SYSTEM OVERVIEW In this overview…

§ Introduction § Equipment § Inventory § Tasks § Work Orders § Scheduling § Purchasing § Reports and Graphs § Requirements and Recommendations Datastream Systems, Inc., is the sole owner of this documentation and may change this documentation without issuing notice. No person or entity may reproduce or transmit any part of this documentation without written permission from Datastream Systems, Inc. Ó1997 Datastream Systems, Inc. All rights reserved. Datastream, MP2, SideArm, and MaintainIt are registered trademarks and Personal Maintenance Assistant is a trademark of Datastream Systems, Inc. Microsoft is a registered trademark and Windows, , Windows NT, Windows NT Server, SQL Server, Microsoft Word, Microsoft Excel, Microsoft Project, and Microsoft Access are trademarks of Microsoft Corporation. Adobe, Acrobat, and Exchange are trademarks of Adobe Systems, Incorporated. Borland and Paradox are registered trademarks of Borland International, Inc. LaserJet is a trademark of Hewlett-Packard Company. WinFax and are trademarks of Delrina Technology, Inc. DataLIB is a trademark of Everest Enterprises. Graphics Server is a trademark of Bits Per Second, Ltd. and Pinnacle Publishing, Inc. PKZIP and PKUNZIP are registered trademarks of PKWARE, Inc. Novell is a registered trademark of Novell, Inc. ORACLE and SQL*Net are registered trademarks of Oracle Corporation. PROCOMM PLUS FOR WINDOWS is a trademark of Datastorm Technologies, Inc. Quattro is a registered trademark of Novell, Inc. Newton and MessagePad are registered trademarks of Apple , Inc. UNIX is a registered trademark in the United States and other countries, licensed exclusively through X/Open Company Limited. Wonderware is a registered trademark and NetDDE and Wonderware InTouch are trademarks of Wonderware Corporation. Platinum is a registered trademark of Advanced Business Microsystems, Inc. Symbol is a registered trademark of Symbol Technologies, Inc. TRAKKER is a registered trademark of INTERMEC Corporation. ImageMan is a registered trademark of Data Techniques, Inc. Sentinel Driver is a trademark of Rainbow Technologies, Inc. Rainbow Port Driver is a trademark of Rainbow Technologies, Inc. Crystal Reports FOR WINDOWS is a trademark of Crystal Computer Services, Inc. dBest Barcodes is a trademark of Hallogram Publishing. INTERSOLV and DataDirect are trademarks of INTERSOLV, Inc. Brand names and product names mentioned in this document and in this software are trademarks or registered trademarks of their respective owners. Datastream Systems Inc. 50 Datastream Plaza Greenville, SC 29605 Printed in the United States of America. November, 98 MaintainIt Pro System Overview

MAINTAINIT PRO SYSTEM OVERVIEW ii INTRODUCTION

MaintainIt Pro is a Computerized Maintenance Management System (CMMS) that provides all the tools you need to manage your System Features maintenance operations while using the power and flexibility of the ® 95 . § Native 32-bit processing on Windows 95 MaintainIt Pro is a unique combination of power and simplicity. Datastream structures each MaintainIt Pro module to provide a or Windows NT 3.51 wide variety of management tools. The program is easy to use—icons activate most modules, and a context-sensitive help system § Microsoft Access database assists you with any form, field, and procedure. § Increased performance speed Other convenient features of MaintainIt Pro include lookup tables and a quick work order update data entry function. Lookup § Available on CD and diskettes tables store maintenance codes at your fingertips for easy reference, and with quick data entry you can easily enter parts, labor § Uninstall function information, and notes for several work orders at once. § User-defined button bar § 40 user-defined fields § ASCII database and Microsoft Excel file import compatibility § Access to Datastream’s web page from MaintainIt Pro’s on-line help, including e- mail capability to several Datastream departments and groups such as Technical Support and Training (Web browser such as Internet Explorer or Netscape required) § On-line help for fields, forms, and tasks § Data Collection Forms within MaintainIt Pro’s on-line help § On-line wizards for work orders, tasks, and purchase orders

MAINTAINIT PRO SYSTEM OVERVIEW 1 INTRODUCTION (CONTINUED )

MaintainIt Pro is a completely integrated system that consists of these functions and modules.

§ Equipment—Store information on and track the maintenance history of all your facility’s equipment. § Inventory—Track inventory (including suppliers, prices, and part numbers) for maintenance operations. When you use an inventory item to complete a task, enter the item number and quantity used in the Work Orders form. MaintainIt Pro adjusts inventory accordingly and notifies you when it’s time to reorder items. § Tasks—Schedule tasks (by meter or by date) that your facility performs repeatedly, and MaintainIt Pro automatically generates work orders or scheduled tasks according to the meter reading or the due date. § Work Orders—Create on-demand, repair, emergency, or non-repetitive work orders simply by accessing the Work Orders form and entering information about the work to be done. § Purchasing—Create purchase orders to print and distribute to suppliers. MaintainIt Pro tracks items ordered and received and adjusts inventory information accordingly. § Scheduling¾Set up MaintainIt Pro to automatically generate repetitive work orders and tasks with the MaintainIt Pro Calendar. § History—Record closed work orders and purchase orders in history. Use Work Order History and Purchase Order History in reports and graphs to track equipment maintenance and inventory stock replacement, to project equipment repair and replacement, and to analyze costs. § Reports and Graphs—Visually display different aspects and summaries of your maintenance tasks. Sort and query reports and graphs, and print the reports and graphs, view them on the screen, or export them to a spreadsheet. You can also send reports and graphs via e-mail within your facility with .

MAINTAINIT PRO SYSTEM OVERVIEW 2 EQUIPMENT

In MaintainIt Pro, the term “equipment” refers to any item on which you track maintenance. Equipment may be vehicles, Features construction machinery, freezer units, etc. Equipment may also be any of the sub-assemblies, or components, of larger pieces of equipment, and you can list these as separate pieces of equipment as well. § Component¾View the hierarchical relationships between pieces of For example, an automobile is one piece of equipment. The engine in that automobile could also be a piece of equipment. You can equipment and their components. even create an equipment record for the carburetor on the engine. This hierarchy helps you better organize equipment records in § Meter¾Track meter readings by MaintainIt Pro. Keep a separate history and track costs for each component. cumulative run time or usage cycles. Define the units of measure so that The equipment number is the focal point for most MaintainItPro functions. MaintainIt Pro tracks the data that is most relevant to your operation. § History/Notes¾View the work order history of each piece of equipment. MaintainIt Pro displays any notes or special instructions for each work order. § Custom Fields¾MaintainIt Pro gives you maximum flexibility in defining your maintenance system.

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MAINTAINIT PRO SYSTEM OVERVIEW 3 INVENTORY

With MaintainIt Pro’s inventory module, create inventory records for all your facility’s maintenance parts and then track parts usage Features and costs. Inventory records contain basic information about parts, such as quantities, vendors/manufacturers, and reorder points. Enter reorder points and default reorder quantities. MaintainIt Pro checks these quantities when you generate a Reorder Parts List § Physical inventory count—Enter a and notifies you to reorder the item. The inventory system helps gain complete control over your inventory by reducing downtime count of inventory items, and then resulting from emergency part ordering. Also, MaintainIt Pro keeps a complete history of inventory transactions for you to view. check the actual counts against inventory records. MaintainIt Pro The vendor record tracks all vendor information. Assign a user-defined Vendor ID to each vendor. The vendor record contains automatically adjusts quantities to contact information, tax rates, and notes about the vendor. The item number tracks each inventory item and may be the part match the physical count. manufacturer’s number, the vendor stock number, or a user-defined number. Use account codes to allocate inventory items to § Part check out and return—Check out specific processes or departments. Identify, classify, and track expenses related to each inventory item with these codes. and return parts to work orders, cost centers, equipment numbers, or employees. § Item Specifications¾Enter special instructions or detailed information for each item. Notes and specifications will be printed on purchase orders. § Transaction History—Inventory records contain a history of all transactions for each item. § Custom Fields¾Enter additional information (up to 10 fields) for each inventory item, according to your needs.

MAINTAINIT PRO SYSTEM OVERVIEW 4 TASKS

With MaintainIt Pro’s task system, schedule repetitive tasks to be performed at regular intervals based on dates, meter readings, or Features both. When the equipment reaches the scheduled meter reading and/or date, MaintainIt Pro automatically generates a work order. MaintainIt Pro obtains task information from the Tasks form and generates a new work order with the information. MaintainIt Pro § Schedule—Define your schedule by keeps the scheduled task in the Tasks form and generates the task the next time the equipment reaches the scheduled meter reading frequency (days), meter readings, or and/or date. both (such as 90 days or 3000 miles, whichever occurs first). To develop a preventive maintenance schedule, first, create task records for all recurring maintenance tasks your facility performs. § Instructions—Each task contains user- Second, schedule these tasks for optimal times. Finally, determine work schedules by assessing employee availability and facility defined instructions, which MaintainIt Pro operation days. prints on each work order. MaintainIt Pro offers unlimited space for each set of instructions. Include information such as prescribed safety procedures, required tools, specialized maintenance information, and repair procedures. § Required Parts¾Enter all parts required to perform the maintenance task.

MAINTAINIT PRO SYSTEM OVERVIEW 5 WORK ORDERS

With MaintainIt Pro’s work order module, create work orders for maintenance on your facility’s equipment or locations. A work Features order is a form that supplies information about needed maintenance, including information about equipment, labor, and parts necessary to complete the maintenance. Work orders serve as actual “orders” for maintenance. § Preventive maintenance¾Generate preventive maintenance work orders Create two types of work orders with MaintainIt Pro—repetitive and non-repetitive. from tasks. § Repetitive work orders—for tasks that occur regularly (tasks that you enter into the Tasks form). Maintenance personnel often § Equipment or location work orders¾Create work orders for refer to repetitive work orders as “planned” work orders or as “preventive maintenance tasks (PM tasks).” maintenance on your facility’s § Non-repetitive work orders—for tasks that occur with no regular frequency. Maintenance personnel often refer to non- equipment or locations. repetitive work orders as “emergency,” “unscheduled,” or “one-time” work orders. § Schedule¾Preview and schedule works orders. MaintainIt Pro displays Print work orders and refer to them when performing maintenance. Once you complete the maintenance, add additional information contact and crew information for each to work orders, such as task instructions, comments, and required parts. When you close work orders, indicating their completion, work order. MaintainIt Pro updates relevant task records and then saves the work orders in Work Order History so that you can track § Labor/Parts¾Enter information about maintenance operations. the employees and parts needed to complete this work order. § Notes¾Enter special delivery instructions or vendor information. MaintainIt Pro prints your notes on each work order. § Custom Fields¾Customize your work order form with 10 user-defined fields, according to your needs. MaintainIt Pro prints these custom fields on work orders. § Equipment history view¾View history of an equipment item directly from the work orders form. § Closed work order archive¾Remove information from work order history or save it to a diskette to free hard drive space. Later, restore archived data and create reports and graphs.

MAINTAINIT PRO SYSTEM OVERVIEW 6 SCHEDULING

Schedule and generate repetitive work orders for planned maintenance tasks¾tasks that occur with regular frequency, such as the Features bi-annual inspection of a facility. MaintainIt Pro generates work orders according to the task information entered in the Tasks form. MaintainIt Pro automatically generates work orders with tasks, eliminating both the need to remember which tasks are due and the § Include unscheduled work burden of entering work orders for these tasks. When you generate work orders, MaintainIt Pro finds all preventive maintenance orders¾Select to include all work tasks that are due, assigns work order numbers to the tasks, and then releases the tasks as work orders. orders that do not have a scheduled start date. Verify the workload for a particular day, craft, and/or employee before scheduling or creating work orders by using MaintainIt Pro’s § Craft¾Select to view all work orders Scheduling module. scheduled for a particular craft. § Employee¾Select to view all work orders scheduled for a particular employee. § Create WO, Close WO, Goto WO¾Create, close, or access a work order directly from the calendar.

MAINTAINIT PRO SYSTEM OVERVIEW 7 PURCHASING

With MaintainIt Pro’s purchasing function, order inventory and non-inventory items. Create purchase orders by entering Features information into the Purchase Orders form, and then print the purchase orders and send them to the specified vendors. As vendors deliver items, receive the items to MaintainIt Pro. After you receive all of the items, close the purchase order. MaintainIt Pro § Cost Information¾Calculate the total records the purchase order in Purchase Order History. cost of the purchase order, including tax and shipping and handling. MaintainIt Pro keeps a complete history of purchase order transactions, which you view and edit. You can also create new purchase § Notes¾Enter special delivery order history records for transactions that occurred before you purchased MaintainIt Pro and include that data in reports and graphs. instructions or vendor information. MaintainIt Pro prints your notes on each purchase order. § Line Items¾Edit and view the line items and specifications for each purchase order. § Vendor¾Edit and view vendor information specified for a particular purchase order. § Receipts—Receive purchases to an employee, an equipment item, a cost center, a work order, or directly into inventory. § Custom Fields¾Customize your purchase orders with 10 user-defined fields.

MAINTAINIT PRO SYSTEM OVERVIEW 8 REPORTS AND GRAPHS

Analyze your data with MaintainIt Pro’s reports. Sort and query reports, and either view the report on the screen, print the report, or export the report to a spreadsheet file. Send reports via e-mail within your facility with Microsoft Mail. In addition to the reports listed below, create custom reports by filtering records with a specific field. Save these reports in the Report Center and use them at a later date. MaintainIt Pro offers several graph types, such as bar, pie, and line. You may either graph all the data in a table, or you may specify which criteria to graph. Group and distribute data over the time period you choose. With the graph function, MaintainIt Pro compares selected data to another group of data, such as the costs incurred, the time required to perform tasks, or the number of tasks performed.

MAINTAINIT PRO SYSTEM OVERVIEW 9 LIST OF REPORTS

Equipment

Report Name Description Equipment All equipment records Equipment (with Custom Fields) All equipment records (including Custom Fields) Equipment Type Identification number and description of all equipment types Inventory

Report Name Description Standard Inventory All current inventory records Standard Inventory (with Custom Fields) All current inventory records (including Custom Fields) Inventory Value by Item All inventory items, the cost of each item, and the total cost of all items Inventory Value by Location Location of all inventory items, the cost of each item, and the total cost of all items Supplier List Suppliers and the items they supply Inventory Stock Movement Issue date, employee, equipment number, work order number, and cost center information for all inventory transactions Reorder List Items that have reached or exceeded heir reorder point and are marked for restock Physical Inventory Shrinkage Item description, issue date, adjusted quantity, unit of measure, and unit cost at time of issue for all inventory Counting Sheets (with Qty on hand) All items currently in inventory, and their current quantities; useful when counting physical inventory Counting Sheets (without Qty on hand) All items currently I inventory; useful when counting physical inventory Inventory Type Identification numbers and descriptions of all inventory types Account Codes Identification numbers and descriptions of all account codes Cost Center List Identification numbers and descriptions of all cost centers Tasks

Report Name Description Task All task records

MAINTAINIT PRO SYSTEM OVERVIEW 10 Work Orders

Report Name Description Work Order Summary Summary of all current work orders Work Order Summary (with Custom Summary of all current work orders (including Custom Fields) Fields) Work Order Type Summary Total cost of work done, sorted by work order type Craft Summary Total cost of work done, sorted by craft code Reason for Outage Summary Total cost of work done, sorted by RFO code Cost Center Summary Total cost of work done, sorted by cost center Equipment Summary Total cost of work done, sorted by equipment number Work Order Print All current work orders that are selected for printing Work Order Print (with Custom Fields) All current work orders that are selected for printing (including Custom Fields) Work Order Backlog Open work orders and tasks currently due Work Order Projection Future workload; useful for planning staff schedules Work Order History Detailed history; useful for determining work done on equipment Work Order History (with Custom Fields) Detailed history; useful for determining work done on equipment (including Custom Fields) Work Order History Labor Labor information from all closed work orders Work Order History Parts Parts used for tasks; including information from Work Order History Work Order History Notes Comments from records in Work Order History Work Order Type Identification numbers and descriptions of all work order types

Purchasing

Report Name Description Purchase Order Print All current purchase orders that are being selected for print Purchase Order Print (with Custom Fields) All current purchase orders that are being selected for print (including Custom Fields) Purchase Order History Print All closed purchase orders Purchase Order History Print (with All closed purchase orders (including Custom Fields) Custom Fields) Vendor List All vendor records

MAINTAINIT PRO SYSTEM OVERVIEW 11 LIST OF REPORTS (CONTINUED )

Lookup

Report Name Description Work Order Types Identification numbers and descriptions of all work order types Reasons For Outage Identification numbers and descriptions of all reason for outage (RFO) codes Equipment Types Identification numbers and descriptions of all equipment type codes Departments Identification numbers and descriptions of all department codes Cost Centers Identification numbers and descriptions of all cost center codes Inventory Types Identification numbers and descriptions of all inventory type codes Locations All locations and sub-locations Employees Identification numbers and descriptions of all employee codes Crafts Identification numbers and descriptions of all craft codes States Identification numbers and descriptions of all states and provinces Account Codes Identification numbers and descriptions of all account codes

MAINTAINIT PRO SYSTEM OVERVIEW 12 LIST OF GRAPHS

Graph Name Description Group by Cost Center Information about cost centers. This graph is useful for analyzing cost centers by total cost, material cost, labor cost, labor hours, downtime, or number of work orders. Group by Craft Information about craft codes. This graph is useful for analyzing craft codes by labor cost, labor hours, or number of work orders. Group by Equipment number Information about equipment items. This graph is useful for analyzing equipment by total cost, material cost, labor cost, labor hours, downtime, or a number of work orders. Group by Reason For Outage Information on Reason For Outage (RFO) codes. This graph is useful for analyzing RFO codes by total cost, material cost, labor cost, labor hours, downtime, or number of work orders. Craft Hours Projection Information about future workloads within a specified time frame. This graph is useful for planning staff schedules and estimating inventory requirements. Group by Work Order Type Information about work order types. This graph is useful for analyzing work order types by total cost, material cost, labor cost, labor hours, downtime, or number of work orders.

MAINTAINIT PRO SYSTEM OVERVIEW 13 REQUIREMENTS AND RECOMMENDATIONS

This table outlines the hardware and operating system requirements and recommendations for MaintainIt Pro’s optimum speed and performance.

Workstation Operating System Windows 95 or Windows NT 3.51 (or higher) Processor Pentium 90 (min.); Pentium 120 rec.) RAM 16 MB (min.); 32 MB (rec.) Hard Disk Space 20 MB for installation Floppy Disk Drive 1.44 MB 3½” high density Monitor VGA Color or SVGA Graphics Adapter 1 MB RAM Parallel port for printer output recommended Communication port and recommended Laser Printer recommended Mouse required Network card speed 540 K CD-ROM drive recommended

Network File Server Protocol IPX/SPX TCP/IP NETBUEI/NETBIOS Named Pipes System Novell NetWare 3.11 or higher Windows NT 3.51 or higher Windows 95 Processor Pentium 120 (min.); Pentium 166 (rec.) RAM 32 MB (min.); 64 (rec.) Hard Disk Space 20MB for installation

MAINTAINIT PRO SYSTEM OVERVIEW 14