************************************************************** * * * HOW TO EMPLOY THE * * * * PREVENTIVE MAINTENANCE MANAGEMENT SYSTEM * * * ************************************************************** ***************************************** * TRACKING THE * * * * INSPECTION, LUBRICATION & REPLACEMENT * * * * OF EQUIPMENT COMPONENTS * ***************************************** SHAREWARE HONOR SYSTEM - SEND $60.00 TO: The MIS Cost Reduction Group Post Office Box 1202 Columbia, Maryland USA 21044 (410) 997-4599 EST COPYRIGHT 1991 BY THE MIS COST REDUCTION GROUP ALL RIGHTS RESERVED The Preventive Maintenance System is a shareware product. You may feel free to make copies of this computer system and pass them on to friends for their evaluation. If you make use of this software you are expected to pay a registration fee of $60.00. Your registration fee entitles you to use this software on a single computer and to make as many copies of this software as you wish for backup purposes. Upon receipt of your registration fee you will receive an expanded users manual, a diskette with the latest version of the software, notice of updates to the software and telephone support. PREVENTIVE MAINTENANCE SYSTEM OVERVIEW The PM system schedules the inspection, lubrication and replacement of equipment components based on calendar days. Predetermined PM cycle targets are loaded into the system for each part; progression against this criteria is accumulated since the date of the last maintenance activity; and the next planned maintenance is scheduled when the cycle objectives are satisfied. Workorder turn-around tickets are then printed for trade personnel and updated data (type of maintenance, date completed and labor hours) is entered back into the system upon completion of the requested PM. "Reactive" workorders can be requested from the PM system to support unplanned maintenance activities which then, in turn, are entered into the system to update the equipment and parts files. Input screens call for data either as numerical digits (N), or alphanumeric which can be either numbers or letters (A). Required fields are indicated by an (R). Length of fields are also noted when "input" data is solicited. For example: (6NR) is requesting six digits of information and the data is required before proceeding further. File storage is designed around a "unique" five character equipment (EID) and part (PID) identification key. These distinct alphanumeric (any combination of letters and numbers) tags provide the ability to directly store and retrieve PM records. Output is focused on "Workorder Tickets" and the associated "Scheduled Maintenance Report". These primary reports should be generated on a weekly or biweekly basis to allow time for the PM to be completed and data to be entered into the system. A wide variety of administrative and supporting reports are available to assist in operating the package and administering the data files. DIRECTIONS FOR SHAREWARE USERS FIRING-UP THE PMX100 PROGRAM: Set the DOS prompt to the disk drive where the program and data files are located. Type "PMX100" and hit the Enter key. The system will then bring up the Welcome Screen. "C" DRIVE SYSTEM: The software is designed to work on a PC with a hard "C" disk drive. A "C" drive is strongly suggested as the disk drive to support the operation of the PM system as maximum disk space and speed will become more important as the number of installed records and activity increase with system usage. Programs and data files should be stored on the "C" drive. PROGRAM & DATA FILES: The following files constitute the PM system: Program files: BRUN45.EXE Microsoft(tm) QuickBasic system file PMX100.EXE root PM application program PMX200.EXE PM reports module PMX300.EXE PM workorder update module Data files: (note all data files hold a maximum of 32,00 records) PM$PARTS.DAT parts data file PM$EQUIP.DAT equipment data file PM$CNTRL.DAT system parameter control file PM$INDEX.DAT data records pointer file PM$REPRT.DAT workorder print record file PM$HISTY.DAT history file PM$TRADE.DAT trade worker hourly rate file Documentation file: README.TXT shareware documentation file SUGGESTIONS FOR ADDITIONAL REPORTS & FUNCTIONS: Any suggestions concerning requests for new reports or functions for inclusion in the system are welcome. Call the Client Care Help Line at (410) 997-4599 with your comments. FORMAT OF DATE INPUT: The system requires dates to be entered in the form of DDMMMYY. DD = numeric day of the month, MMM = 3 alpha character abbreviation for month, YY = last 2 numeric digits of the year. April 7, 1991 should be entered as 7APR91. SCHEDULING OF MAINTENANCE FOR PARTS ONLY: PM scheduling is only performed at the part record level. If a piece of equipment is added to the system without associated parts, a "dummy" part record must be added to schedule PM for the equipment. MATCHING EQUIPMENT & PARTS RECORDS: An equipment record must be entered into the system before any of its parts may be entered. Every parts record must have a matching "parent" equipment record. There may be (probably will be) multiple parts records for a single piece of equipment. COMMAS NOT ALLOWED: IMPORTANT NOTE: The system does not allow the use of commas "," when entering any information. EQUIPMENT COMMENTS: Each equipment record carries four lines containing 40 characters of descriptive comments on each line which are printed on the PM workorder tickets. The contents of this "free write" area are left up to the ingenuity of the user. Subjects such as equipment location, blue print file numbers, safety instructions, dealer repair information, serial number, model number, manufacturer and supplier data can be loaded into this area. PARTS COMMENTS: Each parts record also carries four lines containing 40 characters of descriptive comments on each line which are printed on the PM workorder tickets. The contents of this "free write" area are left up to the discretion of the user and are usually filled with directions to the person performing the PM. There are three separate comments sections (four lines with 40 characters each) in the parts record: inspection comments, lubrication comments and replacement comments. RELATIONSHIP BETWEEN INSPECTIONS, LUBRICATIONS & REPLACEMENTS: When multiple PM's are called for, it is assumed that a replacement has the highest priority and that it will supersede an inspection or a lubrication. Likewise a lubrication will assume that an inspection is not needed at the same time. In other words, a replacement overrides and satisfies any requirements for an inspection or lubrication and the respective time clocks for these two PM types are reset to zero. Similarly, a lubrication will nullify the need for an inspection if both are called for at the same time. BLOCKING OUT EITHER INSPECTION, LUBRICATION OR REPLACEMENT PM: A requests is made for the number of days between inspections, lubrications and replacements when adding new parts records onto the system. If zeros are entered into this field, then PM scheduling is blocked out for the respective I, L or R maintenance. LAST MAINTENANCE DATES: When putting new parts records on the system, dates for the last inspection, lubrication and replacement are requested. If these dates are not known, enter spaces and an immediate inspection workorder will be generated by the system; and "today's date" will be inserted as the last known maintenance date for the lubrication and replacement cycles. "REDO FROM START": When an error occurs upon entering data into the system, DOS will respond with an "Redo from start" message. Hit the enter key in response to this message and the PM system will initiate the call for input data once again. RECORD IDENTIFIERS: Parts and equipment five character identification names are to be unique (not duplicated) as they are the crucial keys for maintaining separate addresses for each record in the system. There are two individual files maintained for the parts and equipment information respectively; a part identification name and equipment identification name may be the same but there can be no duplication within the parts or equipment files themselves. IMPORTANCE OF TODAY'S DATE: The date entered into the system at start-up is key to calculating new PM schedules for all parts. If the correct DDMMMYY format is not followed, then the program will miscalculate PM schedules. The three character abbreviations (basically the first three letters of the month) for MMM months are as follows: January JAN February FEB March MAR April APR May MAY June JUN July JUL August AUG September SEP October OCT November NOV December DEC SAMPLE INVOICE FORM FOLLOWS FOR BUSINESS USE INVOICE Remit to: From: The MIS Cost Reduction Group _____________________________ Post Office Box 1202 _____________________________ Columbia, Maryland 21044 _____________________________ _____________________________ Contact individual: _____________________________ _____________________________ Quantity: Unit Total Price _____ Preventive Maintenance Software System $60.00 ______ I use 5 1/4"_____ 3 1/2"_____ disks Note that the Preventive Maintenance System has been delivered and accepted by the custormer. Upon receipt of this paid invoice, an expanded users manual, current version disk, software update notices and telephone support will be rendered. ***************** END OF README FILE ******************