CMMS User Manual

This Computerized Maintenance Management Software System is easy to operate. This CMMS Manual is for Users (rather than Managers) and covers the basic functions of our free CMMS software package.

Runs on your internal network, your website or a stand alone computer!

CMMS Login

To log into the CMMS application, the CMMS Software requires a valid User ID and Password.

After keying the User ID and Password into their respective panel boxes, click the Login button. The CMMS verifies the User ID and Password. If there is no discrepancy, user is permitted access to the application.

 

CMMS Manger's Home Page

On successful Entry, the Manager / Support Person home screen appears as shown below.

The Manager / Support Person home screen displays a menu-bar with the following options.

  • Today
  • CMMS Work Requests
  • CMMS Work Orders
  • PMS
  • CMMS Support Calls
  • CMMS Reports
  • Displays who has logged as what access level namely Admin, Manager or Support Person
  • Logout

Under this Menu bar there is Search menu from which one can search the following

  • Work Orders
  • Work Orders Parts

Under this Menu bar there is a list, which gives the following

The number of Work Orders that were

  • Created Today
  • Pending
  • Backlog
  • Completed
  • Audit items

Users may elect to exit the application at any time by selecting the Logout menu option.

CMMS Today

Clicking on the Today menu will display the screen below:

This table displays the list of WO that are created, pending, or completed on the day.

The fields shown on the screen are:

ID - A ID number generated by the CMMS assigned to a Work order.

Description The Work Order description, 200 characters.

Equipment The equipment for which the Work order has been raised.

Requestor The Requestor of the Work Order.

Req. Date The Date by which the Work Order needs to be completed.

Priority The priority Value that has been assigned to the Work Order.

Status The status of the Work Order.

Parts Used The part that will be used by the Work Order.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete Work Order XXX? (where XXX is the category id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To Add a new Work Order

To add a new Work Order click on the menu Add a new Work order. Clicking on the menu will display the screen below.

The fields shown on the screen are:

Work Order ID - An ID number generated by the CMMS assigned to a specific work order.

Description The description of the Work order, 200 characters.

Equipment The Equipment pertaining to the Work order needs to be chosen here.

Requestor The Requestor of the Work order needs to be chosen here.

Date Requested The Date on which the request was made needs to be chosen here.

Priority The priority of the Work order needs to be chosen here.

Status The Status of the Work order needs to be chosen here.

Audit Item The user has chosen Yes or No stating whether the Work Auditor is an Audit item or not.

Instructions The instruction for the Work order should be given here.

Detailed Desc The detailed description of the Work order should be given here.

Action Taken The action that needs to be taken for the Work order should be given here.

Support Person The Support Person for the work Order should be chosen here.

Verified By The person who will verify the Work order will be chosen here.

Estimated Hours The estimated hours required for this work order needs to be given here.

Actual Hours The actual number hours it took for the work order needs to be given here.

Expected Completion Date The expected date of completion of the Work order should be chosen here.

Actual Completion Date The actual completion date of the Work order will be chosen here.

While the Work Order ID is a system-generated numbers the user can enter/ chose the other fields.

Once the user has entered the fields he can either Submit the record by pressing the SUBMIT button or clear the fields by pressing the RESET button. If the user presses the SUBMIT button the record gets added.

By clicking the link named List in this screen the user can view all the record present in this screen below.

To View an existing Work Order

If you want to view a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id.

To modify an existing Work Order

If you want to modify a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id. The user can then make the necessary modifications.

To Print an existing Work Order

If you want to print a specific record, place the mouse over the Description column of that specific record and click on it.

It will open a printer format view of the WO.

Work Order requests & Work Orders

Clicking on the Work Order requests or Work Orders menu will display the screen below. Work Order Requests are Work Orders with Status as Pending Approval. Work Orders for all exiting work orders.

The fields shown on the screen are:

ID - An ID number generated by the CMMS assigned to a Work order.

Description The Work Order description, 200 characters.

Equipment The equipment for which the Work order has been raised.

Requestor The Requestor of the Work Order.

Req. Date The Date by which the Work Order needs to be completed.

Priority The priority Value that has been assigned to the Work Order.

Status The status of the Work Order.

Parts Used The part that will be used by the Work Order.

PMS- The preventive maintenance schedule will be shown here.

Support The Support number would be shown here.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete Work Order XXX? (where XXX is the category id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To add a new Work Order (Please SEE Page 5 for details to Add, Modify and View Work orders)


PMS (Preventive Maintenance Schedule)

Clicking on the PMS menu will display the screen below

The fields shown on the screen are:

ID - An ID number generated by the CMMS assigned to a PMS.

Description The PMS description, 200 characters.

Equipment The equipment for which PMS has been raised.

Created By The Requestor of the PMS.

Created Date The Date in which the PMS was created.

Periodicity The priority Value that has been assigned to the PMS.

Status The status of the PSM will be shown here.

Work orders The Work Orders for that PMS will be chosen if this field is clicked.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete PMS XXX? (where XXX is the PMS id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To add a new Preventive Maintenance Schedule. Clicking on the menu will display the screen below.

The fields shown on the screen are:

PMS ID - An ID number generated by the CMMS assigned to a PMS.

Description The PMS description needs to be entered here 200 characters.

Equipment The equipment for which PMS has been raised needs to be chosen here.

Created By The Requestor of the PMS needs to be chosen here.

Created Date The Date in which the PMS was created needs to be chosen here.

Instructions The instruction for the PMS can be entered here.

Periodicity The periodicity of the PMS needs to be entered here.

Status The status of the PMS will be shown here

Created Date The Date in which the PMS was created.

While the PMS ID is a system-generated numbers the user can enter/ chose the other fields.

Once the user has entered the fields he can either Submit the record by pressing the SUBMIT button or clear the fields by pressing the RESET button. If the user presses the SUBMIT button the record gets added.

By clicking the link named List in this screen the user can view all the record present in this screen below.

PMS (Preventive Maintenance Schedule)

Clicking on the PMS menu will display the screen below

The fields shown on the screen are:

ID - An ID number generated by the CMMS assigned to a PMS.

Description The PMS description, 200 characters.

Equipment The equipment for which PMS has been raised.

Created By The Requestor of the PMS.

Created Date The Date in which the PMS was created.

Periodicity The priority Value that has been assigned to the PMS.

Status The status of the PSM will be shown here.

Work orders The Work Orders for that PMS will be chosen if this field is clicked.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete PMS XXX? (where XXX is the PMS id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To add a new Preventive Maintenance Schedule. Clicking on the menu will display the screen below.

The fields shown on the screen are:

PMS ID - An ID number generated by the CMMS assigned to a PMS.

Description The PMS description needs to be entered here 200 characters.

Equipment The equipment for which PMS has been raised needs to be chosen here.

Created By The Requestor of the PMS needs to be chosen here.

Created Date The Date in which the PMS was created needs to be chosen here.

Instructions The instruction for the PMS can be entered here.

Periodicity The periodicity of the PMS needs to be entered here.

Status The status of the PMS will be shown here

Created Date The Date in which the PMS was created.

While the PMS ID is a system-generated numbers the user can enter/ chose the other fields.

Once the user has entered the fields he can either Submit the record by pressing the SUBMIT button or clear the fields by pressing the RESET button. If the user presses the SUBMIT button the record gets added.

By clicking the link named List in this screen the user can view all the record present in this screen below.

To View an existing PMS

If you want to view a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id.

To modify an existing PMS

If you want to modify a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id. The user can then make the necessary modifications.

To Create Work Orders for an existing PMS

If you want to create work orders for a specific record, place the mouse over the Work Orders column of that specific record and click on it.

It will display the list of work orders for that specific id.

To create new work orders for the PMS, select the end date by clicking the date picker next to the Create Work Orders Till: field. And click the Submit button. The list of work orders are generated and listed in the table below.

Support Calls

Clicking on the Support Calls menu will display the screen below

The fields shown on the screen are:

ID - An ID number generated by the CMMS assigned to a Support call.

Logged By - The person who logged the Support call will be here.

Short Description The short description of the support call.

Date The Date in which the Support call was logged in.

Status: The Status of the Support call will be shown in here.

Work orders The Work Orders for that Support call will be chosen if this field is clicked.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete the call details XXX? (where XXX is the call details id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To add a new support Call. Clicking on the menu will display the screen below.

The following fields will be displayed in the screen.

Call ID - An ID number generated by the CMMS assigned to a Support call.

Logged By - The person who logged the Support call will be chosen here.

Call Date The Date in which the Support call was logged in will be entered here it will be the current day date.

Short Description The short description of the support call.

Status - The status of the Support call will be chosen here.

Detailed Description The detailed description of the support call

Call from - The details form where this support call came from will be entered here..

Related Work Order Id The related work order of the support call if nay will be entered here.

While the Support Call Id is a system-generated numbers the user can enter/ chose the other fields.

Once the user has entered the fields he can either Submit the record by pressing the SUBMIT button or clear the fields by pressing the RESET button. If the user presses the SUBMIT button the record gets added.

By clicking the link named List in this screen the user can view all the record present in this screen below.

To View an existing Support Call

If you want to view a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id.

To modify an existing Support Call

If you want to modify a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id. The user can then make the necessary modifications.

If you want to view a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id.

To Create Work Orders for a Support Call

If you want to create work orders for a specific record, place the mouse over the Work Orders column of that specific record and click on it.

It will display the list of work orders for that specific id.

To create new work orders for the Support Call, click the Submit button. The work orders will be generated and listed in the table below.

Reports

Work Orders

Work Orders can be searched with the above filters. On clicking Submit, a popup window opens with the list of work orders matching the criteria entered.

Work Order Parts

Work Orders can be searched with the above filters. On clicking Submit, a popup window opens with the list of work orders matching the criteria entered.

CMMS Manager's Screen

The Manager's main page is divided into a number of sections including word requests, orders, support calls and CMMS Reports. You'll also have the ability to view who has logged into the system and what levels were used during those sessions. There is much more including an easy to use database search feature.

CMMS Terms

There are a lot more buzz words or acronyms common in the CMMS and Industrial Maintenance Software Industry; we have compiled a list below for your review.

  • CMM Software or CMMS: Computerized Maintenance Management Software or Computerized Maintenance Management Systems.
  • EAM: Enterprise Asset Management
  • CAFM: Computer Aided Facility Management also known as Facilities Management Software
  • FMS: Facility Management Software System also known as Computer Aided Facility Management
  • MMS: Maintenance Management System often used for manual, rather than, Computerized MMS)
  • PdM: Predictive Maintenance
  • BM or CM: Condition Based Monitoring
  • ASP: Application Service Provision or ASP web based CMMS systems used by browsers
  • BM: Breakdown Maintenance (Mantenimiento Correctivo).
  • JIT: Just In Time (Producción Justo a Tiempo).
  • LCC: Life Cycle Cost (Costo de Ciclo de Vida).
  • MI: Maintainability Improvement (Mejora de Mantenibilidad).
  • PM: Preventive Maintenance (Mantenimiento Preventivo) or Planned Maintenance
  • SPC: Statistical Process Control (Control Estadístico del Proceso).
  • TPM: Total Productive Maintenance (Mantenimiento Productivo Total -> MPT).
  • TQM: Total Quality Management (Gestión Integrada de Calidad).
  • ZD: Zero Defects (Cero Defectos).