Maintenance Connection Modules
Maintenance Connection stores a wide variety of maintenance-related data that is organized into modules to allow for faster and more accurate data entry. For example, each time a service request is initiated on an asset, the properties of that asset and its related files are automatically populated into the work order. Each available module in is listed in the module menu, accessible from the Open button on the toolbar or the Module List. Options not accessible to the member are dimmed.
The following modules are available in Maintenance Connection:
Assets are the equipment maintained by your organization for which work orders are created. Asset Classifications categorize these assets, allowing your organization to define important information that applies to all assets of a particular type. For example, your organization might have a single asset classification for fire extinguishers even though fifty fire extinguisher assets are maintained.
Assets are maintained in a hierarchy that makes them easy to find and manage and provides powerful reporting and analysis capabilities. It is easy for you to report on all assets below a certain branch of the list (such as all HVAC units), or only on assets below a particular node (such as all HVAC units in Building One).
The Preventive Maintenance module stores information about the analysis performed on assets to predict maintenance needs. The module stores records defining each preventive maintenance schedule in your organization. These records define a schedule for maintenance based on the passage of time (for example, weekly, monthly) or usage (for example, by meter readings). Preventive Maintenance records also include the procedure that should be followed at a scheduled interval and the assets to which the schedule is associated.
The Work Order module is the heart of Maintenance Connection, providing users with easy access to the work orders that need to be reviewed or processed. In some organizations, projects are created to manage multiple work orders associated with a single project.
A work order describes the maintenance needed or a problem to be addressed on an asset, and can include the following five components:
-
Labor resources assigned and their corresponding costs
-
Tasks that must be completed
-
Inventory items that will be needed and their corresponding costs
-
Tools that will be required
-
Any additional costs
The Projects module stores projects used to track the progress of multiple work orders and the status and costs of each project. You can define start and end dates for a group of work orders to help guide the process from beginning to end. Project Plans can also be maintained to automate the generation and scheduling of a group of associated work orders defined for a common project, allowing you to define dependencies between the work orders if required.
These three modules maintain information about the labor resources available to perform maintenance. The first module, Labor Resources, tracks information about the employees and contractors that perform maintenance work. The additional modules, crafts and training, track information about the skills and licenses the labor resources possess.
The Labor Resources module stores a record for each labor resource (employee or contractor) used by your organization to perform maintenance. Individual contractors can be listed as well as companies. In addition, the administrators and supervisors who assign, approve, and otherwise manage the work order process can also be included.
Labor resources that are members of Maintenance Connection can view their assignments / work orders and additional information about the asset being maintained directly in the system through the Technician Work Center or MRO Work Center. Those who are not members receive their assignments from an administrator via hard copy or email.
The Crafts module stores the special skills that are required to perform maintenance tasks, such as Electrician First Class or Carpenter. These crafts are associated with each labor resource to ensure that work orders are assigned to individuals with the requisite skills.
Maintenance Connection includes features to automatically populate work orders generated through a preventive maintenance procedure with estimated labor for requisite crafts / skills to allow for expedient assignment to the best qualified individuals.
The Training module stores licenses and training certifications that labor resources (technicians) possess, for example, CPR Certifications or Contractor Licensing. These certifications can be attached to each labor resource to support analysis and reporting of the labor pool. Certifications can be set up to remind administrators when they are about to expire.
Tasks are the list of actions that must be performed to complete a work order. Tasks serve as a guide to the assigned technician, identifying the work that must be performed. Procedures are a predefined collection of tasks associated with preventive maintenance activities. The Tasks module is available to provide a mechanism to maintain commonly used tasks and report against them.
The Procedures module stores the collection of tasks defined for a particular procedure, along with associated costs. Procedures are typically defined for preventive maintenance processes, but can be manually inserted into any work order. Procedures can include time and cost estimates, such as required parts, tools, and labor. Procedures can also include estimated labor, indicating the type of craft / skill required or a specific individual to be assigned. These designations are then used in the Work Order Assignment process to ensure individuals with the right skills are assigned. The tasks that are included in a procedure can be entered free-form or tied to a predefined task maintained in the Tasks module.
The Tasks module can be used to create a list of consistently defined tasks for inclusion in a procedure or work order. The Tasks module also allows you to define groups of tasks, enabling the addition of this group to a work order or procedure in one step.
Predefined tasks can be tracked in the Asset module, allowing you to easily identify when that task is performed for a given asset. In general, work order history for an asset only identifies the general procedure that was performed. Identifying a task as tracked in the Asset module ensures that the task is specifically listed in the asset’s history each time it is performed. Tracked tasks are listed in the Tracked Tasks sub-tab on the PMs/Tasks tab of the Asset module.
Maintenance Connection includes modules to help you manage your inventory and generate required purchase orders. Although Maintenance Connection includes inventory management tools, some organizations use integrated third-party Inventory / Purchase Management Systems that Maintenance Connection updates with part usage to ensure inventory levels are properly maintained.
The Inventory module tracks the items used by your organization to maintain your assets. This module tracks descriptive and cost information about the item and vendors from whom the item is purchased and quantities at hand.
The Stock Room module stores the facilities in which inventory items are maintained. Once stock rooms have been defined, inventory can be tracked by availability in each stock room.
The Tools module keeps track of the tools that are used to complete work orders. The module supports check out / issuance of tools to maintain proper records regarding tool availability.
The Tool Room module also tracks the facilities in which tools are maintained. Once tool rooms have been defined, tool availability can be tracked by tool room.
The Purchase Order module provides the ability to quickly build purchase orders or requests, dependent on your business process. The module allows you to track the items being purchased, costs, order and delivery dates and vendor information. Purchase orders can be printed or emailed to a vendor. As parts are received, inventory levels can be updated.
Maintenance Connection also includes a number of supporting modules, typically only available to system administrators.
The Requester module stores information on all individuals who can initiate service requests. Requesters that are members of Maintenance Connection can enter their service requests through the Service Requester application. Those who are not members provide their requests to an administrator via hard copy, phone, or email. Maintenance Connection tracks the source of the request (requester) to allow for proper follow-up and reporting.
The Members module stores user credentials and personal information for all individuals with access to Maintenance Connection.
All members belong to an Access Group that defines the modules, features, and capabilities available to that group as well as specific permissions granted—for example, the ability to approve work orders or delete records.
The Bulletins module allows system administrators to create bulletins that appear on the Home page for all users.
The Documents module stores all documents such as task sheets, sketches, operating procedures, legal documents, contracts, or maps. Administrators can store document files in a document library, or use a hyperlink reference to an external file on the web or a local network. This module includes an HTML Editor that allows users to modify the documents. Documents can be associated with work orders or connected to multiple records in the application, such as assets or asset classifications.
The Companies module stores information on the companies with which your organization conducts business related to the maintenance of assets. It includes data for vendors, manufacturers, and outside repair shops. If the company is designated as a labor resource it can be used for work order assignments.
The Contacts module stores all of the individuals at stored companies with whom your organization. Contacts can include sales or purchasing reps, or repair contractors.
The Categories module stores the categories displayed throughout Maintenance Connection to organize items such as procedures, repair centers projects, tools, and companies.
Assets and Asset Classifications