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███████ ██████ ██ ██ ██ ███████ ██ ██ ██ ██ ██████ ██████████ ███████ ██████ ██ ██ ████████ ████████ ██████ ██████ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██████ ██ ███████ ██▀▀▀▀██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ██ ███████ ██████ ██ ██ ██ ██ ██ ██ ██████ ██████ VERSION 2.2 MAINTENANCE MANAGEMENT SYSTEM INTENDED FOR BUILDING AND FACILITIES EQUIPMENT MAINTENANCE USERS MANUAL Copyright (C) 1986-1993 by Michael R. Busman C O N T E N T S --------------- PAGE LIST OF FILES ON THIS DISK ....................... 1 INTRODUCTION ..................................... 2 INSTALLATION & HARDWARE REQUIREMENTS ............. 4 GETTING STARTED .................................. 6 NETWORK OPERATION ................................ 8 UTILITIES SYSTEM ................................. 9 INVENTORY SYSTEM ................................. 11 WORK ORDER SYSTEM ................................ 20 PREVENTIVE MAINTENANCE SYSTEM .................... 25 EQUIPMENT DATABASE SYSTEM ........................ 31 EMPLOYEE DATABASE SYSTEM ......................... 33 ERROR MESSAGES ................................... 35 TIPS & POINTERS .................................. 37 GETTING HELP ..................................... 38 HOW TO REGISTER PC MECHANIC ...................... 39 REGISTRATION FORM ................................ 40 HISTORY OF PC MECHANIC ........................... 41 DISCLAIMER OF WARRANTY THIS SOFTWARE AND MANUAL ARE SOLD "AS IS" AND WITHOUT WARRANTIES AS TO PERFORMANCE OF MERCHANTABILITY OR ANY OTHER WARRANTIES WHETHER EXPRESSED OR IMPLIED. BECAUSE OF THE VARIOUS HARDWARE AND SOFTWARE ENVIRONMENTS INTO WHICH THIS PROGRAM MAY BE PUT, NO WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED. GOOD DATA PROCESSING PROCEDURE DICTATES THAT ANY PROGRAM BE THOROUGHLY TESTED WITH NON-CRITICAL DATA BEFORE RELYING ON IT. THE USER MUST ASSUME THE ENTIRE RISK OF USING THE PROGRAM. ANY LIABILITY OF THE SELLER WILL BE LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF PURCHASE PRICE. PC MECHANIC Page 1 LIST OF FILES ON THIS DISK -------------------------- To insure that you are working with the complete PC MECHANIC package, the following files should be included on the program disk: FILENAME FUNCTION -------- -------- INSTALL.BAT Installation batch file PCM.BAT Batch file to launch PC Mechanic program PCMECH.EXE Main PC MECHANIC executable file READ.ME Explains how to print out documentation manual Display using the DOS TYPE command PCMECH.DOC This file, the users manual INV.OVL Inventory system overlay file UTILITY.OVL Utilities subsystem overlay file WORK.OVL Work order system overlay file PM.OVL Preventive maintenance system overlay file EQUIP.OVL Equipment database system overlay file EMPL.OVL Employee database system overlay file PMMASLST.FRM Report format file TRADERPT.FRM Report format file LOCAT.FRM Report format file EQUIPRPT.FRM Report format file WOHEQUIP.FRM Report format file WOHLOC.FRM Report format file PMDONE.FRM Report format file PMBAKLOG.FRM Report format file PERFREVU.FRM Report format file EMPLIST.FRM Report format file SENIORITY.FRM Report format file EQUIP.FRM Report format file EMPHIST.FRM Report format file MAINTCST.FRM Report format file PC MECHANIC Page 2 INTRODUCTION ------------ Welcome to the PC MECHANIC maintenance management system. PC MECHANIC is intended for use by maintenance and engineering department management who want the speed and flexibility of computerized information retrieval and organization in their maintenance operation. PC MECHANIC is E A S Y to use and contains features which rival commercial packages costing thousands of dollars. With PC MECHANIC, you can: -Be assured that work requests don't get lost or "fall through the crack" because the computer never forgets uncompleted jobs. -Easily track the history of maintenance costs for a particular piece of equipment, location, or account. -Identify how much spare parts inventory is sitting on the shelf. -Reduce last minute purchases of repair parts, thus reducing the cost of repair parts through competitive pricing. -Quickly see how many outstanding work requests are 1 week, 2 weeks, 1 month, 2 months old. -Easily print out scheduled preventive maintenance work orders on the exact dates the work is due. -Keep up-to-date on employee performance reviews which are coming due and seniority status. PC MECHANIC is an application written in the dBASE programming language. Although dBASE is a very powerful database management program, it can be very difficult for people to use. To use PC MECHANIC, you don't have to know the first thing about dBASE. The menus and input screens make these instructions almost unnecessary. Since we touched on the subject of programming, let me tell you a little about myself. I don't claim to be a programmer as can be evidenced by a look at some of my source code. It might not be pretty, but it somehow manages to work. I do think I know a little about maintenance and computerized maintenance systems. My full-time employment is in the area of maintenance, renovations, and energy management for a major U.S. hotel company. I am involved every day with building maintenance PC MECHANIC Page 3 personnel and have been exposed to a number of maintenance software packages over the past few years. My two main gripes about most maintenance software are the high cost and complexity for the typical user. PC MECHANIC is offered under the software method of distribution known as shareware. What is shareware? I like to think of it as "test drive before you buy". Try it. If you don't like it, throw it away or burn it. You haven't lost anything. If you do find you like it and it benefits your operation, then most shareware authors request that you send in a registration payment to the author to reward him for his efforts. Most shareware authors urge you to spread copies of their program around to friends, associates, user groups, or bulletin boards. Some authors warn that if you continue to use their program and don't send in the registration payment, you will suffer from bad Karma, guilt trips, or swarms of locusts. I think I am a little more reasonable and to the point. I hold the copyright to this program. If you think it is lousy, don't use it. Better yet, drop me a note telling me your beef and I will do my best to incorporate your suggestions into the program. If you do like it and use it, I would suggest a registration payment of $65.00 or whatever amount you would like to contribute to my wife's mink and diamonds fund. In all seriousness, let me say that I have invested many, many hours of my free time writing the PC MECHANIC. I would like to think that someone appreciates it enough to register, or at least enough to send a note with comments. Registered users will be notified of future updates, which will be available at minimal cost. For everyone, I will be available for help and questions. My home telephone number is (310) 542-7330. I can also be reached on Compuserve, user ID# 71121,2014. If it is during the day and it is an emergency, my wife can give out my office number, but I prefer to keep this to a minimum. Registration payments or questions can be sent to: Michael R. Busman 18306 Mansel Ave. Redondo Beach, CA 90278 Whether you become a registered user or not, I hope you find that the PC MECHANIC provides many of the functions of commercial maintenance management software in an easy-to-use, inexpensive package. I have spent a lot of time trying to find all of the bugs in the PC MECHANIC. It should be relatively bug-free, however, I can't give a 100% guarantee. What I will promise is that if you find a bug and notify me, I will do my best to correct it. PC MECHANIC Page 4 INSTALLATION & HARDWARE REQUIREMENTS ------------------------------------ Hardware & Software: -IBM or compatible PC, 640K ram memory recommended -Hard disk drive -Color monitor -Dot matrix printer for work orders, reports, listings, etc. -DOS 2.0 or above Forms Requirements: -3.5 inch high continuous feed paper is recommended, but not necessary for printing of work orders and preventive maintenance work orders. This is a convenient size as work orders printed in condensed print easily fit in a maintenance engineer's shirt pocket. There are probably many possible sources for this paper, however, 2 that I know of are: Visible Computer Supply, St. Charles, IL tel. 312-377-0990 3.5 inch by 5 inch continuous file cards(index card size), catalog # DP325 TFC, 5000/carton Moore Business Forms,3.5 inch by 8.5 inch, 2 part continuous feed paper, 3700 sheets/box, mfg.# FO-450 PC MECHANIC Page 5 Installation: The first time installation of PC MECHANIC should follow the steps below. If you already have PC MECHANIC running on your PC, go to step 4 below. 1. Turn on your PC and wait until you have the C> prompt, or whatever hard disk drive you want to use. During these instructions I will refer to the C> prompt or the "C" drive for your hard disk. You could be set up with a different drive letter so substitute yours accordingly. 2. Place the PC MECHANIC disk in the "A" diskette drive. Type in "A:INSTALL" (without the quotes) and hit the enter key. 3. You have just finished the installation process. You now have a subdirectory on your hard drive called \PCMECH. The PC MECHANIC executable program and report format files have been transferred to this subdirectory. Also, you have copied two files from your DOS disk to this subdirectory. 4. If you already have an earlier version of PC MECHANIC running on your PC, you just need to copy the PC MECHANIC disk to the proper subdirectory. Type in without the quote marks, "CD PCMECH" and hit enter. Put the PC MECHANIC disk in the "A" drive and type in "COPY A:*.* and hit enter. IMPORTANT NOTE: --------------- Make sure you have a CONFIG.SYS file in the root directory with at least two lines such as "FILES = 40" and "BUFFERS = 15" contained in the file. If you don't have such a configuration file present at boot-up, the system will crash when running PC MECHANIC. If this all sounds like Greek, consult your DOS manual, your local PC guru, or give me a call. PC MECHANIC Page 6 GETTING STARTED --------------- That's all there is to it. To start up PC MECHANIC, you must be at the C> prompt and in the PC MECHANIC subdirectory. To make sure you are in the correct subdirectory, type in without the quote marks, "CD PCMECH" and hit the enter key. Then type "PCM" and hit enter, to launch the program using the PCM.BAT file. If you do not start the program with this batch file, you must have the batch file commands in your AUTOEXEC.BAT file. These commands set a Clipper environment variable which controls the number of files that may be open. Don't worry if you don't understand this, just use the PCM.BAT file to avoid errors due to too many files open. You will soon see the PC MECHANIC title screen for a few seconds, next the shareware message (otherwise known as a commercial message from the sponsors), and finally, the main menu will be displayed. The PC MECHANIC main menu should look something like what is shown below: Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │INVENTORY SYSTEM │ └─────────────────────────────────────────────────────────────────┘ In basic usage, menu selection is made by highlighting the item with the arrow cursor keys and hitting enter to select that option. If you are using an earlier version of PC MECHANIC, select the UTILITIES system option from the main menu to convert from an earlier version. At the UTILITIES menu, select the option to convert from a previous version. The other menu options will be explained later. When the conversion process has finished, you will be shown the UTILITIES SYSTEM menu again. Most menus and data entry screens are fairly intuitive as to what you should type in. When filling in the data entry screens, if a piece of information is not known, leave the field blank. If you are ever unsure of an entry or menu option, one of the features of PC MECHANIC is context sensitive help. You access this by hitting the F1 function key. Remember, HELP IS ACCESSED BY HITTING F1. When you complete a field, hit enter or the down arrow key to position the cursor at the start of the next field. If you make a mistake and haven't left a field yet, you have the left & right arrows, backspace, delete, and insert keys available for editing the data field. Sometimes, you can move back one field by hitting the up arrowkey. Finally, if you make a mistake, continue entering data in the remaining fields. When you get to the bottom of the screen, you will be asked if everything is OK. The normal response is Y for yes or N for no. By hitting N, or just enter since the default is no, you can step back through the data fields and make corrections where necessary. If a field is PC MECHANIC Page 7 OK, just hit enter to move on to the next field. In these instructions, there will be many instances where you will be told to type in something. The proper keystroke or keystrokes will be shown within quotation marks, such as these "". What you type in should be the keystrokes contained within the quote marks, but not including the quote marks. Beginning with version 1.4, various look-up table functions have been added to the program to increase the ease of use. Examples of these are when the user is creating a part record and is at the fields for entering vendor identification numbers or closing out a work order and the user is at the fields for entering part numbers or employee identification numbers. By hitting the enter key at the appropriate prompt or blank field, a look-up window will open up on the display. Hitting the Home key will display the pertinent information for the first record in the database (arranged in alphabetical order). Hitting the End key will go to the last record in the database. The up and down arrow keys will step the user through the database one record at a time. The PgUp and PgDn keys will step the user through the database 10 records at a time. To avoid opening the look-up window or to exit from one, just hit the escape key. When the desired record is highlighted in the look-up window, just hit the enter key to select the item. You will be returned to the appropriate input screen with the selected item already shown in the highlighted field. Hit enter again to verify the selection and to continue. The use of the Escape key (Esc) should be discussed. There are two main uses of the Esc key. The first is to back out of a menu and return to the next higher level menu. The second main use is to escape or abort an operation. If, for example, you selected the menu option to add work orders, hitting Esc at the input screen for adding new work orders will return the user to the work order system menu. The escape key should return the user or give a quick exit from all input screens except for two instances. These are when closing out completed work orders for corrective maintenance and preventive maintenance, and an employee identification number has already been entered. The user will still have to navigate the data fields until the prompt asking if everything is OK. PC MECHANIC Page 8 NETWORK OPERATION ----------------- Beginning with version 2.2 of the PC MECHANIC program, major internal changes have been made to allow safe operation of the program on a computer network. Although I don't have the resources to fully test the program on all types of network operating systems available, it does seem to work out all right. Let me know of any anomalies that appear so that I can make any necessary corrections. In multiple user operation, you will rarely know that another user is also in the program. There may be occasional instances, such as when 2 users might be trying to edit the same record, when the program will tell you that the record is not available at that time. This is due to the Clipper compiler record locking functions that give the first user access to modify the record. If you continue to be denied access to the record, you might check to see if another user has the record displayed on his PC, but is not doing any input. The other instance when you might get a network access message is when you perform a PACK of the database files from the UTILITIES MENU. Normally, when records are deleted, they don't really disappear, they are just marked or flagged for deletion. They are only physically removed from the database files during the PACK operation. This should be done first thing in the morning or at the end of the day when no other users are in the system. The reason for this is that the program requires exclusive access to the files. If you attempt to PACK the data files when someone else is in the program, you will get a message that a particular file is not available at that time. PC MECHANIC Page 9 UTILITIES SYSTEM ---------------- The Utilities System is accessed by selecting the Utilities option from the PC MECHANIC main menu. When you enter the system, you will be presented with the utilities menu. The Utilities menu will look as follows: Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │SYSTEM UTILITIES │ └─────────────────────────────────────────────────────────────────┘ ╔═══════════════════╗ ║BACKUP DATABASE ║██ ║RESTORE DATABASE ║██ ║INDEXES-REBUILD ║██ ║CONVERT DATA FILES ║██ ║PRINT CONTROL CODES║██ ║PACK DATABASE FILES║██ ║QUIT TO MAIN MENU ║██ ╚═══════════════════╝██ ██████████████████████ The "BACKUP DATABASE" option will perform a DOS backup of all the database files. You should have several blank formatted diskettes available to do this. As the size of the databases grow, you will need additional diskettes. The disks should be labelled in sequence, ie:Backup #1, Backup #2, Backup #3, etc. It is VERY IMPORTANT that you keep the disks in sequence. YOU should also do the backup operation EVERY DAY. It doesn't take very long and will save your skin one day when your hard disk decides to go off to never-never land. It should be noted that the program will prompt you to enter the drive letters for both the source and backup drives. Since you could be operating on a network, the available drive letters could be in the A-Z range. The "RESTORE DATABASE" option performs a DOS restore of all the database files in the PC MECHANIC subdirectory. If you ever lose your hard disk, or buy a new computer and want to set everything up on the new machine, you will be glad to have this option. The "INDEXES-REBUILD" option rebuilds all of the indexes. I won't try to explain what indexes are-only that they help the system keep records in order. If the indexes should get corrupted by a power failure or other misfortune, this option should rebuild them cleanly. The "CONVERT DATA FILES" option allows the user to convert from PC MECHANIC Page 10 an earlier version of PC MECHANIC. Before using this version for the first time, select the conversion option. When it has finished, you will be returned to the utilities menu and you will be ready to go. The "PRINT CONTROL CODES" option should be used if your printer does not support basic emulation of a generic EPSON printer, such as IBM or Okidata. If your printer is an EPSON, or compatible, you will probably not have to wade through this area. The program is set up with printer control codes to program printer operation for condensed print/3.5" form length for work orders, condensed print/11" form length for reports, and to reset all settings to default (10 characters/inch/11" form length). If your printer is not an EPSON or compatible, consult your printer manual for the correct control codes. For example, the control codes to set form length to 3.5" (21 lines) with an EPSON printer are 27,67,21. Up to 10 control codes can be entered for a particular print option, which should be of benefit to any users with Hewlett Packard laser printers. The input screen for changing printer control codes will look like the following: PC MECHANIC CHANGE PRINTER CONTROL CODES ---------------------------- If the default control codes are not correct for your printer and you want to take advantage of condensed print or the 3.5 inch paper form length for work orders, enter the decimal control sequences below for your printer. CONDENSED PRINT: 15 0 0 0 0 0 0 0 0 0 NORMAL PRINT: 18 0 0 0 0 0 0 0 0 0 SET 3.5 INCH FORM LENGTH: 27 67 21 0 0 0 0 0 0 0 SET NORMAL 11 INCH FORM LENGTH: 27 67 66 0 0 0 0 0 0 0 GRAPHICS CODE MATCHING THIS --> █ 219 GRAPHICS CODE MATCHING THIS --> │ 179 GRAPHICS CODE MATCHING THIS --> ─ 196 GRAPHICS CODE MATCHING THIS --> └ 192 GRAPHICS CODE MATCHING THIS --> ┤ 180 Everything OK? ==> N If all of this sounds like Greek, take another look at your printer manual, seek out the resident computer guru at your company, or if you are really desperate, give me a call. Either I'll straighten things out or hopelessly foul everything up. PC MECHANIC Page 11 The "PACK DATABASE FILES" option is used to physically remove records from the data files that were previously marked or flagged for deletion. This operation will shrink the size of the data files and should be used somewhat frequently if you delete a significant number of records or enter and close many work orders. The PACK operation requires exclusive use of the data files and will not go properly if there are other users in the PC MECHANIC system. It is best to run this first thing in the morning or last thing at night to avoid network access messages saying that certain files are not available for use. "QUIT TO MAIN MENU" returns the user to the Main Menu. INVENTORY SYSTEM ---------------- The Inventory System is accessed by selecting the Inventory option from the PC MECHANIC main menu. When you enter the system, you will be presented with the inventory menu. The Inventory menu will look as follows: Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │INVENTORY SYSTEM │ └─────────────────────────────────────────────────────────────────┘ ╔═══════════════════════════════╗ ║ADD/MODIFY/DELETE PARTS RECORDS║██ ║ISSUES/RECEIPTS TRANSACTIONS ║██ ║VENDORS DATABASE ║██ ║PURCHASES RECORDS ║██ ║REPORTS MENU ║██ ║QUIT TO MAIN MENU ║██ ╚═══════════════════════════════╝██ ██████████████████████████████████ VENDORS DATABASE: If you want to set up the inventory system, probably the first area to enter is the Vendors Database. The reason for this is that the vendor identification number will be needed for the parts records. The vendor data to enter is pretty much self- explanatory. The vendor identification # is generated by the computer and will be needed in other parts of the program. When all data inputs have been made,you will be prompted if everything is OK or not. The response should be "Y" for yes or "N" for no. When you are satisfied with the inputs and answer "Y" to everything OK, the next prompt will be a blinking "MORE". This is asking if you have more entries to make. Again, the proper response is "Y" for yes or "N" for no. PC MECHANIC Page 12 The submenu to add, modify, or delete vendor records is shown below. Highlight the desired option and hit the enter key to select. Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │INVENTORY SYSTEM │ └─────────────────────────────────────────────────────────────────┘ ╔═══════════════════════════════╗ ║ADD/MODIFY/DELETE PARTS RECORDS║██ ║ISSUES/RECEIPTS TRANSACTIONS ║██ ║VENDORS DATABASE ║██ ║PUR╔═════════════════════════════╗ ║REP║ADD VENDORS RECORDS ║██ ║QUI║MODIFY VENDORS RECORDS ║██ ╚═══║DELETE VENDORS RECORDS ║██ ███║QUIT TO INVENTORY SYSTEM MENU║██ ╚═════════════════════════════╝██ ████████████████████████████████ The vendors database is used to set up information about the various vendors that you deal with. Basic information includes vendor number, company name, address, phone number, contact, and principal product line. A typical input screen will look like the following: Escape = [Esc] Help = [F1] PC MECHANIC ENTER NEW VENDORS ----------------- Vendor ID#: 3 Name: Address: City: State: Zip: Tel.#:( ) - Contact: Product Line: PC MECHANIC Page 13 When updating or deleting vendors from the database, the user is prompted to enter the vendor number. Either enter the number or hit enter to open the look-up window for selection of the appropriate vendor. ADD/MODIFY/DELETE PARTS RECORDS: Assuming the vendors database has been set up, you will want to set up the parts records. Select this option at the inventory system menu. You will then be given the options to add, modify, delete, or return to the previous menu, as shown below. Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │INVENTORY SYSTEM │ └─────────────────────────────────────────────────────────────────┘ ╔═══════════════════════════════╗ ║ADD/MODIFY/DELETE PARTS RECORDS║██ ║ISSUES/RECEIPTS TRANSACTIONS ║██ ║VENDORS DATABASE ║██ ║PUR╔═════════════════════════════╗ ║REP║ADD PARTS RECORDS ║██ ║QUI║MODIFY PARTS RECORDS ║██ ╚═══║DELETE PARTS RECORDS ║██ ███║QUIT TO INVENTORY SYSTEM MENU║██ ╚═════════════════════════════╝██ ████████████████████████████████ Some notes about entering parts records are in order. The Item # is a part number which YOU assign to each part. You may want to start at 1 and sequentially number every item, or you may want to devise a letter and number code to describe the part. Mfg., is the manufacturer. Cat. # is the manufacturer's catalog or ordering number. Location is described by storeroom (Strm.), row in the storeroom, shelf in the row, and bin number on the shelf. The program allows for two storeroom locations. Desc. is for a description of the part, and can be 2 lines of 40 characters each. Value is the total opening value of the item stocked. This will be updated automatically as you issue material or receive purchases. Qty.on Hand is the quantity on hand. Reorder at is the level of inventory the part quantity must fall to before it is reordered. Reorder Qty. is the amount that should be reordered based on previous experience. Unit price is the quoted price the last time the item was ordered. This should be updated each order. In the section for vendors, you only need to enter the vendor ID# and the system will bring up the company name of the vendor. There is space to enter 3 vendors who carry the particular part. At the fields for entering the vendor numbers, the use of the look-up window function is active. If you don't PC MECHANIC Page 14 have a listing of the vendors by vendor number handy, just hit the enter key to open up the window, step through the vendors database until the correct vendor is listed, and hit enter to select. The look-up window will display the vendor company names in alphabetical order along with the vendor numbers. At the end, you will be prompted if everything is OK and if there are more entries to be made. A typical parts entry screen with all of the data entry fields will look like the following: Escape = [Esc] Help = [F1] PC MECHANIC MAINTENANCE MANAGEMENT SYSTEM MASTER PARTS RECORD ------------------- Item: Mfg.: Cat.#: Description: Value 0.00 : Qty. on Hand: 0 Reorder at: 0 Reorder Qty.: 0 Unit Price: 0.00 Location Strm.: Row: Shelf: Bin: : : : : Vendors Vendor I.D.#: 0 : 0 : 0 Everything OK? ==> N ISSUES/RECEIPTS TRANSACTIONS: The second selection choice is for transactions such as issues and receipts of items ordered, and also returns to the storeroom. To handle receipts, a record must be set up previously in the purchases section of the inventory system. When the transactions choice is made, a sub-menu will be shown as follows: PC MECHANIC Page 15 Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │INVENTORY SYSTEM │ └─────────────────────────────────────────────────────────────────┘ ╔═══════════════════════════════╗ ║ADD/MODIFY/DELETE PARTS RECORDS║██ ║ISSUES/RECEIPTS TRANSACTIONS ║██ ║VENDORS DATABASE ║██ ║PUR╔═════════════════════════════╗ ║REP║ISSUED PARTS ║██ ║QUI║PARTS RETURNED ║██ ╚═══║RECEIPTS OF ITEMS ORDERED ║██ ███║DELETE OLD TRANSACTIONS ║██ ║QUIT TO INVENTORY SYSTEM MENU║██ ╚═════════════════════════════╝██ ████████████████████████████████ The choices on this menu are parts issued, parts returned, receipts of items ordered, delete old transactions, and return to the inventory system menu. Issues and returns are identical in the data input screen. The first field is date, which defaults to the current date. Type over this date or hit enter to accept the date. The next field is item, where you should enter the part number of the item. Hitting enter at the part number field will open up a look-up window to select the appropriate part number. Description is system generated. If you want to track the transaction to a work order or preventive maintenance work order, enter the appropriate work order number or PM work order number. Next, enter the quantity of the part issued or returned to stock. After the prompt asking if everything is OK, the average cost and value of the part will be displayed. The quantity on hand and value of the part will be automatically updated to account for the transaction. A typical input screen for handling the issues and returns transactions will look like the example below. PC MECHANIC Page 16 Escape = [Esc] Help = [F1] PC MECHANIC MAINTENANCE MANAGEMENT SYSTEM STOREROOM TRANSACTIONS ---------------------- Date:11/24/91 Item: Desc.: Work Order #: 0 PM Work Order #: 0 Qty.: 0 Avg. Cost: Value: Everything OK? ==> N RECEIPTS OF ITEMS ORDERED: To enter parts received, the data fields to input are date, purchase order number (PO#), part #, vendor ID#, and quantity received. At the input for part #, the look-up window function is active. The part description and vendor company name are generated by the computer. If everything is OK, the value and updated quantity backordered will be displayed. The typical input screen for entering the receipts of items purchased is as follows: Escape = [Esc] Help = [F1] PC MECHANIC MAINTENANCE MANAGEMENT SYSTEM RECEIPTS OF ITEMS PURCHASED --------------------------- Date:11/24/91 P.O. #: Part #: Description: Vendor #: Vendor: Qty. Received: Value: Qty. Back Ordered: PC MECHANIC Page 17 To delete old transactions, you will be prompted to enter a cut-off date. All transactions before this date will be deleted from the database. Only use this option when you are sure you will not need to access the transaction information again. PURCHASES RECORDS: The purchases database is used to track items ordered and purchases by vendor. The sub-menu options for this choice are shown as follows: Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │INVENTORY SYSTEM │ └─────────────────────────────────────────────────────────────────┘ ╔═══════════════════════════════╗ ║ADD/MODIFY/DELETE PARTS RECORDS║██ ║ISSUES/RECEIPTS TRANSACTIONS ║██ ║VENDORS DATABASE ║██ ║PUR╔═════════════════════════════╗ ║REP║ADD PURCHASE RECORDS ║██ ║QUI║MODIFY PURCHASE RECORDS ║██ ╚═══║DELETE PURCHASE RECORDS ║██ ███║QUIT TO INVENTORY SYSTEM MENU║██ ╚═════════════════════════════╝██ ████████████████████████████████ The data input fields are discussed below. Date defaults to the current system date. Type over this or hit enter to accept the date. P.O. # is the purchase order number. Part # is the part identification number you set up previously. Vendor ID is the vendor identification number. Both the Part # and Vendor ID fields support look-up windows and these can be opened by just hitting enter at the appropriate fields. Description and vendor name are generated by the system. The next inputs are for the quantity ordered and unit price to pay. Ext. Cost is the extended cost and is system generated. The Qty. Backordered is the quantity back ordered and is initially set equal to the quantity ordered. The typical input screen for entering purchases records is as follows: PC MECHANIC Page 18 Escape = [Esc] Help = [F1] PC MECHANIC MAINTENANCE MANAGEMENT SYSTEM PURCHASES DATABASE ------------------ Date:11/24/91 P.O. #: PART #: Description: Vendor I.D.#: 0 Vendor: Qty. Ordered: 0 Unit Price: 0.00 Ext. Cost: 0.00 Qty. Back Ordered: 0 Date Promised: / / Everything OK? ==> N The reports menu contains selections for a number of inventory system reports. The menu of options for inventory reports is shown as follows: Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │INVENTORY SYSTEM │ └─────────────────────────────────────────────────────────────────┘ ╔═══════════════════════════════╗ ║ADD/MODIFY/DELETE PARTS RECORDS║██ ║ISSUES/RECEIPTS TRANSACTIONS ║██ ║VENDORS DATABASE ║██ ║PUR╔═════════════════════════════╗ ║REP║INVENTORY STATUS/PARTS LIST ║██ ║QUI║VENDOR LISTING ║██ ╚═══║REORDER REPORT ║██ ███║CONSUMPTION REPORT ║██ ║PURCHASES BY VENDOR ║██ ║BACKORDER REPORT ║██ ║QUIT TO INVENTORY SYSTEM MENU║██ ╚═════════════════════════════╝██ ████████████████████████████████ The parts listing is a basic list of all parts by part number, description and other information. The vendor PC MECHANIC Page 19 listing is an alphabetic listing of vendors, identification numbers, contacts, and phone numbers. The reorder report is a listing of all parts where the quantity on hand has fallen below or is equal to the reorder level. The consumption report is a listing of usage over a user specified period of time, which also includes value of parts used. The purchases by vendor report gives the breakdown over a period of time of purchases from each vendor. It could be very useful to see if any favoritism is being shown to a particular vendor. The backorder report lists those items where the date promised has passed and the item has not been received yet. The final menu choice is to return to the inventory system main menu. Beginning with version 2.0 of PC MECHANIC, you can display most reports (some in condensed form) in addition to printed reports. The display or print option uses a "Lotus" style menu to select the various menu choices. Use the left & right arrow keys to highlight the choice and hit enter, or just hit the first letter of the choice. The general options are: 1. Forward-page forward 10 records in the database 2. Backward-page backward 10 records in the database 3. Top-Display from the beginning of the database 4. End-Display from the end of the database 5. Print-Print the report on your printer These are shown below in the sample display for the parts listing/inventory status. Also shown, is a sample of the PRINTER CONTROL MENU, which is used to select the desired form length and print size. PC MECHANIC PARTS LISTING/INVENTORY STATUS Esc to Exit ON ORDER ITEM MANUFACTURER DESCRIPTION HAND AT ------ -------------------- ----------------------------- ---- --- ╔═════════════════════════════════════════╗ AF1 AMERICAN║ PRINTER CONTROL MENU ║██ 9 2 EL1 ║_________________________________________║██ 5 1 EL2 ║3.5 INCH WORK ORDERS,COMPRESSED PRINT ║██ 6 2 LUB-1 TEXACO ║COMPRESSED PRINT,11 INCH FORM LENGTH ║██35 2 REF2 XYZ COMP║RESET TO NORMAL PRINT,11 INCH FORM LENGTH║██ 5 5 ╚═════════════════════════════════════════╝██ ████████████████████████████████████████████ FORWARD BACKWARD TOP END PRINT Print the listing PC MECHANIC Page 20 WORK ORDER SYSTEM ----------------- The Work Order System is accessed by selecting the Work Order option from the PC MECHANIC main menu. When you enter the system, you will be presented with the work order system menu. The Work Order menu will look as follows: Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │WORK ORDER SYSTEM │ └─────────────────────────────────────────────────────────────────┘ ╔════════════════════════════════╗ ║ADD NEW WORK ORDERS ║██ ║EDIT/DISPLAY/REISSUE WORK ORDERS║██ ║CLOSE OUT COMPLETED WORK ORDERS ║██ ║REPORTS MENU ║██ ║DELETE OLD WORK ORDERS ║██ ║QUIT TO MAIN MENU ║██ ╚════════════════════════════════╝██ ███████████████████████████████████ ADD NEW WORK ORDERS: To enter new work orders into the system, select the "ADD NEW WORK ORDERS" option. The first thing to happen is that the menu for setting up your printer will be displayed. To print work orders in condensed mode and set the form length to 3.5 inches, select option #1 "3.5 INCH WORK ORDERS,COMPRESSED PRINT" and hit enter. If you want to print work orders on normal 8.5" X 11" paper, select either the second or third options. Make sure your printer is turned on to avoid time out errors. You will then see displayed the data input screen for entering work orders. The work order number is generated by the computer and is the reference number you will use later to track the work order. The current date is the default, so you can accept it by hitting enter or change it by typing over the date. The other fields to input are the equipment identification number, department making the work request or reporting the problem, location, person requesting the work, and responsible trade for the job. Priority can be input, as 1,2,3 or A,B,C or whatever system you may want to use. The account field may be any character or numeric input used to identify specific accounts, such as "ER" for emergency room, BLDG5 for building 5, or LAUND for laundry. The work description fields allow you to enter up to 5 lines, each 40 characters long, which should be sufficient for most jobs. When you are finished, you will be prompted if everything is ok. The response should be "Y" for yes or "N" for no. You will then be prompted if you want to print out the work order. Again, the response to the prompt is "Y" or "N", without the quote marks. PC MECHANIC Page 21 Next, will be displayed a flashing prompt with the word "MORE". This is the prompt asking if you have more work orders to input or if you are finished. The proper response is "Y" or "N". When you are finished, the printer control menu will again be displayed. You can select option #3 to reset the printer to normal printing and form length. The typical work order input screen with all data fields is as follows: Escape = [Esc] Help = [F1] PC MECHANIC ENTER NEW WORK ORDER -------------------- Date: 11/24/91 Work Order #: 33 Equip. ID#: Dept.: Location: Priority: Requested by: Trade: Account: Work Description: : : Everything OK? ==> N A word of advice is offered here to avoid future headaches. Make up a list of standard codes for the various trades you employ and another list of standard location names or abbreviations. These should be used to develop consistency in data input and will be necessary later on when you want to request a report for a specific trade or location. If an exact match is not made to what you request, there will be no report or records will be missed. For example, if part of the time you enter "CA" as a trade code for carpenter, and part of the time you enter "CARP", the system will interpret these as 2 separate trades. If you request a report for all backlogged work belonging to the trade "CA", all work orders entered for "CARP" will be overlooked. Be careful. PC MECHANIC Page 22 EDIT/DISPLAY/REISSUE WORK ORDERS: To edit, display, or reissue (reprint) a work order, select this option at the work order system menu. The user will be prompted to enter the work order number to edit or reprint. The data entry screen is the same as for adding new work orders. CLOSE OUT COMPLETED WORK ORDERS: To close out completed work orders, select item # 3 from the work order system menu. Enter the work order # when prompted to do so. You will then see the original work order data entry screen,however, there are some additional input fields. Date complete and remarks, for any appropriate comments are self explanatory. There are fields to enter the identification numbers of an unlimited number of employees who participated in doing the job. These are entered one at a time. You enter the employee's ID# and the system displays the employee's last name. If you don't have the employee's identification number handy, just hit enter to open the look-up window which displays employee last names in alphabetical order and the associated I.D. #. Enter the number of hours the employee devoted to the job and the system calculates and displays the labor cost associated with You can also enter an unlimited number of parts used also. This operates in a similar manner. Enter the part number, and the system displays a shortened part description. The use of a look- up window for these inputs is also supported at this point of the program. Enter the quantity used, and the system calculates and displays the part cost. After entering the parts used, you will then get the familiar prompt asking if everything is OK or not. Answer with "Y" or "N". A new prompt will then be displayed asking if you want to automatically update the inventory files. In a large operation with a full-time storeroom clerk, you would most likely answer "N" for no to this prompt as issues will probably be handled from the storeroom and tracked there. For a smaller operation, I have added this option so that the inventory quantity and value can be reduced by the proper amounts without requiring the user to exit from the work order screen and enter the inventory system. If you want to update the inventory files, enter a "Y" for yes. Use a little caution here to avoid "double dipping" or deducting from inventory at the storeroom and when closing out the work order. The next prompt will be the flashing MORE?, asking if you have more to close out. The familiar response is "Y" for yes or "N" for no. The typical input screen for closing out work orders will look as follows: PC MECHANIC Page 23 Escape = [Esc] Help = [F1] PC MECHANIC CLOSE OUT WORK ORDERS --------------------- Date: 11/24/91 Work Order #: 33 Equip. ID#: Dept.: Location: Priority: Requested by: Trade: Account: Work Description: : : --------------------------------------------- Status: Date Compl.: / / Remarks: Empl. ID#: Name: Hours: Labor Cost: PART#: Desc.: Qty.: Cost: Everything OK? ==> N REPORTS MENU: Selection of item #4 from the work order system menu will bring up the menu of available reports. The work order system REPORTS MENU is shown below. Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │WORK ORDER SYSTEM │ └─────────────────────────────────────────────────────────────────┘ ╔════════════════════════════════╗ ║ADD NEW WORK ORDERS ║██ ║EDIT/DISPLAY/REISSUE WORK ORDERS║██ ║CLOSE OUT COMPLETED WORK ORDERS ║██ ║REP╔══════════════════════════════╗ ║DEL║BACKLOG ALL TRADES ║██ ║QUI║BACKLOG-SPECIFIC TRADE ║██ ╚═══║BACKLOG-SPECIFIC LOCATION ║██ ███║BACKLOG-SPECIFIC EQUIPMENT ║██ ║WORK ORDER AGING REPORT ║██ ║LOCATION MAINTENANCE HISTORY ║██ ║EQUIPMENT MAINTENANCE HISTORY ║██ ║MAINTENANCE COST BY ACCOUNT ║██ ║QUIT TO WORK ORDER SYSTEM MENU║██ ╚══════════════════════════════╝██ █████████████████████████████████ PC MECHANIC Page 24 Item #1 of this menu is for a backlog listing of all work orders, sorted by trade. Items #2,3, or 4 will generate a backlog report for a specific trade, location, or piece of equipment. The user is prompted to enter the search string. Item #4, the backlog report for a specific piece of equipment now supports the use of the look-up window function for selecting the appropriate equipment. Item # 5 is for the work order aging report. By trade, this will list the number of work orders of different ages, ie: 0-7 days, 8-14 days, etc. Items #6&7 are for work history reports sorted by a specific location or piece of equipment. The user again is prompted to enter the search string. Item #7 now supports the look-up window function to select the equipment. Item #8 generates a maintenance cost report sorted by account number. The user is prompted to enter starting and ending dates as a time period to total the maintenance costs. THE MAINTENANCE COST REPORT LISTS ALL MAINTENANCE COST BY ACCOUNT FOR BOTH CORRECTIVE AND PREVENTIVE MAINTENANCE. DELETE OLD WORK ORDERS: After a period of time, the size of the work history database will probably get quite sizeable. You may determine that you don't need to keep this information for longer than 3 months, 6 months, or 1 year. To delete old work orders from the history database, select item #5 from the work order system main menu. You will be prompted to enter a cutoff date. All work orders with a completion date before the cutoff date will be purged from the database. Use this option with CAUTION. Menu option # 6, "QUIT TO MAIN MENU" will return the user to the PC MECHANIC main menu. PC MECHANIC Page 25 PREVENTIVE MAINTENANCE SYSTEM ----------------------------- The Preventive Maintenance System is accessed by selecting the Scheduled option from the PC MECHANIC main menu. When you enter the system, you will be presented with the preventive maintenance system menu. The Preventive Maintenance menu will look as follows: Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │PREVENTIVE MAINTENANCE SYSTEM │ └─────────────────────────────────────────────────────────────────┘ ╔═══════════════════════════════════════╗ ║GENERIC MAINTENANCE TASKS ║██ ║DEFINE PM REQUIREMENTS ║██ ║MODIFY/DELETE PM REQUIREMENTS ║██ ║PRINT SCHEDULED PM WORK ORDERS ║██ ║UPDATE COMPLETED PM/TRANSFER TO HISTORY║██ ║PREVENTIVE MAINTENANCE REPORTS MENU ║██ ║QUIT TO MAIN MENU ║██ ╚═══════════════════════════════════════╝██ ██████████████████████████████████████████ GENERIC MAINTENANCE TASKS: Selecting "GENERIC MAINTENANCE TASKS" will take the user to the area for entering, deleting, or printing a listing of generic maintenance tasks. I call this generic because this is where the user can create a look-up table of common maintenance tasks for equipment. For example, with few differences, a 90 day inspection for an air handling unit will probably be the same regardless of the manufacturer. By filling in the maintenance tasks in this section and assigning a code, the user only needs to enter the code later when defining PM requirements. If a particular piece of equipment has additional or different requirements, these can be added. The data input screen for defining the PM requirements will automatically pull in the list of maintenance tasks, which should save a great deal of typing. The generic maintenance tasks input screen is as follows: PC MECHANIC Page 26 Escape = [Esc] Help = [F1] PC MECHANIC GENERIC MAINTENANCE TASKS ENTRY ------------------------------- Maint. Code:AHU30 Description:AHU MONTHLY INSP. Frequency: 30 PM Tasks: CHECK FILTERS CHECK OVERALL OPERATION CHECK FOR UNUSUAL VIBRATION OR NOISE Everything OK? N When you make the selection to enter a generic maintenance task, you will be prompted to enter the code. It is suggested to make a letter/number combination based on the equipment and frequency of maintenance. For example, a 6 month inspection for a chilled water pump might be coded as CHWP180, meaning chilled water pump and 180 days as the frequency. Use whatever coding system is easiest for you. When the input screen is displayed, the other data fields are for a short name or description of the maintenance inspection,frequency in days, and 10 lines of 40 characters each to enter the maintenance tasks to be performed. For editing or deleting generic maintenance tasks, the user is requested to enter the maintenance code after selecting the appropriate menu option. The look-up window function is also supported in this part of the program. At the prompt to enter the maintenance code, hit the enter key if the code is not known. The look-up window will be opened on the screen for the user to step through the database and select the appropriate code. DEFINE PM REQUIREMENTS: Menu option #2, "DEFINE PM REQUIREMENTS", is for defining the PM requirements. The first prompt is for the user to enter a generic maintenance code or hit enter if this is a custom or different type of PM. The use of a look-up window is supported here. Hit the enter key to open a window which will display the maintenance codes alphabetically. The user can use the up/down arrow keys, PgUp/PgDn keys, Home, or End keys to step through the PC MECHANIC Page 27 database of maintenance codes. Hit enter to select the appropriate maintenance code. The other input fields are for equipment identification number, equipment name or description,INITIAL DUE DATE, location,responsible trade, frequency of maintenance in days, and the 10 lines of tasks to be performed. The use of look-up windows is supported for the equipment identification number window. Hit enter to open the window, and select the desired equipment from the description displayed. The ID#, description, and location will automatically be inserted into the PM input screen. A short explanation about the initial due date. This is the date for the first time to do the required PM. Once this has been completed, the program will change the due date to a due date in the future, based on the frequency in days. Again, remember that if you entered a generic maintenance code, the frequency and 10 maintenance task fields will automatically be filled in by the program. Additionally, the PM reference number displayed on the monitor is generated by the computer and will be used later to call up specific records. A typical PM data entry screen is shown below. Escape = [Esc] Help = [F1] PC MECHANIC PM ENTRY SCREEN --------------- PM Ref. #:14 Equip.#:S-12 Equip. Desc.:BALLROOM SUPPLY Due Date:10/01/91 Location:FAN ROOM #5 Trade:ENG Frequency:30 Acct: PM Tasks: CHECK FILTERS CHECK OVERALL OPERATION CHECK FOR UNUSUAL VIBRATION OR NOISE Everything OK? N MODIFY/DELETE PM REQUIREMENTS: Menu option #3 is for modifying or deleting PM requirements. The user is prompted to enter the appropriate PM reference number. The next prompt asks the user to decide to delete or modify the associated PM record. If the selection is to modify, the same data input screen is shown to the user as in the option to "DEFINE PM REQUIREMENTS". PRINT SCHEDULED PM WORK ORDERS: To print out the scheduled PM work orders, select item #4 from the preventive maintenance system menu. The user will then be prompted to enter a start date and end date. Typically, the user will want to print out all of the scheduled maintenance for the PC MECHANIC Page 28 coming week. So, he would enter today's date as the start date and a week from today or yesterday as the ending date. Remember that the program can print out on 3.5" high paper and that the program will set the printer for this size paper and condensed print. Many data field names will print out on the PM work order with a space after the name. This is for the maintenance worker to fill in any appropriate information, such as parts used, hours spent, employee identification number,remarks, etc. This information will be input later when the completed PM work order is updated. UPDATE COMPLETED PM/TRANSFER TO HISTORY: Menu option #5, UPDATE COMPLETED PM/TRANSFER TO HISTORY, allows the user to update completed work orders and transfer the information to the PM history file. The user is initially prompted to enter the PM reference number. The record is called up with the same data entry screen, however, there are additional input fields to enter information such as status, parts used, hours spent, remarks, etc. The program will transfer the record to history and update the due date to a future date. The user will be asked if he wants to update the inventory system from the update completed PM screen. For a larger operation with a full time storeroom clerk, all transactions will probably be logged there. For smaller operations, the user can input the part number and quantity of parts used to automatically subtract these from inventory and charge the cost to the PM work order. The input of employee ID# and hours spent on the PM job is similar to the work order system. There are fields to enter the identification numbers of any employees who participated in doing the job. These are entered one at a time. You enter the employee's ID# and the system displays the employee's last name. If you don't have the employee's identification number handy, just hit enter to open the look-up window which displays employee last names in alphabetical order and the associated I.D. #. Enter the number of hours the employee devoted to the job and the system calculates and displays the labor cost associated with that particular employee. You can also enter an unlimited number of parts used also. This operates in a similar manner. Enter the part number, and the system displays a shortened part description. The use of a look-up window for these inputs is also supported at this point of the program. Enter the quantity used, and the system calculates and displays the part cost. The data entry screen for updating completed PM work orders is shown below. PC MECHANIC Page 29 Escape = [Esc] Help = [F1] PC MECHANIC PM ENTRY SCREEN --------------- PM Ref.#:1 Equip.#:S-15 Equip. Desc.: SUPPLY FAN Due Date:06/30/90 Location:FAN ROOM #5 Trade:HVAC Frequency:30 Acct: PM Tasks: CHECK FILTERS CHECK OVERALL OPERATION CHECK FOR UNUSUAL VIBRATION OR NOISE Status: Date Compl.: / / Remarks: Part #:AF1 Desc.:24" X 48" X 1" AIR FILTER Qty.:2 Cost:3.00 Empl.:54321 Name:ADAMS Hours:2.00 Cost:36.50 Everything OK? N PREVENTIVE MAINTENANCE REPORTS MENU: Menu option #6 will display the submenu of available PM reports. The menu appears as follows: Escape = [Esc] PC MECHANIC Help = [F1] ┌──────────────────────────────────────────────────────────────────────────────┐ │ Inventory Work order Scheduled Equipment Personnel Utilities Quit │ │ PREVENTIVE MAINTENANCE SYSTEM │ └──────────────────────────────────────────────────────────────────────────────┘ ╔═══════════════════════════════════════╗ ║GENERIC MAINTENANCE TASKS ║██ ║DEFINE PM REQUIREMENTS ║██ ║MODIFY/DELETE PM REQUIREMENTS ║██ ║PRI╔══════════════════════════════╗ ║██ ║UPD║WORK COMPLETED IN PAST WEEK ║██RY║██ ║PRE║PM BACKLOG BY TRADE ║██ ║██ ║QUI║PM BACKLOG BY EQUIPMENT ║██ ║██ ╚═══║PM BACKLOG BY DUE DATE ║██══╝██ ███║HISTORY FOR SPECIFIC EQUIPMENT║███████ ║HISTORY FOR ALL EQUIPMENT ║██ ║HISTORY DETAILED RECORD ║██ ║PM SUMMARY LIST ║██ ║PM HISTORY-COMPLETE DETAIL ║██ ║DELETE OLD PM HISTORY BY DATE ║██ ║QUIT TO PM SYSTEM MENU ║██ ╚══════════════════════════════╝██ █████████████████████████████████ PC MECHANIC Page 30 Option #1 displays/prints a report of all preventive maintenance work accomplished during the past week. The next three options are for reports of outstanding preventive maintenance work, separated by trade, equipment, or due date. Select option #5 to obtain a history report of all preventive maintenance for a specific piece of equipment. At the prompt to enter the equipment ID#, type in the ID# or hit enter to open the look-up table window. Option #6 will list the preventive maintenance history for all equipment defined in the database. Option #7 should be selected to obtain the detailed information for one specific preventive maintenance record. The user is prompted for the record number. The record number can be obtained from printing out the History For All Equipment Report. Option #8 should be selected to obtain the PM Summary List. This report lists basic information which includes equipment ID#, equipment name, PM reference number, trade, frequency, and next scheduled inspection date. Option #9 prints a record-by-record history of all preventive maintenance performed, sorted by equipment. You might want to print this hardcopy before selecting option #10. Option #10 deletes all preventive maintenance history older than a user input cutoff date. Use this option with caution. Option #11 returns the user to the Preventive Maintenance System Menu. PC MECHANIC Page 31 EQUIPMENT DATABASE SYSTEM ------------------------- The Equipment Database System is accessed by selecting the Equipment option from the PC MECHANIC main menu. The equipment database takes the place of a card system for recording nameplate and rating information on equipment. When you enter the system, you will be presented with the equipment database system menu. The Equipment Database menu will look as follows: Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │EQUIPMENT DATABASE SYSTEM │ └─────────────────────────────────────────────────────────────────┘ ╔════════════════════════╗ ║ADD EQUIPMENT RECORDS ║██ ║EDIT EQUIPMENT RECORDS ║██ ║DELETE EQUIPMENT RECORDS║██ ║PRINT HARD COPY-1 RECORD║██ ║MASTER EQUIPMENT LIST ║██ ║QUIT TO MAIN MENU ║██ ╚════════════════════════╝██ ███████████████████████████ Selecting choice 1 or 2 will allow the user to enter new equipment records or to update existing records. Most of the data field names are self-explanatory. Please note that not all fields are applicable to every piece of equipment, so leave them blank where appropriate. When the input or update screen has been filled in, the user will get a prompt at the bottom of the screen asking if everything is ok. The correct responses are "Y" for yes or "N" for no. If "N" is entered, the user can edit any incorrect entries. When "Y" is finally entered, the next prompt will be be a flashing "MORE" also at the bottom of the screen. Again, the correct responses are "Y" for yes or "N" for no. A typical equipment data entry screen is shown below. PC MECHANIC Page 32 Escape = [Esc] Help = [F1] PC MECHANIC EQUIPMENT DATA ENTRY SCREEN --------------------------- Equip. ID#: Equip. Name: Manufacturer: Location: Serial No.: Model No.: Service: GPM/CFM: BTU: Diff. Pressure: RPM: Type: Size: Seal Type: Belt Type: Number of Belts Bearing Type: Lube Type: Coupling Type: Motor Mfg.: Model No.: Serial No.: HP: Volts: Amps: Phase: Temp. Deg. C: Frame: Fuses: Breaker Panel: Breakers: Comments: Everything OK? ===> N One new feature added with version 2.1 of PC MECHANIC is the ability to clone a record from a previously defined piece of equipment. The should greatly reduce keyboard input when similar makes and models of multiple equipment are being added. At the screen prompt asking if the user wants to clone from a previously defined equipment, answer "Y" or "N". If the yes response is given, the user will be prompted for the equipment ID#, or hit enter to open the look-up window. To delete equipment records, such as when an old piece of equipment is removed, select choice 3 from the equipment database system menu. The user is then prompted to enter the equipment identification number. After deleting a record, the user is prompted if he desires to delete more records. Answer "Y" or "N" to the flashing "MORE" prompt. Selection of choice 4 will allow the user to print out a copy of a specific equipment record. The user is prompted to enter the equipment identification number. After printing, he is again given the "MORE" prompt. Answer "Y" or "N". For menu choices 2, 3, or 4, (update, delete, print hard copy) the look-up window feature is active. At the prompt to enter an equipment identification number, enter the I.D. # if it is known, or hit enter to open the window. You can step forward or PC MECHANIC Page 33 backward through the database of equipment descriptions displayed in alphabetical order. When the desired piece of equipment is displayed in the window, hit enter to select. Choice 5 prints a master summary listing of all equipment. To return to the maintenance system main menu, select choice 6 from the equipment database system menu. EMPLOYEE DATABASE SYSTEM ------------------------ The Employee Database System is accessed by selecting the Personnel option from the PC MECHANIC main menu. The employee database allows maintaining key information about your employees. When you enter the system, you will be presented with the employee database system menu. The Employee Database menu will look as follows: Escape = [Esc] PC MECHANIC Help = [F1] ┌─────────────────────────────────────────────────────────────────┐ │Inventory Work order Scheduled Equipment Personnel Utilities Quit│ │EMPLOYEE DATABASE SYSTEM │ └─────────────────────────────────────────────────────────────────┘ ╔═══════════════════════╗ ║ADD EMPLOYEE RECORDS ║██ ║MODIFY EMPLOYEE RECORDS║██ ║DELETE EMPLOYEE RECORDS║██ ║EMPLOYEE LISTING ║██ ║SENIORITY LISTING ║██ ║REVIEW DATES REPORT ║██ ║WORK HISTORY-EMPLOYEE ║██ ║QUIT TO MAIN MENU ║██ ╚═══════════════════════╝██ ██████████████████████████ To add new employee records or modify existing records, select menu choice 1 or 2. The input data fields are for employee last name, first name, middle initial,employee identification number, social security number, date of birth, hire date, trade, hourly pay rate, date last performance review was done, home telephone number, name of a person to contact in an emergency, and telephone number of the emergency contact person. After filling in all of the fields, the user is prompted if everything is ok. Enter "Y" for yes or "N" for no. The next prompt is the flashing word "MORE", asking if the user has more records to enter or modify. The correct response to this prompt is "Y" or "N". A typical employee data input screen is shown below. PC MECHANIC Page 34 Escape = [Esc] Help = [F1] PC MECHANIC MAINTENANCE MANAGEMENT SYSTEM EMPLOYEE DATA INPUT SCREEN -------------------------- Last Name: First: M.I.: ID#: Soc. Sec.#: - - Date of Birth: / / Hire Date: / / Trade: Pay Rate: 0.00 Last Review: / / Home Phone:( ) - Emergency Contact: Phone:( ) - Everything OK? ===> N To delete an employee record, select menu item 3. The user is next prompted to enter the employee's identification number. If the user selects menu option 2 or 3 (modify or delete), he will be prompted to enter the employee I.D. #. If this is not known, hit enter to open the look-up window which lists employees in alphabetical order along with the corresponding identification numbers. After highlighting the desired employee, hit enter to select. To print an alphabetical listing of all employees, select choice 4 from the menu. This lists most important information about the employee. This includes the identification number, which is needed for closing out work orders and preventive maintenance work orders. The seniority report can be printed out by selecting choice 5 from the menu. This lists employees based on date of hire, starting from the employee with the most time up to the most recent hire. The coming review dates report can be printed out by selecting choice 6 from the menu. This prints a listing of all employees who had their last annual performance review 11 months ago or later. This can be useful so that the supervisor or department head can adequately prepare for a meaningful review of his employees. Choice 7 from the menu lists the work history for a specific employee during the past 365 days. The use of the look-up window function is supported here for selecting the employee identification number. In the listing, the single character column heading with an asterisk "*" is for the type of maintenance work done. A "P" stands for preventive maintenance. A "C" stands for corrective maintenance. To exit from the employee database system and return to the PC MECHANIC Page 35 maintenance system main menu, select choice 8. ERROR MESSAGES -------------- Described below are some of the error messages that could possibly be displayed when running PC MECHANIC. Although every effort has been made to make PC MECHANIC as error-free as possible, there may still be some lingering minor bugs. Additionally, there may be error messages displayed which are user created. These messages will assist you in determining the cause of the problem. Hopefully, you will never experience any of the errors described below. When an error occurs during program execution, the program halts with the following display on your screen: proc: line: description (Q/A/I) proc: - name of the source code program where the error occurred line: - line number in the source code program where the error occurred description - description of the different errors, these are detailed below (Q/A/I) - enter one of the letters, generally "Q" -(Q)uit to close files, return gracefully to DOS -(A)bort to stop processing, return to DOS -(I)gnore the error and continue Error Message Descriptions: A "System Error" message will generally be caused by insufficient available memory. The problem can also be caused by a corrupted index file. Try the Utility menu option to reindex if this message appears. There are a number of "DOS Error" messages which might be displayed. The description will include a number. The DOS Error numbers are listed below. PC MECHANIC Page 36 Error Number Description ------------ ----------- 1 Invalid function number 2 File not found 3 Path not found 4 Too many files open(check CONFIG.SYS) 5 Access denied 6 Invalid handle 7 Memory control blocks destroyed 8 Insufficient memory 9 Invalid memory block address 10 Invalid environment 11 Invalid format 12 Invalid access code 13 Invalid data 14 Reserved 15 Invalid drive specified 16 Attempt to remove the current directory 17 Not same device 18 No more files 19 Attempt to write on a write-protected diskette 20 Unknown unit 21 Drive not ready 22 Unknown command 23 Data error (CRC) 24 Bad request structure length 25 Seek error 26 Unknown media type 27 Sector not found 28 Printer out of paper 29 Write fault 30 Read fault 31 General failure 32 Sharing violation 33 Lock violation 34 Invalid disk change 35 FCB unavailable 36 - 79 Reserved 80 File exists 81 Reserved 82 Cannot make 83 Fail on INT 24 PC MECHANIC Page 37 TIPS & POINTERS --------------- The following is a list of miscellaneous suggestions which you might find helpful. 1. On a daily or weekly basis, print a history listing by location and send to the originating department to indicate what work was performed for that period of time. 2. On a daily or weekly basis, print a listing of the outstanding work orders for review with the respective trade supervisors or foreman. 3. Enter work orders as received and update as completed. 4. At the end of E A C H D A Y, that's right, each day, do a backup of the PC MECHANIC subdirectory containing the database and index files. I can guarantee you now that someday, you are going to have hard disk problems. It is not a question of if, only when. When the day arrives that your hard disk decides to go off to "Never-Never Land", you will have a backup on hand that is no less current than yesterday. 5. On a weekly basis, print the aging report to see where you stand on completing the backlog. There should be very few old work orders unless there is a good reason for scheduling the work or you are waiting on parts. 6. On a weekly basis, print the PM jobs for the coming week. This could be done Friday afternoon or Monday morning. 7. It is suggested that you always work with the caps lock key on. I have tried to filter all keyboard input to uppercase, however, it is possible I may have missed a few here or there. This will lead to consistent input of your data. 8. Standard location names and trade codes should be developed. I discussed this earlier as a means to develop consistent data inputs. You will save some grief later on if you make a small effort to do this at the beginning. 9. Backup your data files daily. I will probably mention this again because I know what it's like to wipe out a hard disk. PC MECHANIC Page 38 GETTING HELP ------------ As I mentioned at the outset, I am available to assist any user of the PC MECHANIC, whether registered or not. My home telephone number is (310) 542-7330. If there is a real emergency, my wife can give out my work number, but I prefer to minimize this. I can also be reached through Compuserve, where I maintain an account. My user number is 71121,2014. Leave me a message on Easy Plex/Compuserve Mail. Finally, if you would like to write, send any correspondence to: Michael R. Busman 18306 Mansel Ave. Redondo Beach, CA 90278 One last commercial message from the sponsors. Please remember that the PC MECHANIC is available as a low-cost, shareware alternative to expensive, complex maintenance management software. If you find it of use in your operation, do my wife a favor(remember the mink & diamonds fund) and register your copy. Lastly, I am always looking for comments-both favorable and downright nasty. Also, I appreciate suggested enhancements. Have fun you grease monkeys. PC MECHANIC Page 39 You can order directly from me using the registration form on the next page or from the Public (Software) Library (PSL) by calling 1-800-2424-PSL or 713-524-6394 for orders only (call 713-665-7017 for questions about orders) or by writing: PSL P.O. Box 35705 Houston, TX 77235-5705 MasterCard, Visa, Discover, and American Express accepted. For technical support, contact Michael Busman at the sources listed above. PC MECHANIC Page 40 REGISTRATION FORM ----------------- Name ____________________________ Title ___________________________ Company _________________________ Address _________________________ _________________________ City ____________________________ State ____ Zip _________ Telephone _______________________ PC MECHANIC version #_____ Please register ____ copies of PC MECHANIC @ $65.00 $_________ * Diskette with program and printed 8.5" X 11" manual Shipping & handling: U.S. & Canada $5.00 per copy $_________ Overseas $10.00 per copy $_________ TOTAL ENCLOSED: US $_________ Make checks payable to: Michael R. Busman 18306 Mansel Ave. Redondo Beach, CA 90278 PC MECHANIC Page 41 HISTORY OF PC MECHANIC ---------------------- Version 1.0 - Original dBASE III+/IV source code version Version 1.1 - Initial compiled dBASE version Version 1.2 - Minor bug fixes and non-cosmetic enhancements Version 1.3 - Added error checking, simplified installation, eliminated BASIC printer program to alleviate memory problems with TANDY 1000 equipment, some minor bug fixes Version 1.4 - Added look-up table functions to various parts of the program where the user is prompted or there is an input field to enter data such as Employee I.D.#, Vendor number, maintenance code number, part number, or Equipment I.D. #. Version 2.0 - Added the Employee Work History Report, which was requested by a user. - Added the ability to display most reports, which was requested by many users. - Added Master Equipment List. - Expanded use of look-up windows for input fields and searches. - Added a simple bar graph to the Work Order Aging report to graphically depict the work order quantities over time. Version 2.1 - Added tracking and reporting of maintenance costs by account(user request) for preventive and corrective maintenance. - Enhanced user interface with pull-down menus for added ease of use(user request). - Added expanded user supplied printer control codes to allow use of a greater variety of printers, including laser printers(user request). - Changed look-up windows to scrolling "picklists" for added ease of use. - Added flexibility for work orders to print on 3.5" X 8.5" or 8.5" X 11" paper stock(user request). - Added additional error checking for offline printers, presence of DOS utilities BACKUP.COM & RESTORE.COM. - Added quick exit from most input screens(user request). - In equipment database system, added feature to clone similar equipment from previously defined equipment to reduce keyboard input(user request). PC MECHANIC Page 42 Version 2.11- Minor maintenance release due to memory problems with the MS-DOS versions of the backup and restore utilities. Backup and restore functions changed to internal within the program and are a record-by- record backup and restore. These are not as fast or disk-efficient as other utilities, however, can be done as a menu selection. Version 2.2 - Added the necessary file and record locking functions to allow simultaneous multiple users of the program on a computer network. - Added user warning that the parts reorder level had been reached when closing work orders and preventive maintenance work orders. - Increased the work order problem description to 5 lines of input. - During work order closing, the number of remarks, parts used, and employees used in a job were made unlimited. - Increased the preventive maintenance task description to 10 lines of input. - During preventive maintenance work order closing, the number of remarks, parts used, and employees used in a job were made unlimited.