Maintenance Software Information Page

Equipment Maintenance Software Information Page

COGZ Maintenance Software Equipment List

Maintenance Software Equipment List

The COGZ Equipment Maintenance Software Equipment List displays all equipment and can be sorted in a variety of ways.

Equipment maintenance software helps your facility to run more efficiently.

Equipment taken out of service is displayed in RED in the Maintenance Software Equipment List.

The Equipment List has six tabs. In the following section we will discuss each tab and its underlying screens. When there is more than one way to access the same screen that screen will be discussed at one time.

 

Equipment Tab, Equipment List

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

 

Queue Labels

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

CMMS Equipment Labels in Print Queue

You may print as many copies of the label as you would like and then send them to the Queue. This will allow you to save the labels that need to be printed until an entire sheet of labels is ready.

To print these labels you must use the Label Report located under the Reports menu. See the Reports section of this manual for further details.

 

Copy Equipment

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

 

Equipment Form

CMMS Equipment Form

Equipment No: This is a required 20 character alphanumeric field, which is used to identify your equipment. Equipment is defined as anything that you want to maintain or charge costs to. If you change the Equipment Number of a piece of equipment, all of the related information will also be changed. See the Numbering section of this manual for methods of numbering.

Description: The description of the equipment.

Asset No: Linked to an Accounting system in a company.

Manufacturer: Company that made this equipment.

Model No: The model number of the equipment.

Serial No: The serial number of the equipment.

 

General Tab, Equipment Form

(See the previous illustration)

Location: The physical location of the equipment.

Line: This is the third level in the hierarchy of the cost system used to group equipment together for cost history reporting.

Account: The account that this piece of equipment is to be charged to. Account numbers are used for budgeting and accounting functions and is therefore is a required field. See the Account/Budgets List in this section for further information.

Cost Center: The first level in the hierarchy of the cost system used to group equipment together for cost history reporting.

Department: This is the second level in the hierarchy of the cost system used to group equipment together for cost history reporting.

Original Cost: The cost to purchase this equipment.

Position in Line: The physical position of this equipment in the equipment line.

Part Location: The primary location where parts for this equipment are stored.

Priority of Operation: A code that indicates the importance of this piece of equipment in your operation.

Section: The section to which this equipment is assigned.

Installed: The date this equipment was installed.

Warranty Until: The date the equipment is warranted until.

Notes: Any notes for this piece of equipment.

 

PM Tab, Equipment Form

CMMS Preventive Maintenance Tab, Equipment Form

Out of Service: A Yes in this field will prevent PM's from being created for this piece of equipment. Enter No in this field for PM's to be generated. Equipment that is taken out of service is shown in red on the equipment list. It is also marked as inactive in the Equipment Detail Report.

Taken Out: Enter the date this piece of equipment was taken out of service.

Out Until: This feature is used for seasonal scheduling. A future date in this field will prevent PM's from being created until after this date. However, if the out of service field is set to Yes, PM's will not be created when this date is reached. Enter your date as if you were typing from the left to right (MM\DD\YYYY).

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

 

Cost Tab, Equipment Form

CMMS Cost Tab, Equipment Form

Labor/Material Cost Section

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

 

Meter Tab, Equipment Form

CMMS Meter Tab, Equipment Form

Last Reading: Last date a meter reading was taken.

Current Hours: Current operating hours from the equipment's hour meter. This value is used when scheduling PM’s by hours.

Average Hours: Enter the estimated average hours per work order scheduling cycle that this equipment will operate.

Current Miles: Current operating miles from the equipment's odometer. This value is used when scheduling PM’s by miles.

Average Miles: Enter the estimated average miles per work order scheduling cycle that this equipment will operate.

 

Drawings/Documents Tab, Equipment Form

CMMS Drawings/Documents Tab, Equipment Form

Drawings Location: Location of drawings for this equipment if stored in paper form manually.

The drawing list allows you to add equipment drawings from this location as well as from the Equipment List. View will enable you to print your graphic file directly from this form.

 

Safety Tab, Equipment Form

CMMS Safety Tab, Equipment Form

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

 

Preventive Maintenance Task List, Equipment List

CMMS Preventive Maintenance Task List, Equipment List

The PM Task List, displayed by pressing the PM Task Tab, lists all PM tasks that are associated with this individual piece of equipment. From here you can create, modify, and delete Preventive Maintenance tasks.

Renumber Tasks: Renumbers tasks on a power of 10 scale allowing for easy task reorganization.

 

Preventive Maintenance Task Form

CMMS Preventive Maintenance Task Form

Task No: This is a computer generated sequential number that you can override at any time to organize the order in which tasks are listed and printed on the PM.

PM Library Procedure: This code is from the Standard Task Library database. It allows you to easily setup repetitive tasks to be used on many different pieces of equipment. Entering the proper code inserts the text containing the description of the task to be performed.

Description: If you do not use a standard code you must enter a description of this PM task. If a PM Library Procedure Code has been used, this field is unavailable.

Assigned To: Specifies the worker to which the task was assigned. Tasks assigned to the same employee will be printed on one work order. Tasks assigned to different employees will appear on different work orders.

You may also assign weekly and monthly PM’s on separate work orders if desired. To do this, create two new employees in the Employee/Assigned To List. One will be named Weekly, the other will be named Monthly. When scheduling these PM tasks simply assign the tasks to the employee called Weekly or Monthly as appropriate. This will cause all of the weekly tasks to print on one work order and all of the monthly tasks to be printed on a separate work order.

Last Done By: The last employee that performed this task.

 

Date Scheduling Tab, PM Task Form

(See the previous illustration)

Frequency Days: Interval in days that this task is to be scheduled. If you are using Hours or Miles to schedule, you are still required to enter a frequency in days as a backup schedule.

Schedule Type: Calendar based scheduling can be FLOATING or FIXED.

Floating: Floating schedules are based on the last date done and the frequency in days. This type of schedule will take into account the last date that the task was done when scheduling tasks. This means that if the task is performed later than expected it will schedule for the next time around according to the date it was actually performed on, not the date it was scheduled for. Floating schedules are useful for tasks with shorter intervals between them, such as one week or one month. This way you will not fall behind if tasks are not performed on time.

Fixed: Fixed scheduling allows you to specify an interval that a PM will always be scheduled, regardless of the last date done. This type of scheduling takes into account the fixed date done, which is the date that the task is scheduled for. Fixed scheduling is primarily intended for tasks with large intervals between them, for example, tasks that occur only once per year. It is not recommended that you use fixed scheduling for tasks that are to be performed frequently. If you miss a task you will need to make up for the ones not completed.

A consideration that must be made when using fixed scheduling is that when PM's are scheduled by meters with fixed as the backup the last fixed date done will not be updated. Notification of this will pop up when you close this type of work order.

Estimated Completion Time: Approximate number of hours required for completion of the task.

Down Time Required: Number of hours the machine in question will be out of service

Last Date Done: The last date that this task was performed. This date will be used when scheduling with the floating scheduling option.

Last Fixed Done: The last date that the PM will be scheduled from if you are using fixed scheduling option. This field overrides the last date done for scheduling purposes. This date is fixed so it can be used to schedule seasonal tasks such as boiler, air conditioning or cooling system startups and shutdowns. In most instances this field is left blank.

Date Due: This is a calculated date that shows the next PM date. This date does not include any calculations related to scheduling by hours or miles. The date is based on the Frequency Days, Schedule Type, Last Date Done, and Last Fixed Date Done. If the schedule is Floating, the Date Due is the last date done plus the Frequency Days (if there is a last date done), otherwise it is the next PM cycle date plus the PM cycle days. If the schedule is Fixed, the Date Due is the Last Fixed Date Done plus the Frequency Days.

Generate Separate Work Orders for All PM Tasks Associated with this Equipment: Clicking this box will create separate work orders for each equipment PM task when PMs are generated. This check box is also on the Equipment PM Task tab in the Equipment Form as well as on the System Defaults Form, Work Orders tab.

 

Meter Scheduling Tab, PM Task Form

CMMS Meter Scheduling Tab, Preventive Maintenance Task Form

Caution: When using meter readings to generate Work Orders you must enter meter readings before you generate PM's.

Frequency Hours: The frequency in hours that this task is scheduled to be performed. Hours are used in conjunction with frequency days in order to schedule, based on whichever one comes first.

Last Hour Done: Last hour meter reading this task was performed.

Frequency Miles: The frequency in miles that this task should be performed. Miles are used in conjunction with frequency days in order to schedule based on whichever one comes first.

Last Mile Done: Last mile meter reading this task was performed.

Tasks that are scheduled by hours and miles must also be scheduled by days to prevent errors, which may occur if meter readings are not entered. Scheduling by days will prevent tasks from being missed due to human error.

Frequency hour and frequency miles may not be scheduled concurrently. You can schedule based on hours and days or miles and days.

 

Parts Required Tab, PM Task Form

CMMS Parts Required Tab, Preventive Maintenance Task Form

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

 

Preventive Maintenance Task Parts Form

CMMS Preventive Maintenance Task Parts Form

The Preventive Maintenance Task Parts Form allows you to select parts that will be automatically scheduled for use when this PM task is scheduled.

Part Number: The number that corresponds with the part needed.

Location: Location of the part in question.

Quantity: Number of parts required.

 

Note/Drawing/Document Tab, PM Task Form

CMMS Note/Drawing/Document Tab, Preventive Maintenance Task Form

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

Drawing/Document File: Displays the location of a drawing or document that contains information for this PM task. Display the drawing or document by pressing the View button to the right of the field. Drawings may also be printed by pressing the View button.

Use “View” button to display in Windows program: Checking this box allows you to view your drawing using the Windows program that corresponds with that drawing or document.

 

Drawings/Documents Tab, Equipment List

CMMS Drawings/Documents Tab, Equipment Form

The Drawings/Documents Tab lists all drawings that are associated with this individual piece of equipment.

The Optional CAD Module is available. Please call for purchasing information.

Drawings of the equipment can be in many different graphics formats as displayed on the file dialog when you are adding files to the catalog. The optional CAD drawing viewer allows you to catalog drawings in PLT, DWG, and DXF formats. This system allows equipment information to be accessed from one location and can be used as a central storage location for all your equipment information.

View Button: Displays the highlighted selection.

 

Equipment Drawing/Document Form

CMMS Equipment Drawing/Document Form

The Equipment Drawing/Document Form allows you to select drawings to be placed in this piece of equipment’s CAD catalog. Standard Windows graphic formats are supported. If you would like to display CAD, DWG, DXF, or PLT files you must purchase the Optional CAD Module.

Drawing/Document File: Allows you to choose from a list of graphic files.

Description: A brief description of the file selected.

Use “View” Button to Display in Windows Program: By checking this box, you can allow the drawing to be displayed in a Windows Program when a View button is pressed. This button is disabled if the file is a CAD drawing type.

 

Components Tab, Equipment List

CMMS Components Tab, Equipment List

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

 

Component Entry Form

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

CMMS Components Entry Form

Component: Component Name

Description: A description of the component

Serial: The serial number for the component

Vendor: The vendor of the component

Horsepower: The horsepower of the component

RPM: The RPM of the component

Model: The model of the component

Voltage: The voltage of the component

Phase: The phase of the component

Size: The size of the component

Capacity: The capacity of the component

Gear Ratio: The gear ratio of the component

Pressure: The pressure of the component

Frame: The frame of the component

 

Parts Tab, Component Entry Form

Displays parts used on the selected equipment component.

CMMS Parts Tab, Component Entry Form

 

Equipment Used On Form

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

CMMS Equipment Used On Form

Part Number: The part number of this activity. The description will automatically be displayed once the part number is entered.

Additional Description: Any additional description for the part as it relates to this piece of equipment.

Component: The component that this item is part of (if applicable).

Drawing No: Drawing number of the part.

Date: The date this part was last used or the information was updated.

 

Note Tab, Component Entry Form

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

CMMS Note Tab, Component Entry Form

 

WO History Tab, Equipment List

CMMS Work Order History Tab, Equipment List

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

 

Work Order History Form

See the Work Order History section for a detailed description.

 

Inv History Tab, Equipment List

CMMS Inventory History Tab, Equipment List

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

 

Inventory History Form

See the Inventory History section for a detailed description.

 

Downtime Tab, Equipment List

CMMS Downtime Tab, Equipment List

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