown, answer (Y)es to the prompt. If not, answer (N)o and strike the [ENTER] key to return to the menu. If you have not backed up your data, answer (N)o and back up your database prior to running the Purge Procedure. WARNING: The computer uses the current system date to calculate the date to which transaction purging will occur. Never initiate the purge process without verifying the system date. If your computer is set to January 1, 2990 and your purge cycle length is set to 396, all the transactions with the current status POSTED will be purged! Page 95 (2) Edit Transaction Purge Cycle Length a. Select EDIT from the menu and strike the [ENTER] key. b. Enter the number of days prior to the system date that you wish to purge up to for the information associated with each type of data. FACILITATE is designed to retain a large amount of data for ready access. Once transactions are purged, the transaction numbers and the temporary data, such as comments on a work order are no longer available. Helpful FACILITATE is shipped to you with a Purge Days setting Hint: of 396. This means that when you run a purge, the transactions with the current status of POSTED that were closed more than 396 days prior to the current computer system date will be purged. 396 days represents approximately thirteen (13) months of data. If you wish to retain more or less than thirteen months of transaction data in your system, edit the Transaction Purge Days to meet your needs. Page 96 Database Maintenance (Option 08.05.00) Purpose: Recover unused disk space that has resulted from the purging of transactions and the removal of records from the database. Rebuild the database "keys" (indexes) for faster data retreival. Optimize sorting of records Info: Whenever data is removed from the computer hard disk, small "holes" of unused disk space result. The benefit of packing the database is increased database performance, particularly when searches of large amounts of data are accomplished. The PACK function does not require much free disk space to execute. The RELOAD function requires enough space to create a temporary second copy of the database. The PACK simply rearranges the data and eliminates the "holes". The RELOAD organizes the data by types of records to optimize the database. A reload is the recommended approach. A risk is that if the process is interrupted for any reason the database will be corrupted and be unusable. For this reason, a backup copy of the database must always be made before performing either a PACK or a RELOAD. WARNING: Backup your database before doing this! How To: The FACILITATE database should be PACKed or RELOADed frequently. Depending upon the volume of use, you may choose to run this program feature every week or every few days. The first step to either function is always a backup copy of the database. The FACILITATE database is backed up using DOS BACKUP, Novell LARCHIVE or NBACKUP, or the software provided with your tape drive. To recover unused disk space, select: 08.05.00 Database Maintenance a. If you haven't done so already, exit and make a BACKUP COPY of the Database, then proceed. b. Read the Database PACK/RELOAD Procedure carefully. c. If you have backed up your database and are ready to proceed , answer "P" to PACK or "R" to RELOAD and strike the [ENTER] key. The process will take several minutes dependent upon the size of the database and the performance of the computer. d. If you are not ready to proceed with either a PACK or a RELOAD, answer "Q" to Quit and strike the [ENTER] key to return to the menu. Page 97