Introduction

Important Information about eMaint X3

eMaint X3 is as easy as you want it to be, yet as complex as you need it to be. It is both an easy work order management tool as well as a full-featured enterprise asset and inventory management tool. With eMaint X3, you have the ability to:

• Manage work orders and work order requests

• Manage equipment

• Manage and track inventory

• Schedule preventive maintenance (PMs) on your equipment

• Automatically generate PM Work Orders and manage PM groups

• Charge parts and labor against work orders

• Access complete equipment and parts histories

• Track maintenance contacts

• Create a full range of reports

• Email PM- and non-PM work orders to the personnel who will perform the work

• Register multiple users to one account

• Determine access and security rights for each user

• Export your data

• Configure screens, fields, lists, reports, etc. to meet your business needs

If you already have existing data in electronic format, we can import it for you into your eMaint account. Contact us to learn more about our data conversion services.

When you first establish your eMaint X3 account, it is automatically configured with a ‘basic’ or ‘generic’ setup, and this guide is geared to the ‘basic setup’. However, you are not limited to this ‘basic setup’.

Virtually everything can be configured in eMaint to fit your needs. With eMaint X3, you can:

• Modify screen layouts for work orders, work requests, assets, parts, and contacts

• Add or remove fields from your list views and detail views

• Change field names, field font sizes, field colors, and background colors

• Modify field definitions (i.e. add field lookups, make fields mandatory, apply default settings to fields, have fields auto-populate from lookups, apply security to fields, increase field lengths, add help text to fields, etc.).

• Modify reports

• Apply filters and sorts to your lists….and more.

This ‘Getting Started’ guide is designed for the novice CMMS user, and will aid you in setting up your eMaint X3 account with basic information.

If you are a more advanced CMMS user, or want an in-depth understanding of eMaint and all of its features (including how to configure eMaint X3 to your needs), you may want to consider registering for one of our Web-based training courses. We also actively work with customers to ensure that their eMaint account is configured to align with their business processes.

To register for a course, or to learn more about the customizable features in eMaint X3, contact us at 856-810-2700 or info@emaint.com. You can get more information about our web-based training courses and other training tools by visiting eMaint University, accessible through the link in your eMaint X3 account or http://www.emaintuniversity.com/.

Terminology

Basic eMaint Terminology

While everything in eMaint X3 is configurable to use YOUR terminology, it is important to understand the basic eMaint terminology and how information is labeled in the system.

Basic terms are listed below, followed by short descriptions of each.

Work Order

Definition - The document which records work that is performed as part of your maintenance cycle. In addition to a piece of data that eMaint stores, a work order is also the physical piece of paper that is produced (assuming you are still producing paper work orders).

AKA: Job Order, Job Ticket, Open PMs, etc.

Click here to access the Work Order page

Request

Definition - The Work Request process allows users to enter a request for work. The work request is posted for evaluation by another user before becoming a work order. There are two areas a work request can be entered: the My Request screen and the Request Manager (Request tab).

AKA: Service Request, Job Request, Work Request, etc

Click here to access the Request page

Asset

Definition – Generally, any piece of equipment that you will track in the system and on which maintenance and repairs are performed, or for which work orders will be assigned and tracked. An asset can be a machine, but it can also be a room, such as for facility maintenance.

AKA: Equipment, Machine, Component, System, Sub-System, Facility, etc.

Contact

Definition - In eMaint X3, we divide contacts into various categories, including Employee, Supplier, Tenant, Contractor, and Customer. These categories are used to group contacts for three basic purposes:
General Contacts (like your Rolodex):

All Categories

Assign To’s – People/Organizations we will assign work to:
        Employee
        Contractor
        Supplier

Perform For’s – People/Organizations we will perform work for:
        Tenant
        Customer (internal or external)

Click here for more information about Contacts

Parts

Definition - Any spare part or inventory item that will be used to repair an asset, or that will need to be replaced on an asset.

AKA: Spare part, inventory, maintenance parts

Click here for more information about Parts

PM Task

Definition - A preventive maintenance task is a defined set of instructions (such as a manufacturer’s recommended maintenance description) that explains, in as much detail as you need, the work, or task, that needs to be performed on an asset.

AKA: Task, Recommended maintenance task

Click here for more information about PM Tasks

PM Schedule

Definition - A PM Schedule is associated with an asset, and indicates the frequency that a PM task is due to be performed on the asset. The frequency can be a calendar basis (weekly, monthly, etc.) or meter basis (every 100 hours, for example). An asset can have numerous PM Schedules, each with a corresponding task. Once a PM schedule is set up for an asset, it will generate (that is, it will become an ‘Open PM’ or an open work order with ‘PM’ listed as the work order type) on the date and frequency that you indicate.

Click here for more information about PM Schedule

Dashboard

Definition - The dashboard is a way of keeping reports and widgets all in one place, where they can be viewed and organized. The dashboard can be separated into different tabs, on which reports and widgets can be placed.

AKA: Dashboard Report, Widget, Dashboard Tabs, Custom Instrument, Gauge, etc

Click here for more information about Dashboards

Widget

Definition - There are a number of standard widgets that can be added, using the Add Content option on the dashboard. After a widget is added, you can configure it by clicking the pencil icon. These widgets are already set up a separate from the report writer reports.

AKA: Embedded HTML, Google Search, My Open Work Orders, Sign On/Sign Off wizard, etc

Report

Definition - Reporting is selecting and outputting a specific set of data to suit your interest. When you select data it is referred to as a query. A query is the question that is asked of all the available data. The query narrows down and specifies exactly what data you are targeting. After the data is selected by the choices you make in a query, it can be displayed. In the set up of the report, you control how you want the data to be displayed.

AKA: Query Builder, Report Writer, Reporting, etc.

Click here for more information about Reports

Graph

Definition - Reports can be configured to return results in a variety of different ways. Graphs are often used to show the data in a more visual format.

AKA: Pie Chart, Bar Graph, Line Graph, etc

Click here for more information about Graphs

Instrument

Definition - Instruments are similar to graphs but are designed to measure one particular value against a range of numbers that you define.

AKA: Angular Gauge, Vertical LED, Bulb, etc.

Click here for more information about Instruments

Filter

Definition -Directly below the column headers in the list is a filter row with a red 'Apply' button to the left of the filter row. You can apply single or multiple filters to a list to view a subset of the records contained in the list. This is a useful tool if you have many records in the list and want to quickly get to a particular record or group of records. You can also apply filters on the filter tab of the reports and custom conditions.

Data Dictionary

Definition - The Data Dictionary is the central table in the system where display options and configurations are stored. This dictionary is fundamental to the workings of the entire system. We urge you to use extreme caution if you must work in this area. If you are not sure about changing a particular field in the data dictionary, DO NOT change it. Any changes you make in the data dictionary will affect the way in which fields and forms function. Alter it with caution.

Click here for more information about the Data Dictionary

Form

Definition - Forms are laid out with fields from the database in rows and columns, similar to a spreadsheet. Typically, the information flows from top to bottom, with one to three columns (although you may choose to have more) and as many rows as required to display your data.

AKA: Work Order Form, Asset Form, Parts Form, etc.

Click here for more information about forms

Field

Definition - The information that is displayed along your forms and within your account are made up of fields. Fields represent sections or pieces that contain labels throughout your forms which can be configured to display your data.

AKA: WO #, Asset ID, Status, Brief Description, Work Description, Task, etc

Click here for more information about fields

Status

Definition - Determines the condition that a particular record is located in. The status field is used in several area's of the system to determine the state of a particular record within the system. See below for the main section in which the status field are located and how they are used:

• Work Orders - The status field for the Work Order portion of the system will display two letters(H and O). When a work order is closed out the status field will automatically update with the H(historical). When a work order is created it will display as O until the work order is closed.
• Requests - The status field for the Request will display(O,A,or X). When a request is created it will be automatically labeled with O. If the request has been approved the status field will automatically change to A. By rejecting a request the status field will change to display an X.
• Purchase Orders - The status field will represent either(O or C). When the Purchase Order is created the status field will be marked with an O, and when all line items associated to the Purchase Order have been closed the status will change to a C.

Sorting

Definition - Sorting will allow you to change the way information is being displayed within your account. You will have the option of sorting your data the list views and also within the Sort and Group tab on the report writer.

AKA- Work Order List, Parts List, Report Writer, Sort and Group

Click here for more information about sorting

Scheduling

Definition - The scheduler is a very powerful tool for keeping track of assigned work. It allows you to assign contacts to work orders for whatever amount of time you choose and on whatever day you choose. This manual will show you how to use the various functions of the scheduler and take you through examples, step by step.

AKA: Assignments, Work Orders, etc.

Barcodes

Definition - There are several area's of the system which you can utilize the barcode function. You can go to your assets or your parts and you will see if you go to options and manage related tables in either a part or an asset you will be able to add the barcode table to each of those forms. This will allow you to generate a barcode for each of your parts or assets. Barcodes can also be set up through reports in which you can print a list of parts or Assets with their corresponding barcodes.

Tree

Definition - You can see the records broken down and separated by the values in the fields of your choosing. This allows you to organize them in a way that the standard list view cannot.

AKA: Data Explorer

Data Explorer

Definition - The Data Explorer is a very useful tool that allows you to view your assets, parts, work orders, PM’s, and contacts in a unique way. By configuring the “tree view,” you can see the records broken down and separated by the values in the fields of your choosing. This allows you to organize them in a way that the standard list view cannot.

Requisitioning

Definition - Learn how to use X3 for inventory tracking, from establishing inventory records and generating reorder lists through requisitions to receive parts.

Requisition Approval - Those who have the security rights to approve requisitions and have been assigned to Approval Groups with appropriate approval levels can approve requisitions. Clicking on the Requisition Approval menu option displays the list of requisitions that this approver has been designated to approve.

• Pending PO's - When requisitions are approved, they are immediately transferred to the Update Pending PO's queue. From Update Pending PO's, items can be updated with new pricing information, quantities, and supplier information, and PO numbers can be assigned to them.
• Stock Requisitions - Stock requisitions are assigned a default approval group and account number during the initial system setup process. All requisitions generated through Create Stock Requisitions will be automatically placed into these defaults.
• Requisition Cart - At a minimum, a user who has the rights to add requisitions to the system needs access to the Requisition Cart menu option, as well as access rights to Parts, Contacts, Suppliers, Approval Groups, and the Approval Group accounts.

Static vs Shadow PM's

• Static - The system will calculate the next scheduled generation based on the day the PM work order is generated. For example, if a PM is generated into a work order today, the 'Next PM Date' value will be calculated based on the PM work order's 'WO Date'.

• Shadow - The system will calculate the next scheduled generation based on the day the PM work order is closed. For example, if a PM Is generated into a work order today, but it is closed on another day, the 'Next PM Date' will be calculated based on the PM work order's closing date.

Nesting

Definition - Nesting allows you to set levels of PM against a single asset. When PMs are due to generate on the same day, the higher level PM will generate and the lower level PMs will skip to their next interval, if they are assigned to the same 'Nesting Group'. See Advanced Configurations for set up instructions.

Work Order Management

Work Order Management in eMaint X3

The heart of eMaint X3 is work order management. Work orders are the vehicles for recording the activities you perform, the physical documents you provide the people performing the work, and the tracking device for all related activities. By issuing work orders and tracking all related activities, eMaint will give you the following information:

• All work performed for an asset/building/department/line/customer etc.

• All outstanding work

• The cost for performing the work

• The work assignments for your employees/contractors etc.

eMaint X3 is designed to handle all of the various types of work orders – from facility requests to equipment related work orders. In their most basic form, work orders are divided into two categories – Scheduled and Unscheduled.

Scheduled work orders, also known as Preventive Maintenance Work Orders (sometimes referred to simply as PMs), are those work orders that are scheduled, either by calendar or meter (like hours for example) and will occur on some regular basis (weekly, daily, annually, 3000 hours, etc.). By nature, scheduled work orders are for preventive maintenance tasks that are designed to ‘prevent’ failures in the future through their performance.

Unscheduled work orders are the opposite – these are the requests for work that come up day in and day out which are to perform maintenance tasks that require attention due to a breakdown, specific need, customer request, etc.

This guide will help you through both work order paths (Fig. 1A).


Fig. 1A

Unscheduled Work Orders

1. Unscheduled Work Orders

1a. Creating or Adding a Work Order – Basic Version:

Follow Steps 1-4 that are outlined in the graphics below.

Fig. 2A

Fig. 2B

Fig. 2C

On this example, the information was typed into the fields for WO Type, Downtime, Schedule Date, Problem Type, Estimated Hours, Priority, Brief Description and Work Description.

There is no Asset associated with this work order.

What if you want to associate an asset to a work order?

To create a work order for a piece of equipment, follow the example outlined in section 1b below.

1b. Creating a Work Order for an Asset:

Click ‘Add New Record’ from your Work Order list so that the new record screen shows. To associate an Asset with a work order, click the file folder to the right of the Asset ID field to access your list of assets.

Fig. 2D


Fig. 2E


Fig. 2F

In the example above, Asset ID 1019 was selected from the list. Notice, upon selecting an asset from the list, the other fields on the work order that pertain to the asset –Description, Building, Floor – are populated as well.

What if you want to associate a customer or tenant to a work order?
If you are a property or facility manager, or provide services to customers, you probably want to add work orders that are associated with your contacts. To indicate that a work order is for a customer or tenant, follow the example outlined in section 1c below.


What if you want to assign a work order to an Employee or Contractor?
The procedure for assigning a work order is similar to the procedure for indicating a work order will be performed for a customer or tenant. See example in section 1c below.

1c. The ‘Perform For’ and ‘Assign To’ functions of Work Orders

The steps for creating a work order that will be performed for a tenant/customer and for assigning a work order to an employee/contractor that will perform the work are virtually identical. For “Performing” work, as in work being performed for a contact (such as a customer or tenant), you want to focus on the fields Perform For Type and Perform For. For “Assigning” work, as in assigning a work order to a contact (such as an employee or contractor), you want to focus on the fields Assign To Type and Assign To.

Fig. 2G

Scheduled Work Orders

2. Scheduled Work Orders

Fig. 3A

The diagram above illustrates scheduled maintenance.

We have your machine # 10001 (Asset) which, according to the manufacturer (or your experience, etc.), should have a certain procedure (PM TASK) performed on a monthly basis (PM Schedule) in order to ensure proper running of the equipment.

You probably have several pieces of equipment identical to #10001 which will require the same PM Task to be performed. eMaint X3 reduces the amount of data entry required by a CMMS by only requiring you to enter these procedures once. So let’s do it…

We will first review setting up your assets, then setting up the PM Tasks and finally setting the PM Schedule on the Asset.

2a. Setting up Assets in eMaint X3

Fig. 3B

The Asset File Listing is the starting point for accessing your assets, or your equipment records.

As you add new equipment records to your account, you will see the records listed on this screen. When you first establish your eMaint X3 account, there is one record in the list, labeled as “Unassigned”

Click “Add New Record” in the upper left portion of the screen to add a new equipment record. Your new record screen will open, allowing you to create a new asset record.

The screen will look something like this:


Fig. 3C

The Asset ID and the Description are the minimum fields that should be filled in for an asset record. You can fill in as many or as few of the other fields on the asset record as you wish.

Asset ID
The ID number on the asset is known as a Key Field. In eMaint X3, the ID number that identifies any record is known as a key field and its importance is significant. Once you establish an ID number on a record and save the record, the ID cannot be edited. Therefore, give careful consideration to the ID you establish for a record. The ID can be a combination of letters and/or numbers, without spaces.
This field is 21 characters in length. The length of a key field cannot be modified.

Examples of good ID numbers:
0000001
AIRCOMP1
22-076-336-001-01

Examples of bad ID numbers:
00001 01 (space between characters is not allowed)
09-#03-001 (cannot use any symbol characters, such as # or $ or *)
6”motor1 (cannot use quote marks, such as “ or ’, to denote inches or feet)

Description
The description field can be a combination of letters, numbers, symbols and spaces, as you desire.

After you populate the appropriate fields for this asset record, click the ‘Save New Record’ button at the top left corner of the screen. This saves the record and displays it on screen. From here, you can add another new record by clicking the ‘Add’ button at the top of the screen.

You can also edit the current record being viewed by clicking ‘Edit.’ After making changes to the record, click the ‘Save Changes’ or ‘Cancel Changes’ button at the top of the edit screen to return to the display view of the record.

Remember: There are other fields that can be exposed on this screen if there is more information that you want to track about your equipment. Contact us at info@emaint.com or 856-810-2700.

2b. Setting up PM Tasks

With eMaint X3, you first define the PM task(s) that will be performed on the equipment, and then you schedule or assign the tasks to the asset with which they are associated.



Fig. 3D

There are 3 main fields to populate:

1) The ID number, which is a key field,

2) The Brief Description, and

3) The Detailed Text, an unlimited text field.

There is also a PM Group field, which allows you to define group types for PMs here at the task level or at the schedule level, and then manage the groups through the PM Manager menu option. The PM Group process is discussed in greater detail in eMaint’s training course materials.

Fill in the ID number, the brief description, and the detailed description (you can copy and paste from another document, as well as from the PM Task Library that is available from your main menu).

After you populate the appropriate fields, click ‘Save New Record’ at the top left section of the screen. This saves the record and displays it on screen. From here, you can add another new record by clicking the ‘Add’ button at the top of the screen.

You can also edit the current record being viewed by clicking the ‘Edit' After making changes to the record, click the ‘Save Changes’ or ‘Cancel Changes’ button at the top of the edit screen to return to the display view of the record.

Add as many PM Tasks to your eMaint account as you wish. You can enter them all at once or build the list as you go.

2c. Scheduling PMs to your Assets

Now that you have defined your PM Tasks, you can set up the PM schedules for your assets. From the Asset File Listing, select the asset for which you want to schedule a PM Task.


Fig. 3E

Click the ‘Add’ link to add the type of PM that you want. Calendar and Meter based PM’s are setup using the same form.


Fig. 3F

Fill in the appropriate fields on the PM schedule form, and click ‘Save Changes’ in the upper left corner of the screen. Upon clicking save, you are returned to the detail screen of the asset. To assign another PM schedule to this asset, click the ‘Add’ link in the PM section and proceed as before. To assign PM schedules to another asset, locate the asset on the Asset File Listing, select the asset and proceed with same steps as outline above.

2d. Maintenance Contacts – Establishing your List of Employees and other Contacts

There are several categories or types of Maintenance Contacts that are tracked in eMaint X3. The Categories include Employee, Contractor, Supplier, Location, Customer, and Tenant. It is important to establish your list of contacts in order to assign employees or contractors to PM schedules or work orders or to associate suppliers to parts.


Fig. 3G

There are many fields that you can populate on this new record page. Record as much or as little detail as you wish, noting the primary fields identified in the example above.

After you populate the desired fields for this record, click the ‘Save New Record’ button at the top left corner of the screen. This saves the record and displays it on screen.

From here, you can add another new record by clicking the ‘Add’ button at the top of the screen.

You can also edit the current record being viewed by clicking ‘Edit.’ After making changes to the record, click the ‘Save Changes’ or ‘Cancel Changes’ button at the top of the edit screen to return to the display view of the record.


Fig. 3H

2e. Generating Preventive Maintenance Work Orders

There are two methods available for generating PM Work Orders: manual or automatic.

Manually Generating Pms



Fig. 3I


Fig. 3J

Indicate the date through which the PMs should be generated. It is optional to indicate the PM Group, Route, Site and Assignment filters. To “Preview” the PMs that are due to be generated through the date indicated, click ‘Proceed’ (If you plan to generate PMs that are due to come out at a future date, be sure to check Generate Future PMs.) The list of PMs to be generated will appear on screen.


Fig. 3K

Above the list of generated work orders contain links to either 'Click to print' or 'Click to email' the work orders. Select the output that you desire by clicking either link. These open PM work orders that appear on the list are now available in the Work Order Center. To see the detail of one of the work orders on the list, click on the individual work order number and it will display in a new screen.

Automatically Generating PMs

In addition to generating PMs manually, there is an option to set the account to automatically generate PM Work Orders and email a HTML or PDF attachment of the generated work orders to the system administrator, along with copies of the work orders emailed to the appropriate Assign To contacts associated with the PMs and the System Administrator (provided a valid email address is contained in the contact record).

Click ‘My Account' from the top of the page access the option.


Fig. 3L

Make sure the Disable PM emails is not checked, indicate the type of attachment you wish to send with the email, and the time of day you want the PM work orders generated. Click ‘Save PM Email Settings’ to save the settings.

Parts File Information - Setting up Inventory

3. Parts File Information - Setting up Inventory in eMaint X3

Fig. 4A

eMaint X3 provides complete tools for managing and tracking your inventory, including reordering and receiving parts. With eMaint X3, you can associate multiple suppliers with your parts, generate a parts re-order list for your stock items, track the complete history on your parts, print quotations and internal requisition forms, and more.

This guide only covers the basics of adding items to your inventory and charging those items against work orders. For detailed training on using eMaint to manage and track your inventory, consider registering for our Inventory Control training course.

Your eMaint X3 account comes pre-populated with one item in the Parts File. It is a miscellaneous parts record. From the Parts File Listing, you can add a new part.



Fig. 4B


Fig. 4C

The key field for Inventory Parts is Item No. The Item No. and the Description are the minimum fields that should be filled in for a part record. You can fill in as many or as few of the other fields on the part record as you wish.

After you populate the appropriate fields for this record, click the ‘Save New Record’ button at the top left corner of the screen. This saves the record and displays it on screen. From here, you can add another new record by clicking the ‘Add’ button at the top of the screen.

You can also edit the current record being viewed by clicking ‘Edit’. After making changes to the record, click the ‘Save Changes’ or ‘Cancel Changes’ button at the top of the edit screen to return to the display view of the record.

Update, Close, and Print Work Orders

4. Updating, Closing, and Printing Work Orders

To edit or update a work order with new information, you can go to edit mode directly from the work order in your Work Order File Listing, or you can click ‘Edit’ at the top of the detail view of the work order.


Fig. 5A

Tracking Charges on Work Orders

In the work order detail screen, there is a Work Order Charges tab that has a selection of button options to add charges and edit the properties/fields of the WO Charges. Select the type of charge from the list of buttons (Parts, Labor, Misc., or Quick Parts). Depending on what type of charge you clicked, a pop up panel will appear accordingly. Fill in your necessary information and then click either Save Entry or Save and Return. After you save and close the pop up panel, the recent charge will display underneath the Work Order Charges tab in your work order detail view.

In this example, an Add Parts charge is clicked and a pop up panel appears.



In this example, an Add Labor charge is clicked and a pop up panel appears.



Once your charges are recorded on the work order, they are displayed in the bottom portion of the work order screen. The charges may be edited by clicking the pencil icon to the left of the line item.

Note: All work order history and charges history that is associated with an asset can be displayed on the Asset Record.

This guide is meant to cover only the very basic features of eMaint X3. Other training materials and resources designed to help you become fully proficient in all areas of the system are available through the eMaint University on your eMaint X3 account. For more information, please contact us at 856-810-2700 or info@emaint.com.