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COGZ CMMS

COGZ and COGZ EZ Maintenance Management System

COGZ Systems, LLC

Copyright 19892011 COGZ Systems, LLC

SOFTWARE LICENSE AGREEMENT


READ THE TERMS AND CONDITIONS BELOW BEFORE INSTALLING THE SOFTWARE PROGRAM (the Software).
WHAT THIS IS. This contains the COGZ Systems, LLC License Agreement (the "Agreement") which will govern your use of the COGZ Systems, LLC products. YOU AGREE TO THE TERMS OF THIS AGREEMENT BY THE ACT OF INSTALLING THE SOFTWARE. DO NOT INSTALL THE SOFTWARE WITHOUT FIRST READING, UNDERSTANDING, AND AGREEING TO THE TERMS AND CONDITIONS OF THIS AGREEMENT. IF YOU DO NOT WISH TO ACCEPT THE SOFTWARE UNDER THESE TERMS YOU CAN CHOOSE NOT TO ACCEPT BY SELECTING CANCEL AND NOT INSTALLING THE SOFTWARE. YOU MAY RETURN THIS PRODUCT TO COGZ SYSTEMS, LLC FOR A FULL REFUND WITHIN 30 DAYS OF PURCHASING THE LICENSE AND BEFORE INSTALLING THE SOFTWARE. GRANT OF LICENSE. If you have purchased a license, COGZ Systems, LLC hereby grants you, and you accept, a limited license to use the software, manuals and any related hardware or materials, as well as all purchased and licensed updates (collectively called the "Software" in this Agreement). If you have not purchased a license, you may use the demonstration version of the software on your computer for 30 days for the exclusive purpose of evaluating whether the Software would be useful to you on an on-going basis. You may use the Software only on a single computer, under a single MS Windows Login, or on its temporary or permanent replacement. If you wish to use the Software on more than one computer, you must either license an additional copy of the Software or obtain multi-use license(s) from COGZ Systems, LLC. If you wish to use the software with more than a single database you must either license an additional copy of the Software or obtain multi-property/database license(s) from COGZ Systems, LLC. You understand that you have no right to assign, sub license or transfer the software and you have no access to the source code or source code documentation. TERM. This Agreement is effective from the day you agree to the terms of the Agreement by installing the software and continues until you certify in writing that you have destroyed any current and/or archival copies you may have recorded on any storage system. COGZ SYSTEMS, LLC RIGHTS. You acknowledge that the Software is the sole and exclusive property of COGZ Systems, LLC. By accepting this Agreement, you do not become the owner of the Software, but you do have the right to use the Software in accordance with this Agreement. You agree to use your best efforts and all reasonable steps to protect the Software from use, reproduction, or distribution, except as authorized by this Agreement. You agree not to disassemble, decompose, or otherwise reverse engineer the Software. SOFTWARE - ORIGINAL AND COPIES. The Software contains original COGZ Systems, LLC Software. You may make "back-up" or archival copies. Other than these archival copies, you agree that no other copies of the Software will be made. LIMITED WARRANTY. COGZ Systems, LLC warrants for a period of thirty (30) days from the date of purchase that, (i)under normal use, the Software, documentation and any related hardware or materials will not prove defective; (ii)the Software will prove to operate substantially in accordance with what is described in the included documentation and in COGZ Systems, LLC advertising; (iii)the Software is properly delivered by physical media or the electronic download delivery system; and (iv)the included documentation is substantially complete and contain all information which COGZ Systems, LLC deems necessary for the use of the Software. If during the 30-day period, the Software should fail to meet the above warranty, you may return it for replacement without charge, or for a refund at COGZ Systems, LLC option. EXCEPT FOR THE LIMITED WARRANTY DESCRIBED ABOVE, THERE ARE NO OTHER WARRANTIES, EITHER EXPRESS OR IMPLIED, PROVIDED WITH THIS SOFTWARE OR ANY SUPPLIED DATA. THESE INCLUDE, BUT ARE NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, AND ALL SUCH WARRANTIES ARE EXPRESSLY DISCLAIMED. LIABILITY. You agree that COGZ Systems, LLC liability for any damages to you or to any other party shall not exceed the license fee paid for the Software. COGZ SYSTEMS, LLC WILL NOT BE RESPONSIBLE FOR ANY DIRECT, INCIDENTAL, OR CONSEQUENTIAL DAMAGES, INCLUDING, FOR EXAMPLE, LOSS OF PROFITS RESULTING FROM THE USE OF THE SOFTWARE OR ARISING OUT OF ANY BREACH OF THE WARRANTY, EVEN IF COGZ SYSTEMS, LLC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. EXPORT REQUIREMENTS. The Software, Documentation and all related technical information or materials are subject to export controls and are licensable under the U.S. Government export regulations. You agree that you will comply strictly with all legal requirements established under these controls and will not export, reexport, divert, transfer or disclose, directly or indirectly the Software, Documentation and any related technical information or materials without the prior approval of the U.S. Department of Commerce Some states do not allow the limitation or exclusion of liability for incidental or consequential damages, so the above limitation or exclusion may not apply to you. You may also have other rights which vary from state to state. TERMINATION OF AGREEMENT. If the license fee is not paid in full or if any of the terms and conditions of this Agreement are broken, COGZ Systems, LLC has the right to terminate the Agreement and request that you remove the Software from your Computer Systems. At that time you must also certify in writing that you have not retained any copies of the Software. GOVERNING LAW. This Agreement is to be governed by, and interpreted in accordance with, the laws of the State of Connecticut and the United States. Any terms or conditions of this Agreement found to be unenforceable, illegal, or contrary to public policy in any jurisdiction will be deleted, but will not affect the remaining terms and conditions of the Agreement. ENTIRE AGREEMENT. This Agreement constitutes the entire agreement between you and COGZ Systems, LLC.

Trademark Acknowledgments IBM is a registered trademark of International Business Machines Corporation. Windows is a trademark of Microsoft Corporation. Epson is a registered trademark of Epson America, Inc. Rolodex is a registered trademark of the Rolodex Corporation. 90 days free technical support and updates are included with the purchase of COGZ. Technical support is available Monday through Friday by calling (203) 263-7882, 9:00 a.m. to 5:00 p.m. ET.

Contents
Getting Started 1
Introduction ............................................................................................................................... 1 Using this Manual ....................................................................................................... 1 Computer System Requirements................................................................................................ 2 Backup......................................................................................................................... 3 Installation ................................................................................................................................. 4 Single-User Installation............................................................................................... 4 Network Installation .................................................................................................... 5 Work Order Request Installation................................................................................. 6 Workstation Bar Code System Installation ................................................................. 7 Moving COGZ to a New Computer ............................................................................ 8 Moving COGZ to a New Server.................................................................................. 9 Registration.............................................................................................................................. 10 Deleting Test Data..................................................................................................... 11 Logon Screen............................................................................................................. 14 Main Menu ................................................................................................................ 14 Toolbar ...................................................................................................................... 15 At the Controls: Using COGZ's Tools..................................................................................... 15 Keyboard Guide ........................................................................................................ 15 Mouse Guide ............................................................................................................. 16 Menus ........................................................................................................................ 17 Lists ........................................................................................................................... 18 Wide List ................................................................................................................... 23 Forms......................................................................................................................... 24 Lookup Fields............................................................................................................ 25 Date Fields................................................................................................................. 25 Query Wizard ............................................................................................................ 26 Work Order and Purchasing Entry Form .................................................................. 30 Reports and Printing.................................................................................................. 30 Print Preview ............................................................................................................. 32 Help ........................................................................................................................... 33

What To Do First

35

Numbering and Coding Information ....................................................................................... 35 Entering Information ............................................................................................................... 37 System Defaults Form ............................................................................................... 37 Preventive Maintenance Overview.......................................................................................... 38 Creating Equipment PM Tasks ................................................................................................ 41 Creating Equipment PM Tasks Manually................................................................................ 42 Creating PM Tasks Using the PM Wizard............................................................................... 44 Copying PM Tasks from Another Piece of Equipment ........................................................... 46

File

47

COGZ CMMS

Contents i

Printer Setup Dialog ................................................................................................................47 Reset Windows ........................................................................................................................47 Properties .................................................................................................................................48 Property List ..............................................................................................................48 Backup and Restore Utility......................................................................................................51 Backup Database Files ..............................................................................................51 Restore Database Files...............................................................................................53 System Security .......................................................................................................................55 System Defaults Form ...............................................................................................55 System Security User List .........................................................................................56 System Security Runtime Form.................................................................................57 System Maintenance ................................................................................................................59 System Date and Time...............................................................................................59 File Manager..............................................................................................................60 Machine Registration.................................................................................................62 Network User List .....................................................................................................64 System Security Procedure Audit List.......................................................................65 History .......................................................................................................................67 Reset Period/Yearly...................................................................................................73 Import Data ..............................................................................................................................77 Export Data..............................................................................................................................78 Export Information ....................................................................................................78 Export Data Options ..................................................................................................78

Setup

81
Account List.............................................................................................................................81 Account Form............................................................................................................82 Cost Center List .......................................................................................................................84 Cost Center Form ......................................................................................................84 Department List .......................................................................................................................85 Department Form.......................................................................................................85 Employee/Assigned To List.....................................................................................................86 Employee/Assigned To Form....................................................................................87 General Note List.....................................................................................................................90 General Note Form ....................................................................................................90 Location List............................................................................................................................91 Location Form ...........................................................................................................91 Note List ..................................................................................................................................92 Note Form..................................................................................................................92 Skill List...................................................................................................................................93 Skill Form..................................................................................................................93 PM Standard Task Library List ...............................................................................................94 PM Standard Task Library Form...............................................................................95 Vendor List ..............................................................................................................................97 Vendor Form .............................................................................................................97 Priority List............................................................................................................................100 Priority Form ...........................................................................................................100 Section List ............................................................................................................................101 Section Form ...........................................................................................................101 Status List ..............................................................................................................................102 Status Form..............................................................................................................102 Requester List ........................................................................................................................103 Requester Form .......................................................................................................103 System Defaults Form............................................................................................................105

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System Translation Preferences Form..................................................................... 115 Translation List........................................................................................................ 115 System Email Defaults Form................................................................................................. 120 User Preferences Form .......................................................................................................... 124

Work Orders

127

Work Order List .................................................................................................................... 127 Work Order Entry Form.......................................................................................... 130 Work Order Task Form ........................................................................................... 132 Work Order Part Form ............................................................................................ 135 Work Order List Wide........................................................................................................... 137 Work Order Reminder ........................................................................................................... 138 Overdue Work Order Acknowledgement................................................................ 139 Adding a Preventive Work Order.......................................................................................... 139 Adding a Scheduled Work Order .......................................................................................... 140 Close Completed Work Orders.............................................................................................. 141 Issue Inventory Form............................................................................................... 144 Close Highlighted Item ........................................................................................... 144 Add Additional Labor ............................................................................................. 144 Close Completed Work Orders - Quick Close....................................................................... 145 Log Completed Work Form................................................................................................... 146 Generate PM Work Orders .................................................................................................... 148 Work Order History List........................................................................................................ 151 Work Order History Form....................................................................................... 151 Work Order Request Module ................................................................................................ 155 Work Order Request Management List................................................................... 155 Creating a Work Order from a Work Order Request ............................................................ 157 Work Order Request List ........................................................................................ 158 Work Order Request Application .......................................................................................... 159 Add Request ............................................................................................................ 159 View Request .......................................................................................................... 160 Print Request ........................................................................................................... 160

Equipment

161

Equipment List ...................................................................................................................... 161 Queue Labels........................................................................................................... 162 Copy Equipment...................................................................................................... 162 Equipment Form...................................................................................................... 162 Equipment Drawing/Document Form ..................................................................... 171 Equipment List Wide............................................................................................................. 177 PM Wizard............................................................................................................................. 178 Copy Equipment Form .......................................................................................................... 178 Change PM Assigned To Form ............................................................................................. 179 Meters .................................................................................................................................... 180 Print Meter Reading Sheets ..................................................................................... 180 Equipment Meter Entry Form ................................................................................. 180 Import Meter Readings............................................................................................ 181 Downtime List ....................................................................................................................... 182 Downtime Form ...................................................................................................... 182

Inventory

185

Inventory List ........................................................................................................................ 185 Queue Labels........................................................................................................... 186

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Contents iii

View Button ............................................................................................................186 Inventory Form ......................................................................................................................187 Inventory Vendors Form .........................................................................................190 Inventory Cross Reference Form.............................................................................191 Inventory List Wide ...............................................................................................................193 Adjust Inventory Menu..........................................................................................................194 Issue Inventory Form...............................................................................................194 Receive Inventory Form ..........................................................................................195 Restock Inventory Form ..........................................................................................196 Inventory Count Form .............................................................................................197 Workstation Bar Code Menu...................................................................................198 Inventory Bar Code Adjustment Review List .........................................................200 Portable Bar Code Menu .........................................................................................201 Inventory Bar Code Adjustment Review List Portable Menu..............................201 Adjust Inventory Bar Code Scanning......................................................................202 Inventory History List............................................................................................................207 Inventory History Form...........................................................................................207 Inventory Committed to Work Orders...................................................................................209 Physical Inventory Menu .......................................................................................................210 Physical Inventory Count Sheet Selection...............................................................210 Physical Inventory Bar Code Review List...............................................................211 Physical Inventory Variance Report........................................................................212 Physical Inventory Bar Code Menu.........................................................................213 Physical Inventory Bar Code Scanning ...................................................................214 Workstation Bar.....................................................................................................................217 Code System ..........................................................................................................................217 Workstation Bar Code Menu Bar Code System ...................................................218 Inventory Bar Code Adjustment Review List Bar Code System..........................221

Purchasing

223

Purchase Order List ...............................................................................................................223 Purchase Order Entry Form.....................................................................................225 Purchase Order Item Form ......................................................................................227 Purchase Order List Wide......................................................................................................228 Receive Purchase Orders .......................................................................................................228 Generate Reorder List and Report .........................................................................................229 Inventory Reorder Entry ........................................................................................................230 Inventory History List .............................................................................................230

Reports

231

Report Output Select..............................................................................................................231 Account Report......................................................................................................................232 Cost Accounting Reports .......................................................................................................234 Cost History by Line Report....................................................................................234 Cost History by Account Report .............................................................................235 Equipment Cost Report ...........................................................................................236 Cost Center Report.................................................................................................................238 Cost Center Inventory Activity Report....................................................................239 Department Report.................................................................................................................240 Employee/Assigned To Reports ............................................................................................241 Employee/Assigned To List Report.........................................................................241 Employee/Assigned To Performance Report ..........................................................243 Equipment Reports ................................................................................................................245

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Equipment List Report ............................................................................................ 245 Equipment Detail Report......................................................................................... 247 Downtime Report .................................................................................................... 248 General Note Report.............................................................................................................. 249 Inventory Reports .................................................................................................................. 250 Inventory Reorder by Vendor Report...................................................................... 250 Inventory Reorder by Part Number Report ............................................................. 251 Inventory Receipts Report....................................................................................... 252 Inventory Issue Report ............................................................................................ 253 Inventory Master Report ......................................................................................... 254 Inventory Activity Report ....................................................................................... 255 Label Report .......................................................................................................................... 256 Label List................................................................................................................. 256 Inventory Label Reports.......................................................................................... 258 Equipment Label Report ......................................................................................... 262 PM Equipment Label Report................................................................................... 263 Location Report ..................................................................................................................... 264 Note Report............................................................................................................................ 265 PM Task Library Report........................................................................................................ 266 Preventive Maintenance Reports ........................................................................................... 267 PM Repeats Report.................................................................................................. 267 PM Estimated Hours Report.................................................................................... 268 PM Estimated Hours by Assigned To Report ......................................................... 269 PM Downtime Estimated Hours Report.................................................................. 270 PM Forecast Report................................................................................................. 271 Purchasing Reports ................................................................................................................ 272 Open Purchase Orders by Vendor Report ............................................................... 272 Open Purchase Orders by PO Number Report ........................................................ 273 Purchase Order Cost Report .................................................................................... 274 Purchase Order Received Cost Report .................................................................... 276 Purchase Order Received Cost Report by PO ......................................................... 278 Skill Report............................................................................................................................ 279 Vendor Report ....................................................................................................................... 280 Work Order Reports .............................................................................................................. 282 Open Work Order Report........................................................................................ 282 Print Work Orders ................................................................................................... 284 Work Order Summary Report ................................................................................. 286 Work Order History Report..................................................................................... 288 Work Order History Cost Report ............................................................................ 290 Work Order Load Hours Report.............................................................................. 291 Work Order Request Report.................................................................................... 292 Work Order Availability Report.............................................................................. 293 Report Writer Reports ........................................................................................................... 294 Report Writer Reports ............................................................................................. 294 Report Writer Module ............................................................................................. 296 Report Wizard........................................................................................................................ 297

Appendix

303

ASCII Order Chart................................................................................................................. 303 System Errors ........................................................................................................................ 304 File Name and Description Chart .......................................................................................... 305 Decimal Hour Time Chart ..................................................................................................... 306 Data Collection Forms........................................................................................................... 307 Inventory Data Collection Form.............................................................................. 308

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Equipment Data Collection Form............................................................................309 PM Data Collection Form........................................................................................310 PM Library Tasks Data Collection Form ................................................................311 Account Data Collection Form................................................................................312 Vendor Data Collection Form .................................................................................313 Skills Data Collection Form ....................................................................................314 COGZ Tips and Hints ............................................................................................................315

Glossary of Terms Index

317 321

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COGZ CMMS

Getting Started

Introduction
COGZ takes full advantage of your personal computer hardware. You will see the many benefits of this with features including pop-up windows and scrolling lists that allow you to easily search for, add, or edit information. We are confident that you will find COGZ as easy to use as it is powerful. It was designed to put the power of the computer into the hands of all members of the maintenance department. By empowering the entire department, the greatest benefits and savings can be realized. We know that you are anxious to get started. However, we recommend that you read the following overview sections before you begin to navigate through COGZ.

Using this Manual


The Getting Started section and the What To Do First section provide information on installation and familiarize you with the basic operations of COGZ. The Detailed Program Sections provide detailed information and instruction on each function. Reports are listed in the report section. The detailed sections will be referred to most often once your system is up and running. The Appendix provides reference and trouble-shooting information.

COGZ CMMS

Getting Started 1

Computer System Requirements


COGZ will run on any Microsoft Windows platform. We recommend Windows 2000 and above because of operating system reliability. COGZ requires about 20 megabytes fixed disk space plus additional free disk space as large as your largest data file and other COGZ files. This varies widely, but is relatively small by todays disk standards. Additional information on COGZ System Requirements can be found at: http://www.cogz.com/kb/install-system-requirements.htm

Getting Started 2

COGZ CMMS

Backup
As COGZ becomes part of your daily operation, you will begin to wonder how you ever operated without it. For this reason, we cannot overemphasize the importance of backing up your data. If a problem occurs in your hardware or software a current backup is essential to restore your programs and data. Backups allow you to return to normal operation as soon as the failure is corrected. We recommend regularly backing up your system and having two or three complete backup sets that can be rotated. With this rotation, if a system error occurs that is corrupting or damaging your data, you will not be writing over the good information on your previous set of backups with corrupt data. We also suggest that a set of backups be kept in a location away from the computer, off-site. In the event that something should happen to the computer you will have the ability to get a system up and running with this backup. A backup should be made any time data is changed, normally on a daily basis. Many computer users neglect to start a good backup routine until critical data is lost. We encourage you to get into the habit of making backups to avoid this potential disaster. A backup utility is included in your COGZ System for easy access. See the File section of this manual for more information on backup. COGZ also offers a backup upon opening of the program if there has been no previous backup made, or it has not been made recently within the last day. This message serves to remind you to backup your system so you can be sure that you can restore in case something happens. It is recommended that this message not be ignored since a recent backup will enable you to resolve any problems that might occur in the event something happens to your computer. Selecting Backup will bring you to the Backup Database Files menu. The backup file will automatically be labeled with todays date and the time of the backup.

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Getting Started 3

Installation
Single-User Installation
1. Follow the simple directions in the installation email or CD. If installing from CD, insert in the CD-ROM drive C: or D:. The CD should start right up. If not, open the CD-ROM drive through My Computer to find the installation files. We recommend installing to the default directory: COGZ. During the installation process you will be prompted to enter your serial and configuration codes. These numbers can be found in your registration email. When the installation has completed normally, remove the installation disk from the disk drive, if used. A COGZ icon will automatically appear on your desktop. Press the icon to start your COGZ program.

2. 3.

4. 5.

Getting Started 4

COGZ CMMS

Network Installation
1. Direct the network administrator to create server space for COGZ. Full creation and deletion rights are required for the folder that COGZ will be installed. Install the COGZ program files in a directory on your network server. All files should be installed in this directory. Follow the instructions on the COGZ installation email or CD to install the program. Create a shortcut to COGZW.EXE for each client computer that will operate COGZ.

2. 3. 4.

Create shortcuts by bringing up the COGZ directory from the server onto your client computer. Select the COGZW.EXE file. Right click on the file and choose Send To. Another menu will appear. Choose Desktop (Create Shortcut). You will have to be sure that the shortcut is configured correctly. See the example below for proper shortcut properties.

5.

Run the COGZ program.

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Getting Started 5

Work Order Request Installation


The Work Order Request Module is a separate optional module designed to allow entry of work order requests over your network. 1. Create shortcuts to the COGZWOR.EXE file on the desktops of each client computer that will run the application.

Create shortcuts by bringing up the COGZ directory from the server onto your client computer. Select the COGZWOR.EXE file. Right click on the file and choose Send To. Another menu will appear. Choose Desktop (Create Shortcut). You will have to be sure that the shortcut is configured correctly. See the example below for proper shortcut properties.

2.

Run the Work Order Request Application.

Getting Started 6

COGZ CMMS

Workstation Bar Code System Installation


The Workstation Bar Code System is a separate application available with the optional Bar Code Module designed to allow adjustment scanning of inventory parts from a designated computer. 1. Create a shortcut to the COGZWBC.EXE file on the desktop of the client computer that will run the application.

Create the shortcut by bringing up the COGZ directory from the server onto your client computer. Select the COGZWBC.EXE file. Right click on the file and choose Send To. Another menu will appear. Choose Desktop (Create Shortcut). You will have to be sure that the shortcut is configured correctly. See the example below for proper shortcut properties.

2.

Run the Workstation Bar Code System Application.

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Getting Started 7

Moving COGZ to a New Computer


To move your COGZ program to a new computer you do not need to install anything. You just need to move the COGZ folder. This will ensure your program files and data will not be lost with unnecessary installation. Most likely with a single-user license, your COGZ program will be installed on your C: drive. You will need to find the COGZ folder to move it to your new computer. Detailed instruction on moving COGZ to a new computer can be found at: http://www.cogz.com/kb/install-moving-program-computer.htm

Getting Started 8

COGZ CMMS

Moving COGZ to a New Server


To move your COGZ program to a new server you do not need to install anything. You just need to move the COGZ folder. This will ensure your program files and data will not be lost with unnecessary installation. You will need to find the location of your COGZ folder on your current server to move it to your new server folder. Detailed instruction on moving COGZ to a new server can be found at: http://www.cogz.com/kb/install-moving-program-network.htm

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Getting Started 9

Registration
You must register your COGZ program in order to receive technical support. Registration consists of filling out the information requested on the online form and entering your initial registration codes during installation. You may find your registration form link in your installation email. You will also find your serial number and initial registration codes in the installation email. You will be prompted to enter the codes and serial number during the installation process.

If you by-pass the registration screen your program will run trial mode. You will need to call tech support to remedy this situation.

Getting Started 10

COGZ CMMS

Deleting Test Data


COGZ is supplied with test data to allow trial running of COGZ before you start entering your data. The PM Task Library and the Note Library are not deleted to allow you to use them with your new data. By following the instructions below you will be able to delete the test data. Caution: Deleted data is not recoverable! Administrative Security access is required to delete the test data. Select the File menu and choose the System Maintenance option, select the Reset Period Yearly option and Start New COGZ System.

The following screen will appear and prompt you for the password. The password is DELETECOGZDATA.

Select Yes to delete all data; press No to cancel.

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Getting Started 11

The following is an example of how to delete an employee that is linked to a PM Task Standard Library procedure.

The error message tells you that the record is referenced from the Ppr_std file. As shown in the above table, this means that this Employee is associated with a particular task in the PM Standard Task Library List. The employee cannot be deleted until the PM Standard Task Library (Ppr_std) that references it is deleted. Find the PM task this employee is associated with in the PM Standard Task Library List.

Delete the records in this list that pertain to the specific employee or change the employee for the tasks. Now you will be able to delete the Employee.

Getting Started 12

COGZ CMMS

If, when you attempt to delete employees, you decide that you do not want to delete the referenced record you may add a Z in front of the employee code to move it to the bottom of the list. An example of this is illustrated below.

COGZ CMMS

Getting Started 13

Logon Screen

The logon screen is used to identify the user and control access to COGZ. There is a feature that will activate and deactivate the Logon Screen in the System Defaults Form, which is located under the Setup pull down menu. See the System Security description located in the File section of this manual for further details on how to operate this feature. The initial full access password provided with COGZ is Username: Demo. The password system provides Door security. Each section of COGZ is assigned a different door. You allow access to a section of COGZ by tagging that section's Door.

Main Menu

COGZ is divided into sections as shown by the pull down menus: File: The File Menu provides access to all functions of system setup including purges, resets, and access to COGZ optional modules. Edit: The standard Windows edit menu. Setup: This is where the support databases are located. Work: The Work Order Menu provides access to the Work Order system.

Getting Started 14

COGZ CMMS

Equipment: The Equipment Menu provides access to the Equipment/PM system. Inventory: The Inventory Menu provides access to the Inventory system. Purchase: The Purchasing Menu provides access to the Purchasing system: Report: All reports are located here. Window: The standard window control menu. Help: Help system menu. A link to COGZ Resources can be found here as well as the About menu. Select About to find version information, your system serial number, and which modules are installed in the program.

Toolbar

The Toolbar provides quick access to commonly used function in COGZ. The COGZ Toolbar contains the following buttons. Clear: Closes open Windows to clear the desktop. WOs: Provides quick access to the Work Order List. Equipment: Provides quick access to the Equipment List. Inventory: Provides quick access to the Inventory List. PO's: Provides quick access to the Purchase Order List. Vendor: Provides quick access to the Vendor List. Notes: Provides quick access to the General Note List. Requests: Provides quick access to the Work Order Request system, available only in the Optional Work Order Request Module.

At the Controls: Using COGZ's Tools


This section provides an overview of each type of screen and procedure contained in COGZ. The keys used to navigate the screens are also discussed.

Keyboard Guide
When it is necessary to indicate a combination of keys, the following convention is used throughout this manual: TAB Windows standard field navigation key is the TAB key. Pressing TAB moves the cursor to the next field. SHIFT-TAB moves to the previous field. Alt+A This means to press and hold the Alt key, then press and release the A key. After releasing the A key, release the Alt key. A button or field prompt that contains a highlighted character indicates that you can select this field or prompt by typing Alt + the highlighted character. The following keys are used consistently throughout COGZ. F1: Press for Help.

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Getting Started 15

F7: Press for Spell Checker when in text entry fields. Esc: Escapes from the current operation. This key will bring you back to the Main Menu if pressed enough times. Cursor up and cursor down keys: Allows you to scroll through the rows of the list. Cursor left and cursor right keys: Allows you to scroll through the columns of the list. Ctrl+PageUp Ctrl+PageDown: Moves to the top or bottom of lists. Hold down the Control key while pressing the second key then release both. End: Jump to the end of an entry field. Home: Jump to the beginning of an entry field. Add: Adds new record to a list. Delete: Deletes record from a list. Edit: Allows you to change a record contained in a list. Enter: In a List: Displays the form for editing. In a Form: Completes and saves the form. PageDown: Move down one list page at a time. PageUp: Move up one list page at a time.

Mouse Guide
The mouse can be used to navigate the system. The left mouse button is used to select buttons or move from field to field. Double clicking on a highlighted list item is the same as pressing enter. The right mouse button is used to access the Xplore function of the lists. This function is explained in greater detail in the Lists section.

Getting Started 16

COGZ CMMS

Menus

COGZ is a menu driven program. A menu is defined as a list of options. To proceed from one area to another, a menu selection must be made. The selections available include: another Menu, a List, a Report, or a Form. To navigate the menu, use the Mouse to point at the desired choice and click with the left mouse button. Keyboard select the choice using the and keys and press Enter, or type the highlighted letter of the menu item. This selects the highlighted item.

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Getting Started 17

Lists
The Filter Button allows you to filter out records that do not meet your criteria. Press the Tab Buttons to see information related to the high-light ed record.

Click on the Column Header to sort by that column.

Drag the column header to another location on the list to move the entire column to that location.

Click on the list for Incremental Searching. As you type, the highlight bar finds the closest matching record.

Press the Query button to bring up the list of saved queries for this list.

The Setup, Work, Equipment, Inventory, and Purchasing sections of COGZ all utilize Lists. They are used to look up data for verification purposes and to access forms where you may add, edit, or delete data. You can access a list through a menu selection, or one might automatically pop-up when you have entered information that the system is unable to verify. Data is considered verified when the system is able to find that it already exists in a database. If it does not exist, the pop-up list provides an opportunity for you to enter it. You may change the size of your lists in two different ways. Lists can be maximized to fill the entire screen by pressing the maximize button, located in the upper righthand corner of the list. If the list is already maximized you may restore it to the original size by pressing the Restore Down button, located in the same spot. Lists may also be resized by dragging any edge of the list until it is the desired size. Some lists have the ability to mark items as inactive. When you select to display these items they will be displayed in red to distinguish them from normal items. Sort: Click on a column header to sort by that column. Once data is sorted, look for a > or < sign to indicate ascending or descending sorting order. Large files may require a few seconds before the sort will take effect. Right clicking on a column header can access more sorting options. This will bring up three selections. Escape allows you to leave the window without making a change. Key Sequence undoes any sort orders in place. File Sequence displays the records in the order in which they were entered. The most recent record will be at the bottom of the list. Find: Select the column header for the column you wish to search in. Typing in the first few letters of the record you are looking for and pressing the find button, will take you to the record that most closely matches what you have typed. Click on the records section of the list and you will be in the Incremental Search mode. As you type, the list will search for the desired record. If an exact match is not found, the selector bar will highlight the closest recorded entry. This powerful

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function can be a tremendous time saver when working in lists with numerous entries. Filter: The filter button turns the filter function on and off. When you turn this function on it calls up the filter window. By clicking on the Advanced check box, the filter will do a more thorough search of the data, but it will be slower, especially depending on the amount of records being searched.

The Filter Button calls up the Filter Window, which will filter out records from the List View that DO NOT meet your criteria. The filter function is available on all major lists. By turning the filter off you can view all information shown on the list. Query Button: Calls the list of Saved Queries from which Queries can be selected, added, edited, or deleted. Reset Button: Resets the list to its format before the current query was executed. Tab Views On the top of many lists you can access information related to the record that is highlighted on the main list. For instance, in the Inventory List the tabs available are Inventory, Cross Reference, History, and Equipment Used On. Pressing any of the tabs will provide access to information related to the highlighted Inventory part. Each of the following keys provides access to a form for a specific purpose: Edit is used to add a record to the list. This will display the appropriate blank form where data may be entered. When you have completed your data entry press the save button and you will be returned to the list and the new record will be inserted in the proper sequence in the list. Delete is used to delete an existing record and any associated records. Highlight the record with the selector bar and press the Delete button. The system will display a form to verify the deletion. Press Yes to delete the record; press No to exit without deleting the record.

Please note that there is no way to restore the record once you have answered yes to Are you sure that you want to delete the highlighted record? Copy: Copies the highlighted record, displaying the form to create a new record with duplicate information already entered, except for the identifying field. You must modify any fields that are unique on this new record or you will get a duplicate error. For example, if you copy a piece of equipment from the equipment list, the new record that you have copied to needs a modification of the equipment number. You cannot use the same equipment number since it already exists.

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Select: This button is only highlighted when a list has been called up as a lookup, used for entering information into forms. Once selected you will return to the procedure from which the list was called.

Xplore
The Xplore feature is designed to allow you to manipulate the columns contained within COGZs lists. Customization to the list is saved for the next time you run COGZ. Right clicking the mouse on the particular row or column of data that you wish to manipulate gives you access to this feature. The Xplore functions can be used on any list found in COGZ.

Adjust All Widths: This function adjusts the widths of all the columns in the list to fit the largest piece of data contained in each column, allowing you to view all of the text contained in each column more easily. Sort: The sort function sorts the data in accordance to the column that your mouse pointer is over. For example, if you are over work order description when you click on the sort function your data will be sorted alphabetically by work order description. You can also sort data by simply clicking on the column header. Using this method, your previous sort will be retained on browses. A message will display to indicate that the previous sort has been saved on columns that are indexed. Click Dont Show this again to disable this message.

On columns that are not sorted, the following message will appear.

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Clicking No will cause the browse to display with the default sort order. Yes will use the last sort. Xplore: The Xplore function brings up a list of options for you to choose from. They all deal with rearranging data and column headers to allow for easier viewing. You can select an option from the list by clicking on the desired function and a check mark will appear on its left side. To change your selection click on another function and the check mark will move from the previous to the current option.

The major features accessed from this menu are the abilities to resize your lists, color code your data for faster identification, and arrange columns in an order that best suit your needs. Properties: Allows you to customize the list you are currently viewing. This function also has a button on the top of each list or you can right click on your mouse.

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Getting Started 21

This feature lets you change the format of the list in question. From this screen you can add, edit, or delete the fields that are displayed on the list. This feature also contains several options from the Xplore menu illustrated above. Hide Column: Hides the column that your mouse is over. The column will disappear from the list view, but can be brought back at any time by using the default function. Default: Brings the list in view back to its default form. This function will change everything that you have altered in the list back to its original format. To bring all lists back to their default settings delete the cg4brw.ini file, located in your Windows directory. Output: Allows you to choose from several different options for output of your data. You may print your custom lists, graph, or export your data to a file or Excel. Exporting data to Excel is a powerful function that gives you the ability to manipulate your data any way you like and display data in charts or graphs as shown below.

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Wide List

An alternative way of viewing the list is using the Wide List. Wide List format enables viewing details of your equipment, work orders, inventory, and purchase orders at a glance just by scrolling through your data lists. As the data scrolls in the top list, details display in the related bottom list. The Wide List is designed to be used on monitors with a resolution of 800 x 600 or greater.

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Forms

The form is used to add or modify data. A form is accessed from a List. A form has several different types of fields. There are required fields where information must be entered. The system will then verify that this information exists in the related database before accepting it. If it is not found, a list will pop-up allowing you to find the closest match or to enter new data. When you are positioned in the list you have two options. First, by using the locator field you can start searching for the desired information, highlight any item, press Select and that information will automatically be entered into the field in the form that originally popped-up in the verification list. Or, you can add the information that does not exist. You can create it on the fly by pressing the Add key to access a blank form. Enter or pressing OK will save all the data. Any fields that are look-up fields will be verified when you press Enter. If a field entry cannot be verified a look-up list for this field will be displayed. See the List section in this manual for additional information. Fields highlighted in red indicate a required field; information must be entered into all required fields before the record can be saved. The button to the right of a field indicates that a lookup field is available. Click on the button or press tab and enter to access the lookup. Esc will return you to the previous procedure. Cancel will exit from the form without saving. OK will save the form and return to the previous procedure. Any fields that are look-up fields are verified. If a field is not verified, a look-up list for this field will be displayed. See the List section for additional information.

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Lookup Fields
The Lookup field Drop-Down arrow indicates a required entry. This data always comes from a related database. To speed the entry of this repetitive information the Lookup Fields automatically search and complete the entry as you type. There are three methods of filling in Lookup Fields.

1.

Incremental Lookup: Place the cursor in the field; most times you will only have to type in the first few letters to find a matching entry. This will prompt the Selection List to give you an entry that matches. If the letters you have typed in do not match with any entries the Selection List will automatically pop up and take you to the closest matching entry. If a match cannot be found, the Selection List will automatically pop up, allowing a selection or addition to be made. Drop-Down Arrow: The Drop-Down arrow takes you to the Selection List where you can choose an entry that matches your needs. Arrow Up and Down Keys: Place the cursor in the field and press the up or down arrows to look through all of the entries in the Selection List.

2. 3.

Date Fields
To enter the desired date, click on the calendar icon to the right of the entry field to bring up the calendar selection.

The column headed by the question mark on the top right indicates the week of the year. Bow tie: Highlights today's date. Check mark: Selects the highlighted date. X mark: Exits this screen.

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Query Wizard
The Query Wizard easily creates savable queries. When a query is in effect, only the data that you have selected is displayed in the list.

Saved Queries

When you press the Query button from the lists you will be brought to the Saved Queries screen where you can view all existing queries. From this screen you can select a query to perform, insert a new query, change current queries, and delete saved queries. Select: The select button performs one of the currently saved queries. Insert: The insert button creates new queries. Pressing the Insert button will automatically take you to the Query Wizard, which will walk you through the process of creating new Queries from scratch. Change: Allows you to modify existing queries.

You will be asked to enter a new description for the query or to keep the previous name. Delete: The delete button allows deleting of a saved query.

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Field Selection

The Field Selection box allows you to choose the field that you would like to evaluate. There may be more than one data field with a similar name listed in the box. You must keep this in mind and may need to scroll all the way down the list to find the field for which you are looking.

Operation Selection

The Operation Selection allows you to choose which operation you would like the query to perform on the data fields provided in the previous step. The operations displayed are dependent on the field you have selected.

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Value Entry

The value entry box of the Query Wizard allows you to enter the value or text to be used with this query.

Current Query

The Current Query section adds additional conditions to your query by pressing the AND or OR buttons. The Change button will allow you to modify an existing value.

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The additional condition will be displayed along with the initial condition. Finishing the query will allow viewing of the selected data

Press the Yes button to save the new query; press No to run the query without saving it to the list of Saved Queries.

Saving a New Query will require you to enter a description, which will be used as the title of the query. You can access queries saved in this manner from the Saved Query list for future use.

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Work Order and Purchasing Entry Form

The Purchasing and Work Order sections of the program utilize entry forms. The entry form consists of a header section and a list. The header section contains information related to the detailed lines of the list, such as vendor name, address, and work order number. Changes to this information can be made as necessary. The bottom of the entry list is identical to other lists providing access to a form for adding, editing, or deleting data and listing the available information.

Reports and Printing


COGZ contains many standard reports. They can be printed in two ways. 1. Button Reporting: For Work Orders, Purchase Orders, Part Tags, and Equipment Labels easy Button reporting has been made available. This enables you to easily create or review information and print from the same location. You can create a Work Order or Purchase Order and just press the print button on the list to print it immediately. Most button reports also have a batch printing report so that you can print a range when required. Menu Reporting: COGZ also contains a Report Menu. This menu contains all reports for the entire system.

2.

The two print options available are reports to be previewed on screen or printed reports. With the Optional Email Module, a third option is available to email a report to an individual.

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Screen: The report immediately appears on the screen once you have made this selection. You may scroll through it or print it from the preview. Some Windows printers do not print exactly what you see on the screen. In this case we suggest printing directly and not from the print preview. If you want to narrow the items printed on your report most of the reports available have From and To fields where some limiting factors can be entered. A query option is also offered on several of the reports in the report menu. Use this option to narrow down the items that you will report. Checking the Query Report box will take you to the list of Saved Queries where you can choose an already existing query or you may create a new query using the query wizard.

From the print preview the report can be zoomed, specific pages can be printed, number of copies can be selected, and printer setup can also be changed. Some Windows printers do not print exactly as what you see on the screen. In this case we suggest printing directly and not from the print preview.

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Print Preview

Zoom Buttons: Gives easy access to horizontal zooming and full page viewing of the document. Zoom Pct: Zooms in and out of the picture for closer or further viewing. Page Viewing: Scrolls through pages if it is a document with several pages. You can choose to go one page at a time using the single arrow keys, or you can go to the first or last page of the document with the double arrow keys. Red 1: Prints Current Page. Pages to Print: Lets you be selective about which pages you are printing. T Button: Reports data is now exportable to an ASCII file. The print preview screen contains a T button. Press to export your report to a file. Print Button: Prints the document Copies: Specifies the number of copies you would like to print Red X: Closes the Preview Window without closing the entire program

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Help
Detailed help is available by pressing the F1 key. The help section will also help you to determine information about your COGZ system, such as what version of COGZ you are running, the serial number, and which modules are currently installed. The About menu selection contained in the help menu will take you to this informative screen.

The Resources menu selection brings up additional helpful Videos, References and Contact information.

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What To Do First

Numbering and Coding Information


Keep it simple. Keep it simple. Keep it simple. Keep it simple. Every time you are wondering how to assign numbers or codes to your data, remember to keep it simple. Unless you need to interface with a corporate system, there is no reason to use anything but an easy-to-remember coding system. We suggest that you develop a system that is simple for the maintenance department staff to use and remember. They will use it on a daily basis and do not want to waste time looking up complicated codes. The following are suggested numbering systems. Sorting: One important detail to remember when working with computers is that they deal with numbers and characters in a specific order. When a sorted list or report displays data, numbers appear before letters. See the ASCII appendix for a complete list of the sorting sequence. It is also important to use consistent spacing. The following list is used to demonstrate how data is sorted. INCORRECT NUMBERING
BOIL020 BOIL1 BOIL11 BOIL2

CORRECT NUMBERING
BOIL01 BOIL02 BOIL11 BOIL20

In the above list you can see why the use of placeholders is important. In this example the 01, 02 - 99 placeholder scheme was sufficient because we did not anticipate more that 99 boilers in this plant. If we needed to group 999 boilers then we should use 3 place holders and it would look like this: 001, 002 - 999 Equipment Numbers: Equipment numbers are the most frequently used codes. This is an alphanumeric field that allows for 20 characters. As with all coding in the system we suggest that abbreviations be used wherever possible. I.e., a boiler might be coded as BOIL01. Boiler Number 2 would be BOIL02 and so on. Employee Code: This is a 5 character alphanumeric field. Common codes should be abbreviations of the resource necessary to complete the task or initials of the employee who will actually do the work. Such as: EL01- Electrician 1st class, MECH3- Mechanic third class or JD-John Doe.

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Vendor Codes: This is an alphanumeric field with 10 characters available. A good choice is to use the initials of the vendors name as it is easily remembered. PM Library Task Codes: This is a 5 character alphanumeric field. Standard tasks allow you to reduce your typing and increase consistency when creating an equipment PM. By entering a code the information previously created in a database is automatically printed on the PM. This previously created information may be changed at any time and the change will automatically be reflected on any PM's that use that code. The PM Library Task Codes should be grouped by similar skill requirements. SE010, SE020, SE030 could be used for tasks that require electrical skills (SE is a code for a standard electrical task). SM010, SM020 etc. could be used for standard mechanical tasks. Using this method will make it very easy to setup your PM system by allowing you to scan a list of tasks and simply pick out the tasks that apply to the equipment on which you are working. See the PM Standard Task Form for additional information. Note Codes: This is a 5 character alphanumeric field. Note codes are used for detailed instructions on PM and corrective work orders. A PM work order can include a PM Library Task Code as well as a Note Code. If the PM Library Task Code will always be used with the same Note Code, use the same code for both. Otherwise, we recommend using codes similar to the standard procedure codes. Note Codes are also used to add general notes to the bottom of all PM and corrective work orders as well a Purchase Orders. The notes you select will print on every PM and corrective work order. The note codes that are used for this purpose are setup in the System Defaults Form (found under Setup) for both PM and corrective work orders. Additional information on Initial COGZ Data Entry can be found at: http://www.cogz.com/kb/setup-steps-to-data-entry.htm

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Entering Information
The Getting Started Section is an overview of how to operate COGZ. This section contains suggestions on where to begin when using COGZ. COGZ has the ability to enter data on the fly; therefore, we suggest that you start by entering minimal data and begin using the system.

System Defaults Form


Found under the Setup Menu; input the shipping, billing, tax, and purchase order information for your company. Here you may also select the type of work order, work order notes, PM cycle days, if password checking is to be used, and other related information.

Additional information on System Defaults Setup in COGZ can be found at: http://www.cogz.com/kb/setup-system-defaults.htm Printer Setup A graphics printer such as a laser printer is recommended for printing.

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Preventive Maintenance Overview


The following flow chart outlines the Preventive Maintenance Cycle. Equipment Li st

Generate PM Work Orders

Work Order List Generation of PM Work Orders process scans the Equipment Task Database and creates Work Orders as necessary.

PM Work Orders can be viewed from the Work Order List. Close Completed Work Orders

Once the Work Order is completed, it must be closed. This updates the Last Date Done in the PM Task database. Each week this generation process i s repeated. The computer will automatically schedule any PM tasks that are due and reschedule tasks that have not been completed.

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Equipment List, PM Tasks Tab: Shows the PM Tasks that are repetitively scheduled for the piece of equipment highlighted in the Equipment List. When Work Orders are generated, this list will be examined to determine which PM Tasks to schedule.

Generate PM Work Orders: This process creates the actual PM Work Orders by searching the Equipment/PM task database and determining which PM's are due for the period you have selected. You will be prompted for a date to create PM work orders for. The date suggested is a date calculated from the last date a cycle was run and the cycle interval that you have chosen in the System Defaults Form. This date is always a future date for which work will be scheduled. I.e., you want to schedule up to and including one week ahead.

Work Order List: Once the cycle has been completed you can go into the Work Order List and examine the newly created PM Work Orders. Next, print the PM Work Orders using the Print Work Orders procedure found in the Reports section, or print right from the Generate PMs screen. Individual Work Orders can be printed from the Work Order List.

Close Completed Work Orders: The final step in the process is to Close Completed Work Orders. Once the Work Orders are issued and completed they should be closed. This will also update the Last Date Done field in the PM Tasks Database. COGZ allows partial Work Order completion. This powerful feature allows you to let the computer reschedule any uncompleted tasks, so you can concentrate on more important things. Additional information on PM Work Orders Generation Options can be found at: http://www.cogz.com/kb/work-order-generate-pms.htm

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Creating Equipment PM Tasks


There are three ways to create PM tasks for equipment. Your PM system's stage of development will determine the appropriate method to use. 1. 2. 3. Tasks can be manually entered from the Equipment/PM Task List. The PM Wizard can be used to quickly move tasks from the PM Standard Task Library to the equipment. The Equipment Copy Form can be used to copy equipment PM Tasks from an existing piece of equipment. As equipment is added to your PM System, you will find that this will become the most widely used method of creating new PM tasks as there will almost always be a piece of equipment that closely matches the equipment for which PM Tasks are being created.

The PM System can be rapidly setup by creating standard equipment:


Standard equipment should contain generic tasks that can then be copied to real equipment numbers. The tasks that do not apply can then be deleted. Example: Create a conveyor that has all the conveyor tasks that you need to perform maintenance on all of the conveyors in your facility. Copy this standard conveyor to other conveyors and delete the tasks that do not apply. This method has 3 important advantages 1. 2. 3. Creates PM system rapidly. Reduces errors in typing. Reduces errors in setting up PM Tasks caused by leaving out important tasks.

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Creating Equipment PM Tasks Manually


The following flow chart outlines creating PM Tasks Manually. Equipment Li st

Select the piece of equipment for which you would like to create the PM task.

The list of tasks for the highlighted piece of equipment is shown. Click the Add button to add tasks.

PM Task Form

PM Standard Task Library

Tasks for each piece of equipment are created using the PM Standard Task Library.

Choose the task to be performed from a collection of PM Standard Tasks.

PM Tasks Tab

The newly scheduled tasks can be viewed in the PM Task Tab of the Equipment List.

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Equipment List: Start your creation of a new task with the Equipment List. From here you will select the piece of equipment for which you would like to create the PM Task. If the equipment is not already in the equipment list you will need to add a new piece of equipment using the Equipment Form.

PM Tasks Tab: After highlighting the appropriate piece of equipment choose the PM Tasks Tab. This is where the list of tasks can be viewed. Press the Add button to add a new task. This will take you to the PM Task Form.

PM Task Form: The PM Task Form is used to create individual tasks for each piece of equipment. The system will automatically create a sequential task number that you can override if you would like to reorganize the tasks in a different sequence than entered. The most important field in this form is the Standard Procedure field. This is where you will enter the task you would like to be performed. You may access the PM Standard Task Library by pressing the drop down button, or you can type the first few letters of the procedure into the box. That will prompt the library to give you a matching procedure. You may also choose to enter your PM Tasks manually. You will want to use this method when the task required is not utilized on multiple pieces of equipment. Simply enter the desired task into the description field. After all desired fields are entered, click the Save button to add the task to the PM Task List. PM Standard Task Library: A collection of pre-defined Preventive Maintenance tasks. You may add or modify these tasks as necessary. After selection, you will be returned to the PM Task Form and the information will be automatically entered. You can add or change any additional information, but not the description, because that is linked to the original Library Task. This powerful feature allows you to make global changes to all of your PM Tasks simply by changing the PM Standard Task Library description. This feature is only for use on tasks that are utilized for multiple pieces of equipment. PM Tasks Tab: Once you have created a new PM Task, you can view the changes in the PM Tasks tab of the Equipment List. Repeat this process as many times as necessary until your entire PM Task Database is built.

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Creating PM Tasks Using the PM Wizard


The easiest method to create a new PM Task from scratch is to scan the PM Task Library List and automatically add the desired tasks to your equipment using the PM Wizard.

PM Wizard
The PM Wizard creates equipment PM tasks utilizing the PM Standard Task Library. By following the on screen prompts, you can select existing equipment or create new equipment. Next, the PM Library creates the PM Tasks. This schedule can be viewed by pressing the PM Tasks Tab on the Equipment List. Find the PM Wizard option in the Equipment Menu and follow the steps given by the system. Step 1 introduces you to the PM Wizard and its function.

Step 2 allows you to choose the piece of equipment for which you will create the PM Tasks. You can select this piece of equipment from the Equipment list, which can be accessed by the dropdown button, or you can create a new piece of equipment using the Add New Equipment button.

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Step 3 marks each task that needs to be performed on this piece of equipment. The list of tasks is from the PM Standard Task Library. Mark tasks as required.

Step 4 is the last step the PM Wizard needs to perform to create your PM tasks. This will create a whole new set of PM Tasks, which can be found and modified in the PM Tasks List Tab of the Equipment List. Press the finish button and you will be brought back to Step 1 where the process can be continued on any additional pieces of equipment until your PM Task Database is complete.

The changes made to the PM Tasks are visible in the PM Task Tab of the equipment list.

Additional Information on PM Work Order Setup in COGZ can be found at: http://www.cogz.com/kb/work-order-preventive-maintenance.htm

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Copying PM Tasks from Another Piece of Equipment

The Copy Equipment Form allows you to copy PM tasks from one piece of equipment (number) to another. This copy function provides an easy method to setup your PM database. Its main purpose is to allow you to create one piece of equipment complete with PM tasks and then copy it to other similar pieces of equipment. This greatly reduces setup time and insures consistency. This copy function greatly reduces setup time and increases consistency. Delete Copy To PMs Before Copying: Deletes remaining PMs before copying, creates an entirely new list rather than just adding to the initial one. Copy Equipment Drawings: Copies Equipment Drawings. Delete Existing and Copy Equipment Components: Copies Equipment Components.

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File

Printer Setup Dialog


The Printer Setup is the standard Windows printer setup dialog where you select the printer to use for the current COGZ session. See your Windows manual for detailed information. A graphics printer such as a laser printer is recommended for printing.

Reset Windows
When you change the size of a COGZ window, the format information for the screens is saved for the next time you open the program. The reset windows functions allow you to restore all of the windows in COGZ back to their default sizes and the lists to their default layout, if they have been changed.

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Properties
The Properties/Multiple Database Module is an optional module available for COGZ. It allows the user to access several separate databases from one COGZ program. Select Property: Opens the Property list, from which you can select which property you would like to open, add new properties, and change or delete existing properties.

Property List

The Property List is where you may view all of the properties currently available in your COGZ system. Displayed in the Property list are the Property Name and the corresponding File Path. This screen can be accessed through the Select Property function listed under the File menu. Select: Selects and opens the highlighted property. Add: Opens the Property Form to add a new property Edit: Opens the Property Form to Edit an existing Property Delete: Opens the Property Form to Delete a listed Property From the Property List

Property Form

By selecting the add function on the property list you may add a new property record. You will be required to specify both the property name and the file path. You may also change the path of an existing property in the same manner by pressing the change button. Use Property Specific Translation File: This feature is available with the Optional Custom/Translation Module. Check this box if you need a separate translation for

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each individual property of your system. For information on making Translation changes, please see the System Defaults Form, Translation tab information in the Setup section. When you create a new property, certain files need to be added to the new property directory in your COGZ folder. This message will appear when this needs to happen so they can automatically be added to your new property.

Backup: When backing up data from different properties you must also backup all data files located in the default program directory. Report Writer Users: Report Writer files must be handled differently with installation of the Optional Properties/Multiple Database Module. Report Writer files include all files that end with the extension TXR. TXR files in the default directory are copied to the property directory if they have a later date. If the property directory file has a later date, then the user is warned and is given an option to copy the files. All Report Writer reports must be developed in the default program directory. All properties share reports developed with the optional report writer.

Path Error Message


When you move COGZ to a new server or something has changed with the location of your program, your property file paths need to be updated and adjusted as well to be sure you can still gain access to them. If you know something has changed with your program and you are getting a Path Error message when attempting to select a particular property, the information below should be able to help you resolve your situation. When you select a property from your Property List to open and the message below appears, your property folder/location has not been updated with the new information. Simply select No and then highlight and change your particular property to fix the file path and save the changes. This should enable you to get into your other property.

This message below might generate when you select Yes to the previous screen. If so, go back into your Property List and change the property file path to correct any problems.

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Additional information on the Properties/ Database Module can be found at: http://www.cogz.com/kb/setup-properties-module.htm

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Backup and Restore Utility


This function allows you to backup your valuable data or restore data as needed in case of a loss. When you backup data the system creates a file containing all database files. For added assurance, this file should be copied to another disk drive. See the backup description in the Getting Started section of this manual for further recommendations regarding backups.

Backup Database Files


Warning: Any prior backup sets, which have been saved to the same file name, will be overwritten.

Any open files will be automatically closed before opening the backup program. Files can be transmitted by email to technical support once backup has been completed. You will need to know your email server information which will probably require you to contact your System Administrator. Click on the Settings tab to fill in the necessary information.

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Be sure that no other users are logged into the COGZ system before proceeding with the backup. To log users off, access the Network User List through the File menu, System Maintenance section. Go to the Network User Form of any user that is logged into COGZ and deny access by checking the Deny Access box and clicking the OK button.

If users are accessing the program the backup will not be allowed.

Choose between backing up just the data files contained in COGZ or backing up all files needed to run the COGZ system. Please note that backing up the data files will not include any graphics. If you would like to include graphics in your backup you will need to backup all files. The file name defaults to COGZ Todays Date and Time .Zip. We recommend creating multiple backups so that if a system error occurs you will not be writing over the good information on your previous set of backups with corrupt data. Creating multiples is simplified by the adding of the date of the backup for easy identification. Press start to backup your data.

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Backup progress will be shown on the progress bars on the bottom of the screen. Once complete the initial screen will appear, with a list of backed up files in the middle screen, but without the Start button. Simply press Cancel to exit the backup program. If you are running the Optional Properties/Multiple Database Module please see the properties section of this manual for additional information concerning backups.

Restore Database Files

Warning: Restoring data will overwrite your existing database. Please be sure that you would like to replace all existing data before proceeding with the restore utility.

Any open windows will automatically be closed before the restore window opens. All users must be logged off the system before proceeding with the restore. If there are users accessing the COGZ system the restore will not be allowed. To log off users, access the Network User List through the File menu, System Maintenance section. Go to the Network User Form of any user that is logged in to COGZ and deny access by checking the Deny Access box and clicking the OK button.

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If users are accessing the program the restore will not be allowed.

The Zip Archive Name defaults to the last archive. This is local to the machine doing the restore. The Restore To field defaults to the last data directory or the current data directory. Press Start to begin the restore process. Restore progress will be shown in the progress bars on the bottom of the screen. Once the restore is complete the screen will return to the initial screen without the Start button. The files that have been restored will be displayed in the window. Press the Close button to exit the restore program.

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System Security
System Security provides access to security setup functions. The System Security to the COGZ program is door based. Each major part of the system has a door that, if tagged for a user, allows the user full access to that part of the system.

System Defaults Form


The COGZ Security System is disabled when COGZ is first installed. To turn on the security system, go to the System Defaults Form located under the Setup Menu.

The General tab of the System Defaults form is where you will specify whether or not users will need to log on every time they open the COGZ program. Placing a check in the Require Logon box will require you to enter a name and password each time you run the COGZ system. You will need to setup your system users before turning on the security for your program. With the Optional Employee Enhancement Module, you can also select to Activate Procedure Audit from the Advanced tab to enable more advanced security setting capabilities. COGZ comes installed with three default system security users: ADMIN, DEMO, and MECH. If a login name and password is forgotten, these can be used to access the program. Simply type in any of these three names with no passwords and click OK to enter COGZ. If these have been deleted, you will need to have this reset in your system.

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System Security User List

The User List contains the names of all of the security passwords setup on your system. It allows you to manage your users access rights through the User Access Form. Only users on the list will have the ability to log on to the program. If you cannot log onto the COGZ program, ask your system administrator to add you to the user list.

System Security User Form

Last Name: The name required when logging into the system. First Name: This is an optional part of the login name. Password: The password, if used, to gain access to the system. By granting access to an area, the user is provided with access to that specific area. Granting the general category door gives the user the ability to view, add, modify, and delete items in that area of the program. Printing must be granted separately for each section of the program. View items give access to the list only for that door. A User that has Administrative Access can modify the security system as well as User Default information, history purging, and resetting functions. Be sure you always have a Last Name and Password, if used, with an Administrative Door assigned since this is the only access that can add or change passwords.

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COGZ CMMS

Access Denied! Enter Manager Override: If you try to access an area of COGZ that you are not authorized for a screen will prompt you to Enter Manager Override.

The system administrator will need to grant you permission to enter that area. This can be accomplished by entering the system administrator user name and password in the screen shown below. You will need to do this each time you would like to enter an area that you do not have access to.

Additional information on System Security in COGZ can be found at: http://www.cogz.com/kb/setup-system-security.htm

System Security Runtime Form


Run Time Security is available in the Optional Employee Enhancement Module for COGZ EZ. The user must have administrative rights to set up run time security. Open up the area of the program that you would like to set up run time security for. Press Control F10 to bring up the Change Security screen.

Restrict Access to this Procedure: Check this box to restrict access to this procedure Allow Manager Override: Check this box if you would like to allow entry of a manager override to grant access to this procedure Restrict Insert Access: Check this box to restrict access to the Add button Restrict Change Access: Check this box to restrict access to the Edit button Restrict View Access: Check this box to restrict access to the list view

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Restrict Delete Access: Check this box to restrict access to the delete button

System Security Door List


The System Security Door List displays a list of doors currently available for security setup in COGZ. This list is the same list that is displayed on the System Security User Form.

System Security Door Form


Add Doors to the list using the System Security Door Form. Access this form by pressing the Add button on the Door List. Administrative access is required in order to add doors. Once the door has been added users will need to be granted access to the major door and the new door. When a new door is added to the list the door will also be displayed in the System Security User Form.

File 58

COGZ CMMS

System Maintenance
System Maintenance allows you to perform checks to insure that your COGZ system is running properly. These functions should be performed periodically on your COGZ system to maintain optimal performance. If you find that the system is not running properly you may perform several maintenance functions from this area to fix any problems you may incur. This is also where you may clean up your database by purging obsolete data and resetting cost and performance information. Below are the features included in the System Maintenance section of your program along with some recommendations for maintaining optimal performance. You can access the System Maintenance functions by using the File menu.

System Date and Time


The system date and time must be accurate for the proper operation of your COGZ system, as COGZ will update such information automatically, and uses dates to verify some internal information. You can check the date and time using this function. If you find that the date and time is not correct you can change this information by correcting the time zone information in your control panel, which can be found by opening Windows Explorer or clicking on the My Computer icon located on your desktop.

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File 59

File Manager
Allows you to perform maintenance and repair work, selectively, on each of your COGZ files. Tag the file that you would like to repair and perform the desired function. You will need to be sure all other users are logged out of COGZ. You can also run a backup before using the utility.

Tag All: Tags all of the files. Untag All: Untags all of the files. Freshen: Copies a new file from the system creating a new file. Fix: The most comprehensive repair function available. Info: Displays the number of records and the location of the selected file. Close: When you are done with the File Manager function, this will bring you back to the COGZ program. Additional information on File Manager can be found at: http://www.cogz.com/kb/maintenance-file-manager.htm

File 60

COGZ CMMS

File Access: Click on this button to determine if you have read, write, and deletion rights in order to fix the data that has been corrupted. If this is successful the following message will appear.

Tag all files and click the Info button to see the number of records contained in each COGZ data file. If the number of records is very large it can slow down the program. If this is the case you may want to consider eliminating unnecessary records, particularly history, by using the Purge/Archive functions.

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Orphaned Record Check Any records which are linked to another record that has been deleted are referred to as orphaned and may cause problems within your COGZ system. These records must be located and removed to avoid incurrence of data problems. Check for Orphaned Records finds any records that have been orphaned and eliminates them. This utility should only be used to correct known and existing problems. It specifically corrects the following problems: Inventory Items with invalid vendor's ids. PM's Tasks with invalid Equipment Numbers and non existing work notes. Equipment in the Equipment List with no Equipment Number.

Machine Registration
This function is used when you have purchased add-ons to your COGZ system. It will reconfigure the system to include any new features you have purchased.

Serial Number: This field is disabled if a serial number has already been assigned to the machine. If you have not been assigned a serial number you will be given one and will be required to enter it in this field.

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COGZ CMMS

Get Machine Code


Press the Get Machine Code button for your specific machine code.

Configuration A/B
Click on this button to access the Registration Code A/B Configurations form.

Email Code Request


Click on this button to email COGZ to obtain registration information.

Invalid Machine Registration Code


If the registration code that you have entered is incorrect this screen will prompt you, indicating that you have made an error. Try to retype the code given to you. If you are still unsuccessful in entering your registration code please contact COGZ Systems for additional assistance.

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File 63

Network User List


Network Users will only be present in networked versions of COGZ. This screen informs you what users are in the COGZ program. It allows you to browse through each of your systems users and see relevant information such as Created and Checkin dates and times.

Emailer: When checked, indicates machine sending and receiving email for indicated Property as part of Optional Email module functionality. Auto Gen: When checked, indicates machine is responsible for Auto Generation of PM Work Orders for indicated Property as part of Optional Work Order Enhancement Module. Property: Property in use by User. Last Check-in: Last time COGZ verified program in use. Users not correctly logged off will be automatically removed within 20 minutes of last check-in.

Network User Form


Administrators of the COGZ systems may View Details of a user record by selecting the desired user. This will take you to the Network User Form where you can choose to deny access to the user. Denying access to a user is useful when performing backups or version updates when all users must be logged off of the COGZ system.

Additional information on the Network User List can be found at: http://www.cogz.com/kb/maintenance-network-user-status.htm

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COGZ CMMS

System Security Procedure Audit List


The Procedure Audit List is available as part of the Optional Employee Enhancement Module for COGZ EZ. This area allows the administrator to view the history of procedures performed by each COGZ user.

Date Tab

Purge: Purges audit history records before the date specified.

Purge Audit History

Procedure and Date Tab


Select Procedure: Brings up the Procedure List, which allows you to select the procedure for which you would like to review the audit trail.

System Security Procedure List


Lists each of the procedures included in the security audit. You may select the procedures you would like to view the audit for from this list.

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File 65

Procedure
Prc:Checkfiles Win:Issue

Description
Check Files Issue Inventory

Procedure
Frm:Phd Frm:Pmp

Description
Purchase Order Entry Form Preventive Maintenance Task Form System Defaults Form Vendor Form Work Order Entry Form Work Order History Form Work Order History Form Equipment List Inventory List Purchase Order List Vendor List File Manager System Security User List System Security User Form COGZ Configuration Work Order History Report Restore Database Files Audit Trail Purge Audit History User List Procedure List

Win:Tiptree Brw:Eqpl Brw:Gntl Brw:Invl Brw:Lcal Brw:Phdl Brw:Porec Brw:Venl Brw:Whsl Frm:Cad Frm:Comf Frm:EqpF Frm:Gnt Frm:Ieq Frm:Ieqinv Frm:His Frm:Ihsinv Frm:Inv Frm:Ixfinvven Frm:Lca

Quick Tips Equipment List General Note List Inventory List Location List Purchase Order List Receive Purchase Orders Vendor List Work Order History List Equipment CAD Form Component Entry Form Equipment Form General Note Form Equipment Used on Form Equipment Used on Form Inventory History Form Inventory History Form Inventory Form Inventory Vendors Form Location Form

Frm:SysSet Frm:Ven Frm:Whdf Frm:Whsf Frm:Wln Glb:Eqpsell Glb:Invsell Glb:Phdsell Glb:Vensell FM2:Fmanager SSEC::Browseuser SSEC::Updateuser Pcn:Getconfig WhsPre Bak:Restore SSEC::Browseaudit SSEC::Purgeaudit SSEC::Selectuseraudit SSEC::Selectprocedur e

File 66

COGZ CMMS

Procedure, Action, and Date Tab


Select Procedure: Brings up the Procedure List, which allows you to select the procedure for which you would like to review the audit trail.

User and Date Tab


Select User: Brings up the System Security User List where you may select the user for which you would like to view the audit trail.

System Security User List

History
The History Menu provides access to the procedures that will delete historical information from the system. History should be purged periodically to eliminate unnecessary records that take up valuable space on your system. Purge/Archive Work Order History: Purges obsolete work order history. Purge/Archive Inventory History: Purges obsolete inventory history. Purge/Archive Downtime History: Purges obsolete downtime history. Purge/Archive Completed Purchase Orders: Purges obsolete purchase orders.

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File 67

Purge/Archive Work Order History

Purge/Archive Work Order History deletes obsolete work orders from the work order history database. Before allowing this process to proceed, be sure that you have properly selected what you want to delete. There is no way to recover the deleted work orders. However, if you are not deleting the data they are recoverable since they are archived. Normally, you will want to retain your major and project work orders for future reference. Work Order History Type This area allows you to be selective about what is to be deleted. Each type of work order is listed, selection for deletion is indicated when a check mark appears. Remember that this will delete all work orders dated before the date selected above. All Work Orders: This will delete all types of work orders and override any other selections, except the date. Preventive: This will delete preventive maintenance work orders. Breakdown: This will delete breakdown work orders. Unscheduled: This will delete unscheduled work orders. Scheduled: This will delete scheduled work orders. Emergency: This will delete emergency work orders. Major: This will delete major work orders. Project: This will delete project work orders. Other: This will delete other work orders. Safety: This will delete safety work orders. Rework: This will delete rework work orders. Move Purged Work Orders to Archive File: Moves purged work orders to the archive file where they can be retrieved at a later date. Purge Work Order History Before: All completed work orders prior to and including the date you specify will be deleted. Select Process for the purge to proceed; Cancel to return to the previous screen.

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COGZ CMMS

Purge/Archive Inventory History

Purge/Archive Inventory History is part of the Optional Inventory Enhancement Module and deletes obsolete inventory history from the inventory activity database. Be sure that you have properly selected what you want to delete before proceeding with this process. There is no way to recover the deleted inventory history. However, history that is not deleted and has been archived is recoverable. Inventory History Type This area allows you to be selective about what is to be deleted. Each type of activity is listed, selection for deletion is indicated when a check mark appears. All: This will delete all types of inventory history and override any other selections, except the date. Physical Counts: Deletes physical inventory counts (prior to and including the date selected) from inventory history. Receipts: Deletes receipts (prior to and including the date selected) from inventory history. Issues: Deletes issues (prior to and including the date selected) from inventory history. Move Purged Inventory to Archive File: Moves purged inventory to archive file where it can be retrieved at a later date. Purge Inventory History Before: All inventory activity prior to and including the date you select will be deleted. Select Process to proceed with the purge; Cancel to return to the previous screen.

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Purge/Archive Downtime History

Purge/Archive Downtime History is part of the Optional Downtime Module and deletes obsolete downtime history from the downtime history database. Before allowing this process to proceed, be sure that you have properly selected what you want to delete. There is no way to recover the deleted downtime. However, if you are not deleting the data they are recoverable since they are archived. Move Purged Downtime to Archive File: Moves purged downtime to archive file where it can be retrieved at a later date. Purge Downtime History Before: All downtime activity prior to and including the date you select will be deleted. Select Process to proceed with the purge; Cancel to return to the previous screen.

Purge/Archive Completed Purchase Orders

Purge/Archive Completed Purchase Orders is part of the Optional Purchasing Enhancement Module and deletes obsolete purchase orders from the completed purchase order database. Before allowing this process to proceed, be sure that you have properly selected what you want to delete. There is no way to recover the deleted purchase orders. However, if you are not deleting the data they are recoverable since they are archived. Move Purged Purchase Orders to Archive File: Moves purged purchase orders to archive file where it can be retrieved at a later date. Purge Completed Purchase Orders Before: All completed purchase order activity prior to and including the date you select will be deleted. Select Process to proceed with the purge; Cancel to return to the previous screen.

File 70

COGZ CMMS

Import Archived Work Order History

Import Archived Work Order History imports specified Work Orders that have been archived into Work Order History. This takes the file out of the Archive and into current History. The Archive file contains Equipment and Employee data.

Import Archived Inventory History

Import Archived Inventory History is part of the Optional Inventory Enhancement Module and imports specified Inventory that has been archived into Inventory History. The Inventory Archive contains Equipment, Inventory, Accounting, Employee, and Vendor data.

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Import Archived Downtime History

Import Archived Downtime History is part of the Optional Downtime Module and imports specified Downtime information that has been archived into Downtime History.

Import Archived Purchase Order History

Import Archived Completed Purchase Orders is part of the Optional Purchasing Enhancement Module and imports specified Purchase Order information that has been archived into Completed Purchase Order History.

File 72

COGZ CMMS

Reset Period/Yearly
This menu provides access to procedures that allow you to reset periodic counters that are used in reports. Any required reports should be printed before resetting periodic counters. Counters should be reset at the beginning of a new period or year to allow for accurate records in the coming period. Reset Equipment Cost History: Resets equipment and account/budget totals. Reset Vendor History: Resets the accumulated totals purchased from vendors. Reset Employee History: Resets the accumulated hours employees have worked. Reset PM Repeats and Averages: Resets the accumulated PM repeats and the average times that each PM procedure took to complete. If you want to begin your new year with zero balances you must reset each of these.

Reset Equipment Cost History

Reset Equipment Cost History resets the cost accumulators in the equipment and budget databases. Any necessary reports must be run before this reset procedure. The affected reports are Cost History, and all account and budget reports. Period to Date: Selecting this will cause the Current Period to be set to zero and the Accounting Period to be incremented by one. Period and Year to Date: Selecting this will cause the Current Period to be set to zero, the Accounting Period to be set to one and the Yearly Totals to be set to zero. Only one selection can be made at a time. Select Process to proceed with the reset; Close to return to the previous screen.

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Reset Vendor History

Reset Vendor History is available in the Optional Purchasing Enhancement Module and will reset the purchase accumulators in the vendor database. The Vendor Purchase Report must be run before this procedure is run. Period to Date: Selecting this will cause the Current Period to be set to zero. Period and Year to Date: Selecting this will cause the Current Period to be set to zero and the Yearly Totals to be set to zero. Only one selection can be made at a time. Select Process to proceed with the reset; Close to return to the previous screen.

File 74

COGZ CMMS

Reset Employee History

Reset Employee History is available in the Optional Employee Enhancement Module and will reset the employee hours worked in the employee database. The employee report must be run before this procedure. Week to Date: This selection will set to zero the Weekly Hour accumulators in the employee database. Week and Period to Date: This selection will set to zero the Weekly and Period To Date Hour accumulators in the employee database. Week, Period, and Year to Date: This selection will set to zero the Week, Period and Year To Date Hour accumulators in the employee database. Only one selection can be made at a time. Select Process to proceed with the reset; Close to return to the previous screen.

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File 75

Reset PM Repeats and Averages

Reset PM Repeats and Averages is available in the Optional Equipment Enhancement Module and will reset the repeat counters and the average time to complete PM's in the PM database. The PM Repeats Report prints PM Repeat information. If you want to retain a copy of this information, this report must be run before this procedure. Average PM task times are reported on in the Equipment Detail Report. (Average PM times are only calculated if you enter each task time when you enter completed work orders instead of using the ALL option that allows rapid work order entry). Zero Total Repeat Counters: This selection will clear all repeats in the PM database. Zero PM Average Task Times: This selection will clear the average PM task times in the PM database. Only one selection can be made at a time. Change Estimated PM Task Times to Average Times IF Averages are NOT Equal to ZERO: Changes the Estimated Times to the Average Times when the Average Time is not equal to zero. Change Estimated PM Task Times to Average Times EVEN IF Averages are Equal to ZERO: Changes the Estimated Times to the Average Times regardless of if the value of the Average Time is zero or if it is greater than zero. Select Process to proceed with the reset; Close to return to the previous screen. Additional information on Periodic Resets can be found at: http://www.cogz.com/kb/maintenance-reset-period-to-date.htm

Start New COGZ Database Window


See Deleting Test Data in the Getting Started Section of this manual for details.

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COGZ CMMS

Import Data
Import existing data into your COGZ system using this function. You may choose which area of COGZ into which you would like to import: Equipment, Inventory, Locations, PM Standard Procedures, or Vendors. Detailed instruction on Importing Data into COGZ can be found at: http://www.cogz.com/kb/setup-data-import.htm

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File 77

Export Data
This function allows you to export data from your COGZ system into another location. The data must be exported to a comma delimited ASCII file before importing it into another type of location. Data can be exported from Equipment, Inventory, Locations, PM Standard Procedures, and Vendors. The examples shown are exporting to Excel. You may be able to export to Access, but it is not recommended.

Export Information
Another option for exporting data is using the Xplore function contained in any list in COGZ. Select the desired list, right click the mouse in the data and select the output menu option.

Export Data Options


Using this function, you can export data from several areas of your COGZ system to a comma delimited file. You can also export data directly from any list in the program. Export Options

File to export to: Enter the file to which you would like to export COGZ data. If you know the name of the file you would like to export to, type it into the field. If you do not know the exact name, click on the ellipsis button to select from a list of available files.

File 78

COGZ CMMS

Comma Delimited ASCII: The file you wish to export to must be a comma delimited ASCII file. Any file with the extension .CSV is admissible. Once in this form you may be able to import the records into another type of file. Enclose fields in double quotation marks: Check this box to enclose fields in double quotation marks Insert Header Record with field names: Check this box to insert a header record with field names. Convert ANSI to OEM: Check this box to convert from ANSI format to OEM format. Date Format: Select the date format to be used on this file. Select Fields to Export

Tagging: Choose to tag all of the files listed for export. You may also tag and untag each of the files individually. Save: Saves the fields under a standard description for later use. Retrieve: Select files, which have been previously saved and bring them up on the screen to be exported.

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File 79

Setup

Account List

The Account List displays Account Numbers and Descriptions. It will access the Account/Budget Form for the selected account.

COGZ CMMS

Setup 81

Account Form

Each piece of equipment is related to an Account/Budget Number. When charges are made to a piece of equipment the cost is accumulated in the related Account/Budget Number as an actual cost and will be displayed on the Account/Budget Form under the Actual section. This form is used to enter the budgeted figures in order for reports to be generated that show Actual versus Budget figures. The current period is controlled manually in the System Defaults Form and is incremented automatically when the cost history reset process is run. Thirteen periods are available to you in the System Defaults Section of the program. The current period can be changed in the System Defaults Form and is automatically incremented as you cost out accounting periods. The Actual Hours, Labor, and Material dollars are computer generated if there have been charges to this. Account: The Account Number of this Account/Budget item. Description: The description of this Account/Budget Number. The Labor, Material, and Hours tabs are available in the Optional Cost Enhancement Module.

Setup 82

COGZ CMMS

Labor Tab, Account Form


(See the previous illustration) The Budgeted and Actual labor cost.

Material Tab, Account Form

The Budgeted and Actual material cost.

Hours Tab, Account Form

The Budgeted and Actual labor hours.

COGZ CMMS

Setup 83

Cost Center List

The Cost Center List displays Cost Center Descriptions and provides access to the Cost Center Form.

Cost Center Form

Each piece of equipment can be related to a Cost Center for reporting functionality. Cost Center: The Cost Center that can be used to group related equipment.

Setup 84

COGZ CMMS

Department List

The Department List displays Department Descriptions and provides access to the Department Form.

Department Form

Each piece of equipment can be related to a Department. Department: The Department can be used to identify which department the equipment belongs to.

COGZ CMMS

Setup 85

Employee/Assigned To List

Show All: When this box is checked all employees will be shown on the Employee/Assigned To List, even those that are marked as inactive. Employee: Displays the Employee Code. Name: Displays the Employee Name. Skill: Displays the Employee Skill Code. Skills are used for scheduling work orders and PM tasks. Skill Codes can be the initials of an employee if you want to schedule a job to a particular employee or a brief description of the skill such as ELEC for an Electrician. Shift: Displays the employees normal shift worked. The Employee/Assigned To List will provide access to the Employee/Assigned To Form.

Setup 86

COGZ CMMS

Employee/Assigned To Form

Employee: The code used as an individual identifier for each employee; initials are frequently used. Name: The full name of the employee. Rate of Pay: The normal dollar per hour rate of pay. If a pay rate is not entered the default rate, which was setup in the System Defaults Form will be used when required for reporting purposes. Skill: The Skill Code of the employee.

Employment Tab, Employee/Assigned To Form


(See the previous illustration) Date Hired: The date this employee was hired. Last Review: The date this employee was last given a performance review. Overtime: The most recent date that this employee received or refused an overtime offer. Phone Home: The home phone number of the employee. Phone Emergency: The phone number of the person listed under Emergency Contact. Emergency Contact: The name of a person to contact in case of an emergency involving this employee. Payroll Number: Payroll number assigned to the employee. Email: The email address of the employee. Super: This code identifies the supervisor of the employee. Shift: The normal shift worked by the employee. Employee is Inactive: When this box is checked the employee will be marked as inactive and will not show up on the employee/assigned to list unless the Show All box is checked. If this is the case, any inactive employees will be shown in red. Inactive employees will not show up on Employee/Assigned To Select List, this means that you will not be able to assign work to employees marked as inactive.

COGZ CMMS

Setup 87

Available Hours Tab, Employee/Assigned To Form

The Available Hours Tabs bring up the other pages of the Employee/Assigned To Form. These pages contain detailed information about the employees hours. If an entry is not made for weekly hours available, the default rate setup in the System Defaults Form will be used.

Hours Worked Tab, Employee/Assigned To Form

The hours worked tab is part of the Optional Employee Enhancement Module and displays the hours worked for the current week, month, year, and last year. These totals are reset during weekly, period, and year-end operations performed in the System Maintenance section of the program.

Notes Tab, Employee/Assigned To Form

Setup 88

COGZ CMMS

Use the notes tab for tracking employee training, exams, certifications, etc. for each of your employees.

Email Tab, Employee/Assigned To Form

Email Work Order Notification Section: This section is active if both the Optional Email Module and the Optional Work Order Enhancement Module are installed. Also, System Email Default Work Order Options must be activated. Notify: Select Notify to send Email Notification to Employee when a new Work Order is created and assigned to this employee. Do not Notify: Select if you do not want notification of new work orders to be emailed to this employee. Email Work Order PDF Attachment Section: Email PDF Files: Select to attach PDF of Work Order to notification email. Do Not Email PDF Files: Select if you do not want PDF Files sent with notification.

COGZ CMMS

Setup 89

General Note List

The General Note List can be used for any note that you want to keep conveniently and be able to retrieve. From the List you can access the General Note Form in order to make any changes or additions.

General Note Form

Description: A short description of this note for reference. This will appear on the Note List along with the note code. Date: The date entered. User: The person who entered this note. Note: The detailed text of this note.

Setup 90

COGZ CMMS

Location List

This List displays Location Descriptions and provides access to the Location Form.

Location Form

Each piece of equipment is required to have a location. These locations are entered here. Location: Where a piece of equipment is located; i.e., Boiler Room.

COGZ CMMS

Setup 91

Note List

The Note List can be used for Corrective Work Orders, PM work orders, and Purchase Orders. The List shows the Note Code and Description for each note and part of the detailed text of the note. From the List you can access the Note Formin order to make any changes or additions. The purpose of these notes is to provide detailed instructions for repetitive types of work. For instance, if you have a certain method of removing and replacing a bearing, this detail would be coded in a note. When you write a work order, explain where to perform the work, simply include this note code and the detailed instructions will automatically be included on the work order. This saves time and insures consistency. Specify which note should be displayed in what area of COGZ from the System Defaults Form, located under the Setup menu.

Note Form

Note Code: The code used to access this note. Description: A short description of this note for reference. This will appear on the Note List along with the note code. Note: The detailed text of this note. This text will print on the work order, purchase order, or any other function that uses the note.

Setup 92

COGZ CMMS

Skill List

The Skill List is used as reference in the Employee/Assigned To List. It provides access to the Skill Form where changes can be made. Skill: This column lists all of the available codes. Description: This column provides a brief description of the available codes.

Skill Form

Any additions, deletions, or changes to skill codes are made in the Skill Form. Skill: The skill code to be used for scheduling purposes. This can either identify an individual employee or a skill necessary to perform a job. Description: A brief description of the skill. Shift: The shift that this skill normally works on. Supervisor: The supervisor of this skill category. Pay Rate: The dollar rate of pay for this skill.

COGZ CMMS

Setup 93

PM Standard Task Library List

The PM Standard Tasks List displays the Task, Type, Description, and Frequency in days and the Skill Required for all of the standard tasks. It also provides access to the PM Standard Tasks Form used to update these tasks. Standard Tasks are used to reduce typing and increase consistency for tasks that are the same on different pieces of equipment. The Equipment Used On section displays the Equipment Number and a Description of the particular piece of equipment that uses the highlighted task. Cascade Task Library: The Cascade Task Library feature is available with the Optional Equipment Enhancement Module for COGZ EZ. The Cascade Task Library menu in the Standard Task Library will assign detail values from the highlighted material in the Task Library to ALL related Equipment PM Tasks that would normally be unique to each piece of equipment.

Setup 94

COGZ CMMS

PM Standard Task Library Form

PM Library Tasks allow you to reduce your typing and increase consistency when creating an equipment PM. By entering a Standard Code on a PM all of the previously created information is automatically entered for you. It also allows you to make a procedure change throughout your system. Example: The PM task says to lubricate a bearing with lubricant #2 and at a later date you decide to change your lubricant. When using a Standard Procedure Code you only need to change the standard procedure description to reflect the new lubricant. This change will be reflected on all PM's that have this code. The description is the only field that will change throughout the system. All other fields in the standard task are used only to reduce your typing input during setup of the PM system. As an additional typing aid, you can also utilize the Library to select frequently used standard work order tasks. Standard Task: The code used to access this PM standard task. Type: This text field is available for you to enter information to group your tasks as they appear on the PM Task Library List. Description: The description of the task to be performed. The following fields are used mainly when creating new PM tasks. They allow you to create standard information that will be inserted automatically into a PM schedule that uses this PM Library Task. The above description will change in all PM's that use this PM Library Task whenever the description is changed. The following fields are inserted automatically when creating a new PM task and do not change after a PM has been created. To make changes to these fields, refer back to the PM Standard Task Library List.

General Tab, PM Standard Task Library Form


Assigned To: Employee to which the task has been assigned. Frequency Days: The frequency in days that this task will be performed. Meter Frequency: The frequency with which this task will be performed. Frequency Miles: The frequency in miles that this task will be performed.

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Estimated Completion Time: The estimated time to complete this task. Down Time Required: The downtime needed to perform this task.

Note/Drawing/Document Tab, PM Standard Task Library Form

Note: Contains a note to be performed with this task. Drawing/Document File: Link to a document or drawing containing information regarding the task for easy viewing and printing through the hyperlink. Use View button to display in Windows program: Check this box to use your Windows program view feature instead of the COGZ default view.

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Vendor List

The Vendor List includes information on the Vendors Code, Name, Contact Name, and primary Phone Number. It also accesses the Vendor Form.

Vendor Form

Vendor: The code that will identify this vendor. We suggest using the vendor's initials. Name: The full name of this vendor. Main Item: The main item that is purchased from this vendor. This may be very broad or very specific depending on your needs.

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Type: The type field can be used to track other important information regarding vendors such as preferred and minority vendors. Address: The street address used most frequently when dealing with this vendor. Address 2: Any additional address information. City/State/Province/Zip/Postal Code/Country/Region: Pertinent information to this vendor.

Phones/Contacts Tab, Vendor Form


Contact 1: The name of the main contact at this vendors location. Phone 1: The main phone number for this contact. Other 1: Any other phone number that has been made available to you for ease in reaching your contact (i.e., a direct line to the salesman). Fax: The fax number for this contact Email: The email address for this contact Web Address: Displays the web address of the vendor. Press the note icon to hyperlink to the vendors Web site.

Contact 2: An alternative contact if Contact 1 is not available. Phone 2: The phone number for contact 2 if different from contact 1. Other 2: Any other phone number that has been made available to you for ease in reaching your contact (i.e., a direct line to the salesman).

Ship/Terms Tab, Vendor Form

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Discount: Discount offered by this vendor. This is a reference field only. No calculations are made. FOB: Location where ownership of purchase takes place. Terms: The terms of shipment. Ship Via: The normal mode of transportation when receiving shipments from this vendor.

Purchases Tab, Vendor Form

The Purchases section is part of the Optional Inventory Enhancement Module and displays cost information about the purchases from this vendor by providing figures for the Period to Date, Year to Date, Last Year to Date, and Life to Date. These totals are reset during period and year-end operations performed in the utilities section.

Remit Tab, Vendor Form

The Remit section can be used to store additional remit to information for the vendor in question.

Notes Tab, Vendor Form

Contains any special information about this vendor.

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Priority List

This List displays Priority Codes and Descriptions and provides access to the Priority Form.

Priority Form

Priority Code: The code for the priority. Description: The description of the priority.

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Section List

This List displays Section Codes and Descriptions and provides access to the Section Form.

Section Form

Section Code: The code for the section. Description: The description of the section.

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Status List

This List displays Status Codes and Descriptions and provides access to the Status Form.

Status Form

Status Code: The code for the status. Description: The description of the status.

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Requester List

This List displays Requester Names, Emails, Phone numbers, and Employee information. It also provides access to the Requester Form.

Requester Form

Employee Lookup: Use the drop-down menu to select from the Employee/Assigned To List. Name: The name of the employee. Email: The email address of the employee Phone: The home phone number of the employee. Note: Any notes associated with this employee requester. WO Instruction: Instructions that will appear on Work Orders with Requesters Name. NOTE: Fields with * printed on work order if not blank. Inactive: When this box is checked, the requester will be marked as inactive and will not show up on the Requester List unless the Show All box is checked. If this is the case, any requester will be shown in red. Inactive Requesters will not show up on

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the Requester Select List, this means that you will not be able to assign a request to requesters marked as inactive.

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System Defaults Form

This form should be one of the first things done when implementing a system as it is used to setup basic information pertaining to your company.

General Tab, System Defaults Form


(See the previous illustration) Company Name: Type the name of your company. Security: Require Logon: Allows you to choose whether or not a Login will be required every time you open the COGZ program. If no login is required all users will have access to all features. Spell Check Language: Select Language for Spell Check from Drop Down Box. Current Accounting Period: Displays the current accounting period. Use this to set up the initial period. As you close each period in the system this number will be updated automatically. Up to 13 accounting periods are supported. Running the cost history reset procedure located in the File section closes a period. Record Limit for Full Column Sorting: Specify the number of records at which the sort function of fields will be shut off. This function helps to speed up the process of sorting through records. Hide Application Wallpaper: Use this check box to remove the program wallpaper from the background. This will make the background gray. This change will take affect when the program is restarted. Last Backup: This lists the last date your program files were backed up. Review the Backup information in the Getting Started section as well as the File section of this manual. Average Weekly Hours: The hours of work available each week for each employee. This number is the default value used if no entry is made in the Employee Form. Average Hourly Rate: If no entry has been made in the employee database, this is the default labor cost used for an employee.

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Average Miles Operated Weekly: Default used throughout the equipment section of the program for any reports which estimate miles to be worked on equipment. The default is used only if an estimated miles value has not been entered on the individual piece of equipment. Average Meter Qty Weekly: Default used throughout the equipment section of the program for any reports which estimate equipment meter readings. The default is used only if an average meter value has not been entered on the individual piece of equipment. Week Start Time: Time of day that the workweek begins. This allows specification of the time to start off the work week. This function works in conjunction with the Optional Downtime Module to provide an accurate measure of weeks. First Day of Week: Day of the week that the workweek begins. This allows specification of the day to start off the work week. This function works in conjunction with the Optional Downtime Module to provide an accurate measure of weeks.

Work Order Tab, System Defaults Form

Top WO Message: Enter any text that you want to print at the top of every work order. This is optional and can be left blank. This field is useful for safety messages, etc. Corrective WO Note: Default note to print at the bottom of all corrective work orders. Select this from the note list. This is an optional field. These notes can be changed in the Note List, located under the Setup menu. Preventive WO Note: Default note to print at the bottom of all PM's. This is an optional field. Assign to Description: Screen Prompt and Report title of the employee to whom the Work Order is assigned.

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Display Work Order Reminder at Program Start: Always is the default setting. By selecting this preference, the Work Order Reminder screen always displays at program start. Date Range: By selecting this preference, the Work Order Reminder screen will display only if there are work orders scheduled in a period after the window was last viewed to todays date. Allow User Override: By selecting this preference, the users are allowed to turn the display of the reminder on and off. Last WO Request: This feature is available with the Optional Work Order Request Module. This lists the last active work order request number used by the system. The program automatically updates this number, so no changes are necessary. If you would like to start with a work order number of one, you may change this number to zero. Require Requested by Entry: Checking this box will require an entry to be made in the Requested by field of the Work Order Entry Form before the work order can be saved. Require Requested by Lookup: Check this box to require a matching record from the Requester List to be made. Require Priority Lookup: Check this box to require a matching record from the Priority List to be made. Require Status Lookup: Check this box to require a matching record from the Status List to be made. Require WO Overdue Acknowledgement: Part of the Work Order Enhancement module. Check this box to require overdue work order acknowledgement at COGZ startup. Default Type: Select Scheduled or Unscheduled as default Work Order Type. Scheduled is default. Print Additional Labor: Check this box to print additional labor information on work orders. By default, this option is checked. Print Additional Parts: Check this box to print additional part information on work orders. By default, this option is checked. Print Components: Check this box to print equipment component information on work orders. Print Note: Check this box to print note information on work orders. By default, this option is checked. Print Comment: Check this box to print the comment field for entering comment information on work orders. By default, this option is checked. Print Last PM Comment: Check this box to print comment from last PM workorder. Print Estimated WO Time: This feature is available in the Optional Work Order Enhancement Module. This will determine if an estimated time is to be printed on regular work orders. Yes: it will print, No: it will not print. If you want to print the individual estimated times on PM work orders you must use the Detailed work order format and answer Yes. Otherwise, only the total estimated time will print. Work Order Type: This feature is available in the Optional Work Order Enhancement Module. There are two formats available for printing work orders, Normal and Detailed. The difference being that the detailed work order will print a detail line for each task indicating the frequency, date last done, done by, and next

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scheduled date. Also note that the Print EST Time on WOs field described above will only print on PM work orders if you are using the detailed format.

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PM Generation Tab, System Defaults Form

Last WO Number: The last active work order number used by the system. The program automatically updates this number, so no changes are necessary. If you would like to start with a work order number of one, you may change this number to zero. If you would like to change your work order numbers to differentiate them from year to year, it is recommended that you move the work order number forward in this field so as not to create duplicate work order numbers and affect your work order history. Information on Work Order Numbering can be found at: http://www.cogz.com/kb/work-order-numbering-restart.htm Last PM WO Up To Date: The last date that PM's were produced, up to and including this date. PM Cycle Days: This is the number of days the system will use as a default for the PM Work Order Cycle. You may schedule at any interval. We suggest that you schedule PM's every seven days. If your PM cycle days are greater than an individual PMs task cycle days, only one work order will be produced. i.e. Even if a PM task is scheduled for a one-day frequency, if you only run the new work order cycle every seven days, only one work order will be produced. Recreate Open PM Work Orders: By checking this box, all uncompleted PM Work Orders will be deleted and recreated so that all tasks due by assigned to and equipment will have only one PM Work Order. If unchecked, all current work orders will remain current and new work orders will be created for any new PM tasks that are due. Disable PM Generation Advanced Tab: By checking this box, the Advanced tab and all of the options contained in this tab will be disabled from the default Generate PM's screen. Leave this box unchecked for users to have access to the Advanced tab each time preventive maintenance work orders are generated. Force Separate PM Work Orders: By checking this box, all Equipment PM Tasks will create separate work orders when generated. In addition, the PM Task Description will show as Work Order Description on the Work Order List and show as Work Order Header on PM Work Orders.

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Enable PM Labels: Check this box to enable printing of PM Equipment Tag Labels. Labels will then be created when you generate PM Work Orders. PM Equipment Text: Enter wording for Equipment line on Labels PM Scheduled Text: Enter wording for Scheduled Date on Labels PM Date Entered Text: Enter wording for Date Entered Text. Auto Generate PMs: This feature is available in the Optional Work Order Enhancement Module. Checking this box activates the Auto PM Generation feature. Create schedule ahead PM Duplicates when auto generating: Check this box to create additional PM Work Orders even when PM work order currently open for a task. Generation Due Date: The date the next PM Generation is due based on the Last Generation Date and the PM Cycle Days (unless modified by the user). User modified date MUST BE greater than or equal to Todays date. See PM Auto Generation Processing below for additional information. Next PM WO Up to Date: Calculated Date auto generation will generate up to based on Last PM Up to Date and Generation Due Date. Generation Time: Time auto generation will begin. Last Generation Date: This field show last time PM Work Orders were Auto Generated. Message: WARNING: Security is on. User with Work Order Generation rights is not logged on or not yet activated. This message advises that auto generation cannot take place as there are no users with Work Order Auto Generation permission logged in. This message will not change until form is saved and reopened. PM Auto Generation Processing: PM Auto Generation will be processed from only one machine on a network at a given time. The chosen machine functions as the auto generation processor for COGZ (for the Property in use, if the optional Property/DB module is installed.) If Security is enabled, the machines user must have the Work Orders Auto Generation and PM Work Order Generation Doors checked (File->System Security->Edit). The machine generating PMs will be displayed on the network user list with a check box checked under Auto Gen. PMs are Auto Generated on or after the Next Auto Generation date and time shown at the bottom of the Auto PM Generation section of the PM Generation system defaults form if a qualified machine/user is running COGZ. If no qualified machine is running COGZ, PMs will auto generate the next time a qualified machine runs COGZ. In order to keep the process as simple as possible, it is recommended that the COGZ administrators workstation, with proper COGZ permissions, remain on at all times to assure the auto generation process will not be interrupted.

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PO Setup Tab, System Defaults Form

Top Purchase Order Message: Type in any text that you wish to print below the header information and at the top of the line items on every purchase order. Example: your resale certificate number. PO Bottom Note: Select an appropriate note code from the Note List and it will print on the bottom of all purchase orders. Example: We are an equal opportunity employer. This note may be modified in the Note list, located under the Setup menu. Auto Number PO's: Check this for the system to automatically generate a new purchase order number based on the Prefix, Last PO Number and Suffix fields, each time a Purchase Order is created. PO Number Prefix: Letters or numbers appearing before the Purchase Order number. Last PO Number: The number assigned to the last Purchase Order issued. PO Number Suffix: Letters or numbers appearing after the Purchase Order number. Standard Tax Rate: The rate of tax to use for your tax calculations. Tax Freight: Check this box to automatically add tax to the freight cost on all purchase orders. Logo File: Use this field to attach your company logo to the top of your purchase orders. The file must be in the COGZ data folder. The logo must be a 1 high x 3 wide Windows bitmap file. The file may be bigger than 1x 3 as long as it has a ratio of 1:3 so as not to distort the image during the shrinking process. The file for the logo is located in your COGZ directory under logo.bmp. To replace the image with your own logo, simply replace this file with a bitmap of your companys logo. You may also choose to turn off the logo completely. To do so, just delete the logo.bmp file located in your COGZ directory. PO Title Override: Enter a new Title to change the title printed on your Purchase Orders. An entry in this field will add a Reference Number to the PO Entry form to use for the Purchase Order Number, if desired. Purchase Order Equipment Number Required: Check this box to configure making an equipment number required during Purchase Order entry.

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Use Other Part Numbers on Printed Purchase Orders: This feature is available in the Optional Purchasing Enhancement Module. Check this box to allow the printing of the primary and/or secondary part numbers on Purchase Orders.

PO Contact Tab, System Defaults Form

This section contains your ship to and bill to information: Name, Address, Phone Number, Fax Number, and names of Contacts.

Downtime Tab, System Defaults Form

The downtime tab is available in the Optional Downtime Module and allows specification of customized prompts and headers for categories 16. Categories may be used in the Downtime Form located under the Equipment section of COGZ.

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Inventory Tab, System Defaults Form

Auto Update Parts When WO Completed: This feature is available with the Optional Work Order Enhancement Module. This allows you to automatically issue parts assigned to a work order when the work order is closed. Ask About Sending Parts to Label Queue: This feature is available with the Optional Inventory Enhancement Module. This allows you to configure the label print queue. Use Average Cost when Issuing Inventory and on Inventory Master Report: This feature is available with the Optional Inventory Enhancement Module. This allows you to select either the average cost or the actual cost for issuing inventory and on the Inventory Master Report. Print Part/Tag Cost: This feature is available in the Optional Inventory Enhancement Module. The answer here will determine if you want the part cost to be printed on the part labels. Yes: it will print, No: it will not print.

Components Tab, System Defaults Form

This components tab allows you to enter 10 Component Field prompts for the User Defined Fields on the Component Entry Form.

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Scanning Tab, System Defaults Form

This scanning tab is available in the Optional Bar Code Module. Use this tab to setup adjustment scanning for your inventory parts. Issue: Use the drop-down menus in this section for required and displayed data for your workstation issue scanning. Check the Auto Complete box to return the tab to the first field of the Issue Inventory screen. Receive: Use the drop-down menus in this section for required and displayed data for your workstation receive scanning. Check the Auto Complete box to return the tab to the first field of the Receive Inventory screen. Restock: Use the drop-down menus in this section for required and displayed data for your workstation restock scanning. Check the Auto Complete box to return the tab to the first field of the Restock Inventory screen.

Translation Tab, System Defaults Form

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The Optional Custom/Translation Module is available for COGZ. It allows the user to translate text in COGZ into another language or to customize COGZ to better fit their needs. Preferences: Click this button to access the System Translation Preferences Form. Edit Translation: Click this button to access the Translation List.

System Translation Preferences Form

The system administrator will choose the Locale that the program should assume. Click the enable user option to load translation file box if you would like each user to be able to specify whether or not to load the translator each time they open the program. If this box remains unchecked all users will be subject to the selection the administrator has specified.

Translation List

The Translation list is where you may view the Source Strings and corresponding Replacement Strings already entered into the system. Use the Add button to add a

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new string or the Edit button to edit an existing string. This screen may be accessed from the System Defaults Form, Translation tab, by pressing the Edit Translation Button or from the main COGZ screen by pressing the Control, Shift, and T keys. The buttons across the top of the list allow you to specify what type of source and replacement strings that you would like to display. Click the asterisk button to view all types as shown above. When adding or modifying records in this list you will need to open and close the list to refresh the screen before the changes made will be displayed. Filters No Replacement: Check the No Replacement box to filter items that contain text in the Replacement field. When the box remains unchecked all items in the selected category will be displayed regardless of the presence of replacement text. Filter: Filter strings containing specified text from the Translation list.

Translation Form

Modify strings or add new ones from the Translation Form. Several Entry Types are available; descriptions of each Entry Type are shown below: String: All message text, warning messages, and error text Text: Text contained in Prompts and buttons, including screen text with accelerator keys Messages: Status bar description text boxes, these appear when you leave your cursor over a menu item Tips: Text contained in tool tips of a control Menus: Window menu headers Menu Items: Window menu list items Window Titles: Window captions Help Items: Help identifiers List Box Headers: List box headers

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Pictures: Display format for number, dates, and times Additional information on the Custom/Translation module in COGZ can be found at: http://www.cogz.com/kb/setup-custom-translation-module.htm

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Work Hours Tab, System Defaults Form

Work Hours per Day for Breakdown Hours per Day Overrides: This form defines the Work Hours per Day for the Optional Work Order Availability Report which is part of the Optional Downtime Module. Daily Start time: Enter the normal daily start time. This defaults to Midnight if no time entered. Daily Work Hours: Enter normal number of hours worked per day. A Zero entry defaults to 24 hours.

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Advanced Tab, System Defaults Form

Unhide Section: Check to unhide Section entry and lookups on the Work Order Form and Work Order Request Form. Note that if this is unchecked, the section will be added automatically when a new record is created and the user selects an equipment number. Entries are left unchanged with a new equipment selection when the record is being edited (changed). If the section is not hidden, the user may override the equipment related entry by selecting a different section. Activate Procedure Audit: This function is available in the Optional Employee Enhancement Module. Checking this box will tell the system to keep an audit of all changed records. See the Audit Trail section under the System Maintenance section of this manual. Alternative Report Font: Use this field to select the font you would like to use for your program reports. In the Report Typeface screen, the font is the only thing that can be changed manually. Everything else stays the same. The default font is Arial. When the optional Customization/Translation Module is installed this function moves to the Translation tab. Portable Bar Code Scanner: Choices below are available with the optional Bar Code Module. Scanning Device: Click to select scanner model in use. Serial Port:. Use this field to select the port into which your laser serial scanner is plugged. You can select 1 through 4. Usually, the port is 1.

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System Email Defaults Form


Email Defaults need to be set up to use the Optional features of the Email Module. System Email Processing: Work Order And Work Order Requests Email will be processed from machines logged on to COGZ at a given time. The chosen machine functions as the email processor for COGZ (for the Property in use, if the optional Property/DB module is installed.) If Security is enabled, the machines user must have the Email Send/Receive door checked (File=>System Security=>Edit). The machine processing emails will be displayed on the network user list with a check box checked under Emailer. Emails are processed if a qualified machine/user is running COGZ. If no qualified machine is running COGZ, Email will be processed the next time a qualified machine runs COGZ. Emailers should be advised to set their email options to text or text and HTML to avoid HTML tags from showing up on Work Orders. Attachments are ignored; text is changed to upper case. In order to keep the process as simple as possible, it is recommended that the COGZ administrators workstation, with proper COGZ permissions, remain on at all times to assure the Email process will not be interrupted.

Activation Options Tab, System Email Defaults Form

Work Order Request Email Options: This section is active with the optional Work Order Request Module. Activate Work Order Request Email System: Check this box to enable the Requester Email system. Send Email Notifications: Items in this section pertain to all Work Order Requests and to the Work Orders created from Work Order Requests.

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New Request Alert To: Employee to notify with an email when a work order request is received and accepted. This is an optional entry. No notification will be sent if it is left blank. Employee record must contain email address for alert to be sent. Request Created Confirmation: Select Note to be included in Request Received email reply, if desired. COGZ will send reply to all Requests received via email. Work Order Created: Check to send Requester an email when a Work Order is created from their request. Select Note to be included in email from the adjacent box, if desired. Work Order Completed: Check to send Requester an email when their requested Work Order is completed. Select Note to be included in email from the adjacent box, if desired. Work Order Status Change: Check to send Requester an email when the status changes (other than created or completed) on their requested Work Order or Work Order Request. Select Note to be included in email from the adjacent box, if desired. Receive Email Work Requests: This section applies to Work Order Requests sent into COGZ by email. Requester Must Be In COGZ: Check to require that requester email addresses be in the Requester list or in the Employee list to be accepted into COGZ. Select Note to be included in reply email from the adjacent box, if desired. Work Order Email Options: This section is active with the optional Work Order Enhancement Module. Activate Work Order Notification: When checked, email notice will follow Employee List settings for sending new Work Order Email, if email Address available. Notification to Send: Select Note to be included. Attach Work Order to Notification: Check to allow sending a PDF copy of the work order with the email notification. If checked, this function then follows the setting in the Employee/Assigned to List. Security Message: This message summarizes Security and Logged in User information pertaining to the Work Order and Work Order Request Email System. The information updates after saving form. Additional information on Email Activation Options can be found at: http://www.cogz.com/kb/setup-work-order-email-activation.htm

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Email Setup Tab, System Email Defaults Form

Default Email Setup: A separate email account is used for the for the optional Work Order and WO Request Email module. The Email Account and Email Account Password are required. Work Order Requests and recipient email server Error Messages will be sent to this address. Email Account: Enter the user name for logging into the email account. Email Account Password: Enter the password for logging into the email account. Customized Setup: This checkbox is provided for users/systems that require additional options. Test Server Connections: COGZ Diagnostic Server: Click this button to test communications with COGZ Email Test Server. Current Server Configuration: Click this button to test communications with Default or Customized Entries. Additional information on the Work Order Email Connection can be found at: http://www.cogz.com/kb/setup-work-order-email-wo-connection.htm

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Other Email Options Tab, System Email Defaults Form

Incoming Port (POP). Enter the Incoming Port. Outgoing Port (SMTP): Enter the Outgoing Port.

Work Email List

Work Order email status can be found on the Work Email List.

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User Preferences Form

General Tab, User Preferences Form


Use wide lists when using toolbar buttons: Check this box to access wide lists each time you use the buttons on the COGZ toolbar to open lists. Disable All Custom Window Sizes and Locations: Check this box to disallow user options in the List Window Behavior box below.. Enable Customizing Size and Location of Lists: Check this box to retain the last size and position of the procedure windows when they open. Always Open Lists Maximized: Check this box to allow all program lists to open maximized. Dont Display Work Order Reminder on Program Start: Check this box to disable the Work Order Reminder at program startup. This check box only appears if the User Override box is checked on the System Defaults under the Work Order tab by the System Administrator. Days after Last Backup to Display Reminder: Use this field to select the number of days between the backup reminder display when the program opens or closes if a backup has not been made. If a logon is required to start the program, the backup message will not display unless the door has been granted to the user under the System Security section of the File menu.

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Translation Tab, User Preferences Form

The Translation Tab is available with the optional Custom/Translation Module. If the system administrator has enabled the option for the user to load the translation file then the user may specify whether to always load the translation file, never load the file, or to ask each time the program is opened. This option will be saved to the specific computer from which it is configured. If the administrator has not selected the option the user will not be permitted to modify selections from this screen and the selection of the administrator will hold true for all systems using the program.

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Help Tab, User Preferences Form

Select the Help Preference for your machine. COGZ Online Help is the default and requires internet access and a working browser. The COGZ PDF Manual is included with your COGZ software and requires a working PDF Reader. Select the PDF choice if you cannot use Online Help. Select None if your machine cannot handle either of the above choices.

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Work Orders

Work Order List

The Work Order List will display the Work Order Number, Equipment Number, Work Order Description, Assign To, Date Scheduled, Work Order Type, Status, Priority, Shift, Supervisor, and for whom the work order was Requested by for each work order. This information is provided for every available sort option. Any work order that does not have a date scheduled attached to it or any overdue work order will appear in red. The Work Order List has five tabs. Where there is more than one way to access the same screen that screen will be discussed one at a time. Add, Edit, and Delete buttons: These buttons have individual security allowing Work Order requests to be made. Print Button: The print button allows you to print out the highlighted work order. Available in the Optional Work Order Enhancement Module is the ability to print Normal and Detailed work orders. To configure this feature, go to the Setup menu, System Defaults and under the Work Order tab change the check box in Work Order

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Type to either Normal or Detailed. The example below shows a detailed work order. The arrow on the following screen points to the detail. COGZ EZ only offers Normal work order printing.

The Company information at the top of the work order and the notes that occur on each work order can be changed using the System Defaults Form, which is explained in greater detail in the setup section of the manual. Using the Optional Email Module, reports are emailed using the default email program configured for the computer in use. Specify the email address, name of recipient, subject, and a brief message if required.

Copy: Click on this button to create a copy of a non-preventive maintenance work order. You might want to use this to keep a work order in your list so you do not need to keep creating it every time you need this specific work order.
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Close WO: Click on this button to access the Quick Close function. See the Quick Close section of this manual for information. Work Orders may be printed or previewed. An Optional Email Module is available that allows emailing of reports to a recipient. Select the appropriate option on the Report Output Select screen.

If you have attached drawings or documents for your work orders, you can print them using the Windows program associated with the drawing or document and your default printer or use the COGZ default view function. COGZ will enable you to print these with your individual work order or with the report in the Work Order Report menu. The Work Order Drawing/Document Report will list the drawings and documents that are attached to your work orders once they have been printed.

By selecting Yes, COGZ will allow your Windows program to print the drawing or document. You will see a preview of the Work Order Drawing/Document Report.

Work Order Drawing/Document Report This report will print out after you have printed and/or previewed your work orders and printed your drawings and documents associated with the work orders. The report will give you a list of what drawings and documents you should be expecting to come off your default printer. Depending on whether these documents are the same file type, they might not come off your printer in the same order listed on the report. As an option to print them in the same order, you might want to save them all as PDF files.

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Work Order Entry Form

The Work Order Entry Form allows you to create and modify corrective work orders. The top section of the Work Order Entry Form is navigated the same way as a form. The bottom section works like a List and provides access to the Work Order Form. WO Description: A brief description of this work order. Equipment No: The number of the equipment that this work order is for. Add: Provides access to a blank Work Order Task Form where new data may be entered. Edit: This provides access to the existing data for the highlighted task and will allow you to make any necessary changes. Delete: This selection will allow you to delete existing data. View: Click this button to view an attached drawing/document for the highlighted task. OK to save your entries and return to the Work Order List.

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Cancel to return to the Work Order List with no changes made. Information on creating work orders using templates can be found at: http://www.cogz.com/kb/work-order-templates.htm

Tasks Tab, Work Order Entry Form

The Tasks Tab displays all the detail lines of the work order. Detail lines are unlimited and you can add, edit, or delete lines using the Work Order Task Form described in the following sections. Scheduled: The date the work order is scheduled to begin. WO Type: There are ten types of scheduled work orders. These codes separate the different types of work orders for reporting and historical purposes. 1. 2. 3. 4. 5. 6. 7. 8. 9. Preventive This is used for compatibility only with the PM system. Do not create PM work orders manually. Scheduled Unscheduled Breakdown Project Major Safety Emergency Rework

10. Other (Used for any purpose you choose) WO Request: If you are using work order requisitions, reference that number here. Assigned To: Displays the code of the employee to whom the work order was assigned. Status: for the work order. Section: If this field is enabled from the System Defaults Form, Advanced Tab, you can use the Section List to add the section code to this work order. Requested by: Displays the name of the person who issued the work order.

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Notify Assigned To: With the optional Email Module and the optional Work Order Enhancement Module, the Notify Assigned To checkbox appears. The checkbox reflects the default employees settings and can be changed at this time for this work order. See Setup Email Defaults for additional information.

Work Order Task Form

The Work Order Task Form can be accessed from the bottom half of the Work Order Entry Form and gives a description of what the work order entails.

General Tab, Work Order Task Form


Copy Task: This code is from the PM Task Library List database. It allows you to easily setup repetitive non-PM tasks to be used on many different pieces of equipment. Entering the proper code inserts the text containing the description of the task to be performed. For PM Work Orders, this list will show only the PM tasks for the selected Equipment. This enables you to add a PM Task that you would like done at the same time as the others, even if not yet due. See example below.

Description: Enter a detailed description of the work to be done. Estimated Time: The time required to complete this task.

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Note/Drawing/Document Tab, Work Order Task Form

Note: Enter a pre-defined note from the Note Library List. Drawing/Document File: Link to a document or drawing containing information regarding the task for easy viewing and printing. Use View button to display in Windows program: Check this box to use your Windows program view feature instead of the COGZ default view. Select OK to save your work; Cancel to return to the Work Order Entry Form. Additional information on document attachments in COGZ can be found at: http://www.cogz.com/kb/general-file-attachments.htm

Parts Tab, Work Order Entry Form

This function is available in the Optional Work Order Enhancement Module. Parts required to complete this work order are listed here. Part lines are unlimited and you can add, edit or delete lines using the Work Order Part Form described in the following sections. The Part Tab displays all parts that are necessary for the completion of a single task. It shows Part Number, Description, and Quantity. Add: Allows you to add a new part.

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Edit: Allows you to edit a previously entered part. Delete: Allow you to delete unnecessary parts. Add Tagged: : This brings up the inventory list so that you can add multiple pieces of inventory to a Work Order.

Work Order Part Form

The Work Order Part Form allows you to add parts used to complete the work order.

Other Tab, Work Order Entry Form

Priority: This is a 2-character alpha/numeric field that allows for the prioritizing of the work orders. Use a priority system that best suits your needs. Date Started: Date the work order was started. Date Entered: Date the work order was created. Supervisor: The initials of the supervisor of this work. Shift: The shift on which this work will normally be performed. Assigned To: The code of the employee to whom the work order was assigned. Note: Enter a Note Code for the note that you want to print on the bottom of this work order. A default note code can be setup in the System Defaults Form. The task detail section of the work order entry form operates just like all other lists. Use the mouse and click on the list to make the list active. You can also use the tab to move to the list. Use the following key or buttons to add, edit or delete task items.

Tasks Tab, Work Order List


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Displays the related tasks for the highlighted work order.

Parts Tab, Work Order List

The parts tab is included in the Optional Work Order Enhancement Module and allows you to assign parts to collective work orders. Displayed, are the parts required for the highlighted work order. If any changes to this information are necessary you can access the Work Order Part Form for each part listed and make changes.

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Part Number: The number of the part that is to be committed to the work order. Quantity: The quantity entered here will be the number of parts committed in the inventory for this work order. Location: The place where the part is located. This can be a non-inventory location such as a holding or planning area for work orders.

Completed Tasks Tab, Work Order List

Shows tasks completed for this work order.

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Acknowledgements Tab, Work Order List

Included in the optional Work Order Enhancement module, this tab shows login name of employees who have acknowledged overdue work orders upon logging in.

Work Order List Wide

An alternative way of viewing the list is using the Wide List. Wide List format enables viewing details of your equipment, work orders, inventory, and purchase orders at a glance just by scrolling through your data lists. As the data scrolls in the top list, details display in the related bottom list. The Wide List is designed to be used on monitors with a resolution of 800 x 600 or greater.

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Work Order Reminder

The Work Order Reminder window is designed to show a summary of work orders scheduled by date ranges. This reminder will pop up when the program starts if there are work orders scheduled between the date the window was last viewed and todays date; this date range will show at the top of the list as the Last Review-Today line. Unscheduled work orders are shown in the last line. Past due work orders are highlighted in red. Selecting a date range in the top list displays a list of work orders in that date range below if there are work orders scheduled within that range. This list is an alternative way to view the Work Order List. If this list has been disabled from program start up, you can only open this list from the Work menu. You can enable this display to appear at program start-up, see the System Defaults Form in the Setup section of the manual for more information. Change: Click this button to edit a highlighted work order. Delete: Click this button to delete a highlighted work order. Print: Click this button to print a highlighted work order. Refresh: Click this button to refresh the list to update any changes in work order status. This list will not be updated with any changes unless this button is clicked. Close: Click on this button to close this list. The graph to the right of the display will give you a quick overview of your work orders depending on where they fall in the different date ranges. Use the graph as a tool to see the amount of work orders still left to be done in your system.

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Overdue Work Order Acknowledgement

This feature of the optional Work Order Enhancement Module is activated when Security is enabled and Require Work Order Overdue Acknowledgement is checked on the System Defaults Work Order Tab. The Overdue Work Orders Acknowledgement screen appears if there are any unacknowledged past due Work Orders when a user logs in. The system will exit if not acknowledged..

Adding a Preventive Work Order


See the Creating Equipment PM Tasks section in the What to do First chapter of this manual for details on how to create this type of work order.

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Adding a Scheduled Work Order


Any Work Orders that are not Preventive Maintenance will not be generated automatically. This type of work must be added to the work order list manually.

Non-PM or Corrective Work Orders are added to the Work Order List by clicking the Add button. Simply fill out the Work Order Entry Form and press the Save button.

Once entered, return to the Work Order List. You will see your new work order in the list. Press the Print Button to print.

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Close Completed Work Orders

The Close Completed Work Orders process is used to enter completed work orders into the system. Entering completed work orders will update the PM database and all of the cost and history systems. The most important functions of this procedure is to update the PM database to reflect the most recent completion of PM tasks and to clear completed work orders from the work order system. Change PM Standard Estimated Times to Task Time as Tasks are Completed?: This feature automatically transfers the Estimated Time to the estimated PM task time upon completion of the task. Additional Parts and Labor?: This box is checked by default. Every time a work order is closed you will be asked if you would like to add additional parts and labor. Removing the check from this box will tell the system not to ask these two questions and will reduce the amount of time it takes to close each work order. Work Order No: The number of the work order that you want to enter as completed. This is a required field. If you do not know the correct number, pressing the lookup button provides access to the Work Order List. Once the work order number is entered, the computer will generate applicable information into other fields. Date Done: The date this task or work order was completed. Time Done: The time the task or work order was completed. View Document: Select this button to view or change attached documents, if any. View Task: Select this button to view or change Task information. Task Time: The time the task took to complete in decimal hours. If you want to use the systems capabilities to report on estimated task time versus actual time, you must enter actual times taken for each task. The screen will display the estimated time for your review. A decimal hour chart has been included in the Appendix. Last Meter Done and Last Mile Done fields will only be displayed if you have scheduled PMs by those items. Last Meter Done: If scheduled by meter, this is the current reading when the task was completed. You will be required to enter a last meter done if this is the manner in which you have scheduled this task in the PM section.

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Last Mile Done: If scheduled by miles, this is the current miles that the task was completed. You will be required to enter a last mile done if this is the manner in which you have scheduled this task in the PM section. If the task is scheduled by meters and uses fixed days as a backup when you close the work order the last fixed done will not be incremented. A reminder will pop up on your screen when you close this type of work order. Task Comment: Work order comments can be added when closing work orders. Each complete task can have its own comment. For additional task comment space you may click on the note icon to the right of the task comment field.

Employee: The initials or code of the employee that completed this task. Rate of Pay: The hourly rate of pay at which this task was completed. This information will be hidden from the view if the system security is set up and turned on and if the logged in user does not have access to employee pay rate information. Total Time: The total actual time it took to complete all tasks Completion Buttons COGZ allows partial Work Order completion. This powerful feature allows you to let the computer reschedule any uncompleted tasks, so you can concentrate on other more important things. Back: This button appears if you are accessing the Close Completed Work Orders menu from the Quick Close menu. Click this button to return to the Quick Close menu. Close All: Closes all tasks included in the selected work order. Close Highlighted Item: Pressing this button will complete only the highlighted task. When all of the tasks on a work order are processed you will be asked if you want to: Keep Work Order Open?: Answering No will complete and close this work order. If you want to add additional work to this work order leave it open by answering Yes. PM work orders will always be closed when all tasks are completed.

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Once you have completed the Keep work order open section, you will be asked if you want to: Issue Additional Parts?: Answering Yes will pop-up the Inventory Issue Form allowing you to issue inventory from the Inventory Issue Form. You must issue any parts that need to be attached to this work order, even if they have already been committed to the work order.

Once you have completed the Additional Parts section, you will be asked if you want to: Add Additional Labor?: Answering Yes allows you to add labor that may not have been scheduled to this work order. In order to add this labor, a window will pop-up which will allow you to fill in the necessary fields. Answer No if no additional labor is to be entered.

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Issue Inventory Form

Equipment and work order number will automatically be entered after closing a work order. See the Inventory section for additional information.

Close Highlighted Item


By pressing this button you will close only the PM task that is highlighted in the task screen. All other tasks will remain open.

Add Additional Labor


This button allows you to add additional labor to the tasks being closed out.

Enter the employee name and the additional time the task required. The system will automatically enter the date and the rate of pay for that employee.

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Close Completed Work Orders - Quick Close

The Close Completed Work Orders - Quick Close process is an alternative way to enter completed work orders into the system directly from the work order screen. Entering completed work orders will update the PM database and all of the cost and history systems. This feature functions in the same way as closing the completed work order from the Work menu. In the Work Order List, highlight the work order you wish to close and click on the Close WO button. This will bring up the Close Completed Work Order - Quick Close menu. Date Done: The date the work order was completed. Employee: The initials or code of the employee that completed this task. Total Time: The time it took to complete the work order. Task Comment: Comment to be added to all tasks closed using Quick Close on the work order. Detail: This will bring you to the normal Close Work Order menu where additional information can be entered. You can click on the Back button to return to this Quick Close menu. Quick Close: This will close the work order. Exit: Click this button if you wish to leave the Quick Close menu without saving.

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Log Completed Work Form

The Log Completed Work Form is used to enter and complete work orders that have not been previously entered into the system. By entering these work orders you will be updating all of the cost and history systems. Retain Last Screen Entered as Default?: This feature is for repetitive entry and leaves the last screen of data as the default so you only need to change data that is different before saving the next unscheduled work order. Enable Adding Parts: Check this box if you need to add parts to the work you are logging into the system. Use Open Work Order Numbers?: Allows you to select an open work order rather than creating a new work order and assigning the next sequential work order number Use WO No: Enter the existing work order number to which this work is going to be added. If you leave this as a zero, a new work order will be created Equipment: The number given to the equipment included on this completed work order. Leaving this field blank and pressing the lookup button provides access to the Equipment List. The data highlighted in this list will automatically be entered in this field when you make a selection. Employee: The initials or code of the employee that completed this work order. Leaving this field blank and pressing the lookup button provides access the Employee/Assigned To List. The data highlighted in this list will automatically be entered in this field when you make a selection. Pay Rate: The hourly rate of pay at which this task was completed. This information will be hidden from the view if the system security is set up and the logged in user does not have access to employee pay rate information. WO Type: There are ten types of work orders that can be created and completed at the same time. These ten classifications allow for greater flexibility in costing and history: 1. 2. Preventive Scheduled

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3. 4. 5. 6. 7. 8. 9.

Unscheduled Breakdown Project Major Safety Emergency Rework

10. Other (Used for any purpose you choose) Scheduled: The date the work was scheduled. Date Started: The date the work was started. Date Done: The date the work was completed. Meter Done: Enter the meter reading upon completion of the work order. Mile Done: Enter the mile reading upon completion of the work order. Request No: The number of the work order request if used. Supervisor: The supervisor responsible for this work. Actual Time: The actual time taken to complete this work order. Estimated Time: The estimated time to complete this work order. Breakdown Time: The time this equipment was out of service due to this work. Description: The description of the work order. This is a required field. Comment: There is one line available to make any pertinent comments. Select OK to save; Close to return to the menu without saving your work.

The entry of negatives is also available in the Work Order Forms.

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Generate PM Work Orders

Generate PM Work Orders is the process that actually creates PM work orders. The process searches the Equipment/PM database and creates PMs for any equipment PM tasks that are due according to miles, meter, or last date done. This process will also commit any parts necessary to complete the PM tasks in the inventory database. A full description of how to setup PM tasks is in the Equipment section of this manual. PM's that have not been completed before this process is started will be rescheduled. Therefore, all of your completed PM tasks and work orders from the previous PM cycle should be entered before proceeding with a new cycle. New work orders will be created with any new tasks added to the old uncompleted tasks and new work order numbers will be assigned. In the System Defaults Form there is an option so you can choose to replace all existing PM Work Orders with new work orders or create additional PM Work Orders for any new tasks that are due. Start-up Note: When you have a new program and have entered all of the tasks, etc. there is no last date done listed when you generate PMs for the first time. You can go through and add the last date done to the individual items, but this would be a tedious task. We recommend generating PMs. Since there is no end date, COGZ will print them all. Once you have these, close out the ones that were done previously (COGZ will prompt you that the date entered is old, but that is okay). This will add the last date done as well as establish the history in your system. In a multi-user system all other users must be logged off the system before starting a New Work Order Cycle. Additional information on PM Work Order Generation in COGZ can be found at: http://www.cogz.com/kb/preventive-maintenance-generate-3-simple-steps.htm

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General Tab, Generate PM Work Orders


(See the previous illustration) Last date PM work orders were generated: The computer will automatically generate this information for your reference. The only exception to this is if the range selection is enabled, the date will not be automatically updated. PM work orders will be generated up to and including this date: This is the date to which you want to schedule. It is a future date and is normally a 7-day interval from your previous work order cycle. This interval is setup in the System Defaults Form. However, you can override the date that is generated on this screen. At the end of the Generate PM Cycle you will be asked if you want to print Work orders now. If you decide to print the work orders later they can be printed from the Work Order Section of the Report Menu. The above is the recommended default configuration for generation of Preventative Maintenance Work Orders. Below are some options you may choose to better fit your specific needs.

Advanced Tab, Generate PM Work Orders


The Advanced Tab can be disabled from the Generate PM Work Orders view by checking the Disable PM Generation Advanced Tab option in the Work Order section of the System Defaults Form.

Enable PM Range Selection: Limits the range of PMs by Equipment No., Department, Location, Section, and Line. When using this function the last date PM Work Orders were generated will not be updated. This will allow you to enter new equipment and generate work orders for just those pieces of equipment without incrementing the date. Allow Schedule Ahead PM Duplicates: Allows you to generate PM work orders and recreate open PM's, creating duplicates. This feature will recreate all work orders that are due for the date generated, even if there are already existing work orders open, creating duplicates. The system will not allow you to check the Delete Open PM's and Recreate All PM WO's with this function. If open work orders are deleted no duplicates can be created. This feature is usually used when companies have contractors that they need to send the PMs to ahead of time.

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Delete Open PMs and Recreate ALL PM WOs: Deletes all of the existing PMs and Recreates all current Preventative Maintenance Work Orders. If you do not choose this option the PM Work Orders will remain unchanged. If you exceed 4 times and still do not recreate all PMs you will be prompted by the system with this warning message.

Long Date Format: If you are having problems with PM generation you may want to change your long date format. This will change the date displayed on your screen to four characters instead of two and may help you to determine what you are doing incorrectly. Go to My Computer, select the Control Panel, select Regional and Language Options. There will be a series of tabs at the top of the screen. Choose the Regional Options tab. Make sure that your Long Date Format is displayed as dddd, MMMM dd, yyyy or as shown highlighted below.

Additional information on when PM Work Orders Generate can be found at: http://www.cogz.com/kb/work-order-preventive-maintenance-task-scheduling.htm

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Work Order History List

The Work Order History List allows you to review all work order history. It also provides access to the Work Order History Form if a record requires any changes. The locator fields available allow you to view this list in numerous sort options. This List provides the Date Done, Work Order Number, Equipment Number and Description, Employee, Task Number, and Type of Work Order.

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This form provides more specific information than is available on the list. Although you are allowed to make changes on this form it is not usually advisable or necessary. This information is generated as work orders are completed and provides information on the history of work orders. Very rarely, if ever, will you need to change history. WO No: The number of this work order. Task No: The task sequence of this work order.

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WO Type: There are ten types of work orders that can be created and completed at the same time. These ten classifications allow for greater flexibility in costing and history 1. 2. 3. 4. 5. 6. 7. 8. 9. Preventive Scheduled Unscheduled Breakdown Project Major Safety Emergency Rework

10. Other (User for any purpose you choose) Employee: The employee who completed this work order. Rate of Pay: Pay rate of the employee. Equipment: The number given to the equipment included on this work order. Request No: The number of the work order request if available. Supervisor: The supervisor responsible for this work. Date Entered: The date the work order was entered. Scheduled: The date the work order was scheduled. Date Done: The date the work order was completed. Date Started: The date the work order was started. Meter Done: The meter reading upon completion of this work order. Mile Done: The milage reading upon completion of this work order. Actual Time: The actual time taken to complete this work order. Breakdown Time: The time this equipment was out of service due to this work. Estimated Time: The estimated time to complete this work order. Description: The description of the work order. Comment: Any comments that were entered pertaining to this work order. Drawing/Document File: Link to a document containing information regarding the task for easy viewing and printing through the hyperlink. Use View button to display in Windows program: Checking this box allows you to view your drawing using the Windows program that corresponds with that drawing or document. Select OK to save changes; Cancel to return to the Work Order History List without saving your work.

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Work Order Request Module


The Optional Work Order Request Module is designed to allow entry of work order requests over your network. The Work Order Request Module has two parts. One portion is used by the COGZ end user and the other is designed to be used by network users exclusively for entry of work order requests.

Work Order Request Management List


The Work Order Request Management List is available in the Optional Work Order Request Module and allows users to view and manage work order requests that have been entered into the system. From the Work Order Request List you may add new, edit existing, and delete unneeded requests. Requests displayed on this list may easily be turned into Work Orders. The list provides a request number, date, requested by, description, and status of the request.

Work Order Request Form


Press the Add button to bring up the simplified Work Order Request Form. This is designed to be used by the requester to enter work order requests to the system.

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Requested by: Employee who issued the work order request. Equipment No: This field can be used to select the equipment directly from the Equipment List for the request. This field may be left blank if the equipment is unknown. Short Description: Brief description of the work requested. Section: Section where this work order request was made. Can select from the Section List. This field is only available if the Unhide Section box is checked in the System Defaults Form, Advanced Tab. Email: Email address of the work order requester. Phone: Phone number of the work order requester. Priority: Priority of this work order request. Can select from the Priority List. Description: Detailed description of the work that needs to be performed. Notification of new work requests is available. The Requests button on the COGZ Main Menu will be displayed with a yellow star if new unread requests are in the list. When all requests in the list have been read the icon returns to its default format.

Pressing the edit button will allow you to edit work order requests already entered into the system. Additional information is displayed on this screen and is designed to allow for modification of existing work order requests by the COGZ end user.

Request Tab, Work Order Request Form


The Request tab displays additional information relevant to the work order request itself. Status: Six status types are available: Unread, Read, Assigned, Denied, Duplicate, and Completed. Response: Notes regarding the work request from other employees.

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Creating a Work Order from a Work Order Request


Work Orders Tab, Work Order Request Form
The Work Orders tab displays work orders that have been created from work requests.

Press the Add button to automatically schedule a work order from information contained in the work request. The only information that you will be required to enter are equipment number and assigned to in the Work Order Entry Form. Creation of a work order from a work request will change the status of the work request to assigned in the Request tab of the Work Order Request Form.

With the optional Email Module and the optional Work Order Enhancement Module, the Notify Assigned To checkbox appears. The checkbox reflects the default employees settings and can be changed at this time for this work order. See Setup Email Defaults for additional information.

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Work Order History Tab, Work Order Request Form


The Work Order History Tab displays tasks that have been completed for the highlighted work request.

Work Order Request List


The Work Order Request List is designed for use by work order requesters. Work order requests may be added and viewed from this list. Requests may not be modified from this list.

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Work Order Request Application


The Work Order Request Application is a completely separate, stand-alone, and optional application designed exclusively for entry of work order requests. To start the Work Order Request Application click the COGZ Work Order Request shortcut on your desktop that points to the COGZWOR.EXE file. See the Installation Section for setup information. The application allows any user to enter a work order request from across the network. Access to COGZ is limited to entry of work order requests only.

Add Request
Press the Add Request button to bring up the simplified Work Order Request Form, which allows entry of work orders onto the work order list.

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View Request
Press the View Request Button to bring up the Work Order Request List. Work order requests already entered into the system may be viewed from this list and new work orders may be modified. However, no changes to work orders may be made from this screen.

Print Request
Allows specification of ranges and prints the Work Order Request Report. Additional information on the Work Order Request Report is available in the Reports section of this manual.

Additional Information on the COGZ Work Order Request Module can be found at: http://www.cogz.com/kb/work-order-request-module.htm

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Equipment

Equipment List

The Equipment List displays all equipment and can be sorted in a variety of ways. Equipment taken out of service is displayed in RED in the Equipment List. The Equipment List has six tabs. In the following section we will discuss each tab and its underlying screens. When there is more than one way to access the same screen that screen will be discussed at one time.

Equipment Tab, Equipment List


The Equipment Tab of the Equipment List shows the Equipment Number and a brief description of the Equipment.

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Queue Labels
The Label button will print a label to be attached to your equipment or inventory for identification purposes. This is a standard 15/16" x 3.5" label.

You may print as many copies of the label as you would like and then send them to the Queue. This will allow you to save the labels that need to be printed until an entire sheet of labels is ready. To print these labels you must use the Label Report located under the Reports menu. See the Reports section of this manual for further details.

Copy Equipment
Copies equipment description and any PM tasks associated with the selected equipment to a new piece of equipment. This function is useful if you have several similar pieces of equipment that need to be entered. You must give your new equipment an original name to avoid creating a duplicate record.

Equipment Form

Equipment No: This is a required 20 character alphanumeric field, which is used to identify your equipment. Equipment is defined as anything that you want to maintain or charge costs to. If you change the Equipment Number of a piece of equipment, all of the related information will also be changed. See the Numbering section of this manual for methods of numbering. Description: The description of the equipment. Asset No: Linked to an Accounting system in a company. Manufacturer: Company that made this equipment. Model No: The model number of the equipment. Serial No: The serial number of the equipment.

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General Tab, Equipment Form


(See the previous illustration) Location: The physical location of the equipment. Line: This is the third level in the hierarchy of the cost system used to group equipment together for cost history reporting. Account: The account that this piece of equipment is to be charged to. Account numbers are used for budgeting and accounting functions and is therefore is a required field. See the Account/Budgets List in this section for further information. Cost Center: The first level in the hierarchy of the cost system used to group equipment together for cost history reporting. Department: This is the second level in the hierarchy of the cost system used to group equipment together for cost history reporting. Original Cost: The cost to purchase this equipment. Position in Line: The physical position of this equipment in the equipment line. Part Location: The primary location where parts for this equipment are stored. Priority of Operation: A code that indicates the importance of this piece of equipment in your operation. Section: The section to which this equipment is assigned. Installed: The date this equipment was installed. Warranty Until: The date the equipment is warranted until. Notes: Any notes for this piece of equipment.

PM Tab, Equipment Form

Out of Service: A Yes in this field will prevent PM's from being created for this piece of equipment. Enter No in this field for PM's to be generated. Equipment that is taken out of service is shown in red on the equipment list. It is also marked as inactive in the Equipment Detail Report. Taken Out: Enter the date this piece of equipment was taken out of service. Out Until: This feature is used for seasonal scheduling. A future date in this field will prevent PM's from being created until after this date. However, if the out of service field is set to Yes, PM's will not be created when this date is reached. Enter your date as if you were typing from the left to right (MM\DD\YYYY).

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Generate Separate Work Orders for Each PM Task: Clicking this box will create separate work orders for each equipment PM task when PMs are generated. This check box is also on the PM Task Form in the Equipment List.

Cost Tab, Equipment Form

Labor/Material Cost Section The labor and material cost section displays any cost history applied to this piece of equipment generated from the issue of parts or work performed. For reporting purposes, the Setup section of COGZ contains procedures to reset the costs periodically. Adjustment to these figures is allowed in the event that an error serious enough to warrant history changes has been made. For instance, you discover that a closed work order was incorrectly entered and accounts charged with 100 hours of labor when in fact only 1 hour was worked. Otherwise, do not make changes in this section.

Meter Tab, Equipment Form

Last Reading: Last date a meter reading was taken. Current Meter: Current reading from the equipment's meter. This value is used when scheduling PMs by meter. Average Meter: Enter the estimated average increase per work order scheduling cycle that this equipment will operate. Current Miles: Current operating miles from the equipment's odometer. This value is used when scheduling PMs by miles. Average Miles: Enter the estimated average miles per work order scheduling cycle that this equipment will operate.

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Drawings/Documents Tab, Equipment Form

Drawings Location: Location of drawings for this equipment if stored in paper form manually. The drawing list allows you to add equipment drawings from this location as well as from the Equipment List. View will enable you to print your graphic file directly from this form.

Safety Tab, Equipment Form

Safety Instructions: Information entered in the safety instructions for this equipment will print on all work orders.

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Preventive Maintenance Task List, Equipment List

The PM Task List, displayed by pressing the PM Task Tab, lists all PM tasks that are associated with this individual piece of equipment. From here you can create, modify, and delete Preventive Maintenance tasks. Renumber Tasks: Renumbers tasks on a power of 10 scale allowing for easy task reorganization.

Preventive Maintenance Task Form

Task No: This is a computer generated sequential number that you can override at any time to organize the order in which tasks are listed and printed on the PM. PM Library Procedure: This code is from the Standard Task Library database. It allows you to easily setup repetitive tasks to be used on many different pieces of equipment. Entering the proper code inserts the text containing the description of the task to be performed. Description: If you do not use a standard code you must enter a description of this PM task. If a PM Library Procedure Code has been used, this field is unavailable.

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Assigned To: Specifies the worker to which the task was assigned. Tasks assigned to the same employee will be printed on one work order. Tasks assigned to different employees will appear on different work orders. You may also assign weekly and monthly PMs on separate work orders if desired. To do this, create two new employees in the Employee/Assigned To List. One will be named Weekly, the other will be named Monthly. When scheduling these PM tasks simply assign the tasks to the employee called Weekly or Monthly as appropriate. This will cause all of the weekly tasks to print on one work order and all of the monthly tasks to be printed on a separate work order. Last Done By: The last employee that performed this task.

Date Scheduling Tab, PM Task Form


(See the previous illustration) Frequency Days: Interval in days that this task is to be scheduled. If you are using Meter or Miles to schedule, you are still required to enter a frequency in days as a backup schedule. Additional information on scheduling for Daily PM tasks can be found at: http://www.cogz.com/kb/work-order-daily-pm-work-orders.htm Schedule Type: Calendar based scheduling can be FLOATING or FIXED. Floating: Floating schedules are based on the last date done and the frequency in days. This type of schedule will take into account the last date that the task was done when scheduling tasks. This means that if the task is performed later than expected it will schedule for the next time around according to the date it was actually performed on, not the date it was scheduled for. Floating schedules are useful for tasks with shorter intervals between them, such as one week or one month. This way you will not fall behind if tasks are not performed on time. Fixed: Fixed scheduling allows you to specify an interval that a PM will always be scheduled, regardless of the last date done. This type of scheduling takes into account the fixed date done, which is the date that the task is scheduled for. Fixed scheduling is primarily intended for tasks with large intervals between them, for example, tasks that occur only once per year. It is not recommended that you use fixed scheduling for tasks that are to be performed frequently. If you miss a task you will need to make up for the ones not completed. A consideration that must be made when using fixed scheduling is that when PM's are scheduled by meters with fixed as the backup the last fixed date done will not be updated. Notification of this will pop up when you close this type of work order. Additional Information on Fixed or Floating Task Types can be found at: http://www.cogz.com/kb/work-order-floating-or-fixed.htm Estimated Completion Time: Approximate number of hours required for completion of the task. Down Time Required: Number of hours the machine in question will be out of service Last Date Done: The last date that this task was performed. This date will be used when scheduling with the floating scheduling option. Last Fixed Done: The last date that the PM will be scheduled from if you are using fixed scheduling option. This field overrides the last date done for scheduling purposes. This date is fixed so it can be used to schedule seasonal tasks such as

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boiler, air conditioning or cooling system startups and shutdowns. In most instances this field is left blank. Date Due: This is a calculated date that shows the next PM date. This date does not include any calculations related to scheduling by meter or miles. The date is based on the Frequency Days, Schedule Type, Last Date Done, and Last Fixed Date Done. If the schedule is Floating, the Date Due is the last date done plus the Frequency Days (if there is a last date done), otherwise it is the next PM cycle date plus the PM cycle days. If the schedule is Fixed, the Date Due is the Last Fixed Date Done plus the Frequency Days. Generate Separate Work Orders for All PM Tasks Associated with this Equipment: Clicking this box will create separate work orders for each equipment PM task when PMs are generated. This check box is also on the Equipment PM Task tab in the Equipment Form as well as on the System Defaults Form, Work Orders tab.

Meter Scheduling Tab, PM Task Form

Caution: When using meter readings to generate Work Orders you must enter meter readings before you generate PM's. Meter Frequency: The frequency that this task is scheduled to be performed. Meter Readings are used in conjunction with frequency days in order to schedule, based on whichever one comes first. Last Meter Done: Last meter reading this task was performed. Frequency Miles: The frequency in miles that this task should be performed. Miles are used in conjunction with frequency days in order to schedule based on whichever one comes first. Last Mile Done: Last mile meter reading this task was performed. Tasks that are scheduled by meter or miles must also be scheduled by days to prevent errors, which may occur if meter readings are not entered. Scheduling by days will prevent tasks from being missed due to human error. Meter frequency and frequency miles may not be scheduled concurrently. You can schedule based on meter and days or miles and days.

Parts Required Tab, PM Task Form

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The parts required tab is part of the Optional Work Order Enhancement Module and provides access to the PM Part List. This can also be used for tools required by listing tools in the inventory system. When this PM is scheduled, any parts required will be committed in inventory for this PM work order and print with the PM Work Order. Parts are committed in the inventory system and will show up on your inventory reorder report if the level has dropped below minimum as a result of the PM work order creation.

Preventive Maintenance Task Parts Form

The Preventive Maintenance Task Parts Form allows you to select parts that will be automatically scheduled for use when this PM task is scheduled. Part Number: The number that corresponds with the part needed. Location: Location of the part in question. Quantity: Number of parts required.

Note/Drawing/Document Tab, PM Task Form

Note: A code from the note database to provide detailed instructions about this PM task. This allows you to easily enter detailed instructions for repetitive tasks simply by entering a code.

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Drawing/Document File: Displays the location of a drawing or document that contains information for this PM task. Display the drawing or document by pressing the View button to the right of the field. Drawings may also be printed by pressing the View button. Use View button to display in Windows program: Checking this box allows you to view your drawing using the Windows program that corresponds with that drawing or document.

Work Order Tab, Equipment List


The Work Order Tab of the Equipment List shows open work orders for the selected Equipment Number.

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Drawings/Documents Tab, Equipment List

The Drawings/Documents Tab lists all drawings that are associated with this individual piece of equipment. The Optional CAD Module is available. Please call for purchasing information. Drawings of the equipment can be in many different graphics formats as displayed on the file dialog when you are adding files to the catalog. The optional CAD drawing viewer allows you to catalog drawings in PLT, DWG, and DXF formats. This system allows equipment information to be accessed from one location and can be used as a central storage location for all your equipment information. View Button: Displays the highlighted selection.

Equipment Drawing/Document Form

The Equipment Drawing/Document Form allows you to select drawings to be placed in this piece of equipments CAD catalog. Standard Windows graphic formats are supported. If you would like to display CAD, DWG, DXF, or PLT files you must purchase the Optional CAD Module. Drawing/Document File: Allows you to choose from a list of graphic files. Description: A brief description of the file selected. Use View Button to Display in Windows Program: By checking this box, you can allow the drawing to be displayed in a Windows Program when a View button is pressed. This button is disabled if the file is a CAD drawing type. Additional information on document attachments in COGZ can be found at: http://www.cogz.com/kb/general-file-attachments.htm

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Components Tab, Equipment List

The Components List is used to identify components used on a particular piece of equipment. Components, descriptions, and serial numbers for parts used on this piece of equipment will be displayed.

Component Entry Form


The Component Tab of the component entry form allows you to enter any components attached to the piece of equipment.

Component: Component Name Description: A description of the component Serial: The serial number for the component

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Vendor: The vendor of the component Horsepower: The horsepower of the component RPM: The RPM of the component Model: The model of the component Voltage: The voltage of the component Phase: The phase of the component Size: The size of the component Capacity: The capacity of the component Gear Ratio: The gear ratio of the component Pressure: The pressure of the component Frame: The frame of the component

User Fields Tab, Component Entry Form


(See the previous illustration) Field1 through Field 10: These User Defined Fields can be labeled, as your needs require, in the Components tab of the System Defaults form. The fields can then store entered information appropriately by component.

Parts Tab, Component Entry Form


Displays parts used on the selected equipment component.

Equipment Used On Form


The equipment component form allows you to enter any parts used on this component and change or delete already existing components.

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Part Number: The part number of this activity. The description will automatically be displayed once the part number is entered. Additional Description: Any additional description for the part as it relates to this piece of equipment. Component: The component that this item is part of (if applicable). Drawing No: Drawing number of the part. Date: The date this part was last used or the information was updated.

Note Tab, Component Entry Form


Displays any notes attached to the selected part on this component.

Additional information on Equipment Components with COGZ can be found at: http://www.cogz.com/kb/equipment-components.htm

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WO History Tab, Equipment List

Pressing the WO History Tab shows a list of Work Order History for the highlighted equipment.

Work Order History Form


See the Work Order History section for a detailed description.

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Inv History Tab, Equipment List

Pressing the Inv History Tab shows a list of Inventory History for the highlighted equipment.

Inventory History Form


See the Inventory History section for a detailed description.

Downtime Tab, Equipment List

Pressing the Downtime Tab displays any downtime associated with this piece of equipment. This tab is available with the Optional Downtime Module. This tab can be used to enter downtime as well as review downtime entered in the Downtime List.

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Equipment List Wide

An alternative way of viewing the list is using the Wide List. Wide List format enables viewing details of your equipment, work orders, inventory, and purchase orders at a glance just by scrolling through your data lists. As the data scrolls in the top list, details display in the related bottom list. The Wide List is designed to be used on monitors with a resolution of 800 x 600 or greater.

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PM Wizard

The PM Wizard creates Equipment PM schedules utilizing the PM Library Standard Tasks. By following the on screen prompts you can select existing equipment or create new equipment. Next, the PM Library Standard Tasks are tagged for inclusion for PMs on the selected equipment. The Wizard does the rest and creates the PM schedule. This schedule can be viewed by pressing the PM Tab on the Equipment List. See more detailed information about the PM Wizard in the What To Do First section of this manual.

Copy Equipment Form

The Copy Equipment Form allows you to copy PM tasks from one piece of equipment (number) to another. This copy function provides an easy method to setup your PM database. Its main purpose is to allow you to create one piece of equipment complete with PM tasks and then copy it to other similar pieces of equipment. This greatly reduces setup time and insures consistency. Delete Copy To PMs Before Copying: Deletes remaining PMs before copying; creates an entirely new list rather than just adding to the initial one. Copy Equipment Drawings: Copies equipment drawings. Delete Existing and Copy Equipment Components: Deletes existing components and then copies equipment components.

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The PM System can be rapidly setup by creating standard equipment:


Standard equipment should contain generic tasks that can then be copied to real equipment numbers. The tasks that do not apply can then be deleted. Example: Create a conveyor that has all the conveyor tasks that you need to perform maintenance on all of the conveyors in your facility. Copy this standard conveyor to other conveyors and delete the tasks that do not apply. This method has 3 important advantages 1. 2. 3. Creates PM system rapidly. Reduces errors in typing. Reduces errors in setting up PM Tasks caused by leaving out important tasks.

Change PM Assigned To Form

The Change PM Skills Form is available in the Optional Equipment Enhancement Module and is used to make global skill code changes. This process makes it easy to change skill codes in PM tasks. Some users create skill codes from employee initials so that scheduling of PM's is automatic. Using this procedure makes changes from one employee to another easy. Assigned To From: Enter the skill code that is to be revised. A lookup list is available. To: The new code for these skills. Equipment Range to Change From: The code number of the equipment from which to begin the change of skills. To: The code number of the equipment at which to end the change of skills.

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Meters
The Meter menu provides access to procedures that allow you to collect and update equipment meter readings, which are used in the creation of PM Work Orders.

Print Meter Reading Sheets


The Equipment Meter Reading Report is printed for equipment that is in service and has a Last Reading entry in the Equipment Form.

This listing is used to manually record meter readings as they are taken. After meters have been read, this data is entered in the Enter Meter Readings section. These readings are used to schedule PM's.

Equipment Meter Entry Form

The Equipment Meter Entry Form allows you to enter the meter readings you have recorded on the equipment meter reading report. These readings are used to schedule PM's. Equipment No: The Equipment Number to update. Reading Date: The date that the readings were taken. This will default to today's date. Current Meter: Enter the meter reading of the piece of equipment. The previous reading will be displayed until you override it. Current Miles: Enter the mileage reading of the piece of equipment. The previous reading will be displayed until you override it.

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Select OK to save your work; Cancel to return to the menu.

Import Meter Readings


Import Meter Readings is part of the Optional Equipment Enhancement Module. Import meter readings is used to automate updating equipment meter readings for PM processing. Import meter readings from a comma delimited text file called meterin.csv. The file must be in the format: Equipment Number, Meter, Miles. Column headings are not required. If you do not need to import meter readings for a work order cycle, you can simply delete the meterin.csv file from your program directory to continue your preventive maintenance task generation without first importing your new meter readings.

The text file should be formatted like: EQUIPMENT01,345,555 EQUIPMENT02,600,9324 Etc. Additional information on Meter Readings with COGZ can be found at: http://www.cogz.com/kb/equipment-meter-readings.htm

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Downtime List
The downtime section is available in the Optional Downtime Module and allows manual tracking of downtime for equipment.

The downtime list provides a place to enter and track downtime for equipment.

Downtime Form

Equipment No: Number for the equipment for which you would like to record downtime. Line: Line assigned to the specified piece of equipment. Date: Date downtime occurred. Time: Time downtime occurred. Year-Week: Week number of the current year. Category: Offers five categories for which to assign hours of downtime. Category names may be specified in the System Defaults Form, Downtime tab. Reason: Reason for the occurrence of downtime.

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Repairs: Repairs performed during downtime. Additional information on Equipment Downtime with COGZ can be found at: http://www.cogz.com/kb/equipment-downtime-module.htm

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Inventory

Inventory List

The Inventory List is used to manage your inventory. From the list you can add, edit, delete, or copy items. Show All: When this box is checked all inventory items are shown. Any items that are marked as inactive are shown in red. When this box is not checked inactive items are removed from the list. Find XRef: Enter a cross reference part number to find parts listed with this XRef, and then click Find XRef. The Inventory List has four tabs. In the following section we will discuss each tab and its underlying screens.

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Inventory Tab, Inventory List


(See the previous illustration) The Inventory Tab of the Inventory List displays Part Number, Description of the part, the Vendor of the part, the Location of the part, a Keyword the part can be referred to as in the program, OEM, and the Quantity of the part needed.

Queue Labels
The ability to print inventory labels is available in the Optional Inventory Enhancement Module. The Label button will print a label to be attached to your equipment or inventory for identification purposes. This is a standard 15/16" x 3.5" label and may be purchased from any office supply store.

You may print as many copies of the label as you would like and then send them to the Queue. This will allow you to save the labels that need to be printed until an entire sheet of labels is ready. To print these labels you must use the Label Report located under the Reports menu. See the Reports section of this manual for further details.

View Button
This function is available in the Optional Inventory Enhancement Module and views the graphics file attached to this part. This button will be dimmed if no picture file is attached to this part.

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Inventory Form

Part Number: This 20 character alpha/numeric field is the main identifier for the part. You may use your own internal numbering system or the manufacturers numbering system. We recommend that you use the manufacturers part number so that you do not need to maintain your own catalog system. A part can easily be found in the inventory system by searching the part's actual part number and without having to refer to a cross-reference system. Part numbers can be changed at any time. All references to that part number will also be changed. Part Number Other: A space provided for an additional part number to be specified in. If in the first Part Number field you used your own internal numbering system you may choose to display the manufacturers numbering system in this field or vise versa.

General Tab, Inventory Form


(See the previous illustration) Description: The description of the part. There are three lines available for detailed information. Last Cost: The last cost of this item. This is computer generated from the last receipt however you may also enter it manually. Notice that inventory prices extend to four decimal places. Average Cost: The average cost of this item, computer calculated. Location 1: Location 1, the primary location, indicates where a part is stored. Vendor: The preferred vendor for this part. On Hand 1: The quantities on hand at location 1. It is possible to have a negative number at a location if a part has been issued but has not yet been input as received in the computer. If the system security has been set up and the logged in user does not have access to Inventory on Hand the quantity of inventory on hand at any location may not be manually changed. Keyword: This is a manually entered keyword used for searching and sorting information. It is an optional entry field. If you choose not to enter information in this field, please be aware that if you select as a sort option keyword from the

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Inventory List, there will be no List available. You will be given an opportunity to enter the information in a form. Minimum 1: The minimum quantity to keep at this location. This number has been manually entered during the set-up of this part as an inventory item. If the quantity on hand is less than the minimum specified at any location the quantity column for that inventory item will be displayed in red. Equipment: Type of equipment the part is used on. Units of Measure: How this part is measured. Any text may be entered here. If left blank this field will default to EACH. Dwg/Doc File: This feature is available in the Optional Inventory Enhancement Module. It contains the name of the graphics file attached to this part. The file must be in one of the listed graphics file formats displayed in the file dialog window. If you have the Optional CAD Module, DWG, DXF, or PLT file formats can also be used. Use View button to display in Windows program: When this box is checked, the drawing can be displayed in a Windows program when a View button is pressed. Additional information on document attachments in COGZ can be found at: http://www.cogz.com/kb/general-file-attachments.htm Inventory Item is Inactive: When this box is checked, the piece of inventory will be marked as inactive. Inactive items are displayed in red on the Inventory List if the Show All box is checked. If the Show All box is not checked, items marked inactive are not shown on the Inventory List. Inactive items never show up on the Inventory select list. You will not be permitted to assign an inactive part to a piece of equipment or to a work order. These items will also be shown as inactive in the inventory master report.

Other Locations/Valuation Tab, Inventory Form

The Other Locations/Valuation tab is available in the Optional Inventory Enhancement Module. This tab includes locations 2 through 5, which store information when using multiple locations to store inventory.

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Purchasing/Other Vendors Tab, Inventory Form

Standard Order: The quantity that would normally be ordered due to economics or usage. On Order: On order reflects the total quantities now on order. Committed: The total amount of these parts that have already been reserved for work orders. Lead-time: The number of days it usually takes from ordering this part to receiving it. Warranty: How long the manufacturer will warranty this part. OEM: Enter the name of the original equipment manufacturer. This is a 25character alpha/numeric field. Priority: How critical it is to have this part in stock. Contract No: Number of the purchasing contract of the primary vendor. Account: The account number of the category the equipment falls into. Last Physical: This feature is available in the Optional Inventory Enhancement Module and keeps the date that this part was last counted. Taxable: Yes in this field indicates that this is a taxable item. Other Vendors: A list of other vendors that supply this part.

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Inventory Vendors Form

The Inventory Vendors Form is used to add other vendors that are suppliers of the inventory item. Vendor: Name of the vendor. Cost: Cost of the product. Note: Use this field to add a note to the vendor.

Notes Tab, Inventory Form

Use this list for any notes on this inventory part.

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Cross Reference Tab, Inventory List

Displays the Cross Reference List enabling you to check for substitute parts.

Inventory Cross Reference Form

The Inventory Cross Reference Form is used to add other parts that could be used as substitutes for this inventory item. Vendor: Name of the Vendor. Cross Reference No: Number by which the Vendor and the Product can be crossreferenced. Cost: Cost of the Product. Note: Any additional information regarding this cross-reference.

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History Tab, Inventory List

Displays the History of the highlighted inventory item including Date, Activity, Quantity, Cost, and Vendor. From this list you can also access the Inventory History Form to add or edit inventory history.

Equipment Used On Tab, Inventory List

Displays the equipment number and description of equipment that use this part. It also accesses the Equipment Used On Form allowing you to enter additional equipment on which this part is used.

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Inventory List Wide

An alternative way of viewing the list is using the Wide List. Wide List format enables viewing details of your equipment, work orders, inventory, and purchase orders at a glance just by scrolling through your data lists. As the data scrolls in the top list, details display in the related bottom list. The Wide List is designed to be used on monitors with a resolution of 800 x 600 or greater.

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Adjust Inventory Menu


Issue Inventory Form

The Issue Inventory Form is used to remove inventory from stock when parts or materials are used. When a part is issued the quantity is adjusted in inventory, cost is applied to the equipment, and the parts catalog is updated. Part Number: The part number that is being issued. By issuing you will automatically decrease this part from inventory, update the activity file and add the cost of this part to the equipment and account/budget file. Cost: The current cost of this part. Quantity: Enter the quantity that has been used. If you are using the part tag system and counting the bin quantities make sure that the quantity on the right of this screen coincides with the quantity on the tag. If it does not, you should make additional adjustments to make the inventory accurate. Issuing parts to a dummy account will accomplish this. Location: The four additional inventory locations are available in the Optional Inventory Enhancement Module and show the location that the part came from. Choose one of the inventory location numbers available on the screen. Date: The date this part was issued. Equipment: The number of the equipment on which this part was used. Component: The component associated with this part on the equipment. WO Number: The work order on which this part was used. Issued By: The code of the employee that issued this part, usually the employees initials. Select Issue to issue this part. To verify that the part was issued the Part Number field will clear and the words "New Part was Issued" will appear at the top of the screen. You may also press the Close button to leave without saving.

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Receive Inventory Form

The Receive Inventory Form is used to receive parts or materials into inventory. When a part is received the quantity is adjusted in inventory, vendor history is updated, inventory activity is updated and if a purchase order was used it is also adjusted to show the receipt. Date: The date the part was received. Part Number: The part number to be received. Vendor: The code of the vendor from whom this part is being received. Cost: The cost of the part being received. Quantity: The quantity received. Location: The five inventory locations are available in the Optional Inventory Enhancement Module and show the location where these parts will be put. Received By: The initials or code of the person that received the parts. Tag Button: The inventory parts tag button is available in the Optional Inventory Enhancement Module. Select Receive to receive this part. To verify that the part was restocked the Part Number field will clear and the words "Part was Received" will appear at the top of the screen. You may also press the Close button to leave without saving.

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Restock Inventory Form

The Restock Inventory Form is used to add parts back into inventory if they were not used. It reduces the equipment and account material costs. When the part is restocked, the quantity is adjusted in inventory. Part Number: The part number that is being restocked. By restocking you will automatically add this part back into your inventory, update the activity file, and reduce the equipment and account material costs. Cost: The current cost of this part. Quantity: Enter the quantity that is being restocked. Location: The four additional inventory locations are available in the Optional Inventory Enhancement Module and show the location that the part is being restocked. Choose one of the inventory location numbers available on the screen. Date: The date the part was restocked. Equipment: The equipment on which this part was not used. WO Number: The Work Order on which this part was not used. Restocked By: The code of the employee that restocked this part, usually the employees initials. Select Restock to restock this part. To verify the part was restocked, the Part Number field will clear and the words Part was Restocked will appear at the top of the screen. You may also press the Close button to leave without saving.

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Inventory Count Form

The Inventory Count Form is used to enter a count for an inventory part. Any count made will adjust the inventory quantity. Part Number: The part number that is being adjusted. By adjusting you will automatically add this part back into your inventory, update the activity file, and reduce the equipment and account material costs. Count: Enter the total count of the inventory part. Location: The four additional inventory locations are available in the Optional Inventory Enhancement Module and show the location that the part is being counted one of the inventory location numbers available on the screen. Date: The date the part was counted. Counted By: The code of the employee that counted this part, usually the employees initials. Select OK to adjust the inventory quantity To verify the inventory was adjusted, the Part Number field will clear and the words Inventory was Updated will appear at the top of the screen. You may also press the Close button to leave without saving.

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Workstation Bar Code Menu

The Workstation Bar Code Scanning is available with the Optional Bar Code Module. The separate issue, receive, and restock screens are configurable in the System Defaults Form in the Scanning tab. Issue: Use this to issue inventory parts from your parts room. Receive: Use this to receive inventory parts into your parts room. Restock: Use this to restock inventory parts into your parts room. Review and Process Data: Use this to access the Inventory Bar Code Adjustment Review List to review your issued, received, and restocked parts from your inventory to update your inventory quantities.

Issue Inventory Bar Code Form

The Date, Part Number, and Quantity will always be displayed. To select the required and displayed fields for issuing inventory, adjust the fields in the Scanning Tab of the System Defaults Form. Date: Date the inventory part is issued; will always be todays date. Part Number: This field will display the scanned part number to be issued. This field is always required. Location: The location of the inventory part to be issued.

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Quantity: The number of this inventory part issued. This field is always required. Cost: The cost of the inventory part to be issued. Equipment No: The equipment on which this part was used. Component: The component on which this part is used associated with the equipment. WO No: The work order number on which this part was used. Issued By: The employee issuing the inventory part.

Receive Inventory Bar Code Form

The Date, Part Number, and Quantity will always be displayed. To select the required and displayed fields for receiving inventory, adjust the fields in the Scanning Tab of the System Defaults Form. Date: Date the inventory part is received; will always be todays date. Part Number: This field will display the scanned part number to be received. This field is always required. Location: The location of the inventory part to be received. Quantity: The number of the inventory part received. This field is always required. Cost: The cost of the inventory part to be received. Received By: The employee who received the inventory part. Vendor: The vendor who supplied the part.

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Restock Inventory Bar Code Form

The Date, Part Number, and Quantity will always be displayed. To select the required and displayed fields for receiving inventory, adjust the fields in the Scanning Tab of the System Defaults Form. Date: Date the inventory part is restocked; will always be todays date. Part Number: This field will display the scanned part number to be restocked. This field is always required. Location: The location of the inventory part to be restocked. Quantity: The number of the inventory part restocked. This field is always required. Cost: The cost of the inventory part to be restocked. Equipment No: The equipment on which this part was not used. WO No: The work order number on which this part was not used. Restocked By: The employee restocking the inventory part.

Inventory Bar Code Adjustment Review List

This list allows you to review any inventory part scans that were incorrect or are missing information. Any inventory parts with problems will remain in the list until the issues have been resolved and processed or deleted from the list.

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Portable Bar Code Menu

Download Scanner Data: After inserting the bar code scanner into the scanner base, press this button to download the data. Import Data for Review: Imports the data to the inventory adjustment system from the file created in the previous step. Review Imported Data: This will bring you to the Scan Review List during the import process where you can process your scans to update your inventory counts.

Inventory Bar Code Adjustment Review List Portable Menu

This list allows you to review any inventory part scans that were incorrect or are missing information. Any inventory parts with problems will remain in the list until the issues have been resolved and processed or deleted from the list.

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Adjust Inventory Bar Code Scanning


The Bar Code Module is an optional module. The portable bar code laser scanner is used to automate the process of issuing, receiving, and restocking your inventory parts. It is used with the Bar Code Module. The Portable Bar Code Reader installation process consists of the following: Shut down your computer. Plug the black serial cable into COM port (1 or 2) Plug the bar code reader power supply into the serial cable and attach to the laser scanner. COGZ software must also be set up to recognize the COM port you have selected. Adjustment Scanner Setup Information:

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ADJUSTMENT SCANNING PROCESS Using the Portable Bar Code Scanner to enter adjustment scanning counts*: *Note: Your physical inventory and parts room adjustment scanning data are two separate files. You can scan and download each file separately into COGZ. The scanner is turned on using the 1/0 button.

From the COGZ INVENTORY main scanner menu, select F2=COLLECT. You will have a choice of inventory adjustments: Issue, Receive, or Restock. To Issue Inventory (-IS) Select F2. To Receive Inventory (-RE) Select F3. To Restock Inventory (-RS) Select F4.

The above example screens show Inventory Issue (-IS). The Receive and Restock screens are similar with RE or RS replacing the IS.

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To perform the scanning process complete the following steps: 1. Scan the part number. 2. Scan the location. 3. Enter the count of parts on hand using the keypad, then press ENTER. (Scanning the third bar code on the inventory tag scans the number 1.) 4. Repeat from 1 above until finished. 5. Press F4 to end data collection. To Erase a Completed Entry:

Pressing F3 will Erase the previous completed entry

Portable Bar Code Menu


To download the adjustment data into COGZ: Start COGZ and select the Inventory menu, Adjust Inventory menu, and then Portable Bar Code menu.

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Step 1 - Press the Download Scanner Data button. On the hand held unit press the options below as they are available on the screen: F3=FILE OPTIONS F2=SEND FILE* F3=TRANSACTIONS Place the scanner in the cradle to connect it to your workstation. *Note: The F2 Send File Option is not required on some scanner models. If Send File is not available on your scanner, place scanner in cradle and then continue with Step 2 Below. The bold selections below show the order in which to select the proper functions to download your data into COGZ (the same selections as above with all of the screen options listed). The screens are in order from left to right: *COGZ Inventory* F2=COLLECT F3=FILE OPTIONS *FILE OPTIONS* F2=SEND FILE F3=ERASE FILE F4=EXIT *SEND COMPLETE* F3=SEND OPTIONS F4=EXIT Step 2 In COGZ, Press the Import Data for Review button. This process imports the data into a COGZ list for final review before actually changing your inventory. Step 3 - Press the Review and Process Imported Data button. This process will change the inventory to reflect the new adjustment quantities. See Inventory Bar Code Adjustment Review List Portable Menu above for details. *SEND FILE* F2=PHYSICAL INV F3=TRANSACTIONS F4=EXIT

When downloading is complete, you will receive the following message:

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After completing Step 2, make sure you erase the file in the laser scanner so your next adjustment scanning does not contain outdated information. From the COGZ Inventory Main Menu, Select F3 File Options, then F3 Erase File, and then F3 Transaction, confirming with ENT, to erase the Inventory Adjustment Transaction file in the Portable Scanner.

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Inventory History List

The Inventory History List is part of the Optional Inventory Enhancement Module and allows you to view your inventory history. From the list you can add, edit, or delete history. Access to the form is normally given to the system administrator.

Inventory History Form

Part Number: Part number for this activity. Equipment Number: If this part was an equipment part issue, enter the equipment number of this activity. Component: If this part was an equipment part issue, this field would be available to enter component information.

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Activity: This part change due to an issue, count during a physical inventory, or it was received. PO Number: If this was a purchase order receipt, enter the purchase order number for this activity. Receiver No: Sequential number generated when parts are received through purchasing. Invoice: The Invoice number of this item. Date: Date of this activity. Vendor: The code number of the vendor. Cost: Cost of the part at the time of activity. Tax: Tax charged on the sale of the part. Quantity: The quantity column may indicate a positive or a negative number. A positive number indicates that on the given date the inventory was adjusted up for the quantity given (more parts put into stock) and a negative number indicates that the quantity of parts given were removed (less parts in stock) from inventory. Requested By: The initials of the person who requested a part to be purchased. WO Number: Enter the work order number if this part was issued due to a work order. Location: Location where this part change was made. Account: The account number to which this part was issued. Employee: The code of the employee that received or issued this part.

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Inventory Committed to Work Orders

The Inventory Committed to Work Orders List is part of the Optional Inventory Enhancement Module and displays all the parts that are currently committed to work orders. When a part is committed to a work order it is considered not in stock and will affect the reorder report This is the only list that will not allow you to use the Add key to access a blank form. You must make changes from the Work Order Entry Form where work orders are created; these parts can be entered in the parts tab of this form. Close: Will return you to the Inventory Menu.

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Physical Inventory Menu


The physical inventory is part of the Optional Inventory Enhancement Module and is used to ensure accurate stock levels in your storerooms. We recommend that you use this system along with the inventory tag system to ensure your inventory accuracy. (See inventory labels for more information). Print Count Sheets: Selects the location of the inventory items that you want to physically count. You are prompted to fill in a range of locations from which to select. Enter Count Sheets: Selecting this option provides access to the Physical Inventory Entry Form where you can enter data to update the counted inventory items. Variance Report: Reports on the variances between the inventory levels before and after counting.

Physical Inventory Count Sheet Selection

The Physical Inventory Count Sheet Selection is used to select the inventory that will be physically counted. Count sheets will then be printed to use during the inventory count. From: Start selection from this location. To: Stop selection at this location.

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Physical Inventory Bar Code Review List

The Physical Inventory Bar Code Review List is used to update the inventory quantities from the count sheets that you printed from the Physical Inventory Count Sheet Selection menu. Adjustments will be allowed only to the items that had been selected to count. Each inventory line item is preceded on the left with a line number. You may begin entry on any line number. Physical Inventory count sheets must be printed before you can start count entry; otherwise, you will be notified that no physical inventory exists. Counted Date: Enter the date inventory was counted. Counted By: Enter the employee code of the person that counted the inventory. Inventory Locations: Five Inventory Location buttons are available to allow for fast access to actual locations of your inventory. To use this convenient feature highlight the location that needs to be changed and press the appropriate location button for a change. If an invalid location is entered the entry will not update, you must either pick one of the 5 locations under the buttons or you will have to go to the Inventory Form and change the locations so that the one that you are using is valid. Hint: To change several locations at a time the arrow keys can be used. Part Number: Number assigned to the part Description: A brief description of the part On Hand: Number of parts on hand Counted: Number of parts that were actually counted Location: Location of the parts Result: The message must always say Update Pending until processing is complete, if it does not, the counts cannot be processed. An incorrect part number or location may trigger an error in the message field, which will be shown in red. After successful processing, the message will read Inventory Updated. Press Edit to place the cursor in the first count entry field on the list or you can use the mouse and double click. Enter the quantity counted and use the down arrow keys to enter each additional count. You can also use the mouse to select each field that you want to enter counts.

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When you are finished entering the physical inventory counts press the Process Button to update actual quantities in inventory. If all counts have been processed the verification screen will appear.

Counts that have been processed will be displayed in green in the message field. If all of the items have not been updated due to an invalid part number or location the valid counts will be processed and a screen will appear notifying you that not all items have been updated. This will allow you to correct any problems and reprocess the counts.

Physical Inventory Variance Report

The Physical Inventory Variance Report lists any variances and adjustments that were made during the last Physical Inventory Update. This report will display the Part Number, Description, Location, Quantity in the system inventory, Quantity Counted, and the Change in Quantity. It will also provide a Total Quantity Change Figure.

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Physical Inventory Bar Code Menu

Physical Inventory Bar Code Menu is a feature that comes with the Optional Bar Code Module, which is available for purchase. This screen allows you to complete the steps necessary for bar coding. Download Scanner Data: After inserting the bar code scanner into the scanner base press this button to download the data. Import Data for Review: Imports the data to the physical inventory system from the file created in the previous step. Review and Process Imported Data: This screen is very similar to the Physical Inventory Count Entry screen. The only differences are in the Location and Part Number fields. This is because the inventory actually has to be scanned. If a part error message is received, it is caused by a scanned part that is no longer in inventory or a location that has changed.

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Physical Inventory Bar Code Scanning


The Bar Code Module is an optional module. The portable laser bar code scanner is used to automate the process of updating physical inventory counts. It is used with the Bar Code Module. The physical inventory installation process consists of the following: Shut down your computer. Plug the black serial cable into COM port (1 or 2) Plug the bar code reader power supply into the serial cable and attach to the laser scanner. Start your computer. COGZ software must also be set up to recognize the COM port you have selected. Before proceeding, you must enter the Serial Port used for the scanner on the Advanced Tab of the System Defaults Form. (See System Defaults in this manual.) Physical Inventory Scanner Setup Information:

The dots per inch for label printing is set up in each individual label form, in the Reports, Labels menu.

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PHYSICAL INVENTORY PROCESS Using the Portable Bar Code Scanner to enter physical inventory counts*: *Your physical inventory and parts room scanning data are two separate files. You can download each file separately into COGZ. The scanner is turned on using the 1/0 button.

From the COGZ INVENTORY main scanner menu, select F2=COLLECT. You will have a choice of Physical Inventory, Issue, Receive, or Restock. Select F1 to take physical inventory counts.

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1. Scan the part number. 2. Scan the location. 3. Enter the count of parts on hand, then press ENTER. (Scanning the third bar code on the inventory tag scans the number 1.) 4. Repeat until finished. 5. Press F4 to end data collection.

Physical Inventory Bar Code Menu


To download the physical inventory data into COGZ: Start COGZ and select the Inventory menu, Physical Inventory menu, and Portable Bar Code option.

Step 1 - Press the Download Scanner Data button. On the hand-held unit press the options below as they are available on the screen: Note: The F2 Send File Option is not required on some scanner models. If Send File not available, continue with Step 2 Below. F3=FILE OPTIONS F2=SEND FILE F2=PHYSICAL INV The bold selections below show the order in which to select the proper functions to download your data into COGZ (the same selections as above with all of the screen options listed). The screens are in order from left to right: *COGZ Inventory* *FILE OPTIONS* *SEND FILE*

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F2=COLLECT F3=FILE OPTIONS

F2=SEND FILE F3=ERASE FILE F5=EXIT

F2=PHYSICAL INV F3=TRANSACTIONS F4=EXIT

When downloading is complete, you will receive the following message: *SEND COMPLETE* F3=SEND OPTIONS F4=EXIT Step 2 - Press the Import Data for Review button. This process imports the data into a COGZ list for final review before actually changing your inventory. Step 3 - Press the Review and Process Imported Data button. This process will change the inventory to reflect the new counted quantities.

After completing this step, make sure you erase the file in the laser scanner so your next physical inventory does not contain outdated information. After completing Step 2, make sure you erase the file in the laser scanner so your next physical inventory scanning does not contain outdated information. From the COGZ Inventory Main Menu, Select F3 File Options, then F3 Erase File, and then F3 Phy Inventry, confirming with ENT, to erase the Physical Inventory file in the Portable Scanner.

Workstation Bar Code System


The Workstation Bar Code System is available with the Optional Bar Code Module. With this separate application, you can designate a computer on your network in

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your parts room to be used solely for the issuing, receiving, and restocking of your inventory parts. The information included in this section is the same information in the previous adjustment section; however, it is provided as a reference since this is a separate application.

Workstation Bar Code Menu Bar Code System

Issue: Use this to issue inventory parts from your parts room. Receive: Use this to receive inventory parts into your parts room. Restock: Use this to restock inventory parts into your parts room. Review and Process Data: Use this to access the Inventory Bar Code Adjustment Review List to review your issued, received, and restocked parts from your inventory to update your inventory quantities.

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Issue Inventory Bar Code Form Bar Code System

The Date, Part Number, and Quantity will always be displayed. To select the required and displayed fields for issuing inventory, adjust the fields in the Scanning Tab of the System Defaults Form. Date: Date the inventory part is issued; will always be todays date. Part Number: This field will display the scanned part number to be issued. This field is always required. Location: The location of the inventory part to be issued. Quantity: The number of this inventory part issued. This field is always required. Cost: The cost of the inventory part to be issued. Equipment No: The equipment on which this part was used. Component: The component on which this part is used associated with the equipment. WO No: The work order number on which this part was used. Issued By: The employee issuing the inventory part.

Receive Inventory Bar Code Form Bar Code System

The Date, Part Number, and Quantity will always be displayed. To select the required and displayed fields for receiving inventory, adjust the fields in the Scanning Tab of the System Defaults Form.

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Date: Date the inventory part is received; will always be todays date. Part Number: This field will display the scanned part number to be received. This field is always required. Location: The location of the inventory part to be received. Quantity: The number of the inventory part received. This field is always required. Cost: The cost of the inventory part to be received. Received By: The employee who received the inventory part. Vendor: The vendor who supplied the part.

Restock Inventory Bar Code Form Bar Code System

The Date, Part Number, and Quantity will always be displayed. To select the required and displayed fields for receiving inventory, adjust the fields in the Scanning Tab of the System Defaults Form. Date: Date the inventory part is restocked; will always be todays date. Part Number: This field will display the scanned part number to be restocked. This field is always required. Location: The location of the inventory part to be restocked. Quantity: The number of the inventory part restocked. This field is always required. Cost: The cost of the inventory part to be restocked. Equipment No: The equipment on which this part was not used. WO No: The work order number on which this part was not used. Restocked By: The employee restocking the inventory part.

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Inventory Bar Code Adjustment Review List Bar Code System

This list allows you to review any inventory part scans that were incorrect or are missing information. Any inventory parts with problems will remain in the list until the issues have been resolved and processed or deleted from the list.

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Purchasing

Purchase Order List

The Purchase Order List provides information on the Purchase Order Number, Vendor Code, Vendor Name, Phone Number, Invoice Number, Due Date, and the Date Ordered. Any overdue purchase order will have the Due Date highlighted in red. Also, if the purchase order has not been printed the PO Number will appear in red. Show Completed: This feature is available in the Optional Purchase Order Module. When this box is checked, only completed purchase orders will be displayed in the Purchase Order List. Using this function you can reopen completed purchase orders, allowing you to review and print them. During default operation only open purchase orders are displayed in the Purchase Order List.

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To change the status of a completed purchase order and have it displayed in the active list, simply double click on the purchase order you would like to change. This will allow you to override its completed status.

Choosing yes will move the Purchase Order from the Completed List to the Active List. No will cancel the change. This function requires security clearance. Print Button: Prints the purchase order that is highlighted. When printing purchase orders a feature in the Optional Inventory Enhancement Module will also allow you to automatically allow you to print Purchase Order Labels. The parameters for the purchase orders can be adjusted on the PO Setup tab of the System Defaults form. This form is located under the Setup menu. Information such as the message that appears on the top of the purchase order, bottom PO note, tax rate, last PO number, etc can be altered there.

Report Options allow you to select the information that appears on the Purchase Order.

Logo: When printing Purchase Orders you may choose to print your companys logo in the upper left hand corner of the Purchase Order. The logo must be a 1 high x 3 wide Windows bitmap file. The file may be bigger than 1x 3 as long as it has a ratio of 1:3 so as not to distort the image during the shrinking process. To add your logo, manually enter a bitmap file of your companys logo in the Logo File field in the System Defaults PO Setup tab. Make sure this file is located in your COGZ directory. You may also choose to turn off the logo completely. To do so, just delete the file name located in the PO Setup tab. Receive PO Button: Press this button to enter Receipts against the highlighted Purchase Order.

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Purchase Order Entry Form

The Purchase Order Entry Form allows you to create and modify purchase orders. The top section of the Form is navigated the same as a form. The bottom section works like a List and provides access to the Purchase Order Item Form. Completed: The completed check box tells the purchase order system that there will be no more activity with this purchase order. Check this only if all activity is final. Date Closed: If the Purchase Order has been completed the date closed can be entered into this field. Printed: The Printed check box specifies if the Purchase Order is to be printed. Number/PO Number: This is an alphanumeric code that identifies this purchase order. This number is generated automatically if you have checked Auto PO Number's field in the System Defaults Form found under the setup menu. The name changes to Number from PO Number if a PO Title Override is entered in System Defaults. Account: This account number will be used as the default account for each line of the purchase order unless an account is entered for the individual line in the Purchase Order Item Form. Reference: This field is shown if a PO Title Override is entered in System Defaults. It can be used to reference the PO Number created in your Purchasing System if desired. Date Ordered: The date the Purchase order was created. Due Date: The date these items are due to arrive. Requested By: Identification of the person requesting this purchase. Vendor: The code and name of the vendor the items are being purchased from. Invoice: The Invoice number that corresponds with the Purchase Order. Contact: The name of a contact at the vendors location. The system will supply this information if it has previously been entered in the vendor database. Purchaser: The code or initials of the person placing the order. Approved By: The identity of the person that approved this purchase.

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Phone: The vendors telephone number. Memo: Use this field to enter additional information. Taxable: Indicate if these items are taxable by checking the box. If the items are taxable, the system will apply the tax based on the rate set in the Purchasing Setup section and display the amount in the next field. We recommend that you review this figure if you have reason to believe the tax rate may differ from the set rate for any reason such as an out-of-state vendor. Update Vendor Information: Click this button if the information entered for the purchase order contact needs to be changed to the default in the Vendor List. Tax Rate: This field allows you to override the default tax. Freight Terms: Any information about the freight terms. Perhaps the freight companies name. Ship Via: The shipping method. I.e.: Air, ground, water, etc. FOB: The location that ownership of items is transferred to you. Freight Cost: Shows the amount charged for shipping and handling of the product purchased. Add Tagged: This brings up the inventory list so that you can add multiple pieces of inventory to a Purchase Order. The bottom right corner of the Purchase Order Entry Form is the total PO cost and the cost of line tax, freight cost, and freight tax. The bottom section of the Purchase Order Entry List displays the line items of the purchase order and the total cost of the purchase order. This section is used exactly as a List is used. Select OK to save your entries and proceed to the Purchase Order Item Form; Cancel to return to the Purchase Order List with no changes made. The task detail section of the purchase order entry form operates just like all other lists. Use the mouse and click on the list to make the list active. You can also use the tab to move to the list. Use the following key or buttons to add, edit or delete task detail items. Add: Provides access to a blank Purchase Order Item Form where new data may be entered. Edit: This provides access to the existing data for the highlighted task and will allow you to make any necessary changes. Delete: This selection allows you to delete existing data.

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Purchase Order Item Form

The Purchase Order Item Form is where you enter data to add, edit, or delete the individual purchase order line items. Non-Stock Item: When this box is checked it will allow you to enter an item that is not contained in the Inventory List. When you add a non-stock part to a purchase order the part will not show up in the inventory list because it is marked as inactive. Part Number: An alphanumeric field, this number identifies each individual item in the inventory. Order: The quantity on order. Defaults to Part Standard Order Quantity, if any. This number can be negative to indicate Return to Vendor. Cost: The current cost per unit of measure for this item. Defaults to Part Last Cost. WO No: If this part has been ordered for a particular work order, enter the work order number. Invoice: The invoice number associated with this item. Requested By: The person(s) requesting the purchase of this part. Date Due: The date this item is due. Defaults to Todays date plus Part Lead Time, if any. Tax: Choose between a specified standard tax rate, non-taxable, or non standard tax rate for the inventory item you are adding to the purchase order. Or you could Override the tax amount per line item and enter a certain value. Equipment: This is an optional field that will enable you to build an Equipment Parts Catalog. Account: The account number that this part is related to will be automatically generated by the computer. This is for purchase order purposes only and will not update the cost history until the part is issued. Set Account To: Each line item of the Purchase Order can have a separate account number. The default account number is the Purchase Order account. To set the account number to the Purchase Order, press the PO Account button. The Inventory and Equipment records also have default account numbers, pressing either of those buttons will set the purchase order line item to the corresponding account.

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Purchase Order List Wide

An alternative way of viewing the list is using the Wide List. Wide List format enables viewing details of your equipment, work orders, inventory, and purchase orders at a glance just by scrolling through your data lists. As the data scrolls in the top list, details display in the related bottom list. The Wide List is designed to be used on monitors with a resolution of 800 x 600 or greater.

Receive Purchase Orders

Receive Purchase Orders is used to enter parts into the inventory. When a part is received the quantity is adjusted in inventory, the vendor history is updated, and the inventory activity is updated.

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Received Date: The date the part was received. Received By: The initials or code of the employee that received the parts. PO Number: Enter the Purchase Order number here. Invoice: Enter the Vendor's Invoice Number (if available) Press the Receive Button to place the cursor in the 1st quantity field on the list or you can use the mouse and double click. Enter the quantity received and use the down arrow keys to enter each received quantity. You can also use the mouse to select each field where you wish to enter receipts. If cost or the default location must be changed, use the TAB key or mouse to select the field to be changed. The locations received to must be one of the valid inventory locations that are displayed in the top right hand corner of this form. When you are finished entering the receipt quantities, press the Process Button to update actual quantities in inventory. You can receive multiple times on the same PO as long as you do not mark the Purchase Order as complete. See the optional Inventory History List to display the history of purchase orders received.

Generate Reorder List and Report


Generate Reorder List and Report is available when you have both the Optional Inventory Enhancement Module and the Optional Purchase Enhancement Module. Use the Generate Reorder List and Report function to run the Inventory Reorder by Vendor Report. This report displays any inventory items whose quantity is below the minimum required. Check the box that says Create PO Reorder File to automatically create a reorder list from which purchase orders can be created.

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Inventory Reorder Entry


Inventory Reorder Entry is used with the Generate Reorder List and Report and is available in the Optional Purchase Enhancement Module when you also have the Optional Inventory Enhancement Module. Inventory Reorder Entry allows entry of inventory items that need to be reordered. Running the Generate Reorder List and Report and checking the Create PO Reorder File button will automatically enter items below the minimum quantity required by the system. Press the Process button to create new purchase orders for each of the inventory items on the list. Once purchase orders are created for the items purchase order numbers are also displayed on the list. Purchase Orders that have not yet been printed are displayed in red. Purchase Orders that have been printed are displayed in green. Be sure that the Auto number POs box is checked under the PO Setup tab of the System Defaults Form.

Inventory History List


The Inventory History List in the purchasing section is part of the Optional Purchasing Enhancement Module and is identical to the Inventory History List found in the Inventory section. Please refer to the inventory section for additional information.

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Reports

Report Output Select


Three options are available for output of reports. Select the desired format from the Report Output Select. Reports may be printed, previewed, or emailed. Please note that emailing of reports is only available in the Optional Email Module.

When emailing reports you will be required to enter an email address and name of recipient, and subject. You may also enter a brief message explaining the report.

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Account Report
The Account Report prints summary cost information for each account. Comparison of budgeted versus actual costs is available in the Optional Cost Enhancement Module. This function also provides grand totals for the budgeted and actual figures. You may limit the range of Accounts to report on by making a From and a To Account selection.

Account Report:

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Account Budget Summary Report:

Account Budget Detail Report:

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Cost Accounting Reports


Cost History by Line Report
The Cost History By Line Report is available in the Optional Cost Enhancement Module and prints summary cost information for each piece of equipment grouped by line, department and cost center. This is a summarized version of the Cost History Detail Report. You may print a partial list of equipment by selecting a From and a To range. This report uses the same selection screen as the Equipment List Report.

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Cost History by Account Report


The Cost History by Account Report is available in the Optional Cost Enhancement Module and prints summary cost information for each piece of equipment grouped by account number. You may limit the range of accounts to report on by making a From and a To selection. Check Display Decimal Places to show decimals. This report provides the Equipment Number, Description, and Account, including the Month, Year and Life To Date Costs of each piece of equipment charged to the account. It also will calculate Total Month, Year, and Life To Date Costs for the account.

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Equipment Cost Report


The Equipment Cost Report is available in the Optional Cost Enhancement Module. This report lists the Equipment, Description, PO Ordered Material, Labor Time, and Total. You can select a date range and your source of material cost from either the PO Ordered, PO Received, or Inventory History. You can also show equipment with no cost.

Equipment Cost Report - PO Ordered:

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Equipment Cost Report - PO Received:

Equipment Cost Report - Inventory History:

Additional information on Cost Tracking with COGZ can be found at: http://www.cogz.com/kb/general-cost-tracking.htm

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Cost Center Report


The Cost Center Report prints a list of the available Cost Centers. You may select a range of Cost Centers or print a full listing.

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Cost Center Inventory Activity Report


The Cost Center Inventory Activity Report is part of the Optional Cost Enhancement Module. The report prints Inventory Activity within the Cost Center and date Ranges entered. You may select All Activities or just the activities you wish to appear on the report.

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Department Report
The Department Report prints a list of the available Departments. You may select a range of Departments or print a full listing.

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Employee/Assigned To Reports
Employee/Assigned To List Report
The Employee/Assigned To List Report prints a list of employees, which includes the Employee Code and Description, the Skill Code, and the employee's home Phone Number. The Hours Worked for the Current Week, Month and Year are available in the Optional Employee Enhancement Module. It also calculates Totals for the Hours Worked for the Week, Month and Year. You may print a complete list or select a range of employees to report on.

Employee/Assigned To List Report:

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Employee/Assigned To List Report - Hours Worked:

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Employee/Assigned To Performance Report


The Employee/Assigned To Performance Report is available in the Optional Employee Enhancement Module and displays the name of each employee, the estimated number of hours worked, and the actual number of hours worked. The entire list of employees can be displayed or it can be narrowed using the From and To ranges.

Employee/Assigned To Performance Report:

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Employee/Assigned To Performance Report - Work Order Detail:

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Equipment Reports
Equipment List Report
The Equipment List Report prints a listing of equipment showing the Equipment Number, Description, Line, and Location. The Components or Components and Inventory Part Locations can also be added to the report just by selecting the desired option. The equipment list can be limited by selecting a From and a To Equipment Number to list. If these two fields are left blank, a complete listing of all equipment will print.

Equipment List Report:

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Equipment List Report - Components:

Equipment List Report - Components and Locations:

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Equipment Detail Report


The Equipment Detail Report prints a detailed listing of equipment and the associated PM tasks. The selection screen is the same as shown above for the Equipment List Report. The Equipment Detail Report can be limited by selecting a From and a To Equipment Number. For a full listing, leave these two fields blank.

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Downtime Report
The Downtime Report is available in the Optional Downtime Module and prints out a detailed record of downtime, including equipment number, date, time, and downtime hours for each category along with total downtime. Downtime may be recorded under the Equipment menu, Downtime List.

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General Note Report


The General Note Report prints a list of the General Notes from the General Notes List. You may print a range of the Notes by Date, Note, or Employee. You can also print using only one of the range descriptions.

This report lists the Description, Date, and Employee.

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Inventory Reports
Inventory Reorder by Vendor Report
Caution
The default options for Reorder takes into consideration what is on order so that you do not reorder materials already ordered. If an order is delinquent, it will not show up on the reorder report unless the Inventory on Order option is turned off. The Reorder by Vendor Report is part of the Optional Inventory Enhancement Module and is used to determine which parts it is necessary to reorder. It lists, by vendor, the parts that have fallen below minimum stock quantities taking into consideration what has been committed to existing work orders and what is already on order. The phone number of the vendor and the contact name along with the last three purchases and prices paid are displayed to assist in making the best reorder decisions.

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Inventory Reorder by Part Number Report


The Reorder by Part Number Report is part of the Optional Inventory Enhancement Module and contains the same information as the Reorder by Vendor Report. The only difference is that it does not include vendors.

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Inventory Receipts Report


The Inventory Receipts Report is part of the Optional Inventory Enhancement Module and lists all parts that have been received, within the range of dates that you select. A common use for this report is to determine what parts have been received before releasing work orders to be completed. Non-stock items are also included in the Inventory Receipts Report. These items will have their own specific part number and description to differentiate them from regular inventory items.

Date From: The start date that the report will begin listing information from. Date To: The date you select to end the listing of information. For a full listing you may leave the Date From field blank and enter today's date as the Date To.

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Inventory Issue Report


The Inventory Issue Report is part of the Optional Inventory Enhancement Module. The report will be sorted by the part number and will also list the description of the part, the employee, and the date. Also included are the quantity of the part, the cost, and the total for the part issued. A grand total cost is also listed on the report. The field of inventory can be narrowed by using the Date From and Date To feature.

If you have any saved queries, you can run a query on the report before it is generated.

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Reports 253

Inventory Master Report


The Inventory Master Report provides a full or partial list of parts in the inventory database. The report will list the part number and description sorted by the part number. It also contains the Location 1, last cost, total quantity from all locations and the total cost per part number of the quantity on hand as calculated from the last cost and total quantity. A Grand Total cost is also provided. The field of inventory can be narrowed by using the From and To feature.

You may print a full listing by simply pressing the Enter key in both of the above fields rather than selecting a range. You also have the option to print to screen, printer, or disk.

254 Reports

COGZ CMMS

Inventory Activity Report


The Inventory Activity Report provides list of the activity of parts in the inventory database. The report will list the part number and description sorted by the part number. A Grand Total is also provided. The report can be narrowed by using the Date From and Date To feature. In addition, all items with activity or ending balance can be selected, or only those with activity.

A query can be used by checking the Query Report box.

You may print a full date range listing by simply pressing the Enter key in both of the above fields rather than selecting a range. You also have the option to print to screen, printer, or disk.

COGZ CMMS

Reports 255

Label Report
Label List

The Label List allows you to view the existing Label Names, Types, Paper Name, Paper Width, Paper Height, and Label Width. Additional Labels can be displayed in the Label List by adding more using the Add button at the bottom of the screen.

Label Form

The Label Form allows you to edit the information for labels that you would like to be displayed in the Label List. Label Name: Displays the name of the new label. Printer: Allows you to select which printer the labels will be printed on. Dot Matrix/Laser: A reference to which type of printer you will be using.

256 Reports

COGZ CMMS

Paper Type and Size: This drop-down menu feature allows you to specify the type and size of the paper you will be printing the labels on, including height and width. 1 8.5 x 11: This menu choice is used for standard sheet labels. 256 Custom: This menu choice is used for non-standard labels. For example, one label at a time printers. Other: This menu choice is used for non-standard labels or for printers that do not correctly import their supported paper types.

Label Definitions: Allows you to specify the dimensions of the labels used including Width, Height, Top Margin, and Left Margin. Shift Fields: Allows shifting of fields both horizontally and vertically.

Selecting Preview and Print will allow you to view the report before printing it. Selecting Print will send the report directly to the printer.

COGZ CMMS

Reports 257

Inventory Label Reports


Print inventory labels created in and queued from the Inventory List, Purchase Order List, and Purchase Order Receipts. Inventory Label Reports are available in the Optional Inventory Enhancement Module. The bar codes will print on the Label Report with the Optional Bar Code Module. Avery Labels sizes and style numbers are as follows including defaults, which are set to print these types. These are the recommended parameters and should be followed as closely as possible; however, these settings can be adjusted to fit your printer. There are three different label sizes available. Each size displays different information. The following list displays each of the 3 label heights available and what information is displayed in each. 1": Part Number, Description, Location

1 1/3": Part Number, Description, Location, OEM, Primary Equipment, Vendor, Cost, and Minimum. This configuration is shown in the example on the next page.

258 Reports

COGZ CMMS

2" or larger: Part Number, Description, Location, OEM, Primary Equipment, Vendor, Cost, Minimum, Used On, Number Used, By, Date, Number On Hand.

Configure the labels with the appropriate size as shown on the following pages and press the Save button. You will return to the Label list. Highlight the label and press the Select/Print Label button. Preview the report to verify that the labels are formatted correctly. The Label Report Preview allows you to see what the labels will look like when they are printed. In this case, there were two different reports to be printed and each called for a different sized label.

COGZ CMMS

Reports 259

Avery Labels size 5162

1 1/3 x 4

Avery Labels size 5162

1 1/3 x 4

260 Reports

COGZ CMMS

Avery Label size 5160

1 x 2 5/8

Avery Label size 5160

1 x 2 5/8

A Selection of Yes clears the Label Queue. A selection of No retains the label queue in case for any reason you need to reprint the labels.

COGZ CMMS

Reports 261

Equipment Label Report


This is where you will have the opportunity to print the labels that you created and queued to the printer from the Equipment List. Avery Labels sizes and style numbers are as follows including defaults, which are set to print these types. These are the recommended parameters and should be followed as closely as possible, however these settings can be adjusted to fit your printer. The Label Report Preview allows you to see what the labels will look like when they are printed. Equipment labels contain the equipment number, description, and the location. Avery Label size 5160 1 x 2 5/8

Avery Label size 5160

1 x 2 5/8

Additional information on Label Printing can be found at: http://www.cogz.com/kb/general-label-printing.htm

262 Reports

COGZ CMMS

PM Equipment Label Report


This is where you will have the opportunity to print the labels that you created and queued to the printer when you generated PM Work Orders.

COGZ CMMS

Reports 263

Location Report
The Location Report prints a list of the available Locations. You may select a range of Locations or print a full listing.

264 Reports

COGZ CMMS

Note Report
The Note Report prints a list of the Notes in the Work Order Note database. You may print a range of the Notes by entering a From and a To range or a full listing by leaving these fields blank

This report lists the Note Code and Description.

COGZ CMMS

Reports 265

PM Task Library Report


The PM Library Task report prints a list of the Library PM Tasks that are in the PM Library task database. A partial listing can be printed by selecting a From and a To range. A complete listing will print if these fields are left blank.

This report will contain the PM Library task code, type, and description of your PM Tasks.

266 Reports

COGZ CMMS

Preventive Maintenance Reports


PM Repeats Report
Any PM's that are not completed before the start of a new PM cycle become repeats. The PM Repeats Report is available in the Optional Equipment Enhancement Module and prints a list of these PM tasks that were not completed. This report uses the same selection screen as the Equipment List Report and a full or partial listing is also available. PM repeats can be reset to 0 with the Reset PM Repeats and Averages function, which is illustrated in the File section of this manual.

The PM Repeats Report will list the Equipment and Sequence Number and Description, in addition to the Hours and the Number of Repeats. It will also calculate the Total Repeat Hours.

COGZ CMMS

Reports 267

PM Estimated Hours Report


The PM Task Hours Report is available in the Optional Equipment Enhancement Module and prints for each piece of equipment, the estimated PM hours required for the current month and the next 11 months (one year). This report lists the Equipment Numbers and Estimated Hours per month. It also calculates the Total Estimated Hours for all equipment for each month and the Yearly Total Estimated Hours for each piece of equipment. It uses the same selection screen as the Equipment List Report allowing for a partial or complete listing.

268 Reports

COGZ CMMS

PM Estimated Hours by Assigned To Report


The PM Estimated Hours By Assign To Report is available in the Optional Equipment Enhancement Module and prints the estimated PM hours required for the current month and each of the next 11 months (one year), by assigned to labor required. This report lists the same information as the PM Hours Required Report and then further breaks down the information by Skill Type. This report uses the same selection screen as the Equipment List Report; therefore, a partial or complete listing is available.

COGZ CMMS

Reports 269

PM Downtime Estimated Hours Report


The PM Downtime Hours Report is available in the Optional Equipment Enhancement Module and prints the estimated PM downtime hours required for the current month and each of the next 11 months (one year) by equipment. It will also calculate the Total Estimated Downtime Hours for each month and Yearly Totals for each piece of equipment. This report uses the same selection screen as the Equipment List Report; therefore, a partial or complete listing is available.

270 Reports

COGZ CMMS

PM Forecast Report
The PM Forecast Report is available in the Optional Equipment Enhancement Module and prints the PM Schedule for the Date Range entered summarized to the level of the Summary Period Selected by equipment. Sort and Printing Options allow report flexibility.

COGZ CMMS

Reports 271

Purchasing Reports
Open Purchase Orders by Vendor Report
The Open Purchase Orders by Vendor report is part of the Optional Purchasing Enhancement Module and prints a list of all of the open purchase orders listed by vendor. It displays the Purchase Order Number, Vendor Code, Name and Contact, Part Number and Description, On Order Quantity, Price Per Part, Total Dollars Per Part and the Total Dollar of the purchase order.

Clicking on the yes button allows you to include items that have already been received in your report.

272 Reports

COGZ CMMS

Open Purchase Orders by PO Number Report


The Open Purchase Orders by PO Number report is part of the Optional Purchasing Enhancement Module and prints a list of all of the open purchase orders listed by purchase order number. It displays the Purchase Order Number, Vendor Code, Name and Contact, Part Number and Description, On Order Quantity, Price Per Part, Total Dollars Per Part and the Total Dollar of the purchase order.

Clicking on the yes button allows you to include items that have already been received in your report.

COGZ CMMS

Reports 273

Purchase Order Cost Report


The Purchase Order Cost Report is part of the Optional Purchasing Enhancement Module and totals cost associated with purchases by account. You can select POs that are completed, uncompleted or both, allowing you to better track expenditures. You can also print the Sub Total by Equipment and the Details. This system is independent of the COGZ costing system that tracks the cost of part usage by equipment and account.

Purchase Order Cost Report:

274 Reports

COGZ CMMS

Purchase Order Cost Report - Sub Total by Equipment:

Purchase Order Cost Report - Details:

COGZ CMMS

Reports 275

Purchase Order Received Cost Report


The Purchase Order Received Cost Report is part of the Optional Purchasing Enhancement Module and totals cost associated with purchases orders that have actually been received. Purchase orders shown on this report are sorted by account. You can select POs that are completed, uncompleted or both, allowing you to better track expenditures. You can also print the Sub Total by Equipment and the Details. This system is independent of the COGZ costing system that tracks the cost of part usage by equipment and account.

Purchase Order Received Cost Report:

276 Reports

COGZ CMMS

Purchase Order Received Cost Report - Sub Total by Equipment:

Purchase Order Received Cost Report - Details:

Additional information on Cost Tracking with COGZ can be found at: http://www.cogz.com/kb/general-cost-tracking.htm

COGZ CMMS

Reports 277

Purchase Order Received Cost Report by PO


The Purchase Order Received Cost by PO Report is part of the Optional Purchasing Enhancement Module and totals cost associated with purchases orders that have actually been received. You can select POs by date range. This system is independent of the COGZ costing system that tracks the cost of part usage by equipment and account.

Purchase Order Received Cost Report: Account and PO Number

278 Reports

COGZ CMMS

Skill Report
The Skill List Report prints a list of the available skills. It will include the Skill Code and Description, the Supervisor in charge of the skill and the Shift when this skill is normally available. You may select a range of skills or print a full listing.

COGZ CMMS

Reports 279

Vendor Report
The Vendor Report prints a list of the vendors. It displays the Vendor Code and Name. You can select the range of vendors to print. You can also include vendor purchasing information on the report. This ability is available in the Optional Purchasing Enhancement Module.

Vendor Report:

280 Reports

COGZ CMMS

Vendor Report - Purchasing Information:

COGZ CMMS

Reports 281

Work Order Reports


Open Work Order Report
The Open Work Order Report provides information on all open work orders. It allows you to choose from a variety of sort and selection criteria as shown in the shaded area above. The sort selection is shown in the report header. The information included on this report are the Equipment Number and Description, Work Order Number and Header Description, Requisition Number, Sequence Number, Task Description, Total Estimated Time, Estimated Time Per Task, Assigned To Skill Code and Description, Work Order Scheduled Date, Task Scheduled Date, Skills, Priority, Days Open, Type, Supervisor, Status, Shift and Requested By. A Cumulative Total it shown at the bottom of each page. A Grand Total Time of all work orders is also provided at the end of this report. Common uses for this report: List all open work orders by skill for planning and scheduling. Print this report before the beginning of a new PM cycle to list all PM's that have not been completed.

Sort by: Highlight one of the available nine options. The work orders can be sorted by skill Assigned To, Work Order Number, Equipment Number, Date, Department, Supervisor, Requested Number, Shift, or Status. Sort Range: All of the above options except Date Scheduled will give you a prompt for From and To entries. Type in the range within the sort group of the work orders you wish to print on this report. Example: If you have sorted by equipment number, you may select to only print the report for equipment numbers ranging from BOIL01 to BOIL03. If you want a full listing, leave both the To and From fields blank. From Date: Work orders scheduled from this date and beyond will print. To Date: Work orders scheduled on or before this date will print. Print Options: Chose from a list of Print Options including Page Breaks, Print Work Order Detail, and Print Parts.

282 Reports

COGZ CMMS

Page Breaks: This selection will print page breaks between different sorted and selected groups. Print WO Detail: This selection will print all the detailed lines of the work order. Print Parts: This selection will print the parts required to complete this work order. Type of Work Orders to Print: You have eleven options from which to choose: 1. 2. 3. 4. 5. 6. 7. 8. 9. All Scheduled Preventive Rework Safety Major Project Other Unscheduled

10. Breakdown 11. Emergency Press Print for the report to begin printing. Only work orders of the type selected will be included in the report.

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Reports 283

Print Work Orders


Print Work Orders allows you to select the range and sort type for the work orders to print. This process prints your open work orders; it is not a report. See the Getting Started section of this manual to review the report destination screen.

Sort by: Highlight one of the nine available options for the printed work orders to be sorted by Assigned To, Work Order Number, Equipment Number, Date, Department, Supervisor, Request Number, Shift, or Status. Sort Range: This gives you a prompt for From and To entries. Type in the range, within the sort group you have already selected, of those work orders you wish to print. Leaving both of these fields blank will prompt the system to print all of the work orders within the sort group only restricting by the date range as follows. Date From: Only work orders scheduled from this date and beyond will print. Date To: Work orders scheduled on or before this date will print. Leaving the date To and From fields blank will prompt the system to print all the work orders within the sort group and sort range with no date restrictions. Type of Work Orders to Print: You have eleven options from which to choose: 1. 2. 3. 4. 5. 6. 7. 8. 9. All Unscheduled Major Preventive Emergency Other Safety Scheduled Breakdown

10. Project 11. Rework

284 Reports

COGZ CMMS

Print Additional Labor: Check this box to print additional labor text area on your work order. Print Additional Parts: Check this box to print additional parts text area on your work order. Print Components: Check this box to print equipment components on your work order. Print Bottom Note: Check this box to print the bottom note on your work order. Print Comments/Approval: Check this box to print the comments/approval text area on your work order. Press Print for the work orders to begin printing. Only work orders of the type selected will print.

Information on Work Order Printing can be found at:


http://www.cogz.com/kb/work-order-preventive-maintenance-printout-description.htm http://www.cogz.com/kb/work-order-scheduled-printout-description.htm

COGZ CMMS

Reports 285

Work Order Summary Report


The Work Order Summary Report is part of the Optional Work Order Enhancement Module and prints a summary of all work that is completed for the selected work order cycle dates. This report is normally used to report on the performance of the last work order cycle. It provides you with the Equipment Number and either the Completed Hours for all types of scheduled and unscheduled work orders including Total By Type or the Task Count for the completed work orders. It also shows a percentage distribution and a summary of the Total Scheduled, Completed, and Not Completed work orders by type. You will be prompted to select a destination for your report. Review the Getting Started section of this manual for more information.

Date From: Date to start the report from. Date To: Date to report to. Report On: You can select whether you want to report on the Hours completed or the Tasks completed before you generate the report. Press Print to proceed; Cancel to return to the menu.

286 Reports

COGZ CMMS

Work Order Summary Hours Report:

Work Order Summary Task Count Report:

COGZ CMMS

Reports 287

Work Order History Report


The Work Order History Report lists completed work orders contained in the work order history database. You may select the date range, equipment number, and work order types to be printed. This report lists the Equipment, Sequence, and Work Order Numbers. It provides the Date Completed, the Equipment Description, Procedure Description, and the Actual and Estimated Time to complete each task, the Downtime Required, the Employee, Supervisor, and the Work Order Type. You can also have the report print the date entered and request number for your equipment. The report will provide you with Equipment Totals and a Grand Total for all equipment. Review the Getting Started section of this manual, if necessary, for the report destination selection.

Equipment From: The equipment number from which the report will begin. Equipment To: The number of the piece of equipment at which to stop the report. Date From: Work Order History Date to print from. Date To: Work Order History Date to print to. Work Order Type: Allows you to select the type of work order for the report. Print Entered/Started Dates and Request: Allows you to print the date scheduled and request number. Press Print to proceed with printing; Cancel to return to the menu.

288 Reports

COGZ CMMS

Work Order History Report:

Work Order History Report - Entered/Started Dates and Request Number:

COGZ CMMS

Reports 289

Work Order History Cost Report


The Work Order History Cost Report is part of the Optional Work Order Enhancement Module and enables you to report on the total cost of work orders including materials and labor.

290 Reports

COGZ CMMS

Work Order Load Hours Report


The Work Order Load Hours Report is part of the Optional Work Order Enhancement Module and prints the estimated load for all skill levels within the selected date range, by type of work order scheduled. This report is normally used to plan and balance the work load for each Assigned To.

Date From: Work load scheduled from this date and beyond will print. Date To: Work load scheduled on or before this date will print. Press Print to proceed with printing; Cancel to return to the menu.

This report will also provide Totals by Work Order Type and Skill on the selected information.

COGZ CMMS

Reports 291

Work Order Request Report


The Work Order Request Report is available in the Optional Work Order Request Module and displays a list of all current work order requests entered into the system. The request number, description, date, time, requester, and status are displayed.

292 Reports

COGZ CMMS

Work Order Availability Report


The Work Order Availability Report is available in the Optional Downtime Module and displays a list of work orders for the Equipment Range, Dates and Type selected. The report calculates Mean Time to Repair (MTTR), Mean Time Between Failure (MTBF) and Equipment Availability based on work order time entered and time done as well as System Default information set on the Hours Worked tab.

COGZ CMMS

Reports 293

Report Writer Reports


Any reports not covered in this manual can be created with our Optional Report Writer Module. This feature allows you to write your own custom reports and fully integrate them with your COGZ system. Reports that you create will be saved and can be accessed from the Report Writer List.

Report Writer Reports


The Report Writer Reports list contains various reports developed using the Optional Report Writer Module. Reports shown in the list are available for your use. Any COGZ user may use the Report Writer Reports displayed; however, you will not be permitted to add new reports or modify existing reports unless you have purchased the Report Writer Module.

The following is a brief description of the reports included with COGZ: Employee by Shift: Displays all employees sorted by shift. Equipment by Description: Displays all equipment sorted by its description. Equipment by Line: Displays all equipment sorted by line. Equipment List: Displays your equipment list as it is shown in COGZ. Inventory by Description: Displays all parts in the inventory list sorted by description.

294 Reports

COGZ CMMS

Receiver Account Report: Displays part numbers, description, date, price, number received, and total cost for each purchase order received. This information is sorted by account. Total costs for each account are shown along with the grand total for all accounts shown.

Receiver Report: Prints account, part number, description, date, price, number received, and total cost for each purchase order received by the specified receiver. The total cost of items received is shown at the bottom of the report.

COGZ CMMS

Reports 295

Report Writer Form

By saving this screen, a new record will be added to the Report Writer Reports List. Report Label: Label for the report taken from the Report Library. Report Library: Allows you to rename reports that you have created using the Optional Report Writer Module. We recommend using YOURNAME.TXR as the name for your report library. This will avoid overwriting of existing reports when you receive updates. Description: A brief description of what is included in the report. Copies: The number of copies to be printed. Select Printer Before Printing: Allows selection of a different printer before the report is printed. Password: The password on the report (if applicable).

Report Writer Module


The Optional Report Writer Module is fully integrated into the COGZ menu system allowing you to create your own custom reports and integrate them into the menu structure so that any member of your staff can easily run them. The List displays the existing Reports by Report Label and has a brief description of the report. All of these reports are COGZW.TXR files. Caution: The Report Label must be ONE word or the report will not print. The reports included with COGZ and displayed in the Report Writer List are located in the COGZW.TXR file. To create your own reports or modify ours you must purchase the Optional Report Writer Module. For additional information on the Report Writer Module, please call COGZ Systems at 203-263-7882. Information on the Report Writer Module can be found at: http://www.cogz.com/kb/setup-report-writer.htm

296 Reports

COGZ CMMS

Report Wizard
The Report Wizard, a feature of Optional COGZ EZ Enhancement Modules, takes you step by step through the process to create custom tailored reports. Report Wizards are included with the Optional Enhancement Modules as follows: Equipment Enhancement Module: - Equipment Report Wizard -Equipment PM Report Wizard Inventory Enhancement Module - Inventory Report Wizard -Inventory History Report Wizard Purchasing Enhancement Module -Purchase Order Report Wizard Work Order Enhancement Module -Work Order Report Wizard -Work Order History Report Wizard

Select the appropriate Report Wizard from the Report Menu.

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Reports 297

Saved Reports

When you select a report Wizard from the menu you will be brought to the Custom Reports screen where you can view all the existing reports for the selected Wizard. From this screen you can select a report to run, create a new report, copy a report to speed the creation of new report, modify a report, rename a report, or delete a report. New: Pressing the new button will activate the Report Wizard which will walk you through the process of creating new reports. Copy: Copies a report so you can modify it to create a new report. When you press this button you will be asked to name your new report. Modify: A quick way to create a new report is to copy an existing report and modify it to meet your new requirements. Delete: Allows you to removes a report from the list. Select: Highlight a report name and press Select to run the report.

Enter a name for your new report and select OK.

298 Reports

COGZ CMMS

Define the Report Column Layout

The Column Layout box allows you to choose the fields that you would like to show on your report. To select a field, highlight it in the left box and click Add. The field will then be moved to the Show box on the right side. Fields may be moved up or down by pressing the up or down arrows at the bottom of the box. If you would like the field to appear on a new row, press Add Row before you move the field over from the left side. Press Advanced for additional formatting features. Press Next when you have completed your selections. If you are modifying a report and do not need to make any other changes, Press OK to save the report.

Select a Sort Order

The Report Wizard enables you to choose one of three sorting alternatives: Select Use the Default Sort Order when the default list sort is acceptable. Selecting Select a Predefined Sort Order when you would like to choose from a list of Indexed Fields to speed your report sorting process. Select Define Your Own Custom Sort Order when your report requires listing, counting, or totaling in a specific manner. Pressing this choice will make new

COGZ CMMS

Reports 299

button appear. Press this new Define Sort Order button to bring up the Sort Designer form. You may select up to four levels of sort fields from the Sort Designer. When finished selecting you sort order, click NEXT to continue, or OK to finish..

Group Heading and Footing Options

Group Heading and Footing Options allows you to format Totals, Averages, Counts and Page Breaks in your report. You have the option of formatting up to two break levels if you have sorted your report at more then one level in the previous step.

Select Options for the Report

The Select Options for the Report form allows you to specify the Orientation, Font and Grand Totals for you report.

300 Reports

COGZ CMMS

Notes for this Report

You may enter Notes for this Report to document the report for yourself and other users of your COGZ CMMS System. Press OK when done. This will bring you back to the Custom Reports screen.

Custom Reports

Highlight your new report and press Select to Run the report.

COGZ CMMS

Reports 301

Report Wizard Range Selection Form

Use this form to limit the range of items in your report. Your report can be further customized by checking the Query Report? Box and using the flexible selection features of the Query Report. See Query Wizard in the Getting Started section of this manual for detailed instruction.

302 Reports

COGZ CMMS

Appendix

ASCII Order Chart


American Standard Code for Information Exchange (ASCII) is the standard codes used for microcomputers. The following list displays how data will be ordered in COGZ. Use the chart when setting up your databases so that you can group your data when required. See the Getting started section for information on how spaces affect order.
space " $ ' ( ) * + , . / 0-9 ; < = > A-Z a-z quotation mark dollar Sign single quote mark left parenthesis right parenthesis asterisk, multiplication plus symbol comma hyphen period slash, division digits semicolon less than equal sign greater than upper case lower case

COGZ CMMS

Appendix 303

System Errors
Information on Errors encountered while running COGZ can be found at: http://www.cogz.com/kb/kbtroublemap.htm

304 Appendix

COGZ CMMS

File Name and Description Chart


The following is a list of File Names and their corresponding descriptions. File Name
Acc_Ount Cfg_Prog Com_Pont Config Cst_Cost Dep_Ment Dwnarc Dwn_Time Dynalbls Ecd_Cad Elabel Emp_Loye Eqp_Main Gnt_Note Ieq_Part Iharc Ihs_Hist Ilabel Inv_Main Ixf_Part Lca_Tion Meterin Pas_Scode Phd_Head Phrphyln Phy_Inv Pln_Line Pmp_Proc

Description
Account/Budget File Program Configuration File Equipment Major Components File Passcode Configuration File Cost Center File Department File Downtime Archive File Downtime File Label Definitions Equipment Drawing/Document File Equipment/Label Queue File Employee Code File Equipment File General Notes File Equipment Parts Of Components Inventory History Archive File Inventory History File Inventory/Label Queue File Inventory File Inventory Cross Reference File Location File Equipment Meter Readings File Local Passcode File PO Header File

File Name
Poe_Xp Por_Ec Ppr_Std Ppt_Part Pri_Code Pro_Prty Reorder Req_Uest Rwreport Sec_Tion SinVent Skl_Code Sta_Code Sys_Info Tempaddlabo r Thd_Header Tin_Vent Tln_Line Typ_Lange Use_Rs Ven_Dor Wharc Whd_Head Whs_Hist

Description
PO Basic Export File PO Receipts Basic Export File PM Task Library File PM Task Parts File Priority Code File Property File Reorder File Requestor File Report Writer Reports File Section for Equipment Scanned Inventory ASCII File Skill Code File Status Code File System Information File Temporary Additional Labor File Tip Header File Temporary Inventory IssueRestock-Receive Scan File Tip Line File Translation/Customization File Network User File Vendor File Work Order History Archive File Work Order Header File Work Order History File Work Order Detail File Notes File Work Order Parts File Work Order Request Header

Physical Inventory From Wln_Line Portable Reader Physical Inventory File PO Detail File PM Procedures File Wnt_Note Wpt_Part Wrh_Req

COGZ CMMS

Appendix 305

Decimal Hour Time Chart


Entries in COGZ are in decimal. The following chart can be used to convert minutes to decimal hours. Minutes
01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Decimal Hours
.02 .03 .05 .07 .08 .10 .12 .13 .15 .17 .18 .20 .22 .23 .25 .27 .28 .30 .32 .33 .35 .37 .38 .40 .42 .43 .44 .45 .46 .50

Minutes
31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60

Decimal Hours
.52 .53 .55 .57 .58 .60 .62 .63 .65 .67 .68 .70 .72 .73 .75 .77 .78 .80 .82 .83 .85 .87 .88 .90 .92 .93 .94 .95 .96 1.00

306 Appendix

COGZ CMMS

Data Collection Forms


The data collection forms are used to help you gather information to be entered into COGZ. Make copies of the forms as required. Fields in the left-hand column that are shaded are the only fields that require data.

COGZ CMMS

Appendix 307

Inventory Data Collection Form


Part Number OEM Description Key Word Last Cost Account Location 1 Location 2 Location 3 Location 4 Location 5 Minimum Required 1 Minimum Required 2 Minimum Required 3 Minimum Required 4 Minimum Required 5 On Hand 1 On Hand 2 On Hand 3 Committed On Order Primary Vendor Standard Order Quantity Lead Time Priority of Part Last Physical Inventory Contract Number Taxable Warrantee Until Part Number Other Graphics File Shading indicates a required entry. You must enter data in this field.

308 Appendix

COGZ CMMS

Equipment Data Collection Form


Equipment Number Description Cost Center Account Asset Number Department Position in Line Line Priority of Operation Location Manufacturer Model Number Serial Number Installed Date Original Cost Current Meter Current Miles Average Meter Average Miles Last Meter Reading Warranty Date To Part Location Drawing Location PM Skill Default Out of Service Y/N Date Taken Out of Service Take Out of Service Until

Shading indicates a required entry. You must enter data in this field.

COGZ CMMS

Appendix 309

PM Data Collection Form


Equipment Number Task Sequence PM Library Task Code or Task Description Note Code Skill Required Downtime required Last done By Estimated Time Frequency in days Last Date Done Last Yearly Done Meter Frequency Frequency Miles Last Meter Done Last Mile Done Task Sequence PM Library Task Code Or Task Description Note Code Skill Required Downtime required Last done By Estimated Time Frequency in days Last Date Done Last Yearly Done Meter Frequency Frequency Miles Last Meter Done Last Mile Done Shading indicates a required entry. You must enter data in this field.

310 Appendix

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PM Library Tasks Data Collection Form


Task Code Type Description Note Code Frequency Days Meter Frequency Frequency Miles Skill Required Estimated Time Downtime Required Task Code Type Description Note Code Frequency Days Meter Frequency Frequency Miles Skill Required Estimated Time Downtime Required Task Code Type Description Note Code Frequency Days Meter Frequency Frequency Miles Skill Required Estimated Time Downtime Required Shading indicates a required entry. You must enter data in this field.

COGZ CMMS

Appendix 311

Account Data Collection Form


Account Number Description

Shading indicates a required entry. You must enter data in this field.

312 Appendix

COGZ CMMS

Vendor Data Collection Form


Vendor Code Name Main Item Address1 Address2 City State Zip Fob Discount Terms Fax Contact Name1 Contact Phone 1 Other 1 Contact Name2 Contact Phone 2 Other 2

Shading indicates a required entry. You must enter data in this field.

COGZ CMMS

Appendix 313

Skills Data Collection Form


Skill Code Description Supervisor Rate of Pay Shift Skill Code Description Supervisor Rate of Pay Shift Skill Code Description Supervisor Rate of Pay Shift Skill Code Description Supervisor Rate of Pay Shift Skill Code Description Supervisor Rate of Pay Shift Skill Code Description Supervisor Rate of Pay Shift Shading indicates a required entry. You must enter data in this field.

314 Appendix

COGZ CMMS

COGZ Tips and Hints


This section contains a link to the COGZ CMMS Software Knowledge Base on the COGZ website at http://www.cogz.com/ The Software Knowledge Base is designed to increase the benefits you receive from your COGZ system. Additional program information, detailed explanations, feature usage recommendations and other tips are contained in the Tips and Hints section. Tips and Hints can be found in the COGZ CMMS Tips Knowledge Base at: http://www.cogz.com/kb/kbtipsmap.htm

COGZ CMMS

Appendix 315

Breakdown

Glossary of Terms

A stoppage that results in lost equipment usage.

Byte
A unit of information for processing equal to a single character.

Corrective
Work that repairs or improves.

AlphaNumeric
Any combination of letters and numbers.

Data
Information entered into the computer

Archive
The archive feature allows you to take history information out of the database, but lets you save it for future reference.

Data Entry
Entering information into a computer system.

Data Entry Field


Any area used to enter, store, and retrieve COGZ information.

Backup
Storing computer information as a safety measure in the event that the original files are damaged or lost.

Database
A collection of information stored on the computer, such as the COGZ system.

Boot
Loading a program particularly the operating system, into the memory for its execution.

COGZ CMMS

Glossary of Terms 317

Default
The standard way of performing a task. Defaults can be modified with the provided options.

File
A group of logically related records.

Filter
Filters out records that DO NOT meet your criteria.

Disk
See Floppy disk.

Diskette
See Floppy disk.

Floppy Disk
A magnetic medium capable of storing and retrieving data. Also known as a disk or diskette.

Door
Each section of COGZ has its own door. People who can enter each door of the program can be specified in the System Security section of the program.

Form
Forms allow addition or editing of the information viewed in the list.

Error Message
A message displayed on the screen indicating some abnormal condition has occurred.

Function
A computer process, also known as an operation that performs a task such as printing work orders or searching for a part.

Find
A function which scans a set of data to find a particular item.

Highlighted
A highlighted field is the field that contains the colored selection bar.

Field
See Data Entry Field.

318 Glossary of Terms

COGZ CMMS

Hot Key
Screens with buttons that you can press for a particular feature also contain Hot Keys. These are specified letters that you can press on your keyboard rather than clicking the buttons on the screen.

Lookup Button
A button to the right of a field that calls a list to Look Up or Verify information in the field.

Menu
A menu is defined as a list of options.

Incremental Search
As you type, the list will search for the desired record.

Page Break
A soft (automatic) or hard (manual) start of a new page.

Keyboard
A set of keys as on a typewriter that is used to enter data into a computer.

Program
A set of instructions and commands that perform a function.

Keystroke
The depression of a key on the keyboard.

Prompt
The characters that display to the left of the cursor when an operating system or a program is waiting for a command.

Library
A pre-defined list of standard features that can be modified to fit your needs.

Purge
Deletes historical information from the system.

List
Lists are used for looking up data for verification purposes and for accessing forms.

Query
A Query allows you to specify which pieces of data you would like to view.

COGZ CMMS

Glossary of Terms 319

RAM
Random Access Memory. The electronic storage area for data that is to be accessed quickly and directly.

UnScheduled
Unplanned work that was performed.

Reset
Resets the new year to zero balances.

Screen
The device that is used to display data. Also known as a monitor.

Scroll
The rolling of information on the screen in order to display a large body of information.

Software
Programs that instruct a computer to perform certain tasks.

Sort
Orders data in the selected column in ascending or descending order.

Toolbar
Toolbar provides quick access to commonly used functions in COGZ.

320 Glossary of Terms

COGZ CMMS

D
Deleting Test Data 11 Department Form 85 Department List 85 Department Report 240 Downtime Form 182 Downtime List 176, 182 Downtime Report 248 Downtime Tab 176

Index

E
Email 231 Employee/Assigned To Form 86, 87 Employee/Assigned To List 86, 93, 103 Employee/Assigned To List Report 241 Employee/Assigned To Performance Report 243 Employee/Assigned To Reports 241 Equipment Cost Report 236 Equipment Detail Report 247 Equipment Form 162 Equipment Label Report 262 Equipment List 156, 161 Equipment List Report 245 Equipment List Wide 177 Equipment Meter Entry Form 180 Equipment Reports 245 Export Data 78

A
Account Form 81, 82 Account List 81 Account Report 232 Adjust Inventory 194 Adjust Inventory Bar Code Scanning 202 Administrative Access 56, 57 Auto Number 111, 230

B
Backup 3, 49, 51, 105, 124 Bar Code Module 7, 114, 119, 202 Bar Code, Download Adjustments 204 Bar Code, Download Physical Inventory 216 Browse Network Users 64

F
File Manager 60 Filter 19 Find 18 Fixed Schedule 167, 168 Floating Schedule 167, 168 Forms 24

C
CAD 171, 188 Change PM Assigned To 179 Close Completed Work Orders 141 Close Completed Work Orders - Quick Close 145 COGZ Tips and Hints 315 Components Tab 172 Copy Equipment 162, 178 Copying PM Tasks 46 Cost Accounting Reports 234 Cost Center Form 84 Cost Center Inventory Activity Report 239 Cost Center List 84 Cost Center Report 238 Cost History by Account Report 235 Cost History by Line Report 234 Creating a Work Order from a Work Order Request 157 Custom/Translation Module 115

G
General Note Form 90 General Note List 90 General Note Report 249 Generate PM Work Orders 148 Generate Reorder List and Report 229

H
Help 15, 33 History 67

I
Import Archived Downtime History 72 Import Archived Inventory History 71

COGZ CMMS

Index 321

Import Archived Purchase Order History 72 Import Archived Work Order History 71 Import Data 77, 201, 213 Installation 4 Inventory Activity Report 255 Inventory Bar Code Adjustment Review List 198, 200, 201, 205, 218, 221 Inventory Committed to Work Orders 209 Inventory Count Form 197 Inventory Cross Reference 191 Inventory Form 187 Inventory History 192, 207, 229, 230 Inventory Issue Report 253 Inventory Label Reports 258 Inventory List 185 Inventory List Wide 193 Inventory Master Report 113, 254 Inventory Receipts Report 252 Inventory Reorder by Part Number Report 251 Inventory Reorder by Vendor Report 250 Inventory Reorder Entry 230 Inventory Reports 250 Inventory Vendors Form 190 Issue Inventory 143, 144, 194, 198, 219

N
Network 5 Network User Form 64 Network User List 64 Note Form 92 Note List 92 Note Report 265 Numbering 35, 162

O
Open Purchase Orders by PO Number Report 273 Open Purchase Orders by Vendor Report 272 Open Work Order Report 282 Orphaned Record Check 62 Output 22 Overdue Work Order Acknowledgement 139

P
Password 56 Physical Inventory 210 Physical Inventory Bar Code Menu 216 Physical Inventory Bar Code Scanning 214 PM Downtime Estimated Hours Report 270 PM Estimated Hours by Assigned To Report 269 PM Estimated Hours Report 268 PM Forecast Report 271 PM Repeats Report 267 PM Standard Task Library Form 95 PM Standard Task Library List 94 PM Task Creation 41 PM Task Library Report 266 PM Task Manual Creation 42 PM Wizard 44, 178 Portable Bar Code Menu 201 Preventive Maintenance Overview 38 Preventive Maintenance Reports 267 Preventive Maintenance Task Form 166 Preventive Maintenance Task List 166 Print Preview 32 Print Work Orders 284 Printer Setup 37 Printer Setup Dialog 47 Priority Form 100 Priority List 100, 107, 156 Properties 48 Purchase Order Cost Report 274 Purchase Order List 223 Purchase Order List Wide 228 Purchase Order Received Cost Report 276 Purchasing Reports 272 Purge/Archive Completed Purchase Orders 70 Purge/Archive Downtime History 70

K
Keyboard Guide 15

L
Label List 256 Label Report 256, 259 List Format 21 Lists 18 Location Form 91 Location List 91 Location Report 264 Log Completed Work 146 Logo 111, 224 Logon Screen 14 Lookup Fields 25

M
Machine Registration 62 Main Menu 14 Menus 17 Meter Reading Sheets 180 Meter Readings List 181 Meters 141, 142, 147, 153, 164, 167, 168, 180 Mouse Guide 16 Moving COGZ to a New Computer 8 Moving COGZ to a New Server 9

322 Index

COGZ CMMS

Purge/Archive Inventory History 69 Purge/Archive Work Order History 68

Q
Query Wizard 26, 31 Queue Labels 162, 186

R
Receive Inventory 195, 199, 219 Receive Purchase Orders 228 Registration 4, 10 Report Printing 30 Report Wizard 297 Report Writer 49, 296 Report Writer List 294 Report Writer Reports 294 Report Writer Reports List 296 Requester Form 103 Requester List 103, 107 Reset 19, 267 Reset Employee History 73, 75 Reset Equipment Cost History 73 Reset Period/Yearly 73 Reset PM Repeats and Averages 73, 76, 267 Reset Vendor History 73, 74 Reset Windows 47 Restock Inventory 196, 200, 220 Restore Database Files 53

System Defaults Form, Work Hours Tab 118 System Defaults Form, Work Order Tab 106, 124 System Email Defaults Form 120 System Email Defaults Form Email Setup Tab 122 System Email Defaults Form, Activation Options Tab 120 System Email Defaults Form, Other Email Options Tab 123 System Maintenance 59 System Security 55 System Security Door Form 58 System Security Procedure Audit List 65 System Security Runtime Form 57 System Security User List 56, 67 System Translation Preferences Form 115

T
Toolbar 15 Translation Form 116 Translation List 115

U
User Preferences Form 124

V
Vendor Form 97 Vendor List 97, 226 Vendor Report 280 View Button 186

S
Scheduled Work Orders 140 Section Form 101 Section List 101, 131, 156 Skill Form 93 Skill List 93 Skill Report 279 Sort 18, 282 Start New COGZ Database 76 Status Form 102 Status List 102, 107 System Defaults Form 37, 55, 105, 116, 128 System Defaults Form, Advanced Tab 119, 131 System Defaults Form, Components Tab 113 System Defaults Form, Downtime Tab 112 System Defaults Form, General Tab 105 System Defaults Form, Inventory Tab 113 System Defaults Form, PM Generation Tab 109 System Defaults Form, PO Contact Tab 112 System Defaults Form, PO Setup Tab 111, 230 System Defaults Form, Scanning Tab 114, 198, 199, 200, 219, 220 System Defaults Form, Translation Tab 114

W
Wallpaper 105 Wide List 23 Work Email List 123 Work Order Availability Report 293 Work Order Drawing/Document Report 129 Work Order Entry Form 107, 130, 132, 157 Work Order History Cost Report 290 Work Order History Form 151 Work Order History List 151 Work Order History Report 288 Work Order List 127, 141 Work Order List Wide 137 Work Order Load Hours Report 291 Work Order Part Form 133, 135 Work Order Reminder 107, 124, 138 Work Order Reports 282 Work Order Request Application 6, 159 Work Order Request Form 155, 157, 159 Work Order Request List 158, 160 Work Order Request Management List 155

COGZ CMMS

Index 323

Work Order Request Module 6, 107, 155 Work Order Request Report 292 Work Order Summary Report 286 Workstation Bar Code Menu 198, 218 Workstation Bar Code System 7, 218

X
Xplore 20, 21

324 Index

COGZ CMMS