Vehicle Maintenance Software Information Page

COGZ Vehicle Maintenance Software Numbering and Coding Information

Keep it simple. Keep it simple. Keep it simple. Keep it simple.

Every time you are wondering how to assign numbers or codes to your COGZ Vehicle Maintenance Software data, remember to keep it simple.

Unless you need to interface with a corporate system, there is no reason to use anything but an easy-to-remember coding system. We suggest that you develop a system that is simple for the maintenance department staff to use and remember. They will use it on a daily basis and do not want to waste time looking up complicated codes. The following are suggested numbering systems.

Sorting: One important detail to remember when working with computers is that they deal with numbers and characters in a specific order. When a sorted list or report displays data, numbers appear before letters. See the ASCII appendix for a complete list of the sorting sequence. It is also important to use consistent spacing. The following list is used to demonstrate how data is sorted.

 

INCORRECT NUMBERING

CORRECT NUMBERING

BOIL020

BOIL01

BOIL1

BOIL02

BOIL11

BOIL11

BOIL2

BOIL20

In the above list you can see why the use of placeholders is important. In this example the 01, 02 - 99 placeholder scheme was sufficient because we did not anticipate more that 99 boilers in this plant. If we needed to group 999 boilers then we should use 3 place holders and it would look like this: 001, 002 - 999

Equipment Numbers: Vehicle Maintenance Software Equipment numbers are the most frequently used codes. This is an alphanumeric field that allows for 20 characters. As with all coding in the system we suggest that abbreviations be used wherever possible. I.e., a boiler might be coded as BOIL01. Boiler Number 2 would be BOIL02 and so on.

Employee Code: This is a 5 character alphanumeric field. Common codes should be abbreviations of the resource necessary to complete the task or initials of the employee who will actually do the work. Such as: EL01- Electrician 1st class, MECH3- Mechanic third class or JD-John Doe.

Vendor Codes: This is an alphanumeric field with 10 characters available. A good choice is to use the initials of the vendorís name as it is easily remembered.

PM Library Task Codes: This is a 5 character alphanumeric field. Standard tasks allow you to reduce your typing and increase consistency when creating an equipment PM. By entering a code the information previously created in a database is automatically printed on the PM. This previously created information may be changed at any time and the change will automatically be reflected on any PM's that use that code.

The PM Library Task Codes should be grouped by similar skill requirements. SE010, SE020, SE030 could be used for tasks that require electrical skills (SE is a code for a standard electrical task). SM010, SM020 etc. could be used for standard mechanical tasks. Using this method will make it very easy to setup your PM system by allowing you to scan a list of tasks and simply pick out the tasks that apply to the equipment on which you are working. See the PM Standard Task Form for additional information.

Note Codes: This is a 5 character alphanumeric field. Note codes are used for detailed instructions on PM and corrective work orders. A PM work order can include a PM Library Task Code as well as a Note Code. If the PM Library Task Code will always be used with the same Note Code, use the same code for both. Otherwise, we recommend using codes similar to the standard procedure codes.

Note Codes are also used to add general notes to the bottom of all PM and corrective work orders as well a Purchase Orders. The notes you select will print on every PM and corrective work order. The note codes that are used for this purpose are setup in the System Defaults Form (found under Setup) for both PM and corrective work orders.