Work Order Software Information Page

 

Maintenance Reliability Software Information Page

System Maintenance

System Maintenance reliability allows you to perform checks to insure that your COGZ system  is running properly. These functions should be performed periodically on your COGZ Work Order Software to maintain optimal performance. If you find that the system is not running properly you may perform several maintenance functions from this area to fix any problems you may incur. This is also where you may clean up your database by purging obsolete data and resetting cost and performance information. Below are the features included in the System Maintenance section of your program along with some recommendations for maintaining optimal performance. You can access the System Maintenance functions by using the File menu.

System Date and Time

The system date and time must be accurate for the proper operation of your COGZ system, as COGZ will update such information automatically, and uses dates to verify some internal information. You can check the date and time using this function. If you find that the date and time is not correct you can change this information by correcting the time zone information in your control panel, which can be found by opening Windowís Explorer or clicking on the My Computer icon located on your desktop.

CMMS System Date and Time

 

File Manager

Allows you to perform maintenance and repair work, selectively, on each of your COGZ files. Tag the file that you would like to repair and perform the desired function. You will need to be sure all other users are logged out of COGZ. You can also run a backup before using the utility.

CMMS File Manager Log Users Off Message

CMMS File Manager Backup Message

CMMS File Manager

Tag All: Tags all of the files.

Untag All: Untags all of the files.

Freshen: Copies a new file from the system creating a new file.

Fix: The most comprehensive repair function available.

Info: Displays the number of records and the location of the selected file.

Close: When you are done with the File Manager function, this will bring you back to the COGZ program.

File Access: Click on this button to determine if you have read, write, and deletion rights in order to fix the data that has been corrupted. If this is successful the following message will appear.

CMMS Test File Access Message

Tag all files and click the Info button to see the number of records contained in each COGZ data file. If the number of records is very large it can slow down the program. If this is the case you may want to consider eliminating unnecessary records, particularly history, by using the Purge/Archive functions.

 

Problems Running File Manager

If there is a problem running the File Manager utility, you need to be sure that your drive is mapped as shown below (i.e., with a letter like E, F, G, etc.). Each drive should have a letter associated with it, or at least the drive where the COGZ folder is located. This will show up in My Computer of Windows as shown below.

CMMS Mapped Drive Local Setup

 

If the program is not starting in a mapped drive, then you will also have problems. You need to be sure that your shortcut is also mapped as shown below.

COGZ CMMS Shortcut Properties

 

If the screen below appears when you attempt to run Fix with File Manager, then there is a mapped drive issue.

CMMS TopSpeed Database Recovery

 

Orphaned Record Check

Any records which are linked to another record that has been deleted are referred to as orphaned and may cause problems within your COGZ system. These records must be located and removed to avoid incurrence of data problems. Check for Orphaned Records finds any records that have been orphaned and eliminates them. This utility should only be used to correct known and existing problems. It specifically corrects the following problems:

Inventory Items with invalid vendor's idís.

PM's Tasks with invalid Equipment Numbers and non existing work notes.

Equipment in the Equipment List with no Equipment Number.

CMMS Orphaned Record Check

Machine Registration

This function is used when you have purchased add-ons to your COGZ system. It will reconfigure the system to include any new features you have purchased.

CMMS Machine Registration

Serial Number: This field is disabled if a serial number has already been assigned to the machine. If you have not been assigned a serial number you will be given one and will be required to enter it in this field.

Registration Code: Enter the registration code given to you by COGZ Systems. This will configure your machine and will activate the appropriate functions in your COGZ system.

 

Your Machine Code

Press the Get Machine Code button for your specific machine code. Once you have this number call COGZ Systems at 203-263-7882 to get your new registration codes and activate your new modules.

CMMS Machine Registration Code

Initial Registration

Click on this button to access the Initial Registration Code form.

CMMS Initial Registration Code

Email COGZ

Click on this button to email COGZ your registration information.

 

Invalid Machine RegistrationCode

If the registration code that you have entered is incorrect this screen will prompt you, indicating that you have made an error. Try to retype the code given to you. If you are still unsuccessful in entering your registration code please contact COGZ Systems for additional assistance.

CMMS Invalid Machine Registration Code Message

 

Network User List

Network Users will only be present in networked versions of COGZ. This screen informs you what users are in the COGZ program. It allows you to browse through each of your systemís users and see relevant information such as created and login dates and times, plus information on any denied access or locks.

CMMS Network User List

Network User Form

Administrators of the COGZ systems may change a user record by selecting the desired user. This will take you to the Network User Form where you can choose to deny access or lock the user. Denying access to a user is useful when performing backups or version updates when all users must be logged off of the COGZ system.

CMMS Network User Form

 

System Security Procedure Audit List

The Procedure Audit List is available as part of the Optional Employee Enhancement Module for COGZ EZ. This area allows the administrator to view the history of procedures performed by each COGZ user.

Date Tab

CMMS Date Tab, System Security Procedure Audit List

Purge: Purges audit history records before the date specified.

Purge Audit History

CMMS Purge Audit History

Procedure and Date Tab

Select Procedure: Brings up the Procedure List, which allows you to select the procedure for which you would like to review the audit trail.

System Security Procedure List

Lists each of the procedures included in the security audit. You may select the procedures you would like to view the audit for from this list.

CMMS System Security Procedure List

 

Procedure

Description

Procedure

Description

Prc:Checkfiles

Check Files

Frm:Phd

Purchase Order Entry Form

Win:Issue

Issue Inventory

Frm:Pmp

Preventive Maintenance Task Form

Win:Tiptree

Quick Tips

Frm:SysSet

System Defaults Form

Brw:Eqpl

Equipment List

Frm:Ven

Vendor Form

Brw:Gntl

General Note List

Frm:Whdf

Work Order Entry Form

Brw:Invl

Inventory List

Frm:Whsf

Work Order History Form

Brw:Lcal

Location List

Frm:Wln

Work Order History Form

Brw:Phdl

Purchase Order List

Glb:Eqpsell

Equipment List

Brw:Porec

Receive Purchase Orders

Glb:Invsell

Inventory List

Brw:Venl

Vendor List

Glb:Phdsell

Purchase Order List

Brw:Whsl

Work Order History List

Glb:Vensell

Vendor List

Frm:Cad

Equipment CAD Form

FM2:Fmanager

File Manager

Frm:Comf

Component Entry Form

SSEC::Browseuser

System Security User List

Frm:EqpF

Equipment Form

SSEC::Updateuser

System Security User Form

Frm:Gnt

General Note Form

Pcn:Getconfig

COGZ Configuration

Frm:Ieq

Equipment Used on Form

WhsPre

Work Order History Report

Frm:Ieqinv

Equipment Used on Form

Bak:Restore

Restore Database Files

Frm:His

Inventory History Form

SSEC::Browseaudit

Audit Trail

Frm:Ihsinv

Inventory History Form

SSEC::Purgeaudit

Purge Audit History

Frm:Inv

Inventory Form

SSEC::Selectuseraudit

User List

Frm:Ixfinvven

Inventory Vendors Form

SSEC::Selectprocedure

Procedure List

Frm:Lca

Location Form

 

 

 

Procedure, Action, and Date Tab

Select Procedure: Brings up the Procedure List, which allows you to select the procedure for which you would like to review the audit trail.

User and Date Tab

Select User: Brings up the System Security User List where you may select the user for which you would like to view the audit trail.

System Security User List

CMMS System Security User List

History

The History Menu provides access to the procedures that will delete historical information from the system. History should be purged periodically to eliminate unnecessary records that take up valuable space on your system.

Purge/Archive Work Order History: Purges obsolete work order history.

Purge/Archive Inventory History: Purges obsolete inventory history.

Purge/Archive Downtime History: Purges obsolete downtime history.

 

Purge/Archive Work Order History

CMMS Purge/Archive Work Order History

Purge/Archive Work Order History deletes obsolete work orders from the work order history database. Before allowing this process to proceed, be sure that you have properly selected what you want to delete. There is no way to recover the deleted work orders. However, if you are not deleting the data they are recoverable since they are archived. Normally, you will want to retain your major and project work orders for future reference.

Work Order History Type

This area allows you to be selective about what is to be deleted. Each type of work order is listed, selection for deletion is indicated when a check mark appears. Remember that this will delete all work orders dated before the date selected above.

All Work Orders: This will delete all types of work orders and override any other selections, except the date.

Preventive: This will delete preventive maintenance work orders.

Breakdown: This will delete breakdown work orders.

Unscheduled: This will delete unscheduled work orders.

Scheduled: This will delete scheduled work orders.

Emergency: This will delete emergency work orders.

Major: This will delete major work orders.

Project: This will delete project work orders.

Other: This will delete other work orders.

Safety: This will delete safety work orders.

Rework: This will delete rework work orders.

Move Purged Work Orders to Archive File: Moves purged work orders to the archive file where they can be retrieved at a later date.

Purge Work Order History Before: All completed work orders prior to and including the date you specify will be deleted.

Select Process for the purge to proceed; Cancel to return to the previous screen.

 

Purge/Archive Inventory History

CMMS Purge/Archive Inventory History

Purge/Archive Inventory History is part of the Optional Inventory Enhancement Module and deletes obsolete inventory history from the inventory activity database. Be sure that you have properly selected what you want to delete before proceeding with this process. There is no way to recover the deleted inventory history. However, history that is not deleted and has been archived is recoverable.

Inventory History Type

This area allows you to be selective about what is to be deleted. Each type of activity is listed, selection for deletion is indicated when a check mark appears.

All: This will delete all types of inventory history and override any other selections, except the date.

Physical Counts: Deletes physical inventory counts (prior to and including the date selected) from inventory history.

Receipts: Deletes receipts (prior to and including the date selected) from inventory history.

Issues: Deletes issues (prior to and including the date selected) from inventory history.

Move Purged Inventory to Archive File: Moves purged inventory to archive file where it can be retrieved at a later date.

Purge Inventory History Before: All inventory activity prior to and including the date you select will be deleted.

Select Process to proceed with the purge; Cancel to return to the previous screen.

 

Purge/Archive Downtime History

CMMS Purge/Archive Downtime History

Purge/Archive Downtime History is part of the Optional Downtime Module and deletes obsolete downtime history from the downtime history database. Before allowing this process to proceed, be sure that you have properly selected what you want to delete. There is no way to recover the deleted downtime. However, if you are not deleting the data they are recoverable since they are archived.

Move Purged Downtime to Archive File: Moves purged downtime to archive file where it can be retrieved at a later date.

Purge Downtime History Before: All downtime activity prior to and including the date you select will be deleted.

Select Process to proceed with the purge; Cancel to return to the previous screen.

 

Import Archived Work Order History

CMMS Import Archived Work Order History

Import Archived Work Order History imports specified Work Orders that have been archived into Work Order History. This takes the file out of the Archive and into current History. The Archive file contains Equipment and Employee data.

 

Import Archived Inventory History

CMMS Import Archived Inventory History

Import Archived Inventory History is part of the Optional Inventory Enhancement Module and imports specified Inventory that has been archived into Inventory History. The Inventory Archive contains Equipment, Inventory, Accounting, Employee, and Vendor data.

 

Import Archived Downtime History

CMMS Import Archived Downtime History

Import Archived Downtime History is part of the Optional Downtime Module and imports specified Downtime information that has been archived into Downtime History.

 

Reset Period/Yearly

This menu provides access to procedures that allow you to reset periodic counters that are used in reports. Any required reports should be printed before resetting periodic counters. Counters should be reset at the beginning of a new period or year to allow for accurate records in the coming period.

Reset Equipment Cost History: Resets equipment and account/budget totals.

Reset Vendor History: Resets the accumulated totals purchased from vendors.

Reset Employee History: Resets the accumulated hours employees have worked.

Reset PM Repeats and Averages: Resets the accumulated PM repeats and the average times that each PM procedure took to complete.

If you want to begin your new year with zero balances you must reset each of these.

Reset Equipment Cost History

CMMS Reset Equipment Cost History

Reset Equipment Cost History is available in the Optional Cost Enhancement Module and resets the cost accumulators in the equipment and budget databases. Any necessary reports must be run before this reset procedure. The affected reports are Cost History, and all account and budget reports.

Period to Date: Selecting this will cause the Current Period to be set to zero and the Accounting Period to be incremented by one.

Period and Year to Date: Selecting this will cause the Current Period to be set to zero, the Accounting Period to be set to one and the Yearly Totals to be set to zero.

Only one selection can be made at a time.

Select Process to proceed with the reset; Close to return to the previous screen.

Reset Vendor History

CMMS Reset Vendor History

Reset Vendor History is available in the Optional Purchasing Enhancement Module and will reset the purchase accumulators in the vendor database. The Vendor Purchase Report must be run before this procedure is run.

Period to Date: Selecting this will cause the Current Period to be set to zero.

Period and Year to Date: Selecting this will cause the Current Period to be set to zero and the Yearly Totals to be set to zero. The accounting period will reset to 1 (for the first accounting period of the new year). Only one selection can be made at a time.

Select Process to proceed with the reset; Close to return to the previous screen.

 

Reset Employee History

CMMS Reset Employee History

Reset Employee History is available in the Optional Employee Enhancement Module and will reset the employee hours worked in the employee database. The employee report must be run before this procedure.

Week to Date: This selection will set to zero the Weekly Hour accumulators in the employee database.

Week and Period to Date: This selection will set to zero the Weekly and Period To Date Hour accumulators in the employee database.

Week, Period, and Year to Date: This selection will set to zero the Week, Period and Year To Date Hour accumulators in the employee database. Only one selection can be made at a time.

Select Process to proceed with the reset; Close to return to the previous screen.

 

Reset PM Repeats and Averages

CMMS Reset Preventive Maintenance Repeats and Averages

Reset PM Repeats and Averages is available in the Optional Equipment Enhancement Module and will reset the repeat counters and the average time to complete PM's in the PM database. The PM Repeats Report and the Equipment Detail Report both generate PM Repeats reports. If you want to retain a copy of this information, these reports must be run before this procedure. Average PM task times are reported on in the Equipment Detail Report. (Average PM times are only calculated if you enter each task time when you enter completed work orders instead of using the ALL option that allows rapid work order entry).

Zero Total Repeat Counters: This selection will clear all repeats in the PM database.

Zero PM Average Task Times: This selection will clear the average PM task times in the PM database. Only one selection can be made at a time.

Change Estimated PM Task Times to Average Times IF Averages are NOT Equal to ZERO: Changes the Estimated Times to the Average Times when the Average Time is not equal to zero.

Change Estimated PM Task Times to Average Times EVEN IF Averages are Equal to ZERO: Changes the Estimated Times to the Average Times regardless of if the value of the Average Time is zero or if it is greater than zero.

Select Process to proceed with the reset; Close to return to the previous screen.

Start New COGZ Database Window

To erase the test data included with the system at purchase or to delete all of your own data and start fresh, use the Start New COGZ System window. The screen will prompt you for a password. The password is DELETECOGZDATA. Warning: This will delete the data in your system. If you would like to save your data do not use this function.

CMMS Start New COGZ Database Window