The Beginner’s

Guide to

An Introduction to the
Basics of Using CMMS
 The Beginner’s Guide to
CMMS

A n Introduction to the
B asics of Using CMMS

Donica V. Lim
Author

Alford Marion C. Ronduen Alkivin I. Pasajol

Randy C. Dugay Gener Gilbert M. Cunanan
Alexander M. King Bernabe T. Salazar
Charles L. Singson Earl L. Ledonio

Teodoro S. Bautista
VP – SMEDD Operations
TABLE OF CONTENTS PAGE
1. BRIEF INTRODUCTION TO CMMS…………………………................................. 1
1.1 CMMS Scope……………………………………………………………………………… 2
1.2 Work Orders………………………………………………………………………………. 2
1.3 Typical Day of an Engineer Using CMMS……………………………………. 2
1.4 What CMMS Will Not Do……………………………………………………………. 3
1.5 MAPCON CMMS Icon………………………………………………………………… 3
1.6 Other Pointers in Using CMMS………………………………………………….. 4
2. ASSETS……………………………………………………………………………………………….. 5
2.1 Creation of Asset / Facilities…………………………………………………..….. 5
2.2 Equipment Keyword……………….…………………………………………………. 5
2.3 Creation of Location / Facilities………………………………………………….. 6
2.4 Location Keyword………………………………………………………………………. 6
3. PREVENTIVE MAINTENANCE………………………………………………………………. 7
3.1 PM Procedure…………………………………………………………………………… 7
4. WORK REQUEST………………………………………………………………………………….. 8
4.1 Work Request Initiation……………………………………………………………… 8
4.2 Work Request Transfer………………………………………………………………. 9
5. WORK ORDER……………………………………………………………………………………… 10
5.1 Work Order Initiation…………………………………………………………………. 10
5.2 Closing of Work Order………………………………………………………………… 11
5.3 After the Fact Initiation………………………………………………………………. 12
6. REPORTS (KPI)........................................................................................... 13
6.1 PM On-Time Compliance……………………………………………………………. 14
6.2 PM Forecasting…………………………………………………………………………… 15
6.3 Top Equipment Downtime…………………………………………………………. 16-17
6.4 Open Work Orders…………….………………………………………………………. 18-19
6.5 Closed Work Orders……………………….………………………………………….. 20-21
6.6 Overdue Work Orders………….…………………………………………………….. 22-23
6.7 Mean Time to Repair (MTTR)……………………………………………………… 24
6.8 Equipment Reports….…………………………………………………………………. 25
Status
Specifications
Keyword
Under Warranty
7. CUSTOM REPORT/REPORT BUILDER…………………………...……………………… 26
8. CMMS GUIDELINES AND MEMO...………………………………………………………. 27
8.1 Asset Coding Guide……………………………………………………………………. 27-30
8.2 Attachment Coding Guide………………………………………………………….. 31
8.3 Work Order Criticality Definition………………………………………………… 31
8.4 Equipment Status Description……………………………………………………. 32
8.5 Work Order Type Definition………………………………………………………. 32

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 CHAPTER I
BRIEF INTRODUCTION TO CMMS

1.1 WHAT IS CMMS?

CMMS stands for Computerized Maintenance Management System. MAPCON CMMS is a valuable tool to
help you organize your maintenance activities and reduce your maintenance costs.

 On-line and automated maintenance

management system
 Automated maintenance planning and
scheduling tool
 A report generator (PM and repairs)
 An organizer
 Standardize procedures and processes
 It is a Database

1.2 CMMS SCOPE

MECHANICAL
M Chillers, Cooling Towers, Motors, Pumps, AHUs, FCUs, ACU, VFDs, Escalators,
Elevators, Exhaust System, Hot Water System, etc.
ELECTRICAL
E First Private Pole, MVSG, LVSG, Power Transformer, Dry Type Transformers,
Generators, Synchronizing Panel, Automatic Transfer Switch, Panelboards, Lightning
Arrester, Capacitor Banks, etc.
PLUMBING
P Drainage, Kitchen Pipes, Soil Pipes

F FIRE PROTECTION
FDAS, Fire Protection, Jockey Pumps, Fire Pumps
SANITARY
S STP
OTHERS
Metal Roof, Deck Concrete, Skylight, Logo, LPG, Lift Station, Roll-Up Door, Fold-Up
Door, etc.

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1.3 WORK ORDERS

Work Orders can either be:

SCHEDULED UNSCHEDULED
 With Preventive Maintenance  After the Fact; Emergency Cases
Procedures
 Sudden equipment breakdown and repairs
Weekly
Monthly  RE or OM will have to manually create the
Quarterly
Work Order
Semi-Annually
Annually  RE or OM will have to describe the repair
Every 250 Hours
Work to be done
 WO will be automatically created as per
schedule once its set-up in CMMS

Typical Day of an Engineer Using CMMS

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1.4 WHAT CMMS WILL NOT DO
 It will NOT do the Engineer’s job
 It will NOT make decisions
 It will NOT produce meaningful reports without data
 It will NOT collect data by itself
 It will NOT clean up data
 It will NOT therefore not rum readily off the shelf

1.5 MAPCON CMMS ICON AND LOGIN INTERFACE

Default Password: mapcon

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1.6 MENU
(Utilities > My Preference > Menu Style)

Note: You can choose from TILE or HEIRARCHY menu style

Other Pointers in Using CMMS

 All text field highlighted on Red is “Required” to fill-up

 To encode new Data click on located at the upper right screen

 To Update Data Click located at the upper right screen

 To Save or Update Details click located at the upper right screen

 PM # and WO # are system generated
 Attachment name and description should not be redundant or the system will archive the first
entry or it will replace the existing Attachment regardless of the Branch

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 CHAPTER II
ASSETS

2.1 CREATION OF ASSET / EQUIPMENT

(Main Menu > Assets > Equipment)

a) LOOK UP – View all the Equipment encoded on CMMS

b) MAIN – All data specification such as Equipment ID, Keyword, Status, Model #, Serial #, Location,
Specification Table, etc.
c) VENDOR – Data about Vendor and Manufacturer, Warranty Date, Installed Date, etc.
d) SAFETY – Prerequisite safety job procedure upon installation & PM Procedure of Equipment
e) NOTES/JOB STEPS – Modification or comment section regarding the equipment
f) MATERIALS – Materials that are not included to Assets upon installation
g) PMs – Procedures and PM Schedules of the Equipment
h) METERS – Parameter e.g. Inches, Volume, Meter, etc.
i) GAUGES – Threshold e.g. Pressure, Hours, Temperature, etc.
j) ATTACHMENT – Equipment Manual, Diagram, Picture of Equipment
k) COST – All cost upon installation of equipment, e.g. Repair, Labor, Materials, etc.
l) REVISION – Logs of all the revisions and updates of the Users to the Equipment/Asset

2.2 EQUIPMENT KEYWORD (FOR ADMIN USERS ONLY)

(Main Menu > Admin > Asset Administration Menu > Equipment
Administration Menu > Equipment Keyword)

a) LOOK UP – All keywords on registry in regards of equipment

b) MAIN – ID of keyword followed by short description of keyword
 Here you can create additional specification of equipment that’s not on default specification
in Assets registry which reflect on Main tab of your Equipment.
 It is also use for Grouping of Equipment for report and sorting purposes.
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2.3 CREATION OF LOCATION/FACILITIES (FOR ADMIN USERS ONLY)
(Main Menu > Assets > Location)

Level 1 (COMPLEX/SITE/ZONE)
Level 2 (BUILDING)
Level 3 (FLOOR)
Level 4 (ROOM)
……
a) LOOKUP – All location created in CMMS
b) MAIN – Detailed description and other specifications for location such as square meter, keyword,
etc.
c) SAFETY PROCS – Safety procedure during PM building the location
d) JOB STEPS – Steps or comments done during PM
e) BILL MATERIALS – Cost of materials used on location
f) PM PROCS – Preventive Maintenance that will perform on certain location
g) EQUIPMENT – Equipment installed on Location
h) ATTACHMENTS – Ex. Floor Plan, Permit, and other documents regarding location.
i) COSTS – Total Cost Summary based on Bill and Materials input

2.4 LOCATION KEYWORD (FOR ADMIN USERS ONLY)

(Main Menu > Admin > Asset Administration Menu > Location
Administration Menu > Location Keyword)

a) ID – Identity for location together with brief description

b) LOOKUP – List of all Location Keyword
c) MAIN – Title of Location other specification user wanted to add

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 CHAPTER III
PREVENTIVE MAINTENANCE

3.1 PM PROCEDURE
(Main Menu > Maintenance > Preventive Maintenance Menu > PM Description)
Preventive Maintenance Procedure Based on their Frequency

a) LOOKUP – List of All Preventive maintenance procedure

b) MAIN – Detailed Task of PM procedure and its STATUS and TYPE.
c) EQUIPMENT/LOCATION/COST CENTERS/ROUTES
 PM List – All Equipment and Facilities that will perform the PM procedure Task
 Frequency – Schedule of each equipment and facility
(Note: Upon setting frequency on specific equipment or facility user must only use on either Elapsed Time
Meter or 52 Weeks do not used at the same time)

 Elapsed Time/Meters (Based on Date Ex. 01/01/2018)

Note: When “Generate based on Date Last Done” is checked Work Order will not be
generated as long as the Previous Work Order is still Open and next generation date of Work
Order may vary depends on closing date
 52 Week (Based on Day Ex. 1st Monday of the Month)
 Gauges (Parameters Set on Equipment)

d) LABOR – Cost on Labor or List of Personnel that will conduct the PM

e) MATERIALS / TOOLS – Consumables that needed upon conducting the PM can be sink on
inventory module
f) CYCLES – When a certain equipment or facility needs more than One PM to conduct the
Maintenance
g) ATTACHMENTS – Blank Checklist
h) REVISIONS – System generated LOGs when user update or changes any data
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 CHAPTER IV
WORK REQUEST

4.1 WORK REQUEST INITIATION

(Main Menu > Maintenance > Work Request Menu > Work Request Initiation)

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a) LOOK UP – List of Work Request

b) MAIN – Equipment/Location or Work Problem Description
c) ATTACHMENTS – Supporting documents for the Work Request
Note: Required Field to Fill-up
Under Main
 EQP/LOC
 Problem Description
 Attachment
Priority Choose between TIER 1, 2, and 3 (see definition on Page 30)

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 4.2 WORK REQUEST TRANSFER
(Main Menu > Maintenance > Work Request Menu >
Work Request Transfer)

In transferring Work Request to Work Order,

1. Double click the WR under Lookup
2. Check “Add Problem Description to Work Order”
3. Select the Work Order Priority: Choose from TIER 1, 2, and 3 (see definition on Page 30)
4. Then Click “Generate WO and Edit”. Select which Type of Work Order you want to generate.

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 CHAPTER V
WORK ORDER

5.1 WORK ORDER INITIATION

(Main Menu > Maintenance > Work Order Control Menu > Work Order Initiation)

a) LOOK UP – List of All Open Initiated Work Order

b) MAIN – Equipment or Facility concern and the problem encountered on that asset
c) OTHER INFORMATION – Detailed Planned and Date Required to Finish the Job.
d) REVISIONS – Logs of all the revisions and updates of the Users on the Work Order

Note: Required Field to Fill-up

Under Main
 Type (Repair, Inspection PM, After the Fact,
Service Work Order, CAPEX Work Order) Reminder!
 Priority (TIER 1, TIER 2, TIER 3) DON’T FORGET TO APPROVE THE
 Equipment/Location WORK ORDER AFTER COMPLETING
 Work Problem Description THE REQUIRED FIELDS.
Under Other Information: If the Equipment is down or non-
 Date Required operational temporary for a certain
 Out of Service; Time period of time change EQUIPMENT
 Est. Downtime STATUS to “Out of Service”
 Attachments
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5.2 CLOSING OF WORK ORDER
(Main Menu > Maintenance > Work Order Control Menu > Work Order Update and Completion)

a) LOOK UP – List of all open Work Orders to select

b) MAIN – Data of Work Order and completion Field

Note: Required Fields to fill-up in closing a Work Order

 Completion Date; Time
 Comments
 Completed By
 Out of Service and Return to Service (if Downtime occurs)
 Problem/Work Description
 PO Cost (if applicable)
 Attachments

c) WORK DESCRIPTION – Task List from work Initiation or PM procedure

d) LABOR / MATERIALS – Crew and Inventory stock used on repair or PM
e) TIMECARDS – Third party technician performed or fixed the assets
f) NON STOCK – Labor / Materials cost Itemized per lot
g) PURCHASING – Details of Purchase Order for the materials and approval status
h) METERS / GAUGES – Reading of parameters or threshold (required if asset has parameters to
read)
i) ATTACHMENTS – “As Left” or “After” picture of assets, Billing and Service Report
j) COSTS – Summary Cost Data
k) REVISIONS – History of all the revisions and updates made in the Work Order

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5.3 AFTER-THE-FACT INITIATION
(Main Menu > Maintenance > Work Order Control Menu > After the Fact Work Order)

a) MAIN - Detailed Work done including problem description and action taken on specific asset

Note: Required Field to fill-up

 Date Completed
 By (Completed By)
 Equipment / Location
 Work Description
 Comments
 Out of Service and Return to Service (if experienced downtime)

b) TIMECARDS – Employee or Labor details

c) MATERIAL – Used Materials or consumable/spare during work
d) METER / GUAGES – Last Reading of parameters of certain asset (required if asset has parameters
to read)
e) CHARGE CODES – If the problem is usually encounter charge code can be specified by cost center
or department
f) COST – Summary cost of work

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 CHAPTER VI
REPORTS (KPI)

DEFAULT KPI REPORTS (Main Menu > Reports)

All Default Reports in the system can be generated through PDF or EXCEL it also filters to sort the report
details user want to have a report on.

NOTE: When Running Default Report make sure that

proper filtering is applied, such as date coverage
“starting date & end date” and specific zone/branch if
multiple branch user.

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6.1 PM ON-TIME COMPLIANCE
(Main Menu > Maintenance Menu > Preventive Maintenance Menu >
PM On-Time Compliance by Procedure)
This report is to identify your percentage compliance based on coverage date you selected on filter, it will
sum up the number of initiated work order compared to number of closed work order on time
Note: Late closing of PM work order is equivalent to 0% compliance

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Note: Required filter to fill-up

 Date Required (If you want to generate all your PM Compliance regardless of the date, you
may leave this blank. But it is advised to choose the date range to avoid slow generation of
report)
 Equipment Keyword (This is only applicable if you have a specific equipment you want to
check. Else, leave it blank.)
 Zone – Choose a specific zone you’d like to include to the report or leave it blank to generate
all the PM Compliance of all Zones you have access with.
After filling up all the required filters, click one of these icons on the upper right corner.
The first one is in PDF format and the second one is in Excel format.
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6.2 PM FORECASTING
(Main Menu > Maintenance Menu > Preventive Maintenance Menu > PM Schedule (Forecasting))
PM forecasting is to view the upcoming work order to be generated by system, it is useful report when
planning yearly/long duration scheduled maintenance or just to check if your scheduled PM encoded on
the system is correct.

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Note: Required filter to fill-up

 Date Range Forecast (Required) – The date range should be future dates. PM Forecasting
won’t generate PM Schedules in the past.
 Equipment Keyword – This is only applicable if you have a specific equipment you want to
check. Else, leave it blank.
 PM Procedure # - This is only applicable if you have a specific PM Procedure # you want to
check. Else, leave it blank.
 Zone – Choose a specific Zone you’d like to include to the report or leave it blank to generate
all the PM Forecast of all Zones you have access with.

After filling up all the required filters, click one of these icons on the upper right corner. The
first one is in PDF format and the second one is in Excel format.

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6.3 TOP EQUIPMENT DOWNTIME
(Main Menu > Assets > Equipment Report Menu > Top Equipment Downtime) or
(Main Menu > Reports > KPI Report Menu > Top Equipment Downtime)
This is just a sample of default report that can be generated on the system, there are two ways to
generate default report:
1st

2nd

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Common filtering view is shown below you can generate reports through Excel or PDF

Shown below are the filtering category that can be used to capture or sort the data the user
specifically needed. You can select multiple filter at a time, just make sure that if you used filter
that has coverage date range to fill out “starting and ending date” to avoid error on the
generation of report .
Note: Required filter to fill-up
 Date Completed – The date range should be future dates. PM Forecasting won’t
generate PM Schedules in the past.
 Equipment Keyword – This is only applicable if you have a specific equipment you
want to check. Else, leave it blank.
 Zone – Choose a specific zone you’d like to include to the report or leave it blank to
generate all the Top Equipment Downtime of all Zones you have access with.
After filling up all the required filters, click one of these icons on the upper right. The
first one is in PDF format and the second one is in Excel format.

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6.4 OPEN WORK ORDERS (Repair / PM / CAPEX / Service)
(Main Menu > Maintenance > Work Order Control Menu > Work Order Control Reports > Open
Work Order Reports > All Open Work Orders)
These are manually initiated work orders which are pending and waiting to be closed and completed
on or before the required date you have declared.

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Note: Required filter to fill-up
 Date Required – If you want to generate all your open repair work orders regardless
of the date, you may leave this blank.
 Equipment Keyword – Optional. If you have a specific equipment you want to check.
Else, leave it blank.
 Work Order Type – Choose the desired Work Order Type (Repair / Inspection PM /
CAPEX / Service / After the Fact) or leave it blank to generate all.
 Zone – Choose a specific zone you’d like to include to the report or leave it blank to
generate all the Open Work Orders of all Zones you have access with.

After filling up all the required filters, click one of these icons on the upper right corner.
The first one is in PDF format and the second one is in Excel format.

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6.5 CLOSED/COMPLETED WORK ORDERS (Repair / PM / CAPEX / Service / After the Fact)
(Main Menu > Maintenance > Work Order Control Menu > Work Order Control Reports >
Closed Work Order Reports > All Closed Work Orders)
These are the repair work orders which are already completed. You can use this to access all
your completed works as well as those which are already transferred to history.

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Note: Required filter to fill-up
 Date Completed (Choose the dates from
which you want to check all your closed
repair work orders. Left side is the start
date and end date on the left side.)
 Equipment Keyword (This is optional. If
you have a specific equipment you want
to check choose the proper equipment
keyword. Else, leave it blank.)
 Work Order Type: Choose the desired Work Order Type (Repair / Inspection PM / CAPEX /
Service / After the Fact) or leave it blank to generate all.
 Zone – Choose a specific zone you’d like to include to the report or leave it blank to generate
all the Closed Work Orders of all Zones you have access with.

After filling up all the required filters, click one of these icons on the upper right corner. The
first one is in PDF format and the second one is in Excel format.

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6.6 OVERDUE WORK ORDERS (Repair / PM / CAPEX / Service)
(Main Menu > Maintenance > Work Order Control Menu > Work Order Control Reports > Work
Order Status Reports > Overdue Work Orders)

These are repair work orders which are already past due the required date. Once the work order
are not yet closed, the number of days they are open are still counting.

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Note: Required filter to fill-up
 Date Submitted (Choose the
dates from which you want to
check all your overdue repair
work orders. Left side is the start
date and end date on the left
side.)
 Equipment Keyword (This is
optional. If you have a specific
equipment you want to check
choose the proper equipment
keyword. Else, leave it blank.)
 Work Order Type: Repair / PM / CAPEX / Service
 Zone – Choose a specific zone you’d like to include to the report or leave it blank to
generate all the Overdue Work Orders of all Zones you have access with.

After filling up all the required filters, click one of these icons on the upper right corner.
The first one is in PDF format and the second one is in Excel format.

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6.7 MEAN TIME TO REPAIR (MTTR)
(Main Menu > Reports > KPI Report Menu > More Menu Items > Completed Work Order MTTR)

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4
Note: Required filters to fill-up

 Date Completed – Choose the date completion of the Project or Work Order
 Work Order Type: Repair
 Zone – Choose a specific zone you’d like to include to the report or leave it blank to generate
all the Equipment Status of all Zones you have access with.

After filling up all the required filters, click one of these icons on the upper right corner. The
first one is in PDF format and the second one is in Excel format.

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6.8 EQUIPMENT BY: STATUS, SPECIFICATIONS, KEYWORD, UNDER WARRANTY
(Main Menu > Assets > Equipment Reports Menu > Equipment List Menu >
Equipment by Status / Equipment Specifications /
Equipment by Keyword / Equipment under Warranty)

This will help you identify the status of your Equipment, if it’s In Service, Out of Service,
Inactive or Standby.

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Note: Required filter to fill-up

 Equipment Keyword – This is optional. If

you have a specific equipment you want to
check, choose the proper equipment
keyword. To generate all, leave it blank.)
 Equipment Status – You may choose from
Inactive, In Service, Out of Service, Standby
 Zone – Choose a specific zone you’d like to
include to the report or leave it blank to
generate all the Equipment Status of all
Zones you have access with.

After filling up all the required filters, click one of these icons on the upper right corner.
The first one is in PDF format and the second one is in Excel format.

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6.9 Customized Report / Report Builder

As long as you can find this on the “upper left corner” of the page, user can create their own
Customized Report.

1. Click on Report Builder icon

2. Click on to add new custom report

3. This window will show up:

 Enter Title of the Report

 Click on the Field you want to capture on your report
 Click to run the report
 Same as the Default, it also has filter before you can generate it on PDF or EXCEL.

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