Maintenance5000 Training Guide

Maintenance5000
Training Guide
Contents
1.0 Start Screen....................................................................................................................................................... 4
2.0 Equipment.......................................................................................................................................................... 8
2.01 Add New Equipment............................................................................................................................................. 9
2.02 Equipment List....................................................................................................................................................... 19
2.03 Equipment Structure........................................................................................................................................... 29
3.0 Helpdesk........................................................................................................................................................... 32
3.01 Add New Helpdesk Request........................................................................................................................... 33
3.02 Helpdesk Request List – by Date.................................................................................................................. 39
3.03 Helpdesk Request List – by Status............................................................................................................... 42
4.0 Work Orders / Jobs...................................................................................................................................... 44
4.01 Add New Work Order......................................................................................................................................... 45
4.02 Work Order List...................................................................................................................................................... 50
4.03 Add Completed Work Order............................................................................................................................ 54
4.04 Re-Open Completed Work Order................................................................................................................. 58
4.05 Work Order Task List........................................................................................................................................... 60
4.06 Work Order Print.................................................................................................................................................... 62
4.07 Work Order Logon/Logoff Employee......................................................................................................... 65
4.08 Work Order by Type............................................................................................................................................ 70
4.09 Fault Analysis.......................................................................................................................................................... 73
4.10 RAG Report.............................................................................................................................................................. 74
4.11 Location RAG Report........................................................................................................................................... 76
4.12 Completion Target RAG Scan........................................................................................................................ 79
4.13 Response Target RAG Scan............................................................................................................................ 81
4.14 Labour Time Entry................................................................................................................................................ 83
4.15 Job Sheets............................................................................................................................................................... 85
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Real Asset Management Plc Central Court Knoll Rise Orpington Kent BR6 0JA
Tel +44 (0)1689 892100 Fx +44 (0)1689 898434 E solution@realassetmgt.co.uk Wwww.realassetmgt.co.uk
Registered in England and Wales No. 2454806
4.16 Time Transaction List......................................................................................................................................... 88
5.0 Purchase Orders............................................................................................................................................. 90
5.01 Add New Purchase Order................................................................................................................................. 91
5.02 Purchase Order Line Scan................................................................................................................................ 96
5.03 Purchase Order Scan.......................................................................................................................................... 98
5.04 Receive Goods...................................................................................................................................................... 100
5.05 GRN Transactions............................................................................................................................................... 103
5.06 Purchase Order Status History..................................................................................................................... 105
5.07 Approval Groups.................................................................................................................................................. 107
5.08 Awaiting Approval............................................................................................................................................... 110
5.09 Purchase Quotations......................................................................................................................................... 113
5.10 Inventory Replenishment................................................................................................................................. 123
6.0 PPM Schedules............................................................................................................................................. 127
6.01 Add New Standard Job.................................................................................................................................... 128
6.02 Standard Jobs....................................................................................................................................................... 134
6.03 Standard Jobs by Asset Group..................................................................................................................... 136
6.04 Add New PPM Schedule................................................................................................................................. 138
6.05 PPM Schedules.................................................................................................................................................... 147
6.06 PPM Schedules by Asset................................................................................................................................. 148
6.07 PPM Schedules History.................................................................................................................................... 149
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1.0 Start Screen
The Start Screen is the central point of Maintenance5000, and it’s here that you can gain access
to the various modules and reports that make up the database.
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When you first open up Maintenance5000, you are greeted by the login screen as seen below.
Enter your ‘Login name’ and ‘Password’ to gain access to the Maintenance5000 Start Screen.
Once logged in, you will be greeted to the Maintenance5000 Start Screen. The Start Screen is
spilt in to three main sections.
The first section, which can be found on the left hand side of the screen, lists the various
Maintenance5000 modules that you can gain access to. Hovering the mouse over each module
opens a new window with further options. Selecting one of these options takes you in to that
particular module.
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The second section, which can be found in the bottom left hand corner of the screen, is the
System Health Monitor.
The System Health Monitor details the status of a number of elements that ensure that the
database is running as it should. These elements are as follows:
Background Service last execution - The Background Service runs behind the scenes
of the database and is responsible for all of the automated processes with
Maintenance5000 such as the creation of Works Order for due PPM Tasks, and the
email messages sent out when certain triggers are met.
Calendars - The Calendars inform Maintenance5000 when a working day starts and
finishes or when a particular shift pattern is about to start or finish. This enables the
database to accurately filter out Engineers that are no longer on shift or on leave when it
comes to assigning a work order to an appropriate Engineer. The Calendars also inform
the database when to stop and restart the clock in relation to Priority times for response
and completion at the end / start of a working day.
Last Database Backup – The Last Database Backup element provides you with a date
and time stamp of when the Maintenance5000 database was last backed up.
Current Users x out of x Licensed users – This final element displays the current
number of users logged on to Maintenance5000 out the maximum number of users
allowed at any one time.
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The third and final section of the Start Screen is the Digital Dashboard. This section takes up the
majority of the Start Screen, and details in graphical form a number of various Key Performance
Indicators.
It is possible to change the graphs to reflect other Key Performance Indicators such as
‘Outstanding Jobs by Priority’ or ‘Jobs by Craft’.
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2.0 Equipment
The Equipment module contains all of the relevant information about items of equipment,
whether they are electrical equipment, pumps, vehicles, buildings, rooms etc.
Within this module, you can create a new equipment record, and view the existing equipment
list.
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2.01 Add New Equipment
In order to add a new piece of equipment to Maintenance5000, you firstly need to select the
‘Add New Equipment’ option from the Start Screen.
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Once selected, this will take you through to a new screen where you can start to input the
necessary details relating to your new piece of equipment.
There are a large number of fields to be completed across a number of Tabs, but the screen
can be designed around your Business Rules and the level of detail that you wish to record with
the database. However, it is advisable to collect as much information relating to each piece of
equipment as possible.
To enter a new piece of equipment, you must first select the template most appropriate to the
record being entered.
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There are four templates to choose from, each representing a particular level on the Location
Hierarchy that is predefined within the database based on your business needs. The four
templates are as follows: -
Site – This is the very first level within the Location Hierarchy, and can normally be
associated with a particular Building or Complex. For example, Hospital A, Building 1
etc.
Location – This is the second level within the Hierarchy, and is associated with an
area / floor within a particular Site. For example, First Floor within Hospital A.
Sub Location – This is the third level within the Hierarchy, and is associated with a
room / block / ward within a particular Location. For example, Ward Bee, on the First
Floor of Hospital A.
Asset – This is the fourth level with the Hierarchy, and is associated with a piece of
equipment that can be found within a particular Sub Location. For example, an air
conditioning unit in Ward Bee, on the First Floor of Hospital A.
It is possible for an asset to be defined at any of the previous levels within the Location
Hierarchy.
Depending on which template is chosen, the screen view will change accordingly and the
number of fields that require populating will also change.
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If you choose Site, then the screen layout will look as follows:-
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Choosing Location will result in the following screen: -
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The following screen is what will be seen if you choose Sub Location: -
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And choosing Asset will result in the following screen: -
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Once a Template has been selected, the next step is to enter the various bits of information
relating to the equipment in to the appropriate fields. This information is spread out over a
number of different Tabs, such as ‘Details’, ‘Email’, ‘Attachments’ etc.
In the screenshot above, you’ll notice that the fields ‘Code’ and ‘Description’ are greyed out. This
means that the fields are “self-generating”, and will be populated once the record has been
saved. Any fields that have a red exclamation mark next to them are mandatory fields and
must be completed before the equipment record can be saved.
Once all of the necessary fields have been completed, click on the button to save the
record and create a new Equipment number. The button can be found in the top left hand
corner of the screen.
If you need to add any further information to an existing record or correct a piece of information,
then you can easily do so by clicking on the button located at the top of the screen.
Once the record has been updated, click the button in order to save your changes. If you
wish to exit the record without saving your changes, then click the button.
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It is also possible to attach documents to your record, such as ‘Test Certificates’, ‘Operating
Instructions’ etc. In order to do so, click on the tab, and you will be taken to
the following screen: -
To add a new attachment to the record, click on the button that is located in the top right
hand corner of the Attachments window. A new window will open, and here you will be able to
select the method by which you wish to attach the document to your record.
There are three options in total, ‘Document’, ‘Local File’ and ‘Shared File’.
Document allows you to attach a document that is already stored within the database’s
Document Registry. Local File gives you the opportunity to upload a file directly to the record,
from your computer or local network, and Shared File allows you to enter a File Path or URL
linking you to the appropriate document.
In each case, you also have the option to record comments against of the attachments. If the
attachment is one that is required to be printed along with a Work Order, then the ‘AutoPrint’
box should be checked. This will ensure that every time a Work Order is produced and printed
against the current equipment record, the specified document will be printed automatically.
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Maintenance5000 also gives you the option to send out Email notifications to pre-defined
recipients whenever a Work Order is raised against an item of equipment.
In order to set up the various recipients, select the tab, and the following screen will
appear: -
If email notifications are operational, then entering an email address in the “Email” field will
result in an automated email being sent to the address(es) entered whenever a Work Order is
created against this item of equipment, or the status of a Work Order changes. Entering email
addresses in the “Email CC” and Email BCC” fields will in turn result in emails being CC’d and
BCC’d to the defined addresses respectively when a Work Order is created or the status of the
Work Order changes.
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2.02 Equipment List
The Equipment List module allows you to view all of the different items of equipment within the
database in a sortable, filterable and searchable list.
In order to gain access to this list screen, you need to select the ‘Equipment List’ option from the
Start Screen.
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Once selected, this will take you through to a new screen where you will be able to view a list of
all the items of equipment within Maintenance5000 in a tabular format.
This type of list screen is something that is commonplace within Maintenance5000, and the
functionality of these screens is the same throughout the database.
The equipment record is displayed as a row item with various pieces of information displayed
in columns. This information is read only, and very often a summarised version of the record.
If you wish to drill down further and view the full details relating to the equipment item, select
the magnifying glass icon , which can be found in the very first column from the left. This
will take you in to the equipment’s detail page, from where the record can be amended if
necessary.
A great feature of these list screens is that they can be filtered, sorted and searched in a
number of ways to best suit how you wish to display the information.
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If you wished to reduce the amount of information that appears on this screen, it is possible to
hide certain columns from view. In order to do this, firstly select the gears button which
can be found in the top right hand corner of the screen. Pressing this button, pulls up a new
window which lists the various fields available to view.
If you wish to be able to view that particular field, then you just need to ensure that the tick box
next to the field name is checked. If you wish to hide a particular field, then just uncheck the tick
box. Clicking the button will result in the screen being updated to reflect the changes
that you have made. If you wish to return the screen to its original state, then just press the
button.
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If you wish to sort the screen in a particular order, then just click on the heading of the column
that you wish to sort by.
Clicking the column header once, will sort the column in an ascending order. This will be
highlighted by the appearance of a little back triangle pointing upwards in the column header.
Clicking the column header for a second time, will sort the column in a descending order. This
is highlighted by the little black triangle now pointing downwards.
Clicking the column header for a third time will result in the sorting being switched off for that
column, and the little black triangle will now disappear.
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It is possible to apply sorts to more than one column. In these cases, a number will appear next
to the little black triangle indicating the importance and order in which the sorts are applied.
Filters that are used frequently can be predefined and added to the list screen to facilitate easy
querying of the data; these are known as Filter Sets. One Filter Set can then be added as a
default, in which case this filter will always be applied when the list screen is first opened.
It is possible to identify which Filter Set is currently being applied to the list screen, by looking at
the banner just above the Column Headers. There will be a brief description here identifying the
Filter Set currently being applied.
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If you wish to change the Filter Set, then select the Filters button , and this will bring up
a list of all of the available Filter Sets for this particular list screen.
The currently selected Filter Set is indicated by a green tick next to it, and the default Filter Set
will be highlighted with “[Default]” as part of its description.
To apply any of the other available Filter Sets, then just click on the description and the screen
will apply the newly selected Filter Set. To remove the Filter Set and show every item of
equipment ever entered in to the database, then just select ‘Empty Filter’.
Within the list screen, many of the columns also support an additional filter function that allows
the column contents to be searched for a particular word that might form part of the contents.
You can tell if a particular column enables you to do this if there is a white blank cell located
just underneath the Column Heading.
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Type the word that you wish to search for into the cell, and this will then return all of the
instances where the value starts with this word.
In the example below, you can see that searching for the term “Hall” in the ‘Hospital’ column
returns no matching records. This is because there are no Hospital names that start with the
term “Hall”.
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To overcome this and return a list of equipment items that can be found in a Hospital with the
term “Hall” in its name, then prefix the term “Hall” with the % symbol. The significance of the %
symbol is that it acts as a wildcard and allows the database to look for the term “Hall” anywhere
in the Hospital field. In this case, searching for the term “%Hall” will result in the following
records being returned.
In some cases, the list screen will display the returned records over a number of pages. The
screen details which page you’re currently residing on in the top right corner of the screen.
In order to flick through the various pages one by one, just press the or button located
either side of the Page number. This will take you backwards or forwards to the next page.
Clicking on button will amend the Page number description to reflect the current
page you’re on out of the total number of pages, along with the total number of row items
within this list screen.
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You should also notice that there are now a couple of extra buttons available to select.
Selecting either of the buttons will move you backwards or forwards ten pages at a time,
whereas the buttons will take you back to the first or last page respectively.
It is also possible to export the list screen for use in a different piece of software, if you wish to
manipulate the information a little further. To do so, just select the button and you’ll be
given a choice of two formats “.csv” and “.xml” to which you can export the data to.
Once you’ve selected the format in which you wish to export the data, Maintenance5000 will
then give you the option to either open your new file, save it or cancel the whole process.
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In addition to all of these functions, it is also possible to add a new item of equipment from
within the List Screen too. Just press the button, and you’ll be taken through to the
Equipment Screen where a new equipment record can be added as previously detailed in
Section 2.01 – Add New Equipment.
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2.03 Equipment Structure
The Equipment Structure screen enables you to be able to view every available item of
equipment via various hierarchy structures defined within Maintenance5000. This is done via a
Tree View screen.
As with the List Screen, the functionality on offer on this screen applies to all of the other Tree
View screens within Maintenance5000.
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In the Equipment Structure screen, you are available to view the Equipment Structure via three
different options:
 Equipment Structure by Location

 Equipment Structure by Asset Group
 Equipment Structure by Equipment Type
In order to expand the Tree View structure, click on the symbol located to the left of the item.
In the case of the ‘Equipment Structure by Location’, this will then expand to show all of the
various Site items, i.e. Hospital A, Hospital B etc.
Clicking on the symbol next to one of the Site items, will then expand the tree to show all of
the various Location items or items of equipment associated with the Site, i.e. First Floor within
Hospital A.
Expanding the Location item will then show all of the various Sub Location items or items of
equipment associated with the Location, i.e. Ward Bee on the First Floor within Hospital A.
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Finally, expanding the Sub Location item will result in a list of the various equipment items
associated with the Sub Location i.e. an Air Conditioning Unit located in Ward Bee on the First
Floor within Hospital A.
Clicking on the symbol next to the heading ‘Equipment Structure by Asset Group, will expand
the tree to show all of the different Asset Groups set up within Maintenance5000. Drilling down
further into the tree, will show all of the Equipment Items that have been categorised under the
selected Asset Group.
Expanding the tree for the heading ‘Equipment Structure by Equipment Type, will show all of
the Equipment Types, and in turn expanding them even further will show all of the various
Equipment items under these Equipment Types.
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3.0 Helpdesk
The Helpdesk screen has been designed to facilitate a quick and reliable way for Building
Users to generate an electronic helpdesk request for the maintenance team. It is extremely
useful in a situation where a building / site is in operation 24hrs, but the maintenance team are
not. Requests can be added at any time, and unlike paper notes or voicemail messages they do
not go missing.
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3.01 Add New Helpdesk Request
To add a new Helpdesk request, you must first select the “Add New Help Desk Request” from
the Start Screen.
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Once selected, this will open a new screen where you will be able to enter a number of details
relating to your request.
Enter as much detail into the available fields as possible, thereby making it easier for the
Maintenance Team to quickly identify the issues being seen and hopefully in turn the necessary
steps required to rectify the situation.
Some fields will be mandatory, and Maintenance5000 will not allow any request to be saved
unless these fields have been completed. These fields are clearly marked with a symbol. To
ensure that as much data is collected at this early stage, it is possible to configure any of the
fields to be mandatory.
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Once the requestor’s details have been captured, the next field to complete is the ‘Equipment’
field. If the Equipment number is already known, then this can simply be typed into the empty
field. If you’re not sure, then there are 2 main ways to find the details that you require.
Firstly, place the flashing cursor inside the ‘Equipment’ field, and then hit ‘Backspace’. Doing this
will bring up a small drop-down box from which you can choose the piece of equipment you
are reporting on.
Scroll down the list to find the affected Item of Equipment, and then double-click on the
description to place the item in the ‘Equipment’ field.
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Alternatively, and especially if you require a little more information about the piece of equipment
to be able to correctly identify it, click on the button to bring up the Equipment Structure
screen. From here you would be able to drill down into the tree view and select the appropriate
equipment item.
Once you’ve highlighted the asset that you wish to add to your Helpdesk Request, click on the
‘Use Selected’ button, which can be found on the right hand side of the screen.
The selected Equipment Item will now appear in the Equipment field of the Helpdesk Request.
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Once the Equipment Item has been entered, the ‘Location’ field will automatically be populated
with the Location details attached to the Equipment Item.
A Priority can then be selected from the following drop-down box, before a detailed description
of the issues being seen can be completed within the ‘Description’ free text field.
The final field to be completed is the ‘Decontamination Certificate Attached to Equipment’

check box.
Once all of the fields have been completed with as much detail as possible, click on the
button for the record to be saved and a Helpdesk Reference number to be generated.
At the bottom of the screen, there are two Tabs that display further information relating to the
information populated in the cells above. The two Tabs are: -
 Active Work Orders Tab

 Equipment By Location Tab
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The Active Work Orders Tab displays all of the current active (open) work orders that are for the
Equipment Item selected above. This tab will allow you to ensure that your Helpdesk Request
has not already been logged by someone else.
The Equipment by Location Tab displays a list screen detailing all of the other items of
Equipment that are currently recorded as being in the same location as the location recorded
above. This Tab will allow you to confirm that you have actually selected the correct Equipment
Item for the location.
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3.02 Helpdesk Request List – by Date
The Helpdesk Request List – by Date module allows you to view all of the Helpdesk Requests
that are currently open within the database in a sortable, filterable and searchable list. In order
to gain access to this list screen, you must first select the ‘Helpdesk Request List – by Date’
module from the Start Screen.
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all of the currently active Helpdesk Requests grouped by date within Maintenance5000 in a
tabular format. The facility to add a new Helpdesk Request from this page also exists.
From this screen, it is also possible to review the Helpdesk request to see whether it needs to
become a Work Order and assigned to an Engineer. In order to do so, you first need to view the
Helpdesk Request detail screen.
Click on the magnifying glass button located to the left of the row in which your Helpdesk
Request appears. Within this screen, a number of fields have to be amended in order for the
Work Order to be created. Click on the button, and this will cause the fields to
become amendable. Then amend the Job Type field, Status field, and ideally the Optimum
Resource field. Changing the Job Type field at this stage would be enough to create a Work
Order, but it would be prudent to amend the other fields at the same time to truly reflect what is
happening with the request. Once these fields have been amended, click on the button to
save the changes and create the Work Order. The Work Order will have exactly the same
reference number as the original Helpdesk Request.
If the Helpdesk Request is not to progress to a Work Order, for example it’s a duplicate of a
previously logged request, then the request will need to be completed.
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In order to do so, first select the button. This will result in all of the fields being opened
up and available to amendments. As a minimum, ensure that a reason for the Helpdesk
Request being completed is entered into the “Status Change Reason” field.
Once all of the details have been entered and updated, press the button to mark the
request as complete and close it off.
As detailed previously, this type of List Screen is commonplace within Maintenance5000 and
the functionality of the screens is the same throughout the database.
For further details on how to search, filter and sort the data available in this screen then please
see Section 2.02 – Equipment List.
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3.03 Helpdesk Request List – by Status
The Helpdesk Request List – by Status module allows you to view all of the Helpdesk Requests
that are currently open within the database in a sortable, filterable and searchable list.
In order to gain access to this list screen, you must first select the ‘Helpdesk Request List – by
Status’ module from the Start Screen.
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all of the currently active Helpdesk Requests grouped by status within Maintenance5000 in a
tabular format. The facility to add a new Helpdesk Request from this page also exists.
As with the Helpdesk Request List – by Date screen, it is possible to review the Helpdesk
Request from this screen.
For further details on how to view the Helpdesk Request, create a Work Order from the request,
and assign an Engineer to the Work Order, and complete a Helpdesk Request then please see
Section 3.02 – Helpdesk Request List – by Date.
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4.0 Work Orders / Jobs
Work Orders within Maintenance5000 are the next step on from Helpdesk Requests and allow
you to add more detail to the original request such as assign a Labour Resource to complete
the job, adding tasks to the job that need to be completed, tracking time and costs spent on the
job etc. Work Orders are also ‘Task-based’ and therefore must contain at least one task.
Individual tasks can then be created within a Work Order, essentially meaning that the Work
Order is a project. These tasks can then be individually assigned to employees rather than the
Work Order as a whole.
Within this module, you are to create a new Work Order, amend/complete existing Work
Orders, and view various Work Order reports.
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4.01 Add New Work Order
To add a new Work Order, you must first select the ‘Add New Job’ module from the Start
Screen.
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relating to your Work Order.
Enter as much detail into the available fields as possible, thereby making it easier for the
Maintenance Team to quickly identify the issues being seen and hopefully in turn the necessary
steps required to rectify the situation.
As with the Helpdesk Request module some fields will be mandatory, and Maintenance5000
will not allow the Work Order to be saved unless these fields have been completed. To ensure
that certain pieces of data are not missed out, it is possible to configure any of the fields to be
mandatory.
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Any greyed-out fields are system generated fields and will be filled in upon the population of
another field.
In this case, the greyed-out cells are based on the Equipment Number field being populated.
Also included on this screen are an additional three Tabs, which hold further information
relating to the required works. These three Tabs are: -
 Main
 Job Details
 Other Jobs
The Main Tab contains more fields relating to the requestor of the works, such as name,
contact details, location and description of works required. It also contains fields relating to the
progress being made with the works, i.e. the current status of the Work Order, dates and times
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relating to when the work started and when it should be completed by, who’s carrying out the
works, and comments on the progress made so far.
The Job Details Tab contains a further three Tabs, ‘Planned’, ‘Faults’ and ‘Readings’. These Tabs
allow further information to be recorded with regards to the Planned costs relating to the works,
such as estimated time to complete the task, any kits or materials that may be needed to carry
out the works, the faults behind the failure of the equipment, and any meter readings that may
be required to be taken.
The Other Jobs Tab also contains a couple of new Tabs, in this case ‘Outstanding Work’ and
‘PPM Schedule’. Both of these Tabs contain a small List Screen which lists details of existing
Work Orders still to be completed against the chosen Equipment Item, and of any PPM
Schedules associated with the Equipment Item. As with all List Screens, these ones can also be
filtered, sorted and searched in exactly the same manner as those discussed earlier. Within the
PPM Schedule Tab, there is also a facility to bring forward any Planned Maintenance work that
is due in the forthcoming weeks rather than have to come back and carry out the servicing in
the very near future.
In order to do this, you will need to select the planned works that you wish to bring forward by
selecting the empty check box on the left-hand side of the screen.
Then click on the button, to amend the Next Due date to today’s date and create
new Planned Maintenance Work Orders for completion at the same time as the reactive works.
As with the previous modules, the various symbols such as , , or have the same
meanings or functions within this module.
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The calendar symbol allows you to select the date value from a calendar layout rather than
type the value directly into the cell. Clicking on will result in a new window opening up as
below:
Within this window you can select any date, past or present, and once chosen; clicking on the
button will transfer the chosen date value to the field. If you wish to use today’s date
and time, then just select the button before pressing the button to register your
selection.
Once a new Work Order has been created, it is possible to update the record from time to time,
as well mark the Work Order as ‘Complete’. Both of these topics are covered in the Section 4.02
– Work Order List.
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4.02 Work Order List
The Work Order List module allows you to view all of the Work Orders that are currently open
within the database in a sortable, filterable and searchable list.
In order to gain access to this list screen, you must first select the ‘Work Order List’ module from
the Start Screen.
all of the currently active Work Orders within Maintenance5000 in a tabular format. The facility
to add a new Work Order from this page also exists.
From the Work Order List screen, you are also able to amend or update a Work Order and you
are also able to complete a Work Order.
Amending Work Orders works in the same way as amending a Helpdesk Request. To see how
to do this, check out Section 3.02 – Helpdesk Request List – by Date.
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If the tasks required in a Work Order have now been completed, it is possible to complete the
Work Order from the List screen. In order to do so, find the appropriate Work Order in the list
and then press on the ‘Chequered Flag’ button . This will take you through to a special Work
Order Details screen which has been amended specifically for collecting information relating to
the completion of the Work Order.
In order to complete the work order, certain fields need to be completed. As with all records, it is
important to ensure that as much detail is recorded as possible.
Under the ‘Completion Data’ tab, you can record whether the Tasks and Route Sheets have
been completed. It is also possible to record the data and time that the Work Order was
completed, along with any comments relating to the works that were carried out.
Under the ‘Materials’ tab, you have the opportunity to enter the details of any materials / stock
that you’ve taken from the Stores. To do so, first click on the button located to the right
of the screen. This will add a new row to the List screen contained within the tab.
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You can then select the Labour Resource responsible for obtaining the materials, the item used,
the date used, and the quantity used amongst other things. The cost value will automatically
populate based on the item selected and the quantity used. You need to add a row for each
material item that is used on the job.
Within the ‘Time’ tab, you can record the time taken to complete the task. As with the ‘Materials
Tab’, to enter any time details, you need to click on the button first. Once the new row
appears, you can start to add the necessary information.
Not only are you able to record the time spent working on the task, but you can also record any
travelling or lost time. The cost of each of these elements is calculated by the database based
on the Labour Resource selected, the number of hours spent and the selected hourly rate. As
with the Materials tab, you will need to enter a row for every Labour Resource that has worked
on the job.
The ‘Other Costs’ tab allows you to record any other costs against the Work Order that are not
covered under the Labour or Materials costs. Such costs could be parking fees, congestion
charge fees, petrol expenses etc. Click on the button in order to enter these costs
against the job.
Under the ‘Faults’ tab you can add a number of reasons as to why the Equipment Item required
maintenance. Such reasons could be ‘Fluid Ingress’, Item Dropped’, ‘Power Failure’ and ‘User
Error’. In order to add faults to the work order, click on the button and this will in
turn open a new window.
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Select the faults that you wish to add to the Work Order by selecting the appropriate Fault
descriptions. This can be done by clicking on the check boxes located to the left of the Fault
description. Once you’ve selected all of the faults that apply, click on the
button to add the faults to the Work Order.
The ‘Readings’ and ‘Route Sheet’ tabs are both ‘read only’ tabs that pull the displayed
information across what’s already been created against the Equipment Item or the Work Order.
Once all of the appropriate fields have been completed, click on the button to save
the changes and mark the Work Order as completed.
You will then be returned to the Work Order List, where the completed Work Order has now
disappeared confirming that it has been marked as complete.
For further details on how to search, filter, and sort the data available in this screen then please
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4.03 Add Completed Work Order
The Add Completed Work Order module allows you to enter and complete a Work Order in one
simple process. This is extremely handy for logging and completing jobs that have been carried
out proactively; or simple, quick and easy jobs that have been requested and completed
without the need to go through the Helpdesk first.
In order to gain access to this screen, you must first select the ‘Add Completed Work Order’
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Once selected, this will take you through to a new screen where you will be able a new Work
Order and complete it within one easy process.
From within this screen, enter all of the available details relating to the job ensuring that all
mandatory fields have been completed.
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Once this screen has been completed, click on save to generate the Work Order reference
number, and automatically take you through to the Completion Details screen.
Firstly, enter all of the necessary information under the Completion Data tab, in particular the
Completion Comments. Then complete as many of the available fields under the remaining tab
as possible.
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Once all of the appropriate cells have been populated, click on either the button or
the alternative button. This will result in a new window appearing, asking to you to
confirm whether you wish to complete the Work Order or not.
Clicking on OK will complete the Work Order and return you to the Start Screen.
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4.04 Re-Open Completed Work Order
The ‘Re-Open Completed Work Order’ module allows you to re-open any completed Work
Orders within the system. This may be necessary if there is further information to be added to
the Work Order, or if the Work Order was completed in error.
In order to gain access to this screen, you must first select the ‘Re-Open Completed Work Order’
Once selected, this will take you through to a new screen where you are prompted to enter the
reference number of the Work Order that you wish to re-open.
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If you know the Work Order number already, then it can simply be entered into the field which
will then produce a drop down list of all completed Work Orders within the system for you to
choose from. Alternatively, you click on the Help button which will open up a List Screen
listing all of the completed Work Orders to date. Once the correct Work Order number has been
chosen, click on the button to reopen the Work Order. A confirmation message will
then appear towards the top of the screen.
The Work Order will now be available to select from the Work Order List Screen with a status of
‘Reopen Completed Work Order’.
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4.05 Work Order Task List
The Work Order Task List module allows you to view all of the various Tasks attached to Work
Orders that are currently open with the database in a sortable, filterable and searchable list.
In order to gain access to this list screen, you must first select the ‘Work Order Task List’ module
from the Start Screen.
the all the Tasks relating to open Work Orders within Maintenance5000 in a tabular format. The
facility to add a new Work Order from this page also exists.
From the Work Order Task List screen, you are also able to amend or update a Work Order and
you are also able to complete a Work Order.
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to do this check out Section 3.02 – Helpdesk Request List – by Date
For further details on how to complete a Work Order then please see Section 4.02 – Work Order
List.
As detailed previously, this type of List Screen is commonplace with Maintenance5000 and the
functionality of the screens is the same throughout the database.
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4.06 Work Order Print
The Work Order Print module allows you to view all of the open Work Orders that have not yet
been printed in a sortable, filterable and searchable list.
In order to gain access to this list screen, you must first select the ‘Work Order Print’ module
all the open Work Orders that have yet to be printed out in a tabular form. The facility to add a
new Work Order from this page also exists.
From the Work Order Print screen, you are also able to amend or update a Work Order.
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to do this check out Section 3.02 – Helpdesk Request List – by Date.
To print a Work Order sheet, you must first select the required Work Order by placing a tick in
the check box located to the left of the Work Order reference number. You can select as many
Work Orders as you wish.
Once all of the Work Orders have been selected, click on the button located towards the
top left hand corner of the screen. This will result in a new dialog window opening up and
asking you to confirm that you wish to print the selected items.
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Selecting OK, will result in the Work Order sheet being created in a .pdf format from which you
can email the Work Order directly to an Engineer, or you can print the Work Order directly to a
local printer.
As previously detailed, this type of List Screen is commonplace with Maintenance5000 and the
functionality of the screens is the same throughout the database.
For further details on how to search, filter, and sort the data available in this screen then please
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4.07 Work Order Logon/Logoff Employee
The Work Order Logon/Logoff Employee module allows you to view all Work Orders scheduled
to employee currently logged into the database, as well as all Work Orders which have not yet
been scheduled but with craft requirements appropriate to the crafts assigned to the current
employee. These Work Orders will appear in a sortable, filterable and searchable list.
In order to gain access to this list screen, you must first select the ‘Work Order Logon/Logoff
Employee’ module from the Start Screen.
all the open Work Orders scheduled to the employee currently logged in to the system, along
with all of the Work Orders that have not been scheduled yet, but have craft requirements
appropriate to the crafts assigned to the current employee. This will appear in a tabular format.
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From within this screen, functionality is provided to allow you to easily mark the Work Order and
task that you are currently working on. Logon/Logoff automatically creates a labour
transactions record and calculates the cost based on the time and between logon and logoff
actions.
To logon to an existing Work Order, click the button adjacent to the required Work Order.
This will open up a new window, where all the fields are already pre-populated.
It is not possible to amend the cells that have been shaded out, but the white fields are still
available to amend. Once these details have been confirmed as correct, click on the
button.
This will result in a system message appearing in the top left hand corner of the screen,
confirming that Logon has been completed successfully. The database will now start to count
the time spent being logged on to the task.
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If you try to logon to a job that has not been scheduled for you, the database will generate a
new message indicating that you are not scheduled to carry out these works.
You are then given the option to allow the database to create an automatic schedule for you
during the logon process. Selecting will result in the database automatically scheduling the
task against you for today’s date. Selecting will result in the database cancelling your
request to logon to the task.
If you try to Logon to a Work Order whilst still logged on to another Work Order, a new error
message will appear in the top left hand corner of the screen advising you that you are already
logged on to a different task, and that you must logoff of that task before trying to logon to a
new task.
When you are ready to logoff of a Work Order, press the button. This will result in a new
screen opening up where the majority of the fields are already pre-populated. .
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As with the Logon screen, it is not possible to amend the cells that have been shaded out, but
the white fields are still available to amend. If the task has now been completed, ensure that the
Complete Task check box has been ticked. The same applies if the Route Sheet(s) have also
been completed.
If it is necessary to suspend the task temporarily rather than releasing it for other employees to
logon to, then tick the Retain Task check box. When this check box is ticked and the logoff
button is pressed, the task remains scheduled to you and the task status is changed to ‘Logoff’.
In cases where the check box is not ticked and the logoff button is pressed, the task is marked
as being unscheduled and the task status is changed to ‘Unscheduled’. This may be useful
where the task needs to be completed in stages or you need to wait for certain things to
happen before being able to continue, e.g. Emergency Light Testing.
It is also possible to detail any faults against the Work Order. For further details on how to do
this, please see Section 4.02 – Work Order List.
Once these details have been entered, press the button to save these details against
the Work Order. The database will then work out the time taken between logging on to and
logging off of the Work Order, and calculate the Labour Costs accordingly.
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4.08 Work Order by Type
The Work Order by Type module enables you to view every outstanding Work Order via the
various Job Types set up within the database. This is done via a Tree View Screen. In order to
gain access to this Tree View Screen, you must first select the ‘Work Order by Type’ module
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Once selected, this will take you through to a new screen where you will be able to view a tree
screen of all of the Outstanding Work Orders within the database.
This Tree View screen not only lists all of the Outstanding Work Orders grouped by their
assigned Job Type, but it also indicates whether the task is overdue, a concern or ok based on
its expected completion date. This is highlighted by the , and icons that appear next to
every item within the Tree view that is linked to an outstanding Work Order.
The icon indicates that a Work Order is overdue. The icon indicates that a Work Order is
a cause for concern as it is getting extremely close to its expected completion date. The
icon indicates that the Work Order is ok, and that there is plenty of time before the expected
completion date. The trigger for when these icons should change colour is set within the
various Work Order Priority codes and based around a value called the ‘Completion Threshold’.
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As previously mentioned, this type of Tree View screen is commonplace within
Maintenance5000 and the functionality of the screens is the same throughout the database.
For further details on how to drill down into each item within the Tree View, then please see
Section 2.03 – Equipment Structure.
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4.09 Fault Analysis
The Fault Analysis module allows you to view all of the Work Orders where fault codes have
been recorded against them, in a sortable, filterable and searchable list.
In order to gain access to this list screen, you must first select the ‘Fault Analysis’ module from
the Start Screen.
Work Orders that have all had faults recorded against them, in a tabular form.
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For further details on how to search filter and sort the data available in this screen then please
4.10 RAG Report

The RAG Report module enables you to view all outstanding Work Orders grouped into a
structure by Equipment Item and then Job Type. This is done via a Tree View Screen.
In order to gain access to this Tree View Screen, you must first select the ‘RAG Report’ module
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view of all the Outstanding Work Orders within the database.
The tree structure is based on the Equipment Item to start with, and drilling down further into
the tree will then show all of the various Job Types that have been logged against the chosen
piece of equipment. Drilling down to the next level will then produce all of the Work Orders
created with that particular Job Type. At all stages throughout the tree, the , and icons
appear to indicate whether the Work Order is Overdue, a Concern, or OK.

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4.11 Location RAG Report

The Location RAG Report module enables you to view all outstanding Work Orders grouped
into a structure by Site, then Equipment Item and then Job Type. This is done via a Tree View
Screen.
In order to gain access to this Tree View Screen, you must first select the ‘Location RAG Report’
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view of all the Outstanding Work Orders within the database.
The tree structure is based on the Site to begin with, and drilling down further into the tree will
then show all of the various Equipment Items for that particular site with Outstanding Work
Orders against them. Drilling down to the next level will then produce all of the various Job
Types that have been logged against the chosen piece of equipment. Drilling down to the next
level will then produce all of the Work Orders created with that particular Job Type. At all stages
throughout the tree, the , and icons appear to indicate whether the Work Order is
Overdue, a Concern, or OK.
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As previously mentioned, this type of Tree View Screen is commonplace within
Maintenance5000 and the functionality of the screen is the same throughout the database.
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4.12 Completion Target RAG Scan
The Completion Target RAG Scan module allows you to view all of the Outstanding Work
Orders within the database in a sortable, filterable and searchable field. It utilises the expected
completion date to determine the current condition of a Work Order, and easily highlight this
condition within the list screen.
In order to gain access to this list screen, you must first select the ‘Completion Target RAG Scan’
Once selected, this will take you through a new screen where you will be able to view of list of
Outstanding Work Orders complete with current condition, in a tabular form. The facility to add
a new Work Order from this page also exists.
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To highlight the condition, the screen introduces two additional columns, Status and On Target.
Both of these columns highlight the current condition of the Work Order, but in slightly different
ways.
The Status column displays the , and icons to indicate whether the Work
Order is Overdue, a Concern or OK respectively.
The On Target column displays , and icons to indicate the

same information as the Status column.
For further details on how to search, filter and sort the date available in this screen then please
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4.13 Response Target RAG Scan
The Response Target RAG Scan module allows you to view all of the Outstanding Work Orders
within the database in a sortable, filterable and searchable field. It utilises the expected
response date to determine the current condition of a Work Order, and easily highlight this
condition within the list screen.
In order to gain access to this list screen, you must first select the ‘Response Target RAG Scan’
Once selected, this will take you through a new screen where you will be able to view of list of
Outstanding Work Orders complete with current condition, in a tabular form. The facility to add
a new Work Order from this page also exists.
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To highlight the condition, the screen introduces two additional columns, Status and On Target.
Both of these columns highlight the current condition of the Work Order, but in slightly different
ways.
The Status column displays the , and icons to indicate whether the Work
Order is Overdue, a Concern or OK respectively.
The On Target column displays , and icons to indicate the

same information as the Status column.
However, these icons / images will only appear if the job Priorities within the database have
been set up to include a Response Target and a Response Threshold value.
For further details on how to search, filter and sort the date available in this screen then please
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4.14 Labour Time Entry
The Labour Time Entry module allows for time entries to be booked directly to a work order
using simple data entry. It is used for the recording of time transactions and does not change
the status of the Work Order.
In order to gain access to this screen, you must first select the ‘Labour Time Entry’ module from
the Start Screen.
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Once selected, this will take you through to a new screen where you will be able to add time
entries to various Work Orders in a quick and easy fashion without the need to fully open up the
Work Order Detail screen itself. This would prove very useful when there is a need to enter a
large number of time sheet transactions against large project Work Orders.
In order to enter your time sheet entries, complete the fields on the screen ensuring that the
mandatory fields are completed. Once all of the necessary fields have been completed, click on
the button to enter the time record directly to the Work Order.
The submitted time entry information will appear against the Work Order, under the Actual Tab
which can be found under the First Task Tab.
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4.15 Job Sheets
The Job Sheets module allows for time entries, materials and other costs to be booked directly
to a Work Order using simple data entry. It is used for the recording of various costs against the
Work Order, and has no impact on the status of the Work Order.
In order to gain access to this screen, you must first select the ‘Job Sheets’ module from the
Start Screen.
Once selected, this will take you through to a list screen which lists various Job Sheets that
have been recorded within the database directly against the Work Order. These job sheets can
either be from External Contractors working against large projects on your behalf, or they could
be from Internal Engineers working on the same projects.
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Within the List Screen, there is a facility to add a new Job Sheet by clicking on the
button which will open up the following screen.
In order to enter your various transactions, complete the fields on screen ensuring that the
mandatory fields are completed. Once all of the necessary fields have been completed, click on
the button to enter the various costs directly to the chosen Work Order.
In each case, the information can be added in exactly the same way as if you entering the data
directly in the Work Order Detail screen.
The submitted costs will appear against the Work Order, under the Actual Tab. Any costs
booked to the First Task of the Work Order can be found under the First Task Tab.
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In addition, it is also possible to find these costs under the All Tasks Tab. Clicking on this Tab
will bring up a list of the various tasks associated with the Work Order.
In order to view the costs associated with each task, just click on the icon to drill further
into a specific task. This will result in a new screen which details the task and any costs and
comments against it.
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4.16 Time Transaction List
The Time Transaction List module allows you to view all completed work orders with time
booked against them in a sortable, filterable and searchable field.
In order to gain access to this list screen, you must first select the ‘Time Transaction List’
completed work orders with time records recorded against them, in tabular form. The facility to
add a new time record from this page also exists.
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5.0 Purchase Orders
The Purchase Order system provides a comprehensive and definable work flow for the manual
& automatic generation and management of purchase orders. Purchase Orders can be raised
directly against a particular Work Order, or they can be raised to replenish levels of stock items
within the Inventory.
Within this module, you are able to create new Purchase Orders, amend / complete existing
Work Orders, record Goods Received Notifications amongst other things.
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5.01 Add New Purchase Order
To add a new Purchase Order, you must first select the “Add New Purchase Order” module
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relating to your Purchase Order.
As with the Work Orders and Helpdesk Requests modules, some fields will be mandatory, and
Maintenance5000 will not allow the Purchase Order to be saved unless these fields have been
completed. To ensure that certain pieces of data are not missed out, it is possible to configure
any of the fields to be mandatory.
Any greyed-out fields are system generated fields and will be filled in upon population of
another field, or when the Purchase Order is saved.
As with any new item being created within the database, try to add as much detail as you
possibly can. As with all screens within the database, the , , and all work in the same
way as before.
Also included on this screen are an additional three Tabs, which hold further information
relating to the Purchase Order. These three Tabs are: -
 Main
 Lines
 Email Notification(s)
The Main Tab contains more fields relating to the Purchase Order in general, such as who’s
raised the Purchase Order and their contact details, and details of any Work Orders that the
ordered materials are going to be used directly against. There is also an area for comments to
be added, which could include a brief overview of the Purchase Order. This is particularly useful
for Purchase Orders that have been raised to cover an annual service contract, where the
comments could be used to describe the exactly what the service contract covers, for example
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the equipment to be maintained, the period of time that the contract is for, how many service
visits are due within this period etc.
The Lines Tab allows you to detail all of the Inventory and Non-Inventory items that you are
ordering. Inventory items relate to any items that are currently held within your stores, whilst
Non Inventory Items can be one-off items or used to describe a Maintenance service visit. To
add a line to a Purchase Order, just click on the button and complete the necessary
fields.
The Email Notification Tab allows you to define the recipients of an automated email whenever
the status of the Purchase Order changes. If email notifications are operational, then entering
an email address in the ‘Email’ field with result in an email being sent to this address. Entering
email address in the ‘Email CC’ and ‘Email BCC’ fields will in turn result in emails being CC’d and
BCC’d to the defined address respectively when a trigger point is met.
Once all of the necessary fields have been populated, click on the button to generate a
Purchase Order number and save the record. A Purchase Order will have now been created
with a status of ‘Created’
. The next step is to print off the Purchase Order for faxing or emailing to the Supplier. To do this,
click on the button which can be found along the top of the screen. This will result in a
new dialog box opening up asking you to confirm if it’s ok to send and print the Purchase
Order?
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Clicking OK, will produce a copy of the order on screen from where you’ll be able to print the
Purchase Order from a local printer, or to export the Purchase Order to Excel, Word or PDF
format.
To print to a local or networked printer, just press the button and follow the instructions
contained in the dialog windows that follow.
To export the Purchase Order to another file format, just click on the button, which will
produce a drop down list of the export options.
Selecting the format you require, the software will then start the process to export. Once the
process starts, the database will then ask you to confirm whether you wish to open the new file
format or to save the file.
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Selecting Open will result in the file opening up within the appropriate piece of software
depending on which format you chose.
Selecting Save will automatically save the file to your ‘Downloads’ folder, before giving you the
options to either open the new file or to open the folder where the new file has been saved.
In some cases, it may be necessary to cancel a Purchase Order. This can be done from within
the Purchase Order details screen by clicking the button. This will change the status
of the Purchase Order to “Cancelled” without affecting costings, stock levels or creating stock
movements. This will also result in the database producing a message at the top of the screen
confirming the cancellation.
Changes can also be made to a Purchase Order, if necessary, although this is controlled strictly
by the status of the Purchase Order. All aspects of the Purchase Order can amended with the
exception of the Supplier. If the Supplier on the order has been entered incorrectly, then the
order should be cancelled and a new Purchase Order created. To make any such changes, just
click on the button. Once all of your changes have been made, just click on the
button to save your changes.
Once all of the items on a Purchase Order have been received, you may wish to mark the
Purchase Order as ‘Complete’. In order to do this, just click on the button from
within the Purchase Order details screen. This will change the status of the Purchase Order to
“Completed”, but it will also record every item on the order as being “Cancelled”, and therefore
not update the Inventory. It is highly recommended that all Purchase Orders are completed via
the “Receive Goods” module. See Section 5.04 – Receive Goods for further details.
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5.02 Purchase Order Line Scan
The Purchase Order Line Scan module allows you to view all of the outstanding Purchase
Order lines within the database in a sortable, filterable and searchable list.
In order to gain access to this list screen, you must first select the ‘Purchase Order Line Scan’
the all of the currently outstanding Purchase Order Lines within Maintenance5000 in a tabular
format. The facility to add a new Purchase Order from this page also exists.
From the Purchase Order Line Scan screen, you are also able to amend, cancel or complete a
Purchase Order.
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For further details on how to amend, cancel or complete a Purchase Order, please see Section
5.01 – Add New Purchase Order.
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5.03 Purchase Order Scan
The Purchase Order Scan module allows you to view all of the Purchase Orders within the
In order to gain access to this list screen, you must first select the ‘Purchase Order Scan’
all of the Purchase Orders within Maintenance5000 in a tabular format. The list is initially
defaulted to show you all of the ‘Outstanding Purchase Orders’. The facility to add a new
Purchase Order from this page also exists.
From the Purchase Order Scan screen, you are also able to amend, cancel or complete a
Purchase Order.
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For further details on how to amend, cancel or complete a Purchase Order, please see Section
5.01 – Add New Purchase Order.
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5.04 Receive Goods
The Receive Goods module allows you to record the receipt of goods against a Purchase Order
within the database. This allows you to monitor the current position of any outstanding
Purchase Order, and easily identify which items have and have not been received.
In order to gain access to this screen, you must first select the ‘Receive Goods’ module from the
Start Screen.
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Once selected, this will take you through to a new screen where you will be able to record the
receipt of goods received for a particular Purchase Order, regardless of whether you’ve
received all or just part of your order.
From within this screen, enter all of the available details relating to the delivery ensuring that all
mandatory fields have been completed. Once the main details have been entered, such as
Purchase Order, Received Date, and Reference Code, you then need to enter the individual item
lines of the Purchase Order and record the amount received of each item. To do this, click on
the button or alternatively click on the button located at

the top of the screen.
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This will pull through the all of the individual Purchase Order Lines from the associated
Purchase Order. From here you can then enter the number received of each item in the
Quantity field.
Entering a value in this field will automatically calculate a Line Value based on the number of
items received. If relevant, a Cost Code can also be entered. Once all Good Receipt Lines have
been added and populated, click on the button to save the record.
Once saved, the items where receipts have been recorded will automatically have their
Quantity Available value updated with the Suppliers Module.
If all of the items ordered on the Purchase Order have been marked as received, then the status
of the Purchase Order will automatically change to ‘Completed’. If only some of the items have
been received, then the status of the Purchase Order will automatically change to ‘Partially
Received’.
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5.05 GRN Transactions
The GRN Transactions module allows you to view all of the various Good Receipts recorded in
the database in a sortable, filterable and searchable list.
In order to gain access to this list screen, you must first select the ‘GRN Transactions’ module
Once selected, this will take you through to a new screen where you will be able to view the list
of all of the Goods Received Notes (GRN) recorded within Maintenance5000 in a tabular format.
The list is initially defaulted to only show you the GRN’s recorded against Purchase Orders. The
facility to add a new GRN from this page also exists.
the functionality of the screen is the same throughout the database.
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For further details on how to search, filter and sort the data available in this screen, then please
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5.06 Purchase Order Status History
The Purchase Order Status History module allows you to view every status change ever made
to a Purchase Order within the database. The information is displayed in a sortable, filterable
and searchable list.
In order to gain access to this list screen, you must first select the ‘Purchase Order Status
History’ module from the Start Screen.
every status change made against every Purchase Order within Maintenance5000 in a tabular
format. Unlike the other List Screens within Maintenance5000, there are no filter sets that can
be applied to the data. However, the remaining functionality of the screen is the same
throughout the database.
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5.07 Approval Groups
An Approval Group is a collection of one or more members that can approve purchase orders,
usually structured within differing financial limits. This module allows you to view all of the
Approval Groups with the database in a sortable, filterable and searchable list.
In order to gain access to this List Screen, you must first select the ‘Approval Groups’ module
all of the various Approval Groups within Maintenance5000 in a tabular format. The facility to
add a new Approval Group from this page also exists.
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To add a new Approval Group, firstly click on the button. This will open a new screen
where you can create your new Approval Group and assign the various members of this Group.
The first steps are to give your new Approval Group a relevant code (which is mandatory), and
a brief description. For example, you could give your new Group a code of “MaintMgmt” and a
description of “Maint Mgmt Team”
The next step is then to add appropriate Maintenance5000 users to the Approval Group, define
their approval limits and their position within the approval process. To do so, click on the
button under the Approver(s) banner and the following screen will open.
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Firstly, select your Maintenance5000 User from the drop down list. Then select the user’s place
within the approval process with a numeric value, the lower the value the sooner they appear in
the approval process.
For example, Joe Bloggs, John Doe and John Smith make up an Approval Group, with each
member being given an ‘Order’ value of 1, 2 and 3 respectively. This would result in Joe Bloggs
being the first Approver within the process. John Doe would then have to approve the Purchase
Order next, with John Smith having the final say before the Purchase Order can be released
and sent to the intended supplier.
The next stage is to then select the Purchase Order value limit that each Approver can
authorise up to. Finally, there is a selection of check boxes where you can make the Approver a
mandatory part of the approval process, skip the Approver completely if the value of the
Purchase Order exceeds their Value Limit and whether they can approve their own Purchase
Orders.
It is also possible to take this functionality a step further and incorporate a contingency plan
should the Approver be absent for any period of time. Under the ‘Substitution’ Tab, click on
either or to enter a Substitute Approver to cover during prolonged absences

from work, such as Annual Leave, Sick Leave etc.
Firstly, select the Substitute Approver from the drop down box and then select the start and end
dates of the period that he/she will be filling in for. Please note that the Substitute Approver has
to be a member of the same Approval Group.
Finally, click on for the record to be saved and accepted. Your new Approval Group will
now appear in the List Screen.
As with the Purchase Order Status History List Screen, there are no filter sets that can be
applied to the data. However, the remaining functionality of the screen is the same throughout
the database.
Page | 110
5.08 Awaiting Approval
The Awaiting Approval module allows you to view every Purchase Order that currently has a
status of ‘Awaiting Approval’ within the database. The information is displayed in a sortable,
filterable and searchable list.
In order to gain access to this list screen, you must first select the ‘Awaiting Approval’ module
the Purchase Orders currently awaiting approval in a tabular format. The list is initially defaulted
to only show you the Purchase Orders with a status of ‘Awaiting Approval’.
Page | 111
If you choose to Approve or Reject the Purchase Order there and then, you can do so by
clicking on the button and drilling into the Purchase Order details screen. From here,
select the tab.
You then have the facility to either or the Purchase Order by clicking on the
appropriate button. If necessary, there is also the facility to record a reason for your decision.
Dependant, on your Approval Process, clicking on the button will either change the
status of the Purchase Order to ‘Purchase Order ready to be sent’, or leave the status as
‘Awaiting Approval’ and move on to the next Approver within the Group. It will also update the
table underneath to show who has approved the Purchase Order and the date & time that the
order was approved.
Clicking on , will amend the Purchase Order status to ‘Purchase Order is rejected’. It
also updates the table underneath to show who has actually rejected the Purchase Order and
the date & time that the order was rejected.
Page | 112
It will also result in a new button being created, the ‘Restart Approval Process’ button
. Pressing this button will result in the approval process being restarted
and the status of the Purchase Order being changed back to ‘Awaiting Approval’.
Page | 113
5.09 Purchase Quotations
The Purchase Quotations module allows you to create quotations for Inventory and Non-
Inventory items, and then support the full process of managing these quotations. The process
assumes the following steps:
 The quotation document raised is to be deployed to one or more suppliers.

 The quotation is emailed to all suppliers selected.
 Quotation details from supplier are fed back to the quotation document, and the
preferred supplier offer is selected.
 The quotation is then rejected or accepted for order.
 Once the quotation has been accepted, the Purchase Order can be created based on
the details from the quotation.
 The quotation is then closed.
Page | 114
In order to gain access to this screen, you must first select the Purchase Quotations module
all of the currently outstanding Purchase Quotations in a tabular format. This list is initially
defaulted to only show you the Purchase Quotations still outstanding. The facility to create a
new Purchase Quotation from this page also exists.
Page | 115
To create a new Purchase Quotation, firstly click on the button. This will open a new
screen where you can create your Purchase Quotation, and invite various suppliers to tender
for the order.
Firstly, fill in the Description field with details of what the Purchase Quotation is actually for, and
then select a ‘Required By’ date. This date should be the final date of the tender, and the date by
which all tender returns should be received.
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The next step is to then add the items that you wish to obtain prices for. Click on the
tab, and then select the button. This will enable you to enter the
necessary details of the Inventory / Non-Inventory items that are required, along with their Unit
of Measurement, and the quantity required. Once this list is completed click on the button
to save the record and generate a new Quotation Number.
The next stage will then be to identify the various suppliers that will be invited to quote against
your specific requirements. To do this, click on the tab, and then select the
button. This will now allow you to be able to add a supplier that has been chosen to
tender by clicking on the button.
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Enter the Supplier’s details and then click on the button to save this entry. You will then be
returned to the Purchase Quotation details page, and the first Supplier entry will be recorded
under the ‘Supplier Offers’ tab.
Repeat this process until all of your chosen suppliers have been entered.
To progress the Purchase Quotation to the next stage, you know have to update the status of
the Quotation via the Status Control box.
The current status of the Quotation is set at ‘New’, and now needs to be amended to either;
‘Ready’ if the Quotation is to be issued out, or ‘Close’ if the Quotation is no longer required.
Clicking on the button will result in a new Dialog box opening up, asking you to
confirm whether you wish to close the Quotation.
Clicking ‘OK’ will amend the status of the Purchase Quotation to ‘Closed’, and you will no longer
be able to progress this Quotation.
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I f you wish to progress with the Purchase Quotation, press the button which will
result in a new Dialog box opening up.
The Dialog box asks you to confirm whether you wish to change the status of the Purchase
Quotation to ‘Ready’. Click ‘OK’ to do this. The record will now be saved, and the status
amended to ‘Ready’.
The next stage will be to issue the Purchase Quotation to the intended Suppliers, so in order to
do this press the button and the Purchase Quotation will be available to modify.
The Status Control box now has a couple of additional options to choose from; ‘Need Correct’
and ‘Send’.
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If there are further changes to be made to the Purchase Quotation before it can be sent out,
click on the button. A new Dialog Box opens up asking you to confirm whether
you need to change the status of the Quotation to ‘NeedCorrect’.
Please note that in order to amend the status of the Quotation to ‘NeedCorrect’, you will need to
enter a comment as to why you needed to correct the Purchase Quotation.
Once the comment has been added, click on the button to change the status to
‘NeedCorrect’, and for the record to be saved.
Once the Purchase Quotation has been corrected and is ready to be sent out, press the
button to open up the Status Control Box. Before being able to change the status to
‘Sent’, you will need to update the status to ‘Ready’. Once the status has been amended to
‘Ready’ and the record saved, click again on the button, and the Status Control Box
will now allow you to change the status to ‘Sent’.
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Press the button, and the Dialog Box will open up asking you to confirm that you wish
to send the quotation.
Selecting the ‘OK’ button will amend the status of the Purchase Quotation to ‘Sent’, and will also
email the quotation to the Suppliers using the internal email system and the email addresses
found in the Supplier Records. The Quotation will look similar to this:
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Updating the status of the Purchase Quotation to ‘Sent’ will also update the ‘Suppliers Offers’
tab to show when the Quotation was sent to all of the chosen suppliers.
At all stages of the Purchase Quotation process, all of the status updates are recorded and can
be found under the tab. The various status changes are displayed within a small
List Screen.
As with all other List Screens, the functionality of this screen is the same throughout the
database.
Page | 122
Once the Purchase Quotation has been issued to your Suppliers, the next step will be to start
updating the Supplier details with prices and lead time of the various items as they come back.
In order to do this, click on the button and then select the appropriate Supplier.
A number of fields are now available to be updated; Currency Cost Price, Lead Days and
Available. Update these fields for each line item, where Available needs to be ticked if the
Supplier can supply this item, Currency Cost Price is the proposed price for the item and Lead
Days is the expected number of days that an item can take to be supplied particularly if it is not
a shelf item.
Once these fields have been updated, click on the button to update the status for the
selected supplier to ‘Received’. This will also update the ‘Received Date’ value within the
Supplier’s line entry found under the tab. Click on the button to save
the record.
UNABLE TO CONTINUE WITH THIS SECTION AS THE SOFTWARE IS NOT WORKING

CORRECTLY.
Page | 123
5.10 Inventory Replenishment
Inventory Replenishment is an operational report used as part of the stock replacement
process. It generates a tabular report organised by store location and then by preferred
supplier, if this information is available. The report contains data on current stock levels and
projected stock demand with the quantities and costs required to bring stock back up to the
required level. The aim of the report is to facilitate easier stock management and the ordering
process.
In order to gain access to this screen, you must first select the ‘Inventory Replenishment’
Page | 124
Once selected, this will take you through to a Report screen where you can apply various filters
that affect the level of information returned in the small List screen found at the bottom of the
screen.
If you wish to return every item of stock within the system, then leave all of the filter values as
blank. If, however, you wish to be a little more selective with the level of data being returned
enter values in the various fields in order to apply filters.
The first available filter is based on the Stock Item Code. If you don’t wish to return every item of
stock held within the inventory, then enter a From Stock Number value and a To Stock Number
value. You can limit the returned data even further by choosing a category, and if applicable a
section as well.
In addition to applying filters based around the stock item, you can also apply filters based
upon a particular Store, particular Suppliers and also particular Delivery Points.
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Once you have chosen the filters that you wish to apply, click on the button
to return the data.
The data returned will a vast array of information about each line item such as Preferred
Supplier, Store, Min Stock, Max Stock, Re-order Quantity, Price etc.
Based on the filters applied and the data stored against each Inventory item, the report will
calculate the number of each item that needs to be ordered to bring stock levels back up to
their maximum, along with the estimated cost to do so.
Page | 126
It is possible to get the database to generate the necessary Purchase Orders for you, just by
clicking on the button. This will open up a new Dialog box asking
you to confirm that you still wish to raise Purchase Orders based on your selection criteria.
UNABLE TO CONTINUE WITH THIS SECTION DUE TO SOFTWARE NOT WORKING

CORRECTLY.
Page | 127
6.0 PPM Schedules
Planned Preventative Maintenance (“PPM”) are scheduled service visits to ensure that an item
of equipment is operating correctly and to therefore avoid any unscheduled breakdown and
downtime. They are made up of a set of defined Task Instructions collectively known as a
Standard Job, which are then applied to an item of equipment and carried out at regular
intervals, either based on periods of time or the number of times that the item of equipment has
been used.
Within this module, you are able to create & amend a Standard Job, create & amend a PPM
schedule, and view existing PPM schedules within the database.
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6.01 Add New Standard Job
To create a new standard job within Maintenance5000, you firstly need to select the ‘Add New
Standard Job’ option from the Start Screen.
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Once selected, this will take you through to a new screen where you can start to input the set of
instructions relating to the new Standard Job.
As with the majority of the other modules, some fields will be mandatory, and Maintenance5000
will not allow the Standard Job to be saved unless these fields have been completed. To
ensure that certain pieces of data are not left out, it is possible to configure any of the fields to
be mandatory.
Firstly, the Standard Job will need to be given a unique code; something that may assist in
identifying what Standard Job the code relates to.
Eg. If you were adding a new task instruction set based around the maintenance of a Fan Coil
Unit, you may use the SFG20 Standard Maintenance Specification for Mechanical Services in
Buildings instruction “59-06 Terminal Units – Fan Coil” to base your maintenance regime on. So
your code could be either of ’59-06’ or ‘Terminal Units – Fan Coil’.
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However, this particular task instruction includes tasks that need to be carried out on a 6
Monthly or a Yearly basis, so separate Standard Jobs will need to be created for both. Therefore
to differentiate between the two, your new codes could become:
 59-06-03 and 59-06-12 or 59-06-3M and 59-06-1Y

Or
 Terminal Units – Fan Coil – 3M and Terminal Units – Fan Coil – 1Y
Then to complete the very first stage of creating your new Standard Job, complete the
description, Equipment Group, Job Type, Initial Status, Priority, and Site (if appropriate).
The next step is to start to enter the actual task instructions. Within Maintenance5000, the
instructions are detailed within the and tabs.
The ‘Main Task’ tab will hold information relating to the first task within the new Standard Job,
and the ‘All Tasks’ tab contains information relating to any further tasks that go to make up the
Standard Job.
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Firstly, enter a code for the first task. The system defaults to ‘TASK01’ automatically. Next enter
the description of the first task that makes up the complete Standard Job. Finally, populate the
Duration, Task Type and Task Status fields.
The next stage is to define which engineer or which craft will be responsible for carrying out this
particular piece of work. This information is added under the tab. Click on
and populate the available fields, Sequence, Craft, Standard Time and Labour. The
Labour field only needs to be populated if the task will be carried out by the same engineer
every time it is required.
The facility also exists to define any costs associated with the Standard Job in the way of Kits,
Materials and Other Costs. This information is added under the tab. As with
adding information under the ‘Planned Crafts’ tab, just click on the button for each of
the three main headings and populate the fields as required.
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Once all of this information has been entered, you can now click on to save the record in
its current state.
If there are any more steps to the Standard Job, these instructions can be entered under the
tab. All existing Tasks within the Standard Job are listed under this tab, and any
new tasks can be added by pressing the button. The information required is exactly the
same as that necessary to complete the main task.
If required, it is also possible to add attachments to the Standard Job via the
tab. This screen works in exactly the same way as in other modules. For further details, please
see Section 2.01 – Add New Equipment.
If email notifications are operational, then you can also set up various recipients, under the
tab, to receive emails whenever a Work Order has been created based on the
Standard Job. This element works in exactly the say way as in other modules. For further
details, please see Section 2.01 – Add New Equipment.
The tab contains a List screen which details all of the Work Orders that
contain the Standard Job. This list is automatically filtered to only show ‘Open Work Orders’. As
detailed previously, this type of List Screen is commonplace within Maintenance5000 and the
functionality of the screens is the same throughout the database. For further details on how to
search, filter and sort the data available in this screen, then please see Section 2.02 –
Equipment List.
The tab contains a list screen which details of the PPM tasks that contain the
Standard Job. This list is automatically filtered to show only ‘Active PPMs’. As detailed
previously, this type of List Screen is commonplace within Maintenance5000 and the
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functionality of the screens is the same throughout the database. For further details on how to
search, filter and sort the data available in this screen, then please see Section 2.02 –
Equipment List.
If you need to add any further information to an existing Standard Job or correct a piece of
information, then you can easily do so by clicking on the button located at the top of
the screen. Once the record has been updated, click the button in order to save your
changes. If you wish to exit the record without saving your changes, then click the
button.
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6.02 Standard Jobs
The Standard Jobs module allows you to view all of the Standard Jobs that exist within the
In order to gain access to this list screen, you must first select the ‘Standard Jobs’ module from
the Start Screen.
all of the Standard Jobs within Maintenance5000 in a tabular format. The facility to add a new
Standard Job from this page also exists.
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As detailed previously, this type of List screen is commonplace within Maintenance5000 and
Page | 136
6.03 Standard Jobs by Asset Group
The Standard Jobs by Asset Group module enables you to view every Standard Job via the
Asset Group associated to it within the database. This is done via a Tree View Screen. In order
to gain access to this Tree View Screen, you must first select the ‘Standard Jobs by Asset
Group’ module from the Start Screen.
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screen of all the Asset Groups within the database, and the Standard Jobs associated with
them, if any.
The tree structure is based on the Asset Group to start with, and drilling down further into the
tree will then show all of the Standard Jobs that have been assigned to these groups.

Page | 138
6.04 Add New PPM Schedule
As mentioned earlier, PPMs are scheduled service visits to ensure that an item of equipment is
operating correctly and to avoid any unscheduled breakdown and downtime. They are made
up by applying a Standard Job to an asset, and then creating a schedule of visits, normally of a
set frequency, to create a PPM schedule. Having already looked at how to create a Standard
Job, this module allows you to apply your Standard Job to an item of equipment, and then set
when and how often the equipment is to be maintained / serviced.
To create a new PPM Schedule within Maintenance5000, you firstly need to select the ‘Add
New PPM Schedule’ module from the Start Screen.
Page | 139
Once selected, this will open up a new screen where you can start to create your new PPM
Schedule.
As with some of the other modules, some fields will be mandatory, and Maintenance5000 will
not allow the PPM Schedule to be saved until all of these fields have been populated. To ensure
that certain pieces of data are not left out, it is possible to configure any of the fields to be
mandatory.
The first field to be populated is the PPM Code. This field is the Unique Identifier for the PPM
Schedule so it is has to be a unique code, which could either be a sequential number or a
combination of the Asset Code and the Standard Job code for example.
The next two fields are mandatory fields and are integral to a PPM Schedule. The first field is the
Standard Job, and the second is the Item of Equipment. A PPM schedule cannot be set up
without these two items, as they dictate what is to be maintained and how it will be maintained.
Page | 140
The next field to be completed has a large impact on the date a PPM Work Order is created.
Lead Time enables you to specify how many days before the Start Date of the PPM Schedule
you would like the PPM Work Order to be generated.
For example, if the start date of the Annual Emergency Lighting maintenance was due to start
on the 28th of the month, and you have set a Lead Time value of 10, the PPM Work Order would
be automatically created within Maintenance5000 10 days before the 28 th. In other words the
18th of the month, thus allowing you 10 days to plan in the works.
If the Lead Time value is left blank, then the PPM Work Order would be created on the start
date, i.e. the 28th of the month.
Store for Parts is the next field to be populated, and the value in this field just indicates which
Inventory Store holds the necessary parts used in the service.
The next three fields have a large impact on the scheduling of the planned maintenance, and
therefore it is imperative that these are fields are set up correctly.
Page | 141
Schedule based on Due Date, if checked, will ensure that the Due Date of all of the PPM Work
Orders generated is constrained by the schedule definition. For example, if an annual schedule
is set with a Start Date of the 1st of March 2014, and the Due Date (Target Completion Date) is
the 1st of April 2014, the next work order will be generated with a Start Date of the 1 st of April
2015.
In some cases, it’s not expected that a PPM Work Order is generated based on the defined
schedule if there is already an earlier Work Order still outstanding on the system. By checking
the Suspend if Outstanding PPM Jobs Exist field, this will ensure that when a Work Order is due
to be created based on the schedule definition, it will be suspended if there are outstanding
Work Orders generated from the same PPM Schedule. Once all outstanding Work Orders have
been completed, the next PPM Work Order will be generated based on the next event date
within the defined schedule.
Re-Schedule Based on Completion Date is an extension to the ‘Suspend if Outstanding PPM

Jobs Exist’ field. When the field is checked, the Work Order will not be generated if there are any
outstanding Work Orders generated from the same PPM Schedule. However, once all
Page | 142
outstanding PPM works have been completed or cancelled, the next event date for the PPM will
be set by adding the defined frequency (in days) of the PPM schedule to completion /
cancellation date of the Work Order that was completed / cancelled last.
For example, if a Quarterly PPM Work Order with a Start Date of the 1 st of August 2014 was
completed on the 15th of September 2014, the next PPM Work Order would be created with a
Start Date of the 15th of December 2014.
The next stage to creating a PPM Schedule is to define the schedule, i.e. how long it is to run
for, the next event date, the frequency of events etc.
Schedule can be based around a couple of different events, but namely the two most created
schedules are Calendar schedules and Runtime schedules. To create a schedule, you must first
click on the tab, and then click on the appropriate button under
either the ‘Calendar Schedules’ or ‘Runtime Schedules’ headings.
If adding a Calendar Schedule, clicking on the button will result in some additional fields
appearing under this heading.
The ‘Valid From’ and ‘Valid To’ fields form the start and end date of this schedule. Leaving these
fields blank will result in a schedule that will run infinitely unless cancelled. Entering dates into
these fields will result in the schedule only running for the period of time between the two dates.
This may prove to be useful where the assets being maintained is on a Contract basis, and the
contract only runs for a fixed period of time.
The ‘Suspend Start’ and ‘Suspend End’ fields allow you to suspend the production of PPM Work
Orders for a defined period during the Valid Dates. During this period of time, no PPM Work
Orders will be created against this PPM Schedule. An example of where these fields could be
used is for all assets that are located within a particular room or on a particular floor that is due
to be refurbished and therefore inaccessible during the refurbishment. Rather than produce
Work Orders that will be immediately closed down, you can set the Suspend dates to match
the proposed dates of the Refurbishment and therefore stop any Work Orders from being
created over this period of time.
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If Suspension dates are added to the schedule, then the ‘Suspend Type’ field will also need to
be populated. The type of suspend is selected from a drop down list, which can be amended to
suit your business needs.
The ‘Next Event Date’ is a mandatory field, and this date is the starting point for the schedule
and is used to create the Work Order generation dates throughout the lifetime of the PPM
schedule. For example, in the case of a quarterly PPM Schedule that is valid for an infinite
period of time, the ‘Next Event Date’ is the date that the very first PPM Work Order should be
started. If the ‘Next Event Date’ is set as the 1 st of May 2014, the next PPM Start Dates will be set
as the 1st of August 2014, the 1st of November 2014, the 1st of February 2014 and so on. Please
note that these Start Dates are subject to change depending on whether the ‘Re-Schedule
Based on Completion Date’, ‘Schedule Based on Due Date’, or ‘Suspend if Outstanding PPM
Jobs exist’ checkboxes are ticked.
Next the frequency of the PPM Schedule needs to be defined by clicking on the button
located under the ‘Frequency’ heading.
This results in a new window opening up where you can select the frequency of your PPM
schedule from the drop down list. The facility also exists to add descriptive comments to the
schedule.
Page | 144
When a frequency has been selected, the screen will update to show the required fields that
need populating for that particular frequency. For example:
Daily:
Will result in a PPM Work Order being generated every working day.
Weekly:
Will result in a PPM Work Order being generated every Tuesday on a weekly basis.
Page | 145
Monthly by Exact Day:
Will result in a PPM Work Order being generated on the 1 st day of the month, every 2 months.
Monthly by Period:
Will result in a PPM Work Order being generated on the 1 st Monday of every Month.
Yearly by Exact Day:
Will result in a PPM Work Order being generated on the 15 th of September every year.
Page | 146
Yearly by Period:
Will result in a PPM Work Order being generated on the 3 rd Monday of September every year.
To add a new Runtime Schedule, clicking on the button will result in a new screen
appearing.
If you have already selected the item of Equipment that you wish to create this schedule
against, the first three cells, ‘Equipment Code’, ‘Meter Type’ and ‘Description’ will automatically
be populated based on the Reading Point associated against the item of Equipment.
If however, the item of Equipment has no Reading Point associated with it or no item of
Equipment has been previously selected, then the fields will require populating.
Page | 147
The Equipment Code field is a drop down box which is filtered to show only those pieces of
Equipment which have a Reading Point associated with them. Once the appropriate Equipment
Code has been selected, the ‘Meter Type’ and ‘Description’ fields will automatically populate
with the correct information.
The next field ‘Comments’ gives you the opportunity to add a description of the PPM Schedule,
and the ‘Active’ checkbox enables you to distinguish whether the Schedule is still active or not.
Page | 148
6.05 PPM Schedules
Page | 149
6.06 PPM Schedules by Asset
Page | 150
6.07 PPM Schedules History
Page | 151

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Maintenance5000

2.01 Add New Equipment............................................................................................................................................. 9

2.02 Equipment List....................................................................................................................................................... 19

2.03 Equipment Structure........................................................................................................................................... 29

3.01 Add New Helpdesk Request........................................................................................................................... 33

3.02 Helpdesk Request List – by Date.................................................................................................................. 39

3.03 Helpdesk Request List – by Status............................................................................................................... 42

4.0 Work Orders / Jobs...................................................................................................................................... 44

4.01 Add New Work Order......................................................................................................................................... 45

4.02 Work Order List...................................................................................................................................................... 50

4.03 Add Completed Work Order............................................................................................................................ 54

4.04 Re-Open Completed Work Order................................................................................................................. 58

4.05 Work Order Task List........................................................................................................................................... 60

4.06 Work Order Print.................................................................................................................................................... 62

4.07 Work Order Logon/Logoff Employee......................................................................................................... 65

4.08 Work Order by Type............................................................................................................................................ 70

4.09 Fault Analysis.......................................................................................................................................................... 73

4.10 RAG Report.............................................................................................................................................................. 74

4.11 Location RAG Report........................................................................................................................................... 76

4.12 Completion Target RAG Scan........................................................................................................................ 79

4.13 Response Target RAG Scan............................................................................................................................ 81

4.14 Labour Time Entry................................................................................................................................................ 83

4.15 Job Sheets............................................................................................................................................................... 85

5.0 Purchase Orders............................................................................................................................................. 90

5.01 Add New Purchase Order................................................................................................................................. 91

5.02 Purchase Order Line Scan................................................................................................................................ 96

5.03 Purchase Order Scan.......................................................................................................................................... 98

5.04 Receive Goods...................................................................................................................................................... 100

5.05 GRN Transactions............................................................................................................................................... 103

5.06 Purchase Order Status History..................................................................................................................... 105

5.07 Approval Groups.................................................................................................................................................. 107

5.08 Awaiting Approval............................................................................................................................................... 110

5.09 Purchase Quotations......................................................................................................................................... 113

5.10 Inventory Replenishment................................................................................................................................. 123

6.0 PPM Schedules............................................................................................................................................. 127

6.01 Add New Standard Job.................................................................................................................................... 128

6.02 Standard Jobs....................................................................................................................................................... 134

6.03 Standard Jobs by Asset Group..................................................................................................................... 136

6.04 Add New PPM Schedule................................................................................................................................. 138

6.05 PPM Schedules.................................................................................................................................................... 147

6.06 PPM Schedules by Asset................................................................................................................................. 148

6.07 PPM Schedules History.................................................................................................................................... 149

 Equipment Structure by Location

The final field to be completed is the ‘Decontamination Certificate Attached to Equipment’

 Active Work Orders Tab

4.10 RAG Report

As previously mentioned, this type of Tree View screen is commonplace within

4.11 Location RAG Report

The On Target column displays , and icons to indicate the

The On Target column displays , and icons to indicate the

the button or alternatively click on the button located at

either or to enter a Substitute Approver to cover during prolonged absences

select the tab.

 The quotation document raised is to be deployed to one or more suppliers.

tender by clicking on the button.

UNABLE TO CONTINUE WITH THIS SECTION AS THE SOFTWARE IS NOT WORKING

UNABLE TO CONTINUE WITH THIS SECTION DUE TO SOFTWARE NOT WORKING

 59-06-03 and 59-06-12 or 59-06-3M and 59-06-1Y

instructions are detailed within the and tabs.

As previously mentioned, this type of Tree View screen is commonplace within

Re-Schedule Based on Completion Date is an extension to the ‘Suspend if Outstanding PPM

Yearly by Exact Day:

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