** MAINT (ver 1.02) ** MAINTENANCE MANAGEMANT SOFTWARE A Shareware Product from G.W.Richardson & Assoc. Australia Copyright (c) 1990 Geoffrey W.Richardson - OPERATION MANUAL- 1.1 INTRODUCTION: MAINT is an easy-to-use yet powerful Maintenance Management Program. The software is designed to enable small and large organisations manage their equipment servicing and repair programs efficiently. MAINT will help you control maintenance and repair costs and will maintain up-to-date records of servicing and repair history, supplier's details, specifications and spare parts. Cost budgets can be set and actual expenditure monitored against these budgets. MAINT will produce jobsheets for items requiring servicing or check- ing for any required look-ahead period and will maintain a history of manhours, costs, servicing instructions and comments for repair and maintenance work carried out for each item. MAINT can handle equipment requiring Run-time or Calendar-time servicing intervals and will keep track of equipment warranty expiry dates. A variety of reports can be produced detailing costs and manhours spent on individual or groups of equipment for any time period and individual maintenance and repair analysis reports are available for each item to assist in replacement decisions. *MAINT* will keep track of equipment warranty periods and will advise when a warranty expires. In addition *MAINT* will record total downtime and availability % for each item of equipment. The demonstration version of *MAINT* will store up to 25 equipment items. The registered version will enable storage of up to 999 items. 1.2 LEGALITIES: MAINT is a Shareware product, should you decide to make use of this software you are asked to pay a registration fee of $75.00 (Australian) to: G.W.Richardson & Assoc. PO Box 85 East Melbourne Victoria AUSTRALIA 3002 Your registration fee entitles you to the latest version of MAINT Software (without the Shareware notices), a printed copy of the Manual and advice on future software updates (available at reduced cost). The registration fee enables further development of the software. An Order Form is included on the last page of this manual or by selecting Item 6, from the Main Menu when running the program. (2) CONTENTS: Item Page | Item Page ---------------------------------|------------------------------- Introduction 1 | A Typical Operating Cycle. 15 Legalities 1 | Hints & Tips: 15 Contents 2 | Increasing Sorting Ability.15 Definitions & Conventions 2 | Multiple Databases. 16 System Requirements 3 | Running MAINT on a Floppy Things to Note 3 | Disk Drive. 16 Date Entries 4 | Backing-up DataFiles. 16 Maximum Records 4 | Disclaimer. 17 Labour Cost Calculations 4 | MAINT Registration Form. 18 Depreciation Calculations 4 | Warranty Tracking 4 | The Escape key. 4 | Servicing Categories. 4 | Getting Started. 5 | Running the Program. 6 | The Sample Database. 6 | Setting up your Database. 6 | The Housekeeping Menu. 7 | Running an Existing Database. 8 | The Main Menu: 8 | View/Eit Equipment Data. 8 | List Current Jobs Due. 12| Enter Jobs Completed. 12| Edit Housekeeping File. 12| View or Print Reports. 13| Information. 14| Ending the session & | Returning to DOS. 14| DOS | Return to Title Screen 14| ----------------------------------------------------------------------- 1.3 DEFINITIONS & CONVENTIONS USED IN THIS MANUAL: 1.3.1 "Database" refers to the total data stored for the Items of equipment currently entered to a MAINT filename. "Item" refers to an individual item of equipment in the Database. "Item No." or "Record No." refers to the reference number MAINT gives to each Item, it is NOT the Item I.D. which is supplied by the user. "Field" refers to one of the data records associated with an Item, eg Supplier's name. 1.3.2 The term "Maintenance" used in this manual refers to any category of work carried out on an Item, ie Servicing, Checking or Repairs. MAINT separates Servicing work from Checking/Repair work, and maintains separate Costs, Budgets and Records for these two types of work. This feature of MAINT is of importance to the Servicing Manager as it enables him or her to determine how much of the total budget is being spent on true Servicing work and enables Repair and Servicing costs to be separately monitored. (3) 1.3.2 When MAINT displays a character or word enclosed in Angle Brackets thus: < >, the character or word within the bracket is a Keyboard Key, eg. refers to the Enter or Return key, refers to the keyboard character "D", MAINT uses this convention to request you to press the key so identified. 1.3.3 For all of the menus displayed by MAINT (including the Menu Bar on the bottom of the Main Data screen), you only need to press the keyboard number or letter indicated to select the required option. For all other inputs it is necessary to press the key after pressing the desired number or letter key. 1.4 SYSTEM REQUIREMENTS: . MS-DOS (R) or PC-DOS Version 2.1 or higher. . An IBM PC (R) or Compatable Computer with at least 384Kb of available RAM memory. Minimum values of FILES=10 and BUFFERS=10 should be present in your CONFIG.SYS file. (Refer to your DOS Manual) . A Monochrome or (preferably) Color monitor with 80 column display. . A Graphics Board (preferably colour) . A Hard Disk (20Mb min) for serious users. The program can be run on a floppy drive, but in doing so runs slower as the program makes frequent use of disk files. . An Epson FX (R) or compatable Printer. Note: PC-DOS and IBM PC are registered trademarks of International Business Machines Corp, MS-DOS is a registered trademark of Microsoft Corp, Epson FX is a registered trademark of Epson Americia Inc. The names used in any sample data supplied are fictitious. 1.5 THINGS TO NOTE: 1.5.1 MAINT Program and Data Files: Maint Program and Data Files must be located in the same hard disk or floppy disk directory. It is not possible to run MAINT from one directory with the data files located in a different directory. 1.5.2 Disk Space Requirements: When using MAINT, always check that sufficient disk space is available for storage of the records you are planning to add. Each record requires approximately 5Kb of disk space. 1.5.3 Date Entries: Maint has a some important rules for entering Dates: When entering a Date, MAINT will NOT use dates EARLIER than 1 Jan 1960. (If you wish to enter equipment purchased earlier than 01-01-60 then enter 01-01-60 as the purchase date and include a note in the service instructions stating the actual purchase date.) Date entries can be either Day-Month-Year (British) or Month-Day-Year (USA) format, the particular format used is optional and can be set or changed using the Housekeeping facility (Item 4 on the Main Menu). MAINT will display the format required whenever a date input is required. > Dates entries are entered in the form 01-01-91 The separators "-" ARE REQUIRED and if omitted will result in rejection of the date. The leading zeros for day and month numbers which are less than "10" are optional and can be omitted. For the years up to 1999 you can input either the last two year numerals only or the full four numerals, however for the years 2000 and above the full four numbers are required. MAINT will not accept dates ahead of the current date for Item purchase dates or report cutoff dates. MAINT will "beep" if input does not follow these rules, and will ask you to re-enter the date. (4) 1.5.4 Maximum number of Records and Cash values: The registered version of MAINT can accept a maximum of 999 Item records. The demonstration (unregistered) version will accept 25 Item records only. When preparing Reports, MAINT usually has to scan the whole database. The length of time MAINT takes to prepare these reports depends upon the number of items in the Database. To speed operation it may be preferable to create several smaller databases rather than one large Database depending on your computer speed. The maximum input cash value for an item is 999,999 however larger numbers can be displayed in totals. MAINT will round input to integer (whole) numbers except for the Labour Wage Rates, Manhours worked and the Depreciation %, which can be accepted as two decimal place numbers. 1.5.5 Labour Cost Calculations: MAINT calculates Labour Costs using the Labour Cost Rate current at the time that the work is carried out. The Labour Cost-to-Date figures are a summation of these figures, which will NOT necessarily be the same as total PRESENT-DAY Labour Costs if Labour rates have changed. If you require total PRESENT-DAY Labour Costs, multiply the Total Manhours to-date figures by the CURRENT Labour Rate. 1.5.6 Depreciation Calculations: The depreciation calculation done by MAINT is a simple staight line calculation, made by taking the depreciation % per year rate (as supplied by the user) and applying it to the Item purchase price and age of the Item, ie. Depreciation = (Age in Days/365) x Purchase Price x Depreciation %) When the age of an Item is reached where the Item is fully depreciated, MAINT will display this fact. (See Sect 6.5, Item Service & Repairs Analysis). NOTE: Taxation requirements for depreciation calculations in your area may require different calculation methods. 1.5.7 Warranty Tracking: Repair work is often carried at the Owner's expense when the equip- ment is still covered by warranty. To avoid this situation MAINT records the warranty expiry date when an item is added to the database. The warranty expiry date is displayed on the Main Data Screen for each Item. The warranty expiry date can be changed, if necessary, by selecting Item 4 on the Housekeeping Screen menu. If an item is not under warranty or you do not wish to display the warranty information (eg. after the warranty has expired) then enter 01-01-80 as the warranty expiry date using the Housekeeping Option or, if adding a new item, when prompted by MAINT for the date. >NOTE: When using the "Find" option on the Main Data Screen, items that are currently under warranty will display the character (Y) on the righthand side of the screen. (5) 1.5.8 The "Escape Key" F1 Pressing (Function Key No.1) and then at any time that MAINT is awaiting input will return you to the Main Menu. If done whilst editing, the edits will not be saved, ie. it will act as an "Escape" key. 1.6 HOW MAINT HANDLES VARIOUS CATEGORIES OF SERVICING INTERVALS: The intervals between Services for equipment may be set by any criteria, for instance a truck may be serviced every 1000 Miles or Km, a generator every 100 Hours of operation, a pump every 1000 Klt pumped and a conveyor every 10 Days regardless of the hours it may have run in the period. MAINT can handle all of these servicing requirements. MAINT classifies the first three examples as "RUN-TIME" service items and the third example as a "CALENDAR TIME" service item. The units applicable to "RUN-TIME" items eg kms, hrs, ltr are set by the User, together with the required intervals between Services. > RUN-TIME items are assigned a "Check Period" in days, which informs the service personnel when to inspect (check) the item and read and note the operation recording device (odometer, hourmeter etc) if fitted, and thus ascertain the actual servicing necessity. > NOTE If a recording device is not fitted the item would best be set up as a CALENDAR-TIME Item, (unless some other means of ascertaining operating time can be used, eg. Operator's log book or notes) MAINT keeps records of the checks made and the current equipment readings. When a Service is required MAINT records the details of the work done. > CALENDAR-TIME items have their Servicing Interval described simply in Calendar Days eg. a lathe which is serviced every 15 Days. > NOTE that MAINT works in seven day weeks, eg. if you want to set a Service interval of 2 weeks, enter 14 days. for an interval of 1 Week set Days = 7 1 Month " " = 30 3 Months " " = 90 6 Months " " = 180 1 Year " " = 360 Another category exists for Items that are NOT serviced, usually minor items which are simply replaced when breakdown occurs, (it is of course necessary to keep an adequate supply of these items in stock to replace the item when it does breakdown). It is still important to keep a check on these items so as they are not completely forgotten. It is recommended that the Service Interval for these items be set to a nominal period of say 50 to 100 days. This ensures that a watch is kept on these items and a record of the replacement frequency etc. is maintained. MAINT will print a list (Job Card) of Items due for Servicing/ Checking for any look-ahead period (eg. Items Due or Overdue for Servicing or Checking within the next 5 Days). The list will contain Servicing Instructions and can be selected and sorted by various crireria to make organising of the work easier. (6) 2.0 GETTING STARTED: The first thing to do is to make a backup copy of the System Disk. If you have two Floppy Disk Drives the easiest way to do this is as follows: Place the System Disk (with it's Write-protect sticker in place) in Drive [A] and place a BLANK, FORMATTED disk in Drive [B]. From the DOS prompt type DISKCOPY A: B: and Press the System Disk will be duplicated onto the blank disk in Drive [B], then place a Write-protect sticker on the Original System Disk and Store it away securely. If you have only one Floppy Drive, insert the System Disk as above and, from the DOS prompt, type DISKCOPY A: B: and press . The computer will tell you when to remove the System Disk (the Source Disk) and insert the blank formatted Backup disk (the Target Disk). The next task is to create a separate directory on your Hard Disk for MAINT files. To create a directory named MAINT on your Hard Disk proceed as follows: From the >C:\ prompt, Type MD \MAINT and press , this creates the new Directory. Next to log into the newly created Directory: type CD \MAINT and press ....the DOS prompt should now show look something like this >C:\MAINT Now copy the MAINT Program files from the System Disk to the Hard Disk subdirectory, which you have just created, as follows. With the System Disk in Drive , Type COPY A:\*.* C:\MAINT\*.* and press this will copy ALL the files on the System Diskette to the MAINT subdirectory on the Hard Disk, (including the sample program (named "RB") and this Manual). If you are short of Disk space or don't want the Sample Database or the Operation Manual on your Hard Disk you need only copy the following File from the System Disk: MAINT.exe To do this place the System Disk in Drive , type COPY A:\MAINT.exe C:\MAINT and press then type COPY A:\MAINT.dat C:\MAINT and press . If you have done all this correctly then MAINT is now installed on your Hard Disk in the directory named Maint...and is ready to run. 3.0 RUNNING THE PROGRAM: 3.1 The Sample Database: A sample Database (Filename "RB") has been included on the System Disk to familiarise users with operation of the System. The information on the sample program may be a little out-of-date by the time you receive it, however you can use it to experiment with freely. To run the program make sure you are in the MAINT Directory, type MDEMO (if you are running the demonstration version of MAINT) or MAINT (if you are running the registered version) and press . MAINT will load and prompt you for a Filename, type RB and press , MAINT will proceed to the Main Menu. By selecting Item (1) on the Main Menu, the Equipment Main Data Screen will be displayed showing the current information and service status for the first Item in the database. (7) You can use the & keys to view other items in the Database. Further options are available by typing the highlighted letter from the Menu Bar at the bottom of the screen. Most Options will be self explanatory and are covered in detail in Section 6.1 of this manual. 4.0 SETTING UP YOUR OWN DATABASE: This Section exlains how to initiate a NEW Database for your requirements. Firstly decide on a unique TWO character Filename for your Database eg. HI or BR etc. > NB. Make sure you do NOT use an existing MAINT Filename, or you will overwrite existing MAINT Data Files! To start the process firstly make sure you are logged into the MAINT Directory, then type MDEMO or MAINT (depending upon whether you are running the demo or registered version of the program) and press . MAINT will load and prompt you for a filename, type the letter "N" in this instance, to indicate you wish to start a NEW Database. When asked for a filename for the new Database, enter the two character filename you decided upon, and press . In routine start-ups MAINT can ask for a Password at this stage, a Password can be entered later if required. MAINT will initiate Files for your new Database and proceed to the Housekeeping Menu. 4.1 THE HOUSEKEEPING MENU: The Housekeeping File stores the main Standing Data for your Database eg Company Name, Area, Currency Symbol, Wage Rate etc. plus Standing Data for individual items, eg Purchase Price & Date. This File can be edited from the Housekeeping Menu. This menu is accessed automatically when setting up a new Database or can be accessed at any time by selecting Item (4) from the Main Menu. The Housekeeping File holds data that should not require frequent changing. For other editing of individual Items use the dit key on the Main Data Screen. The following data can be entered or edited from the Housekeeping menu: 1) Company Name 2) Area Name 3) Item Standing Data ie . Purchase price. . Date of purchase. . Servicing interval. . Run time or Calendar- time Servicing criteria. 4) Current manhour rate (for calculating labour costs). 5) Current depreciation % allowance per annum for Items. 6) Set or change the password. (Note: For security reasons, to change an password you are first required to the existing Password) 7) Set or change the symbol used for currency (cash). Note > Any Keyboard characters can be used to denote the Currency Symbol, however a single character is preferred. If you input a number between 123 & 254 as the currency symbol then MAINT will use the corresponding ASCII value as the currency symbol. eg 157 produces (8) the Yen symbol and 156 produces the Pound Sterling symbol on most computers. Note > When printing some printers use the ASCII characters between 123 and 254 to print italic characters, in such cases it is usually possible to reset the printer to print the correct ASCII character. 8) Set the number of printed lines per page for your printer. 9) Set the Format required for entering dates (either Day-Mth-Year or Mth-Day-Year). 5.0 RUNNING AN EXISTING DATABASE: Make sure the computer is the directory containing the MAINT files, type MAINT and press , the program will load and display the Title screen and request a Filename. Enter the two character Filename for your database. (If you have previously set it up in the Housekeeping section, the program will now ask for a Password.) Enter the four character Password if required, and if it is correct the program will advance to the Main Menu. > NOTE: You will be allowed four attempts at the password, if all are incorrect access to the Database will be denied and you will be returned to DOS. Passwords are NOT case sensitive and can be input in UPPER or LOWER CASE characters. If more than four characters are entered MAINT will try to match only the first four characters. 6.0 THE MAIN MENU: When the Main Menu is first displayed in a session MAINT will asks you if the date displayed is correct. Dates are read from the system clock and converted to international format. As this date is used for calculations in the program, it must be correct. If the date is incorrect, exit from the program back to DOS and set the correct date, (at the DOS prompt enter and type the correct date) then repeat the above steps to return to MAINT. The Main Menu screen also displays the total number of Items currently in the Database. The Main Menu provides the following options: 1) View/Edit Equipment Data 2) List Current Jobs due 3) Enter Jobs Completed 4) Edit Housekeeping Files 5) View or Print Reports 6) Information 7) End This Session and Return to DOS 8) Return to Title Screen One of the above options can now be selected by pressing the appropiate number key. 6.1 OPTION 1: View/Edit Equipment Data: Selecting this option will display the MAIN DATA SCREEN, with the data for Record No.1, shown. (9) This is the Main Screen around which the Program works. All of the current data for an item of equipment is displayed in SUMMARY form on the Main Data screen. You can page through Item records by pressing the or keys. Further options are available from the MENU BAR at the bottom of the screen by pressing the highlighted letter required. The Menu Bar options are as follows: ...To dd a NEW Record to the Database, MAINT will assign the next Record No. to the new Record and lead you through the various questions necessary for entering the Record. > The earliest date MAINT can use for the Item Purchase or Service Date is Jan 1, 1960, a date entered earlier than this, eg 01-01-59, would be rejected. Where an item was purchased earlier than Jan 1, 1960, the date of Jan 1, 1960 should be used and the Initial Service notes should contain a reference to the actual purchase date. Note > All of the Item Details need not be entered at this stage, however Service Criteria details ARE required, ie. Service Interval, and whether the Interval is Calendar Time or Running Time. To make item selections accurate for Reports, as much detail as possible should be entered for a new Item. When entering New items MAINT retains details from the last item displayed on the screen, by pressing without entering any data the previous data will be accepted for the new item. This is useful when entering a number of similar type items where probably only the locations of the Items may differ. ...To o to a particular record press this key, MAINT will ask you for the required Record No. and the requested record will be displayed on the screen if present in the Database. ...To ind a record press this key, MAINT will display all the Records in the Database, in summary, one item per line on the screen. By using the or keys you can move to or from successive screens. Use the UP or DOWN Arrow keys to locate the cursor beside the required Item, press and the required Record No. will be displayed on the Main Data Screen. > NOTE ind is also useful for showing Empty Record Numbers. (10) An Empty record No. will display the word "EMPTY" beside the Record No. Any Empty records can be used to store New Items. Simply place the cursor beside the Empty Record on the ind screen, press and the Empty record will be displayed on the screen, then press the dit key to enter details of the New Item. ...This key eturns you to the Main Menu. Note > Pressing (Function Key 1) and at any time MAINT is awaiting input, will also return you to the Main Menu. If done whilst editing a Record, none of the current edits for that Record will be saved. ...To dit (ie change) details of the Item currently displayed on the screen. Note > The Purchase Price Purchase Price plus Service criteria cannot be edited from this screen as these fields are treated as secure data. Use the Housekeeping option to edit these fields if required. On pressing the dit key the screen changes to Edit mode. The cursor will move from one field to the next by pressing . Type in the changes you wish to make. Note > If you don't want to alter the existing data just press , the existing data will be retained (provided you have not pressed any other key) and the cursor will move to the next field. After pressing at the last Field (the Service Instructions) all Edits just made will be saved. Note > The three lines of Service Instructions are edited using the inbuilt Line Editor. The Arrow, Insert, Delete, Home, End & Back Space keys can be utilised to alter or add text. (If more space is needed use the Supp key to access the supplementary page of instructions after ending the Editing session). > Note that the text does not automatically wrap around to the line below when editing the Service Instructions. Each line is saved exactly as it appears on the screen. If you wish to go back to correct an error keep pressing until the bottom of the screen is reached, then repeat the dit command and press until the entry requiring correction is reached. Make the required correction and again press until the bottom of the screen is reached and the corrections will be automatically saved. (11) Note > Certain Standing Data cannot be edited from the Edit Screen ie. Purchase Date, Purchase Price, and Servicing Criteria for an item. As this data is seldom required to be edited, editing, if required, is done from the Housekeeping Menu ie. Option (4) on the Main Menu screen. ...To elete the Item displayed press this key. MAINT will ask you to confirm that deletion of this item is in fact required. (You must respond with an UPPER CASE "Y" if you wish to delete the Item). If so, the Item data will be deleted. The Record No. is retained as an EMPTY Record and may be used for a NEW Record by use of the dit key. Note > If you dit an EMPTY Record MAINT will assume that you want to enter a NEW Item and will automatically change to the dd Mode however instead of adding a new Item Record No. the EMPTY No. will be used.

...Entry of this key will take you to the Re

orts Menu. Refer to Section (6.5) below for details of Reports available. The Reports (Screen and Printer) enable you to obtain detailed information for Items or groups of Items ...This key gives you the detailed Service istory for the displayed Item. These reports can also be printed out. ...The pdating key is used to enter details of Service, Repair or Check work carried out on an item and any Downtime incurred since the last service. A two line comment on the work carried out can be included as well as details of costs and manhours spent. The entries are normally made following completion of Servicing, Checking or Repair work on an item. The computer will automatically update the History files following the completion of an pdating session. Note > If no comments are entered in the Comments Window for a maintenance session, MAINT will record the basic category of work done in the History File. > Once entered, History files cannot be edited. ...This key displays the Speification Data Sheet for the selected item. The Data Sheet can be printed or edited from this screen by following the displayed instructions. (12) The inbuilt Line Editor is used to enter or edit text and the Insert, Delete and Backspace keys made be used. One Page is available per Item for Specificat- ions ...This key displays the pare Parts list for the selected item. As for the Specification Data Sheet, the Spares sheet may be dited or

rinted out if required. Again the inbuilt Line Editor is used here to enter or edit text. One page is available per Item for Spares listing. Note > When entering or changing text on the Spe or pare sheets note that each line is a separate record, ie text does NOT wrap around to the next line automatically when editing. > Also note that, for similar equipment, data may be copied from an existing sheet to the current sheet, by use of the ransfer command and can then be edited if necessary. 6.2 OPTION 2: List Current Jobs Due: Select this option to determine which items are due for Servicing or Checking and optionally to printout the Current Work Schedule on your printer for use in the field by maintenance personnel. Following selection of this option the computer will prompt you for the Look-ahead period (in Days) required, eg. if you wish to list all items due or overdue for work within the next 5 days, enter 5 as the Look-ahead period. A zero or a negative number can also be input if desired. The computer will then list on the screen all items due for work within this period, sorted in order of days overdue. > A negative figure (eg -4) in the Days Due Column means that Servicing/Checking is not due for another 4 Days, however this is within the specified Look-ahead period. The job schedule can then be printed out for all items due for servicing/checking or for a particular selection of Items and can be sorted in order of Days Overdue or by Location. You may only want to work on the items located on Floor 02 sorted by Location, with a 4 day Look-ahead from today. Just follow the screen prompts to tailor the report accordingly. The printout of Supplementary Servicing Instructions (if present) is optional. If printout is not required MAINT will include on the report a note stating that Supplementary Instructions exist for the Item. 6.3 OPTION 3: Enter Jobs Completed: This option operates exactly the same as the pdate option on the Menu Bar of the Main Data Screen. It is used to record Servicing, Checking or Repair work carried out on Items plus any downtime incurred since the last service. Following entry of work details for an Item, MAINT updates the Item History files and recalculates the next Service/Check re- quirements. The updated information is immediately available for screen display or printer reports. (13) 6.4 OPTION 4: Edit Housekeeping File: Use this option to edit the Main Database Standing Data. eg. Company and Area names, Wage and Depreciation Rates, Currency symbol, Password and Item Standing Data eg purchase price and date. Servicing Criteria for individual Items is also edited from this screen, eg Servicing type, interval, run-time units. As the need to change this data would be infrequent, this editing is done via the Housekeeping facility rather than the Main Data Screen editing facility. > The only Data fields that CANNOT be Edited are the Item Record No. (set by MAINT) and the Item Serviving/Repairs History. 6.5 OPTION 5: View or Print Reports. NOTE: To avoid problems and confusion, printed reports are designed for continuous fan-fold paper. The number of printed lines per page is set in the Housekeeping option. (50 to 60 lines per page is normally used). You should manually set top-of-page when prompted by MAINT before printing starts. The following reports are available on-screen or on your printer: 1) Maintenance and Repair History: These reports detail all work, including costs and manhours, to-date for individual equipment Items. Servicing comments entered following servicing, checking or repair work are included in the report. If this section is entered from the Main Menu, MAINT will ask which Item (Record No.) you wish to view, if entered from the Main Data Screen the History for the displayed Item will be shown. 2) Item Listings: These reports list summary data for Items in the Database. Reports can be tailored to include required selections of Items in required orders. For the Items selected, total Purchase, Servicing and Repair Costs are displayed. If the selection criteria is on Record No. or Asset Category, MAINT will ask for the Start and Finish Record No. or Asset Category required and will select all Items within this range including the Start and Finish No. entered. If only one Record No. or Asset Category is required, input the same start and finish entry. EMPTY Records are automatically excluded from the Report. 3) Item Repairs & Service Analysis: This report provides an analysis of costs to-date for individual Equipment Items. Current depreciation values and costs to-date as a percentage of purchase cost, together with average costs/day and week for the Item are provided to assist in replacement decision-making. (14) 4) Servicing Jobs Due: This report lists Servicing or Checking jobs due for any required look-ahead period. Operation of this option is identical to that described for Option 2 of the Main Menu Screen (Ref. Page 12). The printed report provides additional options for selection and sorting of items to aid in carrying out the work in the field. 5) Cost Reports: These reports are available in detail or summary form for the required selection of items, the order of printing will be in groups, subheaded according to the selection criteria. Reports can be ordered covering any nominated time period or Year-to-Date. Year-to Date (YTD) reports can be selected for either Financial Year (starting 1 July previous) or Calandar Year (starting 1 January previous) When a YTD report is selected MAINT will automatic- ally print the Yearly Budget Figures for the selected items, for comparison with actual expenditures to-date for the period. Reports can be either Detail or Summary: Detail reports detail costs for EACH Service or Repair job done for each item selected. Summary reports show TOTAL costs only for each item. 6) Budget Exception Reports: This report lists items whose Average Annual Repair or Servicing costs to-date equals or exceeds the Annual Budgets for that item. This report enables attention to be drawn to items receiving excessive work and identifies Items with recurring repairs or breakdowns. The Report uses the Average Annual expenditures to date as the forecast of the current annual expenditure and so enables a comparison to be made with the Annual Budget figure BEFORE actual cost over-runs occur. The negative variance figures on the report are the Items forecast to over-expend. Note > For an Item recently added to the Database, and with work done on it, the Forecast Average Annual costs could appear high as MAINT projects the current average costs per day to obtain the Fore- cast Yearly Costs. 6.6 OPTION 6: Information: This Option displays the Program Disclaimer plus information on viewing and printing this manual. It provides details for Registration and a Registration Form. (15) 6.7 OPTION 7: End this Session & Return to DOS: Select this Option when you have completed your current session with MAINT and wish to Exit the program. The length of time MAINT operated in the current session will be displayed and the computer will return to the Operating System (DOS). 6.8 OPTION 8: Quit to Main Title Screen: This Option enables the Operator to return to the Opening Screen and, if required, to load an alternative Database, without having to exit from MAINT. It can also be used for security purposes when leaving the computer unattended for a period, rather than leaving your data on display and open to tampering by others. The Filename and (if previously set up) Password will be required to be entered again to regain access to the Database. 7.0 A TYPICAL OPERATING CYCLE: The Operator would report in, load MAINT and the required Database and then request a Job listing of work due (Item 2 on the Main Menu) for a given look-ahead period (say 5 Days) for all areas or for the particular area he/she intends to currently work in. eg Floor 03 This report becomes the current job card and details the work required. The operator proceeds with the SERVICING/CHECKING work outlined on the Job Schedule Report. Any REPAIR type work required is also done & noted. Details of the time spent and materials/parts used on each work item can be recorded on the printout for input to the computer later. Upon completion of the work session the Operator returns to the computer, selects the UPDATE function (Option 3 on the MAINT Main Menu), and enters details of the work completed. The computer updates it's files accordingly and calculates when the next Service or Checking is required for each Item. Current data is always available for viewing on the Item Data Screen, (select Item 1 on the Main Data Screen). 8.0 HINTS & TIPS: 8.1 Increasing Sorting Ability: In order to maximise the usefulness of the sorting abilities of MAINT it is worthwhile setting up a system for referencing equip- ment locations, asset categories and maintenance categories in an organised manner. For these data fields MAINT can select on MATCH or PREFIX. For example the characters "L2" could be entered as the selection criteria for Location as a PREFIX. In this case MAINT would select all items whose location STARTED with the characters "L2". If the characters L2 had been entered as a MATCH, then MAINT would select only those items whose complete location title MATCHED "L2", ie. an item whose location was L2w would be ignored. By organising location addresses on a grid basis, floor by floor or by area or room number, the tailoring of reports can be much more useful and the sorting capabilities more powerful. (16) Similiarly, Asset and Maintenance coding could be arranged in a heirarchal code, eg an Item may have a code of 1012 where the first two characters could represent a major asset or job code and the next two characters a subsection. In this case by selecting "10" as PREFIX for selection of Items, all items in that section would be selected, ie all Items whose code STARTED with the characters "10" . Similarly with selection of items by suppliers name. If the character "M" was entered as selection criteria as a PREFIX, MAINT would select all items whose supplier name commenced with "M". If "Mc" was entered as PREFIX then all supplier's names starting with "Mc" would be selected. If "MacFee Industries" was entered as a MATCH, then only Items whose Supplier's title MATCHED (exactly) "MacFee Industries" would be selected. Note > Sorting is Case Sensitive, ie. MAINT treats "Mc" differently to "MC" for selection and sorting purposes. It pays therefore to adopt a standard way of entering alphabetic data before starting your Database, to avoid having to edit data later. You may decide that all entries are to be Upper Case (capital) letters or alternatively only the first letter is Upper Case. Except for the Item Record No. (set by MAINT), Numeric and Alphabetic characters may be mixed. Note however, all sorting is done alphabetically not numerically for all Data Fields except for the Record No. which is a numerical number set by MAINT. when the Item is created. Because of this, leading or trailing zeros are significant, ie 0012 is not the same as 12, for sorting purposes, for all Data Fields except for the Record No. If for instance you had equipment spread over 15 Floors of a building, the locations could be referred to as F01SE, F02NW F12N, meaning Floor 1 South East etc, the leading Zero entered for floors below 10 will ensure sorting will be on a floor by floor basis. 8.2 Multiple Databases: Rather than placing all your data in one large database, it may be convenient to maintain several separate databases covering different geographical areas. If this is done the time taken to run reports will be decreased and disk operation will be reduced. 9.0 RUNNING MAINT USING THE FLOPPY DISK DRIVES: If you don't have a Hard Disk you can still run MAINT. Place the System Disk (the disk containing your backup copy of the MAINT program) in Drive A. Type MAINT and press the program will then ask for a Filename, at this point you can change the Disk in Drive A to a separate Data Disk or else record your data on the System Disk. By using a separate Data Disk you will be able to store more records. With the System Disk removed MAINT can still run all operations. (17) MAINT Makes frequent use of the Disk files and because of this is more suited to Hard (Fixed) Disk Operation. 10.0 BACKING-UP OF DATA FILES: It is strongly recommended that your Data Files be regularly copied to Floppy Disk to enable restoration in case the files are accidently erased, or you experience a Hard Disk failure. The DATA Files MAINT uses are: ++.HK ++.DA1 ++.DA2 Plus All Files with the extension ".++" All Files with the extension ".++X" All Files with the extension ".++Z" All Files with the extension ".++S (where "++" is the two-character Filename of the Database) One method of backing up is to copy the Data Files to a Floppy Disk using the DOS Global operator "*" and the Wildcard operator "?". To do this place your Formatted Data Backup Disk in Drive [A]. Assuming your data is in a subdirectory of C Drive named "MAINT", from the DOS Prompt, type the following Commands one at a time and press after each: Copy C:\MAINT\*.++? A: Copy C:\MAINT\++.* A: (where "++" is again the two-character Filename of the Database being backed-up) If you have named your data subdirectory a name other than "MAINT" then substitute the actual name instead of "MAINT" in the above example. If your Database is large (requiring multiple Backup Disks) it may be preferable to use the DOS BACKUP Command instead of the COPY Command in the above example, and then use the RESTORE Command to reload the Files when necessary. Refer to your DOS manual for use of the BACKUP & RESTORE Commands. 11.0 DISCLAIMER: G.W.Richardson or G.W.Richardson and Associates do not warrant or guarantee or make any representations regarding the use or results of the use of the software referred to herein or to written material in terms of correctness, accuracy or reliability. The entire risk as to the results and performance of this software is assumed by the purchaser or user. (18) 12.0 SOFTWARE REGISTRATION FORM: The following form can be used to Register MAINT or to order additional registered sets of the software. On receipt of the Registration Fee you will receive a copy of the latest version of MAINT (without Shareware notices) and a printed operation manual. Your Registration entitles you to use the software on a single computer and to make copies for backup purposes. Thank you for your interest in this product... Geoff Richardson, Melbourne Australia. --MAINT-- ORDER/INVOICE FORM REMIT TO: FROM: Date:________ G.W.Richardson & Associates Company ------------------ P.O. Box 85 East Melbourne Mr/Mrs/Ms ----------------- Victoria Address ------------------ Australia 3002 ------------------ Country ------------------ Post Code ______ => Please supply one (1) Registered set of MAINT software at $75.00 AUST per copy ..................$________ => ( ) Additional Registered sets of MAINT software at $50.00 AUST per copy ..................$________ => Foreign Shipping (If appliciable) $5.50 ...........$________ TOTAL $________ => Circle Disk type required; ie. 5 1/4" (360k) or 3 1/2" (1.2mb) An $(Aust) Cheque drawn on an Australian Bank, an International Money Order, in $(Aust), or an Australian Money Order, are the preferred payment methods. --ooOoo--